About the Property Book for Commanders
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IT IS ALL YOURS….
COMMANDER!
Property Accountability Topics
Responsibilities
The Inventory
Inspect Unit Supply Records
Property Adjustments
Wartime Accounting
Command Responsibility
Can’t Delegate.
Ensure Property is Used Properly.
Ensure Property is Safeguarded.
Ensure Your Soldiers Actions Contribute to :
Proper Custody
Proper Care
Proper Use
Proper Safekeeping
Enforce Supply Discipline. Develop and train supply SOP.
Take Needed Admin or Disciplinary Actions.
The Inventory
Inventory
Annual requirement.
Must Be On-Hand or on Order.
Want property returned in EXACT condition issued.
Inventory
Event Driven
Commodity Driven
Event Driven
Change of Command.
Change of Sub-Hand Receipt Holder.
Change of User.
Receipt/Turn-in of Property.
Cyclic “10%”.
Command Directed.
Change of Company Armorer.
Commodity
Weapons & Ammunition
Sensitive Items
PLL
Basic Loads
Organization Clothing & Individual Equipment
FMO
Installation Property (IPBO)
Inventory
“Change of Command”
Plan
Conduct
Research/Reconciliation
8. Obtain the following :
Property Book Officer:
PHR (ALH-151) signed by Outgoing Company Commander (PHRH).
Nonexpendable Shortage Annex : Initialed by PBO.
S4 to You:
Durable Shortage Annex : Initialed by S4. ***
Outgoing Commander:
Sub-hand Receipts for company.
Shortage Annexes: Company, initialed by outgoing CDR.
13. Stick to Schedule.
14. Inventory End Items and All Components.
15. Record the TM, SC, HR, etc. you used to
inventory.
16. Verify Serial Numbers.
17. Inspect Equipment.
18. Validate Maintenance Work Orders.
19. Sub-Hand Receipt the Property.
20. Demand strict adherence to instructions.
21. Soldiers are sizing you up.
22. You are sizing up the soldiers.
23. You are telling them how important property
accountability is to you — be ruthless!!
Who Should Be With You During the Inventory?
Supply Sergeant.
Supply Clerk.
Subhand Receipt Holder.
User Hand Receipt Holder.
SME on Equipment.
Out Going Commander.
Miscellaneous.
Assumption of Command orders.
Signature cards.
Equipment density listing to support unit.
Inspect Unit Supply Records
PRIMARY HAND RECEIPT ALH-151
SUB-HAND RECEIPT ULLS-S4/DA FORM 2062
USER HAND RECEIPT ULLS-S4/DA FORM 2062
SHORTAGE ANNEX ULLS-S4/DA FORM 2062
TEMPORARY HAND RECEIPT DA FORM 3161
CHANGE DOCUMENT DA FORM 3161
Inspect Unit Supply Records
Subhand Receipt
From You to Subhand Receipt Holder
Sub-Hand Receipt/DA Form 2062.
Major End Items Only.
Signed by Subhand Receipt Holder.
Shortage Annex
Authorized Shortages of components to
include expendables.
Initialed by You.
DA Form 3161
Issue
Turn-In
Temporary Hand Receipt
Lateral Transfer
Issue
DA Form 3161
DOL To Commander.
DPBO To Commander.
Commander to Subhand Receipt Holder & User.
SIGNATURE CARD AUTHORITY!
Turn In
DA Form 3161
Subhand Receipt Holder/User to Commander.
Commander to DOL.
Commander to DPBO.
SIGNATURE CARD AUTHORITY!
Temp Hand Receipt
DA Form 3161
Use for 30 Days or Less.
Don’t Remove Loaned Item from your Accountability Documents.
Can be used Outside Parent Unit.
Coordinate with the other Commander.
Lateral Transfer
DA Form 3161
Receive Directive.
Inventory Item.
Update Shortage Annex/Fund Transfer.
Obtain Approval Authority Signature.
Complete Transfer.
Lateral Transfer
DA Form 3161
Get Document Number From PBO.
Turn in Completed 3161, Shortage Annex, Fund Transfer Memo to PBO.
Keep Copies.
Ensure Item Is Removed From Your ALH-151.
DA Form 3161 — Lateral Transfer
Ensure shortages are on request.
Verify relief from accountability actions are initiated.
Turn-in excess.
Adjust property records (don’t forget shortage annex).
Ensure all property is signed For.
Prepare After Action Report (AAR).
Property Adjustments
Administrative Adjustment Report (AAR).
Damage Statement.
Memorandum For Record.
Cash Purchase.
Cash Collection.
Statement Of Charges.
Report Of Survey.
Property Adjustments
Administration Adjustment Report (AAR)
Used To Correct Minor Discrepancies .
(DA Form 4949)
Sizes
NSN
Serial Numbers
Unit of Issue
Accounting Requirements
Assembly/Disassembly
Property Adjustments
Damage Statement.
Used when negligence not found (Memorandum).
“I have reviewed the circumstances surrounding the damage to the above item and find no evidence of negligence or willful misconduct.”
Company Commander has $200 Limit/ $100 for OCIE.
Reviewed Quarterly.
Abuse = Loss Of Authority.
Property Adjustments
Memorandum for Lost Hand Tools.
“I have reviewed the circumstances surrounding the loss of the above items and find no evidence of negligence or willful misconduct.”
Company commander approval of $100 per incident.
Prepare a narrative of the incident.
Reviewed quarterly by Battalion Commander.
Abuse = Loss of Authority.
Property Adjustments
Cash Purchase :
Liability Admitted.
“I authorize 2LT Smith to purchase the following
hand tools (or OCIE). Purchased items will remain
the property of the U.S. Government.”
Use cash or check.
Item must be immediately available.
SSSC or CIF.
Property Adjustments
Cash Collection Voucher.
DD Form 362.
Liability Admitted.
No Lost or Destroyed Sensitive Items.
Less Than One Month Base Pay.
Direct payment to FAO.
Show proof of payment in 2 days.
No proof = payroll deduction or report of survey.
Property Adjustments
Statement Of Charges.
DD Form 362.
Liability admitted.
No Lost or Destroyed Sensitive Items.
Less than one months base pay.
Payroll Deduction.
Follow Up in 20 Days with FAO.
Property Adjustments
Mandatory when any of the below
conditions exist :
Liability admitted, but greater than one month’s
base pay.
Liability not admitted.
Lost or destroyed sensitive item.
Fire, theft, or disaster.
Property Adjustments
Survey Officer :
Primary Duty.
30 Calendar Days To Complete
Can’t Have Vested Interest.
SFC or above.
Greater in Rank .
Property Adjustments
Survey Officer Responsibilities:
Determines:
Did the loss actually occur?
Cause.
Value.
Assessment of financial liability.
Property Adjustments
Survey Officer Must Prove :
Negligence
Willful Misconduct
Proximate Cause
Negligence :
Simple: Failure to act as a reasonably prudent person would have acted under similar circumstances.
Gross: Extreme departure from course of action expected, and accompanied by a reckless, deliberate, or wanton disregard for the foreseeable circumstances.
Willful Misconduct: Any intentional wrongful or unlawful act or omission relating to government property.
Proximate Cause :
Natural and continuous sequence unbroken by a
new cause.
Without which loss or damage would not have
occurred.
Primary or predominating cause.
Direct and immediate consequence.
Respondent’s Appeal Process :
7 Calendar Days to submit rebuttal / new
evidence.
Legal Counsel.
Still Found Liable :
Request for reconsideration.
Legal counsel.
Legal error only.
Property Adjustments
Initial Review by Appointing Authority.
Final review by Approving Authority.
If Yes, then can find Liable or Not Liable.
If No, then a Regular Survey will Be Pursued.
Does survey contain enough information to do a
short survey?
Wartime Supply Policy
By direction of the Secretary of the Army.
Applies to units deployed in theater of
operations.
Theater commanders may impose stricter
accounting requirements.
Wartime Supply Policy
Follow-up and request to cancel.
Supply reconciliation and validations.
Signature cards & assumption of CMD orders (except ammunition).
Inspections and inventories.
No separately documented lateral transfers.
Wartime Supply Policy
Excess turned-in “as is“.
Update property books through CBT loss and daily LOGSTAT reports.
COMSEC accounting/reporting remains.
OCIE accounting remains in effect.
Ammo accounting O/H balances.
