TH BRIGADE JROTC 4 TH PROPERTY ACCOUNTABILITY
RULES BEFORE STARTING ❖ Be Polite, because you may know the answer doesn’t mean everyone does. ❖ Keep personal issues for a side conversation. If it helps the group then please share. ❖ Questions are welcomed, please stay relevant to the subject we are on. ❖ This class has a lot of information. Please be patient, calm and allow for instructor to reach the end.
Brigade Supply Representative STATES: SOUTH CAROLINA, VIRGINIA, WEST VIRGINIA REPRESENATIVE: SHANNON GOODRIDGE CONTACT NUMBER: 910-643-4537 EMAIL: SHANNON.K.GOODRIDGE.CIV@MAIL.MIL STATES: NORTH CAROLINA, MARYLAND, DC and DELEWARE REPRESENATIVE: ANTHONY ROSS CONTACT NUMBER: 910-396-6085 EMAIL: ANTHONY.B.ROSS12.CIV@MAIL.MIL REPRESENTATIVE FOR: BUDGET, FLIPLS AND OVERFLOW REFER TO : ERIK SHAY CONTACT NUMBER: 910-643-4346 EMAIL: erik.s.shay2.civ@mail.mil
AREAS OF DISCUSSION I. I. HAND RECEIPT HOLDERS RESPONSIBILITIES II. REQUIREMENTS AS A HAND RECEIPT HOLDER III. TURN IN PROCEDURES IV. ADMINISTRATIVE ADJUSTMENTS V. V. FINANCIAL LIABILITY INVESTIGAT ATION VI. TEMPORARY HAND RECEIPT PROCEDURES VII. DOCUMENT REGISTER VIII.REQUESTED ITEMS FROM CIF
HAND RECEIPT HOLDER RESPONSIBILITIES ❖ Primary Hand Receipt Holder has direct responsibility for property. The school Principle is the Appointing Authority. ❖ The Senior Army Instructor (SAI) will be delegated the authority as Primary Hand Receipt Holder (PHH) unless there is not a SAI at the school. If the Army Instructor (AI) is the only instructor at the school then he/she will assume responsibility as the Primary Hand Receipt Holder. The SAI can sub hand receipt items to the AI (by using DA Form 3161 or DA Form 2062). ❖ Signatures establishes direct responsibility ❖ Inventories must be conducted when hand receipt holder leaves, or replaced. Preferably 30 days prior to leaving. You may create a monthly/cyclic for your school to ensure proper inventories are conducted. There is an annual hand receipt due to Cadet Command every August of the year. This is a mandatory suspense date, if turned in late you will be annotated on the delinquency list and further actions will be conducted. Hand receipts will be pushed from your Brigade 30 days prior to allot enough time for inventories and annotate discrepancies. ❖ All concerns/discrepancies regarding equipment on the hand receipt will be directed to your schools assigned supply technician at your Brigade level First. ❖ Discrepancies should be annotated and pushed forward to your Brigades so the issue is fixed. Allow 3-5 business days for a response from your Brigade Representative. The PHRH will prepare DA Form 1687, Notice of Delegation of Authority - Receipt for Supplies to appoint/authorize individuals to request or receive property. It is essential, to appoint individuals to request and/or receive property book items in the event PHRH is on leave, temporary duty, etc. A copy of the DA Form 1687 should be retained by PHRH, with A copy being sent to Brigade Logistics section. Updated Da Forms 1687 will be submitted up expiration date, transfers, retirement or dismissals. ❖ Equipment on-hand is properly maintained, used for intended purpose, and protected from loss, damage, or destruction. Excess equipment will be annotated and scheduled for a turn-in. It is the Army Instructors responsibility to ensure there is not equipment older then the life cycle stored in the facility. Excess equipment can lead to a Financial Liability Investigation because it is poorly secured and not inventoried properly.
HAND RECEIPT HOLDER RESPONSIBILITIES ❖ Establish controls to ensure each person responsible for property is properly cleared before departure. Any time the equipment leaves one location to another, it should be inventoried i.e. weapons on drill meets or rifle matches. ❖ Ensure that pilferable items (automation equipment (APDE), software) are sub hand receipted directly to the user with DA Form 2062, Hand Receipt/Annex Number. ❖ Immediately report any item(s) lost, damaged, or destroyed, to Brigade, after loss is known and causative research has been conducted. No later than 15 days from the loss of discovery. ❖ Prepare necessary paperwork to turn-in any excess equipment which is unserviceable or unnecessary for their required mission, Request for Turn-In. ❖ Request advice on property accountability procedures or assistance on regulatory clarification, when necessary, from their Brigade Supply Rep. ❖ Maintaining hand receipt files. These files must contain the current HRs, sub-hand receipts, temporary HRs, and all change documents not posted to the HR (issues, turn-ins, lateral transfers, etc.). Only current HRs and sub-hand receipts are required to be maintained in the file; all others, including any change documents, may be destroyed once they have been posted to the HR. ❖ There are times when a property book item is discovered in a PHRHs area, but is not listed on their HR. In order for this equipment to be added to the PHRH, you must annotate and request to place on hand receipt by iniate/preparing DA Form 2765-1 Found on Installation (FOI).
REQUIREMENTS AS A HAND RECEIPT HOLDER PROCESS AND DOCUMENTS.
QUICK NOTES The SAI, will be the primary hand receipt holder. The SAI can sub-hand receipt the items down to the AI. The paperwork that is required at Cadet Command requires the SAI signature though. If there is not a SAI at the school or the SAI is an NCO then that individual will send the hand receipt forward. If you are resigning as the SAI please tell your Brigade Supply Representative so we can forward a new hand receipt. You will conduct 100% inventory with your AI and allow for 30 days to complete is applicable. The AI will sign for the equipment until a new SAI is hired. During the summer and there is not an instructor present in the building for more than 30 days, you will need to have the Principal or a presentative that the Principal has appointed in the school to sign for the equipment. You CANNOT have property unattended longer than 30 days. ANY QUESTIONS BEFORE WE CONTINUE?
First Requirement is a Signed Hand Receipt Please ensure to sign in the “to” Block” This is because the “from” is technically from cadet command. If you do not see your school name FE or UIC Please request for a new hand receipt. It will get kicked back from CC without it. Do NOT mark on this hand receipt. Please use your working copy to annotate any concerns, corrections or issues.
Appointment Orders This memo is required only once. If the Principal has changed then you will need to update this memo. When turning in a annual HR, as long as the information is the same you do not need to update. If your Principal is unavailable, you can have your Assistant Principal sign. This is NOT the same memo as a MPS.
100% Inventory Memorandum This document is to explain you did a 100% inventory. During this inventory you did or did not find discrepancies. It is okay to put your discrepancies on this memorandum. This is how Brigade is notified and will begin to fix these issues. Submit all discrepancies to your Brigade Log Tech, but please do not mark on the Hand Receipt.
Signature Card If you want the other instructor to sign on the behalf of Primary Hand Receipt Holder you will fill this document out. DA Form 1687: Ensure you put the AI name in the “Authorized Representative” and the SAI will insert their name under “I Assume Full Responsibility” The expiration date should be ONE day LESS than the date it was created (Top Right)
Memorandum to NOT elect a Representative You do not need this memo stating you do elect a individual. You only need the signature card. This is solely for the Primary Hand Receipt Holder to not elect an individual If you are the only instructor at the school you will need to complete this form no matter what.
Turn-In Equipment Procedures REQUIRED DOCUMENTS AND IMPORTANT INFORMATION
Turn In Procedures ❖ Underutilized, unserviceable, excess, and unauthorized nonexpendable, expendable or durable equipment must be reported to Brigade. If the items are not on your hand receipt you will need to submit a Found on Installation in order for the DRMO (drop off location) to except your paperwork. The document number must come from GCSSA (Cadet Command). Current weapons that are authorized to be turned in are the following: Model: 853; 1903; 887; M-1 ❖ You CANNOT turn in the Daisy Facsimile (Black Dummy Rifle) or the Rifle Air, Crossman’s . ❖ You CANNOT turn in the air rifles solely based on “not wanting the team or not having enough time”. Air rifles can be transferred if the school will NOT allow for the program/on school grounds. Therefor Brigade will need a memorandum from the Principal explaining the situation. ❖ Computers will need the hard drives removed, please have the DLA 2500 sign by either the school it program or an inspector. ❖ Attached you will see the appropriate turn in paperwork according to what you would like to turn in. You must schedule a time with the DRMO (drop off location) prior to receiving the turn in documents from Cadet Command to ensure the equipment gets turned in and the documents don’t stay afloat.
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