IMEU-BAM-LGS
SUBJECT: Bamberg Installation Property Book Office SOP
DEPARTMENT OF THE ARMY
US ARMY GARRISON- BAMBERG
UNIT 27535
APO AE 09139
01 November 2007
Bamberg Installation Property Book Office
STANDING OPERATING PROCEDURES
CHAPTER 1 - GENERAL ........................................................................................................... 3
1 – 1. PURPOSE. .................................................................................................................................. 3
1 - 2. APPLICABILITY ....................................................................................................................... 3
1 – 3. ORGANIZATION FOR SUPPORT ........................................................................................... 3
1 – 4. HOURS OF OPERATION. ......................................................................................................... 3
1 – 5. RESPONSIBILITIES. ................................................................................................................. 3
1 – 6. EXPLANATION OF TERMS .................................................................................................... 6
1 – 7. SUPPLY OPERATIONS ............................................................................................................ 6
CHAPTER 2 - REQUESTING SUPPLIES, EQUIPMENT AND SERVICES ....................... 6
2 – 1. ORGANIZATION FOR SUPPORT. .......................................................................................... 6
2 – 2. USE OF THE INTERNATIONAL MERCHANT PURCHASE AUTHORIZATION CARD
(IMPAC) CARD. ........................................................................................................................................ 7
CHAPTER 3 - TURN-IN OF SUPPLIES.................................................................................... 7
3 – 1. WHEN PROPERTY IS TURNED IN. ........................................................................................ 7
3 – 2. WHERE PROPERTY IS TURNED IN. ...................................................................................... 7
3 – 3. TURN-IN PROCEDURES. ......................................................................................................... 8
CHAPTER 4 - LATERAL TRANSFER ..................................................................................... 9
4 – 1. INTERNAL LATERAL TRANSFERS ...................................................................................... 9
4 – 2. EXTERNAL LATERAL TRANSFERS ..................................................................................... 9
4 – 3. LATERAL TRANSFER APPROVAL. ...................................................................................... 9
4 - 4. EQUIPMENT DESTINED FOR A TRANFER.........................................................................10
4 – 5. LATERAL TRANSFER PROCEDURES. .................................................................................. 9
CHAPTER 5 - INSTALLATION PROPERTY BOOK SYSTEM ......................................... 10
5 – 1. EXAMPLES OF PROPERTY ...................................................................................................10
5 – 2. TYPES OF PROPERTY ............................................................................................................11
(a) Organization Property. ...............................................................................................................11
(b) Installation property. ..................................................................................................................11
5 – 3. INSTALLATION PROPERTY BOOK IDENTIFICATION CODES (PBIC). ........................11
5 – 4. PRIMARY HAND RECEIPT HOLDER (PHRH). ...................................................................12
5 – 5. INSTALLATION PROPERTY BOOK OFFICER (PBO). .......................................................12
CHAPTER 6 - PROPERTY ACCOUNTABILITY ................................................................. 12
6 – 1. NONEXPENDABLE SUPPLIES ..............................................................................................12
6 – 2. EXPENDABLE SUPPLIES .......................................................................................................12
6 – 3. DURABLE SUPPLIES ..............................................................................................................13
6 – 4. SUPERVISORY RESPONSIBILITY ........................................................................................13
CHAPTER 7 - ASSIGNING RESPONSIBILITY FOR PROPERTY.................................... 14
7 - 1. REQUIRED RECORDS. ...........................................................................................................14
7 – 2. HAND RECEIPT PROCEDURES. ..........................................................................................14
7 – 3. HAND RECEIPT ANNEX PROCEDURES.............................................................................14
7 – 4. COMPONENT LISTING CHANGES. .....................................................................................15
7 – 5. TEMPORARY HAND RECEIPT PROCEDURES. .................................................................15
7 – 6. HAND RECEIPT UPDATES. ..................................................................................................15
7 – 7. TOOL ROOM PROCEDURES.................................................................................................15
CHAPTER 8 - INSPECTIONS AND INVENTORIES............................................................ 16
8 – 1. CHANGE OF PHRH INVENTORY. .......................................................................................17
8 – 2. RECEIPT AND ISSUE OF PROPERTY INVENTORY...........................................................18
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SUBJECT: Bamberg Installation Property Book Office SOP
8 – 3. CYCLIC INVENTORY. ............................................................................................................19
8 – 4. SENSITIVE ITEM INVENTORY (SII). ...................................................................................19
8 –5. SETS, KITS, AND OUTFITS (SKO) INVENTORY. ...............................................................20
8 – 6. TOOL ROOM INVENTORY. ..................................................................................................20
8 – 7. COMMAND SUPPLY DISCIPLINE PROGRAM (CSDP) EVALUATION. .........................21
8 – 8. COURTESY INSPECTION ......................................................................................................22
CHAPTER 9 - RELIEF FROM RESPONSIBILITY FOR PROPERTY .............................. 23
9 – 1. PROPERTY LOSS .....................................................................................................................23
9 – 2. GENERAL ACTIONS TO PROTECT GOVERNMENT PROPERTY ....................................23
9 – 3. STATEMENT OF CHARGES VERSUS FINANCIAL LIABILITY INVESTIGATION OF
PROPERTY LOSS: ...................................................................................................................................23
1. DD Form 362, Statement of Charges/Cash Collection Voucher ................................................23
2. DD Form 200, Financial Liability Investigation of Property Loss (FLIPL) ..............................23
3. DA Form 7531, Checklist and Tracking Document for FLIPL ..................................................24
CHAPTER 10 - MINOR INSTALLATION PROPERTY BOOK ADJUSTMENT ............. 28
10 – 1. COMMON USE FOR AAR IS AS FOLLOWS: .......................................................................28
a. Discrepancies in makes, models, or sizes ...................................................................................28
b. National Stock Number changes ................................................................................................28
c. Unit of Issue changes. ................................................................................................................28
d. Change in Accounting Requirements (ARC). ............................................................................28
e. Change of Serial/USA Numbers.................................................................................................28
f. Disassembly of end items. ..........................................................................................................29
CHAPTER 11 - REQUESTING CHANGE TO AUTHORIZATIONS ................................. 29
11 – 1. WHEN TO SUBMIT AN AETT FORM 18...............................................................................30
11 – 2. RESPONSIBILITIES. ................................................................................................................30
CHAPTER 12 – MISCELLANEOUS ....................................................................................... 31
12 – 1 AUTHORIZATION FOR PURCHASE OF AIR CONDITIONERS.........................................31
CHAPTER 13 - PROPONENT .................................................................................................. 31
ANNEX I – GLOSSARY .......................................................................................................... 313
ANNEX II – TERMS .................................................................................................................. 35
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SUBJECT: Bamberg Installation Property Book Office SOP
CHAPTER 1 - GENERAL
1 – 1. PURPOSE. This SOP prescribes policies and procedures for installation property book operations. It
provides technical guidance relative to requesting, receiving, accounting, maintaining, transferring, and turn-in
of equipment and supplies by activities supported by the Bamberg Installation Property Book Office.
1 - 2. APPLICABILITY. This SOP applies to all hand receipt holders and organizational elements
supported by the Bamberg Installation Property Book Office.
1 – 3. ORGANIZATION FOR SUPPORT. The Bamberg Installation Property Book Office is organized as
follows:
a. Bamberg Installation Property Book Officer (IPBO).
b. Installation Property Book Team #1. Supports Tenant Units
c. Installation Property Book Team #2. Supports USAG-Bamberg.
1 – 4. HOURS OF OPERATION.
a. Monday thru Friday 07.30-12.00
12.30-16:00
b. U.S. and German Holidays – Closed
1 – 5. RESPONSIBILITIES.
a. Installation Property Book Officer (IPBO):
(1) Maintains property accountability for all installation property book items in 54th ENG BN,
rd
173 ABCT, 16th SUS BDE, and USAG-Bamberg.
(2) Sets up hand receipt files for each installation property book account.
(3) Coordinates all turn-ins and Lateral Transfers.
(4) Ensures Cyclic/Sensitive Item Inventories are conducted by the PHRHs. Maintains Shortage
Annexes for Nonexpendable Class II/IV/VII Component of End Items (COEI) shortages.
(5) Performs the duties of System Administrator for the Property Book Unit Supply Enhanced
(PBUSE).
(6) Directs and controls all operations within the installation property book office.
(7) Provides technical assistance when required.
b. Property Book Lead Technician:
(1) Assistant to the installation property book officer.
(2) Ensures proper posting of installation property book transactions to the PBUSE systems.
(3) Ensures installation property book supporting documents are posted to the PBUSE within
three calendar days.
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SUBJECT: Bamberg Installation Property Book Office SOP
(4) Reviews installation property book transaction documents prior to filing.
(5) Ensures all supply forms submitted by the PHRHs for posting to the appropriate installation
property book are prepared IAW DA Pam 710-2-1 and AR 735-5.
(6) Ensures all cyclical reports to higher headquarters are submitted in a timely manner.
(7) Ensures Sensitive Item Inventory listings are provided to PHRH’s NLT the second working
day of the month and the cyclic inventory is provided to the PHRH 30 days prior to the inventory due date.
(8) Tracks authorization documents (Logtaads)
(9) Checks inventories and shortages/excesses.
(10) Supervises the work of the supply clerk/technician.
(11) Ensures the work areas are in presentable conditions at all times.
c. Supply Clerk/Technician:
(1) Processes MILSTRIP actions through the PBUSE systems.
(2) Track requisitions submitted through the RSSA.
(3) Conduct a face-to-face reconciliation with the RSSA when the “recon rating” falls below
ninety-five percent (95%), or when necessary.
(4) Picks-up supplies from the RSSA as directed.
(5) Sorts, stores, and issues supplies to customers.
(6) Prepares necessary supply forms when required.
(7) Posts installation property book transactions to the PBUSE systems under the supervision of
the property lead technician.
(8) Maintains the automated document registers.
(9) Files installation property book supporting documents IAW AMIS.
(10) Ensures the following PBUSE outputs are generated IAW the following schedule:
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SUBJECT: Bamberg Installation Property Book Office SOP
TITLE: SUSPENSE:
Parent Level Listing NLT 2nd workday/monthly
(PBUSE),
Sensitive Item Listing 2nd workday/monthly
Cyclic Inv Listing 2nd workday/monthly (PBUSE)
(11) Ensures work areas are in presentable appearance at all times.
(12) Provides technical assistance to the customers when necessary.
(13) Ensures sufficient office supplies are on hand.
d. Parent unit commanders will:
(1) Comply with policies and procedures contained herein and other Army regulations.
(2) Appoint hand receipt holders within their respective organizations.
(3) Exercise the principles of supply economy and discipline within their respective organizations.
(4) Ensure that all authorized equipment is on hand or on valid requisitions.
e. Primary Hand Receipt Holders (PHRH) will:
(1) Be familiar with the contents of this SOP and other supply policies and regulations.
(2) Comply with policies and procedures contained herein and other Army regulations.
(3) Account for equipment issued and/or under their control. Report any loss to commander
(immediate supervisor) and to the IPBO immediately.
(4) Ensure their property is sub-hand receipted to the “user” IAW AR 710-2.
(5) Update their hand receipts with the PBO IAW Chapter 5, DA Pam 710-2-1.
(6) Identify and report excess materiel for turn-in.
(7) Exercise supply discipline.
(8) Initiate all requests for issue/turn-in.
(9) Report to the IPBO any installation property book item (see Chapter 2, AR 710-2) in their
areas of responsibility not recorded on the hand receipt.
(10) Maintain positive control over all non-expendable, durable or expendable supplies and
equipment within their area of responsibility.
(11) Review all AR 735-5 actions prior to submission to the installation property book office.
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SUBJECT: Bamberg Installation Property Book Office SOP
(12) Keep signature cards valid (DA Form 1687).
(13) Ensure all required publications and references are on hand or on order.
(14) Ensure all inventories are accomplished on time and results reported to the PBO.
1 – 6. EXPLANATION OF TERMS. Outlined in the glossary is a listing of a selection of terms and
definitions used in this SOP. Additional clarification of terminology is contained in AR 310-25, Dictionary of
United States Army Terms and in referenced Army regulations.
1 – 7. SUPPLY OPERATIONS.
a. Accountability and Control of Property. Management of all organizational property (MTOE,
TDA, and Supplement) is achieved through the operation of an automated installation property book (PBUSE)
and extensive hand receipting to the lowest level practical. Supervisory and personal responsibility is conferred
by signature on hand receipts, clothing record or other authorized supply documentation. Inherent in
assignment to a command or supervisory position is the conveyance of responsibility of all property used by,
under control, or otherwise associated with an activity with or without signature.
b. Constraints on Supply. Activities/units are expected to have on hand or on order sufficient
supplies and equipment to support the assigned training or support mission. In this regard, the determination
and justification of requirements is a user responsibility. Materiel will not be requested unless MTOE, TDA, or
other appropriate authorization exists. Commanders will report to higher command when they are constrained
for any reason from submitting requisitions for items in supply class 2, 3 (packaged), 4, 7, 8, and 9 (Reference
Chapter 1-9, AR 710-2).
c. Command Supply Discipline Program (CSDP). Parent level commanders are responsible for
enforcing CSDP in their respective organizations. Detailed information concerning CSDP is contained in
Appendix B, AR 710-2 and, AR 735-5.
d. Unauthorized Commitments. Authority to contract is not an element of the funding authority
provided by Resource Management Office (RMO) in the Annual Operating Budget (AOB); Authority to
contract must be given specifically. Only Contracting Officers and their duly authorized representatives, acting
within the scope of their authority, may conduct negotiations and commit the Government to procurement from
sources outside the Government. Unauthorized personnel must refrain from making any commitments or
promises relating to award of contracts, and should make no representation that could be construed as a
commitment. Under no circumstances should Army personnel advise a business representative that an attempt
would be made to influence another person or agency to give preferential treatment to any concern in the award
of contracts. Personnel not authorized procurement actions are urged to give serious consideration to the
possible consequences of taking actions that may be construed as circumventing regulatory requirements. Not
the least of these consequences is the possibility that the individual responsible for committing the Government
without proper authority be held financially liable.
CHAPTER 2 - REQUESTING SUPPLIES, EQUIPMENT AND SERVICES
2 – 1. ORGANIZATION FOR SUPPORT.
a. The S-4 Section is the focal point for all logistical requirements for all tenant Units and USAG
Bamberg organizations. All requests for equipment, supplies, and services must be processed through the S-4
prior to forwarding to the Budget Office or to the PBO. Any request that is received by the PBO without the
appropriate S-4 “stamp” will be returned to the originator without action. All requests originating from units or
sections of the USAG-Bamberg will be approved by the Garrison Resource Management Office.
b. The installation property book office maintains both the nonexpendable and expendable/durable
document registers for tenant units and USAG-Bamberg. Tenant units maintain their own expendable/durable
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SUBJECT: Bamberg Installation Property Book Office SOP
document register utilizing the ULLS-S4 system. All mission nonexpendable related requests will be forwarded
(after funding by RMO, Budget Office) to this office for processing. Also, the installation property book office
maintains the shortage annexes (except expendable and durable items).
c. The Regional Supply Support Activity (RSSA) in Kaiserslautern is the supporting SSA for USAG
Bamberg Garrison and supporting Units.
2 – 2. USE OF THE INTERNATIONAL MERCHANT PURCHASE AUTHORIZATION CARD
(IMPAC) CARD.
a. The IMPAC card is used for the purchase of one-time, non-repetitive, over-the-counter, Internet or
telephone purchases for supplies and services (under $2,500) which are immediately available.
b. A single delivery and payment will be made.
c. All IMPAC purchases shall be in accordance with the Federal Acquisition Regulation (FAR), Part
13, Simplified Acquisition Procedures and all applicable supplements.
d. The IMPAC Card shall be used for official US Government purchases only.
e. Purchase request documents have to be signed by the Approving official prior to purchase.
Purchase of all class II, IV and VII items has to be approved by the PBO, lease of vehicles has to be approved
by the TMP.
f. Restrictions and Limitations. IMPAC cards shall not be used for the following supplies/services:
The card may not be used for the following:
(1) Cash advances (not permitted under any circumstances)
(2) Rental or lease of land or buildings
(3) Purchases of telecommunications (telephone) services
Purchases of ADP hardware and software must be made in accordance with AR 25-1 and AE
supplement 1 to AR 25-1. Items requiring IMARS must show proof of the IMAR.
Purchases of travel or subsistence are not authorized. This includes rental or lease of vehicles,
meals, drinks, lodging, or airline, bus, train or other travel related purchases. In the case of conferences,
workshops or training, IMPAC may be used for the conference facility once proper approvals are obtained.
However, the costs must not include meals, drinks, or lodging.
CHAPTER 3 - TURN-IN OF SUPPLIES
3 – 1. When property is turned in. Supplies will be turned in when they:
(a) Are excess to authorized allowances; or
(b) Are not needed and the authorization is not mandatory; or
(c) Become unserviceable or uneconomically repairable; or
(d) Are “Found on Installation”.
3 – 2. Where property is turned in. Under normal circumstances, supplies will be turned in through the
IPBO to the RSSA. Weapons and certain CCIs are turned in to the RSAK. Turn-in to DRMO will be made
only when directed by the RSSA. Direct turn-in by units to DRMO is not authorized.
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SUBJECT: Bamberg Installation Property Book Office SOP
3 – 3. Turn-in procedures.
(a) Turn-in of installation property book items: Serviceable installation property book items may be
turned in only when directed by the Bn Cdr, Bn XO, Bn S-4, or the PBO. Caution must be utilized to ensure that
authorized items are not mistakenly turned-in. TDA or MTOE items may be turned in once the TDA/MTOE
eliminating them is approved or upon directive from MACOM. Once approved the commander may direct the
turn-in of excess items 365 days before the effective date of the approved TDA/MTOE. A statement will be
signed by the commander advising the PBO that the item is no longer needed to accomplish the unit’s mission.
Generally, most equipment needs classification prior to turn-in to the RSSA. Check the Maintenance
Allocation Chart (MAC) in the appropriate TM for level of maintenance authorized to classify the equipment.
1. Check the Department of the Army Automatic Disposal List (ADL) for items with no classification
for turn-in required. Items on the ADL will be turned in “as is” complete with COEI/BII.
2. Prior to turn-in, ensure the equipment is:
(a) Clean
(b) Tagged with pertinent information, i.e.: NSN, Nomenclature, Unit, etc.
(c) Organizational maintenance is performed and appropriate forms completed, i.e.: DA Form
2404, DA Form 2407, etc.
(d) Ensure shortage annexes accompany the turn-in if shortage exists.
3. Equipment needing TI for turn-in will be turned in to the appropriate maintenance facility for
classification. (Contact the Installation Property Book Office before beginning turn-in procedures)
(a) Computer equipment will be classified by the Garrison (AMO) Automation Management
Office. It will classify all computers belonging to USAG-Bamberg and tenant units receiving automation
support from the Garrison AMO. Units coming under the control of 54th ENG BDE, 173rd ABCT and 16th SUS
BDE will have the classification accomplished by their system administrator (SA)
4. Weapons and certain CCIs. These items are turned in directly to the Security Branch, RSAK by the
units, due to security reasons. USAG Bamberg IPBO employs LNs who are prohibited by Army Regulations
from handling highly sensitive equipment.
(a) MAV, classifies weapons. Units are responsible for getting their own equipment classified for
turn-in.
(b) Units will coordinate turn-in appointments directly with the RSAK.
(c) Units must obtain a signature card and a turn-in document number from the installation property
book office not later than one (1) work day prior to the turn-in appointment.
(d) Units will consult with their physical security personnel if “armed escorts” are required for the
trip to the RSAK.
(e) Turn-in receipt will be provided to the installation property book office within two (2) working
days after the turn-in for posting to the installation property book.
5. Turn-in of serviceable durable/expendable supplies. These supplies must be turned in through the
IPBO to the RSSA when they become excess. Do not throw them away!
(a) Class II, IV, VII supplies will be turned in through the IPBO to the RSSA.
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(b) Turn-in “Found on Installation (FOI)” property.
(1) FOI installation property book items will be reported to the IPBO immediately. If a
requirement and an authorization exist, disposition instructions will be provided to the founder.
(a) Do not use any resources to upgrade the item.
(b) Deliver the item to the IPBO for turn-in to the RSSA.
(c) No record is kept of turn-ins of (FOI) property unless directed by PBO.
1. Discovery of COMSEC materiel to include CCI, which is not on the installation
property book, will be reported to the SIGO or physical security personnel ASAP.
CHAPTER 4 - LATERAL TRANSFER
Lateral Transfer: Transfer of installation property book items from one Organization to another is called a
lateral transfer.
4 – 1. Internal lateral transfers will be made only when approved by, or at the direction of the BN/GRP
CDR, S-4, or the PBO. No transfer will be made without prior approval of the BN/GRP Cdr or the PBO.
4 – 2. External lateral transfers will be made only when directed by the MACOM or 200 th TAMMC
Commander. The Item Manager, 200th TAMMC normally sends the PBO a written directive to receive or
transfer a Major End Item.
4 – 3. Lateral Transfer approval.
(a) Organization property (MTOE, TDA, etc.).
(1) Internal transfers.
(a) Tenant Units: The battalion commander or his designated (in writing) representative.
(b) USAG-Bamberg: The Garrison Commander or his designated representative..
(2) External transfers. The lowest level commander (Or his designated representative) over both
units involved.
(b) Installation property. Same as Above.
(c) Installation property between installations. The lowest level commander (Or his
designated representative) over both installations involved (Logistics Branch IMA-E).
4 – 4. Equipment destined for a transfer must be in Condition Code A or B status and must be complete
when possible. Shortages will be documented IAW AR 710-2 and AR 735-5.
4 – 5. Lateral Transfer procedures.
(a) Losing PHRH will:
(1) Determine the item to be transferred. Ensure it meets 10/20 maintenance standards.
(2) Prepares a DA Form 3161.
(3) Document shortages IAW the regulations cited above.
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(4) Forward the DA Form 3161 through the S-4 to the parent level commander for approval.
(5) Forward the approved DA Form 3161 to the PBO for assignment of a document number.
(6) Notify the gaining PHRH or unit that the property is ready for transfer.
(7) Deliver the equipment to the gaining unit/PHRH or have the gaining unit/PHRH pick it up.
(8) Authorized signature in block 13, DA Form 3161. Internal transfers-The losing PHRH or
authorized representative will sign block 13. External transfers-The PBO or his designated (in writing)
representative will sign block 13.
(9) If transferred outside of USAG Bamberg a copy of the PBO’s appointment orders and a DA
Form 1687 authorizing the individual to sign for the PBO will accompany the equipment. It is the responsibility
of the individual transporting the items to obtain the necessary documents.
(b) The PBO of the gaining unit (external transfers) or the PHRH (internal transfers) will:
(1) Complete column 12g and block 15.
(2) The gaining PBO (external transfer) will assign a document number to the transfer and provide
signature card and appointment orders.
(3) Ensure a valid shortage annex (when applicable) is provided by the losing unit or PHRH.
(4) The gaining/PHRH will retain the original copy of the DA Form 3161.
(c) The PBO will:
(1) Post the lateral transfer to the PBUSE.
(2) File a copy of the DA Form 3161 IAW AMIS.
All transfers will be transacted through the PBO.
Transfers will be completed IAW DA Pam 710-2-1. A minimum of three (3) copies of the DA Form
3161 must be prepared.
CHAPTER 5 - INSTALLATION PROPERTY BOOK SYSTEM
This chapter prescribes general accounting policies for the installation property book system. The installation
property book office operates under the PBUSE systems.
5 – 1. Examples of property
Listed below are examples of property that requires installation property book accounting (see paragraph 2-5,
AR 710-2 for the complete listing:
(a) Property authorized by MTOE, TDA.
(b) Certain items authorized by CTA.
(c) Medical equipment authorized by AR 40-61 not required to be type classified.
(d) RDT&E property authorized by AR 70-6.
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(e) Flags, guidons, etc. authorized by AR 840-10.
(f) Special tools and equipment not type classified; required for the operation of an end item
authorized by MTOE or TDA; listed in a TM.
(g) Rental or leased property over six months.
(h) On hand property no longer authorized and is pending turn-in.
(i) On hand authorized substitute items.
(j) Negotiable media authorized by AR 55-29.
(k) Government owned and leased AE.
(l) On hand commercial items similar to items coded nonexpendable on the FEDLOG.
(m) Any other property as determined by the commander or PBO.
5 – 2. TYPES OF PROPERTY
For installation property book accounting purposes there are two types of property. They are:
(a) Organization Property.
This is deployable property. Examples are:
(1) OCIE listed in Table 4, CTA 50-900.
(2) Items listed in Appendix B, CTA 50-909.
(3) Items authorized by AR 840-10.
(4) Special tool and test equipment.
(5) Class I & V Basic Loads.
(6) Books.
(7) Deployable TDA items.
(8) Class I & V Operational loads
(9) MTOE items
(b) Installation property. This is non-deployable property. Units are not allowed to take
installation property to the field without authorization from their commander (Battalion, OPS GRP, or Garrison)
or his designated representative.
5 – 3 INSTALLATION PROPERTY BOOK IDENTIFICATION CODES (PBIC). Property is listed by
PBIC on the automated installation property book. The following PBICs are applicable to our installation
property book:
(1) PBIC 2 – OCIE.
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(2) PBIC 4 – TDA and TDA Supplemental items.
(3) PBIC 5 – Class V.
(4) PBIC 6 – Lease/rental equipment.
(5) PBIC 8 – Organizational property (deployable).
(6) PBIC 9 – Installation property (non-deployable).
5 - 4 PRIMARY HAND RECEIPT HOLDER (PHRH).
(1) MTOE units – Unit commanders will be the PHRH.
(2) TDA units – A civilian director that has supervisory responsibility may designate persons to
be PHRHs (See paragraph 2-5 g (3), AR 710-2).
5 - 5 INSTALLATION PROPERTY BOOK OFFICER (IPBO). The commander or head of the TDA
activity for which the property records are being maintained will appoint a PBO in writing. A PBO may be:
(1) Any DOD commissioned officer or warrant officer.
(2) A U.S. DOD civilian when properly qualified.
(3) A DOD enlisted person, in the rank of Sergeant or above when approved by the MACOM
commander.
(4) Foreign national employees of the U.S. Army, in overseas areas when no military or U.S.
DOD civilian employees are assigned, and when approved by the MACOM or the command two levels above
the organization for which the accountable officer is appointed.
(5) Contractors are not authorized to be property nook officers IAW AR 710-2.
CHAPTER 6 - PROPERTY ACCOUNTABILITY
All property that requires installation property book accounting is listed in Chapter 5, this SOP and paragraph 2-
5, AR 710-2.
6 – 1. NONEXPENDABLE SUPPLIES
Generally, nonexpendable supplies require formal installation property book accounting. These supplies must
be accounted for on hand receipts all through their life span. Nonexpendable components will not be listed on
the installation property book. However, they will be listed and accounted for using the component hand
receipt or shortage annex.
6 – 2. EXPENDABLE SUPPLIES (except handtools) require no formal accounting after issue to the user
level. However, supervisors will ensure expendables are not subjected to waste and abuse.
(a) Unit supply personnel will maintain a “ledger” to record issues of expendable supplies.
(b) All tools regardless of the Accounting Requirement Code (ARC) will be controlled and
responsibility assigned by using hand receipt, component hand receipts, tool room or tool crib procedures (para
7-5, AR 735-5/DA Pam 710-2-1, para 6-3.
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(c) Expendable consumables require no formal accounting after issue to the user level. PHRHs
will ensure consumed components of SKOs are placed on order.
(d) Expendable handtools require no formal accounting after issue to the user level, but require
hand receipt control. Shortages will be documented for IAW AR 710-2 and AR 735-5.
6 – 3. DURABLE SUPPLIES, including hand tools require no formal accounting after issue to the user level,
but require hand receipt control. Commander or head of the activity will monitor durable items and prepare
annual management review of durable items to determine whether there are any missing items and to ensure
there is no fraud, waste or abuse. Results of the management review will be documented in duplicate, stating
findings and any corrective actions, if any are needed. One copy will be provided to the next level of command,
and will be saved on file in the activity for two (2) years before being destroyed. Shortages will be documented
for IAW AR 710-2and AR 735-5.
6 – 4. SUPERVISORY RESPONSIBILITY for the care, use, and safekeeping of Government property
issued to or used by subordinates is inherent in supervisory positions.
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CHAPTER 7 - ASSIGNING RESPONSIBILITY FOR PROPERTY
This chapter provides guidance for assigning responsibility for property.
7 - 1. REQUIRED RECORDS. The following records are used to assign responsibility for property.
a. The installation property book.
2. Hand receipts, subhand receipts, and component hand receipts.
3. Temporary hand receipts.
4. Equipment receipts.
7 – 2. HAND RECEIPT PROCEDURES. Hand receipts are required whenever installation property book,
durable supplies, or handtools are issued. Hand receipts at the installation property book level (referred to as
primary hand receipt) will be updated semi-annually for PBUSE customers, regardless if there is a “change
document” or not. The hand receipt procedures in this command are as follows:
a. The PBO will hand receipt property to the PHRHs using DPAS and PBUSE output, Hand
Receipts (See Figure 7-1 and 7-2). The PBO will document COEI/BII nonexpendable shortages using DA
Form 2062 (Shortage Annex).
b. Section supervisors (if used by the PHRH) will subhand receipt their property to the “user”.
This will ensure a direct responsibility for the equipment.
c. The PHRH will ensure his/her property is accounted for at all times.
d. Hand receipts, subhand receipts, and component hand receipts will be prepared IAW DA Pam
710-2-1.
(1) The issuer keeps the original copy.
(2) The receiver keeps the duplicate copy.
7 – 3. HAND RECEIPT ANNEX PROCEDURES. This is commonly known as “shortage annex”. When
an end item that has components/BII is issued, any shortage (less consumable) must be recorded on a shortage
annex.
a. The PBO will provide shortage annex to the PHRH under the following circumstances:
(1) When a shortage is discovered when an item is received from the RSSA and the item
is issued to the PHRH for the first time.
(2) When a turn-in document for unserviceable COEI/BII is presented to the PBO.
(3) When an AR 735-5 adjustment document for losses of COEI/BII is presented to the
PBO.
(4) When other type of relief from responsibility document is presented to the PBO (See
para 12-1, AR 735-5).
b. The PHRH documents all component shortages less expendable consumable to the “user” on
a component hand receipt, and is responsible for ordering these items.
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(1) Class II, IV, and VII shortages will be ordered through the PBO.
(2) When all shortages listed on the shortage annex are filled; remove from the file and
destroy.
7 – 4. COMPONENT LISTING CHANGES. PHRHs will ensure component hand receipts are updated with
the most current publications. “New” items will be placed on order and “deleted” items will be turned in.
7 – 5. TEMPORARY HAND RECEIPT PROCEDURES. This will be used only for equipment loaned for
up to thirty (30) calendar days.
a. PHRHs are prohibited from temporary hand receipting their equipment to any element outside
their organizations, without the approval of their parent level commander. Prepare a DA Form 3161 IAW DA
Pam 710-2-1 (See Figure 7-3).
(1) File temporary hand receipts in date sequence.
(2) Review the temporary hand receipts file daily. Within five days prior to expiration
of the temporary hand receipt, take the following actions:
a. Notify the hand receipt holder and arrange for the return of the equipment
NLT the expiration date.
b. If the equipment is still needed, issue it using hand receipt procedures.
7 – 6. HAND RECEIPT UPDATES.
a. Primary hand receipts will be updated every six months, regardless if there are change
documents or not. A monthly update is an option. The IPBO will ensure all change documents (if any) are
posted prior to printing the hand receipts.
(1) The PHRH will update his hand receipts within two work days of the receipt of the
printouts. All copies will be signed and the original copy will be returned to the IPBO. No manual entries,
markings, etc. are authorized on the original copy. Any discrepancy will be brought to the attention of the
IPBO immediately.
(2) The PHRH will retain a “file copy” and a “work copy” of his/her hand receipts. The
file copy will be a copy of the last signed hand receipt with no other manual corrections/entries.
(3) The work copy will be updated whenever a change occurs that affects the hand
receipt. Transactions Affecting the Installation property book Balance will be posted to the work copy. This
posting/updating is required only if the PHRH does not update his/her hand receipts monthly.
b. Subhand receipts. Subhand receipts will be updated IAW DA Pam 710-2-1. Component
hand receipts will be updated whenever any type of inventory is conducted, i.e.: cyclic, semi-annual, post FTX,
etc.
7 – 7. TOOL ROOM PROCEDURES. SKOs that are not issued to the “user” level will be stored in and
issued from a tool room. The tool room must be maintained IAW paragraph 6-3, DA Pam 710-2-1.
a. A tool room custodian will be assigned to manage the tool room. He is directly responsible
for all tools in the tool room.
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b. Access to the tool room will be controlled. A memorandum listing the personnel authorized
unaccompanied and accompanied access to the tool room will be kept by the custodian.
c. Only authorized personnel will be allowed to sign for tools from the tool room.
CHAPTER 8 - INSPECTIONS AND INVENTORIES
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All inspections and inventories will be conducted IAW AR 710-2, DA Pam 710-2-1, and local policies. Some
of the most common types of inventories performed at the unit level are listed below.
8 – 1. CHANGE OF PHRH INVENTORY. This inventory takes place when the PHRH is replaced,
however, prior to the start of this inventory, the outgoing and incoming HRH must receive an in-brief from the
IPBO.
The Change of PHRH Inventory is a joint physical inventory conducted by the outgoing and incoming HRHs.
Therefore, if the outgoing HRH decided to absent himself during the scheduled dates of the inventory, he/she
may be held liable for items that are found missing, and may not be granted a re-inventory. Thirty (30) days
will be allotted to conduct the joint inventory. Request for extensions not to exceed 15-days will be submitted
in writing to the appropriate parent level commander.
a. The outgoing and incoming HRHs will ensure the following are accomplished prior to the
actual inventory.
(1) Check with the next higher commander/supervisor for any instructions. Schedule a
pre-Change Of Command Inventory Briefing with the IPBO.
(2) Make sure all change documents are posted and all subhand receipts are updated and
signed.
(3) Make sure all components and shortage annexes are updated.
(4) Develop a plan for the execution of the inventory and inform all personnel who will
be affected by the inventory.
(5) Review DA Pam 25-30 to ensure that the most current supply catalogs, component
listings, technical manuals, and other related publications are used during the inventory. Take the following
actions if there are no current publications or there are no publications that can be used for the inventory.
a. The outgoing HRH will place the missing or outdated publications on order
during the inventory.
b. The incoming HRH will prepare a component listing for the items on hand,
pending receipt of the current publication. The parent level commander will be informed of this shortcoming,
in writing (See Figure 8-1).
c. Immediately upon receipt of the current publication, conduct a 100%
inventory to determine overages/shortages. Overages will be turned in. Shortages will be accounted for as
follows:
(1) “New” items will be placed on order. These items are coded “N”
on the SC or TM.
(2) An AR 735-5 action will be taken for other shortages.
b. Inventory the property as follows:
(1) Check all items to ensure the item and their description on the hand receipt match.
Make a list of differences.
(2) Make a visual check of the condition of the equipment. Make a list of damaged
equipment.
(3) Count all items on the hand receipt. Make a list of overages or shortages.
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(4) Check end items for completeness. Make a list of overages or shortages.
(5) Check the serial number on the item with that recorded on the hand receipt. Make a
list of differences.
(6) If items are in maintenance, check with the maintenance facility.
(7) If items are in the installation property book office or PBO Turn-In Section pending
turn-in, update the DA Form 3161.
c. Post inventory actions.
(1) The PBO will be notified of all differences regarding installation property book
items and nonexpendable COEI/BII.
(2) FOI items that are required will be processed IAW DA Pam 710-2-1. Items that are
not required will be turned in to the PBO Turn-In Section.
(3) The outgoing HRH will complete all AR 735-5 actions, ASAP, for posting to the
installation property book and shortage annexes. He/she will account for all shortages IAW AR 735-5. Minor
adjustments will be adjusted IAW DA Pam 710-2-1.
d. The outgoing and incoming HRHs will complete a memorandum for record, which will
contain the following information as a minimum:
(1) Number of Report of Survey submitted and the total dollar amount.
(2) Number of Statements of Charges/Cash Collection Vouchers submitted and the total
dollar amount.
(3) Number of AARs and the reason for the adjustments.
(4) Number of AR 15-6 investigations and the reason(s).
(5) A copy of the MFR listing the end items and SKOs which were inventoried using
outdated publications.
(6) A copy of the MFR listing the end items and SKOs which were inventoried without
publications.
e. The outgoing and incoming HRHs will brief the parent level commander or immediate
supervisor of the result of the change of HRH inventory.
f. A copy of the change of HRH inventory packet will be provided to the IPBO for filing. A
copy will be retained and filed in the appropriate filing system (inspectable document).
8 – 2. RECEIPT AND ISSUE OF PROPERTY INVENTORY. Conduct inventory IAW DA Pam 710-2-1.
Ensure the following is performed prior to signing for property:
a. Make sure the item on the issue document is for your organization. Do not sign for property
unless it belongs to your organization.
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b. Match the item with the item description on the receipt document. Report problems to the
IPBO.
c. Count all items. Make sure the quantity received agrees with the quantity recorded on the
receipt document. Report problems to the IPBO.
d. Check end items for completeness. Use proper TM or SC to identify components. Report
problems to the IPBO.
e. Check serial numbers for accuracy. Be extremely careful when inventorying sensitive items.
Report problems to the IPBO immediately.
f. Check the condition of the items. If questionable, notify the IPBO.
8 – 3. CYCLIC INVENTORY. This is the method used in this command to accomplish the annual 100%
inventory requirement. The PBO will extract the Cyclic Inventory listing from the PBUSE system monthly and
provide it to the PHRHs immediately. The result of the inventory will be turned in to the IPBO NLT three (3)
working days before the end of the quarter or NLT the second day of the following month.
a. The IPBO will provide the PHRHs with an annual schedule of the cyclic inventory for
planning purposes. PHRHs DO NOT HAVE TO WAIT UNTIL RECEIPT OF CYCLIC INVENTORY
LISTING TO START INVENTORYING!
b. A PHRH conducting a change of HRH inventory may be exempt from conducting a cyclic
inventory for the quarter the inventory is being conducted. A request for a waiver must be submitted to the
parent level commander for approval. Provide a copy of the MFR to the PBO for filing. The sensitive item
inventory cannot be waived and must be performed.
c. If a cyclic inventory cannot be performed as scheduled for any reason, a request for a waiver
or an extension must be submitted to the parent level commander for approval. Provided a copy of the MFR to
the IPBO for filing. Ensure that you perform this inventory. You may be able to preclude loss documents when
you change hand receipt holders!
8 – 4. SENSITIVE ITEM INVENTORY (SII). Sensitive items are classified into two (2) types for inventory
purposes:
a. Explosives (Ammo) and Firearms Inventory. This inventory must be conducted monthly, and
is mandatory. This is a physical by serial/lot number (for ammo) inventory of all firearms and ammo. The
Sensitive Item Inventory listing will be provided to each HRH each month. The result of the inventory will be
turned in to the IPBO NLT three working days before the end of the month.
(1) This inventory cannot be waived at unit level. HQ DA must approve any request for
waiver.
(2) The same person will not conduct this inventory in consecutive months.
(3) Discrepancies found during this inventory will be investigated IAW AR 15-6 or AR
735-5.
(4) Both the person conducting the inventory and the responsible PHRH (if not the same
person) will sign the Sensitive item inventory. The sensitive items inventory (weapons and other than weapons)
list is combined on one report in PBUSE and is inventoried monthly. CCI list is also inventoried monthly.
b. Sensitive and Controlled Cryptographic Items (CCI). These items must be inventoried
quarterly, and is mandatory. This report will be provided to each PHRH NLT each second working day of the
quarter.
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(1) This inventory is not waiverable. PHRH conducting a change of HRH inventory is
required to complete the CCI inventory and submit to the IPBO NLT the suspense date.
(2) This inventory is performed by the PHRH monthly.
c. Completing the Sensitive Item Inventory and CCI listing. Record the results of the
Sensitive/CCI item inventories on the appropriate inventory listing.
(1) All blocks requiring entries will be filled.
(2) Serial numbers of turned-in items will be lined through. New serial numbers will be
manually entered.
(3) For an item in maintenance, enter the job/work order number in the “remarks” block.
(4) For an item turned in or received, enter the document number in the “remarks”
block.
(5) The PHRH must sign the inventory listing. If the inventory was performed by a
person designated by the PHRH, that person must sign the inventory listing also.
(6) Line through, in case of sensitive item inventories, the inappropriate sentence above
the PHRH signature block.
(7) The “original” inventory listings turned in to the PBO must be 100% accurate.
These documents are inspected during various supply inspections, i.e.: CIP, CSDP, CLRT, etc.
(8) Equipment that is signed out or is in maintenance during the scheduled inventory
must be inventoried upon receipt.
d. Filing. Completed inventory listings will be filed as follows:
(1) Sensitive Items Inventory other than weapons:
Unit and PB level – 3 year on file.
(2) Sensitive Items Inventory (weapons):
Unit and PB level – 3 year on file.
(3) Cyclic Inventory Listing:
a. Unit/PHRH level – 1 year on file.
b. Installation property book level – 3 year file.
8 –5. SETS, KITS, AND OUTFITS (SKO) INVENTORY.
SKOs will be inventoried at least quarterly. In addition, they will be inventoried prior to and after each FTX.
a. Component hand receipts will be updated each time a SKO is inventoried.
b. Shortages will be accounted for IAW AR 735-5.
8 – 6. TOOL ROOM INVENTORY. SKOs kept in the tool room will be inventoried at least quarterly.
Frequent inventories may be performed. This is a physical inventory conducted by the PHRH.
a. Record the results of the inventory.
b. Account for shortages IAW AR 735-5.
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c. File inventory results IAW MARKS.
8 – 7. COMMAND SUPPLY DISCIPLINE PROGRAM (CSDP) EVALUATION.
CSDP evaluation will be conducted IAW Appendix B, AR 710-2 and Chapter 11, AR 735-5.
a. The CSDP is a commander’s program.
b. It is a “tool” for the commander to evaluate their supply program, property accountability, and
whether his command is in compliance with Army regulations.
c. The CSDP evaluation will be conducted following guidance and checklists provided by the
CSDP Monitor.
d. The CSDP is not intended to be solely an inspection program. Responsible personnel are
expected to use the program to:
(1) Gain familiarity with established supply policies.
(2) Enforce compliance by subordinate personnel.
e. Enforcement of Supply Discipline. Enforcement will be accomplished through a combination
of leadership, command emphasis, training, administrative and disciplinary measures.
(1) Administrative measures. AR 735-5 provides various measures for accounting for
lost, damaged, and destroyed property.
(2) Disciplinary measures. These measures go hand in hand with supply discipline.
Disciplinary measures include reprimands, adverse efficiency reports, and UCMJ action.
f. CSDP Requirement Listings. The intent of the requirement listing is to provide supervisors
with a single source of supply policy requirement.
(1) Table B-1, AR 710-2 lists hand receipt holder responsibilities.
(2) Table B-2 list PBO responsibilities.
(3) Table B-3 lists parent level responsibilities.
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g. Documentation of CSDP evaluations.
(1) No record keeping is required at the user level. The normal recording of inventories,
inspections, etc. is still required.
(2) The activity will be provided with a copy of the result of the CSDP evaluation by the
evaluator.
(3) The responsible officer/supervisor of the inspected unit/activity will establish a
suspense date (get-well date) for resolution of each discrepancy. The suspense date must be acceptable to the
CSDP Monitor or parent level commander.
(4) A CSDP file will be maintained IAW MARKS. A minimum of two evaluations per
organization will be maintained.
8 – 8. COURTESY INSPECTION. The IPBO may provide a courtesy inspection of all areas concerning
property accountability upon request. Submit the request in writing through the S-4 to the PBO.
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CHAPTER 9 - RELIEF FROM RESPONSIBILITY FOR PROPERTY
9 - 1 PROPERTY LOSS
Soldiers and Department of the Army civilian employees may have to pay for Army property they lose
or damage. Under AR 735-5, financial liability ordinarily will not exceed one month's base pay. In certain
cases, however, such as the loss of personal arms or equipment, or damage to Government housing, liability
may equal the full amount of the loss. The Financial Liability Investigation of Property Loss is the
administrative tool used by the Army to establish liability.
9 - 2 GENERAL ACTIONS TO PROTECT GOVERNMENT PROPERTY
Administrative actions are available to Commanders to ensure enforcement of property accountability
when property becomes lost, damaged or destroyed. These methods are designed to protect the right of the US
Government to obtain reimbursement for the lost, damage or destruction of property caused by negligence or
misconduct. Some of these methods are listed below. The methods are material accounting oriented; are not
appropriate or intended to be used as corrective action or punishment for negligence or willful misconduct; do
not constitute a punishment and do not preclude use of adverse administrative or disciplinary actions. AR 735-5
specifies reporting requirements for personnel responsible for Government property and those actions required
by the Commander, Primary Hand Receipt Holder (PHRH) or Accountable Officer (AO). Regardless of the
methods used to account for lost, damaged or destroyed Government Property, the ownership of the property
remains with the US Government.
a) DD Form 362, Statement of Charges/Cash Collection Voucher. (Example 1-1)
b) DD Form 200, Financial Liability Investigation of Property Loss. (Example 2-1)
c) DA Form 7531, Checklist and Tracking Document for Financial Liability Investigation of Property
Loss. (Example 3-1)
d) DA 4949, Administrative Adjustment Report (Example 4-1)
9 – 3 STATEMENT OF CHARGES VERSUS FINANCIAL LIABILITY INVESTIGATION OF
PROPERTY LOSS:
A Financial Liability Investigation of Property Loss is not required in every situation where there is a
loss or damage. If the loss is less than one month's base pay, the command may ask the responsible individual to
sign a DD Form 362, Statement of Charges/Cash Collection Voucher. This is essentially an admission of
liability for the lost or damaged property and an agreement to pay for it. The command cannot force or coerce
someone to sign the statement; it must be voluntary. A FLIPL is used in situations where responsibility for the
loss is in question, or where the amount to be charged is in dispute.
1. DD Form 362, Statement of Charges/Cash Collection Voucher
The DD Form 362 will be used when the individual admits liability; offers cash payment or payroll deduction;
the charge does not exceed the monthly basic pay of the individual being charged and there is not a mandatory
requirement for either a Report of Survey or AR 15-6 Investigation (AR 735-5, para. 13-3 and 13-25). AR 735-
5 provides specific instructions for completing this form.
2. DD Form 200, Financial Liability Investigation of Property Loss (FLIPL)
Financial Liability Investigation of Property Loss documents the circumstances concerning the loss, damage or
destruction of Government Property and serves as, or supports a voucher for adjusting property from
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accountable records. Additionally it documents an assessment of financial liability against an individual or
provides for relief from financial liability.
a. Normally the PHRH or the AO will initiate a report of survey. However when the PHRH or AO is not
available, the person with the most knowledge of the incident will serve as the initiator. Questions such as who,
what, when, where and how should be addressed, if known.
b. FLIPLs are processed through the chain of command of the individual responsible for the property at
the time of loss, damage or destruction if the individual is subject to AR 735-5. A person initiating a FLIPL
should obtain a document number from the PBO before sending it to the appointing authority or assigning a
survey officer.
(1) Prepare separate reports of survey for Nonexpendable and Expendable/Durable items. Items that
are not listed on property records will be assigned an Expendable/Durable document number (except for 1-4
Infantry, which will assign their own expendable/durable document number).
c. Mandatory reasons for initiation of a FLIPL are listed in AR 735-5. The most common reasons are
listed below.
i. Suspected negligence or willful misconduct and the individual does not admit liability or offer
to make voluntary reimbursement to the Government for the full value of the loss, damage or destruction, less
depreciation.
ii. The value of the loss, damage or destruction exceeds the individual's monthly base pay.
iii. The loss, damage or destruction involves a sensitive item.
iv. The loss or damage involves a GSA vehicle and the proper administrative actions (paragraph
12-1c, AR 735-5) have not been taken.
v. Required by higher authority or other DA regulation.
d. The appropriate reviewing Lead Supply Technician will review the DD Form 200 for accuracy of
reported data and completeness. Incomplete documents or those requiring corrections will be returned to the
PHRH without action.
e. Recovered property. Accountability for recovered property previously listed on a FLIPL will be
accomplished IAW AR 735-5, DA Pamphlet 710-2-1. If property is recovered before assignment of a survey
officer, the responsible officer or initiator will prepare and sign a recovered property statement. If survey officer
is assigned, the survey officer will prepare and sign the recovered property statement.
3. DA Form 7531, Checklist and Tracking Document for FLIPL
When it becomes known that there will be a requirement to prepare a DD Form 200 to investigate the loss of
Government property, a Checklist and Tracking Document for Financial Liability Investigations of Property
Loss will be prepared with elements in part A completed as events occur. When the DD Form 200 is prepared it
will be attached to DA Form 7531 that will be used as a checklist and for tracking events as they occur.
Based upon the commander or PHRH’s decision, the supply sergeant/representative will ensure applicable
forms and adjustment documents are prepared.
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a. Statements of Charges/Cash Collection Vouchers will be completed within five working days.
b. FLIPL processing time segments with/without Appointing Authority:
(1) Initiation process:
a. End of initiation process – 15 days.
(2) Investigation and Recommendation Process:
a. End of investigation and recommendation process – 40 days.
b. Accumulative Days – 55 days.
(3) Adjudication Process:
a. End of adjudication process – 20 days.
b. Accumulative Days – 75 days.
(4) Notify Individual being charged – 30 days.
(5) Provide to S-4 for submission for collection – 1 day.
INSTRUCTIONS FOR COMPLETING THE DD FORM 200
A. Preparation
1. Who initiates. The hand receipt holder responsible for the government propertylost, damaged, or
destroyed.
2. Number of copies. Prepare an original and one.
B. Instructions
1. Date Initiated. Self-explanatory.
2. Inquiry and/or Investigation Number. Number assigned to the inquiry and/orinvestigation by the
accountable officer.
3. Date Loss Discovered. Self-explanatory.
4. National Stock Number (NSN). Enter the NSN or FSC, local stock number, manufacturer's part
number, or other identification number(s), in numerical sequence for each item. If not applicable, enter the
word "none." If more than one NSN is involved, enter “See attachment” and list them together with the item
information on a separate sheet of paper.
5. Item Description. Enter the nomenclature of the item(s) including any serial number(s), model
number(s), bar code, etc. If the item is nonstandard, give a brief description sufficient for identification. If only
a portion of an end item is damaged, describe the end item fully, then describe the damaged parts. If additional
space is needed, a continuation sheet may be used. If more than one item is involved, enter “See attachment”
and list the items on a separate sheet of paper.
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6. Quantity. Enter the number of units and unit of issue (for example; 1 each, 2 dozen, 5 pair, etc.).
7. Unit Cost. Enter the cost per unit shown in official catalogs, supply bulletins, or item records. Leave
blank if more than one different item is being processed. Use continuation sheet for additional items.
8. Total Cost. Enter the total cost of all units of each article listed (block 6. X block 7. or continuation
sheet).
9. Circumstances Under Which Property Was Lost, Damaged or Destroyed. Enter a complete
statement of the facts, including the date and place of the incident. Include the name, grade, and social security
number (SSN) of all persons directly involved. The statement must answer five basic questions of who, what,
when, where, and how. Identify any appropriate contract number(s), control number(s), etc. Research the supply
records. Use a continuation sheet and add exhibits, identified alphabetically within the block, as needed.
10. Actions Taken to Correct Circumstances Reported in Block 9 and Prevent Future Occurrences.
Include recommended actions by the accountable and/or responsible officer, and if appropriate by the financial
liability officer, to the appointing and approving authorities.
11. Individual Completing Blocks 1 Through 10. Person conducting the inquiry. Enter the name and
title of this individual.
12. Responsible Officer and/or Reviewing Authority. Enter the information that pertains to the hand
receipt or sub-hand receipt holder (name and title) and complete all other elements contained therein.
13. Appointing Authority. Enter the information that pertains to the appointing authority (name and
title) and complete all other elements contained therein, determining if a financial liability officer is required.
14. Approving Authority. Enter the information that pertains to the approving authority (name and
title) and complete all other elements contained therein, approving or disapproving the report.
15. Findings and Recommendations of the Financial Liability Officer. Enter findings of the financial
liability officer along with a recommendation regarding liability of the involved parties. Enter the
following when the apparent financial liability cannot be determined during the investigation.
a. An indication that negligence on the part of the individual has not been determined.
b. A recommendation that the investigation be continued at some future time because of
extenuating circumstances.
c. Recommendation for corrective actions.
d. Recommendation that the individuals involved in the loss, damage, or destruction be relieved
of responsibility for the property when negligence cannot be established. State the facts on which the
recommendations are based. Proper conclusions shall be drawn from available facts, not opinions or
suspicions. The financial liability officer must sustain or refute the statements made in block 9 of the DD Form
200 and any other statements that are part of the inquiry and/or investigation. Do not use stereotyped phrases
such as "lost or damaged in manner stated." The financial liability officer shall state in his or her own words
how the loss or damage occurred based on the evidence obtained by the investigation.
e. Include a computation of charges when recommending financial liability. The computation
should show how depreciation was calculated and other factors used in determining the loss, or reference should
be made to the exhibit on which the computation is recorded. The results of the computation shall be entered in
block 15b.
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f. Describe the disposition of the property. Items that have been classified as "uneconomically
repairable" shall be turned in to the designated person, (for example, property custodian, accountable officer, or
DRMO) when released by the financial liability officer or the accountable officer when a financial liability
officer is not appointed.
g. Recommendations shall be entered immediately after the findings. The recommendations
shall include:
1) Financial liability to be assessed or relief from responsibility and accountability.
Also, enter in block 15d. In this same area, also for a military member, enter monthly basic pay in block 15c.
For a civilian it shall be one-twelfth of the yearly salary.
2) Disposition instructions for any unserviceable property not previously sent to the
DRMO.
3) State clearly the full name, grade, SSN, and the amount of the charge, when
recommending financial liability.
4) State if the DD Form 200 may cover the loss, damage, or destruction of property for
which a claim is also being processed.
h. The recommendations must represent a logical and equitable decision developed from the
facts cited in the evidence and findings.
i. Sign the DD Form 200 in block 15j, at the end of the recommendations.
16. Individual Charged. Enter in block 16d, the individual's name and rank or grade when financial
liability is assessed. Enter in block 16e, his or her SSN. Initiate collection action by forwarding a copy of the
approved DD Form 200 by transmittal document and a DD Form 362. All continuation sheets are to be included
and the attachments and exhibits excluded. The approved DD Form 200 is sufficient to hold a person financially
liable and establish a debt; however, the DD Form 362 is required in order to collect the debt.
17. Accountable Officer. Record document numbers used to adjust property and financial records once
the DD Form 200 has been approved. All other blocks are self-explanatory.
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SUBJECT: Bamberg Installation Property Book Office SOP
CHAPTER 10 - MINOR INSTALLATION PROPERTY BOOK ADJUSTMENT
This type of adjustment will be made only whenever a report of survey/AR 15-6 investigation is not mandatory,
and the adjustment is purely administrative in nature. DA Form 4949, Administrative Adjustment Report
(AAR) will be completed and submitted to the IPBO IAW Chapter 4, Section II, DA Pam 710-2-1.
AAR will be used for minor installation property book adjustments only. It will not be used to adjust the
balance on hand except for consumed basic loads.
AAR will not be used to adjust losses of supplies. Losses will be accounted IAW AR 735-5.
AAR will not be used to correct an error involving a serial number if there is a possibility of a substitution.
10 – 1. COMMON USE FOR AAR is as follows:
a. Discrepancies in makes, models, or sizes. Follow procedures in Paragraph 4-17, DA
Pam 710-2-1 and Figure 10-1, this SOP.
b. National Stock Number changes. When DA publishes an NSN change for an item in
FED LOG or SB 700-20. Follow procedures in Paragraph 4-19, DA Pam 710-2-1 and Figure 10-2, this SOP.
c. Unit of Issue changes. When the unit of issue of an item has changed on the FED LOG.
Follow procedures in Paragraph 4-21, DA Pam 710-2-1 and Figure 10-3, this SOP.
d. Change in Accounting Requirements (ARC). When the ARC of an item has changed
from accountable to nonaccountable or vice versa. Follow procedures in Paragraph 4-22, DA Pam 710-2-1.
e. Change of Serial/USA Numbers. AAR will be used under the following circumstances
only-
(1) When a serial/USA numbered item is replaced or swapped out for the exact LIN and
NSN while in maintenance. Attach a copy of the DA Form 2407, or the contract items, a copy of the contractor
receipt.
(2) When an obvious mistake is discovered during a review of the hand receipts or
during a physical inventory of property. The following are obvious mistakes
- Transposing numbers or errors in one or two digits of a number are
considered obvious mistakes.
- Miscopying a number from the issue document is also considered an
obvious mistake. Note: If you can locate the original issue document containing the correct serial/USA
number, you do not need an AAR.
- Prepare the DA Form 4949 IAW Para 4-20, DA Pam 710-2-1.
-
- Enter the Following information:
Authority block: “Para 4-12 b (2), DA Pam 710-2-1”.
Reason block: Change “CHANGE STOCK NO” to read
“CHANGE SERIAL or USA NUMBER”, whichever is applicable.
Reverse side: Enter a brief explanation on why the serial/USA
number change is necessary. The responsible officer (not supply sergeant/clerk) will sign below the statement.
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SUBJECT: Bamberg Installation Property Book Office SOP
f. Disassembly of end items. Follow procedures in Paragraph 4-25, DA Pam 710-2-1 and
Figure 10-5, this SOP.
When a serial/USA number discrepancy is discovered and the receipt is available, the adjustment will be made
using the issue receipt. Therefore, a DA Form 4949 is not required.
Serial numbers of weapons cannot be changed by an AAR. A FLIPL must be initiated IAW 735-5.
CHAPTER 11 - REQUESTING CHANGE TO AUTHORIZATIONS
Unit commanders/PHRHs are encouraged to submit requests for changes to their authorizations whenever
necessary. Generally, the US Army Force Management Support Agency (USAFMSA) is the approving
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SUBJECT: Bamberg Installation Property Book Office SOP
authority for all requests, except for certain requests that can be approved at MACOM level. AETTH Form 18
is the local form that is used for this purpose.
11 – 1. WHEN TO SUBMIT AN AETT FORM 18. AETT Form 18 will be submitted under the following
circumstances:
a. Addition to the Authorizations. When mission dictates that a installation property book item
(Para 2-5, AR 710-2), not authorized is needed to accomplish the unit mission
b. Change to the Authorizations. When mission dictates that the current authorization is not
sufficient to accomplish the unit mission. Also, to correct an administrative discrepancy on the authorization
document.
c. Deletion from current Authorization. When an authorized item is no longer needed due to
mission change or when an item becomes obsolete.
11 – 2. RESPONSIBILITIES.
a. The unit commander/PHRH will initiate the request. All requests will be processed through
the S-4.
b. The S-4 will consolidate all requests and will submit to RMD for forwarding to USAFMSA.
c. Turn-in of equipment pending AETTH Form 18 approval. MTOE equipment will not be
turned in pending form 18 approval. Certain TDA items may be turned in when approved by the parent level
commander. The approval will be in writing and may be accomplished 365 days prior to the effective date of
the TDA/MTOE unless directed by MACOM.
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SUBJECT: Bamberg Installation Property Book Office SOP
CHAPTER 12 – MISCELLANEOUS
12 – 1 IT EQUIPMENT FOR WHICH APPROVAL IS REQUIRED
AR 25-1 and AE Supplement 1 to AR 25-1 govern purchase of IT/automation hardware and software. List of
items requiring approval prior to purchase is included in the regulative documents.
CHAPTER 13 - PROPONENT
13 – 1. The proponent of this SOP is Mr. Monte T. Sprewell, Installation Property Book Officer. Any question
concerning the contents of this SOP will be directed to his attention at DSN 469-8896/8349or via e-mail:
monte.sprewell@eur.army.mil .
GARY A. ROSEBERG
LTC, SF
Commanding
DISTRIBUTION:
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SUBJECT: Bamberg Installation Property Book Office SOP
ANNEX I – GLOSSARY
AE-Automation Equipment
AAL-Additional Authorization Listing
ADL-Automatic Disposal List
AMDF-Army Master Data File
BII-Basic Issue Item
BPA-Blanket Purchase Agreement
BSB-Base Support Battalion
CCI-Controlled Cryptographic Item
COEI-Components of End Item
COG-Commander, Operations Group
CIP-Command Inspection Program
CLRT-Command Logistics Review Team
CMA-Consolidated Maintenance Activity
CMF-Consolidated Maintenance Facility
CMTC-Combat Maneuver Training Center
CSDP-Command Supply Discipline Program
CTA-Common Table of Allowance
CTIP-Consolidated Turn-In Point
DOD-Department of Defense
DPAS-Defense Property Accounting System
DRMO-Defense Reutilization Marketing Office
ESA-Equipment Support Activity
FAD-Force Activity Designator
FOI-Found on Installation
FTX-Field Training Exercise
HRH-Hand Receipt Holder
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SUBJECT: Bamberg Installation Property Book Office SOP
IPD-Issue Priority Designator
IMO-Information Management Office
IMMA-Installation Materiel Maintenance Activity
IMPAC – International Merchant Purchase Authorization Card
LN-Local National
LOGSA-Logistics Support Activity
LOGTAADS-Logistics The Army Authorization Document System
MACOM-Major Command
MARKS-Modern Army Record Keeping System
MILSTRIP-Military Standard Requisitioning and Issue Procedures
MTOE-Modification Table of Organization and Equipment
NSN-National Stock Number
OCIE-Organizational Clothing and Individual Equipment
OPBO-Organizational Installation property book Officer
PBUSE-Installation property book Unit Supply Enhanced
PBO-Installation property book Officer
PHRH-Primary Hand Receipt Holder
RDT&E-Research, Development, Test and Evaluation
RMD-Resource Management Division
RSAK-Reserve Storage Activity Kaiserslautern
RSSA-Regional Supply Support Activity
SC-Supply Catalog
SIGO-Signal Officer
SKO-Sets, Kits, and Outfits
SOP-Standard Operating Procedures
SSSC-Self-Service Supply Center
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SUBJECT: Bamberg Installation Property Book Office SOP
TAMMC-Theater Army Materiel Management Center
TDA-Table of Distribution and Allowances
TI-Technical Inspection
TM-Technical Manual
TPF-Total Package Fielding
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SUBJECT: Bamberg Installation Property Book Office SOP
ANNEX II – TERMS
Accountability-Obligation to keep records of property, documents, or funds, such as identification data,
gains, losses, due-ins, due-outs and balances on hand or in use.
Appointing Authority-An officer or civilian employee under the command or on the staff of the approval
authority. Must be a Lieutenant Colonel or above, or a civilian employee in the grade of GS/GM-13 or
above.
Army Property-All property under DA control, except property accounted for as owned by a NAF
activity.
Components:
a. Components of End Items-Items identified in technical publications as part of an end item. Troop
installed or separately authorized and special tools and test support equipment is not components.
b. Components of Assemblages-Items identified in a SC component listing as a part of an SKO or other
assemblage.
Consumable Supplies-Supplies consumed in use, such as ammo, fuel, cleaning and preserving materials,
surgical dressings, and drugs, or supplies that lose their separate identity in use, such as repair parts and
building materials.
Controlled Cryptographic Items-CCIs are described as secure telecommunications or information
handling equipment, associated cryptographic components, or other hardware items which perform a
critical COMSEC function. Items so designated are unclassified but controlled and will bear the
designation “CCI”.
Fair, Wear, and Tear-Loss or impairment of appearance, effectiveness, worth, or utility of an item that
has occurred solely because of normal and customary use of the item for its intended purpose.
Hand Receipt-A signed document acknowledging acceptance of and responsibility for items or property
listed thereon that is issued for use and are to be returned.
Handtools-Any hand-held device that is portable, lightweight, and small enough to be used by a craftsman
in accomplishing his trade. Examples are wrenches, screwdrivers, hammers, chisels, pliers, saws, impact
wrenches, and such other small devices that are normally held in a toolbox.
Inventory-An inventory is a physical count of property on hand. Components are inventoried when the
end item is inventoried.
Nonconsumable Supplies-Supplies not consumed in use and retaining their original identity during the
period of use, such as weapons, machines, tools, furniture, and fixtures.
Primary Hand Receipt-Hand receipt between the PBO and the person receiving the property and
assuming direct responsibility for it.
Primary Hand Receipt Holder-A person who is hand-receipted property directly from the PBO.
Responsibility-The obligation of an individual to ensure that Government property and funds entrusted to
his/her possession, command, or supervision are properly used and cared for and that proper custody and
safekeeping are provided.
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SUBJECT: Bamberg Installation Property Book Office SOP
Subhandreceipt-A hand receipt for property from a primary hand receipt holder or subhand receipt holder
to a person subsequently gives the property for care, use, safekeeping or further issue. It does not transfer
direct responsibility for the property to the subhand receipt holder, but does transfer personal responsibility.
Unserviceability-More inclusive term than damage or destruction. It indicates, in military usage, that the
article to which the term is applied is no longer useful for the intended purpose. Damage or destruction
may not be involved. The term also indicates property that has deteriorated through use; however, it may
include property no longer usable for its original purpose, despite the reason for its condition.
Willful Misconduct-Any intentionally wrongful or unlawful act dealing with property.
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