Robert J. Raposa Senior Analyst Applied Logistics Studies Department Logistics Leadership College

1. Property Accountability Policy and Command Supply Discipline Training Robert J. Raposa Senior AnalystApplied Logistics Studies Department Logistics Leadership College Army Logistics University 15 July 2011

2. Agenda • Accountability • Accountable Officers • Appointment of Accountable Officers • Responsibility • Types of Responsibilities • Hand Receipts • Inventories • Command Supply Discipline Program (CSDP)

3. Accountability • Accountability is the obligation of a person to keep records of property, documents, or funds. These records show identification data, gains, losses, dues-in, dues-out, and balances on hand or in use • It is an obligation officially assigned to a specific person and may not be delegated • Financial liability can be assessed against any person who fails, through negligence or misconduct, to perform those duties and where such failure is the proximate cause of a loss to the U.S. Government Versus Ref: AR 735-5, Para 2-7 & 2-9

4. Accountable Officer • The accountable officer is a person officially appointed on orders to maintain a formal set of accounting records of property or funds. This person may or may not have physical possession of the property or funds The three types of accountable officers are: • (1) Transportation officer. The transportation officer is accountable for property entrusted to him or her for shipment • (2) Stock record officer. The stock record officer is accountable for supplies being held for issue from time of receipt until issued, shipped, or dropped from accountability • (3) Property book officer. The property book officer is accountable for property at the using unit level on receipt and until subsequently turned in, used (consumed) for authorized purposes, or dropped from accountability. (Hand receipt holders are not accountable officers.) Ref: AR 735-5, Para 13-13

5. Appointment of an Accountable Officer • An accountable officer will be appointed in writing • The appointing authority will be the commander or the head of the activity for whom the property records are being maintained An accountable officer may be — • (1) Any DOD commissioned officer or warrant officer. (Army National Guard (ARNG) officers must be Federally recognized.) • (2) A DOD civilian employee, if determined by the appointing official to be properly qualified. • (3) A DOD enlisted person, in the grade of sergeant or above, when appointment is approved by the MACOM commander, the major subordinate command commander, or the head of a HQDA agency, when personnel cited in (1) or (2) above are not available Ref: AR 735-5, Para 2-10

6. Responsibility • Responsibility is the obligation of an individual to ensure Government property and funds entrusted to his or her possession, command, or supervision are properly used and cared for, and that proper custody, safekeeping, and disposition are provided • The specific type of responsibility depends on the relationship of the person to the property • Financial liability can be assessed against any person who fails, through negligence or misconduct, to perform those duties and where such failure is the proximate cause of a loss to the U.S. Government Ref: AR 735-5, Para 2-8

7. Types Of Responsibility Division Brigade Or Regiment COMMAND RESPONSIBILITY Responsibility for all property within their command Battalion Or Squadron • Command • Supervisory • Custodial • Direct • Personal CUSTODIAL RESPONSIBILITY Supply Sergeant, supply Clerk, or warehouse person responsible for property in storage awaiting issue or Turn-in Company, Troop, Battery or Detachment Platoon SUPERVISORY RESPONSIBILITY Responsibility for all property in the possession of personnel under their supervision DIRECT RESPONSIBILITY Responsibility for all property For which receipted PHRH Responsibility for property in their possession Section Squad PERSONAL RESPONSIBILITY Responsibility for property in their possession Individual 7

8. Command Responsibility • Obligation of a commander to ensure all Government property within his or her command is properly used and cared for, and that proper custody, safekeeping, and disposition are provided • Inherent in command • Cannot be delegated Ref: AR 735-5, Para 2-8

9. Supervisory Responsibility • Obligation of a supervisor to ensure all Government property issued to, or used by his or her subordinates is properly used and cared for, and that proper custody, safekeeping, and disposition are provided • It is inherent in all supervisory positions • Cannot be delegated Ref: AR 735-5, Para 2-8

10. Direct Responsibility • The obligation of a person to ensure all Government property for which he or she has receipted, is properly used and cared for, and that proper custody, safekeeping, and disposition are provided. • Results from signing for the property Ref: AR 735-5, Para 2-8

11. Custodial Responsibility • Obligation of an individual for property in storage awaiting issue or turn-in to exercise reasonable and prudent actions to properly care for, and ensure proper custody, safekeeping, and disposition of the property are provided • Results from assignment as a supply sergeant, supply custodian, supply clerk, or warehouse person Ref: AR 735-5, Para 2-8

12. Personal Responsibility • The obligation of a person to exercise reasonable and prudent actions to properly use, care for, safeguard and dispose of all Government property issued for, acquired for, or converted to a person’s exclusive use, with or without receipt Ref: AR 735-5, Para 2-8

13. Assigning Responsibility Who has responsibility? Depends Upon the relationship between people and the property under their control Ref: AR 710-2, Para 2-10

14. Hand & Sub-Hand Receipts • Hand receipts are required whenever property book or durable items are issued • The signature of a person on a hand receipt establishes direct responsibility • Sub-hand receipts should not exceed from the Commander, to the supervisor, to the user • Keep hand receipts current. Do this by posting changes as they occur, or by using change documents Ref: DA PAM 710-2-1, Para 5-3

15. Sub-Hand Receipt Process Commander’s Sub-Hand Receipt is titled “CDR” (Transitional HR)

16. Sub-Hand Receipt Process Cont PBUSE allows for the reassignment of property between the Commander’s Primary Hand Receipt and a Sub-Hand Receipt *Note: Property added to the Primary HR automatically appears on the “CDR” sub-hand receipt

17. Sub-Hand Receipt Process Cont Automated HR – replaces the manual DA Form 2062 *Note: HR should be provided in Excel to allow for the further hand receipting of property All property is issued by the commander

18. Component Hand Receipt Procedures • The component hand receipt is the record of responsibility for items listed on it • It is also the record that validates all component shortages less expendable consumable between the primary hand receipt holder and the “user;” therefore, hand receipt annexes are not required • Use a component hand receipt when issuing an Set, Kit or Outfit (SKO) or end item with components • Keep component hand receipts current. Do this by posting changes as they occur or by using change documents Ref: DA PAM 710-2-1, Para 6-2

19. Accessing Publications in Logistics Information Warehouse (LIW) Complete the System Access Request (SAR) Process Technical Manuals (TM) and Supply Catalogs can be accessed through ETM On-Line, Sets Kits Outfits On-Line or WebLIDB

20. Accessing Publications in Logistics Information Warehouse (LIW) Cont Choose – Tailored Index Report by UIC Publications are viewable using Adobe Acrobat Reader

21. Creating Component Hand Receipts Choose – “Component” • Allows users to view the Logistics Support Activity (LOGSA) Master Component Listing, and to create and maintain component records for a specific UIC

22. Creating Component Hand Receipts Cont • Allows users to copy Master Component listings from LOGSA or other users • Once copied to the “User Created Catalog”, users have the ability to modify (add or delete) existing components

23. Creating Component Hand Receipts Cont Automated HR – replaces the manual DA Form 2062 *Note: Component HR should be provided in Excel to allow for the further hand receipting of property to the user level

24. Creating Component Hand Receipts Cont Link to PEC website from PBUSE *Note: Once they have been extracted and imported to the PBUSE application, individuals should review with the current updated hard copy to insure the imported component list is current

25. Hand Receipt Annex Procedures • When an item that has components is issued on a hand receipt, any nonexpendable and durable component shortages must be recorded and placed on order • The Primary Hand Receipt Holder (PHRH) documents all component shortages less expendable consumable to the “user” on a component hand receipt and is responsible for ordering these items • Use a hand receipt annex to record the shortages • Hand receipt annexes are prepared at the level where the document registers are kept • Nonexpendable shortages are validated by the PBO; expendable durable shortages are validated by the unit commander Ref: DA PAM 710-2-1, Para 6-1

26. Change Of Primary Hand Receipt Holder (PHRH) Inventory • When the hand receipt holder is replaced, all property listed on hand receipts will be • inventoried by the incoming and outgoing PHRH • Thirty days will be allotted to conduct the joint inventory • Time allotted at the sub-hand receipt holder level will be specified by the • responsible officer • Maximum of two extensions (15 days each) may be granted by next higher • commander • Review DA Pam 25-30 to ensure that the most current supply catalogs, components • lists, technical manuals, and other related publications are used during the inventory • Check all items to make sure the item and their description on the unit property book • or hand receipt match. Make a list of any differences Ref: DA PAM 710-2-1, Para 5-3, 9-3

27. Change Of Primary Hand Receipt Holder (PHRH) Inventory Cont • Make a visual check of the condition of the property. Make a list of any damaged • equipment • Count all items listed on the hand receipt. Make a list of any overages or shortages • Check end items for completeness. Use the proper Technical Manual (TM) or • Supply Catalog (SC) to identify components • Check the serial number on the item with that recorded on the hand receipt. Make • a list of any serial number differences • If items are in maintenance, make sure the maintenance request is valid. Check all • open maintenance requests with the supporting maintenance facility Ref: DA PAM 710-2-1, Para 9-3

28. Annual/Cyclic Inventory • An annual one hundred percent of all property assigned to the organization will be • conducted • A cyclic inventory may be performed in lieu of the annual officer inventory when • the property book is kept at other than the unit level and the PBO requires it • Conduct cyclic inventories monthly, quarterly, or semiannually • Inventory about 10 percent of the property book items monthly, 25 percent • quarterly, or 50 percent semiannually • Check end items for completeness. Use the proper TM or SC to identify • components • Check the serial number on the item with the serial number recorded on the hand • or subhand receipt Ref: DA PAM 710-2-1, Para 9-6

29. Sensitive Items Inventory • Sensitive items and unclassified CCI will be inventoried quarterly • Sensitive items and CCI are identified with a Controlled Item Inventory Code (CIIC) of • 1-9, $, N, P, Q, R, or Y (Night Vision Devices) • The CIIC is shown in the Army Master Data File (AMDF) • The responsible officer must notify hand or subhand receipt holders when the items • are to be inventoried • Tell them to inventory all items with a CIIC, of 1-9, $, N, P, Q, R, or Y (Night Vision Devices) • Check end items for completeness. Use the proper TM or SC to identify components • Check the serial number on the item with the serial number recorded on the record of • responsibility Ref: DA PAM 710-2-1, Para 9-9

30. Weapons and Ammunition Inventories • Inventory of weapons by serial number is conducted monthly (USAR and ARNG • quarterly) • Conducted by the responsible officer or an NCO, warrant officer, commissioned • officer, or DOD civilian appointed by the responsible officer • The same person won’t conduct this inventory in consecutive months, nor can the • armorer • Compare the serial number of the weapons with those listed on the property book, • hand or subhand receipt, as appropriate • Record the results of the inventory on a memorandum or automated listing • provided by the PBO • The responsible officer reports discrepancies to the PBO Ref: DA PAM 710-2-1, Para 9-10

31. Property Imbalance Report Choose – “Property Imbalance” • Provides a listing of imbalances between the Primary Hand Receipt and Sub-Hand Receipt • Report should be checked regularly

32. Unit Level Reconciliation Report Choose – “Unit Level Reconciliation” • Balance on-hand and/or due-in assets at the Unit level to match the property book • Identifies changes needed for unit and property book assets to match

33. Command Supply Discipline Program (CDSP) Ref: AR 735-5 , chap 11

34. CSDP Requirements Listing Ref: AR 710-2, Appendix B

35. Enforcement of CSDP

36. Your Role in CSDP • Be vocal about property accountability • Get personally and aggressively involved • List event and commodity driven inventories on the training calendar • Inventory, Reconcile, and update sub- hand receipts during the cyclic inventory process • Mandate and evaluate accountability at the user level • Survival guides available through QMS website FLIPL= Financial Liability Investigation of Property Loss

37. QUESTIONS