Introduction Welcome to the Property Accountability in the Current Operating Environment lesson summary. This printable takeaway will review many of the key training points presented in the course. Classes of Supply The Army uses a multitude of different items on a daily basis, each of these items falls into one of ten classes of supply. Commanders use the different classes of supply to facilitate their logistics planning during both peace time and war time operations. Supplies are provided to units in the theater of operation by Combat Service Support personnel.
The Classes of supply are shown here. Classes of Supply I – Rations and gratuitous issue of health, morale, and welfare items II – Clothing, individual equipment, tentage, toolsets, and administrative and housekeeping supplies and equipment III – Petroleum, oils, and lubricants IV – Construction materiel V – Ammunition VI – Personal demand items VII – Major end items, including tanks, helicopters, and radios VIII – Medical IX – Repair parts and components for equipment maintenance X – Nonstandard items to support non-military programs such as agriculture and economic development.
Authorization Documents As a commander, you must ensure that your unit has the necessary supplies and equipment on hand or on order at all times. To do this, you must have knowledge and access to all the authorization documents that apply to your unit. There are several authorization documents that affect a unit’s supplies and equipment. They are: Modification Table of Organization and Equipment (MTOE) Table of Distribution and Allowances (TDA) Common Table of Allowances (CTA) Joint Table of Allowances (JTA) Property Accountability in the COE Course Summary 2 Types of Property Property is categorized for financial accounting and reporting purposes as either personal or real property.
Personal property is further differentiated as organizational property, installation property, and Theater Provided Equipment (TPE). As a leader, it is important to know the differences between each type of property and how they relate to one another and the unit.
Organizational Property – Organizational property covers property that deploys with a unit and is authorized by one of the following: Modification Table of Organization and Equipment (MTOE), deployable Table of Distribution and Allowances (TDA) and/or Common Table of Allowances (CTA). These documents indicate the equipment required by a unit or activity to accomplish its assigned mission. Examples include rifles, tanks, and radio equipment. Installation Property – Installation property is non-deployable property that is issued to a unit by authority of a Common Table of Allowances (CTA).
Installation Property includes bedding, food service equipment, office furniture, and other types of equipment that are necessary for comfort or convenience. As non-deployable property, installation property is not authorized to be taken into the field with the unit. Theater-Provided Equipment – Theater Provided Equipment (TPE) is property that is provided to a deployed unit in the theater of operation to supplement their organization property. TPE can be either organizational or installation property.
TPE is used to offset equipment deployment requirements, fill shortages, fill approved Operational Needs Statements (ONS), or to fill ARCENT validated Mission Essential Equipment Lists (MEELS). TPE consists of the following equipment: Army Prepositioned Stocks (APS), Theater Sustainment Stocks (TSS), Rapid Equipment Fielding (REF), Installation property, all commercial off the shelf items, and any equipment on the Category V listing mandated by HQDA G3/7.
Real Property – Real property consists of lands, buildings, facilities, utilities systems, and all improvements made to them. Real property includes equipment attached to and made part of buildings and structures, such as HVAC systems. In most cases, the commander will not sign for real property but does remain accountable for it. Classifications of Property All Army property except for real property is classified for accounting purposes under one of three classifications of Property: Non-expendable Property, Expendable Property, and Durable Property.
The Accounting Requirements Code (ARC) found in FEDLOG identifies how a specific item of Army property is classified and what accounting requirements are to be used. Non-expendable – Non-expendable Property is personal property that is not consumed and retains its original identity through the period of use. It requires formal accountability throughout the life of the Property Accountability in the COE Course Summary 3 item. These items have an ARC of N. Examples include tanks, weapons, radios, and other authorized property.
Expendable – Expendable Property is property that is consumed or loses its identity in use. No formal accountability is required except for property authorized by a Modification Table of Organization and Equipment, Table of Distribution and Allowance, and deployable or augmentation property authorized by a Common Table of Allowances. These items have an ARC of X. Examples include ammunition, paper, and toilet paper. Durable – Durable Property is personal property that is not consumed in use and does not require property book accountability. It requires hand receipt control when issued to the end user.
These items have an ARC of D. Examples include tools and toolboxes. Command Supply Discipline Program The Command Supply Discipline Program (CSDP) is a mandatory commander’s program directed at ensuring compliance with Army supply policies and procedures. It compiles existing regulatory requirements in order to standardize supply discipline throughout the Army. If your unit maintains a good supply program, practices supply economy, and maintains its equipment, it will be ready to accomplish numerous diversified missions anywhere in the world.
The CSDP is not an inspection, but a four fold program which addresses the following areas: Responsibilities of commander/supervisory personnel to instill supply discipline in their operations. Guidance for evaluating supply discipline. Feedback through command and technical channels for improving supply policy and procedures to monitor supply discipline. Follow up to ensure discipline is maintained. Responsibilities Another term associated with the Command Supply Discipline Program is responsibility.
Responsibility refers to the obligation of an individual to ensure that Government property and funds entrusted to his or her possession, command, or supervision are properly used and cared for and that proper custody and safekeeping are provided. There are five types of responsibility that apply to property management: Command – Command responsibility is the obligation of a commander to ensure all Government property within his or her command is properly used and cared for, and that proper custody and Property Accountability in the COE
Course Summary 4 safekeeping of Government property are provided. Command responsibility is inherent in command and cannot be delegated. Supervisory – Supervisory responsibility is the obligation of the 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 and safekeeping of the property are provided. It is inherent in all supervisory positions and is not contingent upon signed receipts or responsibility statements.
It arises because of assignment to a specific position and includes providing proper guidance and direction, enforcing all security, safety and accounting requirements and maintaining a supervisory climate that will facilitate and ensure the proper care and use of Government property. Direct – Direct responsibility is the obligation of a person to ensure all Government property for which he or she has been receipted is properly used and cared for, and that proper custody and safekeeping are provided.
Direct responsibility results from assignment as an accountable officer, receipt of formal written delegation, or acceptance of the property on hand receipt from an accountable officer. Custodial – Custodial responsibility is the 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 and safekeeping of the property are provided.
Custodial responsibility results from assignment as a supply sergeant, supply custodian, supply clerk, warehouse person who is rated by and answerable directly to the accountable officer, or the individual having direct responsibility for the property. Personal – Personal responsibility is the obligation of a person to execute reasonable and prudent actions to properly use, care for, and safeguard all Government property in their possession. Hand Receipts The hand receipt process is used as a means of assigning responsibility for issued property.
A hand receipt is your record of what you are authorized, actually have, and what you should have. You need to ensure that your hand receipt is maintained and kept up to date to ensure there are no discrepancies between what your hand receipt shows you have on hand and what you actually have. The hand receipt process involves several different types of hand receipts. The types of hand receipts that you will encounter include: Primary hand receipt: maintains a record of property issued from the Property Book Officer to the commander.
Sub-hand receipt: maintains a record of property issued from a primary hand receipt holder to a subordinate. Temporary hand receipt: maintains a record of property that has been issued on loan for a period of 30 days or less. Property Accountability in the COE Course Summary 5 Component hand receipt: maintains a record of component information for an end item on a hand receipt. Types of Inventory Inventories can be categorized as one of two types, event driven and commodity driven.
Event Driven – An inventory that must be conducted prior to or when an event occurs, these include: Change of Command Receipt, Turn-In, and Issue of Property Cyclic Inventory Command Directed Change of Custody of Arms Storage Facility Task Force/Rear Detachment Deployment/Redeployment Commodity Driven – An inventory based upon regulatory guidance that determines the time frame when an item is to be inventoried, these include: Weapons and Ammunition Sensitive Items Controlled Items Communications Security Equipment Loads Organizational Clothing and Individual Equipment Change of Command
In the event of a change of command, a 100 percent joint physical inventory of all property must be conducted by the incoming and outgoing commanders. This inventory must be completed prior to the change of command. Commander Responsibilities: Obtain an updated copy of the hand receipt with all posted adjustments Ensure all non-expendable hand receipt annexes are updated Verify all serial numbers Check all items to ensure their make, model, and dimensions match the hand receipt Count all items listed on the hand receipt Property Accountability in the COE Course Summary 6.
Use the proper technical manual or supply catalog to check end items for completeness and serviceability Loads Loads are a quantity of durable and expendable supplies kept by units to sustain their operations. There are four types of loads: basic loads, operational loads, ammunition basic loads, and prescribed loads. Basic Loads – Consist of Class I through V and VIII supplies, except medical equipment repair parts. Class I supplies are inventoried semiannually (every 6 months). Operational Loads – Consist of Cass I through V and VIII supplies, except medical equipment repair parts.
Operational loads are to be inventoried semiannually (every 6 months) or when the hand receipt holder changes. Ammunition Basic Loads – Ammunition is inventoried on a monthly basis. When a shortage exists between the quantity of unexpended ammunition turned-in and the quantity issued less expended, the commander will take actions listed under AR 190-11, Chapter 8, to account for the shortages and signs a statement on the turn-in document verifying the action taken to account for shortages. Prescribed Loads – Consist of Class II, Class IV, and VIII and IX repair parts and used to support the unit’s day-to-day maintenance operations.
Prescribed loads will be reviewed quarterly (semiannually for Army Reserve and National Guard) and an inventory will need to be conducted at the time of the review. Forms Used to Request Supplies While most requests are handled through PBUSE, SAMS-1E and ULLS-A (E), the manual forms used to request supplies from the Supply Support Activity include DA Form 2765-1, Request for Issue or Turn-In; DA Form 3161, Request for Issue or Turn-In; DA Form 581, Request for Issue and Turn-In of Ammunition; and DD Form 1348-6, DOD Single Line Item Requisition System Document.
DA PAM 710-2-1, Chapter 2, paragraph 2-8 through 2-11 describes the requirements needed to complete these forms. DA Form 2765-1 – A four-part carbon interleaved form used to request expendable, durable, or nonexpendable single line items that have a National Stock Number listed in the Army Master Data File. DA Form 3161 – Used to request ten or more line items of supplies normally provided by a Base Supply Center when a Base Supply Center is not available; five or more line items of packaged Class III supplies; or five or more lines of supplies normally ordered on a recurring basis.
DA Form 581 – Used to request ammunition and explosives Property Accountability in the COE Course Summary 7 DD Form 1348-6 – Used to request a non National Stock Number single line item, for National Stock Number single line item when it is not listed in the Army Materiel Data File, for Modification Work Order (MWO) and modification kits, classified items, and all exception data requests Property Adjustment Documents and Relief from Responsibilities One type of property adjustment is the Administrative Adjustment Report (AAR).
The AAR is used to make minor property book adjustments that do not affect the on hand balances, such as an erroneous serial number entry or a change in model number. It is prepared using DA Form 4949. Administrative Adjustment Report-The AAR will need to be completed for the following adjustments: Discrepancies in makes, models, or sizes National Stock Number changes Unit of issue changes that affect hand receipt holders Changes in accountability requirements Assembly or disassembly of an end item Account for changes or errors in serial numbers that are obvious.
For example, transposing numbers, miscopying serial numbers from an issue document, or exchanging components will be corrected using an AAR Show consumption of basic loads Relief from property responsibility is used when property becomes lost, damaged, or destroyed. The methods used for relief are materiel accounting oriented and are not appropriate for, nor intended to be used as, corrective action or punishment. Loss, Damage, or Destruction of Property – Individuals responsible for Government property will report all losses or damages to their supervisor or commander.
This should be done immediately so as not to affect unit readiness. When reporting personal arms and equipment according to AR 190-11 or whenever the loss appears to involve unlawful conduct, submit a report to the military law enforcement authorities for investigation. When Government property is reported missing, the commander, primary hand receipt holder, or accountable officer should cause a preliminary investigation and search to be conducted to ensure the missing property is actually missing.
Relief from Responsibility Methods – DD Form 362, Statement of Charges/Cash Collection Voucher is used when an individual admits liability for lost, damaged, or destroyed property and other criteria concerning the property are met. DD Form 200, Financial Liability Investigation of Property Loss is used to document the circumstances surrounding the loss, damage, or destruction of property and assess financial liability when it is unknown. Cash Purchase is used when liability is admitted and the individual wishes to purchase a suitable like item. Property Accountability in the COE
Course Summary 8 The Deployment Process Recall that there are four stages of the deployment cycle: deployment, sustainment, redeployment, and post deployment. For your purposes, deployment consists of preparation for departure from home station and arrival in the operational environment; sustainment consists of the day-to-day operations in the operational environment; redeployment involves preparation for return to home station and departure to home station; and post-deployment, which occurs at home station, consists of activities intended to return your unit to a state of readiness.
RIP/TOA The RIP/TOA process is triggered by the arrival of the replacement unit or units. As such, the following questions must be answered: What must be inventoried? How are discrepancies uncovered by the inventory resolved? How is property reconciled to ensure only organic property deploys to home station? Select each tab to learn more about these necessary actions. Inventorying – Remember, the RIP/TOA is going on during operations whether combat, stabilization, or support.
Emphasize to unit personnel that accounting for property is very critical. CSDP must be enforced during this timeframe. Conduct a change of hand receipt holder inventory of all equipment with the incoming commander. Inventory all property. Conduct a change of hand receipt holder inventory of all equipment with the incoming commander. Inventory all property, including Installation, Organizational, TDA, CIF/OCIE property (including RFI items on the property book), Real property, and Furnishings Management Office property.
Resolving Discrepancies – Resolve any discrepancies with the incoming commander and the PBO/PBT. Account for shortages, initiate relief from responsibility (when required), and ensure your organic equipment is separated and secured for redeployment. Resolve any discrepancies with the incoming commander and the PBO/PBT. Make sure to account for shortages, initiate relief from responsibility (when required). (See AR 735-5, Chapter 12 for relief from responsibility methods), and ensure your organic equipment is separated and secured for redeployment.
Property Reconciliation – Coordinate with the theater PBO to verify all property received during the deployment has been removed from your property books and only the property you deployed with remains. The incoming commander will sign for all property staying in theater, including excess. Summary This concludes the Property Accountability in the Current Operating Environment lesson summary. This module provided a review of many key training points presented in the overall course.