IT IS ALL YOURS.... COMMANDER! The Property Book ALH-151 The effects of poor property accountability are as follows: Mission failure, or degraded mission ability. Poor OER which equates to a career stopper. Loss of your money. Many long hours attempting to reestablish accountability & fixing liability. Course Purpose: Show you how to avoid the above four points. Endstate: You will know how to balance your books from the property book level down to user level, and keep them balanced IAW supply regulations. AR 710-2, AR 735-5 and DA Pam 710-2-1 Feb 99 1

Property Accountability Topics Responsibilities The Inventory Inspect Unit Supply Records Property Adjustments Wartime Accounting Responsibilities: FM 10-27-4, “Organizational Supply for Unit Leaders” and AR 735-5. Inventory Types & Frequencies: AR 710-2, 31 Oct 97. Property Adjustments: AR 735-5 and DA PAM 735-5(1 Mar 97). Inspect Unit Supply Records: Accountability forms and flow ULLS-S4 Commander’s Guide and AR 710-2-1. Wartime Accounting: AR 710-2. Feb 99 2

Accountability Responsibility Definitions Obligation of a person to Keep Records of property, documents or funds. Responsibility Obligation of an Individual to Ensure that property is : properly used, properly cared for and safeguarded. Accountable Officer: Transportation Officer (TCO). Stock Records Officer (SRO). Property Book Officer (PBO). Feb 99 3

TYPES OF RESPONSIBILITY COMMAND SUPERVISORY DIRECT REFERENCE: AR 735-5 Command. Direct: Established when a hand receipt is signed. Supervisory: Signature on hand receipt not required/inherent by position. Explain this concept to all your leaders. Personal : Signature on hand receipt not required. Applies to all government property issued for, acquired for, or converted to a person's exclusive use, with or without receipt. Established when individual has possession / knowledge. Custodial : (Reference DA PAM 735-5) Individuals responsible for storage areas where items are awaiting issue or turn-in. Results from assignment as a supply sergeant, supply custodian, supply clerk, or warehouse person. The magnitude of possible liability is not correlated to the type of responsibility. All types have equal potential for liability depending on the circumstances. The difference is the monthly base pay, and NCOER/OER. PERSONAL CUSTODIAL Feb 99 4

Command Responsibility Can’t Delegate. Ensure Property is Used Properly. Ensure Property is Safeguarded. Ensure Your Soldiers Actions Contribute to : Proper Custody Proper Care Proper Use Proper Safekeeping Enforce Supply Discipline. Develop and Train Supply SOP. Take Needed Admin or Disciplinary Actions. REFERENCE: AR TB Command Supply Discipline 710-2, App. B 710-2, Ch. 1 (CSDP) Establish supply discipline early. Develop and Train your SOP. You are required to ensure everyone in your unit understands and executes proper supply accountability. TB 710-2, Ch 4, Supply Management Actions. ULLS-S4 Cdr’s Guide: Section III--Sample ULLS-S4 SOP Section IV--ULLS-S4 Checklist Inspect down to user level. Most of your problems will occur with components, not major end items. Failure on your part to enact timely administrative or disciplinary action, can be considered contrary to your command responsibility. Feb 99 5

Property Inventory Annual requirement. Must Be On-Hand or on Order. Want property returned in EXACT condition issued. REFERENCE: AR 710-2, Par 2-13 : Must Inventory all property annually. May be turned in or transferred no sooner than 365 days. Not free issue. Division is excess or @ authorized quantity. You are authorized, but not scheduled for TPF. Feb 99 7

Inventory Event Driven Commodity Driven REFERENCE: AR 710-2, Table 2-1. Inventories occur because of : A specific event. The type of property. Feb 99 8

Event Driven Change of Command Deployment RIP/TOA Change of Sub-Hand Receipt Holder Change of User Receipt/Turn-in of Property Cyclic “10%” Command Directed Change of Company Armorer REFERENCES: AR TABLE Types & Discrepancies 710-2 2-1, p. 37 User Level 710-2 B-1, p. 112 Change of command: the most intense. Change of subhand receipt holder: Do not need to be present, but? SHR holder departs unit for more than 30 days, have someone else sign for that property. Change of user: Do not need to be present, but better make sure it happens. Receipt/turn-in: Cyclic: You should do your own cyclic! Even if you have someone else do the cyclic, you are still responsible. Command Directed: A commander in the chain can so direct. Change of Armorer: Don’t forget this one! Ensure the keys are done at the same time. Feb 99 9

Commodity Weapons & Ammunition Left Behind Equipment (LBE) Stay Behind Equipment (SBE) Theater Provided Equipment (TPE) Sensitive Items Controlled Cryptographic Item (CCI) COMSEC PLL Basic Loads Organization Clothing & Individual Equipment FMO Installation Property (IPBO) REFERENCE: AR 710-2 Weapons/ammunition: Monthly Not by the unit armorer Not the same person 2 months in a row. Sensitive items: Quarterly, by a sensitive item hand receipt holder. PLL: Quarterly. Basic loads: Class I, II, IIIP, IV, & VIII--- Semi annually OCIE: Within 5 days of arrival / departure. Upon change of status (AWOL, DFR, hospitalized over 60 days). FMO: Annually, or local policy IPBO: Annually, or local policy Feb 99 10

Inventory Plan Conduct Research/Reconciliation REFERENCE: TB 710-5, “UNIT COMMANDER’S SUPPLY HANDBOOK”, July 1994. You only get one chance to conduct your incoming change of command inventory. How you conduct it, will show up through out your command, and effect you during your outgoing change of command inventory. Feb 99 11

Inventory Plan : Joint Effort - Between Incoming and Outgoing Cdr. 1. Determine what to inventory. Battalion/Brigade Commander’s Guidance. PBO/BN S-4 Guidance. 2. Set the dates. 3. Determine schedule and procedures. 4. Brief Battalion Commander. This flow is a standard step by step process for all inventories. Guidance from higher will be general with some specifics for your unit, and will include any suspense's, and distracters. You should put your inventories on your training schedule, and discuss them during your training meetings. Ensure access to all property. Feb 99 12

Inventory Plan 5. Obtain Correct Pubs : TM, SC, HR. 6. Publish/Distribute Letter of Instruction. Inventory Schedule. How and Where to layout. Required forms, pubs, soldiers, etc. Time requirements for adjustments. Actions if standard is not met. Objective. 7. Notify All Hand Receipt Holders. Plan Obtain the publications before conducting the inventory. Use EM 0001, “ARMY ELECTRONIC LIBRARY” CD-ROM set published quarterly (IDN 040803). Contains DA PAM 25-30, E-Forms and E-PUBS. Your LOI may differ, this is only a guide. Don’t assume everyone knows how you want to proceed with the inventory. Feb 99 13

Inventory Plan 8. Obtain the following : Property Book Officer: PHR (ALH-151) signed by Outgoing Company Commander (PHRH). Nonexpendable Shortage Annex : Initialed by PBO. S4 to You: Durable Shortage Annex : Initialed by S4. *** Outgoing Commander: Sub-hand Receipts for company. Shortage Annexes: Company, initialed by outgoing CDR. ***. If the Durable Document Register is maintained by the Company Cdr., then ask for: Durable shortage annex, initialed by Company Commander. Memorandum authorizing the unit to maintain the durable document register. Feb 99 14

Inventory Plan PHRH 9. Balance the Primary HR against the Sub HRs. SHR #1 #2 #3 #4 #5 #6 PHRH ALH-151 Plan 9. Balance the Primary HR against the Sub HRs. Is all property signed down ? If not, where is it? Are all missing property book items posted in the document file? Obtain a copy of the your ALH-151 and the signed SHRs. You should have a working and a file copy of these documents. You can mark up your working copies as you please. You can not mark the file copies. You could find some property not signed down, but in fact is present. You can use the “Asset Visibility Report ” from ULLS-S4 but remember this is not official, it is only a reflection of data in your computer’s database. Some commanders only write down what is missing. You decide. Feb 99 15

Inventory Plan 10. Balance Nonexpendable and Durable shortage annexes against SHR holder shortage annexes. Are they the same? If different, how? Are all shortages approved? Ensure identified shortages on request? Does the unit maintain the durable document register? If so, is the MOI from higher in the document file. Feb 99 16

Inventory Plan 12. Ensure all property on Temporary 11. Ensure needed pubs are on hand. 12. Ensure all property on Temporary Hand Receipts have been recalled. Feb 99 17

Inventory Conduct 13. Stick to Schedule. 14. Inventory End Items and All Components. 15. Record the TM, SC, HR, etc. you used to inventory. 16. Verify Serial Numbers. 17. Inspect Equipment. 18. Validate Maintenance Work Orders. 19. Sub-Hand Receipt the Property. Ask soldiers how equipment works, this is your chance to look at maintenance and soldier knowledge. Record the TM, SC, HR used to conduct the inventory. Do not assume serial numbers are correct. Have soldiers sign component hand receipts as you inventory. Feb 99 18

Inventory Conduct 20. Demand strict adherence to instructions. 21. Soldiers are sizing you up. 22. You are sizing up the soldiers. 23. You are telling them how important property accountability is to you --- be ruthless!! Be fair, but be ruthless. Feb 99 19

Inventory Conduct Who Should Be With You During the Inventory? Supply Sergeant. Supply Clerk. Sub-hand Receipt Holder. User Hand Receipt Holder. SME on Equipment. Out Going Commander. Conduct REFERENCE: FM 10-27-4. “ORGANIZATIONAL SUPPLY FOR UNIT LEADERS” (Can download from ADTTL HOMEPAGE). The above listed individuals are a guide. However, demand the presence of the supply sergeant. Feb 99 20

Inventory Miscellaneous. Conduct Assumption of Command orders. Signature cards. Equipment density listing to support unit. Conduct Put this on your “TO DO” list. Plan them in your schedule. Most battalions assign the staff to assist with these items. Submit an equipment density listing of unit’s ON HAND equipment to your support unit. The SAMS- 1 site will update the Equipment Master File for your unit. Feb 99 21

Inspect Unit Supply Records PRIMARY HAND RECEIPT ALH-151 SUB-HAND RECEIPT ULLS-S4/DA FORM 2062 USER HAND RECEIPT ULLS-S4/DA FORM 2062 SHORTAGE HAND RECEIPT ULLS-S4/DA FORM 2062 TEMPORARY HAND RECEIPT DA FORM 3161 CHANGE DOCUMENT DA FORM 3161 REFERENCE: AR 710-2-1 and EUM ULLS-S4 The above forms are the only forms used to account for, and assign responsibility. Feb 99 22

Inspect Unit Supply Records Property Books Organization Property Book MTOE Authorized Property Deployable TDA Left Behind Equipment OCIE Special Tool & Test Equipment Basic Loads Books Installation Property Book -- ALL Other Property. FMO Feb 99 23

Inspect Unit Supply Records Property Book Indicator Codes PBIC TYPE OF PROPERTY BOOK 1 BASIC LOAD -- SUBSISTENCE 2 OCIE 3 BASIC LOAD -- POL 4 TDA PROPERTY 5 BASIC LOAD -- AMMO 6 LEASED RENTAL EQUIPMENT 7 INSTALLATION RESERVE COMPONENT 8 ORGANIZATIONAL 9 INSTALLATION 0 OTHER Feb 99 24

Wartime Supply Policy By direction of the Secretary of the Army. Applies to units deployed in theater of operations. Theater commanders may impose stricter accounting requirements. REFERENCES: AR DA PAM PARA/Page War Time Accounting 710-2 2-44, p. 34 OOTW 710-2 2-56, p. 35 HAZMAT 710-2 2-56f, p. 7 Feb 99 79

Wartime Supply Policy Not Required : Follow-up and request to cancel. Supply reconciliation and validations on open request. Signature cards & assumption of CMD orders (except ammunition). Inspections and inventories. No separately documented lateral transfers. Not Required : Feb 99 80

Wartime Supply Policy Turn in excess immediately in “as is” condition. Update property books through CBT loss and daily LOGSTAT reports. COMSEC accounting/reporting remains. OCIE accounting remains in effect. Ammo accounting O/H balances. Feb 99 81