1. REPORT OF SURVEY (AR 735-5)

2. REPORT OF SURVEY PURPOSE
The report of survey documents the circumstances concerning the loss, damage, or destruction of Government property and serves as, or supports a voucher for adjusting the property from accountable records. It also documents a charge of financial liability assessed against an individual or entity, or provides for relief from financial liability.
Emphasis on
Documents the circumstances
Supports a voucher for adjusting the property from accountable records
Documents a charge of financial liability
Relief from financial liability

3. REPORT OF SURVEY Mandatory Initiation
Negligence or willful misconduct
Will not admit liability
Refuses reimbursement
Value exceeds the individual’s monthly pay
Bulk petroleum loss is over $500
Sensitive item* (AR 15-6)
Change of accountable officers inventory
Loss from fire, theft or natural disasters
These are circumstances or basis for initiating a Report of Survey
For lost, damage or destroyed property that cause suspected negligence or willful conduct and they refuse to reimburse the government
A report of survey must be initiated immediately - time is crucial - you only have 75 days to complete it - next slide

4. REPORT OF SURVEY TIME CONSTRAINTS
14th Day - Initiate
15th Day - Approving Authority
55th Day - Survey Officer Investigation Complete
75th Day - Complete
Includes Processing Time
and Legal Review
Non-counted time - Rebuttal
- Request for Reconsideration
Non counted time does have time limits
There are several stages it must go through - next slide
TIME LIMIT WILL BE CHANGED ON ORDER OF THE COMMANDER

5. REPORT OF SURVEY PROCESS
Initiator S4
Accountable Officer
Appointing Authority
Survey Officer
Approving Authority
Legal Review
You only have 75 days to complete all of these steps….
1. Initiator - 14 days
2. S4 Office - survey number
3. PBO - document number for lost property - no damage property
4. Appointing Authority for decision by the 15th day!
(Appointing and Approving Authority may be the same when delegated)
5. Survey Officer is appointed
6. Appointing Authority for Review
7. Approving Authority for Approval
9. Legal Review if financial liabilty is found (also recommended for the Survey Officer during 30 days)
10. Approving Authority
Short Survey - you can bypass survey officer but if financial liability is made then it must go through Legal
The first stage - initiating the survey is one of the critical stages- next slide

6. REPORT OF SURVEY TIME CONSTRAINTS
Non counted time does have time limits
There are several stages it must go through - next slide
TIME LIMIT WILL BE CHANGED ON ORDER OF THE COMMANDER

7. REPORT OF SURVEY INITATING PHASE
Who Initiates….the person with the MOST knowledge
Time Constraints for Initiating a Report of Survey….. 15 DAYS
Thorough Research
Complete DA Form 4697 in accordance with AR735-5
Survey must be in the Appointing Authorities hands by the 15th day with survey number and document number
Thorough research - if commanders don’t get statements - they are wrong!
Must know whole circumstances as much as possible so appointing authority can make a decision and take action
R/S is a legal document and must be correctly completed.
Block 11 is very crucial to the appointing authority so they can make THE decision….next slide

8. WHO WHAT WHERE HOW WHEN SEQUENCE EXHIBITS
REPORT OF SURVEY BLOCK 11
WHO
WHAT
WHERE
HOW
WHEN
SEQUENCE
EXHIBITS
Who - no SSN but must include all those involved, full name and rank, unit
What - clear picture of what is involved, property
Where - clear picture of where it happened, street, building
How - how did it occur to best of knowledge
When - dates it occurred, dates of hand receipts, all dates
Don’t put opinions or bias sentences in it - Don’t blame anybody - it’s not your job!!!!,
Put circumstances in sequence - the Appoint authority has to made a decision based on circumstances - must be able to understand the situation - put in date sequence and use simple terms (CLEAR PICTURE)
Exhibits - get statements and all exhibits - refer to exhibits while explaining the circumstances so Appt authority can go along with the write up
Exhibits are also very important - you must complete a thorough investigation and include all evidence…next slide

9. REPORT OF SURVEY EXHIBITS
Drivers license and DA 348
ECOD
Sworn Statements DA 2823
Statement/Certificate
MP Report
Hand Receipts
Mark Exhibits accordingly (AR 735-5)
Get statements - thorough investigation
JUST a DA don’t cut it! Show the facts
Hand Receipts - get all for an audit trail of responsible persons
After the initiator has completed their portion within 14 days it is forwarded to the S4, PBO and Appointing authority …..next slide

10. REPORT OF SURVEY Process
S4 - Survey number
PBO - Document Number (Nonexp)
Appointing Authority - Makes a Decision
The Appointing authority makes a decision………!!!!!

11. REPORT OF SURVEY APPOINTING AUTHORITY DECISIONS
FURTHER INVESTIGATION ….
APPOINT A SURVEY OFFICER
NO FURTHER INVESTIGATION...
ASSESS FINANCIAL LIABILITY*
RELIEF FROM RESPONSIBILITY
AR 15-6 INVESTIGATION
It’s important to complete block 11 so appointing authority can…..
Appoints Survey Officer - means more information/investigating is needed
No further investigation - enough information if available and can assess liability or relieve everybody from responsibility
Can decide to do an AR 15-6 investigation and the R/S becomes an Adjustment Document
If the Appointing Authority can make a decision to assess liability or relief of liability just by reading block 11 - then that is a perfect report of survey
Survey Officer have to have specific qualifications….next slide

12. REPORT OF SURVEY SURVEY OFFICER QUALIFICATIONS
SFC or Above
GS-7, WS or WL
Senior in Rank
Disinterested Person
Can a commander or PBO do a report of survey? Yes - on another commander PBOI - installation property
Survey officer also has to get to know AR and DA Pam and know some specific terms….next slide

13. REPORT OF SURVEY CONDUCTING THE INVESTIGATION
Immediate Investigation - 30 days
Examine Property Immediately
Interview and obtain statements Extract information
Confirm Facts
Resolve Conflicts
Begin immediately - don’t wait - it could be complicated and not as easy as it looks
Release the property for repair or turn in
Get statements from all who are involved
Confirm evidence already in survey - ensure factual statements
Resolve conflicting statements - get the real story
Mark all exhibits accordingly

14. REPORT OF SURVEY CONDUCTING THE INVESTIGATION
If property is recovered - take action
Conduct thorough investigation
Scrutinize all available information
Compile all evidence
Consult Appointing/Approving Authority when in doubt
When property is recovered survey officer must ensure that the property is accounted for

15. REPORT OF SURVEY SURVEY OFFICER
Findings and Recommendations...
Approving Authority will use findings and recommendations to make final decisions and actions.
You are going to write up the findings and recommendations
Why….so the appointing authority can make a decision and take action

16. REPORT OF SURVEY FINDINGS AND RECOMMENDATIONS
Free of bias or prejudice statements…
Support Evidence
Resolve Conflicts
Develop logical recommendation
Just the Facts

17. REPORT OF SURVEY FINDINGS AND RECOMMENDATIONS
Block 26-27
Review of Exhibits/Evidence
Value of loss property
Findings
Recommendations
Actual $ loss, Amount charged and loss to government.
See DA Form 4697
Certify review of exhibits
To do this you are going to have to write up the findings and recommendations in a certain way….remember it is a legal document!!! Next slide

18. REPORT OF SURVEY FINDINGS
Value of lost or damaged property
Actual cost of damaged property or loss
Property value not recovered
Disposition recommendation….
uneconomical reparable property
You will list the following in the findings
Total cost -Value of property before loss or destruction occurred
Actual cost of damaged property ECOD or ACOD or loss -
Property value not recovered by government
Total Loss
Actual Loss
Amount charged
Loss to Government

19. REPORT OF SURVEY FINDINGS
Use own words how loss occurred
Refer to evidence to support findings
Proximate cause
Negligence and willful misconduct
Don’t include unsubstantiated opinion
Before holding a person financially liable for a loss the facts must clearly show that the person’s conduct was the proximate cause of the loss, damage or destruction

20. REPORT OF SURVEY RECOMMENDATION
Relief of responsibility of all persons concerned
Assessment of financial liability
Relief of responsibility...
No negligence or willful misconduct
When negligent act or willful misconduct is not proximate cause - relieve from liability
When negligent act or willful misconduct is proximate cause of loss - hold responsible

21. REPORT OF SURVEY FINANCIAL LIABILITY
Financial liability recommended…
Name, grade and SSN
Simple/Gross negligence or willful
misconduct
Amount to be charged
Individual’s monthly base pay
Enter the items when individual is charged
Must state if findings was based on simple, gross negligence or willful misconduct

22. REPORT OF SURVEY FINANCIAL LIABILITY
Financial liability recommended…
Computation of charges
Termination of service
Whether relief of liability is appropriate
computation based on base pay (table)

23. REPORT OF SURVEY FINANCIAL LIABILITY
Inform Individual Charged...
Explain charge
Significance of rebuttal
Attach rebuttals made
Consider rebuttal
Explain rights by memorandum
Time limit on rebuttals
7 days in state
15 days out of state
10 days out of country

24. REPORT OF SURVEY FINANCIAL LIABILITY
Rights….
Inspect and copy records of debt
Legal Advice
Submit statements and new evidence
in rebuttal

25. REPORT OF SURVEY FINANCIAL LIABILITY
Appointing Authority for review
Forward to Approving Authority
Legal Review
Inform individual by memorandum
Request for Reconsideration
Forwarded to FAO if not approved
Submit for appointing authority for review
Forward to Approving Authority
S4 will send it to legal review (JAG)
Memorandum to individual
Request for reconsideration is at Approving Authority Level
A memorandum will be sent to individual
30 days after receiving notice to request reconsideration
Individual has same rights as rebuttal
(Legal, review records)
R/S will be forwarded to FAO for collection if reconsideration is not approved by the approving authority

26. REPORT OF SURVEY APPEAL PROCESS
Collection of money stops
Forwarded to next higher authority for Reconsideration
Appeal authority has right to deny or approve appeal
Will be sent to FAO if not approved
Next step ??????congressional?????

27. REPORT OF SURVEY
QUESTIONS ?