Da 3161 Form – Know your job. A Receipt Holder’s Guide to Accounting Standards 2nd Edition – Financial Training 16 Wearlin Smith, General Provisions.
Presentation on theme: “Know Your Role Enterprise Standards Receipt Holder’s Guide Version 2 – Year 16 Training Verlyn Smith, General Supply.”— Previous article:
Da 3161 Form
1 Know your job. Property Receipt Owner’s Manual “Business Standard” Version 2 – Training for FY16 Verlyn Smith, General Procurement Specialist CELA-MVM US Corps of Engineers BUILDING STRONG®
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Click the circular Windows Office icon in the upper left corner. Click “Save As” to save to your computer. Once the slides are saved to your computer, close the SharePoint site and use the instructional slides. By watching the training videos, you have links to help you manage your Manual Receipt Account (HRA).
3 GENERAL To review the responsibilities of Primary Receipt Holders (PHRH) and reporting procedures for ALL properties purchased using government funds. USE AR 735-5, AR 710-2, AR 58-1, DA PAM, ER, & OP ORD
Responsibilities of the Lessor Participating Asset Transfer Inventory Transfer of Asset Accounts Lost, Damaged, or Damaged Asset Inventory DRMS/GSA Share Purchase
5 Words / Abbreviation First Receipt (PHR) – A signed document acknowledging receipt and responsibility for a person’s property. Manual Account Number (HRA) – a number assigned to each category of responsibility. Revenue Receiver (HRH) – a person determined by position or appointment to be directly responsible for government property. This is basically the first level browser.
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Supervisor’s Responsibility – Supervisors are responsible for the proper use and protection of ALL government property provided or used by their subordinates. (AR 735-5, PARA 2-8) Proper responsibility – The obligation of a person to ensure the proper use and protection of all public property entrusted to him. (AR 735-5, PARA 2-8) Personal responsibility – the obligation of a person to take reasonable and reasonable steps to ensure the proper care and accounting of all public property in his possession . (AR 735-5, PARA2-8)
7 Procedures / Abbreviation List – A physical count of all relevant materials (use a scanner for inventory recording). Inventory Review – Reconciliation between physical counts and accounting records. Manual receipt – a manual receipt of the property from the original receipt holder or holder of the receipt to the person to whom the property is delivered for safekeeping, use, storage, transfer or (DA PAM)
Free property is personal property that does not expire during use and retains its original identity during use. Assets are not responsible when the object is fully operational. Credit accounting is done at the segment level using asset book methods. Unauthorized assets with an Account Arrangement Code (ARC) of “N” are located in the Armed Forces Database (AMDF) in FEDLOG. See AR 735-5, paragraphs 7-2 and 7-3 for a description of the various housing entities and accounting and auditing requirements.
Stolen goods ready for sale or public use. These items must be formally accountable to APPMS. These are determined by the DOL, ULA, Division and/or District Administrator. Examples: camera, eye, chain.
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Long-term assets are personal assets that do not expire during use and do not require the responsibility of the asset book, but due to their special characteristics, they must be controlled when given to the user. Fixed assets are assigned an ARC of “D”. PHRH has permanent registers. The asset management review for the owner will be conducted by the Logistics Department.
Take 100% ownership responsibility. 2 Inventory Number – Fixed Assets/Consignment Assets Set up asset liabilities through manual submission processes Account for all items received outside the normal CEFMS/APPMS channel IAW ER
Identification of government property, loss, damage or destruction (LDD). Start a Payment Notice when you accept responsibility for the LDD property. (DD Form 362) Start FLIPL within 15 days of loss. (DD Form 200 and DA Form 7531) Late Letter If FLIPL does not initiate within 15 days of discovery of the LDD, send a late letter to FLIPL
Notify DPBO/Technical Officer of departure and incoming HRH designation. – 100% must be managed in cooperation. Ensure that 100% of the estimated assets are indexed every 2 years. The exception: the last jewelry item is more than $25,000 in annual inventory. Sensitive material is compiled monthly COMSEC/CCI is compiled quarterly. Enter all properties at the user level.
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During personnel changes (transfers, benefits, retirements, etc.) PHRHs must work with the DPBO/Supply Tech as part of their processing procedures. NOTE: Outgoing HRH employees may be responsible until a valid HRH change is completed. Group list (HRH in and out).
OPORD , 3(2)a-f, ER Management of fixed assets in DMM Establishing 100% responsibility for the ownership of all fixed assets using the DMM section in APPMS Agreement in writing for completion of management review. Update active inventory – Submit supporting documents to DPBO/Supply Tech. It is recommended to use receipts generated by DMM contractors.
List and account for all assessed properties. When you receive the property, inspect the property and verify that all information is correct before signing the application receipt. Report lost, damaged or damaged items to HRH upon receipt.
17 Asset Transfer Form ENG 4900-R must be used to transfer assets from one account to another.
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20 (4) List the TAG NUMBER, NOMENCLATURE, and SERIAL NUMBER of the items being requested for delivery. (5) If someone other than HRH (designated on DA form 1687) is conducting the sale of land, they will print their name in the space provided. CREATION and DATE shown.
23 ER Assets Assets may be loaned to anyone outside of PHRH’s jurisdiction with the approval of the MCS Leader. Assets borrowed from HRH will remain in HRA’s inventory until the asset is properly returned. Assets that have been loaned between sub-divisions of the same district are processed through the previous procedures by the DPBO. Short-term loans (HRH to HRH) are limited to 30 days. All loaned assets will be withdrawn after 30 days or the use of the asset will be transferred to HRH.
Meaning if credit is outside USACE but within DOD: HRH MUST get approval from superior before crediting outside USACE. Not to exceed 180 days IAW ER Condition if Borrower Outside DOD: All loans outside DOD must be approved by USACE DOL. Do not exceed 180 days IAW ER Use DA Form 3161 to remit real estate
PHRH initiates a Financial Liability for Lost Property (FLIPL) investigation (DD Form 200 and DA 7531) when property is lost, damaged or destroyed for reasons other than clothing and the tears. FLIPL must be initiated within 15 days of the incident. Original FLIPL with supporting documents should be submitted to DPBO/ Supply Tech for processing.
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The DD Form 362 is used instead of the DD Form 200 if the liability involves loss/damage to property. The DD 200 form must be used when the amount of the loss or damage exceeds 1 month’s basic pay or 1/12 of the eligible person’s annual wages, regardless of liability.
For each GSA vehicle involved in an accident, a FLIPL/damage without liability claim must be initiated IAW AR 735-5, Chapter 13 and AR 58-1, in the FLIPL section involving lost and stolen vehicles. or damage IAW AR 735-5. process. , Chapter 13. For car accidents, an SF-91 Motor Vehicle Crash Report, photos of the damage, 3 estimates and a police report (if applicable) are sent to FLIPL. All personnel must obtain approval from the DLM or DPBO before delivering or repairing damaged property.
The DD Form 200 is used to initiate an investigation of a property loss. Blocks 1 and 3 to 10 are completed by HRH or someone familiar with the event. Block 11 must be completed by HRH. Block 12 completed by supervisor/PHRH. Block 17 is operated by DPBO. All other blocks up to 20 are processed by the Decision/Approval Authority.
29 Inventory AR 710-2, ER Once all HRH items are 100% accounted for, the Supply Technician will submit the final inventory to HR for signature, meaning that the inventory is properly accounted for in his account. Barcode scanners must be used to complete books. The data collected from the barcode scanners is sent to APPMS, and the program separates the properties in APPMS from the properties in DMM.
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30 AR 710-2 Inventory, ER APPMS/DMM generates a three-part report with the data collected by the scanner: Scanned Items – Scanned HRA reportable items. Weaknesses – Liability assets in HRA have not been audited. This item must be present and scanned, or FLIPL can be started. Excess – Assets inspected are not listed in the HRA. Aggressive levels should be adjusted on a case-by-case basis.
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