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

1. Command Supply Discipline and Property Accounting Policy Robert J. Raposa Senior AnalystApplied Logistics Studies Department Logistics Leadership College Army Logistics University 22-23 March 2011

2. 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

3. 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

4. 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

5. CSDP Accountability vs. Responsibility

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. Component Hand Receipt • 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 6-1

16. 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 • 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 9-3

17. 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

18. 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

19. 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

20. 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

21. Recent Property Accountability Messages • ALARACT 062/2010 (4 Mar 10) VCSA Sends Property Accountability • DA Inspector General CSDP Evaluation • Objective was to determine effectiveness, compliance, commander involvement and training of logistics personnel and leaders in property accountability at the unit level • Four Major Issues Identified: • The synchronization of policy and guidance with modular concepts and ARFORGEN • The need for increased dwell time to re-establish accountability • There is insufficient leader emphasis on CSDP, property accountability and change of command inventories • There is a lack of logistics training • Brigade and Battalion Commanders must get back to the fundamentals of property accountability through counseling, training, teaching and mentoring of new company commanders

22. Recent Property Accountability Messages (Cont) • ALARACT 101/2010 (9 Apr 10) Update to the Command • Supply Discipline Program (CSDP) • Provides and interim update to the CSDP Inspection Tables in AR 710-2 Appendix B • B-1 Company Level (Revised) • B-2 Property Book Officer Level (Revised) • B-3 Brigade and Battalion Level (Revised) • B-4 Direct and General Support Supply Operations • B-5 Supply Support for Installations • B-6 ACOM/ASCC/DRU Level • B-7 CSDP Evaluation Frequency • B-8 Company Commander’s Quick Reference Guide (Newly Added)

23. Recent Property Accountability Messages (Cont) • EXORD 259-10 (9 Jul 10) Campaign on Property Accountability • Addresses the importance of supply discipline and property accountability as the Army executes the drawdown in Iraq and builds up forces in Afghanistan • Acknowledges that property accountability starts at the unit level and extends to the highest levels of the Army • We must know what we have and where it is • Mission • Execute an active campaign to re-establish a culture of supply discipline and property accountability • Account for everything and reintegrate excess equipment into the supply system to enhance overall Army readiness

24. Recent Property Accountability Messages (Cont) • Concept of Operations • Applies to all Army units (Rotational and non-rotational) • Campaign is divided into three segments: • Deployed Units (Available Phase) • Units in a Home-Station status (Reset and Train/Ready Phase) • Compliance and Reporting (All ARFORGEN Phases) • Deployed Units(Available Phase) • ARCENT has overall execution responsibility • Units must accomplish three distinct tasks: • Accurate report equipment on property book and stock record accounts through pre and post deployment inventories • Prevent the return of unauthorized excess property to home station • Redeploying unit commanders will report compliance to ARCENT • Units commanders will be required to certify that all property accountability tasks have been met

25. Recent Property Accountability Messages (Cont) • Units in a home-station status (Reset and Train/Ready Phase) • The installation senior commander/The Adjutant General (TAG) has overall execution responsibilities • Installation senior commander/TAG provides assistance by establishing an installation/garrison level excess turn-in program often referred to as “Clean Sweep” • Commanders (COL and LTC) will ensure that subordinate units accomplish three primary tasks: • Bring all supplies and equipment to record on the unit property book through post-deployment inventories • Identify, bring to record, and determine the proper disposition for all excess property • Reestablish CSDP Inspections to restore good supply discipline and property accountability

26. Recent Property Accountability Messages (Cont) • Units in a home-station status (Reset and Train/Ready Phase) • (Cont) • At the completion of reset, COL and LTC commanders will certify in writing that: • All property accountability milestones have been accomplished • All property has been inventoried and documented on the property book or appropriate stock record account • All excess property has been disposed of properly

27. Recent Property Accountability Messages (Cont) • Compliance and Reporting (All ARFORGEN Phases) • Responsibility lies with the ACOM, ASCC, DRU, COL, LTC and Company/Unit-level Commander • Goal is to reinstate command emphasis and responsibility by enforcing internal CSDP inspections at all levels • The next higher-level commander/headquarters will inspect subordinate CSDP programs for compliance and report-out the results in accordance with EXORD 259-10, Annex A • Immediately upon assuming command, COL and LTC level commanders will sign a statement acknowledging responsibility for all property under their command • Results from the CSDP inspections will be reported up the Commander’s chain of command

28. Recent Property Accountability Messages (Cont) • Reports • Commanders will acknowledge receipt of this order and the status of developing their internal processes and policies to ensure compliance NLT 15 Aug 10 • Quarterly reports that provide a status of actions directly related to this campaign will be submitted to the Deputy Chief of Staff (DCS), G4; first quarterly report is due on 14 Oct 10

29. Recent Property Accountability Messages (Cont) • Key Messages • Property accountability is every commanders responsibility • Leaders at all levels must ensure all Army property is accounted for in the property book or appropriate stock record account • Excess equipment must be identified, recorded and brought to record so that proper disposition instructions can be issued • Restoring the Command Supply Discipline Program facilitates good supply discipline at every level and is an absolute must • Equipment on-hand readiness is dependent on knowing what we have and where it is

30. QUESTIONS