LOGISTICS SPECIALIST (LS)

LS: Chapter 4— Material Receipt, Custody, and Storage Rev. MAR 2013 4-2

Supply Officer

The Supply Officer is responsible for the receipt, identification, inspection and distribution of all incoming stores. This does not include medical supplies (except on special accounting classes 207 and 224 ships), Marine Corps stores, bulk petroleum products and ammunition. The Supply Officer is also responsible for the processing of receipt documentation. The Supply Officer may delegate the responsibility for the physical receipt of incoming stores to the Stores Division Officer.

Special Assistants

Special Assistants serve aboard ships as Stores/Material/Cargo Officers (when assigned) and are responsible for the administrative functions of stores. They report to the Supply Officer on all receiving matters. These functions include material receipt preparation, receipt procedures, material inspection and receipt processing. On shore activities, the Material Division Officer is responsible for material receipts.

Stock Control Officer

The stock control officer reports to the Supply Officer or the Assistant Supply Officer on all matters concerning the receiving of material. This includes receipt processing, reporting, reversals and discrepancies. The Stock Control Officer is responsible for the financial report imbalances from receipts.

Receiving Supervisor

The Receiving Supervisor makes sure that incoming material is identified, inspected, receipted, sorted and distributed. Material may be distributed to supply department storerooms or to other departments when the material is marked for direct turnover (DTO). The supervisor makes sure that receipt documents are accurately annotated and distributed for processing for stock and DTO. In performing these duties, the Receiving Supervisor is delegated the responsibility of receiving incoming stores and will exercise direction over other Logistics Specialist and the working parties handling these stores. If the Receiving Supervisor is not available during normal working hours, the next senior Logistics Specialist will assume these duties.

Duty Logistics Specialist

The duty Logistics Specialist makes sure that material delivered after normal working hours is receipted, identified, inspected and placed in the designated receiving section or turned over to the appropriate department. The duty Logistics Specialist makes sure that receipt documents are properly annotated and given to the Receiving Supervisor the next workday.

Repair Parts Petty Officer

The Repair Parts Petty Officer (RPPO) will make sure that all incoming material for their respective work centers is, identified, inspected and receipted.

Preparation for Material Receipt

The Supply Officer and personnel assigned to receiving operations must be flexible in routine daily procedures and be able to adjust to any conditions necessary in the receipt of material. The purpose of preparing for receipt of material is to guarantee the timely and accurate receipt processing and distribution of incoming material.

LS: Chapter 4— Material Receipt, Custody, and Storage Rev. MAR 2013 4-3

The most important part of any supply operation is to guarantee the safety of all personnel involved. The Supply Officer is responsible for making sure certain safety rules are observed, especially for inexperienced personnel. This delegation is passed to the supervisor of receipt processing who must make certain the following rules are observed:

• Personnel must be properly equipped with safety equipment such as safety shoes, gloves and hard hats

• Personnel must be qualified to operate materials-handling equipment used in the operation

• Personnel must be knowledgeable of procedures to be followed during emergency situations.

Material Receipt Ashore

The receiving branch ashore plans and directs operations necessary to physically receive incoming material for storage, direct turnover (DTO), or trans-shipment. The functions normally assigned to a receiving organization at a local supply activity include receipt and inspection of incoming material, segregation and delivery of incoming material, preparation of reports, preservation and packaging of material for storage or shipment, initiation of tracer action for incoming material when required and maintenance of files relating to all receiving functions.

Material Receipt Afloat

The material receipt process afloat involves the identification, storage, issue and recording of all material previously requisitioned or purchased and received by the activity. As an integral part of the supply receipt process, all stock material must be identified, receipted and properly stored. Material receipts for stock and DTO must be recorded in the stock record file in a timely fashion.

Methods of Delivery

The various methods of material delivery are discussed in the following paragraphs:

Direct Delivery

The receipt of material or services from a government or commercial source and acceptance by a ship, squadron, or group representative at either the point of delivery or source of supply are known as direct delivery. After receipt has been acknowledged, the Navy owns the material and services are considered satisfactory unless discrepancies are noted. The Supply Officer must establish procedures in writing to make certain only authorized personnel pick up, receive, or sign for material or services.

Freight

All commercial and government deliveries shipped under a bill of lading are classified as delivery by freight. Material trans-shipped from a government source is also classified as freight when deliveries are combined and shipped via the DoD transportation system. Freight can be received in the United States, foreign ports and during Replenishment at Sea (RAS); however, the ship’s official FPO mailing address cannot be used to ship or receive freight or express cargo material.

Mail

Small items such as letters and packages are often shipped and received through the USPS mailing system. The Supply Officer is responsible for establishing and ensuring that all personnel authorized to sign for classified material are U.S. citizens, properly designated (i.e., letter head and/or DD form

LS: Chapter 4— Material Receipt, Custody, and Storage Rev. MAR 2013 4-4

285, Appointment of Military Postal Clerk, Unit Mail Clerk, or Mail Orderly) and possess a security clearance up to the level of material that they are assuming custody (i.e., Secret Clearance for receipting for USPS registered mail from the Post Office). Refer to OPNAVINST 4440 (series) and DoD Postal Manual 4525.6M)

Types of Receipts

There are several types of forms used to document the receipt and delivery of material.

Receipts from Defense Logistics Agency/General Services Administration

Material furnished by the Defense Logistics Agency (DLA) or General Services Administration (GSA) will be accompanied by an Issue/Receipt Release Document (DD Form 1348-1A).

Receipts from Purchase

Receipts from purchases normally included materials or services received from vendors as a result of open purchase action. Receipt documents may include direct purchase receipts from the use of contracting or the government purchase card program. Receipts from purchase also include material received from contractors as a result of an inventory manager initiated contract. This material is invoiced on a Material Inspection and Receiving Report, DD Form 250 or Order for Supplies and Services/Request for Quotations (DD Form 1155).

Receipts from Ashore Activities

Materials received from ashore Supply Officers are normally documented on a DD Form 1348-1A.

Receipts from Afloat Supply Activities

Materials received from Combat Logistics Force (CLF) ships have by an automated list of the items requested and a DD Form 1348-1 for each item. Material received from other afloat units may have either a DD Form 1348 or DD Form 1348-1A that was submitted as a requisition document.

Receipts from Other Appropriations

Materials received from other appropriations (ship’s store or Marine Corps, etc.). are normally documented on a Requisition and Invoice/Shipping Document (DD Form 1149).

Miscellaneous Receipts

Miscellaneous receipts include automatic shipments or consignments of material that are not related to a ship’s procurement document.

RECEIPT DOCUMENTATION

All material and services received must have receipt documentation. When material received does not have paper work, the receiving section personnel must immediately prepare a dummy receipt for processing. Incoming material should have one or several receipt documents with it. The type of document depends on the method of purchase, supplier, type of delivery and government inspection requirements. Any document received with the material or service that contains enough information to process the receipt may be used as a receipt document. Although you have a variety of receipt forms, the general pattern for processing is the same. These patterns are as follows:

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• Determining the type of receipt inspection required

• Determining if material requires special handling

• Marking the receipt document with date, quantity received, receipt signature and discrepancies noted during receipt

• Sending the receipt document for further processing.

DD Form 1348 6-Part Manual Receipt

The DD Form 1348 6-part manual receipt is used both as a requisition and receipt document for most materials transferred between non-automated ships. When required by the issuing ship, the receiving ship acknowledges such transfer on the white copy of the DoD Single Line Item Requisition System Document, DD Form 1348. Receipt acknowledgement is always required on the requisitioner’s hardback copy of the DoD Single Line Item Requisition System document, DD Form 1348 before it is filed in the material completed file.

Show receipt on the white or hardback copy of the DoD Single Line Item Requisition System Document, DD Form 1348 by circling the quantity received and accepted and entering a receipt date and signature in the Remarks field, as shown in (Figure 4-1).

Figure 4-1 — DD Form 1348 (6-part) manual receipt.

DD Form 1348-1

Receipts from shore activities and automated afloat units are done either on a DoD Single Line Item Release/Receipt Document, DD Form 1348-1 or Issue/Receipt Release Document, DD Form 1348- 1A. Examples of these receipt documents are shown in (Figures 4-2 and 4-3).

LS: Chapter 4— Material Receipt, Custody, and Storage Rev. MAR 2013 4-6

Figure 4-2 — DoD Single Line Item Release/Receipt Document, DD Form 1348-1.

Figure 4-3 — Issue/Receipt Release Document (IRRD), DD Form 1348-1A.

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The following paragraphs describe the receipt procedures for material received on a DD Form 1348- 1.

Circle the quantity in record positions 25-29 if correct. That is, if the quantity of material received is the same as the quantity shown on the document. If the quantity is different, line out the original quantity, enter and circle the quantity actually received immediately above the original quantity. Enter the date received and signature in block 7. Block N of the DD Form 1348-1 contains the security code for the item shipped. The record position 73 of the document contains the Material Control Code (MCC).

Receiving personnel should be familiar with both Military Standard Requisitioning and Issue Procedures (MILSTRIP) and local management coding and command instructions for controlled items.

DD Form 1348-1a

The Issue/Receipt Release Document (IRRD), DD Form 1348-1A was designed to be used with the activity’s Logistics Applications of Automated Marking and Reading Symbols (LOGMARS) processing equipment. The document number (in box 24) and NSN (in box 25) are bar coded. Box 26 contains the bar coded Routing Identifier Code (RIC), Unit of Issue (UI), Quantity (QTY), Condition Code, Distribution Code (DC) and Unit Price (UP). These 20 position characters are continuous with no dashes or spaces. The procedures for processing the DD Form 1348-1A are the same as prescribed for the DD Form 1348-1. The lower-left portion of the DD Form 1348-1A contains the security and MCC information. Use this information to ensure proper receipt processing.

DD Form 1149

The Requisition and Invoice/Shipping Document, DD Form 1149, is normally used to requisition or receive specific materials or services, such as repairs or rental equipment. When materials or services are received on a DD Form 1149, the ordering department will do the technical inspection, if required. The material received on the DD Form 1149 requires that receiving personnel be careful when processing these receipts. Receiving personnel must secure and properly distribute these materials. (Figure 4-4) shows an example of how to fill out a DD Form 1149. After technical review and acceptance, receiving personnel will complete the DD Form 1149 receipt document. To complete DD Form 1149, you must mark and circle the quantity in column D. Also, you must date and sign in the lower right portion, but not over any existing information.

LS: Chapter 4— Material Receipt, Custody, and Storage Rev. MAR 2013 4-8

Figure 4-4 — Requisition and Invoice/Shipping Document, DD Form 1149.

DD Form 1155

Ashore and afloat activities use Order for Supplies and Services, DD Form 1155 as an order for supplies and services or as receipts from commercial sources. When used as receipt document, complete the DD Form 1155 by circling the quantity in column 20. Also, enter the date and signature in block 26, see (Figure 4-5). Proper processing of the DD Form 1155 receipts requires familiarity with the terms and concepts discussed in the following paragraphs.

LS: Chapter 4— Material Receipt, Custody, and Storage Rev. MAR 2013 4-9

Figure 4-5 — Order for Supplies and Services, DD Form 1155 (direct delivery/fast pay).

Direct Delivery

When used for direct delivery, blocks 13 and 14 of the DD Form 1155 will show that the material and invoice will be sent directly to the ordering activity. In such cases, the ordering activity is responsible for both a quality and quantity certification and acceptance of material.

Normally, there are no qualified receiving personnel to make technical judgments in receiving material. A technical specialist from the ordering department or unit should help confirm acceptance

LS: Chapter 4— Material Receipt, Custody, and Storage Rev. MAR 2013 4-10

before completing the DD Form 1155. (Figure 4-5) shows receipt for direct delivery on a DD Form 1155.

Fast Pay

The fast payment procedure allows payment, under limited conditions, to a contractor before the government’s verification that supplies were received and accepted. Fast payment is for ordering supplies by afloat and overseas activities only.

Fast pay is the payment made to a commercial source based on proof of shipment by the vendor. This means submitting an invoice proving that supplies were delivered to a post office, common carrier, or government receiving point. The vendor agrees to replace, repair, or correct supplies not received at destination, damaged in transit, or not conforming to purchase agreements.

Use this method for buying material that does not require technical certification at the destination. Prepare the Order for Supplies and Services, DD Form 1155 according to enclosure 2, chapter 5, of NAVSUPINST 4200.85 (series). The DD Form 1155 should include the fast payment procedure clause at FAR 52.213-1 in full. Any BPA that may have fast payment order should also contain the fast payment procedure clause. Mark the original and all copies of the DD Form 1155 with “FAST PAY” in bold letters. The consignee must notify the purchasing office within the following time frames:

• Receipt of conforming material within 10 days from the receipt date

• Within 30 days if materials were not received by the date shown in block 10 of DD Form 1155

• Within 10 days after receiving material that does not conform to the requirements of the order.

Indirect Delivery

When used for indirect delivery, blocks 13 and 14 of the DD Form 1155 will show that the material and the invoice will be delivered to a transhipper. In this case, the supporting activity performs the technical inspection and confirms acceptance of the material. The receiving personnel need only verify the quantity of material received. See (Figure 4-6) for an example of the DD Form 1155 processed for indirect delivery.

The procedure for ordering material on a DD Form 1155 often involves a customer picking up the material. This method is also known as “bearer pick-up.” We use this method when the ordering department goes directly to the vendor to get material. The Supply Officer establishes local procedures to ensure proper receipt processing. The procedures include requirements for picking up all material and removing the DD Form 1155 copy from the bearer suspense file. The suspense copy of the DD Form 1155 goes to the receiving section for processing.

The ordering activity receives advance notice for each DD Form 1155 purchase placed by another activity in response to a requisition. The advance package includes a copy of the DD Form 1155 and a preaddressed card titled “Report of Receipt, Non-receipt, or Nonconformance.”

Report of Receipt, Non-Receipt or Nonconformance

The ordering activity completes and returns the Report of Receipt, Non-receipt, or Nonconformance with an advance DD Form 1155. This form is used when material received under contract on a DD Form 1155 is not acceptable. The reasons for not accepting material include damaged in shipment or not technically acceptable (direct shipments only). You also use this form to report orders that were not received within 60 days of the specified delivery date. Receiving personnel should then tell the procurement section to begin new procurement action if necessary. When material has been received

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on the DD Form 1155, the Purchase Action file copy will be certified as received. See (Figure 4-7) for a sample Report of Receipt, Non-receipt, or Nonconformance.

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D O Form 1155

Rev. MAR 2013 4-12

41. ACCIOUNT NIAIIER tt.SIII'JOUOEI'I NO.

Figure 4-6, Order for Supplies and Services, DD Form 1155 (indirect delivery).

Rev. MAR 2013 4-13 LS: Chapter 4— Material Receipt, Custody, and Storage

Figure 4-7 — Report of Receipt, Non-receipt, or Nonconformance.

NAVSUP Form 1250-1

The Single Line Item Consumption/Requisition Document (Manual), NAVSUP Form 1250-1 is used as a consumption document and as a requisition document by non-automated ships. When the NAVSUP Form 1250-1 is submitted as a requisition, the white copy returned with the material is processed as a receipt invoice.

Receipt is indicated by circling the quantity figure in block A and entering a receipt date and signature in data block 31 (or in data block 30) if the item was ordered for stock replenishment incident to an issue) as shown in (Figure 4-8).

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Figure 4-8 — Single Line Item Consumption/Requisition Document (Manual), NAVSUP Form 1250-1.

DD Form 250

The Material Inspection and Receiving Report, DD Form 250, is used to verify material inspection and acceptance for items received directly from a contractor. The DD Form 250 may be used for shipments of material procured by ashore activities on the DD Form 1155. Receiving personnel will review the DD Form 250 to determine the type of certification required. The following paragraphs explain the types of certification.

Acceptance at Destination (Code D)

Block 8 of the DD Form 250 will show if acceptance at destination (Code D) was requested by the ordering activity. If block 21B indicates Procurement Quality Assurance (PQA) and acceptance, you should contact a qualified technician from the ordering department. The technician will inspect and certify material acceptability in block 21B.

The receiving personnel will certify the quantity received in block 22. For quantity discrepancies, line out the quantity in column 17, enter and circle the quantity received. For material received in damaged condition, line out quantity and enter and circle quantity received in good condition. Write an explanation of the differences directly below the adjusted quantity, as shown in (Figure 4-9). After block 21A has been completed for PQA at origin, receiving personnel then certify the quantity received in block 22.

Acceptance at Source

When block 8 shows Acceptance Code S or O (source or other) and block 21A was completed for PQA and acceptance, receiving personnel need only to certify the quantity received in block 22. (Figure 4-10) is a sample DD Form 250 accepted at source.

Process receipts for material received on a DD Form 250 as soon as possible to fulfill the discount terms shown in block 5. This type of material is normally expensive. Quick processing of receipt can result in a reduced cost to the government.

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Standard Form 1103

You may use U.S. Government Bill of Lading (GBL), Standard Form 1103 (SF1103) to give delivery instructions to a commercial carrier. To provide receipt documentation to the ordering activity, use SF1103. Shore activities often divert commercial deliveries directly to ships in the area to cut the need for double handling of material. In such cases, it is the ship’s responsibility to tell the ashore support activity of any material received short or damaged. Commercial carriers do not always make scheduled deliveries. Receiving personnel must be able to react quickly to unexpected deliveries. Quick response to deliveries will avoid additional charges against the government by commercial carrier. See (Figure 4-11) for sample GBL.

Material Received Without Paperwork

The following text describes the action needed for processing material received without paperwork.

Dummy Invoice

Material received without paperwork needs research. Use the information gathered from research to prepare a dummy document (Figure 4-12) and process the receipt. Personnel in the receiving area perform the research and prepare a dummy receipt on a DoD Single Line Item Release/Receipt Document, DD Form 1348-1 or Requisition and Invoice/Shipping Document, DD Form 1149. The research includes checking the requisition outstanding file by using available information from the material. The information needed are source of supply, stock or part number, item description, document number, fund code and location (if for stock). When this information is known, enter the quantity, date and receipt signature on the dummy receipt. You can then process the dummy paperwork as a receipt. Keep dummy receipts in a separate Stock Control History File.

Receipt of Original Documentation

There will be occasions when you will receive the original shipment paperwork after the material and dummy invoice are processed. In these case, compare the original paperwork and dummy invoice information. If differences exist, correct or adjust posted records as appropriate. Attach the original shipment paperwork with the dummy invoice in the material completed file.

Determining Material Disposition

Material received by an activity will be either for stock or DTO. You can determine where to send the material by the serial on the document number or by the supplementary address on shipping document. The supplementary address field of the DD Form 1348-1 normally contains the storeroom location for stock items. It also may have the work center or phone extension number for DTO items.

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Figure 4-9 — The Material Inspection and Receiving Report, DD Form 250.

Document Information

The following text describes the information on receipt documents that will help you in determining material distribution.

The Ship to/Mark for Block contains the requisition number of purchase documents.

The Document Number block contains the UIC and document serial number that identifies stock and DTO requisitions.

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The Special Material Identification Code (SMIC) indicates if material is in support of a special program.

The Security Code indicates special handling based on security classification or hazardous nature of material. The codes used for classified material are A, B, C, D, E, F, G, H, K, L, 0, S, T, U and 7. Codes used for pilferable material are I, J, M, N, P, Q, R, V, W, X, Y and Z. Codes used for ammunition and explosives are numbers 1 through 8. Refer to appendix 9 of NAVSUP P-485 for the meaning of these codes.

The Material Control Code (MCC) block indicates special handling based on specific control or accounting requirements.

The Substitute Data block advises that the item is an acceptable substitute for the item ordered. The Required Delivery Date (RDD) block, when used, indicates expeditious handling required. The Priority block indicates the requisitioner’s priority and therefore the speed of handling required. The Supplementary address block may have storeroom location for stock items or local coding of division for DTO items.

The project code block identifies shipments of material for specific projects or programs. The last digit of the project code contains the last digit of storeroom location for stock items.

Shipment Labels and Markings

The Military Standard Marking for Shipment Arid Storage, MIL-STD-129M, provides information on shipment labels and markings. The following texts describe the identification information on shipping containers.

IDENTIFICATION MARKINGS.— The first line of information is the NSN/NATO stock number. This includes the prefix or suffix. If there is no NSN assigned, this line may be blank. The second line is the Commercial and Government Entity (CAGE) code and part number. The CAGE code identifies the company that has the contract for the item. The part number identifies the item.

The third line contains the item description or nomenclature of the item.

The fourth line is the quantity and unit of issue. A non-definitive unit of issue will have a quantitative expression such as 1 RO (100 FT). This means one roll contains 100 feet of material.

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Figure 4-10 — The Material Inspection and Receiving Report, DD Form 250.

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.-WOOVCT QUALITV D ,.ICtt.NCII:S Ql·-Qelk ..tl l "..ltrWt (AMIIIIf'••lr lfol Cfrtllf AW •Aif #-"Iff$ dUitff.,rtl• UftlyJ $MO"'TAc;Oft MAT HIAL S l - Q..,.nt It., ••u tr1•n \ hal un '•r.:elut O u;ument S:l - Quafttlty ltU trt•t 1"'1 rtQutUeciiUihc ta.ett

IA- OIIPoOtiUon tntcrvc:tlon t .. Ot. I IIIIC (/IIII) ' "'' """'"} ater ia l.,,,,.., '''"'"ld tSu IC- :SUDQOtl tnt IUDIIIY GOCUmtftlt • tiOI'\ fe<Qut&-ltd 01 - Not ••celweo 4uUI 0( I l tit' P• ltJ 10 - M•t•r'-- 1 ttlll ,._"".. ea. . CIIU 0l - lll..,lble Of' 'vtU•Ied Ol- 1tnoc,o.m,,.p.t.1,1,.c,,l,m.,p,.#,o,.'",,r.o,.r..w,.nnwo1,1,1..u,o,,t,h,O,t lly $ - Non ···· qf tJ!Itt;tl poU tfttetot..nla ITEM T(CHNtCAL OATA MARf(IN05 ti., ,, rt•l••.L.111 Op.,..&mlll•tt l.ou••. SpuMI thlornent (/<lot · plfc••'r n II'MSI IE- Loul purc"u• M I••I.AI to O• Ml$01 (£C C0 4 t.T(AtAL l#tlll ,..,li.,,.., •tCc.l T"l - .....,,,.., rctw.-nea It tvCIOIIC"f"' CIIHf'IK t.tnttn CUIPOt iUon lntttuCiion• o ;A•,t:; :T '1 lf Ts

Tl - reuuCia"•"W' • ...,.uonal "".,.,,,..,,""ha l... Tl - '""'o• •01' mutnttM ta trw contr.uv ..,.recatwtlll 01-O niUV Ifill t•Uii Of l".tl Oft rte,.Gt •ocw· menI 02-0v•"Htv '" ••ceu '"-.MUed /Otr...,. ,,.•.,. .,,..., ,•f .uwt-1/Htei.J p ;. c·o ::i , ·"'"m•n• " 1 - I"'CW'Opef' PnMt•tt ft T4- 11'1..-.cHon ....."'''"'"'e• lftcO•h&llatt T21 - Sentce•bltlty Ol"f•t •nt O•tt mlt lnt or '"c.orn•l•t• T4 - W.Art.&t'l\y Cllh ''"''lnt WftONO ITEM (ld NIIf T tf'quntcd .,,.,., ea • 1e»erelt tfl•'1 •" llf',.. '••"'" ' tltfft fiCIIWO :::;::t : .,- •:;:1 -: fw; !.a4SI IF- Reolacemttu '"•Orne"1 teQullttd (NM •P#If et.r1 Itt ,..14. 1 1C:- "tii'IIPIIM"l not f'Nwk . Item 'O IU re-fiQ..,IUliOne a. IH- No ecHon ••ouh-cl. h• IUf'"•"vn on ly "t -l ti'IOt'OJN'' WC'-1,.., "l -'""P"OOOf' lft.lrlrclftt .,. - ltnOfOCMr unH•UIItCI'\ Jl. f""UNOINC ANO IIIICCOU,..TU''IIIG DATA I - lftCOrtiCt wz - Unaccetot\abt• '""',.'''"'• OTHEn OISCOEPA,...CtES ll-.S•• ·· '"' Il- Of"tt,n..c.,r,.•,cJuon t•QuetltG I:Sn

Y,.EO 0" PIUN'TI.D ,_.AMIE . TITLIE.ANO ONE NUMtiER Of"PHil::• 0 o9f{RXfOR 9S8-0lll, ASK FOR SHlP'S SUPPLY J.J.MCCUINESS, LCDR, SC, USN OFFICER.) 1,, OIST ..IBVTION ADO.,UU(S 011 CO..I(S

5TANDAaD •o•llll J&• t•r:v.2·1•) ll'fUCtiCtUI oy OSA I""Mtlll &OI·Z6.e

Figure 4-11-U.S. Government Bill of Lading, (GBL) Standard Form 1103.

Rev. MAR 2013 4-20 LS: Chapter 4— Material Receipt, Custody, and Storage

Figure 4-12 — DD Form 1348-1 (Dummy Receipt).

Example: MULTIPACK A 10/92

WT 100 CU 6

ADDRESS MARKINGS.— The domestic shipment address label contains the following minimum information.

The first line contains the control number or reference number. As a minimum, it contains the Transportation Control Number (TCN) as the single shipment identification number. The first line may also contain the contract number, purchase order number, or GBL number.

The TCN contains 17 characters. The purpose of assigning a TCN is to control and manage every shipment unit throughout the transportation pipeline. The first three parts of the TCN for MILSTRIP shipments are normally the requisition number. The following paragraphs explain the breakdown of TCN.

Record positions 1-14 normally contains the document number assigned in record positions 30-43 of the requisition. Shipments in MULTIPACK will contain the document number of the requisition with the earliest Required Delivery Date (RDD).

Rev. MAR 2013 4-21 LS: Chapter 4— Material Receipt, Custody, and Storage

Record position 15 contains the suffix code from record position 44 of DD 1348-1. An X in this position means there is no suffix code assigned.

Record position 16 contains the partial shipment code.

Record position 17 contains the split shipment code.

The partial and split shipment codes indicate whether or not a shipment unit is separated into increments. These codes also identify the specific increments of shipments up to the 23rd increment.

The 24th and each later increment will use another TCN. Refer to DoD 4500.32-R, Military Standard Transportation and Movement Procedures (MILSTAMP), for additional information on these codes. The following codes are those commonly encountered by the stock (see Table 4-1).

C o d e Shipment I n c r e m e n t

X Complete shipment

A 1st increment of a partial or split shipment

B 2nd increment or piece

C 3rd increment or piece

Table 4-1 — Examples of Partial and Split Shipment Codes Assigned for Surface Movement

The From line contains the name and address of the transferring activity. This will have the DoD Activity Address Code (DODAAC) of the activity.

The To line contains the name and address of the consignee using the DODAAC assigned. The fourth line will contain the project code and required delivery date, when required. The fifth line contains the weight and cube of the material.

Rev. MAR 2013 4-22 LS: Chapter 4— Material Receipt, Custody, and Storage

The sixth line contains the piece number and the total pieces. Examples address markings: TCN V9999900001111XXXX B/L #C1234567

FM FLC NOWHERE, FL 12345-0008

TO SUPPLY OFFICER V99999 USS INPORT CVN-00

FPO AE 99999-0008

PROJECT CODE: ABC RDD: 123

WT 25 CU 2

BOX 1 OF 2

Material shipments that originated from DoD activity use the Military Shipment Label, DD Form 1387. The information on this label may be typed, printed, or bar coded. The DD Form 1387 may be pasted on the material or attached to a shipping tag. The MILSTAMP, DoD 4500.32-R, volume 1, specifies the instructions for and format of the DD Form 1387. See (Figure 4-13) for a sample bar-coded DD Form 1387. The following paragraphs describe the information on each block of the form:

Data block 1 contains the 17-character TCN, either bar coded or printed in clear text. For MULTIPACK shipment, the lead TCN will be in this block.

Data block 2 contains the postage data. This field is used for mail shipments only. All others will be blank.

Data block 3 contains the DODAAC address of the shipping activity.

Data block 4 contains type of shipment service. This field may have Air Express, Blue Label, Overnight Delivery, or other types of services. A blank in this field means there is no service used.

Data block 5 contains the ship to and port of embarkation information. The three-digit, air/water port code and the address will be in this block. For mail inside U. S., this field will have the complete address of the consignee (including ZIP code).

Data block 6 contains the transportation priority of the shipment.

Data block 7 may contain the three-digit port of debarkation designator, when used.

Data block 8 contains the project code, if applicable.

Data block 9 contains the consignee’s DODAAC and complete address. It will be bar coded or printed in clear text.

Data block 10 contains the actual gross weight of the material.

Data block 11 contains the required delivery date. Data block 12 contains the cube (in feet) of the material.

Data block 13 contains the freight charge. This information will be on the number one piece of the multiple shipment unit. This field is blank for mail shipments.

Data block 14 contains the date of shipment of the material.

Data block 15 contains the foreign military sales (FMS), when appropriate.

Data block 16 contains the piece number in bar code or clear text.

Rev. MAR 2013 4-23 LS: Chapter 4— Material Receipt, Custody, and Storage

Data block 17 contains the total pieces of the shipment unit.

SHELF-LIFE MARKINGS.—M aterial shipment containers with shelf-life items are marked with the word SHELF-LIFE in bold letters. The Shelf Life Management Manual, DoD 4140.27-M contains the instructions for managing shelf-life items. There are two types of shelf-life items. Type I shelf-life items have a definitive nonexpendable period of shelf life. They are assigned alpha shelf-life codes (including X). Type II shelf-life items have an assigned shelf life. This shelf life may be extended after completion of inspection, test, or restorative action. Type II items have assigned numeric shelf-life codes (including X). Refer to appendix 9 of NAVSUP P-485 for a list of shelf-life codes.

Figure 4-13 — Sample bar-coded DD Form 1387.

SPECIAL HANDLING DATA/CERTIFICATION.—T he Special Handling Data/Certification, DD Form 1387-2, is used for shipping hazardous materials. It is also used for nonhazardous shipments (by military aircraft) that require special handling or protective services. Some of the items that require special handling are subject to damage by heat or freezing or life or death shipments. The shipper is responsible for completing and certifying the Special Handling Data/ Certification, DD Form 1387-2. See (Figure 4-14) for a sample DD Form 1387-2.

HAZARDOUS CHEMICAL WARNING LABEL.—D oD activities are not required to re-label hazardous chemicals already labeled by the supplier according to the Hazard Communications Standards. Hazardous material received from the supplier without the applicable warning label will have a completed Hazardous Chemical Warning Label, DD Form 2521 with it. See (Figure 4-15) for sample DD Form 2521.

RECEIPT DISCREPANCIES.—M aterial discrepancies are divided into two categories, shipping and packaging. A Supply Discrepancy Report (SDR) Standard Form 364 (SF364) should be submitted to report shipping/packaging type discrepancies such as material shortages, overages, damage, incorrect, or non-receipt material. The NAVSUP WSS is required to reply within 45 days of receipt, providing resolution of the discrepancy or interim status.

Rev. MAR 2013 4-24 LS: Chapter 4— Material Receipt, Custody, and Storage

Figure 4-14 — Sample DD Form 1387-2.

Rev. MAR 2013 4-25 LS: Chapter 4-Material Receipt, Custody, and Storage

HAZARDOUS CHEMICAL WARNING LABEL

1. CHEMICAL/COMMON NAME 9637, AJJ.:.anex S970-00-161-7232 2 HAZARD CODE

3 NSNILSN 97 16l -J232

4 PART NUMBER 9637 All.: ncx

5 ITEM NAME Insulating V.amish

6 HAZARDS (X all that l!pp!y)

NONE SLIGHT MODERATE

(2)CHRONIC (Delayed)

a HEALTH X

b CON1AC1 X

c FIRE X

d REACTIVITY X

7 SPECIFIC HAZARDS AND PRECAUTIONS (Including Target Organ Efrects}

WARNING!

Acute· lm!ation of skin, eyes, mucous membranes Dry1ng, defatting of tikin lngest1on may cause severe damage to gastrotntestiMI tract A110id breathing vapors Keep away from heat sparks. and name

Chroo'c Contains a suspected mutagen Contains a suspected teratogen Blood and reproductive disorders may occur, eye liver,l<ldney, and centralr.ervous system damage may occur.

{See MSOS for furthe11nformatron)

8 PROTECT {X all thai apply)

e RESPIRATORY

9. CONTACT a ADC Chcmic.1l

NAMI: b. ADDRESS (Street. Po Bole, City, State. Zip Code. and Country) 10 Elm Sln;cl, An}town. NY 551

TELEPHONE NUMBER (Include Area Code)

10 PROCUREMENlYEAR FOR HAZARDOUS CHEMICAL

DD Form 2521. DEC 88

Figure 4-15- Sample DO Form 2521.

Rev. MAR 2013 4-26 LS: Chapter 4— Material Receipt, Custody, and Storage

Defense Logistics Agency will accept SDRs by mail, telephone, electronic mail, facsimile and message.

Shipping Discrepancies

Shipping discrepancies attributable to or the responsibility of the activity shipping the material (including contractors, manufacturers, or vendors) are reported by the receiving activity on a SDR. For shipments received from DoD activities, GSA supply distribution facilities, contractors and manufacturers, an SDR is prepared to report materials with one or more of the following discrepancies:

• Shortages or overages valued in excess of $100 per line item, except classified or protected items that are reported regardless of the dollar value. Shortages or overages valued at $100 or less and reported shortages that were not credited or replaced by the consignor are processed as an original receipt

• Erroneous material, unacceptable substitutes, or duplicate shipments regardless of dollar value. An exception to this is erroneously issued material that can be readily reconciled with a local supply activity

• Material received from a previously canceled requisition for which a copy of the confirmation of cancellation is required and the line item is in excess of $100

• DoD shipments (line item value in excess of $100) when the condition of the item is found to be other than that shown on the shipping document

• Material with a line item value in excess of $100 with an expired shelf life

• Material shipped to the wrong activity, regardless of value

• Material with item technical data markings that are missing or incomplete

• Material with supply documentation that is missing or improperly prepared regardless of dollar value

• Items with a line item value in excess of $100 that were reported shipped by parcel post but not received or received in a damaged condition

• Repair material received that has been stripped of parts or components without inventory manager authorization, regardless of dollar value

• Material with repetitive discrepancies observed, regardless of dollar value.

Packaging Discrepancies

A discrepancy report must be made on the following packaging discrepancies:

• Unsatisfactory conditions resulting from improper packaging that cause or render the item, shipment, or package vulnerable to loss, delay, or damage when the estimated or actual cost of correction exceeds $50. This may include loss or damage to the item, shipment, or package except when the report is otherwise required as prescribed in Defense Transportation Regulation Volume 2 Chapter 210

• Packaging-related discrepancies, resulting in damaged material that may endanger life, impair combat or deployed operations, or affect other material. These types of discrepancies must be reported immediately to the shipping activity, contracting office and control point by the fastest

Rev. MAR 2013 4-27 LS: Chapter 4— Material Receipt, Custody, and Storage

communication medium to enable the shipper to take immediate corrective action. SDR must be transmitted by mail within 24 hours of the initial report

• Improper identification of containers or items that require opening the container or result in improper storage of the material regardless of cost

• Packaging discrepancies, regardless of cost, involving hazardous materials, including improper identification markings of items and packs of utilized loads, regardless of whether damages or other unsatisfactory conditions have resulted

• Excessive packaging by contractors resulting in additional cost to the government

• Repetitive packaging discrepancies that impose a significant burden on receiving or transshipment activities.

Excluded Discrepancies

Discrepancies excluded from the reporting procedure described above are as follows:

• Discrepancies found while material was in storage

• Discrepancies involving local base or station deliveries to or return from internal satellite activities

• Discrepancies involving shipments of privately owned vehicles

• Shipping-type discrepancies involving personal property shipments

• Product quality deficiencies

• Transportation-type discrepancies covered by Defense Transportation Regulation Volume 2 Chapter 210

• Discrepancies resulting from UNREP.

Preparation of the Supply Discrepancy Report, Standard Form 364

Item shipping and packaging discrepancies are reported on the SDR as shown in (Figure 4-16 and 4-17).

The SDR is submitted by receiving or transshipping activities within 15 calendar days from the date of receipt of shipments from all activities. When extenuating circumstances prevent submission of the SDR within this time frame, the reason for delay is entered in block 12. An SDR is submitted by all activities 70 calendar days from the date of shipment from government activities and 60 calendar days from the date of shipment from commercial sources for items determined to be lost through parcel post shipments.

Action activities are required to reply to customers within 45 days of receipt of the SDR providing resolution of the discrepancy or interim status. When a SDR is passed to another activity for further action, the customer is advised. After the original SDR is submitted; subsequent follow-ups should be sent at 30-day intervals. Activities submitting the SDR are responsible for all follow-up action. For instructions on how to prepare the SDR refer to NAVSUPINST 4440.179 (series) and NAVSUP P-485.

Rev. MAR 2013 4-28 LS: Chapter 4-Material Receipt, Custody, and Storage

(") MLSR Report 1990/057 REPORT OF DISCREPANCY (ROD) 1. DATE OF PREPERATION 2. REPORT NUMBER IX] SHIPPING 0 PACKAGING 90 JAN 5 R07198- 90-0002 3. TO (Name, address. •nclude Zip Code) 4. FROM (Name, address, include Zip Code) Commanding Officer Commanding Officer Fleet Logistics Center USS TRIPOLI (LPH-10) Sao Diego,CA 92132 FPO San Francisco.CA 96626 5a. SHIPPER' NAME Sb. NUMBER AND DATE OF 6. TRANSPORTA TION DOCUMENT INVOICE NUMBER (GBL, Waybill, TCN, etc.) SAME AS ABOVE N/A 7a. SHIPPER'S NUMBER (Purchase 7b. OFFICE ADMINERSTERING CONTRACT 8.REQUISITIONER'S NUMBER (Requi- Order/Shipment, Contract, etc.) sition, Purchase Request,etc. ) ':'</A 'S/A R07198-93 10-2435

9. SHIPMENT BILLING AND RECEIPT DATA 10. DISCREPANCY DATA NSN/PAAT NUMBER UNIT QUANTITY QUANTITY QUAN UNIT TOTAL 11. AND OF SHIPPED/ RECEI VED TITY PRICE COST CODE AC- NOMENCLATURE ISSUE BILLED TION (a) (b) (c) (d) (a) (b) (c) (c) CODE IH 5999-00-464-6372 EA 3 0 3 1 49.00 447.00 S3 ID

12.REMARK S (Con11ue on seperate sheet of paper if necessary)

ASISTATl S INDICATES MATERIAL SHIPPED PARCEL POST ON JULIA."' DATE 9319. MATERIAL NOT RECEIVED TO DATE.

(*) NCISRA Naval Station notified 24Jan 90,investigation initiated

CONDITION OF MATERIAL DISCREPANCY CODES PRODUCT QUALITY DEFICIENCIES ACTION CODES t A- Oispos11t0n instructoi ns re· C1- In cond1110n oJher Jhan Jha1•ndicaled on releaselrece1pt dOCument C2- Expired shell hie CJ·Damaged parcel poslShipmen! SUPPLY DOCUMENTA TION D1- Nolreceived 02- Illegible or mulaled 03· Incomplete 1mproper or wtU'Iout authonty {only when rece•pt cannot be property processed) MISDIRECTED MATERIAL M1·Addressed lo wrong ac11vlly OVERAGE/DUPLICATE SHIPMENTS 01·Ouanhty 1n excess of that on receipt document 02- Ouanhry 1n excess ollhat reQuested (Oiher than un•lof 1ssue paclc) OJ· Ouan11ty duphcales snipmonl PACKING DISCREPANCY P1-Improper preservatiOn P2- Improper pack1ng PJ· Improper mark•ng P4-lmpr0i)er unit zation

13. FUNDING AND ACCOUNTING DATA 01- Deficient matenaJ (Applicable 1o Grant Aid and FIWS shipments only) SHORTAGE OF MATERIAL St- Ouanity less lllan !hat on reco1pt document 52- Quanlity less lhat thairequested (Other than unil of issue P«kl SJ- Non-receiplof parcel post shipments ITEM TECHNICAL DATA MARKINGS (i.e. Name Plates, Log Books. Operating Handbooks,Special Instructions,etc.) Tl·Missing T2·Illegible or mutilated TJ- Precautionary operational mar1<ings m1SS1ng T4- Inspection data m•ssing or •noomplele TS- Sorvieeabilty operating data miss•ng or 'ncomplalo T6- Warranty data minlflg WRONG ITEM {ldMbly requested •tom as a soperate ccpy in item 9 llbovo) w 1- Incorrect item received W2·Unaoceptablo suOSJ ulo OTHER DISCREPANCIES Z1·See rernarl<s quested (R&ply on reverse) 1B· Malerial be•ng reta•ned (SH remarks) 1C- Suppol'llng supply doc:umtnla· lion r&QuosJed 10- Materialstin reqwod expedite sh pment (not appticaote to (FIWS) t E·Localpurchase maJenal to be returned at supplie(s expense unless dispositioninstrvclions to the contray are rece• v&d within I S days ( Reply on re- verse) ( Not applicable to FMS) IF·ReplacemenJ sh•pmem roquesled (Not applicable to FMSI IG- Reshipment not r&Quned llem to J:>e re-r&QUISihonod 1H·No action required. lnforma!IOn only 1Z·Other ac11on r&Questec (SH remarks)

14a. TYPED OR PAINTING NAME. TITLE. AND PHONE NUMBER OF PRE- 14b SIGNATURE PAING OFFICIAL AN 526·0111 R. BURGESS,LCDR.SC.t;SN. Supply Officer 15. DISTRIBUTION ADDRESSEES FOR COPIES (") Chain of Command NO (N09N1) NAVSURFWARCENDIV CRANE (3046) 364-103 7540·00- 159-4442

(Previous edition is obsolete,) (" "' Information assigned by activi ty security office)

STANDARD FORM 364 (REV. 2-80) Prescribed by GSA FPMA 101·26.8

Figure 4-16-Supply Discrepancy Report, Standard Form 364-Front.

Rev. MAR 2013 4-29 LS: Chapter 4-Material Receipt, Custody, and Storage

a.MATERIAL OHAS WILL BEEN O BE SHIPPED DOCUMENT NUMBER NO RECORD OF SHIPMENT, RESUBMIT REPORT TO b. 0 PROPER OFFICE UNDER APPRORIATE REGULA TION. AN ADJUSTMENT IN BILL- ING HAS BEEN/WILL BE D c. 0 PROCESSED AS A: CREDIT D DEBIT

INVOICE/BILL d. 0 ATTACHED

D PROOF OF DELIVERY (Parcel Post shipments) OR EVIDENCE OF e. SHIPMENT ENCLOSED.

D PROCESS FOR DISPOSAL IN ACCORDANCE 0REPRESENTATIVE WILL CALL FOR DISCUS· DAYS c. 0 RETAIN MATERIAL AT NO CHARGE. d. 0 MATERIAL WILL BE PICKED UP IN: DAYS

t.O 0 D

16. FROM

Commanding Officer Fleet Logist ics Center a n Diego, CA 92132 17.DISTRIBUTIO N ADDRESSEES FOR COPIES 16. TO:

Commanding Officer USS TRIPOLI ( LPH-lOl FPO San Francisco. CA 96626

Use window envelope to mail this document. Insert name and address.including ZIP Code. starting one typing space below the left dot. Each address line must NOT extend beyond right dot. Address must not exceed four sni gle space typing lines.

• Fol 19. IN ACCORDANCE WITH NOTICE OF DISCREPANCY ON FACE OF THIS FORM here

AN ADJUSTMENT IN BILLING FOR THE REPORTED DISCREPANCY WILL NOT BE PROCESSED FOR THE FOLLOWING REASON WHICH IS CITED IN THE INDICATED REGULATION.

(1} REASON FOR NOT PROCESSING (2) PRESCIBING REGULATION

(a) DISCREPANCY WAS NOT REPORTED WITHIN THE TIME FRAMES ALLOWED AND OR (a) CHAPTER 5 OF THE GSA HANDBOOK, DISCREPAN CIES OR DEFICIENCIES IN GSA OR DOD SHIPMENTS, MATERIAL,OR BILLINGS (FPMR 101-26.8) (b) DOLLOR VALUE DOES NOT MEET THE CRITERIA PRESCRIBED IN THE REGULATION OR AGREEME NT INDCATED IN 191(2). (b) CHAP 2 ANDIOR 7 OF DOD 400025.7-M, MILITARY STAND- ARD BILLING SYSTEM (MILSBILLS) ANDIOR DD 151 3, U.S DOD OFFER AND ACCEPTANC E,AS APPLICABLE. 20. THE FOLLOWING DISPOSITION IS TO BE MADE OF THE REFERENCE MATERIAL:

a. WITH SERVICE AGENCY DIRECTIVES. b. SION CONCERNING DISPOSITION IN:

e. 0 SHIP MATERIAL (Specify location) t (1) D GBL APROPRIATION CHARGEABL E: here (2) DCHARGES COLLECT-VIA 0FREIGHT DEXPRESS DPARCEL POST (3) D PARCEL POST LABEL ATTACHED (4) DFREIGHT PREPAID

$_postage advanced herewith. Note: Please enclose postage. Material cannot be returned Parcel Post collect.)

f. 0OTHER (Specify)

IF MATERIAL IS STILL REQUIRED 21. SUBMIT NEW REQUISITION

REPLACEMENT WITH SATISFACTORY DATE 22. MATERIAL WILL BE MADE ON OR BEFORE:

23. REMARKS (Continue on seperate sheet of paper if necessary) PHYSICAL INVENTORY COl..T AND C\VEST!GATIVE RESEARCH INDICATES M ATERIAL WAS SHIPPED AS REQuiSITIOI'o'ED. :--:0 SHIPME:'--.'T OR RESHIP.\1E:-o:T FORTHCOMING. 24a.TYPED OR PRINTED NAME AND PHONE NUM- 24b. SIGNATURE BER OF PREPARING OFFICIAL. AfV 565-2l2l John Peters. Quality Assurance 24c. DATE 1/20190

STANDARD FORM 364 BACK (REV. 2-60)

Figure 4-17- Supply Discrepancy Report, Standard Form 364-Back.

Rev. MAR 2013 4-30 LS: Chapter 4— Material Receipt, Custody, and Storage

MATERIAL CUSTODY

Custody means immediate charge and control exercised by a person or authority over a property or record. As an LS, your job will include protecting and maintaining material in the custody of your activity. The custodial responsibility for Navy material depends on different situations.

When material is stored in storeroom or other areas assigned to the supply department, the Supply Officer is responsible for the storage, security and inventory control of the material. The Supply Officer may delegate this responsibility to the person in charge of the storeroom or storage area.

Stock material may be stored in other than supply department spaces when the requirements stated in NAVSUP P-485 have been met. The Supply Officer maintains records relating to supply transactions of all material stored in the other department spaces.

Another category of custody is material in sub-custody of other department heads. Maintenance Assistance Modules (MAM) and Ready Service Spares (RSS) are located in the appropriate operating and maintenance spaces under the sub-custody of the operating or maintenance personnel.

Material in Supply Department Spaces

The Supply Officer is responsible for the storage, security and inventory control of material stowed in storerooms. This includes material stored in other areas assigned to the supply department. The Supply Officer may delegate this responsibility to the person in charge of the storeroom or stowage area.

Material in Custody of Other Department Heads

Sometimes it is necessary to store bulk items under the control of other Department Heads. Stowage of supply stock items in other department spaces must have a written authorization by the Commanding Officer. The authorization will specify the Supply Officer’s responsibilities. These responsibilities may include procedural instructions, stock replenishment, physical inventory and record maintenance. The authorization also should include the responsibilities of the other department heads. These responsibilities may include storage, security, inventory and location of material.

When supply department stock is stored in other spaces, the other Department Heads appoint custodians for the material in writing. The Supply Officer is responsible for providing detailed written instructions and procedures to the assigned custodians.

The Supply Officer is responsible for maintaining stock records of all material stored in other department spaces. The Supply Officer will provide a listing of the stock material to each departmental custodian. The custodian only maintains the stock location records. The custodian is responsible for the prompt submission of completed transaction documents to the Supply Department for processing.

Material in Sub-Custody of Other Department Heads

The location of other items or material may be in the operating and maintenance spaces of other departments. These items include Maintenance Assistance Modules (MAMs) issued on sub-custody to other departments. The MAMs are repairable system parts used for isolating faults within a system or test set. Substituting the parts with a MAM item isolates faults during troubleshooting. A MAM also enables end-to-end testing within a test program set.

Rev. MAR 2013 4-31 LS: Chapter 4— Material Receipt, Custody, and Storage

The MAMs are not carried on the Supply Officer’s stock records as part of the spares inventory, but are expended to maintenance technicians. MAMs are included in the operating activity’s allowance list under the “MAM” COSAL Type. Maintenance Assistance Modules remain under the permanent custody of the Supply Officer. In turn, the Supply Officer issues the MAMs on sub-custody to other Department Heads. The Supply Officer maintains the custody records of repairable MAMs. The MAMs assets do not require a report to the NAVSUP WSS. Refer to FASOINST 4790.1 (series) for procedures on MAMs.

Lost, Damaged, or Destroyed Material

Personnel assigned the responsibility for physical custody of stock material must report any damage, deterioration, or shortage to the Supply Officer immediately. The custodian will not be held respon- sible for material lost, damaged, or destroyed as a result of fire or flooding, providing the emergency did not arise from that person’s negligence and provided that all reasonable steps to prevent the loss or damage were taken.

Security of Material

Stored material and unopened registered mail material must be kept under lock and key in all cases. The exception for this requirement is when the material quantity and size make storeroom storage impractical. Storeroom spaces must be locked securely when not in use. Personnel in charge of the storage space are responsible for maintaining security for all stores in their custody. When storage spaces are open for use, an authorized person must be present. Other personnel may enter the space only when necessary for stowage, breakout of material, or emergencies.

INSPECTION.—P ersonnel will be allowed access to stowage spaces for purposes of inspection as directed by the Commanding Officer. Such personnel will not be given the keys to the spaces but will be escorted by responsible personnel as directed by the Supply Officer.

ACCESS FOR DAMAGE CONTROL PURPOSES.— Access to stowage spaces will be authorized to damage control personnel when performing their duties. Stowage spaces will not be secured in such a manner that access using ordinary damage control equipment is impeded in an emergency.

PERMISSION FOR ENTRY.—P ermission for entry of persons not ordinarily authorized access to stowage spaces will be granted by the Supply Officer or, in the Supply Officer’s absence, the Com- manding Officer, Executive Officer, or Command Duty Officer.

KEY CONTROL.— Key control procedures must be set by the activity. This procedure permits identifi- cation of the person holding the key to any stowage space at any given time.

MATERIAL STOWAGE

The term storage refers to the keeping or placing of property in a storeroom, warehouse, shed, or open area. The term stowage is synonymous with storage. For stowage of material afloat, you must know how to determine the stowage layout best suited for the material. Also, you must know the precautions to be taken to safeguard both the stores and the ship.

Basic Stowage Criteria

To maintain control of material, you must meet the basic criteria for storage. These criteria include the following:

• Ensure maximum usage of available space

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• Provide orderly stowage and access

• Prevent damage to the ship or injury to personnel

• Reduce the chance of material loss or damage

• Ease and ensure issue of the oldest stock first

• Make inventories easier.

Types of Storage Facilities

Storage facilities are the basic resources of the Supply Department, both afloat and ashore. Maximum use of storage space can save operational costs and promote efficiency of operation.

Types of Storage Facilities Ashore

The following paragraphs describe the general functions of the most common types of storage facilities used by the Department of Defense.

COVERED STORAGE SPACE.— The covered storage space is storage space within any roofed structure. This class includes various structure types. They are general-purpose warehouses, refrigerated warehouses, flammable storage warehouses and transit sheds (T-shed).

The general-purpose warehouse has a roof, side walls and end walls. This type of warehouse may have a heating unit installed. The Navy uses this type of warehouse for various storage functions. The building may be single or multi-story, although the single-story building has become the standard warehouse. The location of office space in this type of warehouse may be within the building or outside of the warehouse. In either case, the location of the office space is on the same side of the warehouse as the truck docks.

Normally, two main aisles run the length of the warehouse. This is to allow material handling equipment or supplies to move straight through the length of the warehouse. Typically, cross aisles connect the main aisles. The functions found in the general-purpose warehouse include retail issues, bulk storage, receiving, shipping, preservation, security areas and administrative offices.

The refrigerated warehouse outwardly resembles a general-purpose warehouse, although it is usually smaller. This warehouse is usually in two separate parts. One part is a chill space with controlled temperatures between 36°F and 46°F. The other part is a freeze space that allows control of the temperature below 32°F. Because the chill and freeze spaces divide the refrigerated warehouse, there are no main aisles that run the length of the entire warehouse.

The flammable storage warehouse is built of noncombustible material and has fire walls with a 4-hour fire-resistance rating. The main source of protection comes from an alarm and automatic sprinkler system.

Transit Sheds, (T-Shed) are buildings without complete sides and end walls. The Navy uses T-shed for storing materials that require maximum ventilation or materials that do not require complete protection from the weather.

OPEN STORAGE SPACES.— The open storage spaces are improved or unimproved open areas used for storage purposes.

The open improved storage spaces include graded spaces or areas and areas surfaced with concrete, tar or asphalt, gravel, or other suitable topping. The Navy uses these spaces for storing certain materials invulnerable to damage by adverse weather conditions.

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Open unimproved storage spaces are non-surfaced open areas used for storage. The significant disadvantage of this type storage is the limitation on the use of material handling equipment.

Types of Storage Facilities Afloat

There are several types of storerooms afloat. Based on the Supply Departments organization, the general stores and aviation divisions may use the same spaces to store material. Storage locations of material specifically used by the ship are in spaces assigned to the Stores division. Aviation items are stored in spaces assigned to the aviation stores division.

The main issue storeroom is the space set by the Supply Officer as the central distribution point for the general stores division. Generally, this space is the most accessible of all stock stowage spaces when watertight integrity restrictions are in effect. This storeroom contains a locator system either in manual or automated format. All receipt and expenditure documents normally channel through the main issue storeroom.

The bulk storerooms are spaces used for storing wholesale quantities of small items and heavy and bulky material.

The repair parts storerooms are spaces used for stowage of all repair parts. The only exceptions are those bulkhead-mounted spares and material authorized for stowage in other departments. Repair parts storerooms contain stowage aids, such as bins, drawers, shelves, racks and cabinets used for stowing material. Material needed to support aviation maintenance is stored in the maintenance support package (MSP) storeroom under the S-6 division. Aviation repairable parts are stored in separate storerooms in the S-6 division.

The flammable liquid storeroom can be at either end of the ship, below the full load waterline. This space must be as far away as possible from the magazines. This storeroom must have automatic fire alarm and fire extinguishing equipment (CO2 or HALON system). Also, this storeroom should have incandescent and explosion-proof overhead lights (protected by lamp guards) with the switch outside the compartment. Flammable items stored in this storeroom have an assigned material content code (MCC) of D, F, G, P, S and Z in the Hazardous Material Information System (HMIS) or Submarine Hazardous Material and Inventory Management System (SHIMS). Refer to the HMIS/SHIMS and NAVSUP-P485 for information concerning handling of hazardous materials.

Temporary Storage of Shipboard Material by Shore Activities

When necessary, ships may use shore facilities to store material temporarily. Temporary storage of allowance list items of equipage or equipment over 1 year must have prior approval by the Type Commander. Consumable materials, tools and other items required to support ship’s equipage and equipment will not be offloaded for temporary storage. However, some items may be offloaded as authorized during shipyard, overhaul, conversion, or change of mission. The ship requesting storage is responsible for arranging the offload and return of material. The requesting ship is also responsible for informing the storage activity of any change in the length of storage.

Types of Temporary Storage Facilities

The Supply Officer may designate the use of transit sheds or butler huts to support the department’s functions. When used, they should provide the safeguards, storage characteristics and special storage requirements needed for security purposes.

Pierside trailers may be used for the temporary storage of Supply Department material when authorized by the Supply Officer. The type of materials and security requirements should be considered before using the trailers.

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When authorized, ships may also use other shore-based facilities for temporary storage of material.

Identification of Temporary Storage Material

Material offloaded to shore activities for temporary storage must be boxed, tagged and marked to provide ready identification. Each piece or container to be stored must be numbered consecutively.

Documentation of Temporary Storage Material

The DD Form 1149 is used for material offloaded for temporary storage. The form includes a notation MEMORANDUM INVOICE ONLY in data block 4. The next number from the expenditure invoice log is assigned for control only. You must place one copy of the DD Form 1149 inside each container and one copy inside a waterproof envelope securely attached to the outside of each container. The DD Form 1149 must contain the description, quantity and classification of the material. Also, it must have the type of storage required and the length of time of temporary storage.

Material Identification

Storeroom custodians will make sure that all items in stowage are legibly marked, tagged, or labeled with an NSN, NICN, or other identification number. When needed, technical assistance from other departments should be used to determine the identification numbers of unmarked materials. Items that cannot be identified will be turned in ashore facilities for disposition.

Material Protection

Items procured for the Navy have some degree of preservation packaging and packing that is required by the item manager. The packaging should protect the material from deterioration and damage during shipment, handling and stowage. The protection levels specified are code-marked on unit packages and exterior shipping containers. Level A provides protection against the most severe conditions expected. Level B provides protection for less severe conditions. Level C provides protection for known favorable conditions.

Most materials received by Afloat units are packaged and packed before shipment. Ship’s personnel are responsible for retaining repair parts in their original packaging until issued. They are also responsible for providing adequate protection of material while it is in storage. Also, material must have adequate protection during shipment. This includes shipment of unserviceable, mandatory, turn-in repairable items to another activity.

Locator Systems

The stock locator system eases processing receipt, issue and shipment of material. The location of each item in stock is recorded in the related stock record by using manual or automated files. This record should contain only as much information as necessary to find the material. The stock locator file is the heart of a stock location system. It is the address directory for all stored material.

Locator Systems Ashore

Locator systems ashore are different and more complicated than those afloat. To understand the locator system ashore, you must understand storage layout, location number format and locator files.

The design of a locator system includes a planograph. The planograph is a drawing of the actual layout of a storage area. It portrays the subdivision of the gross space within the storage space. A planograph placed on the bulletin board enables the stock person to match the location on the locator file with the floor plan. The stock person may then proceed directly to the location of the stored item.

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The automated system in use today allows faster response for inquiries concerning stock items. You must learn the procedures for using these computers according to your activity’s instructions. Supply transactions, such as receipts, issues, transfers, or surveys, require posting into the computer system. The posted transactions keep the information in the system current.

When stock numbers have more than one location for small lots, the material should be consolidated into one location. Consolidating material into one location requires judicious planning. Usually, you can minimize relocation of material through attrition. Transfer of material between storeroom/warehouses or to different locations in the same storeroom/warehouse requires supervision by the leading storeroom LS. The leading storeroom LS is responsible for the following:

• Protecting the material from loss or damage during the move

• Ensuring proper stowage of material in the new location

• Ensuring prompt and accurate recording of new locations into the stock records or files.

STORAGE LAYOUT.—St orage space ashore is subject to considerable variations, depending upon the mission of the station. Some activities have multi-story buildings that contain both office and storage spaces. In its broadest sense, storage space includes the area within the warehouse. This includes the entire area designated as an open storage area. However, this area includes spaces assigned for such functions as preservation, packing, crating, receiving, shipping, inspection, identification, screening and offices. The space excluding these items and any other space is the gross space for storage. Net storage space is the area occupied by bins plus pallet rack space. Aisles make up the difference between the gross space and net storage space.

LOCATION NUMBER.—A si gnificant location number is one that enables personnel who are not familiar with a storage area to locate an item of stock. Each character or group of numbers that make up the location number plays an important part in locating an item in the storage space. The location number consists of the building, floor, row, stack and level.

Normally, the location number consists of nine numeric digits separated into three groups by dashes; for example, 123-456-789. The first three digits identify the warehouse and the floor number. As in the example, the number 12 indicates the building number and the number 3 indicates the third floor. The second group of three digits (the 456 in the example) is the row number. The third group of three digits is the number of the stack. As in the example, the number 78 shows the stack or the specific crosswise location on a row. The last digit in the example, the 9, shows the level within the stack. See (Figure 4-18) for a sample location number and view of a typical warehouse floor plan and storage area.

LOCATOR FILES.—A utomated shore and afloat activities maintain stock location data files in the computer system. This type of operation provides accuracy and speed. Automated systems can provide a printed listing of stock location information, from the computer data file, for manual use. Only authorized personnel should have access to computer files. In the manual stock locator file, all work is performed by hand. The manual system uses related stock records or the Afloat Locator/Inventory Record (NAVSUP Form 1075) for recording the location of each item of stock. An activity uses this type of locator file for managing a few items of stock. Some activities use this system particularly for high-demand or for slow-moving items.

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Insert Figure 4-18 — Sample of location number and typical warehouse floor plan and storage area.

Location Systems Afloat

Ships use either automated or manual systems to maintain files and records. This includes updating the location of each item in stock. There are several factors that you must consider in assigning a location for an item. Stowage of materials depends on the types, quantities and characteristics of the materials. Other factors for stowage include security and safety requirements for storing the material.

There are other factors that you must consider before assigning available stowage space for the material. You must give consideration to the class of material and the volume of needed stowage space for each class. Some of these materials are bulk items, tires, aviation repairables and electronic modules. Consideration must also be given to the physical characteristics of the material. Characteristics of the material include the weight and size. Some materials are fragile, flammable, susceptible to damage or theft, or have other properties that may affect the safety of the crew or ship. In addition, consumable and repair parts should be segregated to ease issue and inventory processing. As an example, the location for fast-moving items should be in an area with easy access for issues and replenishments.

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The number, location, shape and size of storerooms vary in each type of ship. The Supply Officer studies the configuration and capacities of all stowage space to determine the types and quantities of material to be stowed in each. Things to consider in planning the storeroom layout are location of storeroom doors, hatches, stanchions, ventilation ducts, overhead fixtures and other structural aspects.

The first element of a location system is a logical and systematic numbering system. The storerooms are identified by number (or letter), beginning from the forward most and uppermost level on the starboard side. This numbering progresses from the starboard to the port side and from the upper level to the lower level of the ship. The first two digits of the location number contain the storeroom number. Other characters of the location number are the row, stack level, or bin number. You should familiarize yourself with the location system used in your ship.

Within the Relational Supply system, you can query the location of an item from the computer. Also, you can find the location of an item in the Master Stock Status and Locator Listing (MSSLL). The MSSLL is a printout of certain essential data elements from each stock record in the Stock Record File (SRF).

Relocation of Material in Stowage

The Leading Logistics Specialist will supervise transfer of material between storerooms or to different locations within the same storeroom and will ensure the following:

• Material is protected from loss or damage during the relocation movement

• Material is correctly stowed in the new location

• New locations are promptly and accurately recorded in the material stock records.

Stowage Aids

The ship’s storerooms may contain bins, racks, shelving, lockers, drawer cabinets, deck gratings, battens and other stowage aids for storing material. Warehouses ashore have bigger storage spaces and can accommodate other storage aids. These aids include pallet racks, pallet support sets, dunnage, cantilever racks and box pallets.

Pallets

A pallet is a low portable platform constructed of wood, metal, or fiberboard. Its standard measurement is 40 by 48 inches and it is manufactured with flushed or winged ends. Pallets may afford a two-way or four-way entry. The construction of a two- way entry pallet allows the forks of a forklift to enter either the front or rear of the pallet. The four-way entry pallet allows entry of forks from any of the four sides of the pallet. Pallets help to move a greater number of material pieces at one time. Also, it speeds up handling and reduces higher stacking. There are several factors that determine the number of containers that can be stacked on a pallet. These factors include size of the pallet, size and shape of the material and weight of the item. Also, you must consider the Material Handling Equipment (MHE) used for moving the pallet. The factors to consider are the lifting capacity and lifting height limit of the MHE. For example, when you use a forklift truck to stack three pallets high and maintain uniformity, the height of the lower two pallets should not exceed 102 inches. Also, you can do this by having an average height of 51 inches for each pallet load.

In forming pallet loads, you must not exceed the lifting capacity of forklift trucks at the specified distances from the heel or fork. Most 2,000-pound forklift trucks will lift 2,000 pounds if the load does

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not extend beyond 24 inches from the heel or fork. However, for every inch the load protrudes beyond this point, a sharp reduction in lifting capacity occurs.

The following paragraphs describe the types of stowage aids derived from pallets:

The box pallet is an adaptation of the standard pallet. A simple superstructure built on the pallet gives it the appearance of a crate or box. Warehouses use the box pallet for storing odd sized items or weak containers that will not support the superimposed load.

If you use box pallets for stacking small lots, it permits higher stacking.

The pallet rack provides support for pallets that is independent of the lower loads. Use of pallet racks is common to shore activities. Warehouses use them to store material that is not strong enough to support the load. Other uses of pallet racks include storing material with irregular shapes or material that is too small for bulk storage and too large for bin storage.

The primary usage of the safety pallet is to elevate personnel both for maintenance work and moving material to and from storage. Handling a safety pallet is the same as handling an ordinary pallet except that it is secured to the forklift truck. Safety pallets provide safety when lifting personnel and material to high places where forklifts cannot approach at a right angle.

Dunnage

There are different types of dunnage used in warehousing and material storage. The floor dunnage is used to protect stock from possible damage from water flows or dampness from the floor or ground area. The short dunnage may be cut from salvaged lumber and is used for separating the containers to permit the use of a forklift truck. The dunnage used in handling containers must be shorter than the container. Vertical dunnages are pieces of dunnage used in vertical positions to stabilize crushable items. The purpose of using vertical dunnage is to spread the weight of pallet loads. Usually, dunnage consumes less storage space than a pallet. Dunnage may be made from salvaged lumber at little cost; therefore, it should be used in lieu of a pallet.

Collars and Notched Spacers

The purpose of collars is to protect the valves of the compressed gas cylinders from the weight of the upper pallets. Collars provide this protection when compressed gas cylinders are in an upright position. To prevent accidental tipping, cylinders stacked vertically must be bound with steel strapping to stabilize the load.

Notched spacers are used for horizontal palletizing of compressed gas cylinders. This method of palletization permits the issue of a single cylinder without disturbing the balance of the unit. Notched spacers also prevent compressed gas cylinders from rolling out of the stack. For additional protection, use wire or steel strapping to bind the pallet when transporting cylinders for long distances or over rough terrain.

Storeroom Characteristics

The number, locations, shapes and sizes of Supply Department storerooms vary significantly in each type of ship. Therefore, each Supply Officer must carefully study the configuration and capacity of available stowage spaces when determining the type and quantity of material to be stowed in each.

The location of storeroom doors, hatches, stanchions, ventilation ducts, overhead fixtures and other structures must be considered in planning the stowage layout. Architectural “obstructions” are altered, when possible and as necessary, to create additional space.

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Space Layout Factors

To the maximum extent that available space permits, you must adhere to the following guidelines when stowing general stems:

• Locate heavy bulk materials in areas convenient to hatches and materials-handling equipment. This minimizes the physical effort required for loading, stowage and breakouts

• Locate light bulky material in storerooms with high overhead clearances for maximum use of available space

• Segregate unlike materials (e.g., hazardous versus nonhazardous, classified versus unclassified, large versus small)

• Locate frequently requested material, such as Selected Item Maintenance/Demand-Based Items (SIM/DBI), as close as to the point of issue as possible, in a storeroom that is convenient to maintenance personnel

• Locate shelf-life items in a readily accessible area to facilitate periodic screening

• Install appropriate stowage aids in spaces where they can be effectively used

• Provide for aisles at least 30 inches wide between bins, racks and/or cabinets

• Arrange materials with identification labels facing outward to facilitate issues and inventory

• Avoid multiple locations for the same item.

Hazardous Material Storerooms and Lockers

Certain materials with inherent hazardous properties require special stowage facilities and handling precautions. The Naval Ships’ Technical Manual and the HMIS/SHIMS outline the requirements for shipboard stowage of dangerous and semi-safe materials. Shipboard stowage facilities commonly used for hazardous general stores items are discussed in the following subparagraphs.

Flammable Liquids Storeroom

The flammable liquids storeroom normally will be located at either end of the ship, below the full load waterline, not adjacent to a magazine and be equipped with an automatic fire alarm and CO2 system.

This storeroom also should have incandescent and explosion-proof overhead lights (protected by lamp guards). The switch should be outside the compartment and non-sparking vent fans, with the controllers outside the compartment.

Acid Locker

An acid locker is a leak-proof, lead-lined box, chest, or locker especially designed for stowing bottles or carboys of acid. A label bearing the inscription “ACID BOTTLE STOWAGE” in 3/8-inch letters must be securely attached to the lid of each acid locker. Acid lockers will be kept in the flammable liquids storeroom. However, acid lockers that contain only medical acids may be kept in a medical storeroom.

Alcohol Locker

An alcohol locker is a chest or locker used for security stowage of grain alcohols that are highly susceptible to pilferage (i.e., ethanol or ethyl alcohol). Alcohol lockers will be located in the flammable

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liquids storeroom; however, lockers that contain only medicinal alcohol (100 proof or less) may be located in any secure space designated by the Commanding Officer.

Material Requiring Special Handling

Certain materials with inherent hazardous properties, delicate instruments, classified items and pilferable material require special handling or storage. We will first consider the classifications of material and then discuss the special handling or storage requirements for material that is carried for ship’s use. Requirements for cargo stowage are not covered because the types of cargo and ship’s characteristics vary and must be considered on an individual basis.

Hazardous Materials

The Naval Ships’ Technical Manual, chapters 670 and 9230 and the HMIS/SHIMS outline the requirements for shipboard use and storage of dangerous and semi-safe materials. The Hazardous Materials Information System Hazardous Item Listing, DoD 6050.5-LR lists these items under each classification. The HMIS also includes the procurement, transportation, physical, fire-fighting, spill and leak information for each item. To determine the storage requirements of the item, cross-reference the type storage code from HMIS/SHIMS to the code listed in NAVSUP P-485 Volume II. Disposal of hazardous materials will be in accordance with the following publications:

• OPN AVINST 5090.1 (series), Navy Environmental and Natural Resources Program Manual

• Naval Ships’ Technical Manual (NSTM), chapter 593, Pollution Control

• NAVSEA S9593-A7-PLN-010, Shipboard Hazardous Material Hazardous Waste Management Plan.

The labeling of hazardous material should provide enough information about the hazard presented by the material. Storage tanks and pipes containing hazardous material also must be labeled. Stock hazardous material should be at the minimum quantity required to meet the operational requirements. The following paragraphs list some of hazardous items used afloat.

ACID.—Unle ss classified as safe material in the Naval Ships’ Technical Manual, chapter 670, store liquid acid in the acid locker. If the acid locker is not available, stow acid bottles in the flammable storeroom. However, a watertight rubber lining must cover the deck and the lower part of the bulkhead Also, label the space with ACID BOTTLE STOWAGE, in 3/8-inch letters, securely attached to the outside of the storeroom door. Corrosive acids are acute fire hazards. Stow corrosive acids separately from oxidizing or flammable materials. Avoid contact of corrosive acids with your skin or eyes. Personnel handling these acids must wear rubber gloves, rubber aprons and goggles for protection.

ALCOHOL.— Since most alcohols have a flash point below 100°F, all alcohol must be stored in flammable liquid storerooms. Store grain alcohol (ethanol or ethyl alcohol) in an alcohol locker.

OXIDIZING MATERIAL.—The HMIS/SHIMS lists oxidizing material by Special Material Content Code J (Juliet). Store all oxidizing material in a dry compartment away from combustible materials. One of the oxidizing materials used on board ships is calcium hypochlorite. It is a bleaching agent and disinfectant. Ships use calcium hypochlorite for purification of potable water, sewage treatment and biological and chemical agent decontamination. Calcium hypochlorite itself is noncombustible. However, it is a strong oxidizing agent that will generate heat and liberate chlorine. It can also cause fire when stowed in contact with paints, grease, oils, detergents and other combustible materials.

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Calcium hypochlorite itself is noncombustible. However, it is a strong oxidizing agent that will generate heat, liberate chlorine and cause fire when it comes in contact with paints, oils, greases, detergents, acids, alkaline, antifreeze, fabrics and other organic and combustible materials. Calcium hypochlorite should be stored in bins or lockers. The storage space must contain the label “HAZARDOUS MATERIAL-CALCIUM HYPOCHLORITE” in red letters on a white background.

COMPRESSED GASES.—Compr essed gas is any material or mixture in the container that has an absolute pressure of more than 40 PSI (pounds per square inch) at 70°F. Or, regardless of pressure at 70°F, it may contain an absolute pressure of more than 104 psi at 130°F. Compressed gas also includes any liquid flammable material that has a vapor pressure above 40 psi at 100°F.

On ships, compressed gases are stored on the weather deck unless the ship has specifically designed spaces below deck for such material. When stored, compressed gas cylinders must be vertical and secured with the valve protection caps in place. Compressed gas cylinders must be located away from other flammable materials, especially grease and oil. Also, the cylinders must be as far away as possible from navigation, fire control, or gun stations. The cylinders must be protected from the direct rays of the sun or accumulations of snow and ice.

You must take precautions when storing compressed gases below decks. You must prevent any leaking fumes from entering ventilation air intakes leading to working or living spaces.

Usually, empty cylinders still have some gas remaining in them; therefore, you must stow and handle empty cylinders with the same precautions as full cylinders. You must handle compressed gases, particularly the flammable and explosive gases with extreme care.

You must prevent cylinders from dropping or forcefully striking against hard surfaces. You must not allow the tampering of cylinder safety devices. When not in use, be sure that the valve protection cap is securely in place. If the valve of the cylinder should snap off the cylinder can behave like a missile. For example, a cylinder with 2,200 pounds per square inch (psi) pressure can travel 2,600 feet in free flight. This is disastrous when it happens in a confined space. The following paragraphs describe the safety requirements you must observe when handling compressed gas cylinders.

You must prevent cylinders from coming in contact with fire, sparks, or electrical circuits. Exploding steel cylinders have the same destructive effect as a bomb.

Do not drag or slide cylinders when moving them. You must use hand trucks, as prescribed by Naval Ships’ Technical Manual, chapter 9230. If hand trucks are not available, tilt the cylinder and roll it on the bottom edge. During loading or offloading of gas cylinders, you must secure them to a cradle, pallet, or rack. Never hoist cylinders with electromagnets, or with hooks or lines attached to the valve protection caps.

You must prevent the altering or defacing of the numbers or markings on the cylinders. Do not add markings to the cylinders without approval from the Engineering Officer. Do not issue cylinders if you cannot identify their contents.

The Naval Ships’ Technical Manual, chapter 550 contains detailed information about the stowage, handling and use of various types of compressed gases.

Anyone handling gas cylinders must be familiar with the color-coding used on them. The color codes and markings identify the contents of the cylinders and is used as a hazard warning. The color-coding consists of primary and secondary color warnings. The primary color warning is the color assigned to identify the classification of the material according to its primary hazard from a safety standpoint. These colors appear as the main body, top, or band colors on compressed gas cylinders. A secondary color warning is the color assigned as a warning of a secondary hazard held by a material.

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This means that the material may have another type of secondary hazard that is distinctly different from that shown by its primary color warning. These colors appear as band colors on compressed gas cylinders. The following sections list the colors used as both primary and secondary warnings.

Yellow identifies flammable or combustible materials.

Brown identifies toxic and poisonous materials.

Blue identifies anesthetics and harmful materials. These are materials that produce anesthetic vapors and liquid chemicals and compounds hazardous to life and property. However, these materials do not normally produce dangerous quantities of fumes or vapors.

Green identifies oxidizing materials. These are all materials that readily furnish oxygen for combustion and react explosively when they come in contact with hot material.

Gray identifies physically dangerous materials. These are materials, safe in themselves, that are asphyxiating in confined areas. These also are materials handled in a dangerous physical state of pressure or temperature.

Red identifies fire protection materials.

Black identifies a combination of oxygen and other gases.

Buff (tan) identifies industrial gases.

Orange identifies refrigerants.

In addition to its basic colors, each cylinder marking may include a combination of colored stripes to identify a particular compressed gas. Refer to chapter 2 of NAVSUP P-485 for a listing of the different types of gases and the color markings used on compressed gas cylinders.

ACETYLENE. — Acetylene is inherently unstable and may explode when subjected to heat or shock or upon contact with chlorine or certain metals such as copper, silver and mercury. Therefore, acetylene must be stowed separately from oxygen or any other materials with which it forms an explosive compound. The gas must never be allowed to escape into an enclosed area. The cylinders must be protected from flames, sparks, lightning and static electricity. Testing for suspected leaks should be done with soapy water.

Toxicity.—In moderate concentrations, acetylene may act as an intoxicant. In higher concentrations, it will cause asphyxiation and unconsciousness. Some grades of acetylene also contain many impurities. Therefore, breathing of acetylene in any concentration for any length of time must be avoided.

Upright Stowage Required.—Ac etylene in cylinders is dissolved in acetone that has a tendency to flow into the valve if the cylinders are stowed horizontally. For this reason, acetylene must be stowed and used only in an upright position with the valve end up. When it is known or suspected that acetylene cylinders have been stowed on their sides, they will not be used until they have been in a vertical position for at least 2 hours.

OXYGEN AND CHLORINE.—Ox ygen and chlorine are oxidizing gases that strongly support com- bustion. Chlorine is also poisonous. Oxygen and chlorine cylinders must be stowed on the weather deck, or in a separate watertight storeroom, which has at least one compartment between it and any space that is used for the stowage of combustibles such as flammable liquids or gases, ammunition, paint, gasoline and oil.

NONFLAMMABLE GASES.—H elium, nitrogen, carbon dioxide and argon are nonflammable gases. Because of their inert characteristics, they may be stowed with flammable or oxidizing gases. Since

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these non-flammable gases will not support expiration (a sufficient concentration in a closed space will cause asphyxiation), they must be stowed on the weather deck or in other well-ventilated spaces.

AEROSOL PRODUCTS.—A erosol products are liquids, solutions, or powders contained in pressurized dispensers. The dispensers have release valves to control the discharge amount of the product. Aerosol containers are commonly used for the disposal of paints, enamels, lacquers, insecticides, silicones and rust preventives. The aerosol propellant may be low-boiling, halogenated hydrocarbons or other hydrocarbons, such as liquid propane or isobutane. Aerosol cylinders will burst if exposed to heat sources more than 120°F. Aerosol cans are prone to leakage when dented or hit against hard objects. Aerosol propellants are extremely flammable and, in enough concentration, can be anesthetic or asphyxiating. Therefore, aerosol products should be stowed in the flammable liquids storeroom or in cabinets away from oxidizing materials. The space should have mechanical ventilation, when necessary, to remove accumulated vapors.

TOXIC SUBSTANCES.—A toxic (poisonous) substance may cause discomfort, asphyxiation and/or death if ingested or inhaled, or if absorbed through the skin. Therefore, adequate precautions must be taken to prevent such dangers when stowing or issuing toxic material.

Toxic substances will be stowed in a cool, well-ventilated area, separate from acids. It will be protected from fire hazards or impacts, which may break seals or damage containers. Each case, carton and individual container of toxic material must be labeled with a warning such as the following:

“POISON! IF TAKEN INTERNALLY, WILL CAUSE SERIOUS ILLNESS and POSSIBLE DEATH!”

It is particularly important to make sure that containers of poisonous liquids such as industrial alcohol are clearly identified and labeled (i.e., to prevent human consumption, which can be fatal). Stowage and handling of miscellaneous non-hazardous material are covered in the NAVSUP P-485.

RADIOACTIVE MATERIAL.—Ra dioactive materials are assigned a Special Material Content Code (SMCC) of R or X if radioactive and magnetic. These materials have the United States Nuclear Regulatory Commission (USNRC) radiation symbol label. This label must be in good condition and remain with the material at all times. Any area used for storing radioactive material must have the standard radiation symbol and the words "CAUTION RADIOACTIVE MATERIAL" conspicuously posted. Report any suspected radiation hazard promptly to the Radiological Safety Officer and a representative of the medical department.

CLASSIFIED MATERIAL.—S towage and handling of classified material must be in accordance with the Department of the Navy Information Security Program Regulation, SECNAVINST 5510.36.

DELICATE INSTRUMENTS.—Delica te instruments are usually expensive and easily damaged. These materials require especially careful handling and protective stowage. You must keep the instruments in a dry atmosphere, away from magnetron tubes or magnetic devices. When possible, the storeroom temperature should be 70°F or below.

DRUMMED PRODUCTS.—D rummed products on board ships may contain flammable liquids or nonflammable material. Stow drums on end with the bung end on top. Each drum must have adequate identification of its contents legibly indicated on the side of the drum. If stowed on the weather deck, cover the drums with a tarpaulin (when practical). Drummed products must be inspected at least weekly to make sure the bungs are tight and there are no leaks or corrosion.

SHELF-LIFE MATERIAL.—S helf-life material requires inspection upon receipt to ensure adequate packaging and preservation. You must locate this material in spaces that are least likely to cause its deterioration. You also must use the coolest and driest space available for storing the more

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deteriorative materials, such as dry cell batteries and rubber products. To make periodic screening easier, consolidate shelf-life items in a readily accessible area whenever possible.

AIRCRAFT ENGINES.— While stored, an engine must be in its original container unless authorized to be stowed on an engine stand/cart. Aircraft engines are expensive items and require extreme protection and accountability. In older ships, aircraft engines are stowed on weather decks or sponsons. Stowage and issue of aircraft engines to and from the weather deck area require the use of a crane or hoisting equipment. Newer ships have bulk stowage areas assigned in the hangar bay area. Movement of aircraft engines in the hangar bay area requires a forklift or an overhead hoist. Regardless of stowage space, you must always keep aircraft engines and containers secured for sea. Securing for sea means tie down the engines and containers to prevent shifting in any direction.

To preserve the condition of an engine, conduct corrosion preventive maintenance according to the specific engine manual. The supporting maintenance department normally conducts the corrosion preventive maintenance.

Storeroom Maintenance

When you are in charge of a storeroom, you are also responsible for maintaining the space. Before you secure each night, sweep the storeroom and remove all trash. Clean bins, shelves, ventilation ducts and fans periodically. If you practice good housekeeping, your spaces will always present a neat and efficient appearance.

The material condition of your space is also your responsibility. Rust is an ever-present enemy and requires constant vigilance to keep it under control. Rust spots should be chipped, wired brushed or sanded, primed and spot painted. Loose bolts should be tightened promptly to prevent possible damage to the storeroom or its contents. Pipes, valves, electrical system, watertight fittings and firefighting equipment must be examined daily and any defects reported to the Supply Officer.

The Supply Officer or Duty Supply Officer requires daily security reports. The method and time of these reports are established in each ship’s routine.

Before getting underway into open seas, storerooms must be thoroughly inspected and secured to prevent stores from shifting due to the ship’s motion. Bulk stores must be braced or lashed to bulkheads, stanchions, or battens and the fronts of open bins and shelves secured to prevent stores from falling out on deck.

Unless approval is obtained from the Commanding Officer, personal gear must not be stowed in Supply storerooms.

Security Procedures

The following general security rules apply to Supply department spaces:

• Materials in store are always kept under lock and key except when the bulk of such material makes stowage under lock and key impractical

• Supply spaces are kept locked when not attended by authorized personnel

• Responsibility for the security of spaces rests with the person in charge of each space

• Permission for entry of persons ordinarily not authorized to have access to supply spaces will be obtained from the Supply Officer or the delegated assistant

• No supply space will be secured in such a manner that access by use of ordinary damage control equipment is impeded in an emergency

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• Keys to Supply space padlocks will not be taken from the ship by the custodian

• A key log will be used to identify the holders of keys removed from the key locker

• Combinations to combination locks are not recorded in writing except as prescribed in NAVSUP P-485

• All key padlocks must be 1-1/2 inch, pin tumbler type, with dead bolts, either brass or bronze, The locks must be keyed individually and furnished with two master keys for each group and two grand master keys for each set

• All keyless padlocks will be the three-combination, manipulation-resistance type 8077A, NSN 9B 5340-00-285-6523

• Combinations on keyless padlocks must be changed at least every 6 months.

Group Spaces

For purposes of key administration, Supply Department spaces are divided into four groups:

GROUP I—G eneral stores spaces, including general storerooms, repair parts storerooms and special lockers and spaces related to them. Each lock must have an original and a duplicate key, each different from the keys to any other space. The person in charge of the space during working hours has possession of the original key. After working hours this person must turn over the key to the Duty Petty Officer for safekeeping in a general key locker in the Supply Office. The duplicate key may be kept in the Supply Office key locker, in a special duplicate key locker, or in the Supply Officer’s safe. An original master key that passes (opens) all locks in group I may be retained in the custody of the officer or petty officer designated by the Supply Officer. The Supply Officer retains the duplicate master key in his possession.

GROUP II—F ood Service spaces, including the galley, bakeshop, bread room, vegetable preparation room, subsistence issue room, butcher shop, refrigeration spaces and subsistence storeroom. Each lock must have an original and a duplicate key different from the keys to any other space. These keys are handled in the same manner as for group I, except that the keys to the galley, bakeshop, bread room, butcher shop and vegetable preparation room are not turned in to the key locker but are passed between watch captains as they relieve each other. There must be a master key, different from group I, which will pass all locks in group II. This master key may be retained in the custody of the Supply Officer or a designated Petty Officer. If a duplicate master key is furnished, it is retained in the custody of the Supply Officer.

GROUP III—S hip’s Store and clothing spaces (including the bulk storerooms), retail stores and all associated spaces. These spaces are secured with combination padlocks. The combination padlock comes with a “setting-in” key and instructions for setting the combination. The custodian of the space must do the following:

1. Set a combination in the lock.

2. Record the combination on a piece of paper.

3. Place the paper and the “setting-in” key in an opaque letter-size envelope.

4. Seal the envelope.

5. Sign his name over the flap of the envelope in the presence of the Sales Officer.

6. Turn the envelope over to the Sales Officer.

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The custodian does not record the combination anywhere other than on the paper turned in to the Sales Officer, nor does the custodian disclose the combination to any person. The Sales Officer receives the sealed envelope, places signature over the flap in the presence of the custodian and retains the sealed envelope in a safe. In the absence of the custodian, emergency entry into the space is accomplished by the Sales Officer, who removes the combination from the sealed envelope and enters the space in the presence of at least two witnesses. If required, damage control nippers or burners provide easy and quick entry. These spaces must not remain unattended while unlocked. After entry is made in the absence of the custodian, the space must be secured by replacing the lock and sealing the space with a lead or car seal in the presence of the two persons witnessing the entry. The seal is removed by the custodian upon return. When entry is obtained in the absence of the custodian, the combination must be changed by the custodian upon return. Before doing so, the custodian may, if desired, conduct an inventory of the stores in the space.

GROUP IV—All of the ship’s service activities (barbershop, tailor shop and laundry) not performing cash sales, or stowing cash. When the latter conditions exist, these spaces are placed under group III.

Each lock in group IV must have an original key different from the keys to other spaces. It must be kept by the person in charge of the space during working hours. After duty hours, the person in charge of the space must turn the key over to the Duty Petty Officer for safekeeping in the key locker in the Supply Office. A duplicate key for each space is safeguarded in the same manner as for group I. The Supply Officer or the designated assistant retains in his custody a master key (original) to all locks in group IV. The Supply Officer retains the duplicate master key in custody.

Grand Master Key

The Supply Officer is required to maintain a grand master key, which will open all locks in groups I, II and IV. It will NOT open locks in group III. If authorized by the Supply Officer, Duty Supply Officers or Duty Petty Officers may pass the duplicate key between them when the number of Supply Officers aboard is such that the senior Petty Officers are required to act as Department Duty Officers.

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Figure 4-20 — Illustrates typical custody with regard to keys.

Sets of locks containing locks for group I, II and IV Supply spaces, are available in various sizes to meet the requirements of different ships. When a single series padlock set is inadequate to meet the needs of large ships, more than one set may be used. For example, one set for group I and a second set for groups II and IV.

SUMMARY

In this chapter, we discussed the different methods of processing receipts from various activities. Specifically, the receipt processing procedures for the both ashore and afloat activities. In such, you learned the proper inspection and verification of all receipt types. You learned the proper annotation of the receipt document to facilitate the material receipt process, to include marking the receipt document with date, noting the quantity received, receipt signature and noting discrepancies when found. You learned the roles and responsibilities of the Supply Officer and other Department Heads in the proper receipt, storage, security and inventory control of various material types. Additionally, based on material characteristics, you learned the unique storage and security requirements for Group Spaces and hazardous, classified and special materials. You learned to achieve maximum stowage efficiency by utilizing the basic guidelines set forth in the NAVSUP P-485.

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CHAPTER 5

MATERIAL EXPENDITURES

The effectiveness of a supply department is measured primarily by its response to the requirements of other departments. Within the supply department, your effectiveness will be measured by your overall performance. This chapter will help us learn the types of documentation and procedures used for each type of transaction.

LEARNING OBJECTIVES

When you have completed this chapter, you will be able to do the following:

1. Identify the procedures used in processing expenditures, offloads and movement of materials.

EXPENDITURE

Expenditure is any act that results in a decrease of Navy assets (material or funds). Material expenditure is the act of removing a specific quantity of items from the activity’s stock records. Then, the activity passes these items to an end-user, another activity, or disposes of them according to higher authority. Expenditure also applies to material that is lost or is no longer usable (shelf-life expired or damaged).

Types of Expenditures

The methods for processing expenditures are issue, transfer, survey or cash sale. In this chapter we are concerned with the material held in supply department storerooms and its expenditure.

Issue

The most often used method of expenditure is the issue. The term issue refers to the physical turnover of material to the end-user. Material issue results in a charge of Navy Stock Account (NSA) material against a current operating budget or operating target (OPTAR). Issue of Appropriation Purchase Account (APA) material results to statistical data only and does not affect operating budget or OPTAR.

For stock control, issue is a reduction of material available to support operations. The issue transaction also includes posting of the demand data for predicting future requirements. Issue also involves reduction of the money value carried on the Supply Officer’s records. The money value appears as charges to the operating budget or OPTAR of the customer.

Issue documents used to expend material in support of maintenance require maintenance data in the Remarks block of the form. For example, maintenance data, such as job control number (JCN), aircraft bureau number, Type Equipment code, Work Unit code, Commercial and Government Entity code (CAGE), part number and Record Type code, should be in blocks L-V of Single Line Item Requisition System Document, DD Form 1348.

These are statistical data produced by the issue documents and are part of the Maintenance Data System (MDS). The MDS is a basic element of the Material, Maintenance, Management (3-M)