LOGISTICS SPECIALIST (LS)

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13. Describe Navy publications and choose the correct publication for the purpose at hand.

THE NAVY SUPPLY SYSTEM

As the Navy Supply System has evolved, the organization for supply management has similarly evolved. The organization has developed to respond to the changing working requirements. The management part of the Navy Supply System organization consists of the Assistant Secretary of the Navy (Research, Development and Acquisition). This office is responsible for supervising the Navy-wide policy in production, procurement, supply and disposal of material. The Chief of Naval Operations (CNO) is responsible for planning and determining material support needs of operating forces. This includes equipment, weapons or weapons systems, material, supplies, facilities, maintenance and support services.

The CNO commands all activities known as the Systems Commands. The systems commands are as follows:

• Naval Air Systems Command (NAVAIR)

• Space and Naval Warfare Systems Command (SPAWAR)

• Naval Facilities Engineering Command (NAVFAC)

• Naval Sea Systems Command (NAVSEA).

Naval Supply System Command (NAVSUP)

The Commander, Naval Supply Systems Command (COMNAVSUP) is responsible for providing material support to the Navy and Marine Corps.

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Figure 1-1 — Department of the Navy Organization

The Naval Supply Systems Command (NAVSUPSYSCOM) provides supply-management policies and methods to activities of the Navy and Marine Corps. This command is also known as NAVSUP and is the top level of the Naval Supply System. (Figure 1-2) illustrates Naval Supply Systems Command organization.

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Figure 1-2 — NAVSUPSYSCOM Organization

Inventory Control Points

Navy inventory managers are those organizational elements responsible for managing assigned groups of material. The primary function of an inventory manager is to assure proper balance between supply and demand. Navy inventory managers can be broadly classified into two groups. The first group includes Navy commands whose principal mission is program management of weapons systems and major items. These commands manage limited numbers of items for which acquisition and continued control are essential to accomplishing their mission. These commands are the Hardware Systems Commands, Project Offices, Navy Training Systems Center and the Military Sealift Command. The second group includes the inventory control points under the Naval Supply Systems Command. These are the Naval Supply Systems Command Weapon Systems Support – Philadelphia, PA NAVSUP WSS-PHIL [formerly Aviation Supply Office (ASO)] and Naval Supply Systems Command Weapon Systems Support – Mechanicsburg, PA NAVSUP WSS-MECH [formerly Navy Ship’s Parts Control Center (SPCC)]. The following paragraphs provide information concerning these inventory control points.

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Each inventory control point (ICP) manages one or more types of material, which are held in a distribution system composed of stock points. The ICPs provide the material required by stock points, based on transaction reports submitted by the stock point. The ICPs stock management responsibilities to the supply system are summarized as follows:

• Position material at various stock points

• Retain inventory control of material through an extensive stock reporting system

• Provide technical assistance and cataloging services to the supply system and to its customers.

Naval Supply Systems Command Weapon Systems Support-Philadelphia (NAVSUP WSS- PHIL)

The NAVSUP WSS-PHIL is the inventory control point (ICP) that manages aircraft equipment and spare parts. It also manages photographic, meteorological, catapult and arresting gear equipment and associated spare parts. NAVSUP WSS-PHIL is under the administrative command of NAVSUP and the technical direction of the Naval Air Systems Command (NAVAIR). In providing administrative command over NAVSUP WSS-PHIL, NAVSUP provides command guidance and policy and the Navy Working Capital fund (NWCF) for buying consumable aeronautical material. In exercising technical direction of NAVSUP WSS-PHIL, NAVAIR provides technical information for aeronautical items. NAVAIR also provides NAVSUP WSS-PHIL with data for new weapons systems and funds for buying repairable items. (Figure 1-3) illustrates the NAVSUP WSS organization. This chapter describes the divisions of the NAVSUP WSS organization that you should be familiar with. This information will make your job easier.

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Figure 1-3 — NAVSUP WSS Organization

The Commanding Officer of NAVSUP WSS is responsible for accomplishing the mission of the command.

The Executive Officer is the direct representative of the Commanding Officer in maintaining the general efficiency of NAVSUP WSS.

The Special Assistants provide advisory assistance to the command level of NAVSUP WSS.

The Branch Naval Inventory Control Point performs programs support and inventory management for assigned weapons systems and equipment. These include consumable and repairable catapult and arresting gear material.

The Operations Directorate ensures the general effectiveness of the divisions under its control. There are three divisions under the Operations Directorate that perform as item managers. The following paragraphs describe these divisions.

The Strike Fighter division, under the Operations Directorate, manages material in support of fighter and attack aircraft in the Navy.

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The Antisubmarine Warfare (ASW), Electronics and Trainer division serves as item manager for different types of material. It manages items needed to support aircraft involved in ASW, electronics and training missions. It also provides support for communication and navigation parts.

The Power Plant, Helicopter and Support Equipment (SE) division is responsible for managing engines, SE and helicopter items in the Navy.

As item managers, these divisions are responsible for maintaining stock of particular aeronautical material in the Navy. Some of their functions include the following:

• Preparing the material requisitions to document the initial requirements as determined by provisioning

• Reviewing the supply demand information to learn the item requirements in the supply system. NAVSUP WSS uses this information in considering replenishment of stock

• Controlling the distribution and redistribution of NAVSUP WSS managed items

• Processing all requisitions and requests for status that require manual processing

• Controlling the repair and rework of NAVSUP WSS managed aeronautical items.

Another division under the Operations Directorate is the Customer Operations division. The Customer Advocate branch under the Customer Operations division serves as the connecting link between NAVSUP WSS and its customers. This branch performs the following functions:

• Maintains data about the specific logistics and operating environment of the supported unit

• Coordinates, monitors and controls the development, maintenance and distribution of Aviation Consolidated Allowance List (AVCAL) and Shore Consolidated Allowance list (SHORCAL) from allowance list

• Prepares the tailored Aircraft Equipment Configuration List (AECL) for review by supported unit

• Monitors accuracy and updates the AECL when appropriate

• Verifies, updates and maintains file data of supported unit allowances

• Monitors and confirms customer requirements

• Assesses system capabilities and enhancements to improve the support process and overall readiness of intermediate maintenance activities.

There are three site support sections under the Customer Advocate branch in NAVSUP WSS. These sections perform the functions of the Customer Advocate branch in support of different sites:

• Site support section 1 performs the functions for assigned afloat units

• Section 2 performs the functions for assigned Marine Air Group (MAG) and selected shore stations

• Section 3 performs the functions for assigned shore stations.

The Requisition Control Center (RCC) of the Customer Operations division performs the following functions:

• Receives and processes all requisitions and requisition-related documents received by mail or message

• Reviews and prepares for processing all mechanically oriented material requests

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• Edits material requests and related documents for correct format

• Ensures quick delivery of material required to fill customer requisitions

• Furnishes status to inquiring activities

• Processes requirements for part numbered material and provide analysis services for unidentified material requests.

• Performs item research data interpretation and selective item review tasks.

Under the RCC, the Requisition Process Control section performs the following functions:

• Receives, sorts and processes requisitions received by mail or message

• Furnishes scheduled and special messenger service throughout NAVSUP WSS on material requests document matters

• Routes and delivers lower priority requisitions to other areas when such documents require manual processing

• Monitors, controls and prepares reports on all material requests and related documents that the branch is processing.

The Part Number Requisition section of the Requisition Control Center performs the following functions:

• Provides analysis services for invalid, unidentified, or non-stock numbered (non-NSN) requisitions and inquiries

• Conducts reviews for established source codes, assigned stock number, approved alternate, or replacement items

• Recommends onetime procurement of non-NSN items

• Updates the document status file and provides status on requisitions. The Requisition Processing section performs the following functions: • Maintains records of all completed documents (other than those retained on the document status file)

• Processes follow-up requests submitted by requiring activities

• Furnishes priority “HOT-LINE” service to customers.

The Expediting Services unit performs the following functions:

• Pursues actions necessary to locate and provide material to fill requisitions for stock numbered material

• Identifies impending shortages in the supply system (wholesale) material and acts to avoid or reduce them

• Interfaces with NAVSUP WSS Customer Advocates to provide status on expected material availability for customer requirements.

The Programs Management section performs the following functions:

• Executes the Material Obligation Validation (MOV) Program

• Develops and reviews changes to requisition processing procedures.

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The Inventory Control Point (ICP)/Systems Support Center of NAVSUP WSS Customer Operations perform the following functions:

• Computes remaining outfitting retail material requirements

• Manages the execution of funds that finance increases to retail supply levels

• Maintains the currency of aviation depot-level repairable (AVDLR) items wear out and survival data

• Sets and monitors inventory levels of NAVSUP WSS consumable items at selected operating activities

• Ensures the timely provision of government-furnished equipment (GFE) to meet weapons systems production schedules.

The Industrial Support Center of NAVSUP WSS Customer Operations is responsible for coordinating workload projections with depot customers. It negotiates viable repair schedules of AVDLR to provide maximum fleet support. It also checks repair schedule change proposals and revises organic and commercial rework schedules.

The Integrated Logistics Support (ILS) division provides a complete range of technical functions associated with provisioning of aeronautical requirements. This division serves as liaison between NAVSUP WSS and other activities on technically oriented matters. Its responsibilities include determining the technical characteristics of material for stock. The ILS division has four branches: The ILS branch, Provisioning branch, Cataloging branch and Technical Policy and Analysis branch.

The ILS branch processes Support Material List (SML) of items with assigned stock number or Temporary Navy Item Control Number (T-NICN).

The Provisioning branch of ILS performs several functions for getting the material or stock. Included in the item selection functions are the following responsibilities:

• Assigns Source, Maintenance and Recoverability (SM&R) codes according to applicable instructions

• Determines demilitarization code

• Assigns items for inclusion to the Aircraft Requirements Register (ARR).

The Cataloging branch of ILS is responsible for item identification/classification and National Stock Number (NSN) assignment. This branch assigns the Federal Supply Class (FSC) to all new items added in the database. It also gets the Commercial and Government Entity (CAGE) code for each item of supply. It prepares item description packages for submission to the Defense Logistics Services Center (DLSC), who assigns the NSN for the items. This branch also maintains NAVSUP WSS cataloging data, such as additions, deletions and changes.

The NSN assignment functions of the Cataloging branch include processing requests for emergency NSN and NATO stock numbers. It maintains the system for tracking the requests and provides status to customers. This branch operates the Maximum Interchange of the Latest Logistical Information Essential (MILLIE) status file for NAVSUP WSS customers.

The Technical Policy and Analysis Branch serves as point of contact for policy and procedures concerning technical information. Some of this branch’s functions include developing and

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implementing policy and procedures for the DoD Demilitarization Program within NAVSUP WSS. It is also responsible for identifying consumable and field-level repairable (FLR) items.

This branch also develops and implements NAVSUP WSS policies and procedures for the material management of inter-service used repairable items. It acts as inter-service supply support coordinator (ISSC) for NAVAIR. It also acts as stock coordinator for NAVAIR-managed inventories. It is responsible for reviewing items managed by NAVAIR annually to identify those items that may be transferred to an inventory control point.

The Naval Publications and Forms Directorate of NAVSUP WSS is responsible for the inventory management of Navy forms and publications. It is responsible for determining requirements, processing requisitions, cataloging and distributing forms and publications. It performs the initial distribution of publications to activities listed in the Standard Navy Distribution List (SNDL). The Naval Publications and Forms Directorate have three divisions:

• The COG-I Support division

• Physical Distribution division

• Systems Integrity division.

The COG-I Support division has three branches:

• The Publications and Directives branch

• Forms branch

• Customer Service branch.

The Publications and Directives branch is responsible for cataloging Navy publications and directives. It coordinates with the assigned sponsors of each publication and directive before printing of material. The Forms branch manages and controls stock funded Navy forms. The Customer Service branch receives and processes requisitions from requiring activities.

Naval Supply Systems Command Weapon Systems Support-Mechanicsburg (NAVSUP WSS- MECH)

The NAVSUP WSS-MECH is the ICP for ship equipment and spare parts. It is responsible for distributing change notices and processing Quality Deficient Reports (QDRs). NAVSUP WSS-MECH is also responsible for distributing the naval logistics library (NLL). Some items under management by NAVSUP WSS-MECH are common to aviation maintenance. These items include depot-level repairable (DLR) electronic material. When ordering or shipping items managed by NAVSUP WSS- MECH, you must follow the processing procedure set by NAVSUP WSS-MECH.

Inventory Managers

Navy inventory managers have primary responsibility for the managing assigned groups or categories of items of supply. The primary function of a Navy inventory manager is to provide effective and efficient support to the fleet and shore (field) activities of the Navy. Navy inventory managers include systems commands, project managers, bureaus, offices (including Military Sealift Command) and ICPs under the command of NAVSUP.

Inventory managers, under the command of NAVSUP, exercise primary inventory control responsibility for the various items of supply used by the Navy Inventory control responsibility actions include:

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• Determining material and money requirements

• Initiating procurement and disposal material

• The positioning and repositioning of material.

Navy inventory managers participate directly in the various Department of Defense and Defense Logistics Agency inter-servicing and cataloging programs.

All materials used by the Navy are considered as items of supply and will be managed by an ICP. Excluded are those items assigned to a single agency or military service inventory manager for supporting retail stock or end-use requirements of the military services.

Navy inventory managers other than the ICPs include systems commands, project managers or offices of the Navy Department. A systems command, project manager or office is assigned responsibility for a basic Navy program that requires the development, use and management of material. Their interest in material is only in their programs and is as broad as the program itself.

Fleet Logistic Centers

The Fleet Logistic Center (FLC) replaced the Naval Supply Center (NSC) and Depot (NSD) organizations. The FLCs are echelon 3 commands and report to COMNAVSUPSYSCOM. The FLCs provide various logistics support to the fleet, shore activities and overseas bases.

General Information

The FLCs are known as stock points. They manage consumer end-use material by determining inventory levels, procuring, receiving, storing, issuing and shipping material to customers. There are three FLCs located outside the Continental U.S. (CONUS). These FLCs also manage and store the intermediate level and Navy wholesale inventory for Navy ICPs that directly support the fleet. Upon receipt of requisitions, FLCs will either issue the material or refer the requisition to the cognizant ICP. The stock points submit transaction reports on material issue, transfer or survey of wholesale stock to the ICP. The ICP uses this report to keep track of the inventory level and to determine when to buy additional material. The FLCs also operate Service Mart (SERVMART) as a retail outlet for high usage, consumable items. Customers can use the SERVMART on a walk-in basis and buy material with a money value only document. Refer to NAVSUP P-485 for additional information about FLCs.

The following activities are representative stock points:

• FLC, San Diego (Lead FLC)

• FLC, Norfolk

• FLC, Pearl Harbor

• FLC, Puget Sound

• FLC, Jacksonville

• FLC, Yokosuka

• FLC, Sigonella

Although very few Logistics Specialist have the opportunity to work in FLCs, you must understand the basic organization. They are the first line of support to overseas bases and aircraft carriers. They provide the bulk of aviation and general supplies. They are your point of contact for material and service requirements.

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The following paragraphs describe the part of a FLC organization that you should be familiar with:

Department Providing Customer Service

To an LS, the most important parts of an FLC organization are the ones that provide services to customers. The following paragraphs discuss the FLC departments.

The Inventory Control Department maintains stock levels and stock records. It processes and provides the status on supply documents that are not processed through the automatic data processing system. The Requirements division determines the stock material requirements and the channels of getting the material for stock. The Customer Services division is the initial point of contact for the fleet and shore customers on material and service requirements. It maintains customer service information and procedures for requisitioning, follow-up and cancellation, including turn-in of repairable items.

The FLCs with regional contracting functions are responsible for centralized buying and other purchase-related functions assigned by NAVSUPSYSCOM. When assigned, the Purchase Department or Contracting Department processes the request for purchase for the FLC. It reviews purchase requests and determines the method of purchase for the material or service. It is also responsible for providing professional contracting guidance to afloat units when requested by the cognizant fleet or type commander. Material bought from purchase are those not available in the supply system. The method of getting these materials from civilian vendors is commonly known as “open purchase”. The contracting department makes contracts for material and services from authorized civilian vendors and contractors. The NAVSUPINST 4200.81 (series) through 4200.86 (series) provides contracting guidance and instructions to all contracting activities.

The Material Department maintains and operates storage facilities. It stores stock material and issues material when requested by the customer. Its packing and preservation division preserves, packs, and marks material for shipment.

The Fuel Department conducts the receiving, issuing and inventory operations of fuels. Its responsibilities include local deliveries of fuels to other naval activities within the area.

Supply Department

Most Logistics Specialist fill billets in the Supply department, either ashore or on ship. The basic functions and responsibilities of the supply department both ashore or afloat are the same. Basic functions include warehousing, distribution and control of material required by the activity. The NAVSUP P-485, Naval Supply Procedures, Volume 1 and Volume 3, describe supply procedures afloat and ashore, respectively. Refer to these publications for additional information on the topics discussed in this chapter.

Ashore

The Navy supply department of an ashore activity is an integral part of the organization. The purpose of a supply department is to provide warehousing, control stock and distribute material in support of the activity. It also provides administrative functions not provided by the activity. When authorized by NAVSUP, the supply department provides enlisted dining facility services in their area. The following paragraphs describe the responsibilities of each level of the supply department.

SUPPLY OFFICER AND ASSISTANT SUPPLY OFFICER (ASHORE). The supply officer is responsible for all supply functions of the activity. The assistant supply officer is responsible for

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maintaining the general efficiency of the work of the department. The Assistant Supply Officer performs the duties of the Supply Officer during the supply officer’s absence.

PLANNING DIVISION. The Planning division performs planning functions not performed by higher authority. Some of the functions of the planning division are as follows:

• Develops procedures for the preparation and administration of the supply department’s budget

• Estimates and recommends allocations of funds within the supply department

• Reviews and analyzes usage of funds to ensure maximum economy in such payments

• Prepares and maintains structural and organizational charts and recommends their changes

• Coordinates remedial action needed to correct discrepancies as a result of official inspections

• Analyzes operating procedures, including equipment and internal forms

• Ensures that operating procedures are followed and requests for deviations processed.

ADMINISTRATIVE DIVISION. This division performs personnel and office services functions for the supply department. The Administrative division is made up of the Personnel branch and Services branch. The Personnel branch performs personnel functions and maintains assigned civilian personnel records. The Services branch provides mail, central files, office supplies and other related common services to parts of the supply department.

TECHNICAL DIVISION. The Technical division maintains a current technical library on Navy material required by the mission of the activity. It also distributes technical information and screens command and inventory manager bulletins. When needed, it helps in identifying material or items on requisitions. At naval air activities, a Technical division is established only when considered necessary. If not established, technical research may be performed in other sections of the department as appropriate.

INVENTORY DIVISION. The Inventory division conducts inventories according to established schedules and requests. It reconciles the stock records and money value differences between the actual physical count and stock record balances. The Inventory division consists of the Count branch and the Audit branch. The Count branch performs the following functions:

• Conducts physical count and recount, when necessary, on all inventories

• Controls receipt, issue and transfer documents not processed before inventory cut-off date

• Tallies receipts and issues made during the inventory period. Uses tally result as source data in reconciling quantities in stock records and count cards

• The Audit branch reconciles inventory count with stock records.

CONTROL DIVISION. The Control division processes procurements, receipts and issue documents. It maintains the stock records and serves as liaison between the supply department and supported activities. There are three branches in the Control division. They are the Issue, Stock and Receipt Control branches.

MATERIAL DIVISION. This division is responsible for receiving, storing and issuing material. The following paragraphs describe the branches under the Material division.

The Traffic branch of the Material division is responsible for receiving and inspecting incoming material for shipment. The packing and preservation of material for shipment are done in this division.

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It arranges shipment and delivery of material, including contact with commercial carriers concerning the shipment of material.

The Receiving branch of the Material division plans and directs the operations necessary to receive and control incoming material. The three sections that make up the Receiving branch are the Receipt Processing section, Receiving Operations section and Returned Material section.

The Receipt Processing section sets up and maintains the requisitions and order files for receipts from redistribution sources. This section also maintains the open order files for receipts from purchases.

The Receiving Operations section receives, checks and inspects (when required) all incoming material. This section segregates material for trans-shipment or for storage and performs investigation of overages, shortages, damaged and rejected material. It also maintains advance and completed government bill of lading files and carrier’s freight bill files.

The Returned Material section receives checks and identifies returned material. It arranges for the inspection of material, as necessary and the disposition of material to stock, other activities or to DRMO.

STORAGE BRANCH. This branch receives and stores material until requested. It maintains proper storage and care of material, including fuel and lubricants. It issues materials and operates various types of material handling equipment.

LABOR AND EQUIPMENT BRANCH. This branch maintains a residual labor and equipment pool. It determines and furnishes requirements for material handling equipment. It also furnishes laborers, high lift truck operators and other ungraded personnel not permanently assigned to the part of supply using them. This branch also gets and distributes transportation and weight handling equipment when public works does not provide them.

SHOP STORES BRANCH. When established, this branch controls and operates shop stores according to current directives. It provides personnel for storage, counter service, record keeping and stock control functions. It works together with the department served in setting the range and depth of needed stock items in shop stores. When other commands set up this store and the stock is part of the store’s account of the supporting command, it is considered a ready supply store. The organization concept of a ready supply store is the same as a shop store.

FUEL BRANCH. When authorized by NAVSUP, supply may set up a Fuel branch when it is required by workload and scope of operations. This branch receives stores and issues fuels. At activities with limited storage capacity, the Fuel branch also may determine requirements and schedule deliveries of fuels.

FOOD SERVICE DIVISION. The supply department may set up this division when authorized by NAVSUP. This division is also known as the enlisted dining facility (EDF). The organization of a Food Service division largely depends on the size, physical layout, facilities of the station and number of personnel subsisting in the facility. The Food Service division operates the enlisted dining facility. It also performs administrative functions, such as maintaining records and submitting returns.

AVIATION SUPPORT DIVISION. This division is also known as the supply support center (SSC). It is responsible for providing supply support for assigned organizational and intermediate maintenance activities (OMA and IMA). The Aviation Support division (ASD) is the single point of contact for maintenance activities requiring direct supply support. It is where Material Control places requirements for material and equipment needed to support maintenance of weapons systems.

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Material Control places these requirements by submitting requisitions to ASD. In later chapter of this training manual, we describe ASD responsibilities and functions in detail.

Afloat

Afloat supply functions are categorized into material support and service functions. Material support functions relate to operational and maintenance requirements, while service functions relate to operating service facilities.

The organization of the supply department afloat varies according to the mission, physical characteristics and complement of the ship. As a LS, you will most likely be assigned to an aircraft carrier (CVN), an amphibious assault ship (LHA/LHD), or other various ship platforms. (Figures 1-4, 1-5 and 1-6) of this chapter provide an example of a supply department organization afloat.

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Figure 1-4 — Typical afloat supply organization of a large fleet unit

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Figure 1-5 — Typical afloat supply organization of a small fleet unit without supply corps officer

As a member of the supply department aboard ship, you will be dealing with personnel in other divisions. To perform your duties effectively, you must be familiar with the different divisions. During weekends and after normal working hours, only the duty section staffs the supply department. The duty section consists of personnel from other divisions of the supply department. With few people in the duty section, all its members have to participate to accomplish any major task. You must know all the members and where they work, because you may have to contact everyone for a muster or meeting.

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You may become part of different working party evolutions aboard ship or pier side. The underway replenishment (UNREP) or vertical replenishment (VERTREP) evolutions consist mostly of supply personnel from different divisions. In separating material, you must know how to differentiate items for ship’s store, stock, or direct turnover (DTO). You must be able to segregate stock items for general stores, clothing, subsistence, and aviation stores. After segregating the items, it might be your job to tell each division responsible for the material to pick it up. The following paragraphs will help you familiarize yourself with the supply organization aboard ship.

SUPPLY OFFICER AND ASSISTANT SUPPLY OFFICER (AFLOAT). The supply officer (SUPPO) is the senior supply corps officer on board the ship and is the head of the supply department. The supply officer is responsible to the Commanding Officer for the performance and administration of all supply functions.

The assistant supply officer (ASUPPO) is also the primary assistant on aircraft carriers. The primary responsibility of the ASUPPO is to ensure the proper administration of the department and the training of supply personnel. Exercises general supervision over the Supply Quality Assurance (SQA) and Maintenance and Material Management /Damage Control divisions. The ASUPPO acts as supply officer during the period when the supply officer is absent.

Principal Assistants

The Principal Assistant for Logistics (PAL), when assigned, is responsible for the Stock Control, Aviation Support and Material division. These responsibilities include shipping and receiving sections if they are not part of the Material division.

The Principal Assistant for Services (PAS/SERVO), when assigned, is responsible for the services divisions: Food Service, Retail Operations, Disbursing, Hotel Services, MWR and CPO Mess. The services officer is primarily responsible for the accuracy of financial reports generated by each division. The services officer also functions as the administrative assistant to the supply officer in these areas.

Supply Divisions

Listed in the following paragraphs are titles, respective duties and responsibilities of supply divisions and officers. The set titles and job assignments for divisions like S-1, S-8 and so on, may vary from ship to ship. You should familiarize yourself with the organizational structure in your command to make your job easier.

• General Stores (S-1 Division):

The stock control officer is directly responsible to the SUPPO for proper administration of the Stock Control division. On aircraft carriers, the stock control officer works under the PAL. On most ships, Stock Control is one of the sections that make up the S-1 division

The customer service section of stock control division on aircraft carriers is responsible for supervising customer service personnel in providing necessary support to supply department customers. Some of the services include technical research, open purchase and bearer pick-up. Customer Service is a section of the S-1 division on some other type of ships The postal operations branch of the customer service section is responsible for all postal functions. General. The general stores component procures, receives, stores, expends and accounts for consumable, equipage, repair parts and other material and maintains required records. It also prepares correspondence, reports and returns; and performs required obligation recording.

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Stock Control. Stock control functions include determining requirements, preparing requisitions, processing receipt and expenditure documents and maintaining related files and records. It also performs financial accounting for material, maintains related files and records; maintains material catalogs, allowance lists and technical publications and prepares related correspondence, reports and returns.

Stowage. Stowage functions include the receipt, stowage, inventory and issue of material; the maintenance of related files, as required and the cleanliness and upkeep of assigned storage spaces.

• Foodservice (S-2 Division):

The food service officer (FSO) is responsible for the food service units that operate all phases of the enlisted dining facility. The FSO is in charge of the S-2 division. The FSO also conducts authorized issues, sales and transfers of food items.

General. The foodservice component operates all phases of the enlisted dining facility and makes authorized issues, sales and transfers of food items.

Records and Returns. Records and returns functions include determining of requirements, preparing requisitions, processing receipt and expenditure documents, conducting inventories and maintaining related files and records. It also accounts for food items and prepares related correspondence, reports and returns.

Food Storage. Food storage functions include the receipt, storage and issue of all food stocks, the maintenance of related records and the cleanliness and upkeep of assigned spaces.

Food Preparation and Service. Food preparation and service functions include the preparation and service of food in the enlisted dining facility, operation of food preparation equipment and cleanliness and upkeep of assigned spaces.

• Ship’s Store and Retail Clothing (S-3 Division):

The sales officer is responsible for the ship’s store, retail clothing stores, laundry service and barber shop. These stores and service units make up the S-3 division. It is responsible for requisitioning, receiving, storing and selling of ship’s store and clothing items. On aircraft carriers, S-3 is designated as the Retail Operations Division responsible for the operation and administration of the ship’s retail outlet activities. As such, the Retail Operations Officer is responsible for providing a source of low cost, high quality merchandise to the crew in addition to generating revenue for the ship’s Morale, Welfare and Recreation Fund.

• Disbursing (S-4 Division):

The disbursing officer (DISBO) is responsible for the disbursement and accountability of public funds of which entrusted and the management and execution of the at-sea Navy Cash program.

General. The disbursing component collects and disburses all public funds aboard ship and performs all afloat pay and allowance functions.

Public Vouchers. Public voucher functions include the preparation and verification of public vouchers as required.

Financial Returns. Financial return functions include payments and collections of all public funds and preparation of reports and financial returns.

• Wardroom Mess (S-5 Division):

The wardroom mess officer is responsible for the operation of the officer’s dining and berthing areas. The Wardroom Mess division (S-5) buys, receives, stores, issues and accounts for the foods and

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material needed. It is responsible for preparing and serving food for the officers. It is also responsible for the maintenance and cleanliness of officer berthing areas (also known as staterooms). On aircraft carriers, S-5 is designated as the Hotel Services Division responsible for providing hotel management services for ship’s company and AIRWING officers and Chief Petty Officers (CPOs) in addition to laundry and barber services for all ship’s company/AIRWING enlisted, CPOs and officers.

General. The wardroom mess component procures, receives, stores, issues and accounts for foodservice and other stores.

Records. The records section maintains records on all stores belonging to the wardroom mess. Foodservice. The function of foodservice is to prepare and serve food. Operating Space. The wardroom mess is responsible for cleaning and maintaining spaces assigned to the wardroom.

• Aviation Stores (S-6 Division):

The aviation support officer (ASO) is directly responsible to the PAL for the proper administration of the ASD. The ASD (S-6) is also known as the Aviation Stores division on some ships. Its basic functions include receiving, storing and issuing material in support of aviation maintenance.

General. When an aviation stores division is established, it performs all functions related to procurement, receipt, stowage and issue of aviation material.

Records and Reports. Records and reports include accounting for all aviation material.

The Repairables Management Branch (RMB / S-6A) manages all AVDLRs, DLRs and FLRs with a Material Control Code (MCC) of H, E, X, G, Q, or D.

• Morale, Welfare and Recreation – MWR (S-7 Division):

On aircraft carriers, the MWR Officer is responsible for developing and conducting programs and services designed to maintain and improve the morale of the ship’s crew and their dependents. The MWR Officer reports to the Services Officer.

• Material Division (S-8 Division):

The material officer is responsible for receipt, stowage, issue and inventory of repair parts and consumable items. Also responsible for material handling during onload and offload including UNREP evolutions. The Material Officer reports to the PAL.

• Hazardous Material Control (S-9 Division):

HAZMAT control is responsible for the proper receipt, stowage, issue, inventory and accountability of all hazardous material used onboard the ship. On aircraft carriers, Hazmat Control Division (S-8A) falls under Material Division.

• Supply Quality Assurance (S-10 Division):

The Supply Quality Assurance (SQA) officer is responsible for determining supply department performance. The SQA officer does this by directing SQA personnel in conducting audits, random samplings and analyzing reports.

The supply quality assurance is responsible to ensure effective inventory, financial and personnel management is achieved and applied toward increased material readiness for each supply division.

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• Chief Petty Officer (CPO) Mess (S-11 Division):

The CPO mess caterer is responsible for hotel management and food service operations of the CPO mess. Usually temporarily assigned duty personnel from outside supply department fulfill this billet. The CPO mess caterer reports to the Services Officer, administratively and technically.

• Supply Maintenance and Material Management (3M) / Damage Control (DC) – (S-13 or SDC Division):

The S-13/SDC officer assigned on aircraft carriers reports directly to the Assistant Supply Officer and is responsible for damage control and maintenance upkeep of all supply department equipment.

Ships without Supply Corps Officer

The designated supply officer of a ship is responsible to the Commanding Officer for the proper performance of the following:

• Economical and efficient operation of the supply department

• Procurement, receipt, stowage (when applicable), issuing and accounting for equipage, repair parts, repairables and consumable required to support the ship

• Return of unserviceable repairables to the designated repair facility

• Operation and upkeep of equipment assigned to the supply department and the cleanliness and upkeep of assigned supply department spaces

• Training and supervision of personnel assigned to the supply department

• Certification for payment of lawful bills; when designated as fund cashier, the Supply Officer will also be responsible for the disbursement of government funds and proper accounting thereof

• Operation and supervision of the enlisted dining facility, including the procurement, preparation and service of food

• Operation and supervision of the ship’s store except when the ship’s store officer is designated in writing, to be other than the supply officer • Performance of such other collateral duties as are assigned by the Commanding Officer. Your duties as a Logistics Specialist will be much the same regardless of the type of ship in which you serve. The procedures set forth in this book apply to both ships supply department organization, unless an exception is noted. In these instances, both procedures will be given.

Other Activities Involved with Supply

The following text list those activities that have logistic or financial responsibilities and provide supply support to other activities. The support provided by these activities includes procurement, management and accounting of aviation and general material related to the duties of the LS.

Fleet Supply Officer

The Fleet Supply Officer serves as an advisor to the Fleet Commander concerning logistics and transportation matters. The Atlantic Fleet Supply Officer heads a division of staff personnel in the Commander, U.S. Fleet Forces (COMUSFF) Headquarters. The Pacific Fleet Supply Officer heads a division of Commander, Pacific Fleet (COMPACFLT) Headquarters staff. The United States Naval

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Forces Europe Fleet Supply Officer heads the Commander, United States Naval Forces Europe (COMUSNAVEUR) Headquarters staff.

Air Type Commander Supply Staff

Ships of a fleet are grouped by types and assigned to type commanders (TYCOM) for administration. Certain TYCOMs have primary logistics responsibilities that extend beyond their own type organization. Commander, Naval Air Forces (COMNAVAIRFOR) acts as logistics agent for aviation support to aircraft carriers, squadrons and air stations. Some of the specific functions delegated to COMNAVAIRFOR are as follows:

• Provides planning information to support bases about aircraft deployments

• Issues aviation supply outfitting directives

• Controls the distribution of critical aviation materials

• Sets up supply procedures, stock levels and requisitioning channels for aeronautical material for fleet ships and bases

• Implements aviation supply policy and procedures directed by higher authority

• Conduct “Supply Management Assist/Inspection” (SMA/SMI) and Training Assist Visits (TAV) of supply departments on a routine basis.

Supply officers on the staff of type commanders perform the following functions:

• Keep the type commander advised of supply requirements

• Ensure compliance with Navy Department and fleet supply directives

• Make recommendations about supply policies, procedures and conditions of readiness affecting ships to TYCOM.

The Aviation Material Office is an agent of COMNAVAIRFOR for fleet rationing of aeronautical material. Fleet rationing control (FLEET CONTROL) is the process established for materials that have limited availability in the fleet. The Consolidated Fleet Controlled Material List (CFCML) is a comprehensive listing of all fleet controlled material. The Aviation Material Office and COMNAVAIRFOR distribute the CFCML semiannually. The CFCML shows the respective type commander or the agent’s code for items under their control. The listing is in national item identification number (NIIN) sequence and distributed to all activities.

Defense Finance and Accounting Service

The Defense Finance and Accounting Service (DFAS) was formerly called the Fleet Accounting and Disbursing Center (FAADC). DFAS is located in Norfolk, Virginia. Their duties include performing operating budget accounting for COMNAVAIRFOR activities. Type commanders authorize the use of funds by issuing operating targets (OPTARs) to ships, squadrons and other activities under their control. If you work in the accounting section of your activity, you will be involved in managing these funds. You may perform some of the accounting functions for your command. These functions involve maintaining OPTAR accounting records and submitting required reports to DFAS.

The DFAS accounts for the money value of material purchased with TYCOM funds and placed aboard ships. The material is placed on ships to support the aviation units. The transactions involving these items are recorded and reported. The LS assigned the accounting responsibility in stock control keeps records and submits the required reports to DFAS.

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The message address DFAS-CL NORFOLK VA refers to Defense Finance and Accounting Service— Cleveland Center, Norfolk, Virginia.

Defense Logistics Agency

The Defense Logistics Agency (DLA) is a supply support organization. It is responsible for managing and controlling items commonly used by all military services. The DLA manages about 60 percent of the line items in the integrated Navy supply system. These are items identified by a 9 in the first position of the cognizance symbol, except The DLA headquarters is located in Cameron Station, Alexandria, Virginia. The role of the DLA headquarters in the DLA supply system is in comparison with the role of NAVSUPSYSCOM in the Navy supply system. (Figure 1-6) illustrates the defense logistics agency supply system.

There are six DLA primary level field activities. Each activity is responsible for certain types of material.

DLA Troop Support, Philadelphia, Pennsylvania, formerly known as Defense Personnel Support Center and Defense Support Center. It is responsible for food items, medical supplies and clothing, general and industrial supplies and supports U.S. humanitarian and disaster relief efforts.

DLA Energy, Fort Belvoir, Virginia, formerly known as Defense Fuel Supply Center and Defense Energy Support Center. It is responsible for providing contracting support and management of all petroleum and bulk petroleum-based fuels, additives and other energy products and services including jet fuels, distillates, residual fuels, natural gas and electricity.

Figure 1-6 — The Defense Logistics Agency Supply System

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DLA Aviation, Richmond, Virginia, formerly known as Defense Supply Center Richmond. It is responsible for air, aviation and space support. Items include airframe/aerospace products; packaged petroleum, oils and lubricants; chemicals; batteries; instruments and gauges; metalworking machines and primary supply source for repair parts and operating items.

DLA Land and Maritime, Columbus, Ohio, formerly Defense Supply Center Columbus. It is responsible for land and sea support. It manages twenty-five Federal Supply Groups and more than 200 Federal Supply Classes.

DLA Distribution New Cumberland, Pennsylvania (DDC). DLA Distribution is a combat support agency and the Defense Logistics Agency's Lead Center for Distribution. DDC's 26 sites around the world are responsible for the receipt, storage, issue, packing, preservation and transportation of more than 4 million items.

DLA Disposition Services Battle Creek, Michigan, formerly Defense Reutilization and Marketing Service (DRMS). Its mission is to provide the DoD's best value services and deliver great performance to their customers for the reuse, transfer, donation, sale or disposal of excess/surplus property.

DLA Aviation and DLA Land and Maritime perform the same functions for the defense supply system as ICP performs for the Navy supply system. The only exception is that DLA Energy has no responsibility for inventory control.

The defense depots (DD) perform material distribution functions within the defense supply system. The DD is a storage point for DLA material. The responsible DLA activity controls the issuance of material from a DD. The DD issues material based on the requisitions received and processed centrally by the DLA activity. The DD cannot accept requisitions directly and issues material only when directed by the DLA activity.

Operation of the DLA supply system—( Figure 1-6) depicts the operation of the DLA supply system in filling a material requirement requisition submitted by an afloat customer:

• USS John Paul Jones submits a requisition for cognizance symbol 9B material to FLC Norfolk

• FLC Norfolk, issues the material from DLA stocks

• FLC Norfolk, reports the issue transaction to DLA Land and Maritime

In the foregoing example, it should be understood that although requisitioned from and supplied by a Navy stock point, the material issued was owned and managed by DLA Land and Maritime.

Integrated Navy Supply System

(Figure 1-7) depicts the operation of the Integrated Navy Supply System. The following items correspond to the numbered lines in the illustration:

1. USS John Paul Jones requisitions cognizance symbol 9B material from FLC San Diego.

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Figure 1-7 — The Integrated Navy Supply System

2. FLC San Diego, a Navy retail stock point, after screening its stock and determining that the requested material is not carried, refers the requisition to DLA Land and Maritime, the cognizant inventory manager.

3. DLA Land and Maritime, after researching its master records and determining that the material is available at FLC Puget Sound, (a specialized support point), refers the requisition to FLC Norfolk.

4. FLC Puget Sound, issues the material to USS John Paul Jones.

5. FLC Puget Sound, makes an issue transaction report to DLA Land and Maritime.

6. DLA Land and Maritime, after applying the issue report to its master record, ascertains that stock of the item at FLC Puget Sound is below the required Level and issues a contract to the ABC Corporation for additional stocks of the item.

7. The ABC Corporation ships the material to FLC Puget Sound.

8. FLC Puget Sound, makes a receipt transaction report to DLA Land and Maritime.

9. General Services Administration (GSA)

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The General Services Administration (GSA) provides common use items to the Navy. These items include paints, hand tools, paper materials and cleaning gear. The Management List-Navy (ML-N) lists the Navy interest items as cognizance symbol 9Q. These items are available at Navy stock points.

ADMINISTRATION

The Logistics Specialist (LS) is a general rating. General ratings involve broad occupational fields of related duties and functions. As an LS, you will provide supply support from fleet operations to aviation maintenance personnel. To provide support, you must know the functions and responsibilities of your activity and the procedures that apply to each task. This chapter provides the direction and information you will need to do the administrative tasks and provide customer service. Upon completion of this chapter, you will be able to describe the following LS requirements:

• Duties and responsibilities of the LSs

• Purpose of publications and catalogs used by LSs

• General security rules that apply to supply department spaces

• Practices and procedures needed to provide quality customer relations.

General Duties and Responsibilities

General LS duties and responsibilities are as follows:

• Submitting requisitions

• Conducting technical research

• Receiving, identifying, stowing and expending material

• Performing financial accounting in support of aviation maintenance

• Performing administrative and clerical duties

• Picking up and delivering material

• Preparing supply documents

• Packing of material for shipment

• Operating pre-expended bins.

These duties are further explained in later chapters of this manual.

Tour of Duty

The following paragraphs contain information on typical duties to which you may be assigned.

Supply Department Ashore

When assigned to the supply department of a naval air station, you could be in the administrative division, material division, control division, or aviation support division. Some of the functions you will be expected to perform in various divisions are as follows:

Administrative Division. You will prepare various forms of correspondence.

Material Division. You could be assigned to any branch within the material division.

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In the traffic branch, you will be involved in the following duties:

• Material receipt

• Inspection and verification

• Segregating and forwarding material to destinations

• Receipt document processing

• Discrepancy reporting

• Material handling equipment operation (when working in the receiving section).

When assigned to the delivery section of the traffic branch, you will be responsible for the local delivery of material. In the shipping section, you will be involved in making arrangements for shipment and delivery of material to carriers, including preparation of shipment documents and labels.

When assigned to storage branch, you will be involved in the receipt, stowage and issuance of material by using available labor saving devices and material handling equipment.

Control Division. When assigned to this division, you will be involved in the following tasks:

• Processing procurement

• Receipt

• Issue documents

• Maintaining stock records

• Customer service.

Aviation Support Division (ASD). When assigned to ASD, you will be involved in the following tasks:

• Processing requisitions

• Receipt

• Stowage and issuance of material

• Stock inventory

• Material delivery

• Other functions outlined in the Naval Aviation Maintenance Program (NAMP), COMNAVAIRFORINST. 4790.2 (series).

Supply Department Afloat

During sea duty, you could be assigned to an aircraft carrier or amphibious assault ship. You may be assigned to the aviation stores division, storage branch, receiving branch, stock control section or shipping section.

When assigned to the aviation stores division, you will be expected to use the applicable allowance lists, initial outfitting lists and other supply publications to perform technical research. You will also follow the operating procedures from supply instructions and manuals. For more information, refer to the Naval Aviation Maintenance Program (NAMP), COMNAVAIRFORINST 4790.2 (series) and the Supply Operations Manual (SOM), COMNAVAIRFORINST 4440.2 (series).

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When assigned to the storage branch, you will be expected to receive, stow, conduct inventories and issue stock material.

When assigned to the receiving branch, you will receive, check and inspect or coordinate inspection of incoming material. You will also segregate stock and direct turn-over (DTO) material, notify the applicable division to pick up material and send copy of proof of delivery to stock control.

When assigned to the stock control section, you will be involved in posting expenditures and receipts, stock replenishment, inventories, file maintenance and stock reconciliation.

When assigned to the shipping section, you will be expected to pack, mark and label material for shipment; arrange shipments with the carrier; prepare transportation and shipment documents; and institute tracers on shipments. Refer to the Transportation of Material, NAVSUPINST 4600.86 and the Defense Transportation Regulation (DTR) 4500.9-R Part II, Cargo Movement, for transportation of property.

Squadron or AIMD

When attached to a squadron or AIMD, you will be assigned to material control. You will be expected to perform the following functions:

• Submit requisitions

• Receive and forward material

• Maintain logs, records and files

• Perform aircraft inventories

• Prepare associated documents

• Maintain inventory of IMRL

• Expedite high priority requisitions.

Miscellaneous Billets

In staff and other support billets, you will perform supply support and administrative functions and serve as liaison to other commands.

CORRESPONDENCE

One of your most important tasks as an LS is the preparation of correspondence. You will be expected to produce properly formatted letters with no errors quickly and efficiently.

Official correspondence in the Navy includes all recorded communications sent or received by a person in the Navy in the execution of the duties of his office. Supply departments, both ashore and afloat, originate and receive a large quantity of correspondence. Some of the more common types are: directives outlining supply policies and procedures, naval letters requesting and furnishing procedural information and authority and letters and memorandums assigning duties and individual responsibilities.

Senior petty officers or officers of the supply department normally draft outgoing correspondence. The LS3 or LS2 is primarily concerned with typing and format. Some correspondence originated by the supply department is of a recurring nature and relatively standard in content. The LS3 and LS2, using file copies of previous correspondence as a guide, may draft correspondence of this nature.

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The format and procedural requirements of official correspondence samples are found in the Department of the Navy Correspondence Manual, SECNAVINST 5216.5 (series). Slight variations from these formats may be practiced at different commands. When assigned to a billet requiring the preparation of correspondence, it is necessary to consult local command instructions outlining the details pertaining to the preparation of correspondence. You should consult local command instructions for preparing official correspondence.

Within the Navy, you use a standard letter format when corresponding with certain government agencies, especially those within the Department of Defense (DoD). When corresponding to other persons and to civilian organizations, you prepare letters according to a business format.

Standard Letters

Instructions for typing standard letters are contained in the Navy Correspondence Manual, SECNAVINST 5216.5 (series). It is important to follow these instructions exactly. Uniformity is essential to an accurate and expeditious flow. See (Figure 1-8) for an example of a standard letter.

Stationery

The first page of a standard letter contains the letterhead (name and address) of the activity printed on bond paper. The second and succeeding pages of a letter are typed on plain white bond paper of the same size and quality as the letterhead paper.

Copies

Copies of naval correspondence are made on copying machines, if they are available. If not, copies for each via addressee and Copy to addressee are made on white carbon flimsy. The command file copy is made on yellow carbon flimsy. Other colors of flimsy paper may be used for internal routing, such as a daily read board.

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Figure 1-8 — An example of a standard letter

Multiple-address Letters

A multiple-address letter is addressed to two or more activities individually identified in the To block or as a group in the Distribution block. It is typed in the usual manner of a standard letter except that the titles are listed in the To block in seniority order.

Each addressee must receive a letterhead copy with a signature. It can be an original copy or a photocopy. See (Figure 1-9) for an example of a multiple-address letter.

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DEPARTMENT OF THE NAVY

NAVAEDUCATION AND TRAININO ROORA... ...ANAOIE...ENT SU ORT ACTIVITY ENSACOLA, ,.LORIDA 3250·5. 000

7000 Ser 40/321 17 Apr 92

From: Commanding Officer, Naval Education Management Support Activity, Pensacola To: Officer in Charge, Personnel Support Activity Detachment, Naval Training Center, Orlando Officer in Charge, Personnel Support Activity Detachment, Recruit Training Command, Orlando

Subj: FY 1993 OPTAR FUNDS TRANSFER

Ref: (a) OIC NTC ltr 7000 PSD 12, of 4 Apr 92 (b) PHONCON PERSUPPDET RTC Orlando PNC NETPMSA Pensacola (Code 41) Mr. Frederick J. Smith

1. As requested by reference (a), and concurred with by reference (b), authority is granted to realign funds from PERSUPPDET RTC Orlando to PERSUPPDET NTC Orlando to cover PERSUPPDET NTC costs incurred by increasing supply levels to a 6-month level for both detachments.

2. Forward one copy of all requisitions and receipt documents to NETPMSA Pensacola, Code 42.

.L . E> By direction

Figure 1-9- An example of a multiple-address letter

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»-·P

Joint Letters

The joint letter (Figure 1-10) is a variation of the standard letter where two or more commands wish to issue information that establishes an agreement or discusses a matter of mutual concern. When you type a joint letter, refer to the Navy Correspondence Manual. SECNAVINST 5216.5 (series).

DEPARTMENT OF THE NAVY Personnel Support Activity (68609) Personnel Support Activity Detachment (43081) Pensacola, Florida 32509-5000

PSD 2300 Code 00

JOINT LETTER NAVPTO 2300 PSA 2300 Ser C0/1042 7 Dec 92

From: Commanding Officer, Personnel Support Activity, Naval Air Station, Pensacola Officer in Charge, Personnel Support Activity Detachment, Naval Air Station, Pensacola Navy Passenger Transportation Officer, Naval Air Station, Pensacola To: Commanding Officer, Naval Air Station, Pensacola (Attn: Communications Officer)

Subj: MESSAGE PICKUP/DELIVERY AUTHORIZATION Ref: (a) Our ltr 2300 of 24 Sep 90 1. Cancel reference (a).

2. The following personnel are authorized to pick up and deliver message traffic for Personnel Support Activity Pensacola, Personnel Support Activity Detachment Pensacola and Navy Passenger Transportation Officer Pensacola:

NAME RATE SSN ACCESS

MARTINEZ, JAIME C. OLDER, FREDERICK M. YOUNG, THONAS S.

DKl LCDR LT

000-00-0000 000-00-0000 000-00-0000

UNCLASSIFIED SECRET CONFIDENTIAL

?.ft/. P. W. HAMILTON Officer in Charge

r!. / L. C. MARTINEZ tf Transportation Officer

J. P. SLOAN Commanding Officer

Figure 1-10- An example of a joint letter

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ENDORSEMENT

An endorsement is a brief form of correspondence used by via addressees to approve, disapprove, or comment on the contents of a letter or earlier endorsements. An endorsement can be done on the letter page or a new page. Refer to the Navy Corre sp o n de n ce M a nua l, SECNAVINST 5216.5 (series) for examples.

Memorandum

A memorandum provides an informal means of correspondence within an activity or between activities on routine business. There are four types of memorandum formats. The printed memorandum form is the most informal and is used among individuals and offices of the same activity. The plain paper memorandum is used within the activity and is no more formal than the printed memorandum, but it provides more flexibility when there are multiple addressees. The letterhead memorandum provides more formality. When direct liaison is authorized and the matter is routine, a memorandum (on letterhead paper) may be sent outside the activity. The memorandum for is the most formal memorandum. It may be used in writing to senior officials, such as the Secretary of Defense and the Secretary of the Navy. Because the memorandum for lacks a from block, the signer’s title is typed below the name.

Business Letters

The business letter is used to correspond with agencies or individuals outside the Department of the Navy who are unfamiliar with the standard letter. It also may be used for official correspondence between individuals within the Department of the Navy when the occasion calls for a personal approach.

Messages

Messages are the quickest form of written communications in the Navy. Our telecommunications system is designed to get time-sensitive or critical information to addressees rapidly for effective use of information.

Messages are prepared on a computerized message format program, to be sent by electrical telecommunications.

Types of Directives

A directive prescribes or establishes policy, organization, conduct, methods or procedures. It requires action or sets forth information essential to the effective administration or operation of activities concerned. It may also contain authority or information that must be issued formally. The types of directives used in the Directive Issuance System are instructions, notices and change transmittals.

Instructions are directives that contain information of a continuing nature or require continuing action. An instruction has a continuing reference value and is effective until the originator cancels or supersedes it.

Notices are directives of a one-time nature or contain information or require action applicable for a brief period only. A notice has the same force and effect as an instruction, but it does not have permanent value. Therefore, it contains provisions for its own cancellation. When the exact length of time a notice is to remain in effect cannot be determined at the time of issuance, the specific date for record purposes is set far enough in the future to allow all necessary use of the notice.

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A change transmittal is the medium used to transmit changes to an instruction or, under extenuating circumstances, a notice. Each transmittal describes the nature of the change and gives directions for making them. Directives are identified by designation information. Using “SECNAVINST 5215.1" as an example, ”SECNAV" is the issuing authority, “INST” is the type of directive, “5215" is the subject identification number, ”1" is the consecutive numbering for instructions by the directive control point. The consecutive numbers assigned to instructions, which are later canceled, are not reused. The period (.) is used to separate the subject identification and consecutive numbering. When a change is made, the change transmittal number and its date are shown on the page(s) that contain(s) the change; for example, “SECNAVINST 5215.1, Change Transmittal 1, 26 Jan 2010.” A revised instruction will retain all the designation information with the addition of a suffix capital letter (the first revision “A,” the second “B,” etc.) immediately following the consecutive number. Each change transmittal is identified in the designation line of the transmittal by the same number as the directive it changes (in the case of notices, the date), plus an assigned change transmittal number added to the identification; for example, “SECNAVINST 5215.2, Change Transmittal 1.”

You will use different instructions and notices when performing your daily tasks. They are issued by various commands, bureaus, ships, stations and operating forces. Headquarters, Naval Air Systems Command, issues many of the directives used in aircraft maintenance. They are known as NAVAIR instructions or notices. The directives issued by Chief of Naval Operations are known as OPNAV instructions or notices. Refer to Department of the Navy Directives Issuance System, SECNAVINST 5215.1 (series), for more information.

Classified Material Control

To protect the interests of the United States, certain information cannot be available to other countries. This information is given a classification that determines how much protection it needs.

Responsibilities

The Chief of Naval Operations (CNO) is responsible to the Secretary of the Navy (SECNAV) for all policies related to the maintenance of the security of all classified information within the Naval Establishment. The Department of the Navy Information Security Program (ISP) Instruction, SECNAVINST 5510.36 (series), known as the Information Security Program, is the source of the Navy’s security program.

From SECNAV, to the CNO, to your Commanding Officer, to your command security manager and to you, responsibilities and procedures are laid down and specified to protect classified information.

Do not let information fall into the wrong hands through careless talk or improper handling and safeguarding of written information.

Categories of Classified Information

Information is classified in three categories, each category requiring its own level of protection. These categories are Top Secret, Secret and Confidential.

Top Secret

Top Secret is the designation applied only to information or material the unauthorized disclosure of which could reasonably be expected to cause exceptionally grave damage to the national security. Examples of exceptionally grave damage include armed hostilities against the United States or its allies; disruption of foreign relations vitally affecting the national security; the compromise of vital

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national defense plans or complex cryptologic and communication intelligence systems; and the disclosure of scientific or technological developments vital to national security.

Secret

Secret is the designation applied only to information or material the unauthorized disclosure of which could reasonably be expected to cause serious damage to national security. Examples of serious damage include disruption of foreign relations significantly affecting the national security; significant impairment of a program or policy directly related to national security; revelation of significant military plans or intelligence operations; and the compromise of significant scientific or technological developments relating to national security.

Confidential

Confidential is the designation applied to information or material the unauthorized disclosure of which could reasonably be expected to cause identifiable damage to national security. Examples of identifiable damage include the compromise of information that indicates strength of ground, air and naval forces in the United States and overseas areas; disclosure of technical information used for training, maintenance and inspection of classified munitions of war; revelation of performance characteristics, test data, design and production data of munitions of war.

Security Clearances

A security clearance is a determination made that an individual is eligible for access to classified information up to a specific level. However, it is not an authorization for access to that information. It is important to separate the two terms, clearance and access. Clearance is determined after one of several types of personal investigations is completed. Access is granted when an individual has a need to know information up to a specific level.

Clearances are either final or interim. Final clearances are granted when all investigation requirements have been met and are favorable. Interim clearances are granted, not to exceed 6 months, when it is established that any delay would be harmful to the national interest and a personal investigation request has been submitted.

Marking Classified Material

When it is determined that information or material should be assigned a classification, such information must be conspicuously marked as described in the following paragraphs.

All original copies of letters, office memorandums, messages and other documents that are typed, printed, or written in longhand must be conspicuously marked with the appropriate classification at the top and bottom of each page, The markings must be placed in a position where they will not become covered in assembly, removal, or trimming. When the reverse sides of pages are used, they must be similarly marked with the classification.

All reproductions or copies of classified material, regardless of form, must bear clear, legible classification markings in the same manner as the originals. Not all copy equipment reproduces colors of ink or marginal images; therefore, personnel engaged in marking copies must make sure the reproduced copies are marked or stamped with the classification on all copies in the same position and size required for the originals.

The manner of marking classified equipment, products, or substance depends on the nature of the material. Normally, stamping, etching, or attaching a classification plate should mark the assigned classification. When it is not possible, the container must be appropriately marked. When the article

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or container cannot be marked, written notification of the assigned classification must be furnished to the consignee of the material.

The lettering of the classification stamp or mark must be all capitals and in red color and, when practical, must be larger in size than the type size of the text.

Custodial Precautions

Classified material is not removed from the physical confines of a command without the knowledge and approval of the Commanding Officer or an authorized representative. When classified material is removed, a complete list is prepared, signed by the individual removing the material and appropriately filed until the material is returned.

Care During Working Hours

Each person in the Navy must take every precaution to prevent deliberate or casual access to classified information by unauthorized persons. The precautions that must be followed are described in the following paragraphs.

When classified documents are removed from stowage for working purposes, they must be kept under constant surveillance or face down or covered when not in use.

Drafts, carbon sheets, carbon paper, typewriter ribbons, plates, stencils, stenographic notes, worksheets and similar items containing classified information are either destroyed by the person responsible for the preparation after they have served their purpose or are given the same classification and safeguarding in the same manner as the classified material produced from them.

The addressee opens classified material, upon receipt, or the persons specifically authorized by the addressee in writing to open material of the grade involved. If for any reason a space must be vacated during working hours, any classified material therein must be stowed according to stowage instructions for the classification involved.

Care After Working Hours

A system of security checks at the close of each working day must be instituted to make sure classified material held by a command is properly protected. Custodians of classified material are required to make an inspection that guarantees the following precautions have been fulfilled:

• All classified material is stowed in the prescribed manner

• Burn bags are properly stowed or destroyed

• Classified shorthand notes, carbon paper, typewriter ribbons, rough drafts and similar papers are properly stowed or destroyed. As a matter of routine during the day, such items must be placed in burn bags immediately after they have served their purpose

• Identification of the individual responsible for the contents of each container of classified material must be readily available. The individual so identified is contacted in the event a container of classified material is found open and unattended.

Care of Working Spaces

The necessary safeguards must be afforded to buildings and areas in which classified information is kept. Precautions must also be taken to minimize any danger or inadvertent disclosure of classified material in conversation. You must not discuss classified information in public places.

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Stowage Procedures

Classified material must be stowed in the manner prescribed in chapter 10 of the Department of the Navy Information Security Program (ISP) Instruction, SECNAVINST 5510.36 (series). This publication outlines the physical security standards and requirements that serve as a uniform guide for determining the type and degree of protection for classified material. These standards and requirements are designed to provide for flexibility as well as adequacy in the physical security program.

Keys for padlocks used to protect classified material must be given the same protection as the material they protect. It is essential that combinations are known or keys are accessible only to those persons whose official duties demand access to the container involved. The combination or key to the security container must be changed at the time received, at the time any person having knowledge of it transfers from the organizational unit, at any time there is a reason to believe it has been compromised, or in any case not less than every 12 months. That lock must of the same classification as the material in the container secure any document showing the combination to a lock. Records of combinations must be sealed in an envelope and kept by the security manager, duty officer, or other personnel designated by the Commanding Officer.

When combination numbers are selected, multiples of 5 (ascending or descending) or personal data such as birth dates and social security numbers should not be used.

Records Disposal

An LS should be able to determine what records should be held in the files for a period of time or what records should be destroyed or transferred for preservation.

Record disposal techniques must keep pace with increased production and dissemination techniques. Temporary records must be identified, scheduled and regularly destroyed and permanent records must be identified and marked for preservation. The United States Criminal Code (appendix B) provides for fines and penalties including imprisonment for unlawful and willful destruction or removal of government records. Department of the Navy Information Security Program (ISP) Instruction, SECNAVINST 5510.36 (series) provides for the destruction of classified matter. This and other regulations for safeguarding security information must be followed at all times in applying the provisions outlined in the Navy and Marine Corps Records Disposition Manual, SECNAVINST 5212.5 (series).

Transferring Classified Material

Matter classified as Top Secret must be transmitted as prescribed by the Department of the Navy Information Security Program (ISP) Instruction, SECNAV 5510.36 (series). Only Secret and lesser-classified material may be sent via mail as prescribed by the Department of the Navy Official Mail Management Instruction, OPNAVINST 5218.7(series). All classified material must remain under U.S. custody and control at all times.

Any of the means approved for the transmission of Top Secret material prescribed in chapter 9 of the Department of the Navy Information Security Program (ISP) Instruction SECNAVINST 5510.36 (series) may be used.

Registered mail is used for the transmission of all Secret material, NATO Confidential and all other Confidential material mailed to an FPO/APO address.

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Certified mail may be used for the transmission of Confidential (other than NATO) material addressed to contractor facilities cleared for access to classified information under the DoD Industrial Security Program or to any non-DoD agency of the executive branch.

Regular First-Class Mail or priority mail should be used for the transmission of Confidential (other than NATO Confidential) material addressed to DoD activities located anywhere in the United States and its territories.

Turn-In of Classified Material

Turn-in of classified material is handled according to the Department of the Navy Information Security Program (ISP) Instruction, SECNAVINST 5510.36 (series). Personnel handling classified items for turn-in must be cleared to handle classified material up to the level of the material being turned in. Top Secret and Secret material is turned in under a continuous chain of receipts. Receipts for Confidential material may be required at the discretion of the transmitter. Receipts for hand-delivered material are obtained on the No. 1 copy of the DD Form 1348-1, which is returned to the activity and filed in the expenditure invoice file.

When classified material is mailed or shipped, the special packaging, addressing shipment and receipt procedures contained in the Department of the Navy Information Security Program (ISP) Instruction, SECNAVINST 5510.36 (series), chapter 9, must be followed. In such cases, the No. 5 or 6 copy of the DD Form 1348-1 is stamped or annotated with the phrase Consignee sign and return this copy. When the receipted copy is returned, it is filed (with the retained original) in the expenditure invoice file.

Routing and Handling Official Correspondence

The fact that official correspondence is produced implies that the information is being requested or furnished. Unless this information is disseminated accurately, the work to produce it has accomplished very little. Correspondence requesting a report does not produce the report unless the person responsible for its preparation receives the request.

The responsibility for the dissemination and handling of official correspondence is assigned to a specific organizational component of the supply department. An LS3 or LS2 in many instances is assigned to this component and in smaller departments and aboard ship may even be the component head.

Incoming Correspondence

Official correspondence received by the supply department may become a permanent record of the department. The routing required between the receipt and the filing of correspondence depends on the type of information furnished and/or the action required. Local procedures usually prescribe a standard routing for all incoming correspondence. This is in addition to the routing to those individuals or organizational components primarily concerned with the communication.

A route sheet similar to (Figure 1-11) may be used to ensure the proper routing of correspondence requiring action. This should be prepared in duplicate with the original attached to the correspondence being routed and the copy being retained by the correspondence stock. As the correspondence progresses through the routing indicated, action is taken and the responsible individuals initial the routing sheet. When the routing is complete, the correspondence with the original route sheet is returned to the correspondence LS for filing.

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Figure 1-11 — Route sheet

The routing scheme may be placed on the correspondence itself if it is in the nature of information. This may be accomplished by the use of a rubber stamp (Figure 1-12).

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Figure 1-12 — Routing stamp

Outgoing Correspondence

Outgoing correspondence is usually handled by the correspondence component of the organization. They use a rough draft prepared by the originator. The completed letter is presented to the appropriate official for signature.

The correspondence file that accompanies the letter to be signed is arranged according to the instructions of the signing official.

Once signed, the correspondence is dated with the date on which it is signed. File copies are removed for filing and the correspondence forwarded to the addressee(s).

Tickler File

Another responsibility assigned to the correspondence LS is the maintenance of the system used to ensure a timely response to incoming correspondence. It may also be used to ensure the preparation of required reports. A tickler file is established simply as a reminder that some action is required prior to a certain date. The method most suitable for local conditions, considering size of operations and the amount of correspondence handled, should be used. The methods described in the following paragraphs are frequently used.

The retained copies of the route sheet may be used as a reminder for replies or reports of a one-time nature. They should be maintained by the date that the reply or report is due and retained until the required action is completed. If sending correspondence is required, enough time should be allowed to ensure its receipt by to the recipient on or before the due date.

For reports or actions of a more permanent or continuing nature, file folders may be used. These may be numbered from 1 to 31, corresponding to the days of the month. Notes listing action required, data required, background information and reference data are filed in the folders according to due date. The folder for the current day is pulled each morning and re-filed in the back of the file after the contents are noted and after it is determined that the required action has been taken. When it is found that the required action has not been taken, the correspondence LS should follow up with the responsible personnel.

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Filing Correspondence

The Department of the Navy Standard Subject Identification Codes (SSIC) Manual, SECNAV Manual M-5210.2 , provides a single, standard subject system for classifying correspondence for filing. Subject throughout the Department of the Navy uses this system for standardized numbering of Navy and Marine Corps documents. The SSIC Manual, SECNAV Manual M-5210.2 contains a list of standard subject identification numbers and a list of name-title subject identification codes. Except at activities with an exceptionally large volume of correspondence, subject identification numbers normally establishes files. However, name-title codes or a combination of both may establish files.

Standard Subject Identification Numbers

For the purpose of identification and filing, standard subject identification numbers classify Navy correspondence and directives under 13 major series groups. These major series groups are further subdivided by use of the last three digits in the major series.

The 13 major subject groups are subdivided into primary, secondary and sometimes tertiary breakdowns.

(Figure 1-13) is an example of an identifying symbol assigned to an instruction issued by the Office of the Secretary of the Navy.

Figure 1-13 — Example of an identifying symbol assigned to an instruction

Consecutive numbers are assigned to instructions having the same subject identification number to show the order of issuance. For example, the subject number of contract financing is 7810. An originating office would assign numbers to the first, second and third instructions which it issues on contract financing as follows: 7810.1, 7810.2 and 7810.3, respectively. The number 7810.1A indicates the first revision of the instruction 7810.1.

Notices are not assigned consecutive numbers when they are of a one-time nature or of brief duration. The subject identification number assigned as the file number of a letter is not assigned a consecutive number. The security classification of Confidential or Secret instructions and notices is indicated by prefixing the subject number by “C” for Confidential and by “S” for Secret.

Name-Title Subject Identification Codes

Name-title codes (alphabetic or alphanumeric codes) are provided for names and titles frequently used by the Department of the Navy. These codes may be used for classifying and filing documents by name or organizational designation except that they are not to be used in assigning subject numbers to directives. Included are symbols for fleet organizations, the United States Government,

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foreign governments, commercial enterprises and firms; classes of personnel; types of Naval Activities; and official symbols for classes and types of aircraft, vessels and guided missiles.

The first letter of the name or title code designates the larger organizational group and the second or third letter designates a further breakdown of the larger group. For example, “NA” designates naval air stations. The “N” is for the Naval Shore Establishment and the “A” for air stations. An Arabic numeral added to the letter symbol further subdivides the code. For example: FF—Fl eets, Forces, Types, Areas and Sea Frontiers. FF1—U. S. Fleet, FF3—U .S. Task Fleets.

Filing Arrangement

File arrangement within any office depends upon the mission of the office and on the volume of its official correspondence. Normally, general correspondence is stored in metal file cabinets. This includes letter and memorandums receive d or originated by the office.

Folders are used to keep correspondence orderly in the files. Standard file folders are available in two sizes, letter size (9 x 11-3/4 inches) and legal size (9 x 14-3/4 inches). The total number of folders and the appropriate primary, secondary or tertiary subject identification numbers, or the name-title symbols, to be used are determined by the volume of written matter in each category to be filed. There may be no need to establish folders on some major series groups, while others may require several folders broken down to primary, secondary, or tertiary numbers. The subject identification numbers or name-title symbols should be printed on each folder.

The subject identification number placed on the correspondence by the originator assists in determining the correct folder in which to file the correspondence. This number, however, may not be appropriate for the particular office concerned, thereby requiring reclassifying. The proper method of classifying a document for the purpose of selecting the appropriate file is to read it carefully and analyze it, considering the following factors:

• The most important, definite, or concrete subject mentioned

• The purpose or general significance of the document

• The manner in which users of the files request similar documents • The subject identification code under which previous documents of a similar nature are filed. Directives are not placed in the general correspondence files except when copies of instructions and notices are attached to or interfiled in such files when needed to complete a record or document. Instructions are filed in standard three-ring binders and are arranged as follows:

• In numerical order of subject identification number

• By the originating office within each subject identification number

• By consecutive number (suffix number) for each originating office.

Notices are usually not filed because of their brief duration. Should recipients believe it necessary to file a notice temporarily, it may be interfiled with instructions.

Messages are filed by the data/time group number. Normally, two files are maintained with one containing incoming messages and the other outgoing messages.

Disposition of Correspondence and Records

Retention of obsolete and inactive correspondence and records is costly. Such correspondence and records should be destroyed or transferred in accordance with approved record disposal instructions.

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If this is not performed periodically, the volume of file space required becomes excessive and the files become unwieldy, thus inefficient. Law, which requires authorization, governs the destruction of records by proper authority. The authority for destruction of Navy records is contained in SECNAVINST 5215.5 (series), Disposal of Navy and Marine Corps Records.

The provisions of the Disposal of Navy and Marine Corps Records, SECNAVINST 5215.5 (series) are normally amplified by the issuance of local instructions outlining the procedures as they apply locally. The LS3 or LS2 should become familiar with these instructions. However, you should not take it upon yourself to determine the proper destruction or transfer of records not clearly defined in these instructions. This is the responsibility of senior petty officers, chiefs, or commissioned officers.

Local Disposition

Not all material in the files has a record characteristic. In fact, most printed matter found in the supply department general files fall in the category of non-record material. This includes documents that are copies of those filed in the ship’s office or station administrative department or material accumulated in the process of producing records, but which never acquire a record characteristic themselves.

The Disposal of Navy and Marine Corps Records SECNAVINST 5212.5 (part II for shore stations and part III for ships) contains the retention standard for naval records. Record materials are listed by broad subject and the retention period is furnished. Non-record material may be destroyed locally as soon as it has served its purpose. Record material may be destroyed upon completion of the retention period.

Unclassified record or non-record materials authorized for destruction may be placed in wastebaskets and disposed of in the normal manner for trash. Classified matter authorized for destruction should be destroyed by burning in the presence of two designated witnesses. All persons witnessing the destruction of classified material must have security clearances at least as high as the category of material being destroyed. Classified matter may also be destroyed by pulping, provided destruction of the classified material is complete and reconstruction impossible.

Transfer to Federal Records Centers

Federal Records Centers have been established by the General Services Administration in various locations throughout the United States. Activities are authorized to transfer records to Federal Records Centers under certain conditions, including the following:

• When the records are specifically designated in SECNAVINST 5215.5 for periodic transfer

• When the records are designated in SECNAVINST 5212.5 for permanent or indefinite retention and they have served the activity’s immediate reference needs

• When the retention period of records of a disestablished activity has not expired and the records are not required either by the cognizant bureau or office or by an activity assuming responsibility for functions of the disestablished activity

• When records have a retention period of more than 4 years

• When records are inactive and are not required for local operating purposes, provided it is determined the transfer can affect that savings.

Security of Supply Department Spaces

Security procedures for supply department spaces afloat and ashore are the same. The supervisors are responsible for identifying the requirements for the functions of their organizational elements and

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for seeing that personnel under their supervision are familiar with the security requirements for their particular assignments. On-the-job training is an essential part of command security education. All hands are responsible for ensuring that security is maintained at all times. This section explains the general security rules and requirements that apply to the supply department spaces.

General Supply Security Rules

The general supply security rules are as follows:

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

• Supply spaces will be kept locked when not attended by authorized personnel

• Responsibility for the security of spaces will rest with the individual 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 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

• Keys to supply space padlocks will not be taken from the ship/building when the custodian goes ashore or secures from work. The keys must be returned to the key locker

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

• Combinations to locks will not be recorded in writing unless otherwise prescribed by higher authority

• All key padlocks will be 1 1/2-inch pin tumble type, with dead bolt either brass or bronze. The locks will 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

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

Padlocks and Master Keys

Supply department spaces are assigned to space groupings. You will be involved with Group I spaces, which consist of general stores, including storerooms, special lockers and related spaces, except when other security requirements are set by competent authority. Navy stock account and special accounting class 207 material stowage are included in this group. The security administration for this group is as follows:

• An original and duplicate key that is different from the keys to other spaces will open each lock

• The original key will be drawn from the key locker at the beginning of the day and will remain in the possession of the person in charge of the space during working hours

• The key will be returned in the key locker in the supply office at the end of the working day

• Duplicate keys will be kept in the duplicate key locker in the supply office or in the supply offic- er’s safe

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• A master key, which will open all locks in group I, will be in the custody of the Supply Officer. A duplicate master key may be placed in the custody of an officer or petty officer designated in writing by the supply officer

• A grand master key will be kept in the custody of the supply officer. The Supply Officer may authorize the duplicate master key to be passed among duty supply officers provided that strict accountability is maintained.

Office Spaces

The supply department office spaces are to be kept locked when not open for business. Distribution of keys to supply department offices will be at the discretion of the supply officer.

Key Lockers

The original keys to the key locker will be kept in the possession of the supply officer. Duplicate keys will be passed among duty supply officers or duty supply petty officers as authorized by the supply officer. Keys maintained in the key lockers must have an identification marking to be used for inventory of keys. A complete key inventor is usually accomplished during turnover of shifts or before securing from work. The results of the inventory are logged in the pass down log or the duty section logbook, with the date and time the inventory was accomplished and the name of the person who conducted the inventory. Any discrepancy to the key inventory must be reported to the duty supply officer and petty officer and must be corrected right away.

CUSTOMER SERVICE

LS is one of several ratings in the Navy that is primarily involved with providing services directly to personnel. This section identifies the skills and attitudes you will need to provide good customer service. Refer to Navy Customer Service Manual (NAVEDTRA 14056) for more information.

Customer Service as it Applies to the LS Community

As an LS working in a support activity, you will deal with many customers every day. You must follow the proper procedures to maintain control and accountability in providing the needed requirements of these customers. But, there may be times when the customers feel that the service or treatment provided was unsatisfactory. Did you correct the deficiency or continue working? How would you feel if you were the customer and received the same service from the supporting activity? You will probably understand the situation better than the customer because you are familiar with the supply procedures. A customer can still be given good service even though it is impossible to provide the desired results. People may ask for things or services to which they are not entitled or you are not authorized to approve or grant. In such cases, service refers to the quality of service rather than whether or not you complied with all of the customer’s wishes. Providing quality service, either directly or indirectly to personnel and to the Navy, is the responsibility of everyone in the Navy.

Customer

The term customer is a familiar word. Everyone becomes a customer at some time. You provide services to customers, but become a customer when you require the services of the personnel office, disbursing office, career counselor’s office and so forth. In this section, we refer to customers as anyone for whom a service is provided.

Contact Point

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The “contact point” is, very simply, the physical location to which a customer goes to obtain a service. Some examples of contact points are as follows:

• Requisition control unit

• Technical research unit

• Document control unit

• Awaiting parts unit

• Rotatable / Velocity pool unit

• Pre-expended bin

• Maintenance support package

• Stock control office

• HAZMAT minimization center

• Shipping and Receiving.

These are some of the contact points that are manned by LSs who provide direct services to customers. Personnel go to these contact points to obtain services, advice and answers to questions. These points are important because the services they provide are important. However, the quality of these services is determined by the individual LSs providing them— YOU ARE ONE OF THOSE LSs.

Appearance

The first thing the customer notices and uses in forming an impression are the appearance of the LS and the area of the contact point. An LS with a neat and correct appearance brings respect from the customers. No one is expected to look neat and fresh at the end of a hard day, but everyone should start that way in the beginning of the shift.

Appearance does not necessarily affect performance, but it does indicate your attitude and pride to the customer. The appearance of the contact point also reveals the attitude of the LS toward the job he/she is assigned to do. A neat, business-like, efficient working space implies that the LSs working there are efficient and business like.

Cooperation

The mission of the division can only be accomplished when all individual tasks are completed. We can relate a division composed of smaller units to a manufactory composed of several assembly lines putting together small parts to build a product. Whenever there is a vacant spot in the assembly line, production process is slowed down and the product cannot be completed. This applies to you because supply is a large organization and requires everyone’s cooperation to accomplish its mission. Cooperation smoothes a lot of rough spots. Being cooperative doesn’t mean taking over other people’s jobs. It means working with other members of the team for the purpose of improving individual performance and overall efficiency.

Cooperation is necessary when training a new member of the organization. You can show the new member the mechanics of the job and let him/her do the job while you watch. But, a much better performance from the new member can be achieved if you explain the job thoroughly and provide references for any questions. Maintaining orderliness at the point of contact requires cooperation from everyone. Your cooperation is required to respond to the customer’s needs.

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Assisting the LS’s Customer

Helping a customer is a very easy task. Normally, it only takes a minute of your time. Helping does not necessarily mean doing everything to satisfy the customer's needs. You may not be authorized to perform some functions that are usually performed by others. You can provide assistance to the customer in the following ways:

• Identify the kind of help needed

• Perform the required service

• Refer the customer to the applicable point of contact if others perform the required service. You can also make a phone call to the applicable point of contact so that the customer will be expected.

SERVICE. Service is the work performed by the LS that contributes to the welfare of others. As a member of a support activity, you are the most important link between supply and your customers. The service you provide has a direct effect on readiness and effectiveness of the organization.

When the service provided to the customer is bad, its can have a lasting negative effect on the individual customer. It can cause the customer to feel resentment and frustration toward the organization and the person who provided the service.

On the other hand, good service builds good attitudes, promotes morale and gains the trust of the customers. It is common for a customer to contact the same LS that provided good service in the past. That LS is viewed as being capable, interested, knowledgeable, and most of all, trustworthy.

COURTESY. Regulations do not require courtesy beyond formal military courtesy. Common courtesy goes beyond what we are required to do. It is a voluntary expression of respect or consideration to another’s rights or feelings. It is being polite and helpful when talking to someone on the telephone; opening the door for someone heavily laden with packages; and treating the customer as a person and their problems as important.

EVALUATION. Appropriate responses at the contact point require both ability and willingness on the part of the LS making the response. It is true that routine tasks do not present the same motivating challenge offered by the spectacular ones, but the overall results maybe just as important. Perhaps what is needed is a companion for the “can do” ability—a “will do” determination. The checklist shown in table 1-1 provides a means of evaluating the LS’s performance. It is not intended to be used as a test with a numerical score and a PASS/FAIL grade, but as an inventory to determine what abilities and traits the LS now possesses and to point out the areas that need improvement.

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Table 1-1 — Self-Evaluation Checklist

Attitude

The impressions formed by the customer are the result of other evidence. The customer forms a mental picture of you from the message that was unconsciously communicated. The customer will try to visualize what kind of person you are and how you view the job, the rating, the Navy and the customer and his/her problems. The messages received by the customer consist of positive or negative attitudes. And soon, the customer knows how you feel. Attitudes will do just that and quickly. Customers can sense your attitude from your speech and manner.

The attitude we show toward the customer is closely related to the attitude toward our job. These attitudes are usually reflected in the work habits we developed without really being aware of them. Even though we may not be aware of these habits, the CUSTOMER IS AWARE OF THEM.

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It is not enough just to exhibit a positive attitude towards our job and customers. We must also consider the customer’s needs. You should refrain from using the following types of comments:

• Everybody knows that.

• You came all the way up here for that?

• You didn’t know?

• You were supposed to be here yesterday.

• We’ll get to it.

These types of comments indicate to the customer that his/her request is not important and that you have better ways to occupy your time. Most often, you will end up helping the customer anyway. In this case, the statement “If you can’t say anything good, don’t say anything at all” pertains.

There are several factors that often stand between you and the customer. These factors often complicate the customer’s problem and your effort to provide a solution. You must be able to analyze the customer in order to serve them. The customer who is emotionally upset may have difficulty in stating a problem accurately or completely. Significant information may be omitted; opinion may have been confused with fact; or there may be a feeling that the information you want is too personal. Usually, it will help to first determine the cause of the customer’s emotional upset and sort it out. Ask the customer some leading questions to find out the cause of the problem. A customer who is allowed to “blow off steam” (within reason) may then become apologetic and ready to accept the help. A calm, confident manner is the best approach. When you do not respond with anger or rudeness to a customer’s emotional outburst, you have taken the first step toward solving the customer’s problem, whatever its nature.

Frequently, a customer’s problem will be stated in terms of results desired. It is then up to you to identify the nature or cause of the problem and provide a satisfactory solution. You must be familiar with all areas of your rating in order to identify specific problems. You must also know where to look to find the answers. You should keep the contact as impersonal as possible and concentrate on the problem.

Common Errors

There are times when you will make mistakes at the contact point while handling a customer’s needs. These mistakes are normally a result of your negative attitude toward the customer, the customer’s problem, the Navy or your job. This section describes these mistakes.

Leaping to a conclusion means that, in your opinion, you already have enough facts upon which to base a judgment. As a result, you may ignore additional information provided by the customer. This tendency is often caused by a lack of concern for the customer and the desire to end the contact as quickly as possible. This may also occur because you have a better knowledge of the supply field than your customer. You may assume that you know the customer’s needs before they are completely expressed. Jumping to conclusions often leads to misunderstandings. As a result, you may not provide correct service to the customer.

Negative personal reactions may also occur towards the customer. You may exhibit adverse reactions to the person as a result of his/her appearance, speech, or attitude. Because of these reactions, you may be unable to provide the quality service that the customer needs or deserves. Attitude is probably the easiest cause of adverse reaction to identify. When the customer is overbearing, cynical, or a smart aleck, it is difficult to maintain a professional manner. But you have to be professional to overcome the negative attitude and provide the needed service. Personal reactions

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may be mild and caused by unconcern or lack of interest, but can be deadly to customer satisfaction. Everyone possesses a feeling of self-worth. If you deny this worth by showing a lack of concern or interest, the customer may show the same attitudes toward the department and supply personnel as a defense. Your attitude toward the customer must not be influenced by opinions formed as a result of the customer’s previous acts or attitudes.

Stereotyping is forming a standardized oversimplified mental picture of members of a group. A fixed or general pattern is attributed to all members of the group, disregarding individual distinguishing qualities or characteristics. This implies that the person is no different from anybody else in the same group or category. This in itself is bad enough. But it is even more offensive when the person is placed in a category that you regard as “inferior,” and then reflect this opinion by your attitude. Language barriers result in unsatisfactory service to the customer. In a previous section of this chapter, we described the meaning of communication. It involves a sender and a receiver and a message that is understood by both. The interference (lack of understanding or distraction) that garbles the message becomes a barrier between the sender and receiver. In this case, the receiver should ask for a repeat or explanation. Misunderstood information may be worse than no information. It can result in disappointment, frustration, missed opportunities, or improper actions by the receiver. Following are some causes of interference that the LS should know:

• The customer was vague about the particulars of the problem

• The LS used unfamiliar terms, acronyms, or slang

• Because the LS understood the subject so well, it was not explained as thoroughly as it should have been

• The LS's attitude inferred that the customer and the problem are not important

• Other problems were bothering the customer

• The customer felt rushed

• The customer lacked the confidence in the LSs ability to provide correct information.

Since you serve as the single point of contact to provide supply support and services, the customers have no other place to go for answers. You should ensure that the customer understands the message. Language barriers also exist with the contact-point representative. Wherever the barriers exist, you should make a conscious effort to eliminate them or to compensate for them. To compensate, you should speak slowly and give listener time to follow and interpret what was said or to ask questions. There are several types of language barriers that interfere with communications. Some are cultural, some are physical, some are habit and some are intended to confuse. Cultural and physical barriers are the most difficult for the speaker to overcome. An individual for who English is a second language often has difficulty with pronunciation, meaning and sentence structure. Speech impediments also cause misunderstandings. Some speech habits that interfere with understanding are slurred pronunciation, running words together, speaking too fast, exaggerated drawl or brogue and profanity. When a customer with one of these speech defects comes for service, concentrate on WHAT is being said not HOW it is said. This will reduce distractions to a minimum.

The inability to differentiate between routine and priority will keep you from fulfilling responsibilities to customers. Routines or procedures will enable you to do jobs easier, faster and more accurately. Thus, they are the methods used to achieve the contact point goal, service to customers. If routines are allowed to become the goals, the effectiveness of the contact point will suffer. In the LS billet, routines are to serve people, not people to serve routines.

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PUBLICATIONS

The publications you will use can be divided into two types: procedural and technical. Law governs operations. Procedural manuals have been developed to assist Navy personnel in performing their jobs. Efficient procedures have been developed that save time and limit mistakes. They also make communications between commands clearer and easier to understand. When you transfer from one ship to another, this uniformity makes it easier to transition into the new assignment.

Technical publications are necessary because of the wide range of material required to keep the Navy operating. You will use technical publications primarily to identify material.

The publications needed by ships and stations vary, but most supply departments use those described below.

Navy Regulations

Navy Regulations defines the duties, responsibilities, authority and relationships of the various bureaus, commands, offices and individual officer billets. The bureaus, commands and offices issue publications that spell out the details of compliance with Navy Regulations. These publications may expand and supplement Navy Regulations. There can be no conflict between Navy Regulations and any other publication issued in the Navy since any conflicting wording or regulation in the latter is automatically cancelled.

Standard Organization and Regulations of the U.S. Navy

Standard Organization and Regulations of the U.S. Navy (SORN), OPNAVINST 3120.32 (series), promulgates regulations and guidance governing the conduct of all members of the U.S. Navy.

Organization Manuals

In addition to the publications above, your ship also prepares manuals for use of personnel in the performance of their duties.

The Ship’s Organization and Regulations Manual (SORM) is issued by the CO and outlines the military organization of the ship. It lists the duties and responsibilities of the various departments and divisions of the ship. It shows the personnel allowances of the departments and the billets assigned to the emergency bills (e.g., general quarters, abandon ship, fire).

Supply Department Organization Manual is prepared by the supply officer to cover the responsibilities of the supply department. It may contain any or all of the following subject areas:

• Organization of the department into divisions

• Professional duties and responsibilities of personnel

• Machinery operating instructions and safety precautions

• The flow of work and authority within the department.

You should read and become familiar with the supply department manual. It will give you a better understanding of the specific responsibilities of your department and division. It will also help you do a better job.

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NAVCOMPT Manuals

The Comptroller of the Navy (NAVCOMPT) issues publications pertaining to accounting, financial management and military pay and allowances. The publications that you will use are discussed below.

NAVCOMPT Manual, Vol. 2, Accounting Classifications, contains terminology, authorization, availability, structure and other information regarding appropriations, funds and accounts. Chapter 5 contains alphabetical and numerical lists of unit identification codes (UIC). These are used to identify all activities in the Navy. This chapter may be filed in a separate binder. This manual will help you determine the classification of operating and maintenance costs.

NAVCOMPT Manual, Vol. 3, Appropriation, Cost and Property Accounting (Field), contains accounting procedures for field activities of the Navy.

NAVCOMPT Manual, Vol. 4, Disbursing, contains information covering the responsibilities, duties and accountability of disbursing officers ashore and afloat.

Department of the Navy Staff Offices (NAVSO) Publications

NAVSO Publication 3013 (P-3013), Financial Management of Resources contains accounting procedures for operating budget, operating target (OPTAR), inventory and property and cost accounting for the Operating Forces and designated ashore activities. As a manual of the Navy accounting system, it establishes the methods and procedures for the Operating Forces and designated ashore activities in accounting for and reporting of receipts and expenditures of Navy resources.

NAVSO Publication 3073 (P-3073), Afloat OPTAR Recordkeeper’s Guide is published to help personnel assigned to OPTAR record-keeping duties. It is a highly detailed and illustrated coverage of the OPTAR record keeper's actions in recording requisitions and advance adjustments, preparing OPTAR document transmittals and OPTAR reports and processing the various OPTAR holder transaction listings.

Naval Supply Systems Command Publications

This section describes some of the manuals and publications that are published by NAVSUP.

Naval Supply Systems Command Manual

The Naval Supply Systems Command Manual is issued for the information and guidance of all persons in the Department of the Navy. It is designed to standardized supply procedures. The procedures in the NAVSUP Manual are mandatory unless otherwise stated. The paragraph numbering system of the NAVSUP Manual, shown in (Figure 1-14), consists of a five-digit paragraph number and its subparagraph designators. The following is a breakdown of such a number.

Rev. MAR 2013 1-53 LS: Chapter 1— Supply Organization and Administration

Figure 1-14 — Paragraph numbering system

Explanation— In the paragraph number cited in the example the first digit designates the volume which in this case is volume I; the second digit indicates the chapter of that volume, which in this case is chapter 1; the third, fourth and fifth digits indicate the paragraph of chapter 1 of volume 1, which in this case is paragraph 063. The next four digits are subparagraphs of the basic paragraph. They are discussed in the following paragraphs.

Supply Ashore, Volume II

This volume contains basic supply principles and procedures for supply activities ashore. These procedures include the following:

• Requisitioning and local procurement

• Material Receipt

• Management at field supply points

• Material Expenditure

• Supply System Management

• Storage and Material Handling.

NAVSUP Publications

NAVSUP issues many publications that deal with the different facets of supply. This section discusses some of the publications that are of particular interest to the LS. These publications are also available on CD-ROM (compact disk-read only memory) cataloged as Naval Logistics Library Users Guide (NLL), NAVSUP P-600

NAVSUP publications are sometimes referred to in four different ways. For example, the NAVSUP Publication 485, Naval Supply Procedures may be referred to in various publications and directives one of the following ways:

• NAVSUP Publication 485

• NAVSUP Pub 485

• NAVSUP P-485

• NAVSUP 485.

Rev. MAR 2013 1-54 LS: Chapter 1— Supply Organization and Administration

When referencing NAVSUP publications in correspondence, messages, etc., they should be written as “NAVSUP Publication 485.”

Joint Service Manual for Storage and Materials Handling, NAVSUP P-572

The Joint Service Manual for Storage and Materials Handling (NAVSUP P-572) consolidates the detailed technical information available to the military services on storage and materials-handling operations. It includes information on the receipt, stowage, issue and care of supplies (except for preservation, packaging and packing).

MILSTRIP/MILSTRAP Desk Guide (NAVSUP P-409)

The MILSTRIP/MILSTRAP Desk Guide, NAVSUP P-409, is a handy reference for personnel who originate and process MILSTRIP/MILSTRAP documents. This booklet contains common definitions, coding structures and abbreviated code definitions used on a daily basis. Blank space is provided for entering commonly used routing identifier, fund, project and locally assigned codes.

Supply Afloat Packaging Procedures (NAVSUP P-484)

This publication provides a simple do-it-yourself guide for naval supply activities that have limited packaging facilities. These basic packaging techniques will protect material being transferred and retrograde shipments of repairables.

Naval Supply Procedures (NAVSUP P-485)

This publication establishes policies for the operation and management of afloat and ashore supply departments and activities operating under these procedures. It is designed to assist supply personnel in the performance of their assigned duties and help them in understanding and performing the individual tasks associated with afloat and ashore supply operations.

Although this publication is designed primarily for non-automated (i.e., manual supply procedures) ships, much of the information and policy that it contains applies to all afloat and ashore supply departments.

The procedures contained in the NAVSUP P-485 are the minimum needed to achieve acceptable supply management. They are mandatory unless stated as being optional. It includes the procedures outlined in NAVSUP Manual, Volumes II, as they apply to particular situations.

NAVSUP P-485 contains three volumes, listed below:

• Volume I, Afloat Supply (chapter 1-9)

• Volume II, Appendices (appendix 1-34)

• Volume III, Ashore Supply.

Paragraph numbers in this publication consist of a four-digit number and subparagraph designators. (Figure 1-15) is a breakdown of NAVSUP P-485, paragraph number 5127-7d (4)(a).

Rev. MAR 2013 1-55 LS: Chapter 1— Supply Organization and Administration

Figure 1-15 — Paragraph scheme for NAVSUP P-485

Food S e rvic e Mana gem e nt (N AV S UP P -4 86 )

This publication establishes policies for the operation and management of Navy enlisted dining facilities afloat and ashore. It is designed to assist food service personnel in understanding and performing the individual tasks associated with enlisted dining facility operations.

S hip’s S tore Afloat (N AV S UP P -487)

This publication establishes policies for the operation and management of ship’s store afloat. These include procurement, material receipt, custody and stowage; material expenditure; stock records and inventory control.

Nava l Logis tics Libr ar y (NLL), (N AV S UP P -600)

This publication is issued on CD-ROM, is specifically designed by the Navy Supply Information Systems Activity (NAVSISA), formerly Fleet Material Support Office (FMSO) to make logistics information more accessible to a broad range of personal computer users. The two types of data found in the NLL are full text data (documents such as publications, manuals and instructions) and structured data (fixed format records). The NLL is published biannually in September and March. All changes and rewrites will be included in each release to ensure availability of the most current information. The data included in the NLL are NAVSUP publications, NAVSUP P-4400, Afloat Shopping Guide, NAVSUP P-2003, Navy Forms and Publications and NAVSUP instructions.

Coordinated Shipboard Allowance List (COSAL)

Coordinated Shipboard Allowance List (COSAL) establishes equipage allowances for the ship and the storeroom allowance of repair parts for installed equipment. It covers all electronic, ordnance, electrical and mechanical equipment on board your ship. You must learn to use the COSAL since it is one of the most important publications used in identification of material and inventory management. It is a “technical” and “supply” management document designed to enable ships to achieve maximum operating capability for extended periods of time, independent of external logistics support.

Before we go any further, let's examine that opening paragraph and see what it means to you. The COSAL is a technical document because it provides the: • Nomenclature,

• Operating characteristics

• Technical manuals

Rev. MAR 2013 1-56 LS: Chapter 1— Supply Organization and Administration

• Specifications

• Parts lists

• Technical data for installed equipment and machinery

• Equipage and tools required to operate and maintain the ship and its equipment.

The COSAL is a supply management document because it tells the supply officer how much and what type of material to stock. It also tells the quantity of each item of equipage that must be carried aboard ship.

Computers have analyzed the failure frequency of parts used aboard ships and based on the equipment aboard your ship, have developed an allowance of repair parts that you should stock.

The key word in COSAL is COORDINATED. Computers assemble a list of the allowed parts from the hundreds of Allowance Parts List (APL)/Allowance Equipage List (AEL) into lists of repair parts to be stocked by the ship. These lists are prepared by the activities and cover the equipment supported by them. The preparation of these lists takes into account the following:

• Installed equipment on board

• Quantity of each item of that equipment

• Failure rate of parts

• Relative importance of these parts to the operation of the equipment.

Thus, the COSAL, aided by experience and advice from technical ratings, enables the supply officer to stock the items that should be carried to meet the requirements for repair parts.

Of course, the COSAL will not provide parts for every equipment breakdown. To do this, you would have to carry a complete set of spare equipment and machinery in the storeroom. This is impossible. In a later chapter of this rate training manual (RTM), we cover a system of reporting that will greatly improve the effectiveness of the COSAL, but the present COSAL is far superior to any system previously used to provide repair parts support for the equipment and machinery aboard ship.

The COSAL does not include the following:

• Ship’s store stocks

• Resale clothing

• Subsistence items

• Expendable ordnance

• Recreational equipment

• Hydrographic charts

• Medical material

• Printing equipment

• Bulk fuels and lubricants

• Repair parts for aircraft.

These items are covered by separate outfitting and load lists.

Flagship allowances are included in Hull, Mechanical, Equipage (HME) COSAL.

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Keep in mind that you will use the COSAL for two main reasons: (1) To identify repair parts (2) To determine storeroom allowances.

This includes the material in your storeroom and the material requirements of maintenance personnel. There is much more information contained in the COSAL that you may use, depending upon the type of job you are assigned to do.

If you are assigned to the supply support center or repair parts storeroom, you must be able to use the COSAL. How well you are able to use it will depend on how well you understand the purpose and content of each part.

Refer to the COSAL Use and Maintenance Manual, NAVSUP WSSINST 4441.170 (series), for detailed instructions in its use.

NAVAIR Publications and Directives

Publications dealing primarily with the operation and maintenance of aircraft and related equipment within the Department of the Navy are issued by or under the direction of NAVAIR. NAVAIR publications that are important to the supply technical library are briefly described in the following paragraphs.

Naval Aeronautical Publications Index

The Naval Aeronautical Publications Index (NAPI) is issued in the following parts:

• Equipment Applicability List, NA 00-500A

• Avionics Change Cross-Reference, NA 00-500AV

• Aircraft Application List, NA 00-500B

• Directives Application List, NA 00-500C

• Microfilm Cartridge Cross-Reference, NA 00-500M

• Publications Distribution Index, NA 00-500P

• Support Equipment Cross-Reference, NA 00-500SE

• Airborne Weapons/Stores, Conventional/Nuclear, Check Lists/Stores Reliability Cards/Manual, NA 01-700

• Navy Stock List of Publications and Forms, NAVSUP P-2003.

Allowance requirements registers (ARRs), allowance lists (ALs) and tables of basic allowances (TBAs) are approved by NAVAIR and published by NAVSUP WSS. Refer to table 1-2 for a list of common ARRs, ALs and TBAs.

Allowance Requirements Registers

The ARRs list material and equipment for the purpose indicated in the register. Material listed in the ARR is normally retained in supply department stocks until required for use. The various ARRs are used as guides in establishing an Aviation Consolidated Allowance List (AVCAL) for ships, air stations and marine air group (MAG). The AVCAL is a list of all items authorized to be carried in stock by these activities for support of aircraft and missiles.

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LS: Chapter 1-Supply Organization and Administration

Table 1-2 - List of Common ARR, AL, TBA

SECTIO:-.-

:-.-AY.-\IR P1JB :-.-0. co:-.-rr·•.•Ts A (ARR) 00-35QA- l General aeronautical andSA material common to nrious types of aircraft B (ARR) 00-35QB series Repair parts (airframes. engines. accessories) peculiar to special types of aircraft BR (ARR) 00-35QBR series Repair parts (airframes, engines, accessories. electronics) peculiar to specific target aircraft or drone helicopters D (ARR) 00-35QD series Repair parts and special tools for maintenance suppon of catapults on C\'s E (.-'\RR) 00-35QE series Repair parts and special tools for maintenance suppon of arresting and barrier gear on aircraft carriers F (ARR, AL) 00-35QF series Aircraft launching accc.-ssories and \i·sual landing aids G (AL) 0035QG-016 series General suppon equipments andrequired for 0- and -levels or aircraft maintenance H (AL) 00-35QH series Flight operational material such as flight clothing, parachutes, oxygen masks inflatable life rafts and lift jackets, compasses, etc. J (AL) 00-35QJ- l Aircraft model spotting templates for use of Air Departme nt personnel on CVs, LPHs, !.HAs, and LPDs in simulating deck spotting of aircraft for aircraft operations L (AL) 00-35QL-22 23 series :-.mRtll&Qgj&i!! equipment, material, publications, and forms required by certain activities L (.-'\RR) 00-35QL--IO 50 60 series Repair parts and subassemblies required for maintenance of meteorological electronic equipment (ARR) 00-35Qseric.-s Repair parts peculiar to specific models of turbojet and aircraft engines P (AL) 0035QP- I through II series Photographic equipments and materials required by certain acti\·ities P (ARR) 00-35QP-20 series Repair parts for the photographic components of the I ntegrated Operational Intelligence Center (IOIC), and for certain mobile photographic laboratories P (ARR) 00-35QP-30 series Repair parts for airborne photographic systems R (ARR) 00-35QR--I General electronic materials required for maintenance of \'arious a\·ionics equipments and systems R (.-'\RR) 00-35QR-6 Aeronautical electronic accessories common to designated aircraft classes

R (ARR.)

00-35QR series

Repair parts, spare components, assemblies, and subassemblies peculiar to specific aeronautical electronic equipment

X (ARR)

00-35QX series

Repair parts, spare components, assemblies, and subassembl ies peculiar to specific aircraft armament, fire control, instrument, or electrical systems

z (ARR.)

00-35QZ series

Repair parts for ponable electric Rrorlwt:;. precision measuring equipment, and ground suppon equipment (GSE)

(TBA)

00-35T series

Equipment and maintenance materials required to suppon the mission(s) of a specified a\'iation squadron or units

Allowance Lists

The Allowance List (AL) contains material and equipment for the purposes indicated in each list. The Als are used as guides in establishing the Individual Material Readiness Lists (IMRLs). The contents

Rev. MAR 2013 1-59 LS: Chapter 1— Supply Organization and Administration

of ALs include the equipment and material (both consumable and repairable) necessary to outfit and maintain units of the aeronautical organization. The ALs also identify items used with sufficient frequency to justify their issuance to all activities maintaining aircraft or equipment for which the lists are designed and information concerning NSN, nomenclature, interchangeability and superseded NSNs. The ALs provide detailed instructions for the application and use of each publication, as well as a table of logistic data showing the total weight and cube of all material contained in the list.

Tables of Basic Allowances

The TBAs are listings of equipment and material required for performance of specific missions. They contain both shop equipment and common supporting spare parts and include allowances of tools and material required for the use of such activities as fleet marine force (FMF) squadrons, guided missile activities and drone-type activities.

Technical Manuals

Technical manuals normally contain a listing of parts and drawings of the parts for identification purposes. The parts lists normally identify the manufacturer, manufacturer’s part number and NSN (if one is assigned).

The Naval Ships Technical Manual (NSTM) is usually kept in the engineering department as it pertains primarily to engineering matters. You will refer to it occasionally for technical data on the following:

• Material

• Preservation of supply spaces

• Safety precautions in stowing safe, semi-safe and dangerous materials.

Illustrated Parts Breakdown

An illustrated parts breakdown (IPB), also known as an illustrated maintenance parts list or illustrated parts catalog, is prepared by the manufacturer for each model aircraft, engine accessory, electronic equipment, or support equipment (SE). It is printed and issued by the authority of NAVAIR. The IPB is designed to allow supply and maintenance personnel to identify and requisition replacement parts for aircraft or equipment. All procurable assemblies with detailed parts are illustrated and listed in such a manner as to make possible quick identification of assemblies and their component parts. The items are arranged continuously in assembly breakdown order with the illustrations placed as near as possible to their appropriate listing.

Technical Directives

Supply personnel will often be required to prepare or process requisitions for component parts required for incorporation of technical directives (TDs). Therefore, it is necessary to understand the different types, titles, categories, arrangement and locations of applicable supply data included in them. A TD may direct that component parts or material be added, removed, changed, altered, relocated, or repositioned. NAVAIR has management responsibility for the configuration management program. This program was established to control and track modifications to aeronautical equipment using the TD system. Specific information concerning the TD program is in NAVAIRINST 5215.12 (series), Naval Air Systems Command Technical Directives System. Additional information concerning TD compliance at the O- and I- and D-levels, documentation procedures and reporting

Rev. MAR 2013 1-60 LS: Chapter 1— Supply Organization and Administration

requirements may be found in chapters 5 and 10 of the Naval Aviation Maintenance Program (NAMP), COMNAVAIRFORINST 4790.2 (series).

There are two types of TDs, formal and informal, which are distinguished by their method of dissemination. They are normally distributed as technical notes/orders, bulletins, or changes. There are three action categories of TDs: immediate, urgent and routine. These categories are important to the LS because they determine the priority on which the TD kits/parts may be requisitioned. These categories are as follows:

Immediate. This category is assigned to TDs when an uncorrected safety condition exists that could result in a fatal or serious injury to personnel, destruction to valuable property, or extensive damage. Compliance must be accomplished before returning aircraft or equipment to service. Kits/ parts required in this category should be requisitioned using supply issue group I.

Urgent. This category is assigned to TDs when a potentially hazardous condition exists that, if uncorrected, could result in injury to personnel, damage to valuable property, or unacceptable reduction in operational efficiency. Although this category does not remove aircraft/equipment from service, it does have a date or specific time frame (for example, next phase inspection) assigned by which the TD must be accomplished. Kits/parts in this category should be ordered using supply issue group I or II, depending on the date assigned for completion.

Routine. This category is assigned to TDs when there are reliability, capability, or maintainability deficiencies that, if uncorrected, could become a hazard through prolonged use or have an adverse effect on the life or use of the affected equipment. This category does not have specific compliance dates assigned. Kits/parts in this category should be requisitioned using supply issue group III.

Instructions and Notices

Various instructions and notices issued by DoD, OPNAV, SECNAV, NAVSUP and NAVSUP WSS are covered in the following paragraphs.

Naval Aviation Maintenance Program

The Naval Aviation Maintenance Program (NAMP), COMNAVAIRFORINST 4790.2 (series), is sponsored and directed by the CNO and addresses CNO concepts, objectives, policies, programs, organizations and responsibilities as they apply to aviation maintenance for each level of command. It is comprised of 17 chapters and 7 appendices which include:

Chapter 5— Maintenance Control, Production Control and Maintenance/Material Control;

Chapter 9— Material Management

Chapter 10— Naval Aviation Maintenance Program Standard Operating Procedu res (NAMPSOPs).

COMNAVAIRFORINST 4790.2 (series) is the basic instruction that outlines duties and responsibilities of a supervisor working in material control divisions of a squadron or an aircraft intermediate maintenance department (AIMD) or involved in SSC operations.

Uniform Material Movement and Issue Priority System

The Uniform Material Movement and Issue Priority System (UMMIPS), OPNAVINST 4614.1 (series), contains information concerning force activity designators (FADs), issue policy designators, requisition processing, delivery dating, mission essential material, abuses and policing of the priority system and expedited handling of critically needed items.

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Navy Correspondence Manual

The Navy Corre sp o n de n ce Man ua l, SECNAVINST 5216.5 (series), as mentioned previously in this chapter, is the official guide for the preparation of naval correspondence.

Standard Subject Identification Codes

The Department of the Navy Standard Subject Identification Codes (SSIC) Manual, SECNAV Manual M-5210.2, provides standard subject identification coding for classifying correspondence, numbering instructions and notices and assigning report symbols.

Maintenance of Publications and Instructions

The technical publications and instructions maintained by a technical library are only as good as the most current up-to-date issue. Your responsibility does not end after you make sure all publications you require are available. They must be kept current. The publications that you receive by automatic distribution will also be updated by automatic distribution of changes. Those publications that you obtain for one-time use only must be reviewed periodically to determine the effective dates. Two methods, changes and revisions update technical manuals and publications.

Change

A change to a manual or publication consists of a set of replacement change pages for the area of the manual affected by the change action. This approach provides both an economical and expedient method of issuing new or corrected material to the user. Upon issue, it is necessary for the recipient to remove the superseded pages and insert new material. This action is required for paper manuals only. When a change to a microfiche is required, the microfiche is usually reissued in its entirety.

Revision

Unlike a change, a revision constitutes a complete reissue or a replacement of a manual with all change information incorporated. Issue of a revision normally takes place when 60 percent or more of the document is affected by a single change or accumulated changes, or in the event manual use would be impaired because of change complexity.

SUMMARY

In this chapter, the organization of the Navy Supply System and the role of an inventory manager was described. The functions of the inventory control points and supply in Fleet Commands and the structure of the Fleet and Industrial Supply Centers were discussed. The functions and organization of the supply departments, afloat and ashore, including those with or without a supply corps officer was illustrated. Also, the procedures for correspondence and the standards for writing letters, memoranda, messages and other general and administrative duties of Logistics Specialist in the Navy was explained. The categories of classified information, types of security clearances and the procedures for handling various classes of classified information were discussed. In addition, Navy publications and the proper way of determining the correct publication to use for the purpose at hand were explained. Finally, this chapter discussed the importance of providing good customer service to all individuals and the effects it will have on the image of your office, your rating, your command and the Navy as a whole.

Rev. MAR 2013 1-62 LS: Chapter 1— Supply Organization and Administration

(This page was left blank intentionally).

Rev. MAR 2013 2-1

CHAPTER 2

MATERIAL IDENTIFICATION

One of the main duties of a Logistics Specialist is to identify and requisition general and aeronautical material. This chapter provides basic information to help you develop the knowledge you need to perform these duties. You may not have all the facts memorized, but you should know where to find the information required. As you gain experience in your rate, you will be able to retain most of this information. Memorizing commonly used information will help, since speed is an essential element in processing high priority requisitions. Processing time starts when requisitions are ordered. It ends when the material is delivered and received by the customer. In this time limit, technical research, requisition preparation, breakout of material and delivery must be accomplished. Therefore, you cannot spend most of the time allowed in material identification.

Proper material identification is essential to the requisitioning and receipt of the correct item. You must understand the terminologies used in material identification. The appendix section of this manual lists some of these terminologies and acronyms. For more information, refer to the list of publications used as references in writing this manual.

There are over four million supply items in the Department of Defense (DoD) Supply System. The Navy Supply System alone stocks over one million items. When requisitioning a specific item from a supply activity, you must use the common language that has been developed to accurately identify the item. This tool is known as the Federal Supply Catalog System.

LEARNING OBJECTIVES

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

1. Identify material cognizance used throughout Naval Supply System.

2. Identify materials using the Federal Catalog System.

3. Identify metals and gas cylinders by their markings.

4. Determine the location of item descriptions from standard references.

5. Interpret and properly use various publications, technical directives, lists and catalogs to perform and accomplish technical research.

6. Describe uniform SM&R codes, management tools and means of interservice and integrated material support of systems, equipment and end items.

7. Understand the overall capabilities within maintenance and supply to the various logistic support levels.

8. Recognize, maintain and update various publications and maintenance directives used by maintenance and supply personnel.

LS: Chapter 2— Material Identification Rev. MAR 2013 2-2

FEDERAL CATALOG SYSTEM

National Stock Number

The national stock number (NSN) for an item of supply consists of a four digit FSC group and class and a nine-digit national item identification number (NIIN). The NIIN consists of a two-digit national codification bureau (NCB) code (which will be discussed separately) and seven digits in conjunction with the NCB code, uniquely identify each NSN item in the Federal supply distribution system. (Figure 2-2) shows the elements of an NSN in the order they are written.

MATERIAL COGNIZANCE

The term material cognizance refers to the inventory manager and technical advisor of each category of material in the supply system. A category of Navy material is a major grouping of items for supply management purposes. The list of cognizance symbols (COGs) can be found in the Naval Supply Procedures, NAVSUP P-485, Appendix 18.

Navy Material

Cognizance symbols are two-character, alphanumeric codes prefixed to national stock numbers. The first character of the cognizance symbol identifies the store's account. The following information refers to the first character of the cognizance symbol:

1, 3, 5, 7 Material is held in the Navy Stock Account (NSA). When this material is issued, it must be paid for by the requisitioner.

9 Material purchased by the Defense Stock Fund and held in NSA. When this material is issued, it must be paid for by the requisitioner.

2, 4, 6, 8 Material held in the Appropriations Purchase Account or non-stores account. This material is issued without charge to the requisitioner.

0 Material is not carried in the stores account.

The second part of the cognizance symbol is a single-letter code that designates the inventory manager or inventory control point (ICP) that has cognizance, or control, of the material. These inventory managers may be Navy or Defense activities.

Cognizance Symbol

A two-part cognizance symbol is used by the Navy to provide supply management information. There are 94 cognizance symbols currently in use. The majority of stock transactions aboard ship use cognizance symbols 1H, 9B and 9Q. Refer to Naval Supply Procedures, NAVSUP P-485, for additional information. The cognizance symbols frequently encountered by the LS are listed in (Figure 2-1). To understand cognizance symbols, you must understand the following terms:

• Stores Account: This is an account reflecting the value of material, supplies and similar property on hand. The accounts used by the LSs are the Appropriation Purchases Account (APA) and the Navy Stock Account (NSA)

• APA: This account is for all stock material paid for out of appropriations. This material is not charged to cataloging, identification, determination of requirements, procurement, inspection, storage and distribution of categories of material

LS: Chapter 2— Material Identification Rev. MAR 2013 2-3

• Technical responsibility: This is the systems command or office that determines the technical characteristics of equipment. For example, the electronics equipment characteristics include items such as circuitry and the types and arrangement of components

• Expense type item: This term identifies stock items that are financed by the Defense Business Operating Fund and are the same as NSA items

• Consumable: Consumable material is material that is consumed in normal use. Some of the examples of these materials are paints, cleaning supplies, office supplies and common tools.

2-4 Rev. MAR 2013

LS: Chapter 2-Material Identification

COGSDIBOL COG)UZ... t\..'.'H 1::--IVE::-ITORY H.<\..'.lAGER STORES ACCOlNT IECH:\!1CAL RESPO::--ISIBIUTY

DEf i::'{ITI0::--1

01 N AVSU PWSS Philadel ph ia

::--lone

Yarious commands

Publications II DLA Document Services ::--ISA DLA Documen t Servi ces Forms

lR

NAVSUP WSS Ph iladel phia

::--ISA

::--laval Air Systems Command Aeronautical, photographic, and meteorological material (consumable or expense type material)

-tR

NAVSUP WSS Ph iladel phia

APA

::--laval Air Systems Command Catapult and arresting gear material (repairable or investment type material) -tY ::--laval Air Systems Command APA ::--laval Air Systems Command Aircraft engines

-t Z N AVSU P WSS Phi ladel phia

APA ::--laval Air Systems Command

Airborne armament equipment

5R

NAVSU PWSS Phi ladel ph ia

::--ISA

::--la\·al Air Systems Command Catapult and arresting gear material (consumable or expense type material)

6R

NA VSUPWSS Philadel phia

APA

::--laval Air Systems Command Aviation ground support equipment (repairable or im·estment type material) 6\' ::--laval Air System Command APA ::--laval Air Systems Command Technical directive change kit

7R NA VSU PWSS Philadel phia

::--ISA ::--laval Air Systems Command Depot-level repairable aviation material

9C (9B)* DLA Land a nd Ma ritime ::--ISA

Fleet :\1aterial Support Office ::--la\)"-0\\1led stocks ofdefens.e construction material

9D (9B)*

DLA Troop Su pport

::--ISA

Fleet :\!aterial Support Office ::--la\)"-0\\1led stocks of clothing, textiles, and related items managed by DPSC

9G (9B)*

DLA Aviation

::--ISA Fleet :\1aterial Support Office ::--la\)"-0\\1led stocks of defense general material

9::--1 (9B)* DLA La nd a nd Ma ri ti m e

::--ISA Fleet :\1aterial Support Office ::--la,;,·-0\\1led stocks of defense electronic material

9Q

General Sen·ices Administration

::--ISA

Various commands ::--la\)"-0\\1led stocks of items accepted by the GSA for support of ::--Ia\;,· requirements

9Z (9B)*

DLA Troop Support

::--ISA

\'arious commands ::--la\y-0\\1led stocks of defense industrial material ::--IOTE: *DLA BS:\1 initiative has merged most Defense Supply Center material to 9B cognizance symbol

2-5 Rev. MAR 2013 LS: Chapter 2— Material Identification

Figure 2-1 — Cognizance Symbols Commonly Encountered by the LS.

Material Control Codes

A Material Control Code (MCC) is a single alphabetic character assigned by the inventory manager. It is used to segregate items into manageable groupings (fast, medium, or slow movers) or to relate to field activities special reporting and control requirements. Refer to Supply Appendices of NAVSUP P-485 that provides a listing of material control codes. The MCC occupies card column 73 of the transaction detail card or MILSTRIP requisition. Table 2-1 contains a list of material control codes commonly encountered by the LS.

Table 2-1 — A list of Material Control Codes Commonly Encountered by the LS

Federal Supply Classification System

The Federal Supply Classification (FSC) system is designed to classify all items of supply used by the Federal Government. Each item of supply is classified in one and only one, four-digit Federal Supply Class. The first two digits denote the group or major division of commodities while the last two digits denote the class or subdivision of commodities within a group. As presently established, the FSC consists of 78 groups (some currently unassigned). These stock groups cover rather broad categories of material. Therefore, they are subdivided into classes. There are approximately 600 classes assigned to the 78 groups.

The number of classes within each group varies. Each class covers a particular area of commodities, in accordance with their physical or performance characteristics, or based on the fact that the items in the class are usually requisitioned or issued together. You will learn the frequently used classes within the groups by using them. Examples of how the classes are used to divide types of material are shown in (Figure 2-1). Together, the stock group and class are known as the FSC.

The web-enabled Defense Logistics Agency Cataloging Handbook, (H2), contains a complete listing of assigned federal supply classification classes. This DLA handbook is also available in CDROM.

Federal Supply Classification

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The Federal Supply Classification (FSC) is a four-digit number that occupies the first part of an NSN. The Defense Logistics Agency (DLA) Cataloging Handbook H2 lists the groups and classes in use today. The Defense Logistics Information Service (DLIS), Battle Creek, Michigan, is responsible for managing this handbook.

Figure 2-2 — Examples of supply classes within a stock group. National Codification Bureau (NCB) Code

The NCB code is a two-digit code that occupies the fifth and sixth position of a NATO stock number. This code identifies the NATO country that originally cataloged the item of supply. Table 2-4 shows the NCB codes currently assigned. The NSN assigned by United States uses NCB codes “00" and “01." The different NCB codes may be assigned to different materials, but they are identified by the same NIINs. For example, material assigned with NIIN 00-005-9895 is a terminal block and 01-005- 9895 is a panel assembly. It is very important that you use the last nine digits of the NSN to identify the required material.

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Table 2-2 — National Codification Bureau (NCB) Codes

National Item Identification Number

The national item identification number (NIIN) is a nine-digit number that identifies each item of supply used by the DoD. The NIIN indexes or relates to identification data information that makes it different from every other item. The amount and type of identification data depends on the item and its intended use. Although the NIIN is part of the NSN, it is used to independently identify an item. Except for identification lists, most federal supply catalogs are arranged in NIIN order.

Stock records are also maintained in NIIN order as well as load lists and consolidated allowance lists.

Special Material Identification Codes

A special material identification code (SMIC) adds information to the National Stock Number. The inventory managers assign the SMIC to provide visibility to selected items and to ensure maintenance of their technical integrity. The requests for assignment of SMIC codes are forwarded to NAVSUP for processing. The SMICs are made up of two alpha or numeric characters and are reflected in card columns 21-22 of MILSTRIP documents. The SMIC may be assigned by an inventory manager to an item when it requires the following:

• Control in source, quality, technical design or configuration requirements

• Control in procurement, stocking and issue

• Special receipt, inspection, testing, storage or handling

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• Weapon system applicability.

The first character of the SMIC has no meaning by itself. For example, the second position “F” signifies fighter aircraft. The letter in the first position breaks down the general type of fighter aircraft into specific models. For more information, refer to NAVSUP P-485 Volume II, Appendix 14, for a complete list of assigned SMICs The following are some examples of these breakdowns:

• BF F-4 Fighter aircraft

• EF F-8 Fighter aircraft

• FF F-9 Fighter aircraft

• MF F-4 Fighter aircraft

• PF F-14 Fighter aircraft

• SF F-18 Fighter aircraft.

The second position of the SMIC assigned by the Naval Inventory Control Point (NAVSUP WSS) identifies the applicable weapons system or equipment. Most of the SMICs you will use are NAVSUP WSS assigned codes and these are the codes discussed in this chapter. For more information, refer to NAVSUP P-485, Volume II, Appendix 14, for a complete listing of assigned SMICs. The following is a listing of the second character of an SMIC that you will usually encounter:

• A—At tack aircraft

• C—Car go/transport aircraft

• E—S pecial electronic aircraft

• F—Fi ghter aircraft

• H—Helico pters

• N—Je t engines

• P—P atrol aircraft

• Q—T urbo prop engines

• S—A ntisubmarine aircraft

• T— Trainer or cargo/transport aircraft.

The SMICs are made up of various combinations of letters and numbers. This combination of letters and numbers might be the same but have a different meaning when used by other inventory managers. Some of these inventory managers are NAVSUP WSS-MECH Project Officer, NAVAIR, Naval Mine Warfare Engineering Activity (NWEA), NAVSUP and Naval Sea Systems Command (NAVSEA). You must use NAVSUP P-485, Volume II, Appendix 14, as your reference when conducting technical research to make sure the information used is correct. (Figure 2-3) shows an example of an NSN with SMIC.

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Figure 2-3 — An example of a national stock number with a special material identification code.

Navy Item Control Number

As we have discussed in a previous paragraph, NSNs are required for all items centrally managed or bought for supply system stock. With changes of equipment and products, the Navy buys new items from the suppliers. New items entering the Navy supply system are identified in time to permit assignment of NSNs before shipment. In numerous instances, the Navy Item Control Number (NICN) is used to identify the items before an NSN can be assigned (Figure 2-4). Some items are permanently identified by the NICN because of the nature of the items. The NICN designation includes the following:

• Inventory Control Points (ICP) control numbers

• Kit numbers

• Publications and forms ordering numbers

• Local Navy Activity Control (NAC) numbers

• Other locally assigned numbers.

The NICN is a 13-digit number that identifies an item of supply. It is composed of the following parts: Federal Supply Classification (FSC) code (numbers that occupy the first four digits of the NICN); Navy Item Control (NIC) number code (letters that occupy the 5th and 6th position); and Serial number (alphanumeric and occupies the 7th through 13th position).

The NIC number codes that you must be familiar with are listed in table 2-3. These codes differentiate the types of NICN. Refer to Naval Supply Procedures, NAVSUP P-485, for additional information.

Figure 2-4 — Navy item control number to national item identification number.

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Table 2-3 — Navy Item Control Number (NICN) Codes

Permanent LL Coded NICNs

The NICNs with “LL” in the 5th and 6th positions and a “C” in the 7th position mean that the ICPs or other Navy item managers (including field activities) assigned them. Its purpose is to identify and monitor non-stocked items that are not expected to have enough demand to qualify for NSN assignment. The NICNs are assigned to permit the maintenance of a complete and uniform inventory control point weapons system file. It is also used to ensure that selected items are considered for inclusion in future allowance lists. Stock points must purchase items identified by this type of NICN Stock points currently do not have the capability to translate permanent LL coded NICNs to applicable CAGEs and part numbers. The items are requisitioned using the DoD Single Line Item Requisition System Document, DD 1348-6 format (part number requisition) or Non-NSN Requisition, NAVSUP Form 1250-2.

Temporary LL Coded NICNs

The Defense Logistics Information Service (DLIS) uses temporary NICNs to identify and control items pending assignment of NSN. These NICNs enables the item manager to establish and maintain automated file records, to ease procurement action and to maximize automated processing of requisitions.

The cognizant item managers review the temporary NICNs periodically to convert them to NSN or to delete the ones that are no longer required. When a requisition identifies an item by a temporary NICN that has been converted to an NSN, the status card will include the new NSN in card columns 8 through 22 and status code “BG” in card column 65-66. Refer to the MILSTRIP/MILSTRAP Deskguide, NAVSUP 409, for status code research. You should update the stock/custody records and copies of outstanding requisitions as soon as you receive this information. The NAVCIP is responsible for maintaining NICN to NSN cross-reference list. For activities that use FED-LOG, searching by NICN to view the associated NSN is one of the options that can be used during technical research.

Local Item Control Number

Local item control numbers (LICN) may be assigned to shipboard stocked consumable items that are not identified by an NSN, a NATO stock number, or another type of NICN. A LICN consists of 13 characters. The first four numbers correspond to the FSC of similar NSN items, the fifth and sixth (NCB code area) are “LL,” and the remaining seven are all numbers (Figure 2-5).

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Figure 2-5 — An example of a local item control number.

Locally assigned item control numbers are authorized for local use only (i.e., for shipboard stock records, locator records, bin tags, issue documents, etc.)... They are not used for requisitions since they would be meaningless to the supply source.

Technical Manual Identification Numbering System (TMINS)

The TMINS is a plan for classifying, indexing and numbering Navy technical manuals to encourage standardization and modernization. The 13-character number, patterned after the 13-digit national stock number, serves both as the technical manual identification number and as the number used to requisition a particular technical manual. TMINS numbers are authorized for use on DD Forms 1348 or message requisitions in DD Form 1348 form at using RIC A04 or A0D, as appropriate. Refer to Naval Supply Procedures, NAVSUP P-485, for further information on the TMINS.

Part Number

The part number, also called reference number, is an identification number assigned to an item by the manufacture. It is made up of letters, numbers, or combinations of both. When used with the CAGE code, it identifies the item. It is used with other technical data (for example, model, series and end-use application) to requisition an item when an NSN is not assigned. Part number to NSN cross-reference is provided in FED-LOG, or any computers that contain Master Cross Reference List (MCRL) information. Requisitioning procedures for part number requisition are described in Naval Supply Procedures, NAVSUP P-485.

Commercial and Government Entity Code

The Commercial and Government Entity (CAGE) Code replaces the Federal Supply Code for Manufacturers (FSCM). The CAGE is a five-digit, numeric code assigned to different types of activities for identification. The CAGE for vendors who supply an item but do not manufacture it is identified by an alphabetic character in the second position; for example, 113234. Other NATO manufacturers of items used in the U.S. supply system use CAGE with an alphabetic character in the first position, e.g., K7654. The web-enabled Defense Logistics Agency Cataloging Handbook (H4) provides a list of CAGE codes and activity names. CAGE is also listed in the database for FED LOG users.

Stock Measurement

Accurate measurement of stock is very important. When identifying either material or requirements, you should consult the stock list to be sure you are making the right measurements accurately. For most purposes, a steel measuring tape is accurate enough. For lightweight sheet metal or wire, a wire

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and thickness gauge is necessary. Stock identification lists contain tables for converting gauge to decimal or fractional parts of an inch.

SYMBOLS AND MARKINGS

As an aid to identification and as a safety precaution, many items are marked by symbols, codes and serial numbers.

Symbols

In addition to the NSN, symbols and color codes are used on certain metal products and compressed gas cylinders. These are used primarily by technicians to quickly identify these products and by you for storage purposes. In ordering and expending, the NSN should be used.

Metal Products

Marking of iron and steel (ferrous) and other metal (nonferrous) products is covered by FEDSTD-183C, Continuous Identification Marking of Iron and Steel Products, which provides for continuous marking.

The term “continuous identification marking” means that the marking appears at set intervals on a piece of stock. It is put on with a heavy ink, similar to paint. When a piece of bar stock is cut, each piece should carry the proper identification. The markings must give: (1) the producer’s name or registered trademark and (2) the commercial designation of the material.

Marking terms for the various commercial designations are found in FED-STD- 183C, Continuous Identification Marking of Iron and Steel Products.

Some iron and steel products are not included in the continuous identification marking system outlined in FED-STD-183C, Continuous Identification Marking of Iron and Steel Products. Required markings for these products are included in the material specifications. For example, boiler tubes are not marked continuously, but Navy specifications covering boiler tubes usually require that tubes of a certain size be marked at each end. Smaller tubes than those covered in the specifications may be bundled and tagged. NAVSUP P485 and FED-STD-183C contain information on how and where these markings must appear on various metal products.

Compress Gas Cylinders

A common color code for compressed gas cylinders is published in MIL-STD-101B, Color Code for Pipelines & for Compressed Gas Cylinders and NAVSUP P-485 to provide a visual warning to supplement the identification or title lettered on the cylinders, facilitate the segregation of these cylinders at depots and promote greater safety.

Cylinders are color coded as a visual aid in identifying the gas contained therein. However, complete dependence for identification should not be placed upon the color coding. Positive identification of each gas depends upon the stenciled name and color code of the cylinder and the indented name on the valve body (Figure 2-6).

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Figure 2-6 — Color codes for compressed gas cylinders.

Numerical Markings

To facilitate identification, certain technical material may bear numerical markings assigned either by direction of the responsible command or by the manufacturer. These numbers are used in maintaining records on the material and appear on all vouchers, records, custody cards and survey reports.

Manufacturer’s Serial Numbers

Manufacturers’ serial numbers may be etched on the material or in case of portable and installed equipment may be attached to the equipment by nameplates. Information usually included on nameplates includes the manufacturer’s name, make or model number, serial number, size and voltage.

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Other Numbers

DRAWING NUMBERS. Certain technical materials are identified by a drawing or sketch number assigned by the controlling bureau or systems command or by the manufacturer and must appear on all requisitions when a stock number is not assigned.

JCEC NOMENCLATURE. Some items of electronic equipment are identified by Joint Commu- nications Electronics Committee (JCEC) nomenclature (AN/UYK-5(V)) or Navy type (R-390A/URR) or model number (MK 9 MOD 2) as well as stock and serial number. In addition, mark and modification numbers identify major units of fire control radar equipment.

MARK AND MODIFICATION NUMBER— Ordnance material usually is given a mark and modification number, a drawing number and a piece number. These serve to identify the part and facilitate reference to ordnance publications. Ordnance equipment may also be serially numbered, giving individual identity to units that are physically alike. This number is stamped on certain ordnance equipment, such as a rifle or pistol, to facilitate identification of the manufacturer and to place responsibility for custody.

SOURCES OF MATERIAL IDENTIFICATION

This chapter presents different sources of information that are needed in performing technical research. Material identification does not end with the assignment of the NSN. Some means of identifying other particular needs by the stock number must be provided to the customers. This includes the means of determining the correct quantities of these items to carry in stock. Identification of needs may be determined by using the lists described in the following paragraphs.

• Management List-Navy—p rovides current data for requisitioning purposes (unit/issue/ price, etc.).

• Allowance Lists—c ontain the items authorized and recommended quantities that should be on hand and provide descriptive data that associate a material requirement to an NSN.

• Load Lists—r eflect the range and depth of material carried by Combat Logistics Forces (CLF) ships (including tenders and repair ships), or bases to fulfill assigned supply support of fleet units.

PUBLICATIONS, LISTS AND CATALOGS

All Logistics Specialist should become proficient in the use of various Federal Catalog System and Naval Supply Systems Command (NAVSUP) publications.

Complete and accurate management data must be available for requisitioning purposes and for effective financial and inventory control of material. The Management List-Navy (ML-N) provides the basic management data. Related publications supplement the ML-N by providing additional management data or by consolidating certain information for reference purposes.

Publications cover data using the format of the national stock number (NSN) and national item identification number (NIIN). The short descriptions of what is contained in each publication should be used as a first step in obtaining required material identification and management data.

Federal Logistic Data

Federal Logistics Data (CD-ROM) is available to access DoD logistics data. It replaces the cumbersome data retrieval process of the microfiche media used for earlier Federal Catalog System

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(FCS) and Navy unique publications. It is also an interactive query system using the following types of search criteria:

• Part Number

• Commercial and Government Entity (CAGE)

• National Item Identification Number (NIIN)

• National/NATO Stock Number (NSN)

• Permanent System Control Number

• Supplier Name

• Item name, Navy Item Control Number (NICN)

• Engine Number

• Master Repairable Item List (MRIL)

• Shipping Code

The Federal Logistics Catalog reduces the time required to access the information needed to identify and order supplies. It also contains extracts of data found in the following FCS publications:

• Management List-Navy (ML-N)

• Management List-Consolidated (ML-C)

• Master Cross Reference List (MCRL)

• Federal Logistics Data Record (FILDR)

• Identification List (IL)

• Interchangeability and Substitutability (I and S)

• Commercial and Government Entity (CAGE)

• Federal Supply Classification Groups and Classes (H2)

• Freight, Selected Federal Item Name Directory for Supply Cataloging Data (H-6). Navy unique publications consist of the following: • List of Items Requiring Special Handling (LIRSH)

• Master Repairable Item List (MRIL)

• Navy Item Control Number to National Item Identification Number (NICN-NIIN) Cross Reference.

The FED LOG CD-ROMs are replaced as the data gets updated monthly via automatic distribution. Refer to FED LOG User’s Manual for detailed information and operation instructions for the system.

General Services Administration Federal Supply Catalog

The General Services Administration (GSA) Federal Supply Catalog lists approximately 20,000 line items that are stocked in GSA supply distribution facilities. The items listed in this catalog are assigned cognizance 9Q. The GSA Federal Supply Catalog serves as the major merchandising instrument of the Federal Supply Service (FSS) Stock Program and consists of a guide and six

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commodity categories such as office supplies; hospitality supplies; industrial supplies; safety products; great outdoors; and tools and hardware.

The GSA Supply Catalog also contains consolidated alphabetical and NSN indexes to all stock items. The NSN indexes are listed in stock number sequence under assigned group and class. It provides detailed information concerning the program and requisitioning procedures.

Afloat Shopping Guide

The Afloat Shopping Guide (ASG) is designed to assist the fleet in identifying the NSN items that are most frequently requested by ships. The ASG is a part of the Naval Logistics Library (NLL) that is distributed in CD-ROM format. It includes the following:

• A detailed description of each item

• A specific code to designate items carried by combat logistics forces (CLF) ships

• The stock numbers of substitute items, if any

• The specifications for illustrations or diagrams of many types of material. Refer to (Figure 2-7) for a sample page from the ASG.

Navy Stock List of Publications, Forms and Directives

The Navy Stock List of Publications, Forms and Directives, NAVSUP P-2003, is part of the NLL. The research options in the CD-ROM allow you to find the item by inserting the NSN form, or publication number and the title/nomenclature in the edit fields. You may use an asterisk (*) at the end of words in a search field to expand the search term. For example, entering “CHI*” will find all records containing words beginning with “CHI.” The asterisk cannot be used in date or numeric fields.

Hazardous Material Information System

The DoD Hazardous Material Information System (HMIS) provides information concerning the use, procurement, receipt, storage and expenditure of hazardous material. Detailed information on HMIS can be found in the Hazardous Material Control and Management, OPNAVINST 4110.2. The NAVSUPSYSCOM maintains and distributes the HMIS hazardous item list. This list includes information concerning hazardous ingredients, use of hazardous material, protective clothing and emergency treatment.

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Figure 2-7 — A sample page from the afloat shopping guide.

Illustrated Parts Breakdown

An Illustrated Parts Breakdown (IPB) is prepared by the manufacturer for each model aircraft, engine, accessory, electronic equipment, support equipment, or other aeronautical equipment considered advisable by NAVAIR. The IPB is printed and issued by the authority of NAVAIR. It is used as reference for identifying and ordering replacement items. Each item of equipment is listed in assembly breakdown order, with the illustration placed as close as possible to its appropriate listing.

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Some IPBs have a different format from others. You can familiarize yourself with the various formats of IPBs by using the technical library. Each of the IPBs usually includes the following sections:

The TABLE OF CONTENTS shows the breakdown of publication into sections. It also furnishes an alphabetical listing of the various assemblies and lists the page, work package, or figures where they are illustrated

The GROUP ASSEMBLY PARTS LIST is the main text of the publication. It consists of series of illustrations and parts list in which parts of the aircraft or equipment are shown in assembly breakdown order. The items in the illustration pages are identified by index numbers. These index numbers match the numbers listed in the parts list of the assembly breakdown. The parts list is arranged in numerical sequence by index number to make it easier to use. The information in the parts list include index number, part number, description, units per assembly, Usable On code and the Source, Maintenance and Recoverability (SM&R) code. Each major assembly in the parts list is followed immediately by its component parts or subassemblies. Component parts listed in the description column may be prefixed with a dot or indented to show their relationship. You should use this information to identify and obtain the required material in accordance with the SM&R code. The numerical index of the IPB lists all parts in reference/part number sequence. Each reference/part number is cross-referenced to the figure and index number or the work package where the item is listed in the text.

Maintenance Manuals

The maintenance or technical manuals provide procedures for conducting maintenance to aircraft equipments and components. They also provide a list of materials required to do the maintenance. The list consists of reference/part numbers and a description of material.

Aviation Cross-Reference Listings

Naval Inventory Control Point publications P-2300, P-2310, P-2330, C0018 and C0030 are published in CD-ROM format. These publications are described in the following paragraphs

P-2300. Lists repairable assemblies under the cognizance of NAVSUP WSS or Naval Air Systems Command (NAVAIR).

P-2310. Lists supporting repair parts of Navy aviation material. It serves as master reference list for identifying and requisitioning all parts of replacement significance required to support the repairable assemblies listed in Section P-2300.

P-2330. This is the family group cross-reference. It provides additional information of interchangeability data shown in P-2300 and P-2310. It shows the relationship of repairable components with the others in the family group. This is indicated by Family Relationship (REL) code. An “H” in this column means the NSN is the head of the family and an “M” means member of the family.

C0018. The Repairable Assemblies Model Code Table of Navy Aviation Materials. This publication lists the model codes shown in P-2300 with applicable NSN or coded NICN The list of NSNs are prefixed with cognizance codes and material control codes and suffixed, as applicable, with SMICs. The NICN is a nine-character letter and number code that identifies an item pending the assignment of an NSN.

C0030. The Packaging Data for NAVSUP WSS and NAVAIR Repairable Assemblies. It provides information in the proper ways of protecting material for shipment.

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Other NAVSUP WSS publications that are not in CD-ROM format are listed and described in the following paragraphs.

CRIPL-01. Consolidated Remain In Place List. This list is designed to improve management of repairable components by identifying the Remain-In-Place (RIP) items. These items are repairable components that cannot be removed until receipt of a replacement item. The NSNs listed in the CRIPL are authorized RIP items. The CRIPL has three parts. Part 1 is in NIIN sequence, Part 2 is in part number sequence and Part 3 is in NIIN sequence within aircraft type.

NAC-10. Provides cross-reference from part numbers to Navy Activity Control (NAC) numbers of the Aviation Supply Distribution System. This publication allows usage of available un-stock numbered items by advertising them.

ICRL-A and ICRL-C. The Individual Component Repair List provides maintenance activities with ability to relate maintenance capability to repairable components. The ICRL-A lists repairable processed by a specific maintenance activity and the local repair capability for the item. The ICRL-C is combined ICRL for all intermediate maintenance activities (IMA).

Allowance Lists

Allowance lists specify the type and quantity of equipment, equipage, repair parts and supporting materials that a ship in commission is required to carry on board.

Coordinated Shipboard Allowance List

The Coordinated Shipboard Allowance List (COSAL) is the most used allowance list for determining repair part NSNs. The COSAL is developed and published by the NAVSUP WSS, Mechanicsburg, PA. It contains items authorized and recommended quantities that should be on hand and provides descriptive data that associates a material requirement to an NSN. The use of the COSAL is described in the COSAL Use and Maintenance Manual, NAVSUP WSSINST. 4441.170 (Series).

The Aviation Consolidated Allowance List

The Aviation Consolidated Allowance List (AVCAL) contains a list of items authorized that should be on hand to support aviation equipment. The AVCAL is developed and published by the NAVSUP WSS, Philadelphia, PA. The AVCAL lists the items and quantities of aeronautical material authorized to be stocked by CV/CVN/LHA/LHD ship types to support the maintenance and operations of embarked aircraft. It is tailored for each ship and the items listed are selected from all Allowance Requirement Registers (ARRs)/Allowance Lists (ALs) that apply to the embarked aircraft. The allowance quantities are based on the ship's demand records.

Load Lists

Load lists reflect the range and depth of material carried by Combat Logistics Forces (CLF) ships (including tenders and repair ships), or bases. Similarly, like allowance lists, provide descriptive data that associates a material requirement to an NSN. The use of load lists is described in the NAVSUP P-485.

SOURCE, MAINTENANCE AND RECOVERABILITY CODES

The SM&R codes consist of two-position source code, two single-position maintenance codes, single-position recoverability code and if applicable, a single-position service option code. (Figure 2-8)

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is an example of SM&R Code. Its component codes are described in the following paragraphs. Table 2-5 describes the Joint Services Uniform SM&R Code Format. You must be familiar with the codes used in SM&R, as described in the Joint Regulation Governing the use and Application of Uniform Source Maintenance and Recoverability Codes, OPNAVINST 4410.2 (series) and the Navy Uniform Source, Maintenance and Recoverability (SMR) Codes, NAVSUPINST 4423.29(series).

Figure 2-8 — An example of a Source, Maintenance and Recoverability (SM&R) code.

Table 2-4 — Joint Services Uniform SM&R Code Format

The Source Code is a two-character code that occupies the first two positions of the SM&R code format. This code shows the manner of getting the material needed for maintenance, repair, or rework of items. The following paragraphs describe the general categories of source codes.

The P-Series Source codes identify items that are centrally procured. These items (except PF items) are procured and stocked in the supply system.

The K-Series Source codes identify the items that are included in kits and do not/will not have an NSN assigned.

The M-Series Source codes identify the items that are authorized for manufacture or fabrication at some level of maintenance. These items are normally consumable or those requiring very limited repair. Some typical “M” coded items include hose assemblies, tubing and name plates. The specified

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level of maintenance must have all the manufacturing data, shop equipment and skills available to manufacture the items.

The A-Series Source codes identify the items that are authorized for assembly at some level of maintenance. These codes can be assigned to an item when all parts of the assembly, support equipment and skills are available at the level of maintenance.

The X-Series Source codes identify items for which no demand is anticipated.

The Maintenance codes are two-position codes that show the level of maintenance authorized to use, remove or replace and repair items. Maintenance codes occupy the third and fourth positions of the SM&R code format.

The maintenance code entered in the third position indicates the maintenance level authorized to use, remove and replace the support item. When used for end items, maintenance tools, test and support equipment items, a code in this position indicates the lowest level of maintenance authorized to use this item.

The maintenance code entered in the fourth position indicates whether the item is to be repaired. It also identifies the lowest level of maintenance to accomplish overhaul, repair, or assembly of the item.

The Recoverability code occupies the fifth position of the SM&R code format. This code indicates the recoverability potential of the item. It also indicates the final disposition of unserviceable items. For repairable items, this code means the maintenance level responsible for repair, condemnation and disposal of the item.

The procedures for submitting SM&R code change request are outlined the Navy Uniform Source, Maintenance and Recoverability (SMR) Codes, NAVSUPINST 4423.29 (series) provides detailed instructions for preparing the SM&R code change request form, NAVAIR Form 4423/1.

TECHNICAL LIBRARY MANAGEMENT

The Central Technical Publications Library (CTPL) provides a source of current information needed by supply and maintenance personnel. The quality assurance/analysis (QA/A) division of Aircraft Intermediate Maintenance Department (AIMD) manages the CTPL. This function includes updating the publications throughout the activity when AIMD is responsible for all aeronautical technical manuals for the activity. The LS may use the CTPL to verify or find technical information needed to do the job. Aviation support activities not adjacent to AIMD require a library with an appropriate number of publications necessary to conduct technical research. This library is a dispersed library of the AIMD CTPL and is usually located in the supply response section (SRS). The SRS supervisor is responsible for ensuring that all necessary technical publications are on hand and readily available in the library.

SUMMARY

As a Logistics Specialist, being able to conduct research and properly identifying material in order to initiate the requisition process is one of your primary duties. In this chapter, you have learned how to identify and understand specific characteristics assigned to each material carried by the Navy Supply System. You also learned how to identify unique symbols and markings assigned to special materials using variety of publications and instructions. In this chapter, you learned how to research the SM&R codes and gain an overall understanding of the supply and maintenance communities in order to provide proper logistics support. With new technology and changes in the supply system, the timely

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submission of feedback for updates of our technical libraries is a critical part in ensuring that our fleet is always mission ready.

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CHAPTER 3

MATERIAL PROCUREMENT

The term procurement means an act of obtaining material or services from supply sources. In the Navy, procurement is a big undertaking. Think for a moment about the size of the Navy and the amount of material it needs to keep working.

The Navy’s procurement process involves customers, support activities and suppliers. The customers prepare requisitions and submit the completed forms to the supporting supply activity. Upon receipt of the requisition, the supporting supply activity checks the form for accuracy and correct information. When requested material is available, the supply activity processes the requisition for issue. If material is not available, the supply activity refers the requisition to the item manager or supporting stock points for issue. The suppliers of material can be a military or civilian organization. Material and services received from civilian vendors are those not available in the Navy’s supply system.

The supply department processes procurement requests to satisfy the customer’s needs or to restock supplies. The procedures and forms used in procurement may vary from activity to activity. The variations of the forms used depend on the local procedures set by the support activity. This chapter will assist in learning the procedures of obtaining the needed material to support your activity. Also, you will learn how to update and maintain the status of outstanding requisitions and perform material obligation validations (MOVs).

You will play an important role in the procurement of material for your command. You must understand what material is authorized, where to obtain it. You must also be familiar with the forms used in procurement and know how to prepare them.

This chapter presents the general responsibility for procurement and the methods normally used afloat.

LEARNING OBJECTIVES

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

1. Determine material requirements process factors for procuring equipment and supplies.

2. Recognize the procedures to procure material requirements within SERVMART.

3. Recognize special requisitioning and action taken to procure from other commands.

4. Identify the various sources of supply used in the supply system.

5. Identify and use different requisition documents submitted to source supply system activities to obtain material.

6. Recall the procedures for maintaining requisition files, automated and manual process.

7. Determine the procedures for making purchases and uphold the purchasing regulations.

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RESPONSIBILITY FOR PROCUREMENT

Supply Officers have the financial responsibility to ensure that all aspects of a requisition document are reviewed and evaluated in terms of correctly identifying the material to be purchased including purchase priority, price, description, etc. Not conducting a thorough analysis of all aspects of a requisition could needlessly waste limited purchase and shipping resources.

Supply Officers procure replenishment material for stocked material when they are within the ship’s allowance. When procuring technical materials, Supply Officers consult with other department heads to ensure that the materials meet desired specifications.

Many materials, equipment and supplies used aboard ship are not stocked in supply storerooms but are ordered to meet a specific requirement for one of the ship’s departments. This material is ordered for “direct turnover” (DTO) to the requestor upon receipt.

Some material will be received aboard ship without any procurement action by the supply department. These materials are usually new items of equipment or equipage that are automatically furnished to ships as replacements for obsolete items.

While procurement is the responsibility of the Supply Officer, the actual job of preparing documents will normally be assigned to Logistic Specialist (LS). You may be assigned to perform one or more specific tasks relating to procurement. The Supply Officer will rely on you to perform your job properly.

METHODS OF PROCUREMENT

There are three basic methods by which an activity may obtain required material or services. The requisition method utilizes an NSN and is submitted to the support activity. The second and third methods are used to fill requirements for items that do not have a stock number. The Purchase Card Program is intended to streamline small purchase methods; minimize paperwork; eliminate Imprest Fund (petty cash); streamline payment processes; and simplify the administrative effort associated with traditional and emergent purchase of supplies and services. The Purchase Card Program is used for micro-purchases of $3,000 or less for supplies or $2,500 or less for services. Requests for material or services above the GPC threshold will be submitted to the nearest support activity for contracting services. The contracting office uses the information on the requisition to buy the material or services on a one-time purchase basis.

Determination of Requirements

The Supply Officer is responsible for maintaining stocks to meet probable demands within the limits established by operational plans. This includes general stores, fuel, subsistence items and ship’s store and clothing stocks. The Supply Officer, with other supply personnel, must be able to accurately determine the requirements for these items.

When repair parts are in the custody of Supply Officers, they are responsible for requisitioning replacements for those that have been issued. When department heads have custody of repair parts, they are responsible for notifying the Supply Officer each time a repair part is taken from stock. The Supply Officer then requisitions a replenishment repair part.

Special Requirements

Other departments may require special material or an item in a greater quantity than is usually stocked in the storeroom. For example, the Engineering Officer plans to re-brick a boiler and you do

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not carry firebrick in the storeroom. It is the Engineering Officer’s responsibility to inform the Supply Officer of the special requirement.

Responsibilities of Logistics Specialist

Supply Officers rely on LSs to prepare procurement documents. LSs usually determine routine requirements and inform their Supply Officers about requirements requiring their judgment and decision. This is not the sole job of one LS; all LSs share in this responsibility regardless of rate or where they work. Briefly stated below are some of the jobs that LSs may fulfill:

SUPPLY SUPPORT CENTER. In the Supply Support Center, the LS has constant contact with maintenance personnel from all departments. Their knowledge of requirements helps the Supply Officer to detect errors in repair parts allowances.

STOREROOM LS. By knowing your storeroom and stock particularly in bulky or fast-moving items you may be able to re-stow stock to provide space for additional material. You also will be able to tell which items are not moving and may be excess and to spot obvious errors in issue and receipt quantities.

STOCK RECORDS LS. By being able to interpret the data reflected in stock record file, you can advise the Supply Officer of items requiring a review of the high and low limits because of increased or decreased usage.

ORDERING LS. Be alert for errors in the technical edit elements of a request for either stock replen- ishment or DTO orders.

Factors in Determining Requirements

Before you can determine types and quantities of items to be carried, you must establish a desired endurance level for general categories of material. Endurance is defined as the period of time required for a ship to use a definite quantity of supplies. The first consideration in establishing endurance is the availability of storeroom space and its allocation among the different types of stores. Then convert the space to the number of days that the ship can be maintained by capacity loading. The Supply Officer will normally try to equalize the endurance of the various types of stores. NAVSUP P-485 provides up-to-date endurance charts for specified periods of time. The following paragraphs discuss other factors.

Routine Requirements

A ship’s requirements usually will fall under the heading of “routine requirements”. The requirement for an item is initially established when the ship is commissioned or when it is first stocked. The requirement is validated at each supply overhaul.

Routine requirements are of two types: (1) stock replenishment— to replace material issued from your storerooms and (2) (DTO)— material not carried in your storerooms ordered as a result of a verified requirement from another department. When received it is directly turned over to the requesting department.

The stock records LS normally identifies stock replenishment requirements when posting issues to the stock record file. Each time a repair part is used, a request should be submitted to the supply office so that a replacement can be requisitioned.

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Available Space

The amount of storage space available for an item is an obvious limiting factor. You cannot stow 100 cubic feet of material in a 50-cubic foot space. For this reason, bulky items may have to be carried in a quantity less than the desired level and reordered more frequently. Highly perishable items may also be stocked at a lower level to keep deterioration to a minimum. On the other hand, items of low cost and low bulk may be carried at a higher level to reduce the time spent in ordering and stowing.

Historical Demand

The most accurate guide in determining your ship’s requirements is the demand shown in its stock records. This tells you a usage factor that can be projected to future usage by either of the following methods or by a combination of the two. To compute 3 months’ endurance use the following formula:

• Fast-moving items-multiply past month’s usage by three

• Slow-moving items-divide past 6 months usage by two

• Usage information is also found in the Frequency and Demand Listing, received as a result of an Integrated Logistics Overhaul (ILO).

It is only when there is no usage that the additional aids discussed below must be relied on when determining the requirements for an item.

Allowance Lists

Allowance Lists, Initial Outfitting Lists and Usage Data Tables are prepared to help Supply Officers determine stock requirements. They are usually provided for new or re-commissioned ships. Since these ships have no prior usage to rely on, these lists and tables will be most helpful to the Supply Officer in determining supply requirements. These lists control the type and quantity of equipage and are guides for determining the supply requirements. Allowance Lists as used here do not include the Coordinated Shipboard Allowance List (COSAL) Stock Number Sequence List-Storeroom Items (SNSL-SRI) or Integrated Stock List-Storeroom Item (ISL-SRI) for repair parts.

Other Departments

The supply department uses only a small part of the material stocked in the storerooms. Since other departments are your biggest customers they will frequently advise you of requirements for material that are typically above normal usage. With this advance notification, Supply Officers can temporarily increase the stock level to meet the anticipated demand. They may also advise you of material which has been used in the past that is no longer required. Thus, the requirement for this item can be deleted to prevent having excess material in the storerooms.

Ship’s Operation

Operating factors may make it necessary to review stock record files and reevaluate the requirements for some or all items stocked. These factors are:

• Expected length of cruise

• Type of operation (combat or training)

• Expected climate during the operation

• Supply support that will be available.

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If the expected length of a cruise is less than the normal endurance load, then no major adjustment is necessary. However, if the operation is expected to last longer, review of Demand Based Items (DBI) and essential items is necessary to determine if there are increased requirements.

If the ship has been operating in a hot or temperate climate for an extended period of time and then is scheduled for deployment to the arctic, a review of materials required for cold weather operations is advisable.

A major factor of concern to the Supply Officer, when the ship is scheduled for deployment is the supply support during the cruise. Will the ship be steaming independently? Will it be in company of similar ships? Will it be able to obtain material from Military Sealift Command, Combat Logistics Force (CLF) ships or ashore activities? All of these questions must be answered before the Supply Officer can accurately determine the ship’s requirements. This information is usually provided in the operation orders.

SOURCE OF SUPPLY

The material required to support your ship is normally procured through the supply system. Emergency procurement may be by transfer from another ship or by purchase on the open market. Operation orders and instructions specify the sources of supply.

INCONUS

When your ship is home-ported in the United States support normally is obtained from the nearest supply support activity or Fleet Logistic Center (FLC).

They either furnish the material or pass the requisition to the appropriate activity for action. The supply department of a naval shipyard or other ashore activity may issue maintenance items to ships while at that activity. Requisitions for major stock replenishment should be submitted to the established supply support activity. Fleet commands may also use Military Sealift Command, ships to support other ships when desirable.

Overseas

CLF units or overseas bases as specified in the operation orders and instructions provide supply support to ships in overseas waters. CLF supply support is normally provided by underway replenishment. Procedures for obtaining CLF support are found in the various fleet requisitioning guides. Local commands and operating conditions determine if the underway replenishment is to be by conventional replenishment (CONREP) ship alongside, vertical replenishment (VERTREP) helicopter, or both.

The Fleet Issue Load List (FILL) projects the material requirements for resupply support deployed forces of the Atlantic and Pacific Fleets. It is based on actual usage factors for those items most commonly requested by fleet units. Also for a limited number of additional items included for support of CNO-approved weapons systems and equipment. As set forth by the CNO, the FILL is computed to satisfy 85% of the forecasted demands of the deployed fleet for a 90-day period. FILL material is positioned aboard combat stores ships (T-AFS).

The Consolidated Afloat Requisitioning Guide Overseas (CARGO) is tailored for use by afloat requisitioners when requisitioning material, except ammunition, from CLF. The CARGO (NAVSUP P-4998) is issued two times per year by NAVSUP WSS MECH. Content, requisitioning procedures, explanation of tables and required reports are found in each chapter of the CARGO. Each CARGO consists of four chapters as follows:

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• COMNAVSURFLANT/COMNAVSURFPAC Supply Sources and Requisitioning instructions

• NEXCOM - Ships Store Afloat Requisitioning and Load List

• NAVSUP - Subsistence Requisitioning Tables

• NAVSUP WSS - The Fleet Issue Load List (FILL).

The Tender and Repair Ship Load List (TARSLL) is prepared by NAVSUP WSS MECH and reflects the material authorized to be stocked by tenders (AS) in support of their assigned missions. TARSLLs include the following categories of material:

• Equipment related items (items required by the tender to repair or alter equipment/ components installed in the supported units)

• Industrial items (general use items required for the direct support of shops and industrial service provided by tender)

• Items of resupply required for the support of assigned submarines.

In addition, the Submarine Tender (AS) TARSLL includes items required to support submarines. Other ships may be able to satisfy emergency requirements when no other source of supply is available.

REQUISITIONING

A requisition is an order from an activity requesting material or services from another. Printed forms designed to provide the information need the most common method of requisitioning for the physical transfer of the material and accounting requirements.

Military Standard Requisitioning and Issue Procedures

The Military Standard Requisitioning and Issue Procedures (MILSTRIP) will be used for ordering all material (except those commodities excluded in par. 3022) from the Navy Supply System, other military installations, the Defense Logistics Agency and the General Services Administration.

MILSTRIP Requisitioning Forms

MILSTRIP requisitioning is based upon the use of a coded, single line item document for each supply transaction. One of the following documents will be used for MILSTRIP requisitioning:

• DD Form 1348 - DoD Single Line Item Requisition System Document (Manual)

• NAVSUP Form 1250-1 - Single Line Item Consumption/Requisition Document (Manual)

• NAVSUP Form 1250-2 - Non-NSN Requisition (4491)

• DD Form 1348-6 - DoD Single Line Item Requisition System Document (Manual Long Form). For a detailed description of these forms and their use, refer to NAVSUP P-485.

Material Excluded

The following types of materials, which are excluded from MILSTRIP, will be requisitioned by DD Form 1149 unless otherwise indicated:

• Ship's propulsion and aviation fuel, bulk lubricants

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• Cognizance symbol I material not assigned a 13 character Navy Item Control Number (NICN), including standardization documents and departmental letter type directives

• Cognizance symbol 0K library materials (books, periodicals, etc.). controlled by the Chief of Naval Education and Training (CNET) requisitioned by letter to CNET in accordance with the Naval General Library Manual (NAVEDTRA 15862)

• Industrial plant equipment (requisitioned by use of DoD Production Equipment Requisition/Non availability Certificate).

Communication security equipment, communication security aids (keying material) and all items, including components, individual elements and repair parts, which are classified and designated crypto or which normally are handled through crypto channels, use of the DD Form 1149 is not appropriate for items for which other procurement methods (e.g. correspondence) are prescribed in the Registered Publication Systems Manual 4 (RPS 4).

PREPARATION OF MILSTRIP REQUISITION

MILSTRIP relies upon coded data for processing requisitions by means of automatic data processing equipment; therefore, regardless of the prescribed requisitioning document, care must be taken in selecting and entering coded data elements.

When manually preparing a DD Form 1348, it is recommended, but not mandatory, that data be entered within the "tic" marks in the form; however, it is mandatory that entries be included within the data fields to which they pertain. To eliminate confusion between a numeric zero and the alphabetic "0", use the communication "Ø" for a zero entry.

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Figure 3-1 — Example of MILSTRIP documents.

Data Entries

Data entries in the DD Form 1348 and the NAVSUP Form 1250-1 must be made in accordance with the instructions found in the NAVSUP P-485.

Distribution of DD Form 1348 and NAVSUP Form 1250-1

When prepared as a requisition, the DD Form 1348 and the NAVSUP Form 1250-1 must be distributed as required by NAVSUP P-485.

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Preparation of the DD Form 1348

The DD Form 1348 is used to requisition material which cannot be identified by an NSN, a NATO stock number, or an NICN. The form consists of two sections. The upper section includes essentially the same data elements as those in a DD Form 1348. The lower section includes ten data blocks for additional identification data which permits the inclusion of all available technical or descriptive data which will assist the supply source in the identification and/or procurement of the requisitioned item. Since the supply source must process a DD Form 1348 “off line", which usually delays material delivery, every effort should be made to cross part numbers to NSNs so that the material can be requisitioned on DD Form 1348.

Preparation of the NAVSUP Form 1250-2

The NAVSUP Form 1250-2 is a dual purpose document for use by afloat activities to requisition NON-NSN/part numbered items from Navy supply sources and to record and report demand/usage data. The form is a combination of the DD Form 1348 and the NAVSUP Form 1250-1. Use of the form allows afloat supply personnel to requisition and report the demand/usage on a single document instead of completing a separate NAVSUP Form 1250-1 and a DD Form 1348 for each item. Unlike the DD Form 1348, which is a DoD form, the NAVSUP Form 1250-2 may only be used by afloat activities and only at Navy supply activities. It is not approved for use outside the Navy Supply System.

Figure 3-2 — Example of Non-NSN requisition.

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Preparation of Requisition and Invoice/Shipping Document (DD Form 1149)

A DD Form 1149 will be prepared only for the procurement of material that is excluded from MILSTRIP. It may also be prepared for excluded material for which a procurement document is not specified. It may be used to requisition repairs or rentals of laborsaving devices, repairs of equipage items, dry-cleaning, or renovation services, etc., when required by the supply source or repair facility.

When the DD Form 1149 is used for the procurement of specified materials (other than bulk petroleum) and services, it should be prepared using the guidance found in the NAVSUP P-485. An example is shown in (Figure 3-3).

Figure 3-3 — An example of a Requisition and Invoice/Shipping Document, DD Form 1149 (multiple requests).

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Bulk Petroleum

When bulk fuel or bulk lube oil is procured from an ashore supply activity, a DD Form 1149 is required to be submitted. A DD From 1149 also is required for procurement of DLA-owned bulk petroleum from a Military Sealift Command (MSC) tanker. The prescribed format for the preparation of a DD Form 1149 for bulk petroleum is found in NAVSUP P-485. See (Figure 3-4) for an example of a DD Form 1149 used for petroleum products.

Figure 3-4 — An example of a Requisition and Invoice/Shipping Document, DD Form 1149 (petroleum products).

NORS/NMCS Requisitions

NORS (Not Operationally Ready Supply) Requisitions. NORS requisition are requisitions submitted for a casualty report (CASREP) requirement, as defined in Navy Warfare Publication (NWP) 10-1-10 or: anticipated CASREP requirement (ANORS), as authorized in OPNAVINST 4614.1 (series).

NMCS (Not Mission Capable Supply) Requisitions. An NMCS requisition is any requisition submitted for aviation material required to correct an aircraft NMCS condition, an anticipated NMCS condition (ANMCS), or a partial mission capable - supply (PMCS) condition as defined in OPNAVINST 5442.4

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(series). It is also any requisition for a test bench item qualified to be designated as a BROAD ARROW requirement in accordance with OPNAVINST 5442.2 (series).

A NORS/NMCS requisition will be prepared in the same format as that described for a MILSTRIP requisition. Specific data entries required in a NORS requisition are described in NAVSUP P-485.

Figure 3-5 — NMCS/NORS Requisitions.

Methods of Requisition Transmittal

MILSTRIP is designed to permit transmission and receipt of requisitions by electronic methods. Telephone, mail, fax and courier are the most labor intensive and error prone methods of submission and should be avoided. To assure responsive and expeditious processing, the media of communication used will be consistent with and subject to, the limitations for use of media and status codes cited in NAVSUP P-485, Appendix 16. The media to be used and the normal order of preference of use for each media is as follows:

• Streamlined Automated Logistics Tool Set (SALTS) will be used to electronically transmit all Priority Designators (PDS) 01-15 documents. This includes all exception requisitions for standard stock material (NSN/NICN)

• Naval messages may be used for priorities 01-08 documents and will be assigned a communications precedence of “Priority”. Naval messages should be used on an exception basis and only as a means for electronic submission of MILSTRIP documents in prescribed formats

• Telephone for PDS 01-03 documents may be used when electronic means are unavailable. If the telephone is used, the verbally submitted requirements will not be confirmed with requisition document transmittals by another media. Telephone transmittal is not recommended due to the possibility of supply source errors in documenting verbally provided requisition data.

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For non-automated activities, a requisition (NAVSUP Form 1250-1, NAVSUP Form 1250-2, DD Form 1348) will be prepared for each item requested via SALTS, message or telephone.

MILSTRIP Messages to be Submitted via Defense Automatic Addressing System (DAAS)

DAAS is a near "real time" system that functions as an automated system for routing logistics data traffic and provides transaction processing and data information services. It is designed to effectively utilize communications provided by established communications networks. An input message or file to DAAS may contain different types of transactions, but each transaction must be on a separate line. An input message to DAAS may include multiple requisitions, follow-ups, requisition modifiers, cancellation requests, etc., provided that each document included in the message is limited to 66 card columns of data.

MILSTRIP Messages to be Submitted Direct to Supply Source

Message requisitions for non-NSN/NICN items or NSN/NICN items requiring exception data will be submitted direct to the supply source. These messages will be prepared in accordance with the NAVSUP P-485. An example is shown in (Figure 3-6).

Figure 3-6 — An example of a naval message draft requisition.

Letter Requests

Letter requests occasionally may be used to obtain material for which the usual procurement documents are not applicable or inappropriate. Generally, letter requests will be submitted only when a formal discussion of the material requirement is necessary. The cognizant systems command,

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bureau, office or other inventory manager may also require their use. In addition to item descriptions and quantities letter requests will include, as a minimum, a MILSTRIP document number (for each item), an authorized priority designator (or required delivery date) and applicable accounting data. When a letter request is submitted for material that is chargeable to the ship’s OPTAR, a DD Form 1348 will be prepared as an obligation document.

Uniform Material Movement and Issue Priority System (UMMIPS)

An integral and vital part of the Military Standard Requisitioning and Issue Procedures (MILSTRIP) is the requirement to assign priorities in accordance with standards set forth in the Uniform Material Movement and Issue Priority System (UMMIPS) found in DoD 4140.1-R. In the movement and issue of material, it is necessary to establish a common basis to determine the relative importance of competing demands for resources of the logistics systems such as transportation, warehousing, requisition processing and material assets. The basis for expressing the military urgency of a requirement is the priority designator (PD), which ranges from 01 (highest) to 15 (lowest). The PD assigned to a requisition determines the time frame within which the requirement normally will be processed by the supply system.

PROCUREMENT FROM SERVMARTS

A SERVMART is a self-service store operated by an ashore supply activity to provide a ready supply of relatively low cost items frequently required by customers in the area. SERVMART also stocks certain items of medical and dental supplies which are stored in a segregated area and can only be obtained by Medical or Dental Officers or by Hospital Corpsmen identified by an official letter of authorization signed by the Commanding Officer (or his designated representative) of the customer’s command. Each SERVMART issues a SERVMART Shopping Guide listing the cognizance symbol, NSN, noun name, unit of issue, unit price and storage location of each item stocked. The self-service feature of SERVMARTs, as well as the simplified requisitioning procedures explained in subsequent paragraphs, enables an ashore supply activity to realize substantial cost savings and permits its customers to obtain material quickly without having to prepare and submit a separate requisition for each item required. The range of material available, ease of acquisition and ready convertibility to personal use require that afloat supply management personnel rigorously monitor and control SERVMART shopping.

SERVMART Procedures

A SERVMART Shopping List (SSL) (NAVSUP Form 1314) is used to list the items to be procured from a SERVMART. It provides the basis for preparation of each DD Form 1348 or NAVSUP Form 1250-1 money value only (MVO) required for such procurements. See (Figures 3-7 and 3-8) for examples of documents used to procure items from SERVMART.

Mandatory Requirements

An SSL (NAVSUP Form 1314) is used to list multiple items intended to be procured from SERVMART, along with the accounting data necessary for procurement. The use of the SSL is mandatory in all procurement actions from SERVMART.

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Figure 3-7 — Example of a DD Form 1348 SERVMART procurement document.

Figure 3-8 — Example of a NAVSUP Form 1250-1 SERVMART procurement document. Material in Bulk Quantities

Since larger ships often require quantities of material which would exceed amounts reasonably expected to be stocked on the shelf, many SERVMARTs provide a bulk issue service. This service is designed to provide the large customer with higher quantity requirements permitting material to remain available on the shelf to fill smaller customer needs. However, SERVMARTs are not designed to be the source of supply for long term requirements or pre-deployment loadouts. The use of SERVMARTs to fill such needs is not authorized.

Pickup of Material

The Logistics Specialist or other person designated to pick up material at a SERVMART is responsible for the following actions:

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• If the total quantity requested is obtained, circle the quantity indicated on the SSL; if only a partial quantity is available, line out the requested quantity and enter and circle the quantity obtained; if the item is not available in any quantity, line out the requested quantity and enter “NIS” in the “Qty” column

• Correct the SSLs, when necessary, to reflect current prices, stock numbers and units of issue of items obtained

• Group and check out the items obtained by material category (i.e., a separate group of items for each SSL); and as each group of items is checked out, give the original SSL’s to the SERVMART clerk. The SERVMART clerk will return the white copy of the SSL with an adding machine/EPOS tape to the shopper.

• Prior to leaving the SERVMART, reconcile any differences between the prices listed in each adding machine/EPOS tape and those indicated in applicable SSLs. SPECIAL REQUISITIONING REQUISITION FILE MAINTENANCE Requisition file maintenance begins when a requisition is prepared and is placed in the Material Outstanding File (MOF). When the material ordered has been received or canceled, the requisition document, with a copy of the receipt document, is placed in the material completed file (MCF). The cycle ends when the charge has been cleared through the Defense Finance and Accounting System (DFAS) at Norfolk and is reported to your ship. The steps in between are largely dependent upon the volume of requisitions prepared and the procedures used in your office. In this section we will only discuss the MOF and how it is used.

Material Outstanding File

The status of requisitions in the material outstanding file (MOF) will be reviewed periodically to ensure that, when necessary, timely follow-up action is initiated. The status of priority 01-03 requisitions should be reviewed daily; the status of priority 04-08 requisitions should be reviewed weekly; and the status of priority 9-15 requisitions should be reviewed at least monthly. The MOF will be maintained in Document Numbered Sequence. REQUISITION STATUS To keep requisitioners informed as to the action being taken on their requests, MILSTRIP provides for status data to be provided by processing activities in response to the media and status (M&S) code which is a mandatory entry in the requisition (see NAVSUP P-485, Appendix 16).

MILSTRIP status is categorized as follows:

a. exception status

b. 100% supply status

c. 100% supply status plus shipment status d. exception status plus shipment status The frequency and type of status is determined by the Media and Status (M & S) code assigned to the requisition. The purpose of status is to keep you informed of the action(s) being taken by supply activities to furnish the requested material.

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You will receive, supply status with several different document identifiers, of which the following are the most common:

1. AE1—A utomatic supply status

2. AB1—D irect delivery supply status

3. AS1—A utomatic shipment status

The automatic supply and shipment status is furnished as requested by the M&S code on the requisition.

When status is received they should be reviewed as soon as possible to detect requisitions that have been canceled. The status codes inform you of the action being taken and are found in the NAVSUP P-485. Cancellations should be called to the attention of the Supply Officer so that, if the material is still required, new procurement action may be taken. The other status codes, representing passing action, backorders, shipping status and so forth, should be reviewed and appropriate action taken, as required.

Requisition Follow-Up

When status has been provided but is outdated or material has not been received by the delivery date you may submit a follow-up to determine status. The follow-up is sent to the activity indicated by the routing identifier from the last status received and a copy is filed with the outstanding requisition. The supply activity then furnishes the current status or your requisition. A document identifier in the F_ series is used.

When status requested in a requisition has not been received and the RDD has passed, it is possible that the requisition may not have been received by the supply source, or that it may have been lost in processing. In such cases, a document identifier in the AT_ series (in lieu of the AF series) must be used in the follow-up document. If the supply source has no record of the requisition, or has received BF status as a result of an AF request, the AT document will be accepted and processed as a requisition.

Requisition Cancellation

When material is no longer required, a requisition may be canceled by the requisitioning activity, supplementary addressee, or the activity designated by the first character of the distribution code. Requests for cancellation of outstanding requisitions for material no longer required may be submitted by DD Form 1348 or by message, as appropriate It is prepared in the same manner as a follow-up except that a document identifier in the AC-series is used. Submission of a cancellation request does not guarantee cancellation of the requisition. If the supply activity has already released or shipped the material, the requisition cannot be canceled. For this reason, you should not consider a requisition canceled until confirmation is received from the supply activity.

Requisition Modifier

A requisition modifier (document identifier AM ) may be initiated by the requisitioner, supplementary addressee, monitoring office or ICP to modify previously submitted requisitions when:

a. Force/activity designator (F/AD) is upgraded or downgraded;

b. Urgency of need has changed.

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(1) Required delivery dates (RDD) for previously requisitioned material change due to unplanned or unforeseen emergencies. Such emergencies include declared national emergencies and local emergencies created for lack of material required for:

(a) Performance of assigned operational missions or tasks, (b) Emergency repairs to primary weapons and equipment, (c) Prevention of work stoppage at industrial/production activities engaged in repair, modification or manufacture of primary weapons, equipment and supplies.

(2) When emergency situations described above no longer exist, requisition priorities will be downgraded and RDDs extended.

c. For outstanding requisitions, which are identified for continued processing during mass cancellation situations, modifiers will be submitted at the earliest possible date and will contain an expedited handling signal “555” in the RDD data field, cc 62-64.

Material Obligation Validation (MOV)

A material obligation represents that unfilled quantity of a requisition that is not immediately available for issue to the requisitioner, but is recorded as a commitment against existing or prospective stock dues or direct deliveries from vendors. Material obligations are considered to be overaged for validation purposes when priority 01-08 requisitions have been outstanding more than 30 days past the requisition date, or when priority 09-15 requisitions have been outstanding more than 75 days past the requisition date. Frequent comparisons ("Internal" MOV) should be made of the Material Outstanding File and the Work Centers Ships Force Work List to ensure that requisitions in the Material Outstanding File are valid requirements. The "Internal" MOV will enable the ship to initiate cancellation of invalid or excess requirements prior to the quarterly scheduled ICP generated MOV cycle. Continuous "Internal" MOVs will result in better requisition file maintenance and will also provide a good start on the quarterly MOV cycle. Inventory managers will forward MOV requests for overaged material obligations centrally held to the Defense Automatic Addressing System (DAAS), within 5 days of the cutoff date of each MOV cycle. The purposes of MOV requests are:

a. To ensure that overaged material obligations reflected in the inventory managers records agree with the material outstanding records of the requisitioning activity;

b. To determine whether requirements for the material still exist and, if so, whether the total quantity requested is still required; and

c. To determine whether the priorities assigned in the requisition are still valid.

Purchasing

Supplies and services that are not stocked or supplied must be procured by an activity to fulfill its assigned mission. The NAVSUPINST 4200.99 (series) and DON eBUSINESS OPERATIONS OFFICE INSTRUCTION 4200.1 (series) provides instruction and guidance concerning purchase or procurement of material from commercial suppliers. Purchase actions are normally taken by a shore activity as a result of ships’ requisitions. However, ships’ Supply Officers and Commanding Officers of ships without Supply Corps Officers may obtain requirements for supplies or services by purchase on the open market when all of the following conditions exist:

• There is an immediate and urgent requirement for authorized supplies or services

• The supplies or services are not available at the local supply support activity

LS: Chapter 3— Material Procurement Rev. MAR 2013 3-19

• Time is of the essence and scheduled operations will not permit procurement through Navy shore-based purchasing activities

• The Senior Officer Present Afloat (SOPA) may impose other purchase restrictions afloat, particularly when in foreign ports

• The supplies or services are not available at the local supply support activity

• Supply department complement is sufficient to handle the additional workload involved without detrimental effects

• The Supply Officer is reasonably familiar with the local market area in the vicinity where the ship is located

• All transactions are made by an approved small purchase method providing for immediate delivery of material purchased.

Standards of Conduct

All personnel engaged in purchasing and related functions occupy positions of public trust. Such personnel must, therefore, conduct themselves with absolute fidelity to the government. Accordingly, a person must not allow himself or herself to be placed in a position in which conflict of interests may arise or in which he or she may justifiably be suspected.

Accepting gratuities or favors or engaging in any other action that would result in financial profit or influence strict impartiality must absolutely be avoided.

Information concerning proposed purchasing actions may not be made available to particular suppliers unless such information is made available to all competing suppliers.

There are certain statutes that make it a crime for an agent of the government to engage in practices or activities that are at variance with the high standard of personal conduct that a person owes to the United States as such an agent. A digest of applicable pro visions of these statutes is set forth in SECNAVINST 5370.2 (series). Any person engaged in purchasing should make it a particular point to acquaint themselves with the provisions of the applicable statutes.

Methods of Purchase

The acquisition of supplies or non-personal services from commercial sources in the amount of $25,000 or less is referred to as small purchase. Open market requirements in excess of $25,000 must be procured through formal contracting procedures.

Small purchase and other simplified purchase procedures of open market purchases can be made only when requirements cannot be obtained from a mandatory government source of supply. The following sources are statutory and required for use by DON Contracting Officers/buyers (listed in descending order of priority).

Supplies

• Agency inventories

• Excess inventory from other agencies

• Federal Prison Industries (FPI)/UNICOR

• National Industry for the Blind (NIB)/Severely Disabled (NISH)

LS: Chapter 3— Material Procurement Rev. MAR 2013 3-20

• Wholesale Supply Sources

• Mandatory Federal Supply Schedules (FSS)

• Optional use FSS

• Commercial Sources (including educational and nonprofit institutions)

Services

• NIB/NISH

• Mandatory Federal Supply Schedules (FSS)

• NAVSUPINST 4200.99 Oct 13 2006 Appendix A to Enclosure (1) A-8

• Optional use FSS

• FPI/UNICOR or Commercial Sources (including educational and nonprofit institutions)

Small Purchase Procedures

A purchase request must be prepared and approved before the Contracting Officer starts a purchase action. A purchase request includes the various MILSTRIP requisitions, a Request for Contractual Procurement, NAVCOMPT Form 2276, or the Military Interdepartmental Purchase Request, DD Form 448.

Purchase Request

All purchase requests received must be receipt dated, screened, routed for recording and assigned a control or route sheet. The initial screening includes an authorized signature; accounting information; a priority designator and a required delivery date; clearance and approval; and an attached statement of work, technical specifications, drawings, or blueprints.

The buyer or Logistics Specialist for adequacy conducts a final screening of all purchase requests. When a purchase request is determined to be inadequate, it is returned to the originator for modification or cancellation.

Each contracting office establishes minimum standards for requirement data that must be included as a part of each PR before it is considered adequate. Regardless of the form or format used, there are several common elements that will be necessary to have sufficient information to successfully complete a purchase. These include, but are not limited to:

• Document Number

• Adequate Purchase Description

• Quantity and Unit of Issue

• Delivery Information

• Unique Requirements

• Price Estimate

• Funding

• Source of Supply

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Funding of Purchase Request

The command should have a system in place that ensures that all purchase requisitions are reviewed and approved at a level within the chain of command commensurate with the priorities for the obligation of funds established by the TYCOM. Each requisition should contain a statement that the total price of the purchase shall not exceed the amount shown on the requisition unless the funds holder grants permission (e.g., Supply Officer, Comptroller, Department Head, etc.).

Controls

Controls should be established at every activity that has contracting authority as may be required to prevent violations of standard procurement regulations. These controls include, but are not limited to, the following:

• Individual open market purchase actions cannot exceed an activity’s contracting authority without prior approval from the cognizant regional contracting management office.

• Requirements will not be split into separate purchases to get around the dollar amount threshold.

The same person may not perform the functions of initiation of the requirement, award of the purchase action and receipt of material. When local circumstances make the use of this three-way separation impractical, at a minimum, the same person should not perform the functions of award of the purchase action and receipt of material.

Obligation Document

When a purchase chargeable to the OPTAR of a fleet activity is made, a variety of forms may be utilized as purchase requests to identify requirements to purchase offices, including:

• Request for Contractual Procurement (RCP)(NAVCOMPT Form 2276)

• Order for Work and Services (NAVCOMPT Form 2276A)

• DoD Single Line Item Requisition System Document (manual)(DoD Form 1348) and for afloat units, Non-NSN Requisition (NAVSUP Form 1250-2) and Requisition, Invoice/Shipping Document (DD 1149) and Order for Supplies or Services (DD 1155).

Purchase Card Payments

The methods for making small purchases using the purchase card as a method of payment are as follows:

• DD 282 (DoD Printing Requisition/Order) valued at $100,000 & below

• Purchase Orders (SF 1449/DD 1155) valued at $100,000 & below, or up to $5 million for commercial items

• Blanket Purchase Agreement orders valued at $100,000 & below or up to $5 million for commercial items

• Delivery order against Federal Supply Schedules valued at $9,999,900 or below

• Basic Ordering Agreements and orders under Indefinite Delivery Type Contracts valued at $9,999,900 & below

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• Oral orders against Letters of Agreement valued between $2,500 and $25,000 for procurement of supplies only.

Fast Payment

The fast payment procedure allows payment under limited conditions to a contractor prior to the Governments verification that supplies have been received and accepted. Fast payment procedures shall be used for supplies only, not for services and lease/rentals. The procedure provides for payment for supplies based on the contractor’s submission of an invoice that constitutes a representation that:

• The supplies have been delivered to a post office, common carrier, or point of first receipt by the Government

• The contractor agrees to replace, repair, or correct supplies not received at destination, damaged in transit, or not conforming to purchase agreements.

If the fast payment clause (clause 15), in block 16 of the DD Form 1155 is checked, the fast payment clause indicated in par. 15 on the reverse of the form applies. The ship will not receive a dealer’s invoice, nor will it be required to submit any documents indicating receipt and acceptance to the paying office or to the supporting supply activity ashore.

Purchase Order-Invoice-Voucher, Standard Form 44

The SF 44 is a variation of the Purchase Order (PO) method of procurement. It is a multi-purpose form that can be used as a PO, receiving report, invoice and public voucher. It is a pocketsize form designed for on-the-spot, over-the-counter purchases of supplies and non-personal services while away from the purchasing office or at otherwise isolated activities. Activities using the SF 44 are responsible for establishing policies and procedures that provide for adequate safeguards regarding control of forms and accounting for purchases.

Conditions for Use

The SF 44 will be used only when other purchase methods are not available. The SF 44 may be used only if all the following conditions exist:

• The amount of the purchase does not exceed the micro-purchase threshold. Purchases of aviation fuel and oil by Navy pilots, overseas transactions by Contracting Officers in support of contingencies as defined in 10 U.S.C. 101(a)(13) or a humanitarian or peacekeeping operation as defined in 10 U.S.C. 2302(7) and transactions in support of intelligence and other specialized activities addressed by Part 2.7 of Executive Order 12333 shall not exceed the SAT

• The supplies or services are immediately available

• One delivery and one payment will be made

• It is determined to be more economical and efficient than use of other Simplified Acquisition Procedure (SAP).

LS: Chapter 3— Material Procurement Rev. MAR 2013 3-23

Figure 3-9 — Purchase Order-Invoice, Standard Form 44.

LS: Chapter 3— Material Procurement Rev. MAR 2013 3-24

SUMMARY

This chapter explains how a command could obtains the materials it requires to operate effectively to fulfill its mission. Whether ordering materials via standard or non-standard means, there are many useful publications to assist in the proper acquisition of required materials. You have learned how to Identify and understand the various sources of procurement within the Supply system. We have also covered the different requisitioning documents that can be submitted to through the Navy Supply System.

Also covered within Chapter three was the correct MILSTRIP forms to requisition material through Naval Supply System. You now will be able to recognize the procedures, on how to procure materials required from Servant’s and determine the procedures for making purchases and upholding the purchasing regulations.

Rev. MAR 2013 4-1

CHAPTER 4

MATERIAL RECEIPT, CUSTODY AND STORAGE

For every procurement action, except for cancellations, there is a receipt action. When a requisition is prepared, only the first of several supply functions has been taken. The material must be received, identified, checked and distributed to the storerooms or ordering departments.

You might think of a Logistics Specialist’s work as being a circle formed by a chain with each link representing a specific job. Each link is dependent on the others just as there is a relationship between all LS jobs. If the procurement documents were properly prepared, the receiving procedure will be relatively simple. If receipts are accomplished properly, the rest of the steps are easier.

This chapter discusses the general shipboard procedures that must be followed in receiving stores, stowing the material and processing the receipt documents. The actual steps to accomplish this vary greatly from ship to ship depending upon the size and volume of stores. Whether one Logistics Specialist does many jobs or there are individuals assigned to specific jobs, the end result must meet the requirements set forth in NAVSUP P-485.

LEARNING OBJECTIVES

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

1. Learn the different methods of processing receipts from various activities.

2. Discuss inspecting and verifying different material receipt types.

3. Identify the correct receipt documentation used under material receipt processing.

4. Discuss responsibilities for the receipt, storage, security and inventory control of such material.

5. Discuss criteria and basic guidelines observed to achieve optimum stowage efficiency.

MATERIAL RECEIPT

Material receipt is the gaining of possession of an item of Navy property through acceptance of physical custody. There are several transportation sources from which we may receive material. These include the United States Postal Service (USPS), United Parcel Service (UPS), Federal Express (FEDEX), government vehicles and direct pick-up from a vendor. Other transportation sources include commercial or government air and water freight, commercial trucking firms and vendor deliveries. This material may be for stock or direct turnover (DTO) to the requisitioner. In some cases, we may keep the material in a holding area for pickup by the customer. Also, we may send the material to a packing unit for preservation or protection. At other times, we may send the material to a shipping unit to be shipped to another activity.

Responsibilities

As in every operation, responsibilities for action to be taken are assigned to key personnel. In receipt of government-owned material for your ship, responsibility takes on added importance because of the many types of material receipts and the required accountability.

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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.

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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:

LS: Chapter 4— Material Receipt, Custody, and Storage Rev. MAR 2013 4-5

• 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.

LS: Chapter 4— Material Receipt, Custody, and Storage Rev. MAR 2013 4-7

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

Rev. MAR 2013 4-11

=.s • -:--------------------------- 0 DPAATW. .. LS: Chapter 4-Material Receipt, Custody, and Storage

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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FO OBLIGATIO NURPOSES ON Y,TiiE TRANS 'ORTATION CO TS CHARGEAE E TO THE FU OS INDICATED (TAC:NOOO AR ESnMATED TC BE : $12.34

SUBJECT TO THE 7 WORKING DAY CONSTRUCTIVE

.. 01-ad, ....,...byJ-*. I Zl ACCEPTANCE PERIOD. PLUS TRANS •J..,oiy _ b ._ y . . .. _ c ._ l ... l _ it-

24.IH'TED STA'TES OF MERICA 21i. TOTAl. 87.00 end ........ (SIGNATURE) 11Y ECKS BRAND COIIfTliACl1NGI OFRCER DFFEIIENCE$ t-------t 21.auNmTYIN CO..20 Hf.S BEEN INSPECTED ORECENED 0 IIC:I:EPTEO NfD CONf'()RN$ TO TI-E CXlNmACT EXCEPT liS NOTED Zl.D.O.VOOCHER NO. 10. IIIITW.S

:12.PMIBY 33.AWOUNT VERFED CORRECT FOR

-- OA' - TE ---- !iiG - Ho' - IT\J - RE - OF - A\ - ITW - OR - IZ - ED - GO - IIE - JIN - WI! - HT - ' -- ' ----- 1 - 5.F o ¥1 - S.l.-4ilylhio_h_....,..,..._..,,_.... · IS. IIU. OF Voi>INC NO.

DATE SIGHII"T\AO NfD 'ITTlE OF CERliF'IWG OFFICER DFIIIAL 17.11ECENEDAT •RECEJYEO 1Y ,• • DATE RECEIIIED «1.TOTIILCIOHTMERS (CUSTOMER SIGNATURE)

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).

Rev. MAR 2013 4-14 LS: Chapter 4— Material Receipt, Custody, and Storage

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.

Rev. MAR 2013 4-15 LS: Chapter 4— Material Receipt, Custody, and Storage

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.

Rev. MAR 2013 4-16 LS: Chapter 4— Material Receipt, Custody, and Storage

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.

Rev. MAR 2013 4-17 LS: Chapter 4— Material Receipt, Custody, and Storage

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.

Rev. MAR 2013 4-18 LS: Chapter 4— Material Receipt, Custody, and Storage

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

Rev. MAR 2013 4-19 LS: Chapter 4-Material Receipt, Custody, and Storage

REPORT OF DISCREPANCY (ROO) [X) SHIPPING 0PACICAGING a . OA,..C o,. .."«."" "no,.

87JUL01 J . Rf,I'Q"T "UMa flll

005/87 J, TO 1/11•'"• .,.efltlrcu, ff'C'I•ut•"CHfJ FLEET LOGISTICS CE:"'TER N002H NDZ SAN DIEGO, CA. 92132 4. I' fillOW Ill•""• eiMf M r'lfN, l tdMr Zl,.Co4 1 COHMANDING OFFICER uss SAMUEL GOMPER.S (AD 37) FPO SAN FRANCISCO, CA. 96601 Sa , 5HI E"'S HA...C

SAKE AS 13 INVOICE 25 JUN 87 6.TIIIIAN$"0ATATI0.... 00CVM£NT NUMB£A IG.. . We7••1l.TCN, ot.) O'"•rlg,.4''"••1.Co"t'.cf, •cc.l .u....., ' '-• "•••••f,•tc,J ,,, ,.,, IB- M,.,...,.,.} noo••. I"••'"' L. of""' w 1lv

0. NUMaC:R ,_,,.,.0 OAT«. Ofl"

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NSNII'ART NUMBER ANO UNIT QUANTITY QUANTITY OUAN· UNIT TOTAL. AC·l NOM NClA TUR OF SHIPPED/ coot 1 TION ISSUE BllL.EO Ht:Ct:l\11:0 TITY I'RICE CUST COOE hi (I>I lei '"' lei (ell

9N 596o-00-806-0292 EA 2 1 1 74.06 74.06 Sl 1G

SHORTAGE HAS BEEN VERIFIED AS NOT BEING TRANSPORTATION-RELATED.

IOISCREP.t.NCV COOFS Z.ol. CTION COOl'<:

CC>NOITIC)H O'MAT(.AIAL C I - tn ond;IM,Jn 04"•' lh.lf"' lft•t tMiutfll on ttt••M/UCIIGI dctC.Y,...,.,.I cz: ·- l•et ..•d '"•" ..,. s5 ·oo t: E T .·6;."' 'me"'

.-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

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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

Rev. MAR 2013 4-32 LS: Chapter 4— Material Receipt, Custody, and Storage

• 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.

Rev. MAR 2013 4-33 LS: Chapter 4— Material Receipt, Custody, and Storage

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.

Rev. MAR 2013 4-34 LS: Chapter 4— Material Receipt, Custody, and Storage

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.

Rev. MAR 2013 4-35 LS: Chapter 4— Material Receipt, Custody, and Storage

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.

Rev. MAR 2013 4-36 LS: Chapter 4— Material Receipt, Custody, and Storage

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.

Rev. MAR 2013 4-37 LS: Chapter 4— Material Receipt, Custody, and Storage

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

Rev. MAR 2013 4-38 LS: Chapter 4— Material Receipt, Custody, and Storage

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.

Rev. MAR 2013 4-39 LS: Chapter 4— Material Receipt, Custody, and Storage

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)

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Systems that provides a means of recording maintenance actions in detail. The recorded information includes labor and material used in equipment maintenance. The 3-M Systems allow retrieval of information concerning maintenance requirements and equipment performance, when needed.

Transfer

The term transfer refers to the movement of material from the custody and records of one activity to another activity. This includes transfer of Ready For Issue (RFI) material to Other Supply Officers (OSO), transfer of RFI that is no longer desired to be stocked onboard to a shore activity (also known as Material Turned into Stores or MTIS) and RFI and Not Ready For Issue (NRFI) material that is transferred to a Defense Reutilization and Marketing Office (DRMO). Extended Money Value (EMV) will determine if RFI material is transferred to MTIS or DRMO.

Survey

A survey is the procedure used for expending lost, damaged, or unserviceable material. An approved survey is an expenditure document and it should have an assigned serial number in the expenditure document series.

Expenditure Document Numbering System

Expenditure documents will be numbered in accordance with the Military Standard Requisitioning and Issue Procedures (MILSTRIP) numbering system. The document number consists of the service designator code, the ship’s unit identification code (UIC), the four-digit Julian date and a four-digit serial number. For example: If the volume of expenditure documents or the location and size of physical facilities warrants, the serial numbers may be divided into separate blocks of numbers for assignment to categories, such as ordnance, food, ship’s stores and clothing items and other expenditures. Expenditure document numbers will not duplicate document numbers assigned to requisitions unless the requisitions are for replacement mandatory turn-in repairable (MTR) items. Through the fiscal year, all serial numbers, except for MTR items, run consecutively within each block for each type of expenditure.

Expenditure Record Log

The expenditure record log is used to control expenditure document number assignments and to provide a record of all expenditures. The expenditure record log is divided into two segments described in the following paragraphs.

Expenditures, Except for MTR Items—This section of the expenditure record log will be maintained for recording all transfers and surveys. If the ship assigns blocks of serial numbers, this segment will be subdivided to include a separate section for each material category. The serial numbers in each section will run consecutively throughout the fiscal year.

MTR Items — This section will be maintained for recoding all shipments of unserviceable MTR items. Document numbers in this section will duplicate document numbers assigned to replacement requisitions.

Expenditure Invoice Files

The expenditure invoice file will contain the original of each expenditure invoice prepared by the ship, or a copy if the original is required elsewhere. Internal issue documents, NAVSUP Forms 1250-1, will not be included in the expenditure file. Expenditure invoices will be filed by expenditure document

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number. However, expenditure invoices for MTR items will be placed on the opposite side from other expenditure invoices.

Expenditure File

This file contains the original copies of transaction documents processed by the activity. If the original is not available, the activity may use a copy of the transaction document. The transaction documents referred to in this section are the forms used for each transfer, cash sale, or survey. The sequence for filing the invoices is Julian date and serial number sequence. The retention period of the expenditure invoice file is 3 years after completion of the expenditure transaction.

Material Issues

The term issue means the process of expending material in response to a requisition from a user, supported unit, or activity. Refer to issue processing procedures described in Chapter 5 of the NAVSUP P-485 . For mechanized activities, refer to the publications and procedures for prescribed system.

Issues Ashore

Heads of departments have authority to request material for the operation of their respective departments, normally, department heads authorize someone in the department to submit issue requests and receive material. This may be done by submitting a list to the Supply Officer, naming the individuals authorized. The department head may use a credit card system that authorizes the bearer to request and receive material. Either method serves not only as an authorization for you to accept the request but also as a control over requests submitted by departments.

Control of issues is necessary to make sure that the ship stays within the OPTAR granted by the TYCOM and that only essential material is requested. The Commanding Officer normally provides for an equitable distribution of the OPTAR to the various departments by means of a departmental budget. Each head of department is required to operate within this budget. The budget may be exceeded only with the approval of the Commanding Officer.

Naval Air Stations (NAS) and other stations under the management of Naval Air Systems Command (NAVAIR) use MILSTRIP for internal procedures. The Naval Aviation Maintenance Program (NAMP) procedures are also mandatory at naval air stations. Document processing of material issues at supply departments ashore generally follows the pre-posting method. However, Supply departments may establish the post-posting method for issuing material in direct support of a weapons system. This method is necessary to meet the time frame for processing requirements. The chronological order of requisition processing procedures ashore may vary among supply activities. For example, mechanized processing involves different organizational areas than does manual processing. The processing of on-station issues by using the requestor’s requisitions differs from the processing of off-station requisitions. Receipts from off-station may be on DD Form 1348-1, DD Form 1348-1A, or other shipment documents.

Activities with automated systems can transfer data to other parts of the organization by electronic means. The computer system can send requisitions, received electronically, direct to the storage area. The requisitions received via the computer system goes through a validation process first. Then, the computer program allows processing of requisitions that passed the validation process. In the validation process, the computer system checks for mandatory entries and correctness of data. Requisitions with errors will need correction before the computer can continue processing.

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Issues Afloat

This section provides issue procedures for general use consumables, repair parts and repairable. The basic rule for issuing material afloat is the same as for shore sites. That is, the authority for issuing material afloat is also a request from the customer. Upon receipt of the requisition, the supply activity processes issue or referral and provides status to the customer. Upon delivery of material, the customer signs and put the current date on the issue document. The customer retains one copy of the issue document as record of the completed requisition. Delivery personnel forward the signed copy of the issue document to the stock control branch or supply response section for use as proof of delivery.

Under mechanized procedures, activities can submit material requirements on-line by using an automated system (RSUPPLY, NALCOMIS, and OMMS-NG).

The term off-line, used by Supply onboard ships, refers to manual processing. In off-line processing, the customer submits requisitions on a locally approved form to the Supply Response Section or customer service. The requisitions must contain, at a minimum, the following information:

• NSN/NICN/LICN or part number

• Unit of issue

• Quantity

• Document number

• Chargeable end-use fund code

• Project code

• Priority

• Advice code, if applicable

• MDS data, if applicable

• Cognizance symbol (Not Carried items only)

• Nomenclature (Not Carried items only).

Supply personnel may process the requisitions received off-line into an automated system or completely off-line if necessary. At the first opportunity, supply personnel should process off-line issues by using the post-post or backfit option.

Requisition Handling Precedence

The basis for internal handling of requisitions is the assigned priority designator. By using the priority designators, the requisitions are classified into three separate groups. Material requests bearing priority designators 01-03 are in Issue Group I. Issue Group I is given special handling or expeditious processing from the receipt of requisition until delivery of material. Also, issuing activities can process issue Group I requisitions as BEARER PICKUP.

Material requests bearing priority designators 04-08 are in Issue Group II. Material requests in this group require identification or marking before sending them to storage for issue. Handling of material requests in this group may be “issue on requisition” basis, but not bearer pickup.

Material requests bearing priority designators 09-15 are in Issue Group III. Material requests in this group do not need identification or marking,

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When a requisition contains a Required Delivery Date (RDD), process the requisition in the proper issue group to meet the RDD. The assigned RDD can be earlier or later than the Standard Delivery Date (SDD) listed in the Uniform Material Movement and Issue Priority System (UMMIPS). Refer to NAVSUP P-485, chapter 3, for additional information on RDD.

Table 5-1.— Processing Standards.

Table 5-1 is the NAMP Processing Standards for requisitions submitted by squadrons and AIMD in support of maintenance. The processing time standards also apply to furnishing requisition status. The elapsed time starts when the customer places a requirement to the supporting supply activity. The elapsed time stops upon delivery of material or receipt of status by the customer. If the requested material is not in stock (NIS) or not carried (NC), the supply activity must give this information to the customer.

The term requisition status means the action being taken by the supply activity to fill the requisition. Status data refers to the information on the requisition status. The media and status code of the requisition tells the supply activity how and where to send the status. Providing requisition status on time helps customers decide about the job and material requirement situations.

Local deliveries involve movement of material within the supported area of the supply activity. Material movement starts from the storage area and ends at the assigned delivery point. During the delivery process, material must have packaging protection to prevent damage. By keeping material in the original container, it will provide the desired protection. However, use of cushioning material, such as bubble wrap, can reduce shock and vibration during material movement. Refer to Supply Afloat Packaging Procedures, NAVSUP P-484, for packaging procedures afloat. Also, the Common Naval Packaging (CNP) website provides packaging data for aviation repairable assemblies. During delivery, material must be properly loaded and secured in the vehicle to prevent damage from falling or jolting.

All material for issue will have documentation. The material will have at least two copies of the issue documents. One copy for the customer and one signed copy as proof of delivery.

MECHANIZED PROCESSING —U pon submission, supply automated systems automatically compares the material requests entered via computer to the control and validation files. Validation through technical editing and suspense processing is still necessary to correct any erroneous inputs or requirements needing special approval. Upon completion of the validation process, supply automated system will produce an issue document for available material. Storage personnel use the issue document to locate, pick up and deliver material.

The term complete issue refers to the issuance of the complete quantity requested (Figure 5-1). When processing the issue document, personnel making the issue must circle the quantity issued on

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the document and attach one copy to the material. Personnel may use the FIRST DESTINATION ADDRESS of the issue document for the staging area location, name and date. Upon delivery of material, the customer signs and date, the issue document.

Figure 5-1 — Complete issue documentation on DD Form 1348-1.

Personnel making the issue must adjust the issue quantity to coincide with the standard pack of the item. To process the issue, line out the quantity requested and enter and circle the quantity issued. Mark the issue document with the words STANDARD PACK ADJUSTMENT and deliver the material. See (Figure 5-2) for an example of issue with standard pack adjustment.

Partial issue means only part of the requested quantity is available for issue. Storage personnel must search all locations and check the on-hand quantity in stock records. If the quantity of the item found is less than the quantity requested, process the requisition as partial issue. To process partial issues, line out the requested quantity and enter and circle the issued quantity. See (Figure 5-3) for an example of partial issue document. Based on local policy, issue of a substitute item may satisfy the remainder of the requirement. If alternatives cannot fill the remaining requirement, process an off-station requisition through the stock control branch.

Consider material not in stock (NIS) only after a thorough check of all the locations. To process, mark the document TOTAL NIS or WAREHOUSE REFUSAL. Based on local policy, conduct issue if there is an acceptable substitute; otherwise, refer the requisition off-station. If a substitute item is available and acceptable for issue, the supply automated system will produce the issue document (Figure 5-4). When substitute material is not available, the computer will produce a Direct Turnover (DTO) requisition.

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After processing the requisition as DTO, mark the original issue document with RECORDED IN the supply automated system. Then, initial and forward the document to stock control for filing.

The issue transaction is complete after getting the customer’s signature and posting in the records file. Upon delivery or pickup of material, the customer must sign and enter the current date on the issue document. Personnel issuing the material must forward the signed issue document to the processing point for the particular storage area. The processing point posts the issue transaction to update the records file. See (Figure 5-5) for an example of completed issue document. See (Figures 5-6 and 5-7) for samples of NAVSUP 1250-1.

MANUAL PROCESSING.—O ff-line processing of material requests when the automated system is down, consists of four steps. They are the Supply/Logistics Support Center (S/LSC) processing, warehouse processing, material turnover and post-post processing. The following sections describe the responsibilities and functions for off-line processing.

Figure 5-2 — Standard pick adjustment documentation on DD Form 1348-1.

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Figure 5-3 — Partial issue documentation on DD Form 1348-1.

The S/LSC acts as the central point of entry for processing issues off-line. It performs the same basic functions as the supply response section (SRS) in aviation stores division. The following sections describe the responsibilities of the S/LSC for manual processing:

• The S/LSC or SRS checks the requisitions for completeness and correctness of information.

• It is responsible for determining the availability of the requested item by using the Master Stock Status and Locator Listing (MSSLL). It writes the locations of the material on the back of the form.

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Figure 5-4 — Substitute issue documentation on DD From 1348-1.

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Figure 5-5 — Completed material delivery documentation on DD Form 1348-1.

Figure 5-6 — Sample of NAVSUP 1250-1 (NIS).

Figure 5-7 — Sample of NAVSUP 1250-1 (NC).

It is responsible for putting the stock numbers and locations of available substitute material on the back of the form. For substitute issue, the S/LSC is responsible for entering the stock number of material identified for issue:

• When requested material is not available for issue, the S/LSC forwards the requisition to the procurement section for DTO processing

• The S/LSC is responsible for pulling and placing one copy of the issue documents in the issue pending file (manual).

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The next step in processing requisitions off-line is the storeroom or warehouse. During this process, personnel use the marked-up requisition form to get the material from the location. After finding the item, storeroom personnel move it to the issue staging area for pickup. The storeroom personnel process the issue document according to the following transactions.

For complete issue, the following procedures apply:

• Circle the quantity when issuing the full quantity requested

• Signs and mark the staging area location on the issue document

• Attach a copy of the issue document to the material

• Deliver the issue document to the customer contact point

For standard pack adjustment, the following procedures apply:

• Adjust the issue quantity to match the standard pack of the item; line out the requested quantity

• Enter and circle the issued quantity on the issue document

• Mark the issue document with the words STANDARD PACK ADJUSTMENT

• Sign the issue document and move material to staging area

• Mark the location of the staging area on the issue document

• Attach a copy of the issue document to the material

• Deliver the issue document to the customer contact point. For partial NIS issue, the following applies: • When issuing partial quantity and no substitute is available, line out the requested quantity. Enter and circle the issued quantity on the document

• Sign the issue document and move the material to the issue staging area. Enter the staging area location on the issue document

• Attach a copy of the issue document on the material

• Deliver the issue document to the customer contact point

• Inform the customer of the partial issue action and determine the requirement for the remaining quantity

• Mark the issue document with PARTIAL ISSUE, BALANCE REQUIRED, or BALANCE CANCELED.

For partial NIS, substitute issue, the following applies:

In this situation, a partial quantity is available for issue and a substitute is available for the balance. This process involves two separate issue documents, the original document to process the partial issue transaction and the second to process the substitute issue.

• Line out the requested quantity on the first document. Then, enter and circle the issued quantity above the original quantity

• Mark the first issue document with PARTIAL NIS SUB ISSUE

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• Prepare the second document by duplicating all entries from the first except the NSN, unit of issue and quantity. Enter new document number and the unit of issue and quantity of the substitute item

• Sign both documents and move material to the issue staging area. Put the staging area location on the issue document

• Attach a copy of the issue document to the material

• Deliver the issue document to the customer contact point.

The partial substitute issue transaction can fill part of the requested quantity if an acceptable substitute is available. To process the issue, line out the requested quantity and stock number. Then, enter the issued NSN and quantity on the issue document. Process the issue document in the same manner as the partial NIS issue. Refer back to (Figure 5-4) for a sample of a substitute issue document.

The substitute issue transaction is the process of filling the request by an acceptable substitute. To process the requisition, line out the stock number originally requested. Then, enter the stock number issued and circle the quantity. The issue document is processed the same as complete issue as described in previous text.

The next step in off-line processing is the material turnover. This process involves material delivery or pickup from the staging area. Upon turnover of material, the customer must sign and enter the current date on the issue document. The supply representative forwards the signed issue document to the S/LSC or SRS for further processing and filing.

The last step in off-line processing is the post-post issue processing. The S/LSC or SRS uses the issue document to update the records in the computer. After receiving the signed copy of the issue document, the S/LSC or SRS discards the suspense copy in the issue pending file (manual). The S/LSC or SRS retains the completed issue document in the transaction holding file until the computer is ready for use. When the computer becomes available, the S/LSC or SRS records the issue transaction in the post-post option of the supply automated system. After posting in the computer, the S/LSC or SRS marks the issue document with RECORDED IN the supply automated system. The S/LSC or SRS forwards the completed issue document to stock control for filing in the history file.

Special Issue Procedures

This section describes some of the regulations that the LS must know about legal and illegal issues of material. The legal issue refers to the issuance of material with the proper authority and paperwork.

The LS, working in spaces containing flight clothing or hand tools, may be approached to make illegal issue of an item. Some may even be tempted to sell this material or use it for personal benefit.

The definition of unauthorized issue is the issuance of material for other than its intended use. This also includes issuance without proper authority and paperwork, selling of government property, or giving away material. Obtaining government material for one’s own use without proper authority is also an unauthorized issue.

The LS may use a regulation, instruction, manual, publication, or written order from the Supply Officer as proper authority for issuing material.

FLIGHT CLOTHING.—T he supply department has custody of flight clothing and flight operational equipment in store until issued. The supply department also has the custody of returned, damaged, or soiled clothing. This includes clothing held pending survey, repair, or cleaning. Certain designated

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personnel may use flight clothing on an individual basis. Other personnel may use flight clothing included in the flight clothing pool. The NAVAIR 00-35-QH-2 publication lists the flight clothing items issued on individual basis. Also, it lists the designated personnel authorized to use flight clothing and equipments.

Issue procedures for items of fight clothing are different from other material. NAVSUP Publication 1, volume 2 describes the procedures for flight clothing.

The form used for requisitioning flight clothing is DD Form 1348 (automated or manual). Requisition may come from aviation squadrons or the material control division of an activity.

Issues for replacement of surveyed articles of flight clothing have different procedures. Lost or missing articles of flight clothing must be surveyed. The requisitioner can accomplish the survey by inserting a brief explanation of the cause and responsibility on DD Form 1348. The statement on DD Form 1348 must have the Commanding Officer’s approval and signature.

Issues of flight clothing require entry to the Record of Flight Equipment Issue, OPNAV 3760/32B, in the individual’s record. OPNAV 3760/32B is part of the Naval Air Training and Operating Procedures Standardization (NATOPS) Flight Personnel Training/Qualification Jacket. The flight gear custodian of the receiving activity is responsible for entering the information in the individual’s OPNAV 3760/32B.

Submit requisitions for flight clothing items that require special measurement through the Commander, Defense Supply Center Philadelphia (DSCP). DSCP processes the DD Form 1348 (requisition) and the Armed Forces Measurement Blank DD Form 358 (male)/DD Form 1111 (female) to fill the requests. Refer to NAVSUPINST 4400.70 (series) for additional information.

Authorized personnel receive initial outfitting of leather flight jackets upon completion of schools or training. NAS Pensacola records the issue of leather flight jacket in the individual’s OPNAV 3760/32B. The only authorized stock point for leather flight jacket is Naval Air Station, Pensacola. Customers may submit requests for leather flight jacket by letter and requisition to the Supply Officer of NAS Pensacola. The letter must contain the name, rank and social security number of the bona fide recipient and it must be signed by the Commanding Officer. The requisition document may be a DD Form 1348 or NAVSUP Form 1250-1. Only upon turn-in of the old jacket to NAS Pensacola can a replacement be issued. The turn-in document must contain the name, rank and social security number of the individual turning in the jacket.

Submit replacement request for lost or stolen leather flight jacket with an approved Financial Liability Investigation of Property Loss, DD Form 200.

MAINTENANCE SUPPORT PACKAGE.—I ssue procedures for items included in the maintenance support package (MSP) may vary. The issue procedures may be the same as the off-line processing or mechanized processing. Another way of issuing items from MSP is by use of a locally developed drop sheet. When used, the drop sheet contains separate line entries for each item issued. The format of the drop sheet must include the information necessary to record the issue according to set procedures. It also must include the Maintenance Data System (MDS) information for 3-M reporting. The drop sheet must include the following information:

• NSN, NICN, LICN

• Unit of issue

• Julian date

• Serial number

• Job control number

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• Type Equipment code

• Work Unit code

• Project code

• Priority

• Receipt signature

• Fund code.

Activities may use the Naval Aviation Logistics Command Management Information System (NALCOMIS) procedures, when available, for issuing MSP items.

SEAMART. — This is a self-service store onboard ships. Materials stocked in SEAMART are low-cost, consumable items frequently used by work centers of the activity. The procedures for SEAMART issues may vary from other activities. The procedures may be the same as off-line processing or they can be a shopping list. Automated activities can use the SEAMART issue function described in the RSUPPLY Support Procedures User’s Manual, Volume IV.

Ashore, SERVMART has the same function as SEAMART afloat. Issues from SERVMART require a money-value-only document or GCPC purchase request and a shopping list. The SERVMART shopping list may be NAVSUP Form 1314 or an authorized locally prepared form. Issues from SERVMART are conducted by each category of material. The transactions require one supporting requisition per material category. The material categories are as follows:

• Stock replenishment of consumables

• Stock replenishment of repair parts

• DTO consumables

• DTO repair parts

• Equipage

• Medical/dental material

• 3

Aviation activities and squadrons get material from SERVMART by using separate requisitions for each category of item. These activities use different requisitions for buying items for aircraft maintenance and administrative functions. The NAVSO P-3013-2 lists the authorized fund codes used by these activities for buying specific types of materials.

After completing the issue, the activity’s account is charged, with the total cost of the items listed in the shopping list, on the document.

AVIATION FUELS — The document used for issues of aviation fuels to onboard aircraft squadrons or detachments is DD Form 1348-1A. The transaction document must cite the squadron’s end-use fund code. The completed transaction will result in the ship recording a SAC 207 NSA material issue. For example, the issues will appear in the financial inventory report (FIR), caption J1, Issues with Reim- bursement-Service use.

Material Transfers

A transfer is the movement of material from the custody and records of one activity to another activity. One of the general duties of the Supply Officer is material transfer. The Supply Officer, or his/her

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assistant, is responsible for approving transfers of material from the activity. These materials include consumables, equipage, repair parts, ships’ store stock and food items. Before transferring the material, the Supply Officer is responsible for ensuring that the department using the material does not need it anymore. The Supply or Command Duty Officer may approve material transfer during the Supply Officer’s absence.

Authority for Transfer

Material transfer must be made only after receipt of an approved official request document. The document may be a requisition, letter, or message. The offload of excess material to a shore activity does not need a request document. Excess material transferred to shore activities requires the Supply Officer’s approval.

Other department heads that have custody of material must turn-in the material to supply for documentation and transfer. Other department heads are responsible for informing the Supply Officer if they need to retain the materials that are considered for transfer.

NOTE: Transfer of the Maintenance Assist Module (MAM) must have the Type Commander’s approval.

Types of Transfers

The following paragraphs describe the different types of transfers.

TRANSFER TO END-USE OPERATING FORCES.—For this type of transfer, the Service Designator code assigned to the activity will be R or V. The Fund code used will indicate the fund and the Defense Accounting Office (DAO) supporting the activity.

TRANSFER TO END-USE SHORE ACTIVITIES.—I n this type of transfer, the activity’s Service Designator code is N.

• TRANSFER TO NAVAL WORKING CAPITAL FUND.—On this type of transfer, the accounting data cited must contain the Navy Working Capital Fund (NWCF, formerly NSF or DBOF) appropriation 97X4930 on the transfer document. When used, the Fund code must apply to the NWCFDBOF appropriation.

The NWCF facilities ashore include the Fleet Logistics Centers (FLC) and Naval Air Stations (NAS).

Transfer Procedures for End-Use Material

Transfers of NSA material between ships of the same type commander are non-chargeable transactions. However, the value of the transaction will be included in the B summary of the transferring ship. See NAVSO P-3013-2 for more details. Transfers between ships of different type commanders are chargeable transactions. The value of the transaction will be included in the A summary of the transferring ship. Transfers between ships of the same or different type commanders will not give credit to the OPTAR of the transferring ship. However, the transferring activity may use the value of such transfer to support an OPTAR augment request from the type commander. An example of an inter-ship transfer document is shown in (Figures 5-8 and 5-9).

Transfers of Appropriation Purchase Account (APA) materials are non-chargeable transactions. Transactions on APA material do not require summarization.

Documentation

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Forces afloat normally use the Single Line Item Requisition System Document, DD Form 1348 to transfer material. The requesting ship prepares and submits DD Form 1348 to the transferring ship. However, the requesting ship may send the request by a different method. When requested by a different method, the transferring ship prepares the DD Form 1348-1 to document the transaction. The requesting ship must prepare the DD Form 1348 according to MILSTRIP.

The other form used as a transfer document is the DD Form 1348-1. Activities use this form as a controlling document when transferring material to another activity. When the transferring ship uses DD Form 1348-1 to document the transfer, distribute copies as described in the following texts.

Figure 5-8 — DD Form 1348-1 used as inter-ship transfer document.

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Figure 5-9 — DD Form 1348(6-pt) as an inter-ship transfer document.

The original copy stays with the transferring ship and is filed in the expenditure invoice file after posting.

Copies 2 and 3 are attached to the material and sent to the requesting ship.

Copy 4 stays with the transferring ship and is attached to-the retained copy of the summary; or it is discarded if applicable to APA material.

Copy 5 stays with the transferring ship to support the summary; or it is discarded if applicable to APA material.

Copy 6 is attached to the original copy in the expenditure invoice file of the transferring ship after the receipt signature is obtained. The transferring ship may discard this copy if receipt signature is not requested.

Activities may include other information on the document when transferring aviation depot-level repairable (AVDLR) material. This information may include the job control number (JCN), part number, serial number and family group code. Refer to NAVSUP P-545 or NAVSUP P-485, chapter 5, for the procedures in transferring depot-level repairable (DLR) items.

Transfer of Aviation Fuel

Transfer of aviation fuels and lubricants between ships with AVCAL accounts use DD Form 1348 to document the transaction. The document must cite the special Accounting Class 207 NSA fund code. The supply automated system will treat the transfer as an Other Supply Officer (OSO) transaction.

Transfers from ships with AVCAL accounts to ships without AVCAL accounts can be documented on DD Forms 1149, 1348, or 1348-1.

Transfer of aviation fuel to shore activities (offload) is documented on an un-priced DD Form 1149. The transaction is not summarized but must be reported according to NAVSO P-3013-2.

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NAVSUP P-485 provides specific instructions covering the transfer of fuel from ship to ashore activities and transfer of aviation fuels. Transfers or losses of bulk propulsion fuel from tankers are expended in accordance with fleet or type commander and Military Sealift Command instructions.

Transfer of Special Clothing

Transfer of special clothing to other ships needs approval from the Commanding Officer. Ships can transfer special clothing to a shore activity only when the on-hand quantity is in excess of the authorized allowance. The documentation used for transferring special clothing is DD Form 1348-1.

Transfer of Aircraft Engines

Transfer of aircraft engines from the custody of a reporting custodian to another activity requires submitting a report. See procedures described in NAVAIRINST 13700.15 (series). The Aircraft Engine Management System (AEMS) allows the use of an on-line computer terminal for submitting reports on aircraft engines. The AEMS terminal also allows retrieval of information on specific engines. AEMS provides accurate and timely data to Naval Air Systems Command (NAVAIR) and air type commanders.

The document used for shipping aircraft engines is DD Form 1348-1. With MILSTRIP data, the document also must include the type, model, serial number and condition of the engine.

Material Turned Into Store Ashore

Material is normally turned in became it is in excess, unserviceable mandatory turn-in repairable, preservation required salvage, or disposal. The Supply Officer must approve each transfer. Credit for excess material turned in will be granted to the appropriate TYCOM operating budget in accordance with the credit policy of the inventory manager. An example of a DD Form 1348-1 used for turn-into store ashore is shown in (Figure 5-10). The distribution instructions for the DD Form 1348-1 used for turn-in to store ashore can be found in the NAVSUP P-485.

Identification of Turn-In Material

Material turned in to store ashore must be identified, tagged and marked accurately. This allows the receiving activity to process and grant credit, when applicable. Ships must follow the procedures outlined in NAVSUP P-485 when identifying material for turn-in to stores ashore.

Accounting for Turn-Ins

Accounting for material turned in to store ashore from non-stock funded ships is performed by ashore activities. Summaries are not required. Transfers should not be recorded in the ship’s OPTAR Log. Although turn-ins of material to store ashore have no impact on the transferring ship’s OPTAR, large dollar value transfers may be used as a basis for requesting an OPTAR augmentation from the type commander.

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Figure 5-10 — Example of a DD From 1348-1 used for turn-in to stores ashore (MTIS).

MTR Items

The term “mandatory turn-in repairable items” describes all material listed the Master Repairable Item List (MRIL) and fleet ballistic missile master repair list (FBMMRL) which are coded for return to the supply system when unserviceable and not locally repairable.

MTR items are listed on the MRIL and FBMMRL. They are provided to assist in the identification of Navy-managed mandatory turn-in repairable items. It should be remembered that the MRIL and FBMMRL serve to indicate the items that require turn-in when unserviceable. The activity to which they should be transferred to be repaired is also specified. An MTR suspense file must be established to maintain and control the return of repairable material from other shipboard departments and to assist in the preparation of turn-in documents. Procedures to be followed when turning in MTR items are found in NAVSUP P-485.

Surveys

The term survey refers to the procedures for determining the cause of gains, losses, or damage to government property. Also, it determines the procedure for establishing personal responsibility (if any) and documenting necessary inventory adjustments to stock records. The form used for survey is the Financial Liability Investigation of Property Loss, DD Form 200. The purpose of the form is to report the facts and circumstances supporting the assessment of financial charges for the loss, damage, or destruction of DoD-controlled property.

Even with the physical security and quality control established by activities to take care of government between stock or property book balances and the physical status of material in storage. The discrepancies are subject to review/approval thresholds, as described by their applicable category.

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The categories are supply system stock or property book material. The NAVSUPINST 4440.115 (series) provides procedures for processing the DD Form 200. See (Figures 5-11 and 5-12).

All items with discrepancies are subject to survey report procedures. The only exception is incoming shipments that can be attributed to shipper or carrier liability. In which case, a Supply Discrepancy Report (SDR) (Standard Form 364) must be submitted. For more information, consult NAVSUPINST 4440.179 (series) or NAVSUP P-485.

Initial Requests

Either the accountable or responsible person will initiate the Financial Liability Investigation of Property Loss, DD Form 200.

When circumstances warrant, such as when there is an indication of criminal action or gross negligence, the Commanding Officer or the CO’s designee may appoint a Surveying Officer or survey board. Refer to the NAVSUP P-485 for Survey Board procedures.

Survey Criteria

If the discrepancy between the records and physical status of material is due to paperwork error, make the proper transaction to adjust and correct it. You must ensure proper processing of transactions when you make the corrections. These are resolved discrepancies and do not need a DD Form 200.

Unresolved discrepancies that do not meet the criteria for submitting Financial Liability Investigation of Property Loss, DD Form 200 must be corrected by inventory adjustments. A DD Form 200 is not required to substantiate the inventory adjustment. The stock record will be adjusted with inventory gain or loss when the preliminary research fails to resolve the discrepancy. Contingent upon the extended dollar value or type of item involved, a causative research must be conducted to determine the cause of the physical inventory adjustment.

Exceptions

Research action is not required when it is the opinion of the Commanding Officer or a designated representative that negligence is not indicated in the loss, damage, or destruction of government property; negligence, or responsibility cannot be determined; and research under those conditions would constitute an unnecessary administrative burden. Research action is not usually required when an individual accepts responsibility for loss, damage, or destruction of government property. At the discretion of the Commanding Officer or a designated representative, investigative reports required by other appropriate DoD component regulations may be used in lieu of research procedures prescribed in the NAVSUP P-485 under the following circumstances:

• There is no death or personal injury involved

• The total property damage does not exceed $2,500

• There is no possible claim against the government.

Action by the Appointing Authority

The appointing authority is usually the Commanding Officer, designee, or officer in the chain of command with jurisdiction over the individual having custodial responsibility for the property involved.

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For detailed instructions concerning the preparation and submission of the Supply Discrepancy Report (SDR), refer to the NAVSUP P-485.

Distribution of DD Form 200

After the final action, distribute copies of DD Form 200 according to the following texts.

ORIGINAL.— The activity retains the original copy with all the attachments, except when needed by higher authority.

DUPLICATE.— This copy is returned to the Proper Property Officer to replace the quadruplicate copy that may then be destroyed. Submit this copy to higher authority when required.

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,2. Q . Se{ i. l::=!> irJ:

FINANCIAL LIABILITY INVESTlGATlON OF PROPERTY LOSS

PRIVACY Acr STATEMENT &JII:IQBID' 10 USC 136: 10 USC 2775: DoD Instruction 7200.1C; EO 9397.

(*) MLSR REPORT 1996/01 Wltt l!3.!BW§I;; To otnclall)' re!X}n t11e ract:s and circumstances 1:21 L. Bc· Votuntttry; how ewer. reful W e:x ein the aupportina lh•aa.,.....,.nt of finaneiol char;&& circumatancoo undorwhlch th• prol)<>r1y wao loat, l'or thA loss, d•moae, or destruction of DoD· dam!llled. or destroyed may be considered with controlled property. The pulllQse of solicitinll other tectors '" determinirQ ilan ind1vidual will be the SSN is lor positive identification. held financiallY liable. 1. o.\TE INITIATED (YYM MDD) INQUIRY /I STIG'.TIONUMBER 3. DATE lOSS DISCOVERE D (YYMMDD) 950425 25APR95-8'746-6T1 950424 .NATIONAL STOCK NO. 5. ITS! DESCRIPTION 6 QUANTITV 7 UNIT COST 3 TOTAL COST

5820-01-079-9538 19 • RCA Track Te1ev1slon 03 $298.00 $894.00 9. CIRO.JMSTANCES UNDER 'MilCH PROPERT'I' 'I,•) SI'OLEN [gj LOST (Attach eddltloml I>OiiH as L_j DAMAGED L_j DESTROYED Television sete dlsoovered missing from barra.ckB 128 rooms 132, 143, &nd 166 8JJ a. result. of a physical inventory conducted to update minor pla.nt property records. Televisions were not secured LAW OPNAVIN81' 6630.14B, pa.ra. 0321, to prevent ben.. 10. ACTIONS TAKEN TO CORRECT ORO.JMSTANCES REPORTED IN BLOCK 9 AND PREVENT FUTURE OCCURRENCES (Arttteh llddtlontll ao 8/S ""'""'"""l All personnel checkl.ng out of ba.rl'a.cks now required to have their rooms pb,ysica.lly inventoried prior to checkout. All t&1eviB1ons t.o be pel'JD&DentlY secured within roo:mt by anchor pad -(") NCIS NAVAL AIR ffi'ATION NOTIJmiD 950424 1 ASSUMED CASE.

11. INDMDUAL COMPLETING Bl.o::I( OUGH 10 a. ORGANIZATIONA!. ADDRESS (UI'IIt DMtgnMJon, b. T'I'PED NAME (Last, Rtst, -lrttJal) c. AUTOVONI DSN NUMBER crnco S)fflbol. Base, SUte/Ccurtry. Zip Code) Sample, Eye, M. SKI 476-7234 NAVAL AIR STATION d. SIGNATURE e. DATE SIGNED NORTH lSLAND, CA 92010 jelA," c \.U2. -tr(. 960425 12 (Xone) lXX lt<ESFONSI BLI: OFFic:Et< (PROPERTY RECORD III:MS) lXX 1 RI:I!JI'WING AUTHORITY (SUPPLY SYSTEM STOCKS) a. NEGLIGENCE OR ABl.SE b. COMt.!ENTSI RECOMMENDATIONS BnDENTISUSPECTED (X one) Televisions discovered mlsslng upon ma.king morn1ng rounds. XXI (1) Y•• I I(2) No c. ORGANIZATIONAL ADDRESS (Unit Dt.sitMion, d. T'I'PED NAME (LIISI, First, Mldtl!e I ) e. 1\UTO\/ONI OSN NUMBER Off!<» S)mbol, a-, se.t•/Ccurtry, Zip C<Jde) S th, John, J. BM1 476-3731 NAVAL AIR !JI'ATION NORTH lSLAND, CA 92010

lsR (; g. DATE SIGNED 900602

13. APPOINTING AUTHORITY a. RECOMMENDATION b. COMMENTSI RATIONALE c. FINANCIAL L ILfTY (X one) OFFICER APPOINTED XX I (I) ApprCM! (X..-..) I(2) {)j"""""""' XXI (1) Yas I 1 (2) No d. ORGANIZATIONAL ADDRESS (Unlt Mt. lon, o. TYPED NAME (LIISI, First, Middle lriti<Ji} f. AUTOVON/DSN NUMBER crnoe S)fflbol. · SUte/Couroy, Zip Code) Sea., Arn, L. LCDR 476-4488 NAVAL AIR !JI'ATION h. DATE SIGNED NORTH WLAND, CA 92010 950504

14 APPROVING AUTHORIT'I' • I a. ACTION b. COMt.!ENTSI RATIONALE c. LEGAL REVIEW (X one} SUbmit copies to: CO PLETED IF REQUIRED XXI 1 1>-'W<MI c•) CNO (N09Nl) (X one) .l(2)Di_.ove NAVSURFW.ARCENDIV CRANE (3046 XXI (1) Yas I 1 (2) No d. ORClANIZATIONAI. ADDRESS (Unit Des/tl'll!l(lon, e. TYPED NAME (LIISI, Rr:rt, MJ<k1ie lmJlJI) f. AUTOIKJNI DSN NUMBER Oftfoe S)mbol, -· SUittJ/Ccuntty, Zip C<ldtf) Doe, John, J. CDR 4'76-0001

NAVAL AIR !JI'ATION NORTH lSLAND, CA 82010

()J_.,

h. DATE SIGNED a. 950604

86NP0179 oOGdtJtec:J Attachment (1) t.o Enolosure C4)

Figure 5-11- Completed Financial Liability Investigation of Property Loss, DD Form 200 (Front).

LS: Chapter 5--Material Expenditures Rev. MAR 2013 5-23

AUTHORITY (YYMMDD) (YYMMDD) 9604B4 /7" <. TYPED NAME ;:r e 1.-Jthoi)

15. FINANCIAL UAlliLITY OfFICER L FINDINGS AND RECOMMENDATIONS (AIIllel! IICialt'Onlll P«fe$ ., -..MJ')

FindiDgll:

1. BM18mltllrallec1 to properly secure televl.slon sets during the even.J.ng :resulting In their theft. Failure to pJ'Oper]y execute 88SI.gned responslbllitles resulted in loss to government.

2. Remove rrom property J'800l'd.

3. All personnel must now b&ve their rooms pbysioally Inventoried before oheclrou.t. All televisions b&ve been permanently secured within rooms by anchor pad or bolts.

b. OOLLAA AMOUNT OF LOSS c. MONTHLY B.*.SIC PAY I d. REODMI\1ENDED ANANCW. LIAiliUTY $894.00 $1,623.00 $894.00 L ORGANIZATIONAL ADDRESS (Urlt t. TYPED NAME (!.891, flrst, Middle lnitllll) g. AUTOVON /DSN NUMBER orne. S}ml>ol. -· Stete/ooont/y, Zit> COde) Jones, Jolln J. LT 476-7387 NAVAL AIR fJl'ATION n. DAlE Rlof'OR[ SUtiMtiii:V 10 AI'I'OINTING I. DATE APPOINTED NORTH !BLAND, CA 92010 l SIGNAn It DATE SIGNED 0:- 960601 16. INDMDUAI.. OiARGED ..... u a. I HAVE EXAMINED THE FINDINGS AND RECOMMENDATIONS OF THE ANANCIAI. LIABLITY OFFICER AND (XOI'IIf) I (1) SUOmi!tne .aecnea stam4f'lt or oo)eetiOn. I XX I(2) Do notII'IQna to m-auc:n •ataemer«. b. IHAVE BEEN INFORMED OF IIY RIGtiT TO UEGAL IOJICE. MY SIGNATURE IS NOT AN ADMSSK>N OF LIABILITY. c. ORGANIZATIONAL ADilRESS (Urlt on, d. TYPED NAME (liiS!. flrst, · lrJitJS) e. SOCIAL SECURITY omoe S)mbof. -·/ooontJy. zCode) NUMBER NAVAL AIR Bl'ATION Smith, Jolln J. BM1 123-46-6789 NORTH ISLAND, CA 92010 f AUTOVONIDSN NUMBER T vi,_- X-..

h. DATE SIGNED 476-3731 960503 17 =.JNTASLE OFFICER L DOCUMENT NUMeERlS) USED TO AOJUST PRCPERTY RECORD

b. ORGO.NIZA TION-'1. ADOR[GS (unit d. AUTOVOH/DSN HUMBER otrlotJ Sfmbol, a-, Slete/Q>untly, Zip Code) B, J es P. CDR 427-7877 NAVAL AIR fJl'ATION ·- _LL f. DATE SIGNED

NORTH ISLAND, CA 92010

DO Form 200 (Back), FEB 91 Attachment (l) to Enclosure 4

.7 fi ,(? 960804

Figure 5-12- Completed Financial Liability Investigation of Property Loss, DO Form 200 (Back).

LS: Chapter 5--Material Expenditures Rev. MAR 2013 5-24

TRIPLICATE.—De stroy this copy if there is no financial liability involved. If there is financial liability involved, send this copy to the Disbursing Officer.

The individual who started the survey may keep the remaining copies of DD Form 200 for local use. Forward the required copies of DD Form 200 for surveys exceeding $100,000 to the Type Commander with monthly financial returns.

SUMMARY

This chapter explains how to identify each type of expenditures and how records are kept and maintained. As a Logistics Specialist, you should now be able to prepare proper expenditure documentation for issues, transfer and survey of materials. The ability to properly document each expenditure is critical in maintaining accountability of all materials, whether it is from your stock records or in custody of other departments to include survey items.

Rev. MAR 2013 6-1

CHAPTER 6

STOCK CONTROL AND INVENTORY MANAGEMENT

The primary function of any supply organization is to ensure the availability of material to support the needs of its customers. Supply must manage all material in stock continuously and judiciously to accomplish this function. This chapter provides information about stock control afloat. However, some of the procedures described may also apply to stock control ashore.

LEARNING OBJECTIVES

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

1. Recall terms frequently used in connection with the supply system.

2. Classify the different responsibilities and functions to control the availability of all items of stock under stock control cognizance.

3. Recall the various material inventories normally taken by the material custodian (afloat) or inventory division (ashore).

4. Describe physical inventories conducted that account for Navy-owned material in stores account.

5. Interpret supply procedures involved with record keeping, acquisition, inventory, custody and turn-in of custody type material.

The implementation of computer systems to gather and analyze supply data has made inventory management easier to accomplish. There are several kinds of computer systems used throughout the Navy. Aboard ship, the LS working in stock control will most likely use computer systems. These computers use the Relational Supply (R-Supply), Naval Aviation Logistics Command Management Information System (NALCOMIS) procedures and other automated supply systems. Personnel assigned to stock control afloat should attend the R-Supply and NALCOMIS training. This training will help personnel become familiar with the procedures for processing different transactions and reports.

Stock control uses different methods to perform inventory control functions. In mechanized activities, stock control uses several kinds of reports in managing stock items. The computer produces the mechanized reports used by stock control or supply personnel. The person requesting the report can select any of the optional criteria provided by the computer system to produce the specific report. The person requesting the report fills out and submits the request to the Functional Area Supervisor (FAS). The FAS will include the request for the report in the planning calendar. Supply personnel can use the mechanized reports to analyze various situations in stock posture and to check completed transactions.

As an LS, you must be able to perform stock control functions. The LS working in stock control is responsible for maintaining stock records, conducting inventory and maintaining files. Personnel working in stock control must be familiar with the procedures used by other divisions in supply because all supply personnel performing receipts, stowage, or issues generate transactions that affect records in stock control. While in stock control, you will come in contact with certain supply terms used in inventory management. You must familiarize yourself with these terms.

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SUPPLY AND STOCK MANAGEMENT TERMINOLOGY

Terminology

The first step in learning stock control procedures is to become familiar with the terminology used throughout the various levels of supply and stock management. The following text describes some of these terms:

Average Endurance Level—T he quantity of material normally required to be on hand to sustain operations for a stated period without augmentation. It is the median between the safety level and stockage objective; that is, safety level plus one-half of the operating level.

Carried Items— This term refers to items in stock for which the supply department is required to maintain on board.

Demand/Quantity— The quantity of an item requested and issued regardless of the number of requests involved.

Demand-Based Item (DBI) — Used by automated ships to identify items that have a relatively high issue rate. DBI items experience a demand frequency of two or more in a period of 6 months and continue to have at least one demand every 6 months afterwards. DBI items require semiannual review of stock records to compute the new requisitioning objective.

Depth— The quantity of a particular item stocked. For example, if the allowance quantity of an NSN is 10, the item depth for that NSN is 10. Inventory management uses this term with stock levels; that is, when referring to the depth of all NSNs stocked by an activity within the past 6 months. Selected Item Management (SIM) items also refer to items that have a predictable demand of two or more based on deployed or seasonal usage. SIM is similar to the criteria for POS and DBI used in automated ships.

Direct Turnover (DTO)—T his term refers to material ordered from sources external to the ship or station. Immediately upon receipt, supply personnel turn over the material to the using department or squadron. Such material is required for immediate or planned use.

Frequency of Demand—T he number of requests (hits) that an item experiences within a given time frame. For example, if there are five requisitions processed for an item within the given time frame, the frequency of demand is five. The total quantity demanded could be any number, depending on the quantity per request.

High Limit/Reorder Objective— The maximum quantity of material to be on hand and on order to sustain current operations. It includes the sum of stocks represented by the operating level, the safety level and the order and shipping time. It is equivalent to the requisitioning objective (RO).

Low Limit/Reorder Point— The stock position that signals the need to start a replenishment action. It includes the stocks represented by the safety level plus the order and shipping time. It is equivalent to the reorder point.

Not Carried—R efers to items that the supply department does not stock. The supply department does not maintain stock records for these items.

Not in Stock— Refers to items stocked by a supply department but not on board when the demand occurs.

Operating Level— The quantity of material (exclusive of safety level) required to sustain operations during the interval between successive requisitions. Normally, it is the difference in the quantity between the requisitioning objective (high limit) and the reorder point (low limit).

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Order and Shipping Time— The anticipated (or advertised) time between order and receipt.

Peacetime Operating Stock (POS) Item—Used by automated ships to identify items that have a relatively high issue rate. POS items experience a demand frequency of two or more in a period of 6 months and continue to have at least one demand every 6 months afterwards. POS items require semiannual review of stock records to compute the new requisitioning objective. POS item is synonymous with the term demand-based item (DBI).

Range—The number of different items stocked. To increase the stock range is to add new line items to stock. For example, if an activity stocks 7,000 different line items (stock numbers), the item range is 7,000.

Reorder Point— The stock position that signals the need to start replenishment action. It includes stocks represented by the safety level plus the order and shipping time. It is the same as low limit.

Requisitioning Objective—T he maximum quantity of material to be maintained on hand and on order to sustain current operations. It includes the sum of stocks represented by operating level, safety level and order and shipping time. It is the same as high limit.

Safety Level—T he quantity of material, in addition to the operating level, required to be on hand to permit continual operations. This is the quantity of material used as a buffer to reduce the number of not in stock (NIS) situations.

SIM (Selected Item Management) Item— SIM is an inventory control principle for non-automated ships. SIM items are those items that have experienced a frequency of demand of two or more.

Stockage Objective— The maximum quantity of material to be maintained on hand to sustain current operations. It includes the sum of stocks represented by the operating level and the safety level.

STOCK CONTROL RESPONSIBILITIES AND FUNCTIONS

Aboard ship, stock control is the nerve center of the supply department under the Relational Supply (R-Supply). The Naval Aviation Logistics Command Management Information System (NALCOMIS) used by aviation units interface with R-Supply. The inventory control procedures used afloat are compatible with the 3-M reporting and OPTAR accounting requirements in the Navy. These are the 3-M reports as defined in OPNAVINST 4790.4 (series) and OPNAVINST 4790.2 (series) for aviation. The Financial Management of Resources (Operating Forces), NAVSO P-3013-2, describes OPTAR accounting and reporting procedures.

Responsibilities

Stock control is responsible for the inventory control and management of all stock items in the custody of the Supply Officer. These are items located in the supply department spaces or under the custody of other departments. Stock control processes all requisitions submitted electronically by the computer. Stock control posts transactions, such as receipts, issues, surveys and inventory adjustments. Stock control also prepares and submits financial reports and maintains various files. This includes the mechanized output files. Stock control personnel encode input documents and check codes inserted by other personnel in the supply department. Stock control also prepares requests for reports and listings and interprets computer output data. It is clear that the accuracy and completeness of the computer product will be no better than the accuracy and completeness of the stock control personnel’s efforts.

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Functions

Stock control personnel act to facilitate paperwork flow while accommodating computer requirements within R-Supply and other automated supply systems constraints to perform the supply functions described in the following paragraphs.

Files

Stock control maintains mechanized files. Refer to the R-Supply Support Procedures for lists of mechanized files. The following paragraphs describe some of the automated files maintained by stock control.

The Transaction Ledger contains a copy of transaction documents, such as issues, off-ship requisitions, change notices and receipts. The material completed file contains the copy of completed procurement documents submitted by ship departments. The receipt file contains a copy of all signed shipping documents used to process the receipt transaction.

The Data Processing History File consists of all computer-generated listings or documents used for updating the records.

Stock control also maintains copies of reports generated by the computer system. Stock control uses these reports when conducting an audit trail for a specific item or document number.

Procurements

Stock control is responsible for buying material for the ship and embarked squadrons. This includes submitting requisitions for stock, as well as DTO requisitions for embarked aviation squadrons and ship’s departments.

Stock replenishment policy afloat includes the computation of demand quantity during the past 6-, 9-, or 12-month period. Use the endurance table in Chapter 6 of NAVSUP P-485 to adjust the high limit, low limit and safety level. When using the endurance table, determine the proper order and shipping time (O&ST) before selecting the high/low limit for SIM items. The authorized O&ST are as follows:

• 0 (zero) days for deployed and non-deployed ships when items are readily available in SERVMART or tending ship throughout the following quarter

• 30 days for non-deployed ships in the United States, excluding Alaska and Hawaii. It is also 60 days for deployed ships when the items are available from stock points in Alaska, Hawaii and outside the United States or from Combat Logistics Force (CLF) ships throughout the following quarter

• 75 days for deployed ships in areas other than Western Pacific when items are available only in the United States, excluding Alaska and Hawaii

• 90 days for deployed ships in Western Pacific when items are available only in the United States, excluding Alaska and Hawaii.

The cognizant fleet commander in chief may authorize changes to the O&ST when it is considered necessary to maintain the prescribed average endurance level.

Replenishment of DBI items is determined when expenditure transactions have been posted to the stock records. DBI items are replenished when the on-hand plus the on-order quantity is equal to or less than the low limit. Non-SIM items are replenished on a one-for-one replacement basis, depending on the availability of funds. Replenishment of aviation depot level repairable (AVDLR) is

LS: Chapter 6— Stock Control and Inventory Management Rev. MAR 2013 6-5

accomplished on a one-for-one basis after a beyond capable maintenance (BCM) action on the unserviceable turns-in.

Automated activities can process stock replenishment by using the automatic reorder function in the computer system. This function can screen the stock records and prepare MILSTRIP requisitions for each deficient item.

Receipts

Receiving and storage personnel submit completed receipt documents to stock control. Stock control is responsible for checking the receipt documents for annotations and markings made by receiving or storage personnel. The annotations made in the receipt document determine the action required before processing the receipt through the computer program. Stock control personnel also must review receipt documents for completeness of information. This information includes the quantity circled, receipt signature, receipt date and suffix code (record position 44).

When processing receipts, compare receipt document data with stock control data. The following are some of the data that you should check:

• Cognizance symbol

• Stock number

• Unit of issue

• Unit price

• Quantity requisitioned

• Storage location. After comparing the data, receipts that are in agreement can be processed by using local procedures. In receipts, the stock number is the most common data that is substituted from the original requisition. Before posting these receipts, check the requisition file for the supply status that contains information about the substitute stock number. You can distinguish a new or substitute stock number by status codes BG or BH, respectively. If the status data is not listed in the requisition file, use the other publications in the technical library to ensure the substitute data is correct. In automated activities, after posting the receipt, cross-reference records for substitute stock numbers are created automatically by the computer.

A suffix code in record position (record position 44) of a MILSTRIP format identifies partial receipts. When posting partial receipts, be sure to include the suffix code in the input.

The term receipt not from due means that the document number of the material received is not in the outstanding requisition file. This situation exists when requisitions processed off-line are not recorded in the requisition file but remain outstanding in the supply system. Other causes of unrecorded requisitions may be push items from the inventory control points to ship’s stock for which there is no basic NSN file in the record. For whatever reason, the material arrives and stock control must process the receipt.

Issues

Stock control gets a copy of the proof of issue documents after the delivery of material to the customer. These documents have been edited by the aviation support division (ASD) or supply support center (SSC) during the initial submission of requisitions. Upon receipt of the proof of issue documents, stock control posts the transactions to R-Supply or other automated supply systems in

LS: Chapter 6— Stock Control and Inventory Management Rev. MAR 2013 6-6

the stock records. In automated activities, the computer procedures allow automatic processing of issue transactions in the stock records. Transactions processed by ASD/SSC via NALCOMIS interface with and automatically post into R-Supply. For repairable items, automated activities post issue transactions for aviation depot-level repairable (AVDLR) items only after a beyond capable maintenance (BCM) action by the intermediate maintenance activity (IMA).

Transfers

Activities may transfer material only upon receipt of an authorized request from another ship or activity. A requisition is the most common form of request for transfer of material. Higher commands may direct transfer of material by message, letter, or memorandum. Stock control is responsible for processing material transfer by using the applicable procedures. After completing the transfer, shipping section personnel forward the copy of the expenditure document to stock control for posting to the stock records.

Change Notice Actions

The NAVSUP WSS sends change notice information to activities via electronic data file. Stock control receives and forwards the data file to the systems coordinator for processing in the computer. Update change notices received by other means require manual processing by stock control.

Financial Reports

The use of computers has eliminated the manual preparation of financial reports. When stock control needs a report printed, stock control will submit a request in the data base. The financial manager reviews and makes corrections to the report, if needed. In most cases, the printed report will require no further action from stock control other than a signature from the reporting officer.

Aviation Depot-Level Repairables

Repairables are components or subassemblies that can be repaired for reuse. The term depot-level repairable (DLR) refers to repairables for which the condemnation decisions are made at the depot maintenance level. The term aviation depot-level repairable (AVDLR) refers to DLR under the management of the NAVSUP WSS-PHIL. NAVSUP WSS-MECH manages DLR for ships. An AVDLR item can be repaired at the intermediate maintenance activity (IMA). The AVDLR items that are processed as beyond capability of maintenance by the IMA must be shipped to the designated overhaul point (DOP) for repair.

Stock control manages AVDLR and DLR items in the supply department stock. The LSs processing these items should be familiar with the procedures outlined in NAVSUP P-485 and NAVSUP P-545. The following paragraphs describe the AVDLR program.

IDENTIFICATION AND STORES ACCOUNT.—M aterial assigned with a 7 in the first digit of the cognizance symbol identifies End-Use AVDLRs afloat. An example of this cognizance symbol is the 7R. R-Supply or other automated systems hold these items in the End-Use Store Account 55000. Only those activities with a uniform system identification (USID) code of C or M maintain End-Use Stores Account 55000. The Supply Officer owns the End-Use Stores Account 55000. The Supply Officer uses the allotted operations and maintenance funds apportioned by the type commander to maintain the End-Use inventory.

Items assigned with a 7_ Cog are also known as Navy Stock Account (NSA) depot-level repairable (DLR). The Defense Business Operating Fund (DBOF) owned NSA DLRs are under the management of NAVSUP WSS-PHIL or NAVSUP WSS-MECH and carried in stores account 51000.

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Repairable items in the Appropriation Purchase Account (APA) are identified by an even number as the first digit of the cognizance symbol. These items are held in APA Stores Account 52000. Issue transactions for APA items do not create a charge to the budget of the fleet or other Navy users.

Items carried in the supply system are basically grouped as either principal or secondary items. Principal items generally stand-alone and perform a function. They are not financed by DBOF. Secondary items are used in or along with principal items in performing their function. Secondary items are grouped based on their repair ability. Items that are not considered economical to repair at the depot maintenance level are grouped as consumables or field-level repairable (FLR).

As new principal items are purchased for the Navy, there is an interim period when logistics support for secondary items applicable to the principal items is provided by the contractor. These secondary items are assigned with a 0 (zero) in the first position of the cognizance symbol (for example, 0M, 0R) for the interim support period. The 0_ Cog item will migrate to a 1_ or 7_ Cog when the material support date (MSD) is reached. The MSD is the date agreed upon when the ICP will accept responsibility of the 0_ Cog item. Naval Air Stations carry these items in the Stores Account 55000 (W or L purpose) during the interim period. Afloat activities carry these items in the Statistical Stores Account with APA items. The contractor issues interim support items to users without charge.

REQUISITIONING.— Requisitioning an NSA DLR requires a financial obligation of End-User funds. However, re-order replenishment on Aviation Consolidated Allowance List (AVCAL) requisitions for activities under End-User procedures do not require financial obligations.

Draw-down requisitions for initial or increased AVCAL allowances for 7_ Cog AVDLR are chargeable to central outfitting funds held by the NAVSUP WSS. The price obligated is Net Price when an exchange turn-in is or will be made, or Standard Price if there is no turn-in. APA and Interim Support DLRs are requisitioned at Standard Price, but do not require a financial obligation. Requisitions for APA and Interim Support DLRs do not result in an expenditure of End-Use funds. Prepare requisitions for AVDLR according to MILSTRIP. An Advice code is a mandatory entry for requisitioning AVDLR items.

OUTFITTING.—S hips that support aircraft are outfitted according to the Aviation Consolidated Allowance List (AVCAL). The AVCAL is a document that lists the authorized items and quantities of aeronautical material for stock. Ships use these items to support operations of embarked aircraft. The AVCAL is tailored for each ship and the items selected apply to each type of embarked aircraft.

Before each deployment, ships will receive a new AVCAL for review. The ICP convenes the AVCAL Quality Review Conference (AQRC) for negotiating site allowance requirements. During the AQRC, the ICP makes adjustments to the preliminary requirement level to reflect the negotiated allowance. The final AVCAL product released to the applicable activity includes all authorized changes to the range and depth. Activities update the fixed allowance levels in stock records by using the procedures for processing Allowance Change Request-Fixed (ACR-F). The ACR-F is a tool used by the Fleet to revise the authorized allowance level. The Fleet can use the ACR for requesting additions or decreases to the allowance quantity.

Before the work-up, ships submit requisitions for initial or increases in allowances of “R” Cog items to NAVSUP WSS. Unless otherwise directed, requisitions for 7R Cog items will have a Demand code N, Signal code C, Fund code QZ and Advice code 5D. Requisitions for APA and interim support items will have a Demand code N, Advice code 5D and Fund code Y6. Submit requisitions for APA and interim support DLRs to the proper inventory control points (ICP) via normal requisitioning transmission mode. Refer to appendix 18 of NAVSUP P-485 for a list of cognizant inventory managers.

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During the AVCAL process, initial outfitting of Maintenance Assist Modules (MAM) and Test Bench Installation (TBI) items are identified. These items are not part of the AVCAL fixed allowance or carried in the Supply Officer’s stock records. ICP will push the initial outfitting requirements for these items to the operating sites. Upon receipt of these items, the Supply Officer will assign custody of MAM and TBI items to the IMA.

CARCASS TURN-INS.—T urn-in of non-RFI AVDLR as a result of an issue transaction must have the same attention as requisitioning the replenishment. In automated activities, posting of issue transactions for AVDLR occurs after a completed BCM action by the IMA. To prevent spending excessive time in research, you must start carcass tracking upon receipt of the requisition from the customer. Delays in carcass turn-in affects readiness because of the decrease in asset availability. The delay can also result in a charge for the carcass value against the OPTAR or operating budget of the activity. The carcass value is the difference between the Net Price and Standard Price.

Inventory control points maintain a master carcass tracking record for items under their cognizance. NAVSUP WSS maintains carcass tracking records for 7R items. The record contains transactions received from activities about the issue/receipt of AVDLR that requires a turn-in. The ICP uses this record to monitor the turn-in of carcasses as an exchange for the RFI issue. The ICP also uses the carcass tracking record to determine whether to send a follow-up action or additional billing to activities.

Applicable transactions in the carcass tracking record involve several types of document identifiers. The LS responsible for carcass tracking should be familiar with these document identifiers. Read as follows:

• Document identifier AO_ is a record of the requisition

• Document identifier A4_ is for the referral action

• Document identifier D7_ is a record of issue through the Transaction Item Report (TIR)

• Document identifier B7_ is a record of issue by a non-TIR activity

• Document identifier D6_ is a record of receipt through TIR

• Document identifier D6R is a shipment notification.

• Document identifier FTA is a record of automatic material returns to other services.

In essence, an issue transaction or requisition citing an exchange Advice code will open the carcass tracking. The matching carcass receipt transaction from the designated support point designated overhaul point (DOP) will close the carcass tracking.

Total carcass tracking is predicated on the premise that the carcass tracking record will be closed out within a specific time frame. If the record remains open, the ICP will submit follow-up action to the requisitioner by using document identifier BK1. Refer to NAVSUP P-485 or P-545 for the format of BK1 documents. If the carcass tracking record involves a trans-shipper, the ICP will send a BK5 follow-up inquiry to the trans-shipper instead of BK1 to the requisitioner. The ICP submits a BK1 follow-up inquiry under the following time guidelines:

ADVICE CODE SENT

NUMBER OF DAYS FROM REQUISITION DATE TO FOLLOW- UP 5G, 5V, 56 45 days for “N” Service code requisitions to NAVSUP WSS. 60 days for “R” or “V” Service code requisitions to NAVSUP WSS. 90 days for all requisitions to NAVSUP WSS.

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ADVICE CODE SENT

NUMBER OF DAYS FROM JULIAN DATE OF RFI ISSUE 5R, 5Y, 5S, 52 45 days for “N” Service code requisitions to NAVSUP WSS. 60 days for “R or”V" Service code requisitions to NAVSUP WSS. 90 days for all requisitions to NAVSUP WSS.

Upon receipt of BK1 follow-up inquiry, the person maintaining the carcass tracking record should conduct the research. When conducting the research, check the requisition and the status of the turn-in. The person maintaining the carcass tracking record must submit a BK2 response for each BK1 follow-up inquiry. Refer to chapter 5 of NAVSUP P-485 or appendix P of NAVSUP P-545 for the BK2 format. NAVSUP WSS must receive the BK2 response within 21days of the follow-up date on the BK1 document (record position 50-54) to avoid additional billing. NAVSUP WSS should receive BK2 responses within 50 days to avoid additional billings. The BK2 document must contain the applicable response code in record position (record position 47). NAVSUP P-485 and NAVSUP P-545 contain a complete list of response codes. The following texts list some examples of response codes:

• Response code A means the shipment document number used for the carcass is the same as the original requisition number

• Response code B means the document number used for shipping the carcass is different from the requisition number. The turn-in document number is in record position 48-61

• Response code C means there will be no carcass turn-in. The Advice code of the requisition should be 5A

• Response code D means there will be no carcass turn-in. The Advice code of the requisition should be 5D.

The Carcass Tracking System also permits activities to send an Advance BK2 document. Activities can send an Advance BK2 to the ICP to negate processing of a BK1. Activities should send an Advance BK2 for the following situations:

System cancellations. The supply system cancelled the requisition and the requisitioner turned in the carcass on the original document number. Upon submitting the reorder document, also submit an Advance BK2 with Response code B (record position 47) and the original document number in record position 48-61.

Loss In Shipment. Submit an Advance BK2 with Response code J for non-receipt of requisitioned AVDLR. In this situation, the supply source shipped the AVDLR, but the requisitioner did not receive it. Also, the requisitioner already shipped the carcass turn-in on the original document number. Use Response code J if the carcass was turned in on the reorder document number. In record position 27-40 of the Advance BK2, put the document number that did not have a turn-in and put the Response code J in record position 47. In record position 48-61, put the document number that has a turn-in. In this case, the reorder document will always beat net price because there is an exchange turn-in. The activity that did not receive the material should submit the Supply Discrepancy Report (SF 364). The activity should also prepare and submit a DD Form 200 for the lost material.

If the ICP considers the BK2 response as invalid, the ICP will send a BKR document with a Rejection code to the requisitioner. Record position 65 of the BKR document will contain the Rejection reason code. Chapter 5 of NAVSUP P-485 or appendix U of NAVSUP P-545 provides a list of Rejection codes. Upon receipt of the BKR with the Rejection code, the requisitioner should conduct a research

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and submit the correct BK2 to the ICP. The BKR document received on a transaction does not alter the time frame in generating the BK3 from the ICP.

When the ICP has not received a BK2 response within the allotted time frame, the ICP will process a BK3 document. The BK3 document is an advance notification of billing to the requisitioning activity. The amount of the bill is the difference between the net and standard price. NAVSUP P-485 and NAVSUP P-545 describe the format for the BK3 document. The BK3 document sent by the ICP will contain a Reason code (record position 65), which tells the activity the reason for sending the bill. These Reason codes are as follows:

REASON CODE REMARKS A BK3 produced due to BK2 with C, D, or G Response code. Billing will be at standard price. B BK3 produced due to non-response to BK1. No BK2 received. Submit/resubmit BK2. C BK3 produced due to the use of a second F or K response. D ICP delayed this transaction because it was suspended for review. E ICP deleted a match that was generated by the imperfect match review.

To correct the carcass tracking record, the requisitioner should submit/resubmit a BK2. If the activity can correct the carcass tracking, it can also request a billing reversal. The activity can request a billing reversal by using the BK2 format and submitting it to contest ICP records. The ICP will review the BK2 document and determine if credit applies. If a carcass value credit applies, the ICP will send a BK4 document to the requisitioning activity.

A BK4 document is a notification of reduced billing to a customer. Refer to NAVSUP P-485 and appendix W of NAVSUP P-545 for the format of BK4 documents. When processing the BK4 document, check the quantity (record position 22-26) and the Reason code (record position 65). The following are the Reason codes used in BK4 documents:

A Positive turn-in data received against a tracking record in billing status

B Positive turn-in data received against a tracking record in BK3 status

C BK3 suppressed as a result of a B or F reject.

A BK4 with Response code A will result in a credit on the Summary Filled Order/ Expenditure Difference Listing (SFOEDL). The credit is posted because the additional billing was previously posted in the SFOEDL. The BK4 with a Response code B or C will not cause a credit to the SFOEDL because the carcass value was never billed by the ICP.

TURN-IN OF EXCESS AVDLR — When a customer turns in a non-RFI AVDLR item with no corresponding requisition, check the NSN of the item if it is carried in stock. If the item is carried in stock, induct the item into IMA for repair. If the item is not carried (NC), create a record of the NSN in the stock record before inducting the item into IMA. Process the turn-in document as “Material Turned In to Stock” (MTIS). If the item was confirmed as beyond capable maintenance (BCM) by IMA, ship

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the item according to ATAC procedures. If credit is provided by the ICP, it will be provided to your type commander (TYCOM).

When the customer returns an RFI AVDLR, check the stock record if it is carried in stock. If the item is carried in stock, process the turn-in document as “Material Turned Into Stock” by using the local procedures.

If the item is needed to fill a stock replenishment requirement, process the transaction as "Material Turned into Stock." Submit a cancellation request for the outstanding stock replenishment requisition. In most cases, the turn-in item sill causes an excess situation in the stock posture. The cyclic inventory schedule will identify those items in excess of authorized allowance.

Activities should offload AVDLR items identified as excess. Activities should offload the RFI AVDLR item to the closest Navy Transaction Item Reporting (TIR) activity. The shipping document (usually DD Form 1348-1A) should have Fund Code QZ or Y6 (record position 52-53), Movement Priority Designator 06 (record position 60-61), Condition Code A (record position 71) and Management Code C (record position 72). The Document Identifier (record position 1-3) of the shipping document must be blank. Refer to NAVSUP P-485 and the DLR Requistioning, Turn-in and Carcass Tracking Guide, NAVSUP P-545 for the detailed format of Single Line Item Release/Receipt Document (DD Form 1348-1A) used in shipping excess AVDLR. The Management code C (record position 72) means the item is being returned for possible credit. If the ICP grants the credit, it will be given to the type commander of the requesting activity.

If the returned RFI AVDLR item is not carried (NC) in stock, create the record of the NSN in the stock records. Process the item as “Material Returned to Stock,” and then offload it at the first opportunity.

OFFLOADING AVDLR ITEMS. — The Re-AVCAL or physical inventory will identify the AVDLR items that are no longer needed for stock or excess to the authorized allowances. These items must be offloaded to the nearest TIR activity for processing. The shipping document must be prepared according to the format described in NAVSUP P-485 and NAVSUP P-545. Automated activities can process offload items by using the mechanized offload procedures in R-Supply.

Aviation Fuel

Aviation ships record inventories of aviation fuel in the same manner as Navy stock account (NSA) items. Stock control maintains the material data information for aviation fuel in the stock records. Stock control uses the stock record for recording all transactions, such as receipts, issues and transfers. For activities using R-Supply and other automated supply systems, refer to the support procedures for processing the transactions.

PROCUREMENT —The Aviation Fuels Officer is responsible for determining fuel requirements. The Aviation Fuels Officer (V-4 Division) advises the Supply Officer of the quantity and desired delivery date of stock replenishment. Stock control prepares requisitions for aviation fuels by using the off-line procedures

RECEIPTS.—S tock control processes receipt transactions according to the local procedures. Differences between the quantity invoiced and quantity received are processed as gain or loss by inventory.

EXPENDITURES.— Aviation fuel expenditures include issue to aviation units, issue to ship’s propulsion, offload, or cash sales.

Issues and transfers of fuels to aviation units will result to a charge to the unit’s OPTAR. This will appear as a charge to the proper flight operations (FLTOPS) fired code of the squadron or unit.

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Issues of aviation fuel to ship’s propulsion will be charged to the fleet commander’s open allotment.

Aviation fuels offloaded to Navy shore activities are documented on Requisition and Invoice/Shipping Document (DD Form 1149) and processed as Other Supply Officer (OSO) transfers.

Aviation fuel provided to Air Force planes or activities or other DoD aircraft will be processed as cash sale transactions.

INVENTORY ADJUSTMENTS.—A viation fuel lost by other than receipt adjustment should be documented by a Report Of Survey (DD Form 200). Some causes of fuel losses include stripping, flushing, spills, or contamination. Stock control will prepare a separate survey each time a loss of fuel is determined. At the end of each month, stock control sends a message report of fuel inventory adjustments to NAVSUP WSS. This report is required monthly to include negative reports. NAVSUP WSS uses these reports to review and combine gains, losses and surveys on a quarterly basis. NAVSUP WSS will process the result as charge or credit to an allotment provided by the type commander for the net gains or losses.

Inventory Management

The information contained in this chapter has general application to all ships. Except for reactor or plant support material in nuclear powered ships, shipboard material inventories are divided into five areas for management purposes as follows:

• OPERATING SPACE ITEMS (OSIs). Operating space items are in the custody and under the management of the department heads. Certain operating space items that require special inventory control are designated as “equipage”

• REPAIR PARTS. Repair parts are in the custody of the Supply Officer when supply department stowage space permits. They are always under his or her management

• CONSUMABLES. Consumables are in the custody of the Supply Officer when supply department stowage space permits. Stocked consumables (i.e., consumable items “carried as supply department stock) are managed by the Supply Officer. This is the case if the items are stored in supply or other department spaces. Non-stocked consumables (i.e., consumable items ”not carried as supply department stock) are in the custody and under the management of other department heads

• MAINTENANCE ASSISTANCE MODULES (MAMs). Maintenance assistance modules are in the custody of the Supply Officer. They are located in the appropriate operating and maintenance spaces under the sub-custody of operating or maintenance personnel

• READY SERVICE SPARES (RSSs). Ready service spares are repair parts in the custody of the Supply Officer. They are located in the appropriate operating and maintenance spaces under the sub-custody of operating/maintenance personnel.

Stock Material in Supply Department Spaces

The Supply Officer is responsible for the storage, security and inventory control of all stock material in his custody. The supply levels to be maintained will be based on authorized allowance lists or demands and the cognizant Type Commanders’ funding authorizations (and procurement restrictions, when applied). Normally, the replenishment of frequently demanded items will be assigned a high priority in the utilization of funds authorized by the Type Commander in the quarterly operating target (OPTAR)

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Stock Material in Other Departmental Spaces

When Supply Department stock material is stored in other departmental spaces (see par. 4500), the Supply Officer will maintain stock records for all stocked material and will exercise inventory control of such material.

PHYSICAL INVENTORIES

Physical inventories are a prerequisite to efficient inventory control. The primary goal of a physical inventory is to ensure that the quantity reflected in records agrees with the quantity in location. The computer program can produce inventory count cards or listings to aid in accomplishing the inventory schedules on almost any basis desired. Some of the options available are inventory by storeroom, cognizance symbol, money value, or shelf life. To get the inventory aid, stock control submits a request to the Functional Area Supervisor (FAS) for the specific option desired. Based on the stock control request, the FAS prepares the necessary documentation to get the desired inventory output.

Forms and Publications

The forms and publications used in the inventory management of general stores are found in the NAVSUP P-485. These publications contain the “how to” detailed information in the area of inventory management for which each LS is responsible. Each of the forms is a tool for you to document the inventory process.

Types of Inventory

The type of inventory to be performed depends on the type of material to be inventoried and the type of information needed.

Bulkhead to Bulkhead

A bulkhead to bulkhead inventory is a physical count of all stock material aboard the ship or within a specific storeroom. A bulkhead to bulkhead inventory of the ship’s entire stock of repair parts is usually performed during an Integrated Logistics Overhaul (ILO). A bulkhead to bulkhead inventory of a specific storeroom is performed when a random sampling inventory of that storeroom fails to meet an inventory accuracy rate of 90 percent. It is also performed when directed by the TYCOM incident to a Supply Management Certification (SMC), when directed by the Commanding Officer, or when circumstances indicate that it is needed to maintain effective inventory control.

Specific Commodity

The specific commodity inventory is a physical count of all items under the same cognizance symbol, federal supply class, or which support the same operational function, such as boat spares, electron tubes, boiler tubes, or firebrick. This type of inventory is performed under the same conditions as a bulkhead to bulkhead inventory. However, prior knowledge of specific stock numbers and item locations is required to perform a specific commodity inventory.

Special Material

A special material inventory requires the physical count of all items that are specifically selected for separate identification and inventory control. These items may be selected because of their physical characteristics, costs, mission essentiality, criticality, or other masons. Special material inventories include, but are not limited to, stocked items designated as classified or hazardous. Special material

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inventories also include controlled equipage and presentation silver. Physical inventory of such material is required on a scheduled basis as prescribed by the NAVSUP P-485

CLASSIFIED ITEMS.—C lassified items require an inventory annually and upon change of custodial responsibility. Controlled Inventory Item Code (CIIC) identifies classified items in stock records. See listing of CIIC in appendix 9 of NAVSUP P-485

HAZARDOUS ITEMS.—P erform physical inventory of hazardous items annually. During the inventory, carefully inspect each unit of every item or material condition, correct identification and proper marking or labeling.

DEPOT LEVEL REPAIRABLES.—I nventory aviation depot-level repairable (AVDLR) items annually. After completing the inventory, turn in all repairables identified as excess to the nearest ashore supporting activity. Induct those repairables requiring condition tags to the supporting maintenance for test, check, or repair. Items not in the stock record must be taken up in stock after adding the information to the record. Stock control should completely research these items to avoid duplication or erroneous records.

SHELF-LIFE ITEM.— Deteriorative shelf-life items, other than those included in the items just discussed, are not required to be periodically inventoried but must be screened as often as necessary to ensure timely use or transfer before their shelf-life expiration date.

OTHER MATERIALS.—O ther stock items that may be specifically designated by the inventory manager, fleet commander, TYCOM, or the CO for special inventory control should be inventoried according to the frequency criteria established by the directing authority.

Spot

A spot inventory is an unscheduled type of physical inventory performed to verify the existence of a specific stock item. The inventory is performed as the result of a total not in stock (NIS) indication in the issue request when the verified stock record for the requested item shows an on-hand balance. A spot inventory also is performed to determine the on-hand quantity of a particular item when requested by the Commanding Officer, a fleet or type commander, a cognizant inventory manager, or other competent authority. For example, the Commanding Officer may request the physical inventory of any item that he or she considers to be highly essential to prospective operations. A fleet or type commander may need to have total asset visibility of a particular critical item, or an inventory, disposition and report of certain items, which after distribution within the supply system, are found to be defective.

Velocity

A velocity inventory is based on the premise that inaccuracies of stock record balances for any item increases with issue frequency. This means that most of the physical inventory effort should be concentrated on frequently demanded items. A velocity inventory requires a periodic physical count of all stock items that experience relatively frequent demands (fast movers) and a physical count of items that experience infrequent or no demands (slow movers) only when such items are issued.

Periodic inventories of Demand Based Items (DBI) items and post-issue inventories of non-DBI items, respectively, are examples of velocity inventories.

Random Sampling

The random sampling inventory is considered to be part of the annual scheduled inventory program. It is used only on authorized ships (automated special accounting class 207). A random sampling

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inventory is a measure of the stock record accuracy for a segment of material based on the physical count of a specified number of randomly selected items within the segment. Guidelines for conducting a physical inventory by the random sampling method are outlined in the NAVSUP P-485.

Location Audits

The purpose of a Location Audit is to physically verify that material in storage locations agrees with location data recorded on the stock record. A well-managed Location Audit Program will improve supply effectiveness, reduce inventory effort and improve inventory accuracy and utilization of available storage space. A location audit should be scheduled so that it is accomplished just prior to the scheduled inventory of a particular storage area. The following data will be verified during the location audit:

- Stock number

- Location

- Unit of issue

- Shelf-life expiration date.

Physical Inventory Schedules

Inventory schedules outline, in chronological sequence, the segments of material planned for physical inventory during a fiscal year. The inventory schedule is prepared by the Supply Officer before the commencement of each fiscal year. For stock material in department custody, the inventory schedule reflects the time frames jointly determined by the Supply Officer and the respective department head. An example of an inventory schedule is shown in (Figure 6-1). Refer to the NAVSUP P-485 for scheduled inventory requirements.

Inventory Personnel

The Supply Officer is responsible for an accurate physical inventory of stock material in supply department custody. The Supply Officer also provides advisory assistance for inventories of material in the custody of other departments. Qualified personnel used for inventorying material in the supply department are assigned by supply department memorandum. Such assignments will be based on consideration of the knowledge and experience or training of individuals in relation to the size and/or complexity of the task to be accomplished in conformance with the inventory schedule.

Unless personnel resources permit adequate training and constant utilization of selected inventory teams, inventories normally will be taken by the material custodians, provided they are considered to be properly qualified and provided the nature of the material does not require inventory by the Supply Officer personally or by a specifically designated person (e.g., certain classified material, precious metals, alcohol, narcotics and other sensitive or highly pilferable items) The Logistics Specialist in charge of each storeroom is usually responsible for the inventory of material in that storeroom.

Preparation for Inventory

Before performing an inventory, all outstanding receipt and issue transactions, suspense items, overdue receipts and pending issues must be processed. Additionally, overaged stock requisitions should be reviewed.

Storeroom Logistics Specialist should inspect their spaces and rearrange stock to ensure that:

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• Loose articles are repackaged in standard bulk lots where possible

• All stock is labeled or otherwise clearly identified

• Cartons and other containers are stowed with labels and identifying information facing out where possible

• Containers with broken seals are checked to make sure that a full count of material is present and the container is prominently marked to show the actual count and the date of the count.

At least 1 week before the inventory, the Supply Officer should request that an official notice be placed in the “Plan of the Day,” (POD) identifying the storeroom or stock being inventoried. This notice sets the dates and restrictions that must be observed during the inventory period.

Figure 6-1 — A sample of an inventory schedule.

Inventory Procedures

Keeping in mind that inventories are performed to bring stock and stock records into agreement, you can see the importance of a complete and accurate inventory. To reduce inventory errors, you should do the following:

• Work quietly and without haste

• Write legibly

• Make sure that the count is accurate

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• Make sure that the right unit of issue is used when performing the count.

Count Procedures

A complete and accurate item count is basic to conducting a physical inventory. Inventory personnel must make sure that the total quantity of each item is determined as accurately as possible during the initial count of a storage area. Inventory aids, such as tape measures, scales, equivalency tables and measuring devices, must be used when available. You may open sealed containers when necessary for item identification or quantity verification.

Preservation packaging must not be broken without approval of the Supply Officer. All opened containers must be resealed after identification and count have been determined. Each container must be dated and initialed by the person who verified its contents.

Regardless if all items in a specific area or only certain items in specific locations are to be inventoried, inventory personnel equipped with appropriate count documents and inventory aids must proceed systematically from location to location in predetermined sequence. For each item subject to inventory, inventory personnel must make sure that:

• Each item is legibly identified by an appropriate stock number or part number. Each fragile or potentially hazardous item is conspicuously marked or labeled to indicate caution or warning

• Each unit of each item is inspected for material condition and any quantity found unfit for issue or in need of re-preservation is recorded

• Each item is carefully counted, weighed, or measured and the quantity inventoried is legibly recorded on the count document (If the same item is stored in multiple locations, the quantity in each location must be recorded)

• Quantities and units of issue recorded in count documents are compatible (i.e. if the unit of issue is PR and 100 bearings are counted, record 50, not 100)

• A tag, label, or card annotated with the inventory quantity and date is attached to each reel or container from which an item is issued in a unit of measure (foot, pound, gallon, etc.). This makes sure that future issues of such items can be tallied to reflect the remaining quantity on each reel or in each container

• Actual location of each item is either checked or entered in the count document

• Consolidated storage of items with multiple locations is achieved when possible. If directed by the Supply Officer, lockers, cabinets, or drawers used for storage of infrequently demanded items are sealed after a complete inventory of their contents has been performed and verified.

Inventory personnel are responsible for keeping themselves aware of all receipts and expenditures of items included in the segment being inventoried. They must also make sure that documents applicable to such receipts and expenditures are conspicuously stamped or annotated “BEFORE INVENTORY” or “AFTER INVENTORY,” as appropriate.

Review of Count Documents

Promptly upon completion of the physical inventory of a material segment or storage area and before matching inventoried quantities with applicable stock record balances, the inventory count documents must be reviewed by inventory personnel to make sure the following procedures have been accomplished:

• All items scheduled for inventory have been counted or verified as nonexistent

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• Quantities counted are legibly recorded and compatible with units of issue

• All prerecorded locations applicable to the inventory segment have been checked and for each location, a quantity or zero is entered (Locations prerecorded in count documents must not be deleted by inventory personnel, even though such locations may not be accurate)

• “Added” items are accurately identified and legibly recorded

• Applicable remarks are legibly entered and explicitly stated

• Items are documented in NIIN sequence

• Count documents are dated and initialed.

Reconciliation of Count Documents and Stock Records

After the physical count and review of the count documents, the next step in the inventory process is to reconcile (compare) the count documents with the stock records. This is done to determine if differences exist between the physical count and the amount recorded on stock records.

Stock Records in Agreement

Upon receipt of inventory count document from the inventory personnel, the stock records Logistics Specialist must make sure that:

• Items are documented in the correct sequence

• Multiple cards or entries applicable to the same item are grouped and totaled by NIIN

• All manual entries are legible

• All annotated remarks are clearly understood

• Any obvious omissions or inconsistencies are reconciled immediately by the responsible inventory personnel.

When the count documents are accurate and complete, they must be compared, item by item, with the applicable stock records to determine if a difference exists. If no differences exist, the matched count cards or matched items in the inventory listing must be posted to applicable stock records.

Preliminary Research

The preliminary research consists of checking recent transactions, un-posted or rejected documentation and temporary locations. It also includes verifying catalog data, such as unit of issue, quantity per unit pack, or other data.

Causative Research

This is an in-depth investigation of specific inventory discrepancies. Causative research is conducted to determine the cause of the inventory discrepancy so corrective action can be taken. This consists of a complete review of all transactions, within the allowable look-back period, in the history files. The transactions that need review are the receipts, change notices, expenditures, location updates and un-posted or erroneous documents. Normally, causative research is conducted after posting the inventory adjustment to the stock record. The research should be completed within 30 days from the date the adjustment was posted to the stock record. The Supply Officer reviews the results of causative research periodically. Also, the Supply Officer initiates actions to prevent recurrence of such inventory discrepancies.

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Posting Inventory Results

The procedures for posting the result of physical inventories may vary with each activity. Posting depends upon the method or equipment used by the activity. Activities using automated procedures may process the results by using the inventory function in the computer program. After posting, file the inventory count documents on the Stock Record File in NIIN sequence.

Inventory Adjustments

After comparing the inventory count with the stock record count, process an inventory adjustment record, if necessary. Process the inventory adjustments only after all transactions affecting the inventory balance have been posted. Inventory loss of an aviation depot-level repairable (AVDLR) will be processed as a survey. Therefore, a causative research must be conducted before processing a loss for an AVDLR item.

For minor differences, process Gain By Inventory (GBI) if the inventory count is greater than the stock record balance. The processed GBI will increase the on-hand quantity.

Process a Loss By Inventory (LBI) if the inventory count is less than the stock record balance. The LBI will decrease the on-hand quantity in the stock record.

Location Differences

Stock control personnel must check location differences noted in the inventory count documents with those in stock records. When locations do not agree, check the physical location of the material. If differences still exist, correct the item locations in the stock records to conform with the count documents. You should consider locations for items with zero balance in the count documents as valid locations if an outstanding stock requisition exists.

Inventory Accuracy Rate

After completion of a scheduled inventory, the count and adjustment documents will be reviewed to compute the accuracy rate. At a minimum, 96 percent is the acceptable accuracy rate. Location and quantity errors in the same stock record are counted as only one error when computing the inventory accuracy rate. Changes made to correct the cognizance symbol, unit of issue, unit price, or other material data are not considered as errors. To compute the accuracy rate, subtract the errors from the number of items inventoried and then divide the difference by the number of items inventoried. For example, there are 300 items inventoried and the number of errors is 12; 300 minus 12 equals 288; 288 divided by 300 equals .96. The inventory accuracy rate is 96 percent.

Updating Storeroom Information

Accurate storeroom information helps in performing material receipt, issue, stowage and inventory. The Location Audit Program (LAP) is the method used to check locations in storage with stock records. Location audits should be scheduled for completion just before the scheduled inventory of a particular storage area. All storage areas must be audited annually. The benefits of conducting location audits are as follows:

• Improved supply effectiveness

• Reduced inventory effort

• Improved inventory accuracy

• Maximum usage of storage spaces.

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The NAVSUP P-485 and type commander directives contain the location and audit procedures. The information checked during the location audit is the stock number, location, unit of issue and shelf-life expiration date. Location audits can produce computer listings for various information. This may be a listing of stock items with on-hand quantity but no locations listed. The computer listings may be lists of materials that have multiple locations assigned.

You should make every effort to find out the location of the items listed as “Material On-Hand With No Location.” Perform the research by using the Transaction Ledger, or other files. If a location for the item is found, add the location in the stock record. If unable to find the location, process an LBI or survey to adjust the stock records.

When an item found in the location is not in the master stock record, list the item in stock as GBI. The GBI action is subject to the threshold for the preliminary and causative research.

Consolidate items with excessive locations into as few locations in the same storeroom as possible. Delete locations listed in the stock record that do not contain any of the material. Record location changes in the stock records.

Put items found in the wrong location into the existing location. If needed, assign a new location for the item. When assigning a new location, consider the number of items already assigned in the same location.

By using the sampling procedures of the type commander, personnel must ensure that a 98 percent location validity is verified annually. The location validity rate will be computed upon completion of a location audit for a particular storeroom or storage area. Auditing 5 percent of the locations involved and then subtracting the number of erroneous locations from the number of locations audited compute the rate. Then divide the number of valid locations by the total number of locations audited. As an example, the validation of 850 locations resulted in 17 errors. Subtract 17 from 850, which equals 833. Divide 833 by 850, which equals .98. This shows the accuracy rate is 98 percent.

To update the location data in stock records, follow the procedures set for your activity.

EQUIPAGE

Equipage consists of shipboard items selected or approved by fleet commanders in chief for special inventory control. Accurate inventory management of equipage issued for use requires the maintenance of separate custody cards for individual items as well as certain physical inventory criteria prescribed in the NAVSUP P-485.

Designation of Equipage

The Commanding Officer or type commander may designate equipage (either as “signature required” or “non-signature required”) as additional equipage items which he or she deems necessary to be so controlled. Any of the “non-signature required” items listed in the NAVSUP P-485 may be designated as “signature required when the commander deems necessary.” Items designated by the Commanding Officer are identified in a list prepared by the supply officer and approved by the Commanding Officer. The supply officer retains the original list and a copy is provided to each department head concerned. When the type commander designates items, the Supply Officer retains a copy of the Type Commander’s directive and provides a copy to each department head concerned.

Equipage Custody Codes

Each equipage item listed in the Allowance Equipage Lists (AELs) and the Coordinated Shipboard Allowance Lists (COSALs) is assigned a code that shows if the item is controlled or non-controlled

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equipage. If controlled equipage, the code also indicates if a custody signature is or is not required. It also shows the department’s normally assigned custodial responsibility. The equipage custody codes are found in the NAVSUP P-485. When distributed by the NAVSUP WSS, COSALs, in which equipage items are custody coded, will be accompanied with partially prepared NAVSUP Form 306 for certain items and with ADP lists for others. The NAVSUP Form 306 are provided for use as custody records, after other required data, such as department card number, additional description and serial numbers have been entered. The ADP lists are provided only for use as convenient “master” lists and are not to be used as custody records. Equipage and Equipment Categorization and Custody (EEC) codes are defined as follows:

• Equipage item

• Repair parts and equipment-related consumables

• General use consumables

• Signature required.

Equipage Custody Record

The Equipage Custody Record, NAVSUP Form 306, is prescribed as a custody record and inventory control document for controlled equipage in non-automated ships. When items are designated as controlled equipage by the commanding commander, the notation “CO DESIGNATED ITEM” or “TYCOM DESIGNATED ITEM,” as appropriate, is entered in the top or bottom margin of the NAVSUP Form 306.

Preparation

Unless NAVSUP Form 306 is provided with the COSAL, equipage custody records are prepared in an original and one copy for each item of equipage in the custody of each department head. The original of each custody record, as well as each duplicate for equipage in the custody of the supply department, is retained by the Supply Officer. All other duplicate custody records are given to the cognizant department head.

An example of a NAVSUP Form 306 is shown in (Figure 6-2). Guidelines for preparing the NAVSUP Form 306 are found in NAVSUP P-485.

Posting

Receipts and expenditures should be entered promptly. Each entry must show the date of the transaction, receipt or expenditure document number, activity received from or expended to, the quantity received or expended and the balance. When signature is required, each new balance must be attested by the signature of the responsible head of department. (Figure 6-3) shows sample requisition, receipt and issue documents for equipage.

Inventory

All equipage items must be inventoried once a year during the period starting 15 February and ending 15 March. An equipage item inventory is also required on the following events:

• When a ship is commissioned, inactivated, or deactivated

• Upon relief of the head of department for items in the department concerned

• Upon change of command at the discretion of the relieving Commanding Officer.

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Annual inventories must be completed by 15 March. This is so that post-inventory actions can be accomplished in time to be reflected in the “Equipage Control/Redistribution Source Document.” This document may be required as an addendum to the type commander’s copy of the Budget/OPTAR Report for March according to NAVSUP P-485. When a ship-wide or departmental inventory of equipage has been taken during the 6-month period before the start of the annual inventory, the requirement for the current year is considered to be satisfied. When a departmental inventory of equipage is taken incident to the relief of a department head, the relieved and relieving department heads takes it jointly. It must be completed before the detachment of the relieved department head.

Preparing for Inventory

Before a physical inventory of equipage, all unprocessed receipt and expenditure documents relating to controlled equipage must be completed and posted to applicable NAVSUP Form 306 (Figure 6-2). The originals of NAVSUP Form 306 for items with serial numbers are reviewed to make sure the serial numbers are on them. Original custody records without serial numbers are marked to show that serial numbers must be determined during the upcoming inventory. Custodial department heads are told to make the same notation, if needed, in their duplicate custody records. At least 1 month before 15 February, the Supply Officer prepares an official notice advising all department heads of procedural details to be followed in performing their annual inventories of controlled equipage. The Commanding Officer or an officer with delegated authority signs the notice.

Figure 6-2 — A sample of an equipage record (NAVSUP Form 306). Performing the Inventory

The head of each department is responsible for inventorying the items for which items are in their custody. The duplicate NAVSUP Form 306 is used when performing and recording the physical inventory of equipage. Each item must be seen and impeded for serviceability by the person performing the inventory. Serial number control must be maintained on those items identified in NAVSUP P-485. Differences between serial numbers on the material and those on the custody records must be investigated and reconciled. The date of the inventory, quantity inventoried and signature of the person performing the inventory must be entered in the “Inventory Record” of the department head’s duplicate custody records. The entries must be made by pen or indelible pencil.

Rev. MAR 2013 6-23

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Al\D OB-AIN SIGNA-URE OF v - !. / . ........... -.....-........ · • - • · r ·-- - - I, - ..-- -- I LS: Chapter 6-Stock Control and Inventory Management

The inventory entries recorded in the duplicate custody records are transcribed as soon as possible to the originals maintained by the Supply Officer. When the inventoried quantity of an item differs from the verified custody record balance, recounts and/or investigative research are required according to NAVSUP P-485.

--- - ..,- --. -

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I 1-t .•1 ! MATERIAL ORDERED ON DO f i FORM 1348AND RECEIVED ON DO FORM 1348-1 - \ 1.. TI·I ·•IJ -···· - · .IJJ .1..UJ J. IIll i. - f, -::p;Jit•l !! ·=..........l;:. 1- -:!:

f l-[ · r.- 1.- 1 r-- I M.-:l s•.or• :! :.,:;;, -.;;;;;;;..' " POST RECEIP- D r ro-'' l t!k... FORM 13481·) - o NAVSlJP 31Hi II,Y[ , -- / l-EAD OF DEPARTMEN'""

., ,,. •••....u i• :. .......... i• IJr I• .I - M I=: :rnDJ1: -1:::::.- 1:: t= / I ,_"" ..tnl-. -.-......, I ';:.:;., tt.J.ftL ....,a, .lftW.t .A'ff,, ,1; ..J... ll'lfi>•J• -::=. ,- f ...... --r' ·-1::::::. li- 0•

TURN OVER MATERIAL TO THE REQUIRING DEPARTMENT AND -=..-: ,. f c AA. {Mfolf;l

OBTAIN RECEIPTS SIGNATURE I•.,.,.,,. ,,.••· ()1k ••t ,._,....., ., I I! c J<U. ru I I ........I_.

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Figure 6-3- A sample requisition receipt and issue documents for equipage.

Upon completion of a controlled equipage inventory, each department head must submit a letter report to the Commanding Officer. A copy is also sent to the Supply Officer. When controlled

Rev. MAR 2013 6-24 LS: Chapter 6— Stock Control and Inventory Management

equipage is inventoried because of a change of department head, both the relieved and relieving department heads must sign the letter.

Deficiencies and Excesses

To maintain effective management of controlled equipage assets, some type commanders keep a computerized program designed to do the following:

• Afford ready visibility of existing controlled equipage deficiencies and excesses

• Match the reported deficiencies of one ship with the reported excesses of another

• Facilitate the redistribution of reported excesses

• Point out deficiencies of urgently required items for which no excesses are available for redistribution.

Input to this program comes from required deficiency/excess reports from individual ships of the type command. The request for reporting procedures is found in the NAVSUP P-485.

Inventory Control Objectives

The basic objectives of inventory control procedures used afloat are to:

• Focus attention on the relatively few items that will satisfy the majority of onboard demands for material

• Provide for the accumulation of accurate consumption data required for Supply Edit, Audit and SIM (SEAS) system and the 3-M program and for maintaining adequate supply levels

• Establish a historical demand file for accumulating usage data for not carried (NC) material

• Prescribe that each request for an NC repair part be used to make sure that the parent equipment is supported in the Coordinated Shipboard Allowance List (COSAL)

• Reduce physical inventory requirements and to prescribe standard physical inventory procedures

• Provide for effective management of controlled equipage, presentation silver and mandatory turn-in repairable

• Reduce the number of stock record management data changes required to be made by non-automated ships

• Prescribe the NAVSUP Form 1250-1 (Single Line Item Consumption/Requisition Document [manual]) as the issue request document in non-automated ships and as the normal requisitioning document of the non-automated ships of the submarine forces

• Prescribe the DD Form 1348 (Single Line Item Requisition System Document [manual]) as the issue request document in automated ships other than those in the submarine forces.

Meeting these inventory control objectives are of major concern to all supply personnel. The LS3 and LS2 should be aware of the above objectives and understand their importance. The results of the division’s SMC will depend on how well these objectives are met.

As per Chief of Naval Operations message 112209Z MAY 99, NAVOP 004/99, Inter-Deployment Training Cycle (IDTC) Workload Reduction Update, Paragraph 1D, the Controlled Equipage Program is cancelled. Owing to the impact on readiness and/or the financial implications of replacing material

Rev. MAR 2013 6-25 LS: Chapter 6— Stock Control and Inventory Management

formally designated Controlled Equipage, it is still incumbent upon all hands to maintain positive control of such items. Identification of material requiring such control and appropriate procedures for safeguarding same rest with the Commanding Officer. Survey and Missing, Lost, Stolen or Recovered Property (MLSR) reports for types of material formerly designated as Controlled Equipage will be submitted only when material meets other survey/MLSR criteria as per pars. 5125-5134. NAVSUP remains the technical authority for development and implementation of methods to maintain accountability of government property. Questions may be address to NAVSUP Code 4B2E, at 717 605-6136, DSN 430-6136.

SUMMARY

In Summary, Stock Control uses different methods to perform inventory control functions. In mechanized activities, stock control uses several kinds of reports in managing stock items. The computer produces the mechanized reports used by stock control or supply personnel. The person requesting the report can select any of the optional criteria provided by the computer system to produce the specific report. The person requesting the report fills out and submits the request to the Functional Area Supervisor (FAS). The FAS will include the request for the report in the planning calendar. Supply personnel can use the mechanized reports to analyze various situations in stock posture and to check completed transactions.

Inventory Management includes the cognizant control over various type of Navy material. Material such as aviation fuel, stock and pilferable items require management in the form of inventory, stock record adjustment and custody. Inventory Management utilizes various terms and several ways of conducting inventories. Types of inventory include Spot, Bulkhead- to-Bulkhead and Specific Commodity. The spot inventory. will be done at the same time you issue the material, while Bulkhead-to-Bulk head inventory will include all items in a particular storeroom. Another primary function of any supply organization is to ensure the availability of material to support the needs of its customers.

Supply procedures for the proper inventory management include the procurement, receipt, issue and transfer of material to afloat and ashore activities. These materials include Depot Level Repairables (DLR), Aviation Depot Level Repairables (AVDLR) and excess material. Inventory management involves record keeping, acquisition, inventory, custody and turn-in of custody type material.

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Rev. MAR 2013 7-1

CHAPTER 7

MATERIAL HANDLING AND SHIPMENT

To keep the Navy supplied with the volume of material it requires, many types of handling equipment are selected to haul, unload, store and issue material. You must remember that whether the job at hand is handling or storing of material, a piece of equipment is usually available for the job. Also, remember that any piece of material-handling equipment is only as efficient as the person operating it.

Throughout your naval career as a Logistics Specialist (LS), your job may be operating material- handling equipment or supervising an operation that uses the equipment. Therefore, you should be familiar with the types of material-handling equipment commonly used at naval activities. Storage and Material-Handling, DoD 4145.19-R-1 and Joint Service Manual (JSM) for Storage and Materials Handling, NAVSUP P-572; Storage and Material Handling, give detailed information on this topic.

Material handling is the lifting and shifting of materials up, down, or sideways. In other words, it means the movement of material other than by a common carrier. We constantly move material for processing in receiving, storage, packing and shipping areas. In the process of moving material, a piece of equipment is usually available for the handling of that material.

The Navy uses a variety of material-handling equipment and the following text contains descriptions of the equipment and information about its use.

NOTE

The information presented here is not a complete training guide for the use of material-handling equipment. Its purpose is to give you the basic knowledge about the equipment. You must get proper training and licensing before operating any material-handling equipment.

LEARNING OBJECTIVES

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

1. Identify and proper use of various mechanical equipments in handling stores.

2. Recognize safety precautions and unsafe conditions and implement a sound safety program using derived workable systems for inspecting hazardous or potential hazardous situations, equipment and areas.

3. Describe and select the proper transportation methods available within the Defense Transportation System (DTS).

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TYPES OF MATERIALS-HANDLING EQUIPMENT

Descriptions and uses of handling equipment normally found in supply operations are contained in the paragraphs that follow.

Forklift Truck

The forklift truck is the most widely used power-driven piece of handling equipment used by the supply department. It is designed to pick up, carry and stack palletized unit loads of supplies and equipment. Standard forklift trucks are available with lifting capacities of 2,000 to 20,000 pounds and lifting heights of 100 to 210 inches.

Figure 7-1 — 6,000 pound forklift truck.

Forklift trucks are equipped with telescopic masts that permit loads to be lifted beyond the height of the collapsed mast. Most trucks have free lift, which is the height to which the forks can be raised before the inner slides move upward from the mast and increase the overall height.

Gasoline-powered forklift trucks may be equipped with solid rubber or semi-solid tires for use in warehouses, or with pneumatic tires for use in outdoor storage areas. Electric-powered forklift trucks are equipped with solid rubber or semi-solid tires for indoor operations only.

Forklift trucks are commonly used for handling palletized unit loads. They are also used for hauling boxes or containers equipped with skids and large rigid containers or packages. Forklift trucks are used aboard ship, on barges, on piers, in warehouses, in freight terminals and on the ground to lift heavy containers. In unpaved yards or storage areas not covered with hard surfaces, the trucks must have pneumatic tires to operate efficiently.

Occasionally, forklift trucks are used in place of tractors. Forklift trucks are more efficient if used for elevating palletized loads into storage and for handling palletized loads between hauling operations. You should not use forklift trucks for traveling with individual loads for distances of more than 400 feet. Use tractor-trailer trains if the operation requires travel for greater distances. When using tractor-trailer trains or other material- handling equipment, use a forklift truck at each end of the haul for loading, unloading and stacking. This will make the operation faster and shows a 6,000-pound truck and 15,000-pound forklift truck. Figure 7-2 — 15,000 pound forklift truck. easier. (Figure 7-1) (Figure 7-2) shows a

Tractor-Trailer Trains

The tractor-trailer train (Figure 7-3) is a system that consists of a self-propelled power unit connected to a series of trailers. There are various types of tractors used for pulling the trailers. Tractor-trailer trains can haul heavier tonnage than carrier-type trucks of equal horsepower capacity. They can pull trains up to the total drawbar pull of the tractor. The number of trailers one tractor can continuously

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pull depends upon the trailer length, nature of material and weight of the load of each trailer. Under normal conditions, one tractor should be able to operate with three sets of trailers. Tractor-trailer trains are effective for hauling loads between 400 feet to 1 mile.

Warehouse Tractors

Figure 7-3 — Tractor-trailer train.

A warehouse tractor is an electric or gasoline powered vehicle designed to pull a train of warehouse trailers. The gasoline-powered models used in the Navy have pneumatic tires and a rated drawbar pull of 4,000 to 7,500 pounds. Electric-powered models commonly used in the Navy have solid rubber tires and a rated drawbar pull of 2,000 or 4,000 pounds. The drawbar pull, the motive force that a tractor can exert in pushing or pulling loads, is merely a means of saying tractor capability. The actual capacity of the tractor is normally far more than the drawbar-pull rating. For example, a tractor with a drawbar pull of 4,000 pounds may have an actual towing capacity of 90 tons.

Five different models of tractors were adopted as standard for the military services. The 2,000-pound, drawbar-pull, electric-powered warehouse tractor has solid rubber tires. It is a light-duty tractor for operation in warehouses and other closed storage areas.

The 4,000-pound, drawbar-pull, electric-powered warehouse tractor has solid rubber tires. It is the standard heavy-duty tractor for indoor warehousing operations. This type of tractor is used in a similar manner and for the same purposes as the light-duty, 2,000-pound model.

The 4,000-pound, drawbar-pull, gasoline-40' powered warehouse tractor has pneumatic tires. It is a standard medium-duty tractor for outdoor storage operations. This tractor is used in outside storage areas for hauling trailers or for towing aircraft. It also may be used for general-purpose towing or pulling at freight sheds, piers, warehouses, or other areas. It has enough weight, horsepower and traction to operate on virtually all types of running surfaces.

The 7,500-pound, drawbar-pull, gasoline-powered warehouse tractor has pneumatic tires. It is the standard heavy-duty tractor for outdoor storage operations. This capacity tractor is available in two sizes. The first type is the low profile, industrial type tractor with conventional pneumatic tires on both drive and steering wheels. The second type is the high flotation model with oversized pneumatic tires on the drive wheels.

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Warehouse Trailers

A warehouse trailer is a load-carrying platform mounted on caster wheels. Standard trailers are available in a wide variety of sizes and capacities and may have solid rubber or pneumatic tires. The caster-steering type has fixed rear wheels that carry about two-thirds of the load and caster wheels at the front for steering. There are two models of caster steering type trailers. They are the 4,000- and 6,000-pound capacity models, similar to the one illustrated in (Figure 7-4). The caster steering type trailer is better suited for indoor operations.

The fifth-wheel steering type warehouse trailer has rear wheels mounted on a rigid axle and front wheels mounted on a center-pivoted steering axle with a drawbar attachment. This type of trailer is available with a capacity of either 6,000 or 20,000 pounds. It is more suitable for heavy loads or for operations over rough surfaces.

Figure 7-4 — Warehouse trailer.

Hand Trucks

Hand trucks may be constructed of wood or metal. They are used in phases that mechanical equipment cannot be operated because of space limitations.

The four-wheel platform hand truck (Figure 7-5) may be used to advantage in breaking out retail issues for bins, carrying light loads, or for any operation involving short hauls with frequent stops. It may also be used in multistory warehouses and for small-lot stock picking. The truck may be equipped with solid rubber tires or steel wheels.

The two-wheel hand truck (Figure 7-6) consists of two handles a platform on which the load rests and wheels attached to the bottom of the framework. A blade extends at an angle from the bottom of the platform to hold the load.

A stock picker truck (Figure 7-7) is a hand truck used for picking stock from shelves when filling orders. The Logistics Specialist pushes the truck in the aisles between the shelves to carry small issues in cardboard containers, paper envelopes, or tote boxes. Some models are equipped with a ladder so the stock picker can reach materials on high shelves safely.

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Figure 7-5 — Four-wheel platform hand truck.

Figure 7-6 — Two-wheel hand truck.

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Figure 7-7 — Stock picker truck.

Pallet-Type Handlift Truck

The pallet-type handlift truck is available in two distinct designs. They are the hand-operated, hand-propelled model and the electric-powered, hand-operated model. The pallet truck has two load-carrying forks that can rise about 4 inches to carry palletized loads. Its purpose is to move pallet loads, which do not require stacking, in short hauls. This includes moving pallet loads into cargo trucks as well as moving material during shipping and receiving operations. It works well with forklift trucks and can access areas where a forklift cannot because of space limitations.

The manual/hydraulic hand pallet truck (Figure 7-8) works well in loading and unloading cargo trucks and aircraft. This model is used whenever the operating conditions do not require a hand truck with the special characteristics of the powered model.

The electric hand pallet truck (Figure 7-9) is advantageous for moving pallet loads to longer distances. We also use this truck when the size of the load, the presence of grades or inclines along the route, or other considerations requires the use of powered equipment.

Figure 7-8 — Hand pallet truck (manual/hydraulic).

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Figure 7-9 — Hand pallet truck (electric).

Tiering Truck

The tiering truck (Figure 7-10) is an electric powered forklift truck of the straddle-arm design. The forks on the tiering truck are located between two outriggers, or straddle arms. The tiering truck is more maneuverable than the standard forklift truck and can generally operate in 6-foot aisles. The standard tiering truck for the military services is the electric-powered type that has a load capacity of 3,000 pounds and a lifting height of 100 to 130 inches.

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Figure 7-10 — Tiering truck.

Straddle Carry (Or Gantry Trucks)

The straddle truck is a diesel- or gasoline-powered four-wheel vehicle designed to straddle, pick up and transport loads of long and heavy supplies such as pipe, lumber and steel. The straddle truck (Figure 7-11) is used as an efficient conveyance for intra-station movement of palletized material at many supply activities. Straddle trucks offer a faster and more efficient method of moving unitized pallet loads over intermediate distances than the tractor-trailer train.

Figure 7-11 — Straddle truck.

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Pallet Sling

The pallet sling (Figure 7-12) is used for overhead lifting of palletized loads by a crane or ship’s boom. Normally, a cable is used for the sling, but a line or chain may be used, depending on the weight of material to be lifted.

Slings have rigid horizontal supports at the base, usually made of steel bars or pipes. The horizontal support must be strong enough to distribute the load across the entire length. Some slings have movable spreader bars at the top to prevent crushing the load while it is being lifted.

Figure 7-12 — Pallet slings.

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Pallets

A pallet is a wooden, steel, or aluminum platform on which supplies are loaded, transported, or stored in units. Use of pallets permits handling the material with forklift trucks, cranes and other transporting equipment.

The standard pallet is a 40- by 48-inch platform that accommodates most packages and stores in warehouses. It is regarded as the general-purpose pallet. General-purpose pallets may be either the flat type or box type. Flat Pallets may be single-faced or double-faced. Single-faced pallets (fig. 7-13, views A and B) have one platform nailed or bolted to stringers, usually made of 2- by 4-inch material. A double-faced pallet (Figure 7-12) has platforms on the top and the bottom of the stringers and is excellent for stevedoring and transit-shed operations.

The box-type pallet, illustrated in (Figure 7-14), is used for handling small-lot items or easily crushed cargo. When discharging items from a ship to a transit shed, loading directly into a box pallet saves considerable time and labor.

Figure 7-13 — Pallet, 40 x 48 inches, four-way entry: (View A) Partial stringers (View B) post construction.

Sheet metal pallets are convenient for three reasons (1) the maintenance cost is low, (2) they save storage space and (3) you have no problem keeping them sanitary. Lightweight aluminum pallets also are used, but are expensive and difficult to repair.

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Figure 7-14 — Box pallet (Cardboard).

Loading Pallets

When a pallet is loaded, three things must be considered: (1) maximum load, (2) stability and (3) proper pallet size. The pallet must pass through all doors, aisles and hatches likely to be encountered. The stability of the material on the pallet must be considered and a decision made as to the type of pallet to use.

(Figure 7-15) shows the recommended way to load material on a pallet. The size of the boxes being loaded will determine their arrangement on the pallet. A standard loading pattern is not always appropriate.

However, in the illustration you can see that the material not only fits the pallet, as recommended in A and B stacking, but is arranged so as to provide stability against slipping or sliding.

Boxes of materials are not always the same size. When this is true, place the highest and strongest cases at each end of the pallet and the smaller and more fragile cases in the center. This arrangement provides a stronger surface for a second tier of eases on the pallet and also makes it possible to place a second loaded pallet on top for storage.

When you palletize round items, such as gas cylinders, use specially constructed notched spacers or collars as shown in (Figure 7-16).

Palletized material that must be moved several times should be strapped. Metal or nylon strapping may be used; the number of straps required for a palletized unit depends upon the kind of handling it is to receive.

The tool used to tighten the strapping is capable of exerting a great amount of force. Therefore you must be careful not to crush the material. Metal or folded cardboard corners may be placed under the strapping to distribute the force over a wider area and help prevent damage to the cartons or their contents.

Drum-Handling Equipment

The drum-handling sling is a device for picking up drums or barrels. It was designed for shipboard loading, but may be used with a crane for any drum or barrel handling operation. The sling may be of

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the chain type (Figure 7-17, View A), which is a series of chain loops and sliding hooks. It may also be of the frame type, which is a steel bar from which a series of sling hooks are suspended.

RECOMMENDED NOT RECOMMENDED

Figure 7-15 — Best way to load a pallet.

Figure 7-16 — Palletized gas cylinders.

Other drum-handling equipment in use includes several forklift truck attachments capable of handling filled 55-gallon drums. Three such attachments are available. The first consists of a series of specially shaped and spaced forks that cradle the drums to be handled (Figure 7-17, View B). Normally, this attachment is fabricated to handle three filled drums at one time. The second type of attachment, which is mounted on the regular truck forks, consists of side rails from which specially designed

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hooks are suspended at front and rear (Figure 7-17, View C). The attachment is lowered over the drums until the hooks drop into position over the drum rims. This attachment handles two filled drums at one time. The third type of attachment, which is vertically operated, handles one filled drum at a time (Figure 7-17, View D).

Figure 7-17 — Drum handling equipment: (View A) Sling; (View B) Cradle attachment; (View C) Horizontal carry attachment; (View D) Vertical carry attachment.

Cargo Net Sling

The cargo net sling (Figure 7-18) is made of nylon straps in a crisscross pattern to form a 12-foot square or 14-foot square net. The four comers of the net have steel rings sewn in for the pickup hoist hooks or lines used to form an apex. In this type of sling, no bars are used as supports. The idea being that the net closes about the material being lifted.

Cargo net slings are generally used aboard Combat Logistics Force (CLF) ships for underway replenishment (UNREP) operations support. Pallets of cargo can be placed in the net and transferred

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with a minimum of loss. Some ships use cargo net slings for handling miscellaneous cargo that is placed directly into the net as shown in (Figure 7-18).

Figure 7-18 — Cargo net sling.

Rollers, Conveyors and Chutes

Conditions may be such that rollers, conveyors, or chutes are more effective than mobile equipment or may supplement mobile equipment when a deficiency of mobile equipment exists.

Rollers

Hardwood rollers or pipes may be placed under heavy boxes or skids so that they may be moved about in a storeroom or vehicle. Two or more rollers are used, depending on the weight of the box. A hoist, lever, or other lifting device raises the end of the box toward the direction in which the box is to be moved and a roller is placed under it. The box is then pushed forward as more rollers are placed in front of it. As the box passes off a roller, the roller is picked up and placed in front of the box.

Conveyors

A conveyor is a device for moving supplies in a fixed line of travel. Two basic types of conveyors have been adopted as standard for the military departments, the power-driven belt conveyor and the gravity-type roller or wheel conveyor.

The power-driven belt conveyor consists of an endless belt mounted on a frame and driven by a pulley connected to a drive motor. The belt travels over a series of rollers or a sliding bed. The belt conveyor can be used to transport materials over a fixed path of travel up inclines of as much as 25 degrees.

The roller conveyor can be installed with one end lower than the other to take advantage of gravity. It can also be installed level and the load pushed along manually. Several sections can be put together and developed into a continuous system for movement of material. The conveyor can be used on piers, in storerooms, or wherever a steady flow of supplies is desired. A drop of one-half inch per foot

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is usually required to keep an object in motion on the rollers. Folding stands maybe used when it is necessary to clear obstructions on the deck or to pass through doors. Accessories for horizontal conveyors include turntables and curved sections.

Roller conveyors with hinged gate actions are also available for warehouse operations involving the crossing of thoroughfares (Figure 7-19). If a roller conveyor is used, the cargo should be moved slowly enough to permit personnel at the end of the conveyor to handle the boxes. A brake may be improved using a belt as shown in (Figure 7-20).

Figure 7-19 — Roller conveyor hinged gate multiphase warehouse operation.

Figure 7-20 — Brake on a roller conveyor.

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Chutes

The chute (Figure 7-21) provides a rapid means of conveying packages downward. The principal application is aboard ships where a need exists to strike down stems.

Figure 7-21 — Stores strike-down chute.

Crane

A warehouse crane is a power-driven, self-propelled unit consisting of a boom mounted on a mobile wheeled chassis. The boom can be operated independently so that sluing and topping can be accomplished without movement of the chassis. Power is supplied by a gasoline engine or by electric motors. Gasoline-powered cranes (Figure 7-22) are equipped with pneumatic tires for outdoor operation. They have180 or 360 degree sling booms and have capacities of 6,000, 10,000, or 20,000 pounds. Electric-powered cranes are equipped with solid rubber tires for indoor a capacity of 6,000 or 10,000 pounds. They have 270 degree sluing booms and have a capacity of 6,000 or 10,000 pounds.

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Figure 7-22 — Warehouse crane, gasoline-powered operations.

The mobile crane consists of a boom mounted on a truck chassis and has characteristics similar to that of a warehouse crane. However, the mobile crane has a greater topping distance and is, therefore, used in a wide range of operations.

A gantry crane consists of a hoisting device that rides on a horizontal beam connected to legs with wheels attached to the bottom. The gantry crane is a hoisting unit mounted on a gantry (any frame or structure spanning or bridging an intervening space). Gantries may be arched, bridged, full, or half. Applications for the gantry crane are similar to the bridge crane; however, gantry cranes are more often used outdoors because of the support legs (Figure 7-23).

Figure 7-23 — Gantry Crane.

The unit shown in (Figure 7-24) is an adaptation of the overhead type of crane applied to outdoor service where no permanent elevated structure exists on which to install a crane. The crane bridge is mounted on trestles having legs that are generally constructed with wheel trucks for operating on tracks. Such cranes are referred to as portable gantry cranes.

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If the trestles rest directly on the ground or footings, the term “fixed gantry crane” is applied. This type of crane is built especially for particular locations. It has been constructed with a span of 200 or more feet. The gantry may have a trolley running on the bridge carrying a hoist. This is the most common form and is what is meant by gantry crane. However, the gantry may have a stiff-legged derrick, a rotating pillar, a job crane, or a hammerhead crane mounted on its bridge as auxiliary equipment.

Because this type of crane spans the area over which it operates, it has been particularly useful in shipbuilding, in storage yards and at docks for handling bulk material.

A wharf crane is located on and generally is a part of the wharf or pier structure. It is particularly adapted to the transfer of cargo between the wharf or pier and a vessel.

Figure 7-24 — Gantry Crane.

HOISTS, PULLEYS And DOLLIES

Various types of hoists, pulleys and dollies are available ashore and afloat for moving equipment and supplies. You should familiarize yourself with this equipment and its purpose so that as various situations arise, you can select the proper piece of equipment.

Hoists

Chain hoists or chain falls provide a convenient and efficient method for hoisting loads by hand. The advantages of chain hoists are that one person can raise a load of several tons. Also, without securing the load, it can remain stationary. One person can carry and operate the manually operated chain hoists (Figure 7-25, View A). They are particularly useful in loading and unloading cargo trucks. They also are convenient for working in small storerooms aboard ship when other mechanized equipment is not available.

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Figure 7-25 — Chain hoists: (View A) Manual; (View B) Electric.

Some larger storerooms have electrically operated hoists that move along overhead tracks (Figure 7-25, View B). Electric hoists lift their loads by either chain or cable. Other models are pneumatic or air hoists that operate by compressed air. These hoists have the advantages of speed and ease of operation.

Block and Tackle

A block and tackle is the arrangement of one or more pulleys with rope or cable for pulling or hoisting large or heavy objects. The block and tackle (also called tackle or pulley) is used in the same situations as the chain hoist, except for smaller loads. (Figure 7-26) shows the different types of blocks and tackles. It also provides the formula for figuring the amount of power needed to move the weight of the load.

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Figure 7-26 — Block and tackle.

Dollies

The dolly or dolly truck is a frame mounted on wheels or rollers. Dolly trucks are used for moving or shifting heavy loads for short distances. (Figure 7-27) shows the three common types of dollies used by the Navy.

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Figure 7-27 — Dollies: (top) General purpose; (middle) Pallet rollers; (bottom) Reefer car.

The general-purpose dolly (Figure 7-26, top) is used to move unpalletized large, bulky, or heavy material over short distances.

The pallet-rollers dolly (Figure 7-26, middle) has a capacity of 4,000 pounds. The purpose of the pallet-rollers dolly is to move palletized loads in and out of boxcars, trucks, trailers and storerooms.

The reefer-car dolly (Figure 7-26, bottom) is easy to maneuver and is suitable for use on truck and reefer floors. The 24 wheels in the central position are slightly lower than the wheels at the ends. The springs hold the end wheels in position to allow the wheel to move on their axles while guiding the load to its destination.

SAFETY

This section provides information about general industrial and operational safety for storage and handling of material. This information is based in part from NAVSUP P-485; STORAGE AND MATERIALS HANDLING, DoD 4145.19-R-1; The Navy Safety and Occupational Health (SOH) Program Manual, OPNAVINST 5100.23 (series) and OPNAVINST Navy Safety and Occupation Health (SOH) Program Manual for Forces Afloat, 5100.19 (series) addresses the maintenance of safe and healthful conditions in the workplace. Check with your activity’s safety program manager for specific safety requirements in your command. The most important part of any supply operation is ensuring the safety of personnel involved. It is the Supply Officer’s responsibility to ensure the following is observed:

• Personnel will be properly equipped to work (safety shoes, gloves, hard hats, etc.).

• Personnel will be qualified to operate equipment.

• Personnel will be knowledgeable of emergency procedures.

Accidents

Manpower is one of the primary resources of a supply installation. Accidents involving personnel directly affect productive man-hours and planned schedules. It takes time to recover man-hours lost because of accidents. Replacement personnel, or required skills, are not readily available.

When an accident causes destruction of material, it cost dollars to make necessary repairs or replacement. This can also result in a delay in production and possible shortage of critical material.

Danger Areas

Many types of accidents can happen when handling cargo. Some of the danger areas and causes of accidents are discussed below:

• Defective Equipment—De fective equipment such as winches, rigging, chains, nets and bridles should not be used. Report their condition to your superior. Only qualified personnel should make repairs since a poor repair job may constitute a worse hazard than the defective equipment

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• Improper Stowage— When stowed, cargo should be tiered, tied in, stepped back, or floored off to prevent collapse. Dunnage should be used as a firm flooring for tiering. Never stow cargo, even temporarily, in a halfway manner

• Hatch Beans or Beads— When only part of a cargo hatch is open, remaining hatch beans should be pinned or locked in place to prevent them from being dislodged and falling on personnel below. Hatch boards should be stacked well back from the hatch to prevent them from being accidentally knocked into the hold

• Standing in Bight of Line—I ndividuals should not stand with their feet in the bight of a line or in the eye of a cargo strip or sling. To do so may result in broken bones or even more serious injury

• Fires and Explosions—Fi res and explosions may be caused by: (1) explosive vapor, (2) spilled flammables or explosives, (3) ignition source such as smoking, hot work, open fires, electrical equipment, naked lights and sparks from tools, (4) heat, (5) spontaneous ignition, (6) water causing chemical reaction with certain substances, (7) improper handling and (8) inadequate sentries.

Fire is a potential danger with almost all types of cargo. The possibility of fire or explosion is greatly increased when cargo operations involve flammables and ammunition. However, extra precautions are normally taken when these dangerous materials are handled. Probably most fires occur in ordinary combustible material (paper, rags, wood, etc.).

Since the fire hazard is not as great when handling these materials, fewer precautions are usually taken and cargo handlers are apt to become careless.

• Fleet Freight—Car efully inspect all material received as fleet freight for evidence of damaged or leaking containers. Extremely hazardous conditions can result from several compounds normally used aboard ship

• Open Hatches—G uards should be placed near open hatches and other open spaces. Safety lines must be used around such openings when cargo is not being handled through them

• Temporarily Covered Hatches—Ha tches covered only with a tarpaulin or other temporary covering are dangerous, perhaps more so than uncovered hatches, which are fully visible

• Temporary coverings should be used only during inclement weather, if at all

• Riding on Hooks—P ersonnel should not be permitted to ride cargo-handling gear, such as hooks or nets, between pier and ship or between the deck and hold. The save-all must not be used as a ladder between the pier and the ship

• Removed Handrails— When handrails are removed to load cargo or for other reasons, the working area should be roped off to prevent personnel from falling over the side

• Ladders—L adders in the square of the hatch should not be used when cargo is being lowered or hoisted in the hold. Much care must be exercised when using these ladders, particularly when hatchboards from several decks have been removed. Stairway-type ladders should be used when they are available

• Slippery Decks—Oil, grease, ice, or any slippery material on the deck or pier should be removed immediately or covered with sand, cinders, sawdust, or other suitable anti-slip material

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• Improper Lighting—W hen concealment is unimportant, floodlights should be provided at night on the weather deck, over side and in cargo holds. Flashlights should be available for emergencies. When entering unlighted compartments, personnel should carry portable safety lights

• Asphyxia and Poisoning—Dur ing some cargo handling or related operations, asphyxia or poisoning may result from: (1) lack of oxygen, (2) poisonous gases or fumes, or (3) exposing skin or eyes to or swallowing petroleum products. (Some vapors may be swallowed without the knowledge of the victim). An individual showing signs of asphyxia or poisoning should receive immediate medical attention and the Cargo Officer should be notified. The space should be inspected before work is continued

• Lifting Cases— There is a right and a wrong way of picking up heavy cases of material. The correct method of lifting heavy objects is illustrated in (Figure 7-27). Individuals stand close to the load, with their feet slightly apart and solidly placed. With knees bent, they grasp the object firmly and lift it by straightening their legs, keeping the back as vertical as possible. When lifting from an elevated position, keep the object close to the body.

•

Figure 7-28. — An example of manual lifting.

The square of the hatch should be kept clear and free of debris. Place a solid, level floor of dunnage on top of stowed cargo, when it is needed, to provide sound footing for hold workers or a safe landing area for cargo coming in. Persons in the hold must stand clear of the hatch when a draft is overhead—ca rgo being hoisted from or lowered into the hold. The hold crew should take cover either forward or aft of the square of the hatch.

When a draft is lowered into a hold, it should be stopped approximately one foot above its intended landing spot. After the draft has been stopped, the hold crew should then come from under the deck and guide the draft to the desired landing area Slings or bridles are easily removed from drafts by four crewmen working in pairs. The slings or bridles should be steadied before being hoisted out of the hold. If they are permitted to swing widely during hoisting, they may become entangled in hull fittings or cargo and cause damage to the equipment or cargo or injury to personnel.

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You can safely handle small cases on a horizontal conveyor described earlier. For some cargo, you may even substitute finished lumber or waxed dunnage for conveyors. If walking space permits, pallet trucks, pallet jacks, hand trucks, or dollies may be used to move cargo to the storage location.

Safety Training

Operating personnel must be given proper instruction and training concerning potential dangers associated with their daily tasks. An awareness of apparent or potential dangers and training to avoid such hazards will assist in reducing accidents while performing normal tasks.

Safety Equipment and Clothing

The use of safety equipment and clothing provide extra protection to personnel. The following are some of the items that you can use to protect yourself while working.

Synthetic Rubber Gloves—S ynthetic rubber gloves will be worn for protection when handling ordinary commercial concentrations of harmful chemicals, petroleum products, or chlorinated solvents

General Purpose Work Gloves— When performing general labor work and when sharp or rough material is being handled general purpose workmen’s gloves will be worn for protection of hands from cuts and abrasions. The glove palm, thumb and index finger are covered with leather. When glass is handled, gloves with suction cups or leather palms will be worn. When gloves with leather parts are used, care must be taken that the leather parts do not become greasy.

Hoods, Aprons, Sleeves and Suits—Ho ods, aprons, sleeves, or suits made from natural or synthetic rubber or acid resisting rubberized cloth will be worn for protection when filling open vessels with acid or when handling individual containers of acid to protect personnel from possible leakage or breakage of containers.

Rubber-Framed Goggles—Ru bber-framed goggles will be worn for protection of the eyes against smoke, gas, fine dust, mists and sprays or splashes of liquid or other substances, including acids and alkali solutions.

Spectacle Goggles— Spectacle goggles with side shields will be worn to protect the eyes against flying particles of dust, chips and machine cuttings. Spectacle goggles without side shields will be worn for other operations requiring eye protection.

Protective Helmet—A protective hat will be worn for head protection against falling or flying objects or from bumping head when working in cramped places. A protective hat will always be worn when in yards or areas when material is being lifted or hoisted or where ends of slings or other gear could swing against the head.

Safety Shoes—A uthorized safety toe footwear or approved foot and/or toe guards will be worn while working in areas, or while performing operations designated by the appropriate authority as hazardous to feet or toes of the workers.

General Purpose Gas Mask - The general purpose gas mask is used for respiratory protection in an area in which there is a minimum concentration of toxic gases or vapors. This mask cannot be used safely in an area in which the vapors are concentrated to the extent that the flame of a safety lamp would be extinguished. This mask affords protection, for a limited time, against concentrations up to 20,000 parts per million parts of air. Protection is afforded against organic vapors and gases, carbon monoxide, toxic dust, fumes, mists, fogs and smoke. However, the mask is not used for day after-day protection in routine work as are various other types of respirators.

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Supervisory Responsibility

If you are in charge of a working party or cargo-handling crew, their safety and proper cargo handling are your responsibility. To prevent injuries to personnel and damage to cargo and ship, all safety precautions must be observed and enforced. Danger is ever present during the handling of any cargo aboard ship.

Through minor accidents or improper handling, cargo-handling equipment or the cargo itself may become potentially dangerous or unusable without showing visible evidence of damage. If in doubt concerning damage to cargo or safety of equipment, report it to your immediate superior or the Cargo Officer.

Inspection and maintenance of the pier or wharf are primarily the responsibility of the shore station. However, such defects as bad flooring should be reported. In some cases, temporary repairs must be made to make cargo operations safe.

People may try to use faulty or incorrect cargo-handling equipment and injure themselves or others. Many accidents are caused by pure carelessness. The human factor is always present in accidents, but it can be partially overcome by

• Thorough training in the use of cargo handling equipment

• Instruction in safety — Safety precautions to observe

— Penalties for violations of prescribed safety measu res

• Alert supervision.

The following are a list of a few precautions for cargo handling supervisors. Supervisors must initiate these precautions as well as those in reference C2-2 before beginning any cargo handling operations:

• Ensure open hatches in use are cleared of adjacent loose equipment that might fall into the hold and injure personnel below

• Restrict traffic about hatches to the side away from where cargo is being worked. Rope off areas to traffic over which loads are traveling

• Secure or remove hatch beams or other structures in the way of hatches where cargo is being worked. Personnel engaged in moving hatch beams shall wear a safety harness with associated safety lines, which shall be tended at all times

• Ensure that all personnel handling cargo gear are familiar with the use of their equipment and limitations on load capacity and outreach and are personnel qualifications standard (PQS) qualified. Additional information can be located from the OPNAVINST 5100.19 (series).

Do not block passageways or openings (doors, hatches, etc.) with cargo, hatch beams, or other material, without permission from the responsible head of department. If a passage must be blocked off, do it in a manner that will enable personnel to regain quick access.

The need for speed in emergency situations or during underway replenishment may outweigh the value of some safety precautions that would ordinarily be taken. However, do not suspend a safety practice unless the degree of urgency warrants it. In all decisions affecting safety, during usual or unusual conditions, there is no substitute for good judgment and experience.

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Safe Cargo-Handling Practices

All cargo handlers should observe the following safety precautions as listed in the OPNAVINST 5100.19 (series):

• Always know where the cargo is during a transfer

• Wear head protection (a hard hat) with chinstrap in place under chin, gloves (when handling wire rope or banded material) and steel-toed safety shoes

• When transiting a cargo operations area, walk only in the designated transit areas that are located on the side of the ship opposite the cargo handling operations

• Never look into a hold when cargo is being handled or cargo gear is in use unless controlling the movement of the cargo

• Never walk under suspended cargo or tensioned highline

• Do not ride on pallets, containers, or hooks

• Know the firefighting and safety equipment locations

• Do not walk backwards

• Always listen to equipment. Abnormal sounds usually mean trouble.

• Never allow cargo to swing or remain suspended for a period longer than necessary.

Safe Storage Rules

Good housekeeping practices are essential to safety as well as to efficient storage operations. Storage areas maintained in a clean and orderly condition can prevent many potential accidents and fires. Adequate lighting in storage areas decreases the hazards of accidents and enhances personnel health and morale. Place and secure storage materials in a safe manner that will prevent them from shifting or falling. Stack pallet loads with 2 inches of clearance on both sides to prevent dislocation of adjacent units.

SHIPMENT

Selecting the proper mode of transportation for material depends on the priority, weight and size and the availability of transportation means. The three major categories of material movement are air, ocean and surface transportation. The following paragraphs describe these methods.

Air Shipments

Air shipments are used when they are more economical than surface transportation, or when surface transportation is not available. Air shipments within the Defense Transportation System (DTS) normally are limited to transportation priorities 1 and 2 (TP-1 and TP-2). TP-3 shipments that have advance required delivery dates (RDDs) also may qualify for air shipment under certain conditions. The UMMIPS priority designator (PD) determines the transportation priority (TP) assignment. TP-1 priorities are for shipment documents with PDs 01 through 03, TP-2 for PDs 04 through 08 and TP-3 for PDs 09 through 15. The airlift systems used by the Navy are Logistics Express (LOG-EX), Air Mobility Command (AMC) and Special Assignment Airlift Missions (SAAMs).

Logistics Express

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The LOG-EX airlift system includes carrier onboard delivery (COD) shipments to aircraft carriers. Also, it includes other airlift systems used to supplement AMC operations. LOG-EX is also referred to as Fleet Logistics Airlift System or LOGAIR. The goal of LOG-EX is to provide 24-hour or less transit time for TP-1 shipments. The Navy Overseas Air Cargo Terminal (NOACT) teams supervise air terminal operations of LOG-EX. NOACT also exercises traffic management and administers the LOG-EX airspace availability to the Navy within their geographic areas of responsibility.

Air Mobility Command

AMC is a worldwide system operating transport aircraft over scheduled air routes. It also operates in air terminals at appointed areas. Most overseas air shipments and personnel movements use AMC service.

Special Assignment Airlift Missions (SAAM)

The purpose for using SAAM is to move aircraft loads of cargo rapidly when regularly scheduled airlift service is not available to meet fleet requirements. When SAAMs are required, a commercial aircraft is leased to transport material from and to a specific point. A SAAM is the highest cost, least preferred method of moving cargo or passengers and should only be considered when all other means have been exhausted.

Requests for SAAMs are submitted to NAVMTO via message or telephone, 7 days a week, 24 hours a day.

The Procedures for Arranging Navy-Sponsored Special Assignment Airlift Missions, OPNAVINST 4630.26 (series), provides guidelines and procedures for the use of SAAMs.

Ocean Shipments

Ocean shipments of Navy-owned or sponsored cargo are made by Navy fleet vessels or vessels provided by the Military Sealift Command (MSC). Cargo is moved in Navy fleet ships under established procedures of the proper Fleet or Type Commander of their authorized representatives. Normally, cargo transported in Navy fleet vessels is limited to material moving in direct support of fleet operations. However, available space may be used to transport other low-priority supplies.

The MSC is responsible for providing ocean shipments to meet the requirements of the DoD. The type of shipping space provided by the MSC includes space on vessels controlled and operated by the MSC. MSC also provides space on vessels controlled but not operated by the MSC and space obtained in commercial vessels by the MSC.

Sea Express

Shipments that do not meet requirements for air transportation but require rush processing may use the Sea Express (SEA-EX). Shipments that qualify for air shipment also may qualify for SEA-EX when air transportation is not available.

Opportune Lift

The Opportune Lift (OPLIFT) program is a system used to divert government-sponsored cargo within the DTS from MSC to Navy vessels. The OPLIFT program was started to conserve transportation funds by moving Navy material into available space on U.S. Navy ships during scheduled deployments. Heavy, bulky, or low-priority shipments that do not have a specific RDD are eligible for the OPLIFT program. NAVMTO provides technical assistance to shippers requesting OPLIFT and coordinates movements of general cargo from CONUS. NAVMTO also maintains direct liaison with

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fleet commanders, shippers and water terminal facilities. OPLIFTs that begin overseas are coordinated directly through cognizant fleet commanders. When last minute changes in operational commitments occur, cargo may be removed from vessels without advance notice. Therefore, activities using OPLIFTs must make sure material with specific RDD or high-priority material is not shipped through this program.

Surface Shipments

When possible, you should use surface transportation for shipping material. The following paragraphs describe some means of surface shipments.

Shipment by Government Vehicle

When directed by local authority, you may use government-owned and operated equipment to transport freight in distances up to 100 miles. During emergency situations, use of government-owned and operated motor vehicles may be authorized for distances beyond 100 miles. Travel of more than 100 miles must have justification. It may be for security reasons or when the use of such vehicles would be in the best interest of the government. Government vehicles used for transporting freight with excessive dimensions or weight requires a state permit.

Commercial Trucks

The Navy or commercial truck lines may be used for small shipments within CONUS or commercial trucks may be leased for exclusive use. The following paragraphs describes the contract truck (CONTRUCK) and the Northeast Dedicated Truck System (NDTS), managed by NAVMTO.

Contract Truck

CONTRUCK is a commercially operated system. Its purpose is to provide fast, over-the-road delivery at a reduced cost for less than truck load (LTL) transcontinental Navy shipments. CONTRUCK was first established to move LTL shipments between the east and west coasts. It was expanded to include 5 days per week service between Norfolk, Virginia; Charleston, South Carolina; and Jacksonville, Florida. CONTRUCK shipments are combined for movement and distribution at terminals located in Norfolk, Charleston, Jacksonville, San Diego, Long Beach and Travis Air Force Base (AFB). Shipments eligible for CONTRUCK are for items less than 10,000 pounds. Shipments include direct procurement method shipments of personal property and unaccompanied baggage. Material classified as Confidential or pilferable and general commodity cargo shipments may use CONTRUCK system. Shipments not eligible for CONTRUCK are class A and B explosives, material requiring special handling (such as heater service, electrical connections, refrigerators, or oversize cargo) and metal products over 10 feet in length or over 3,000 pounds per piece.

Shipments by Mail

Parcels containing high priority logistic material (e.g., CASREP parts or supplies) must be shipped by the most expeditious and cost effective (in that order) mode of transportation available. The United States Postal Service (USPS) regulation governs shipments of all mailable material entered into the domestic mail postal system. Mail is the primary and preferred means of moving material to and from ships. Mailable material includes letters or packages that meet USPS standards according to class of mail, weight and size limitations. The various types of special mail services include registered, certified, insured and delivery confirmation. The use of special delivery or special handling offered by the USPS is not authorized for use by the Department of the Navy. All mailable matter in the United

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States domestic postal system is classified as Express, First-Class (Priority), Periodicals, Standard Mail, Package Services, to include Military Ordinary Mail (MOM) for official mailing purposes.

Express Mail Military Service (EMMS)

EMMS is a 2 or 3-day expedited delivery service that is available to DoD personnel stationed overseas and others entitled to APO/FPO mailing privileges between the CONUS and designated military addresses. Ships and other mobile units are not authorized EMMS (with the exception of EMMS equipment and tags that are used strictly for the purpose of dispatching each units balloting material).

Military Ordinary Mail (MOM)

MOM is DoD official mail sent at Periodicals, Standard Mail, or Package Services postage rates that requires faster service than sealift transportation to, from and between military post offices. USPS transportation of MOM is by surface means. Expedited service is determined and provided by and at the expense of the DoD. MOM is limited to mail originated by the DoD or DoD-authorized contractors and each piece must:

a. Be conspicuously marked “MOM” on the address side, below the postage or penalty mail indicia and above the addressee’s name.

b. Conform to the maximum size and weight limits for the postage rate claimed (i.e., Periodicals, Standard Mail, or Package Services).

Refer to the Navy Official Mail Management Instruction), for additional details.

Weight and Size Limitations

The maximum size for most mail pieces is 108 inches in combined length and girth. Parcel Post pieces may measure up to 130 inches in combined length and girth (but will be charged oversized rate of postage). Regardless of the size of the mail piece, the maximum allowable weight of any article of mail is 70 pounds.

Refer to the most current edition of the USPS Domestic Mail Manual as other restrictions may apply.

Address Preparation

All official mail must bear a type-written return address positioned in the upper left-hand corner of the mail piece. The return address must bear the words “DEPARTMENT OF THE NAVY” on the first line with the command’s official mailing address on the next set of lines and “OFFICIAL BUSINESS ONLY” positioned on the last line. The FPO mailing address shall not be used for freight or express cargo shipments. Markings that show the mail classification or type of special service, when appropriate, must be stamped on the address side of the parcel just above the delivery address. The city, state and ZIP Code must be the last line of the destination address, except for mail pieces destined to international mailing addresses must bear the country‘s name in English and upper case letters on the last line of the delivery address. Refer to OPNAVINST 5112.6 (series) and OPNAVINST 5218.7 (series).

Hazardous, Restricted or Perishable Material

Hazardous, restricted, or perishable materials mailed to, from and between overseas military post offices are subject to the conditions of USPS domestic mail, International mail and those conditions prescribed by the Department of Defense (DoD), as listed in Conditions Applied to Mail Addressed to Military Post Offices Overseas in the most current bi-weekly issue of the USPS Postal Bulletin.

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Non-mailable material includes all material that, by law or regulation, is prohibited from being sent through the USPS. Examples of non-mailable matter are as follows:

• All kinds of poisons, such as caustics, acids and alkalis

• Materials that are likely to cause fires due to friction, absorption of moisture, spontaneous chemical changes, or as a result of heat retained from manufacturing or processing

• Ammunition and explosives

• Containers previously used for shipping high explosives, such as dynamite

• Intoxicating liquors

• Items subject to damage from freezing and permanently magnetic materials with unconfined fields are not mailable by air shipment

• Oxidizing materials, flammable liquids and solids, radioactive, combustible, gaseous liquid, perishable material, live animals and items subject to plant quarantines are either non-mailable or subject to special mailing conditions. Detailed information on these categories may be obtained from local postal authorities. Refer to USPS Publication 52 for detailed information.

Defense Transportation Regulation – Part II Cargo Movement

The Defense Transportation Regulation (DTR part II), provides DoD policy for the transportation and movement of material through the DTR. Volume II contains standard data elements, codes, formats, documents, forms, rules, methods and procedures. These are information required by DoD activities in the transportation and movement of material to, within and beyond the DTR. Volume II contains instructions and procedures for applying transportation account codes (TAC) to transportation documents.

DTR policy simplifies the exchange of logistics data between armed services and agencies. Deviation or exemptions may not be approved unless the user shows that MILSTAMP does not provide workable methods or procedures.

To standardize cargo movements and documentation, DTR interacts with UMMIPS and the following publications:

• Military Standard Requisitioning and Issue Procedures (MILSTRIP)

• Military Standard Marking for Shipment and Storage, MIL-STD 129 (series)

• Customs Inspections (DoD 5030.49-R)

• Federal Acquisition Regulations (FAR).

DTR also specifies responsibilities of shipping/receiving activities, clearance for routing of material and cargo terminal operations.

Documentation

The movement control document for all CONUS shipments by a commercial carrier is the Government or Commercial Bill of Lading (GBL/CBL). Shipments originating or destined to an overseas point, moving within the DTR, use the Transportation Control and Movement Document (TCMD). (Figure 7-28) shows an example of a TCMD. The basic data elements required to prepare a TCMD are the same from the original MILSTRIP requisition (see DoD 4500.32-R, appendix D, or NAVSUP P-485, chapter 7).

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SUMMARY

You now should be able to understand the proper use of various mechanical equipments in handling stores. Recognize the safety precautions and unsafe conditions and understand how to implement a sound safety plan in performance of your duties. Describe and select the proper transportation methods available within the Defense Transportation Regulation (DTR) to ship material and supplies.

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Rev. MAR 2013 8-1

CHAPTER 8

FINANCIAL MANAGEMENT

Each year the Navy requires billions of dollars to carry out its mission. This money comes from the taxpayers of the United States as determined by Congress.

The Navy must keep accounts to show how the money is spent. The accounts show the receipt and expenditure of public funds; the amount of government money, materials and property on hand; and the cost of all operations, broken down by projects and programs. All these functions are part of financial management. Financial management is necessary to guarantee that government property and money are economically used in the public interest. Cost data assembled by projects and programs are used for budget planning and justification.

LEARNING OBJECTIVES

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

1. Recall the purpose of appropriation funding to accomplish operational and maintenance functions.

2. Explain different types of funds to finance various operations.

3. Recall the functions within Resource Management System to obtain and control resources to accomplish mission

4. Discuss the proper OPTAR procedures to record, balance and report with accuracy to sustain optimum financial resources.

Although as a Logistics Specialist (LS), you are not an accountant or bookkeeper, you will often account for large amounts of public funds in the form of materials and stores. You are also involved in the preparation and processing of requisitions that constitute an expenditure of public funds. In addition, in keeping ship’s operating target (OPTAR) records and submitting required reports, you are accounting for public funds.

Accounting for material and accounting for cash are basically the same. All government accounting is performed with the objective of guaranteeing that expenditures are made according to the desires expressed by Congress when the program was approved and the funds appropriated. According to this objective, records must be kept so that transactions can be examined at a later date and reconstruction of events made. Also within this objective, the disposition of funds and material must be provable. The logic of this recordkeeping is easy to understand if you have some knowledge of the overall financial operation of the government.

As a Logistics Specialist, you need to know the types of accounting and their uses in the Navy. They are as follows:

APPROPRIATION ACCOUNTING—An account of how much money has been spent, how much is obligated and how much is available under each appropriation or subdivision (e.g., operating budget). Thus, the Navy controls expenditures to keep them within the monetary limits established by the appropriation act.

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COST ACCOUNTING—A n account through which the Navy can accumulate all costs according to activity or unit, purpose and type of expenditure.

INVENTORY (STORES) ACCOUNTING—An account used to maintain records of material and supplies on hand. These records provide the information necessary to prepare returns or reports.

PLANT PROPERTY ACCOUNTING—An account used to maintain records of all Navy-owned or Navy-controlled real property and equipment of a capital nature ashore.

For accounting purposes, Navy activities are designated either shore activities or operating forces. As a general rule, shore activities perform all of the accounting functions listed above. In the interest of economy, large shore activities frequently perform some of these functions for the smaller activities.

The Navy expends money from one of two major classifications, appropriations or funds. This chapter explains the purpose and use of the two classifications so that you have some understanding of what appropriations and funds are and the difference between them.

APPROPRIATIONS

An appropriation is an authorization by an Act of Congress to incur obligations for a specified time and purpose and to make payments out of the Treasury. It is in this form that the Navy receives money to pay for ships and the cost of their operation and maintenance. It also covers the cost of training, the pay for those who operate them and the money to operate the shore establishment that supports the fleet.

Accounting Period

The accounting period of the Navy is the fiscal year. Fiscal year differs from the calendar year in that it begins on 1 October and ends on the following 30 September. The fiscal year is designated by the calendar year in which it ends. Thus, fiscal year 2010 began on 1 October 2009 and ended on 30 September 2010.

Types of Appropriations

Three types of appropriations may be used in the Navy, depending upon the purpose for which they are issued. Most appropriations are for 1 fiscal year and are used to finance the normal operating costs of the Navy. Other types may be granted without a time limitation or for a specific period of time that is more than 1 year.

Annual Appropriations

Annual appropriations generally cover the current operating and maintenance expenses of the Navy. They become available at the beginning of the fiscal year stated in the appropriation act. From that time on throughout the fiscal year, they may be either directly expended or obligated. An obligation occurs when an order is placed by an afloat unit or material is issued to an ashore activity, or similar transactions during a given period that requires future payments.

After the end of the fiscal year, the Navy must return any unobligated balance to the Treasury. Obligated funds remain available for an additional 2 years. At the end of the additional 2-year period, the balance remaining in the account is transferred to the successor “M” account. These funds represent un-liquidated obligations less reimbursement to be collected. The successor “M” account is available for disbursement of appropriated funds.

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Continuing Appropriations

An appropriation is available for incurring obligations until the appropriation is exhausted or until the purpose for which the appropriation was made is accomplished. An appropriation without restriction to a freed period is called a continuing appropriation or a no-year appropriation. Examples of continuing appropriations are Military Construction Navy and revolving funds such as the Defense Business Operating Fund (DBOF).

Continuing appropriations become available for obligation and expenditure at the beginning of the fiscal year following the passage of the appropriation act. They may become immediately available if specified in the act. When the purpose of a continuing appropriation has been accomplished, the balance equal to the total of un-liquidated obligations, less the total of reimbursements to be collected, is transferred to the successor “M” account. Any remaining unobligated balance is transferred to the surplus of the Treasury.

Multiple-Year Appropriations

Multiple-year appropriations are generally made for purposes that require long lead-time of planning and execution such as procurement of Aircraft and Missiles, Navy and Shipbuilding and Conversion Navy. Multiple-year appropriations become available for obligation and expenditure at the beginning of the fiscal year designated in the appropriation act unless otherwise stated in the act. They are available for incurring obligations only during the fiscal years specified in the act. However, they are available for the payment of such obligations for an additional 2 years thereafter.

At the end of the last fiscal year included in the appropriation, the appropriation expires for obligation purposes. The unobligated balance is transferred to the surplus of the Treasury. At the end of the 2 years following the expiration of obligation availability, the balance remaining in the account, representing un-liquidated obligations less reimbursements to be collected, is transferred to the successor “M” account.

Status of Appropriations

Three terms are used to designate the status of appropriations;

CURRENT APPROPRIATION—An appropriation that is available for incurring obligations during the current fiscal year.

EXPIRED APPROPRIATION—An appropriation that is no longer available for incurring obligations. It does remain available to liquidate existing obligations.

LAPSED APPROPRIATION—T he undisbursed balance of an appropriation. It is no longer available for disbursement by the department and is called a lapsed appropriation.

Fund Identification

The fund identification system is broken down into several elements. These elements are discussed in the following paragraphs.

Appropriation Symbol

An appropriation symbol consists of a seven-digit number identifying the government agency responsible for administering the appropriation, the fiscal year and the specific appropriation. (Figure 8-1) is an example of an appropriation symbol.

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Figure 8-1 — Examples of a fund appropriation symbols.

All appropriations assigned to the Navy are identified by “17,” which is shown as the first two digits of the appropriation symbol.

The third digit identifies the fiscal year limitation of the appropriation. In the example, “11” designates Fiscal Year 2011. Continuing appropriations that have no fiscal tear limitation are identified by an “X.” A multiple-year appropriation is indicated by the first and last fiscal year that it is available for obligation; i.e., “9/10” indicates Fiscal Year 2009 and 2010.

The next four digits show the purpose of the appropriation. The numerals “1804” shown identify the appropriation for Operation and Maintenance, Navy (O&MN). It is used for operation and maintenance expenses for both afloat units and shore activities. For afloat units, it includes repair parts, consumables, equipage, alterations, overhaul of ships, fleet training and fuel. For ashore, expenses generally are for the cost of supporting fleet activities.

Subhead Symbol

The four-digit subhead symbol for the O&MN appropriation identifies the major program of the Five- Year Defense Plan (FYDP). The first two digits represent the last two digits of the major claimant’s UIC. The third digit identifies the major program or budget activity of the FYDP. The fourth digit is a zero at the major claimant (fleet) level. (Figure 8-2) is an example of a subhead symbol.

Expense Limitation

An expense limitation cites the same subhead from which it is issued, except that the fourth digit is an alphabetic or numeric character by the major claimant to identify the expense limitation an example of an expense limitation subhead symbol. (Figure 8-3) is an example of a expense limitation subhead symbol.

Object Class

Object class codes are three characters long and are used only in OPTAR transactions that affect the international balance of payments. These codes are contained in NAVCOMPT Manual, Volume 2.

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Figure 8-2 — Example of a subhead symbol to an appropriation.

Figure 8-3 — Expense Limitation Subhead Symbol.

Operating Budget (Bureau Control Number)

The CNO has fiscal responsibility for the appropriation 1751804 for operation and maintenance of Navy forces. In discussing appropriations, you saw how they might be apportioned. The responsibility for administrating the appropriation is shown by subhead. However, it is not possible for one office to efficiently control all charges to this appropriation. It is allocated to subordinate commands to administer.

For example, one of these commands is COMUSFLTFORCOM. It is still impractical for the one office to administer the appropriation to the hundreds of ships under command. Portions of the appropriation are granted to TYCOMS (e.g., COMNAVSURFOR, COMNAVSUBFOR, COMNAVAIRFOR) in the form of operating budgets. An operating budget number identifies operating budgets, which is always the unit identification code (UIC) of the activity receiving the operating budget grant. For example, the operating budget number for a grant to COMNAVSURFPAC would be 53824.

Sub-allotment/Operation Budget suffix

When a budget holder has two or more operating budgets, then a suffix is used to identify the different operating budgets. For example, FLTFORCOM receives two operating budgets, one for ship repair, the other for fuel. Both under operating budget number 00070 and subhead 702A. To identify the separate grants, FLTFORCOM assigns operating budget suffix code R to identify charges for ship overhaul and operating budget suffix code F to identify charges for ship’s propulsion fuel.

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Authorization Accounting Activity

The Authorization Accounting Activity (AAA) is the Unit Identification Code (UIC) of the activity that performs the accounting for an operating budget/fund. In connection with operating form OPTAR accounting, the AAA is the UIC of the Defense Finance and Accounting Service (DFAS).

Transaction-Type Codes

Transaction-type codes are identified by a two-character code. This permits easy identification in data processing systems of stores accounting, travel advances and other special interest category transactions. The codes and an explanation of their use are contained in NAVCOMPT Manual, Volume 2.

Property Accounting Activity

For the Operating Forces material or service requisitions, the service designator code and UIC of the requisitioner will be shown. In these cases the property accounting activity is used as an extension of the cost code. In some cases the UIC of an activity assigned to perform formal “stores” or “property” accounting is cited as the property accounting activity. UICs are assigned by the Comptroller of the Navy to ships, aircraft units, shore activities, divisions of shore activities, bureaus and offices, contractors’ plants and in some instances to functions or other specialized elements for identification.

UICs are prefixed by a service designator code. It is a single-character code that identifies a service or element of the service. The letters R, V and N have been established to identify naval requisitioning activities.

All UICs currently assigned are listed in NAVCOMPT Manual, Volume 2, Chapter 5. You should become familiar with this reference because you will have many occasions to use it. Assume, for example, you are transferring stores to another ship. You must know the UIC to show it on the expenditure document so that the receiving ship will be charged. Remember, it is the responsibility of the ship or activity preparing the accounting papers to make sure that the UIC is correct.

Cost Code

The cost code consists of 12 characters and may be alphabetic, numeric, or both. This code provides information to further classify transactions or in some cases, aid in identifying a specific transaction. In most cases the information to be used for this data element is determined locally by the administrator of the funds in conjunction with the accounting activity. The cost code in (Figure 8-4) is the most common code structure used by afloat units in requisitions for material and services. The cost code consists of two zeros followed by the four-digit Julian date, the four-character serial number and the two-character fund code. As you will be using fund codes almost daily, a further explanation is provided.

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Figure 8-4 — A sample format of accounting data.

Fund Codes

As stated above fund codes consist of two characters. The first character identifies the FYDP and the operating budget holder. The second character identifies the type of material or service procured. Consult NAVSUP P-485, Appendix 30 for a complete listing of all fund codes and the cross-reference guide that crosses fund codes to appropriations.

FUNDS

Funds fill a very important need in financing the day-to-day operations of the Navy. Two types of funds, revolving and trust are used extensively. You must understand how and why they are used. Funds are sums of money or other resources established for a specific purpose. They are usually without fiscal year limitations.

Revolving Funds

A revolving fund is a fund established to finance a cycle of operations. Reimbursements and collections are returned to the fund for reuse to maintain the principal of the fund; for example, loan funds and working capital funds. The capital amount of a fund may be in the form of cash, inventory receivables, or other assets.

Navy Working Capital Fund (NWCF)

The one fund that you will be most concerned with is the Navy Working Capital Fund. It is not practical for each activity of the Navy to purchase all of its requirements directly from commercial suppliers using its operating money. It is for this reason that the NWCF exists. It provides the necessary capital to finance the purchase and maintenance of stocks of common supply items required by the Navy. Basic capital for the NWCF is made available from Congress. The total value of the NWCF is reviewed annually by Congress and adjusted to meet current requirements. Within the Navy, the Commander, Naval Supply Systems Command is the administrator of the NWCF.

NAVY WORKING CAPITAL FUND CHARGES —Na vy Working Capital Fund is charged with the following:

• Expenditures for the purchase or manufacture of stores, supplies, equipment and services which are to be taken up in the Navy Stock Account (NSA)

• Appropriation adjustments lodged against the fund for sale of materials from a stores account to the NSA. They are used for return “with charge” of material previously charged to an end-use functional account

• NSA losses by accounting, price adjustment, appraisal, inventory, sale and survey, which are not properly charged to an appropriation

• Donations of surplus NSA material for public health and educational purposes, including research

• Authorized charges for repair of NSA material in store

• Issues from the NSA of clothing items for health and comfort, when not chargeable to another.

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• Payment of claims approved by the General Accounting Office (GAO).

NAVY WORKING CAPITAL FUND CREDIT—T he DBOF is credited with the following:

• Issues from the NSA charged to an appropriation or fund

• Cash sales from the NSA (including sales to other government departments and foreign governments)

• Sales from the NSA to other stores accounts

• Collections from carriers for NSA material lost or damaged in transit

• NSA gains by accounting, price adjustment, appraisal, inventory, sale and survey which are not properly creditable to an appropriation

• Reimbursements from the Defense Logistics Agency (DLA) for the pro-rata share of proceeds from sale of surplus, scrap and salvage material expended from the NSA.

NAVY WORKING CAPITAL FUND SYMBOLS—S ymbols used in the elements that make up the NWCF serve the same purpose as those for appropriations. They identify charges and credits made against the NWCF. The symbols used in the construction of the NWCF consist of eleven digits. The first seven digits designate the department responsible for administering the fund; an indicator of fiscal year limitation, the type and the particular fund. The other four digits compose the subhead. It identifies the command or bureau within the Navy responsible for administrating this element of the fund and the purpose for which it is to be used. The meaning of each digit or combination of digits is shown in (Figure 8-5).

Use.—N WCF fulfills its role as a revolving fund by purchasing designated supplies from commercial sources, DLA, the General Services Administration (GSA) and the Departments of the Army and Air Force and then selling them. These supplies may be sold to a specific appropriation or for cash. The NWCF is reimbursed for supplies when they are issued or sold. While these supplies are waiting to be sold, they are in the NSA.

Figure 8-5 — Example of A NWCF.

NAVY STOCK ACCOUNT—T he NSA is an inventory account and an integral part of the NWCF. It serves as the “holding account” for NWCF procured supplies before their sale. Thus, the total value of the NWCF consists of money plus supplies in the NSA. The NSA is also used by NAVSUP as the accounting device to account for and control the expenditure of NWCF funds.

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NAVY WORKING CAPITAL FUND AND NAVY STOCK ACCOUNT IN OPERATION. — Refer to (Figure 8-6) as you read the following steps covering the operation of the NWCF and NSA.

4.

5.

6.

7.

8.

9.

10. Material is purchased by NWCF from commercial suppliers, DLA, Departments of the Army and Air Force and the GSA.

Suppliers deliver material to designated naval supply activities where it is held in the inventory account NSA, until needed by a Navy customer,

A ship has to replace material, which has been used in its operations. An Issue Release/Receipt Document, DD Form 13481A, is submitted to the appropriate supply activity.

A ship forwards a copy of the requisition document (i.e., green copy of the DD Form 1348) to the appropriate DFAS for use in performing the ship’s official OPTAR accounting. Monthly, the ship submits a Budget/OPTAR Report, which summarizes the obligation documents. The report authorizes the DFAS to reduce the ship’s OPTAR and the ship’s type commander’s operating budget.

The material is issued to the ship

The supply activity submits “Report of Fired Authorization Charges,” (NAVCOMPT Form 2074) with supporting “Financial Detail” cards, (NAVSUP Form 1162) to the DFAS. This authorizes the DFAS to charge the ship’s OPTAR.

The DLA, GSA and the Departments of the Army and Air Force have similar funds to finance procurement of materials managed by the respective agency or department.

Figure 8-6 — Typical Working Capital Fund in Operation.

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Navy Industrial Fund

The Navy Industrial Fund (NIF) is a revolving fund used to finance industrial commercial-type activities. The NIF serves much the same purpose as the DBOF. The exception is that it is used to finance the cost of maintaining and operating such industrial commercial-type activities as naval shipyards. Major charges to the fund are civilian labor, material purchases, travel of personnel, transportation of material, cost of purchased utilities and equipment and property rental. The fund is reimbursed through the sales of materials and for services performed for the Navy and other government agencies.

Naval Working Fund

The Naval Working Fund (NWF) provides a single permanent revolving fund for financing all work not chargeable to a current naval appropriation. It is used to receive advance deposits for work or services furnished. This type of work is performed by the Navy for other government departments, foreign governments and private parties. For example, assume that the U.S. Navy had Sailors from an allied government embarked aboard U.S. Navy ships for allotment number to charge when making the payments.

Navy Management Fund

This fund is used for the economical and efficient completion of Navy operations, which are financed by two or more appropriations. When the costs of such an operation cannot be distributed, change immediately to an appropriation. An example of a charge financed by the Navy Management Fund (NMF) is the shipment of household goods.

When the amount of money in the NMF is not enough to finance a program some Navy organization or when appropriate, other government departments advance additional funds. The fund is credited with these advances and it is charged with all expenditures required by the program. All unobligated balances of funds advanced are repaid later from the NMF, as specified in contracts for programs financed by the fund.

Trust Funds

A trust fund is a fund held in trust by the Navy for use as specified in a special agreement or Act of Congress. Private parties or sources may provide money for a special trust for the Navy. For example, public contributions received for the purpose of constructing and maintaining the USS Arizona Memorial at Pearl Harbor.

The Ship’s Store Profits, Navy (SSPN) is a trust fund for providing recreation and entertainment for enlisted personnel. Items sold in the ship’s store are purchased by the NWCF and held in the NSA. When sold, the NWCF is reimbursed for their cost, with the profits going into the Ship’s Store Profits, Navy fund.

RESOURCE MANAGEMENT SYSTEM

The resource management system (RMS) is a series of systems designed to promote better management procedures throughout the Department of Defense (DoD) by providing managers with improved methods of obtaining and controlling resources required to accomplish the assigned missions.

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A resource manager is any individual, either military or civilian, who is accountable and responsible for carrying out a significant mission or function and who makes decisions that will have a significant effect on the resources used.

As a LS you have daily contact with some aspect of the RMS. An understanding of the background, objectives and terms used will provide you with a clearer picture of the system. The following para- graphs contain some RMS financial terms and information about the background and objectives applicable to all activities within the DoD.

Financial Terms

For a better understanding of the RMS, take a look at the following definitions of terms used throughout the LS community.

Accrual accounting is the method used where operating costs are accounted for in the fiscal (accounting) period during which the costs of resources consumed or applied are received.

Aviation Operating Forces include aviation squadrons, units, staffs and ships supporting aircraft (for aviation funds only) assigned to the DFAS for accounting purposes.

Expense element codes are codes established by DoD to classify expenses for cost accounting and reporting purposes. They are listed and defined in the NAVCOMPT Manual, Volume 2, Chapter 4.

An expense limitation is the financial authority issued by a major claimant or sub-claimant to an intermediate level of command. An example of an intermediate level command is the type commander (TYCOM), COMNAVAIRFOR, COMNAVSUBFOR or COMNAVSURFOR.

A field (shore) activity, for purposes of the RMS, is a shore station that is issued an operating budget. It could be issued this operating budget by a major claimant; sub-claimant, or expense limitation holder, depending on who has immediate responsibility. Because it is issued an operating budget, it is also a responsibility center.

A major claimant (or operating budget grantor) is a bureau, office, or command designated as an administering office under the O&MN (regular and reserve) appropriations listed in the NAVCOMPT Manual, Volume 2, Chapter 2. Major claimants receive operating budgets directly from the Chief of Naval Operations (CNO).

Obligation authority is the budgeted amount within an operating budget approved in a fixed amount for incurring obligations or unfilled orders.

An operating budget is the annual budget and financial authority of an activity or command that contains the resources to perform that activity’s mission.

An operating target (OPTAR) is an authorization of funds subject to administrative control issued to a level below the responsibility center. The recipient of an OPTAR is referred to as an OPTAR holder.

Stock Control Division is an organizational unit headed by an officer or supervisor, who is responsible for the management of all resources within the unit and who, in most cases, can significantly influence the expense incurred within the unit.

Resources consist of military and civilian personnel; material on hand and on order; the entitlement to procure or use material, utilities, services required for performance of the basic mission of the stock control division; and work or services to be performed for others.

Ship Operating Forces include active fleet ships, amphibious battalions and units, staff and commands and certain designated shore activities,

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Threshold is an administrative money ceiling established by the fleet commander. With OPTAR accounting, aged unfilled orders below the established threshold are authorized administrative cancelled and OPTAR funds reclaimed. By the same token, unmatched expenditures below the established threshold are authorized by the DFAS to be threshold charged by the fleet to the OPTAR without detailed review by the OPTAR holder, thereby reducing available OPTAR funds.

An unfilled order, for accounting purposes, is a general term used to describe a request document for material or services that has been entered in the OPTAR log. Unfilled order documents (chargeable) are assembled and forwarded to the DFAS by the OPTAR holder through R-Supply or other automated supply systems when the procedures require the chargeable unfilled orders to be matched against expenditures submitted by issuing and paying activities.

A work unit is a unit of measurement such as documents processed, tonnage moved, students trained, or gallons processed. The term is used to provide quantitative information of the physical output applicable to a subdivision in the operating budget.

Background

Under the procedures in effect before implementation of the RMS, financial management of naval activities was restricted to the materials and services that resulted in expenditures of appropriated funds granted to those activities. Little or no attention was paid to other costs such as military services, material issued at no cost (free issue), or material or services charged to open allotments. These costs were considered as other resources. In this situation, the responsible commander was only controlling a small percentage of his or her operating costs. The RMS was designed to correct this deficiency by providing the responsible commander with a budget that included all cost incurred instead of allotments to cover only limited portions of those costs. The DoD determined that management would be improved significantly if the financing of an activity was related to the total expense of the task or mission assigned and if the expenses were recognized and recorded against the OPTAR at the time they occurred instead of when they were requisitioned or when payment was made. The responsible commander’s flexibility to shift resources to meet these changing demands is greatly increased by the fact that his or her budget will contain additional resources that were previously provided by individual allotments.

Four interrelated subsystems make up the RMS to meet the objectives of the DoD. They are as follows:

• Programming and budgeting

• Management of resources for operating units

• Management of inventory and similar assets

• Management of acquisition, use and disposition of capital assets.

The first, third and fourth items are applicable primarily at the department, bureau, or inventory manager level. The LS would be most concerned with the second item. Current guidelines for the management of resources for operating units are found in Financial Management of Resources Operations and Maintenance (Shore Activities), NAVSO P-3006, Financial Management of Resources Fund Administration (Operating Forces), NAVSO P-3013-1 and Financial Management of Resources Operating Procedures (Operating Forces), NAVSO P-3013-2.

Objectives

The basic objectives of the RMS, as applied to operating units, are as follows:

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• To determine the cost of operation of an activity in terms of total resources consumed or applied

• To establish a system of controls that will be of maximum value to commanders. Commanders use these controls to assure that resources are used effectively and efficiently in the accomplishment of the mission of the activity

• To furnish operating budget grantors and other levels of management, up to and including the Navy Comptroller, that degree of financial information necessary for effective coordination and control of resources.

These objectives are achieved by implementation of the planning, programming and budgeting system and the use of such functional terms as funds, appropriations, expense operating budgets, stock control division, cost centers, expense elements and OPTARs. With an understanding of the interlocking functions of all these factors, the fiscal side of supply becomes a clear and purposeful system. The material presented in this chapter provides the necessary background information. Perhaps LSs may not be personally involved in the consolidation of budget estimates; however, it will be helpful if you understand how the process is carried out and how the action taken at higher levels may both depend upon and affect what you do locally.

Figure 8-7 — Simplified Department of Defense Management Process.

The RMS affects the entire management process in the DoD. The following paragraphs briefly define steps in the management process. (Figure 8-7) indicates the normal sequence of the steps in the management cycle.

Planning in DoD is concerned with developing long and midrange strategy and operational concepts, objectives and requirements based on continuously projected appraisals of the world situation and on technological and intelligence forecasts.

Programming is concerned with setting specific 5-year defense goals and the schedule for achieving them, grouping functions and activities sharing the same objectives into major programs and estimating resource requirements for each.

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Budgeting is the function of formulating 1-year projections of resource requirements for programs, balancing priorities in the competition for limited resources and obtaining associated funds.

Accounting is the function of measuring the results of performance (progress and status of programs), usually in financial terms, both for functional areas and organizational units.

Reporting is concerned with transmitting financial and nonfinancial information on the status and progress of programs to appropriate management levels.

Auditing is the function of reviewing the accuracy of recorded and reported results and judging both the adequacy of established policies and procedures and the activity’s compliance with them.

Resource Management System at the Operating Forces Level

Each TYCOM (or equivalent) is responsible for the development of resource requirements, administration of available funds and continuous analysis of the status of OPTARs issued, including the efficient and effective use of them. Corrective action is taken where necessary in the research and reconciliation of unfilled orders, unmatched expenditures and expenses incurred.

Financial Records

The duties and responsibilities of the financial LS are vitally important, especially at automated activities. The financial LS must perform both OPTAR accounting and NWCF accounting. TYCOMs issue separate OPTARs for the operation and maintenance of the activity, for the repair of other vessels and for flight operations. These OPTARs are administered and reported by the Financial Management of Resources Operating Procedures (Operating Forces), NAVSO P-3013-2. The NWCF is administered and reported as prescribed by various Naval Supply Systems Command (NAVSUP) and NAVCOMPT manuals. The financial LS must recognize that the OPTAR funds are separate from the NWCF. However, there is a relationship between these two funds that must be understood.

Navy Working Capital Fund

The NWCF is a revolving fund established by Congress to purchase material carried in stock ashore as inventory by the Navy stock points and material carried afloat Military Sealift Command (MSC) ships, aircraft carriers (CVNs), amphibious assault ships (LHD’s), helicopter assault landing ships (LHAs), marine air groups (MAGs) and USS NORMANDY (CG 60) is the only Missile Guided Cruiser that belongs in this fund category. These activities spend NWCF dollars to procure items expended to an end-use customer. The fund is reimbursed when material is requisitioned for use by charging the customer’s OPTAR and crediting the NWCF. This transaction returns the money to the NWCF so replacement material may be purchased and the revolving fund continued, as shown in (Figure 8-8).

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Figure 8-8, The Navy Working Capital Fund (a revolving fund).

The amount of the NWCF is determined by Congress and, when approved, is passed down through the chain of command to the Department of the Navy, as shown in (Figure 8-9). Within the Department of the Navy, NAVSUP is responsible for the overall administration of the NWCF.

Figure 8-9 — The Navy Working Capital Fund (a revolving fund).

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Navy Stock Account

For accountability, material procured with NSA money is classified as NSA material and activities that stock this material are called NSA activities. The primary mission of afloat units such as tenders and combat stores ships is repair and/or supply support. Although the primary mission of CVNs, LHDs and MAGs is combat, they also are assigned a supply support function. Therefore, these activities are considered intermediate supply facilities and are authorized to carry NSA material as inventory. Material carried in inventory aboard these activities is in special accounting class (SAC) 207 to differentiate it from NSA material at other stock points as shown in (Figure 8-10).

Figure 8-10 — Navy Stock Account and SAC 207.

Special Accounting Class 207 Transactions

When SUADPS-RT activities requisition material for stock or direct turnover (DTO), they use NWCF money by citing the SAC 207 fund code on the external requisition. When the material is received, it is recorded as a receipt in the NSA.

When this material is issued to departments for use, OPTAR funds are used to reimburse the NWCF. This is done by citing the activity’s UIC and the TYCOM’s fund code on the issue document, resulting in a charge to the OPTAR fund and a reimbursement to the NWCF. For DTO receipts, the R-Supply

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computer processes the receipt into the SAC 207 fund and generates a charge to the end user’s OPTAR fund.

Flow of Funds

It is a policy of the Secretary of the Navy (SECNAV) that the accounting effort performed by Navy Operating Forces is kept to the absolute minimum. The responsibility for formal accounting is to be placed ashore. All material and services requisitioned by a Navy squadron ultimately cost the U.S. Government money. Since the requirement for these items originates in the squadron, it follows that financial responsibility starts there as well. The next higher level of financial responsibility is the aircraft controlling custodian (ACC) or TYCOM (Figure 8-11). The LS does not get involved with funding above the ACC or TYCOM level. Therefore, for the purposes of this NRTC, a discussion of funding is limited to the ACC or TYCOM and the cost center.

Defense Finance Accounting Service Management Reports

DFAS performs the official accounting and reporting for OPTARs issued by the TYCOM. The DFAS establish the necessary controls to maintain and prove the accuracy and propriety of transactions. These controls include the required document files and related accounting records.

DFAS maintain records of each obligation document and, as requisitioned material is supplied and vouchers paid, match them to the expenditure documents received from the supply activities and disbursing office. The result is reported to the ship or squadron by listings prepared on data processing equipment. The listings allow OPTAR LSs to make necessary corrections to the appropriate records and to report any errors to the DFAS.

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Figure 8-11. — Flow of funds for Operations and Maintenance, Navy.

To help in the proper accounting of fleet funds held by the individual OPTAR holders, DFAS Norfolk submits several transaction listings monthly to the fleet units for review, validation, or correction.

Operating Target Funds

The term OPTAR is defined as an estimate of the amount of money that will be required by an operating ship, staff, squadron, or other unit to perform assigned tasks and functions.

Each year Congress enacts an O&MN appropriation that authorizes the Navy to buy needed material and services. A portion of this appropriation is passed down through the chain of command to the activity in the form of an OPTAR grant. The number and type of OPTAR grants provides these activities depend on the mission of the activity. All activities (except MAGs) receive supplies and equipage (S&E) OPTAR grants to cover the operation and maintenance of the activity. They may also receive a reimbursable OPTAR when a requirement exists to provide work or services to another TYCOM or government department as directed by the activity’s TYCOM. Tenders receive repair of other vessels (ROV) OPTARs to finance the material or services used in the repair of other ships. Aircraft carriers, amphibious assault ships and MAGs receive aircraft operations maintenance OPTARs to cover the cost of aircraft maintenance. Aviation squadrons receive flight operations OPTARs to cover the cost of flight operations maintenance.

To determine the authorized charges to each of the above mentioned OPTARs, refer to NAVSO P-3013.

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Operating Target Accounting

Procedures for the accounting of an activity’s OPTAR are explained in detail in Financial Manage- ment of Resources Operating Procedures, NAVSO P-3013-2, COMNAVSURFOR Instruction 4400.1 (series) and COMNAVAIRFOR Instruction 4440.2 (series). All these publications are important background references for LSs involved in OPTAR accounting.

Threshold Concept

The OPTAR holders and the DFAS in researching and verifying or correcting all transactions appearing in the various transaction listings have spent much time and effort. Because of the volume of transactions, significant processing delays by both parties have in the past resulted in unworkable backlogs of corrections to the official accounting records. Therefore, threshold procedures have been established to prevent spending undue time and effort on small dollar transactions for operation and maintenance material and services. The dollar level at which the threshold is established is a management prerogative of the fleet commanders. Currently, the threshold is $250 per order in both Atlantic and Pacific Fleets. Under this procedure, when a below threshold category expenditure document ($250 and less) does not match with a corresponding unfilled order document during the second monthly reconciliation process, the DFAS is authorized to lodge the charge against the OPTAR holder without achieving a match. Expenditure documents above threshold ($250 and above) are charged to the OPTAR under similar procedures, if remaining unmatched during the second monthly reconciliation process. These above and below threshold charged expenditures are reported to the OPTAR holder as part of the difference by the DFAS on the Summary Filled Order/Expenditure Difference Listing (SFOEDL). In addition, the OPTAR holder is authorized to administratively cancel unfilled orders when material has been received 60 days before the date of the Unfilled Order Listing, thereby permitting recoupment of OPTAR funds on the assumption that either the expenditure has been threshold charged or that no expenditure document will be received. The $250 value per line item has equal application in the review and validation or rejection of expenditures charged to open operating budget transactions.

General Funding and Accounting

The TYCOMs issue an operating budget from the applicable FYDP expense limitation to finance the operations, maintenance, administrative and temporary duty (TDY) travel requirements of their own staff and of units assigned. Records are maintained to show the value of transactions incurred and the available balance of the operating budget, including the values for each OPTAR granted. In addition, submissions of budget reports are required to report the expenditures incurred by expense elements, Each ship, aviation squadron, or command issued an OPTAR is responsible for the efficient and effective use including accurate and timely accounting and reporting according to procedures outlined in NAVSO P-3013. Prompt action must be taken in the search and validation of transactions reported by the DFAS relative to the status of each OPTAR held by the command.

To accomplish these accounting and reporting requirements, OPTAR holders forward copies of chargeable requisitions (unfilled orders) to the designated DFAS for reconciliation with corresponding expenditures. During the second monthly reconciliation process, unmatched expenditure documents for material or services below the dollar threshold amount established by the fleet commander will be automatically threshold charged to the OPTAR by the DFAS as a difference. Above threshold unmatched expenditures will also be recorded to the OPTAR in the same manner. However, if the expenditure (debit or credit) is $1,000 or greater, the transaction will be held in suspense pending validation by the DFAS. Expenditures applicable to reimbursable OPTARS are exceptions to the threshold concept and require reconciliation with corresponding unfilled orders in every case. Since

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the threshold charge procedure has the effect of reducing the OPTAR balances, threshold procedures are also applied to unfilled orders listing.

Therefore, upon receipt of the various transaction listings from the DFAS, it is necessary that the OPTAR holder initiate the required validation and specified action to make sure the maximum use is made of the OPTAR funds provided. The accuracy and timeliness of OPTAR record-keeping and reporting determine the accuracy and timeliness of financial management information available to each successive level of command for management of available resources. (Figure 8-14) shows the flow of accounting data.

Requisition Accounting Data

A fund code is cited on all requisitions to identify the chargeable operating budget and expense element. The accounting data is entered on each purchase document and on all other supply documents that require a complete field of accounting data. Travel orders, work requests and project orders are not considered as supply documents and should be prepared according to the NAVSO P-3013-2. Each of the nine data fields of a complete line of accounting requires a specific number of data elements to complete its data field. When a data field does not contain sufficient digits to completely fill the data field, zeros are entered preceding the first significant digit to complete the field. When a data field is not required, zeros are entered to completely fill the data field. Country codes are NOT considered as one of the nine data fields of a complete line of accounting data and blocks printed with the term country are to be left blank. The disbursing office assigns the country codes according to the NAVSUP P-485, Appendix 11.

Figure 8-14 — Typical flow of accounting data.

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OPERATING TARGET RECORDS, LOGS AND FILES

Refer to Financial Management of Resources Operating Procedures, NAVSO P-3013-2, for detailed procedures in the preparation of OPTAR records, logs and files.

Financial Transmittal Report

Each activity records OPTAR grants and the value of transactions authorized to be incurred as chargeable to the TYCOM operating budget through R-Supply and other automated supply systems. Aviation Consolidated Allowance List (AVCAL) holders maintain an AVCAL account through R-Supply and other automated supply systems. The Financial Transmittal Report parallels and provides a check on the official accounting records maintained by the DFAS. OPTAR grants are entered into the automated supply system used by each command and reduced by the value of chargeable requisitions (unfilled orders). All chargeable requisitions and purchase orders must be recorded. All non-chargeable requisitions such as appropriation purchases account (APA) or free issue material is also entered; however, these documents have no effect on the OPTAR balance. In addition, all differences (increases or decreases) reported by the DFAS on the Summary Filled Order Expenditure Difference Listing (SFOEDL) must be entered in the automated system and the OPTAR balance adjusted. A Financial Transmittal Report with data files maintained according to data processing approved by the TYCOM (and Office of the Comptroller of the Navy, if applicable) satisfies the requirements of the Financial Transmittal Report.

OPTAR Transmittals and Reports

The required transmittals and reports are the Financial Transmittal Report and the Budget/OPTAR Report. These reports may only be produced electronically by the automated R-Supply or other automated supply system.

Budget OPTAR Report

The message Budget OPTAR Report (BOR), is used to report Budget OPTAR Report data, However, when the operating unit is in the immediate vicinity of the DFAS or during periods of message MINIMIZE, the report is prepared and submitted via email instead of the message report with a copy to the TYCOM, no later than the last workday of the month to be reported. When a message report is submitted, the report is sent to the DFAS, with a copy to the TYCOM no later than the first day of the month following the end of the month being reported. Refer to (Figure 8-16) for the frequency of transmittal of the Budget/OPTAR Report.

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Figure 8-15 — Frequency of submission of the Financial Transmittal Report.

DFAS Transaction Listings

The designated fleet accounting office, DFAS NORFOLK perform the official accounting for OPTARs granted to ships, aviation squadrons and other commands, as assigned. One part of the accounting process performed for each OPTAR holder is the matching of unfilled order documents transmitted by OPTAR holders with the corresponding expenditure documents received from supply activities. The reconciliation process results in the production of listings that provide a report of transactions affecting the OPTAR holder’s funds. Some of these listings are submitted to the OPTAR holder for review and processing. The OPTAR holder returns copies of the listings, annotated with the action taken, to the DFAS so the official accounting records can be correctly maintained. These transactions listings are as follows:

• SFOEDL (monthly)

• Unfilled Order Listing (UOL) (monthly for the 4th through the 15th month and quarterly thereafter).

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Figure 8-16, Frequency of transmittal of the Budget/OPTAR Report.

The above listings, as applicable, are submitted to the OPTAR holder and should be reviewed immediately upon receipt, validated or corrective action taken and returned to the DFAS within 10 days. Except for reimbursable OPTARs, TDY transactions and certain fleet command level funds, these listings are submitted during the current year and the next 24 months thereafter for each fiscal year appropriation. Listings applicable to reimbursable OPTARs and other special funds or transactions are submitted for the 36-month life cycle of the appropriation. (Figure 8-17) shows the distribution cycle for DFAS transactions listings.

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Figure 8-17 — DFAS transaction listings submission cycle.

Summary Filled Order/Expenditure Difference Listing

The Summary Filled Order/Expenditure Difference Listing (SFOEDL) is forwarded monthly by the DFAS to individual OPTAR holders for each OPTAR held. The listing is a report of all filled orders with a difference of $250 or more. OPTAR holders accept and post to R-Supply or other automated supply systems all differences shown on the SFOEDL. All differences are listed by fund code. After posting the differences, the OPTAR holder reviews the listing and annotates transactions considered invalid with the appropriate rejection code. Rejection codes are listed in the NAVSO P-3013, paragraph 4108. The valid rejections are reversed and a correction appears on the next summary list from the DFAS. Differences of $250 or more are manually researched by the DFAS before being reported to the OPTAR holder and these differences must be accepted unless the investigation positively shows the difference to be invalid.

Unfilled Order Listing

The Unfilled Order Listing (UOL) is forwarded monthly (except for the first quarter of the current fiscal year) by the DFAS to the individual OPTAR holders for each OPTAR held. The listing is distributed monthly for the 4th month through the 15th month of the reporting period and then quarterly for the 16th report month through the 33rd report month. The listing is provided to Atlantic Fleet ships and Operating Forces units. The UOL lists all unfilled orders over 120 days old held in the DFAS files that have not matched with related expenditure documents and have not been cancelled. When the material or services have been received, this indicates that the DFAS has not received the expenditure document, a number has been transposed thereby prohibiting a match and has been directly threshold charged, or the issuing activity has failed to forward an expenditure document.

SUMMARY

In summary, the Navy is a multi-billion dollar business funded by taxpayers. It is our responsibility to ensure that the finances obligated are used in the best interest of the American people. In this

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chapter, we have discussed the difference between the many types of funds, how often appropriations are accounted for and the way’s that the Navy accounts for all these different funds.

As a LS, the major type of funding we deal with is OPTAR. We have discussed appropriation data and the reporting requirements for the Financial Transmittal and BOR. We also have detailed the reconciliation process for these funds and how often they are required.

Rev. MAR 2013 9-1

CHAPTER 9

AVIATION SUPPLY SUPPORT

This chapter describes the aviation supply support procedures according to the Naval Aviation Maintenance Program (NAMP). It also describes some basic information about the Naval Aviation Logistics Command Management Information System Organization Intermediate Maintenance Activity (NALCOMIS OIMA). The NALCOMIS OIMA User’s Manual contains detailed information on the NALCOMIS OIMA procedures. The LS assigned to the aviation support division or supply support center should be familiar with these procedures. This chapter will give you the knowledge you need to provide effective customer support. While working in supply, your goal is to provide the best supply support possible while maintaining a strict accountability of assets. The keys to achieving this goal are to know the procedures for processing documents and materials and maintain accurate transaction records.

LEARNING OBJECTIVES

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

1. To achieve a successful maintenance and material management program to provide support of the operation and maintenance of the Navy.

2. Become familiar with and understand the basic aviation support division/supply support center procedures according to Naval Aviation Maintenance Program (NAMP).

The NAMP (Commander Naval Air Forces Instruction) (COMNAVAIRFORINST/CNAF) 4790.2 (series) and the CNAFINST 4440.2 (series) outlines command, administrative and management relationships. Also, it establishes policies and procedures for the assignment of maintenance tasks and responsibilities. The NAMP is the basic document and authority that governs the management of all aviation maintenance.

The NALCOMIS OIMA is an integrated, on-line and real-time system. The devices used to input data in NALCOMIS OIMA include computer terminals, magnetic tape drives and communication networks. The terminals are the primary devices for data input because of the on-line and interactive nature of the system. The data output from NALCOMIS OIMA is via screen displays, reports and interfaces to the functional user of the system. The data resides within NALCOMIS OIMA on an integrated database that contains both static and dynamic data types.

The static data elements are used mainly for reference purposes during system operations. Many of these elements are added to the system during initial installation and require minimal updates during the use of the system. Updates to these elements are restricted to users that have the proper authority and responsibility to maintain the integrity of the database. Static data elements are used for validations and reference purposes on input transactions, output reports and displays.

The dynamic data are added and updated through the normal operations of the application system. The addition or update of dynamic data is done through on-line transaction processing and interfaces with other computer systems.

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NALCOMIS OIMA provides O-level, I-level and Aviation Support Division (ASD) activities with a modern, real time and responsive computer based management information system. The four objectives of NALCOMIS OIMA are to:

• Increase aircraft readiness by providing local maintenance

• Provide supply managers with timely and accurate information required in their day-to-day management and decision making process

• Reduce the administrative burden on the fleet

• Improve the quality of upline reported data.

Personnel will require access to Naval Tactical Command Support System (NTCSS) to sign-on to NALCOMIS OIMA. The data administrator at each NALCOMIS OIMA site maintains user accounts. Account accesses are processed in such a way that NALCOMIS OIMA recognizes the user signing on, the user’s organization (ORG), work center (WC) and special maintenance qualification (SMQ). The SMQ assigned to each person will determine his or her ability to access a specific NALCOMIS OIMA menu.

Supply and maintenance personnel assigned to appropriate work centers will be allowed to enter data in NALCOMIS OIMA. Once signed on to NALCOMIS OIMA, the organization, work center and SMQ of the user will be known. Potential users should attend the proper training classes before getting access to NALCOMIS OIMA.

The Navy Supply System is responsible for providing material in support of the operation and maintenance of aeronautical equipment. Its purpose is to locate material when and where it is needed. The intent is to make the relationship between the supplier and the user as simple and uncomplicated as possible. However, the procedures should be within the boundaries of the logistics directives published by higher authorities. Replenishment of stock may be by system basis as a direct result of recorded usage and demand data or program basis from pre-calculated usage. All Navy activities have an assigned area to which they can submit requests for material or services. In the case of aviation maintenance, it starts at material control. The requests then flow to Aviation Support Division/ Supply Support Center (ASD/SSC) or to the designated point in the supply system.

NAMP POLICIES AND PROCEDURES

To be successful in maintenance and material management, you must follow the policies and procedures outlined in the NAMP. The following paragraphs describe some of the NAMP policies and procedures.

Common Goal of Supply and Maintenance

The common goal of supply and maintenance organizations is to provide maximum weapons systems operational readiness. A close liaison between supply and maintenance personnel is essential in achieving this goal. It is important that supply and maintenance personnel have a single point of contact for coordinating those functions common to both.

Meetings Between Supply and Maintenance Personnel

Meetings are held at least weekly or as required between supply and maintenance representatives. The status of high-priority requisitions is the general topic of the meetings. These requisitions are the Not Mission Capable Supply (NMCS), partial Mission Capable Supply (PMCS) and other related

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requisitions. Monthly meetings are also held to resolve problems, establish local procedures and promote material support effectiveness.

Special Material Management Programs

The special material management programs control critical and costly repairable material used in support of aircraft maintenance. They are listed as follows:

• The Operational Support Inventory (OSI)/Fixed Allowances Program

• The Aviation Depot-Level Repairable (AVDLR) Program

• The Advanced Traceability and Control (ATAC) Retrograde Depot Level Repairable (DLR) Program

Weapons systems are supported under the OSI/fixed allowance concept. Activities cannot exceed a negotiated firm allowance without authorization from the inventory control point (ICP). All assets are carried on the Supply Officer’s record in Purpose code W or L. Refer to NAVSUPINST 4440.160 (series), NAVSUP WSSINST 4441.15 (series) and NAVSUP WSSINST 4441.16 (series) for additional information. The supply and maintenance activities must maintain the one-for-one exchange discipline for issues of Aviation Depot Level Repairable AVDLR items. Pass requisitions off-station only after the Beyond Capable Maintenance (BCM) action. However, you may pass requisitions off-station for anticipated NMCS or items listed in the Consolidated Remain in Place Listing (CRIPL) before processing a turn-in.

The Department of Defense (DoD) Comptroller has approved financing of AVDLRs under the Navy Capital Working Fund (NCWF). Essentially, the NCWF is a revolving account of funds and materials. NCWF components consumed by aviation units (ships, Marine Aircraft Groups (MAGs) and air stations) are paid for with Aviation Fund Maintenance (AFM) operating funds. The stock fund in turn uses the payment to replenish the material, either by financing a repair at a designated repair point (DRP) formerly a designated overhaul point, or by purchasing a replacement item in the case of beyond economical repair or loss situations. This differs from Appropriation Purchase Account (APA) methods that separately fund the procurement and repair of aviation inventories, where such funding may be inadequate to meet demand. Under NCWF, the revolving fund always receives payment when material is used and those funds are available to finance the subsequent D-level repair or replenishment action. Therefore, full funding of the Depot-level component repair is a primary benefit of the AVDLR or NCWF Program.

The objective for establishing the Advanced Traceability and Control (ATAC) Retrograde DLR Program is to improve control of turned in repairable items. The DLR Carcass Tracking Program provides improved accountability, traceability and customer billing accuracy. Before implementation of the ATAC Program, each activity is shipped retrograde to different repair/overhaul points. Under ATAC procedures, activities send retrograde to the ATAC hub. The hubs serve as centralized DLR processing facilities. Refer to NAVSUPINST 4421.20 (series) for complete ATAC procedures.

Material Reporting

Material reporting is a procedure that uses supply action documents in support of maintenance. The information from the supply document is entered and merged with the material reporting history file. Activities forward the report to the Naval Sea Logistics Center (NAVSEALOGCEN). Material usage data in the report conveys information to different managerial levels in the Navy. This data allows management to accomplish the following:

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• Relate material issues and turn-ins to weapons systems and components by activity and maintenance level

• Appraise higher commands of material expenditures in support of maintenance

• Determine weapons systems costs at the O- and I-levels of maintenance

• Determine usage, failure and TAT rates for allowance change requests and developing the OSI/fixed allowance.

A record type (RECTYP) code identifies each type of supply action document. The record type codes are as follows:

• RECTYP 60 - Material issues for weapons systems

• RECTYP 61 - RFI component from IMA

• RECTYP 62 - Deletion of previously submitted RECTYP

• RECTYP 63 - The non-RFI components from IMA

• RECTYP 64 - Material issue for technical directive (TD) compliance

• RECTYP 65 - Material issue to fill initial allowance

• RECTYP 66 - Material issue from SERVMART/MINIMART (Money value only by Type Equipment Code) • RECTYP 67 - Material Issue to Pre-Expended Bin (PEB) and for indirect material support. The source documents used for gathering information for material reporting are the requisitions and the supply portion of maintenance actions. In manual processing, these are the completed DD Form 1348 (6-pt) and a copy of the Maintenance Action Form (MAF). The completed documents require timely submission to the Data Services Facility (DSF) for processing; that is, the document must be processed within one workday after completing the supply transaction. In automated activities, the computer automatically extracts the data for material reporting. Supply must complete revalidation of erroneous material reporting data within one workday after receipt from DSF.

NOTE

The NALCOMIS OIMA communication network allows output of the Aviation Maintenance and Material Manage- ment Systems to an external interface.

The local data services facility provides supply with local material reports. The Material Reports, MR- 1-1 and MR-1-2 contain information for repairable management and fixed allowance determination. These reports merge supply and maintenance data to determine usage and TAT of repairable items. The MR-1-1 and MR-1-2 are identical reports except for the sequence in which they are produced and the totals taken. The MR-1-1 is by Work Unit Code (WUC), by National Item Identification Number (NIIN) and by Job Control Number (JCN) sequence. The MR-1-2 is by NIIN and by JCN sequence. Each report has two parts. Part 1 is a detailed list and part 2 is the summarization of the detailed list. The report contains the data for the current 6 months. Activities requesting the report can select the reporting period desired. The MR-2-1, MR-2-2 and MR-2-3 are expense item

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management data reports. The reports contain information for reviewing item usage to set stock levels. The reports display frequency and demand data on all maintenance and related expense items for up to the previous 6 months. Activities using NALCOMIS OIMA should refer to the NALCOMIS OIMA User’s Manual for procedures on material reporting.

AVIATION SUPPORT DIVISION

Material management involves a direct relationship between the two complex operations of maintenance and supply. It is important that these operations have a single point of contact for coordinating those functions common to both. The success of material management at any activity depends largely on the success of this coordination effort. Supply and maintenance personnel should be familiar with both.

Responsibilities

The ASD/SSC Officer is responsible to the Supply Officer for the performance of the center and acts as a direct liaison between the Aircraft Intermediate Maintenance Department (AIMD) Officer and the Supply Officer. The ASD/SSC is responsible for the following actions:

• Receiving requirements for material in support of weapons systems maintenance

• Performing technical research and preparing supply requisitions

• Delivering material to customers

• Monitoring turn-in of repairable components due from both O- and I-level maintenance activities

• Maintaining the Local Repair Cycle Asset (LRCA) storage areas and providing listings of available components to customers

• Establishing, maintaining and replenishing Pre expenditure bins (PEBs) and providing PEB listings to customers

• Coordinating with the AIMD to originate customer service requests with the Naval Aviation Depot (NADEP)

• Initiating Local Expeditious Repair (EXREP) requests

• Maintaining Awaiting Parts (AWP) storage areas and establishing requisitions and follow-up procedures for required AWP piece parts

• Expediting high-priority requisitions

• Measuring supply response time.

For detailed procedures for the responsibilities of each unit, refer to COMNAVAIRFORINST 4790.2 (series).

Location

The ASD/SSC should be located adjacent to maintenance areas to improve maintenance/material support coordination. The physical location of the ASD/SSC may vary according to local geographic and facilities layout.

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Hours of Operation

All the functional areas of the ASD/SSC must be manned and operational during the operating hours of all maintenance activities being supported. When maintenance is being performed 24 hours a day, supply support is required 24 hours a day. Manning levels during other than normal working hours must be consistent with the support requirements and requisitioning processing standards.

Means of Receiving Requisitions

In manual processing, ASD/SSC may receive requisitions on various forms. These forms include DOD Single Line Item Requisition System Document (DD Form 1348-6 PT) ASD/SSC may also receive requisitions via message.

In automated activities, ASD/SSC receives requisitions electronically via computer terminals.

Response Standards

Maximum elapsed response times are established for the issue of items available in local supply stock or furnishing the customer with requisition status on an automatic basis for Not-Carried (NC) or Not-In-Stock (NIS) items. Response time starts when the requirement is placed in the ASD/SSC and stops when the requested material or status is received at the delivery point.

These time standards are shown in P-485. Response time should be individually measured and maintained on a monthly basis for review by the Supply Officer.

The NALCOMIS OIMA activities can print the Issue Response Time Analysis Report. The user can specify the ORG code, Project code and urgency of need designator along with inclusive dates for the report. This report summarizes the issue response time by Project code within Type Equipment code, within organizational code and within issue group.

Status Listings

Daily mechanized listings that provide complete supply status for all NMCS/PMCS and anticipated NMCS are provided by the program management unit (PMU) to both the O- and I-level maintenance activities in sufficient quantity to ensure adequate distribution. Data is sequenced to expedite the daily validation process. As a minimum, the listings contain the following information:

• Document number

• Cognizant symbol (COG), Material Control Code (MCC), National Stock Number (NSN) and Special Material Identification Code (SMIC)

• Unit of issue and quantity Project and priority Bureau number Nomenclature

• Status/Routing Identifier Code (RIC) of activity submitting status

• Job Control Number (JCN) Work Unit Code (WUC)

• Organization code of requisitioner.

The NALCOMIS OIMA activities can print NMCS/PMCS High Priority Report. This report will list all requisitions selected by the user.

An AWP status is provided weekly to the AIMD on a mechanized listing and contains, as a minimum, the same information as the previous NMCS/PMCS status listing, except the BUNO is replaced with the work center. The NALCOMIS OIMA activities can print the AWP Repair Parts Status Report. This report lists all of the components that are AWP.

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Individual Component Repair List

The Individual Component Repair List (ICRL) contains the existing repair capability data on items previously processed by the IMA. The supporting supply activity is responsible for assisting IMA in maintaining an accurate ICRL. The supporting supply activity uses the ICRL for the following purposes:

• To enter the repair capability code on local stock records

• As a source of data for re-computing repairable allowances for activities that use manual procedures.

The NALCOMIS OIMA activities use function ICRL Maintain to add new ICRL records to the database and to update already established records or to delete an ICRL record. Function ICRL Search is used to display the ICRL record of an item on the computer screen. Function Reports Maintenance Workload is used to request a printout of ICRL in the sequence selected by the user.

Organization

The Aviation Support Division (ASD)/Supply Support Center (SSC) is the contact point for supply operations. It is the single contact point where material control centers of O- and I-level maintenance activities place requirements for material and equipment required for support of weapons systems maintenance. The ASD/SSC consist of two sections—t he Supply Response Section (SRS) and the Component Control Section (CCS). (Figure 9-3) of COMNAVAIRFORINST 4790.2 (series) shows the organization of the ASD/SSC.

Supply Response Section

The Supply Response Section (SRS) is the single point of contact for processing customer requirements and providing follow-ups and status as required. The SRS is divided into five units: Requisition Control Unit (RCU), Technical Research Unit (TRU), Material Delivery Unit (MDU), Pre-Expended Bin (PEB) unit and Program Management Unit (PMU).

The SRS is responsible for the following:

• Processing material requirements maintaining control

• Transmitting requests to other on-station supply processing points as required

• Delivering all parts and materials to customers

• Providing status on all requirements received

• Maintaining all aviation PEBs

• Expediting all high-priority requisitions

• Reviewing and monitoring mailbox messages in NALCOMIS OIMA. Individual unit responsibilities of the SRS are listed in the following paragraphs. REQUISITION CONTROL UNIT.—The Requisition Control Unit (RCU) receives all requests for material requirements, prepares appropriate documentation, maintains appropriate files and registers and provides status to the customers. This unit also maintains the Proof of Delivery (POD) file.

The requisition from the customer will include the MILSTRIP and the following information:

• Organizational (ORG) code

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• Job control number (JCN)

• Type Equipment code (TEC)

• Bureau/serial number (BUNO), if applicable

• Work Unit code (WUC). The WUC may be omitted for RECTYP 64, 65, 66 issue. Requests for consumable material that do not have a unique WUC must indicate the WUC of the subsystem on which the material is being installed

• Commercial and Government Entity (CAGE) code. This element will have the engine TEC in lieu of the CAGE when requisitioning an aircraft engine

• Quantity

• Document Number. Demand code

• Delivery point (Used for intra-station only)

• Fund code, if applicable

• Project code

• Priority

• Required delivery code, if applicable

• Advice code. This code is mandatory for repairable items

Under automated NALCOMIS OIMA activities, use DOD Single Line Item Requisition System Document

• DD1348-1 or DD1348-1A.

The following paragraphs describe manual processing of the DD Form 1348 (6-pt).

Upon receipt of the requisition, RCU logs the information in the requisition register or log. Then, RCU sends the requisition to the TRU.

If the requisition is for consumable material, RCU will receive the green copy from TRU. The RCU files the green copy in the suspense file.

RCU processes issue transactions as follows:

For consumable issue, RCU will receive the hardback copy from MDU. The RCU then makes the necessary entries in the requisition log, discards the green copy and files the hardback in the Proof of Delivery (POD) file.

For repairable issues, RCU receives the hardback copy from the Document Control Unit (DCU) for the POD file. The RCU also makes the proper entries in the requisition log.

The RCU processes Not-Carried (NC) or Not-In-Stock (NIS) requisitions for consumable material as follows:

The RCU receives and forwards requisitions marked NC/NIS to the technical research unit for substitutes or interchangeable. If the requisition is still NC/NIS, RCU provides the status to the customer. The RCU forwards NMCS, PMCS and work stoppage requisitions [less yellow, white and green copies of DD Form 1348 (6-pt)] to PMU. The RCU forwards indirect support requisitions to the control division for referral action. Upon receipt of the signed hardback copy, RCU files it in the Proof of Delivery file (POD) and discards the green copy from the suspense file.

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The RCU processes NC/NIS requisitions for repairable material as follows:

Upon receipt of the green copy marked NC/NIS from storeroom custodian, RCU provides the status to the customer. If the requisition is NMCS/PMCS/work stoppage, RCU sends the green copy to the programs management unit (PMU) and notifies DCU of the EXREP or work stoppage status. Then RCU gives the yellow copy of the DD Form 1348 to the material delivery unit for pickup of retrograde.

The RCU processes NC/NIS requisitions for items listed in the Consolidated Remain In Place List (CRIPL) as follows:

Upon receipt of the DD Form 1348 (less white copy), RCU will provide the status to the customer. The RCU forwards the DD Form 1348 (less white copy) to the PMU for further processing. The RCU acts upon unsatisfactory issues as follows:

Upon receiving notification that material is ready for pickup, RCU informs MDU to pick up the item. If the item is in Ready For Issue (RFI) condition, MDU routes the item to stock after checking the item with the turn-in document. If the item is in an unserviceable condition, MDU forwards the item to the Component Control Section (CCS). In turn, CCS prepares the MAF (or other document) needed to induct the item to Intermediate Maintenance Activity (IMA).

The NALCOMIS OIMA activities use customer refusal transaction to record the return of consumable or repairable items from the customers. This process creates a turn-in (D6A) record. It also generates a DD Form 1348-1 or Repairable Movement Notice (D6A) if the item is repairable.

NOTE

In the event that wrong material was received from off station, either RFI or non-RFI and there is no allowance for the material, submit a Report of Discrepancy (ROD) for disposition instructions.

The RCU prepares a duplicate DD Form 1348 (6-pt) (or other document) of the original requisition with RECTYP 62. The RECTYP 62 will delete the RECTYP 60 previously submitted. The RCU forwards one copy of the DD Form 1348 to the data services facility (DSF) for processing. A duplicate DD Form 1348 is not required if the original copy can be located and destroyed before being forwarded to DSF.

In NALCOMIS OIMA activities, RCU is primarily involved with the following NALCOMIS OIMA functions direct/indirect requisitions, material requirement updates, LSC updates, receipt requisition maintenance customer refusal and DDSN inquiry. Refer to the User’s Manual Guide by using NALCOMIS OIMA Help function

TECHNICAL RESEARCH UNIT. — The Technical Research Unit (TRU) is responsible for the verification of requisition data, such as part number, stock number, references and other technical data. When applicable, a thorough technical research is made for substitution, interchangeability and alternate national item identification numbers. When an NSN for requested material cannot be identified, enter the manufacturer’s part number in its place—CAGE code in block R and 99 in card columns 55 and 56. In addition, the following data is required:

• Document Identifier (DI)

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• National Stock Number (NSN)

• Unit of Issue

• Cognizant symbol (COG). If COG 4V is entered indicating an aircraft engine request, block R must contain an engine TEC instead of a CAGE code.

• Advice code, mandatory for repairable items with NSN. If an advice code not available, obtain the code from requisitioner

• Purpose code

• Material Control Code (MCC). Like the advice code, the MCC is mandatory for repairable items with NSN

• RECTYP

• Price. Net price if the turn-in is available. Standard price if no turn-in is available (non- exchange advice codes).

•

The TRU processes requisitions as follows:

The TRU receives requisitions from RCU. Upon receipt of the requisitions, TRU performs technical research to find the required data needed to process the requisition. The TRU uses publications, catalogs, stock lists, manuals, or computers to perform the research.

If the requisition is for a consumable item, TRU sends the green copy of DD Form 1348 to RCU and discards the yellow and white copies. The TRU sends the remaining copies of DD Form 1348 to the storeroom custodian for further processing.

If the requisition is for a repairable item, TRU checks the CRIPL. If the requested item is not listed in the CRIPL, TRU marks the requisition as a Mandatory Turn-in Repairable (MTR). The TRU also lists the applicable substitute, interchangeable, superseded and next higher assembly information on the requisition. The TRU forwards the white copy of the DD Form 1348 to DCU and the remaining copies to the material delivery unit for retrograde pickup.

In NALCOMIS OIMA activities, TRU In NALCOMIS OIMA activities, TRU is primarily involved with the following NALCOMIS OIMA functions, Material Requirement Updates, LSC Updates, Material Ready for Issue (MRF) New, MRF Search, OFF for technical research (OFFTR) Mailbox and off fir validation (OFVAL) Mailbox. Refer to the User’s Manual Guide by using NALCOMIS OIMA Help function

MATERIAL DELIVERY UNIT.—T he Material Delivery Unit (MDU) is responsible for the pickup and delivery of all material to and from supported activities. Also, this unit is responsible for planning and scheduling deliveries to meet the required time frame. The most direct route to reduce the risk of damage should be used to deliver fragile material and delicate components that require special handling, special padding, or racks.

The MDU processes requisitions as follows:

Upon receipt of requisitions for carried items from storeroom custodian, MDU delivers the requisitions to the storage location. The MDU picks up the material from the storage location and delivers the items to the customer. Upon issue of consumable material, storage personnel detach the original and green copy of the DOD Single Line Item Requisition System Document DD Form 1348 (6-pt). Storage personnel put the Julian date and time of issue below block V on the DD Form 1348 (6-pt). The MDU sends copies of the DD Form 1348 (6-pt) to the Supply NALCOMIS Data Base Administrator (DBA)

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for backfitting and for financial and data processing actions in R-Supply. When MDU delivers a repairable item, it requires an immediate exchange or proof of previous turn-in unless the item is listed in the CRIPL or the requisition contains project code ZA9.

Upon delivery of the material, MDU will have the customer sign and put the date and time on the pink and hardback copy of the DD Form 1348 (6-pt). The MDU gives the pink copy to the customer and delivers the hardback copy to RCU. If the material issued is a repairable item, MDU will pick up the turn-in item and all associated documents. Documents that may accompany the item include the MAF (or facsimile), service record card, or logbook. The MDU delivers the part and documents to the Aeronautical Material Screening Unit/Joint Aeronautical Screening Unit (AMSU/JASU) via the Supply Screening Unit (SSU). The MDU returns a signed and annotated copy of the MAF (if used) and the original, green and hardback copies of the DD Form 1348 (6-pt) to DCU.

If the turn-in repairable is not available, MDU will have the customer sign the yellow and hardback copies of the DD Form 1348 (6-pt), which is then forwarded to DCU. The MDU will give the pink copy of the DD Form 1348 (6-pt) to the customer.

The MDU will receive the original, pink, yellow and hardback copies of the DD Form 1348 (6-pt) for EXREP or work stoppage requisitions. The MDU will pick up the repairable turn-in item with the associated documents and give the signed yellow copy to the customer as proof of turn-in. The MDU delivers the turn-in item, associated documents and the original, pink and hardback copies of the DD Form 1348 (6-pt) to SSU.

The MDU may sign the local form/log when picking up repairable turn-in items before a requisition is processed by RCU. The MDU delivers the item and associated documents to AMSU/JASU and gives the MAF copy (if used) to DCU.

In activities that use the pre-posting method, MDU may receive the requisitions from stock control or the warehouse. In this case, the DD Form 1348 original and green copies are deleted from MDU procedures.

The MDU also delivers material received from off station. Upon receipt of the material in supply, receiving personnel inform SRS. The SRS ensures that proper documentation is attached for delivery of the material. The SRS makes the appropriate entries on the requirements register, file, or log concerning the receipt.

In activities that use the pre-posting method, MDU delivers the DD Form 1348 (6-pt) marked “warehouse refusal” to TRU via RCU for processing.

NOTE

The NALCOMIS OIMA activities use the DD Form 1348-1 as an issue document. Distribution and use of DD Form 1348-1 copies may vary at each activity.

PRE-EXPENDED BIN UNIT.—T he Pre-Expended Bin (PEB) unit contains high-usage, maintenance-related consumable materials that have been expended from the Supply Department stock records and financial accounts.

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The purpose of the PEB is to shorten the issue and accounting procedures for recurring issues of maintenance-related materials. The PEBs are located where they are readily accessible to maintenance personnel and, when feasible, where they can be observed by the retail outlet Logistics Specialist to aid in recognizing abuses to the pre-expended system.

Items subject to pilferage are retained within an enclosure with access limited to authorized personnel.

The SRS is responsible for the management and maintenance of the PEB. This includes the replenishment or turn-in action, as required. The PEB stock is limited to maintenance-related material having a minimum demand frequency of three per month. The quantity of each item pre-expended may not exceed an estimated 30-day supply, subject to the requirement that stock be replenished in-full package quantities.

The Supply Officer and the Maintenance Officer of the supported activity are jointly responsible for determining eligible items in the PEB. This includes items to be added or purged from pre-expended stocks. Eligible items with a unit cost of $150 or less may be routinely established in PEB stock. Eligible items with a unit cost in excess of $150 may be pre-expended with the approval of the Commanding Officer. The SRS will replenish the PEB as necessary.

Stock records require a quarterly review to ensure that all items have sufficient usage for retention in the PEB. You also should correct any mixing of pre-expended items during the quarterly review. For example if unit of issue O rings is hundred (HD) and only issued 4 out of pack you want remaining quantity separated from the unopened package and these must not be stored with similar items with different national item identification number. As a minimum, purge and return to the Supply Department any item that had no demand within the last 12 months. Refer to COMNAVAIRFORINST 4790.2 (series) for list of items not authorized for inclusion in the PEB.

In NALCOMIS OIMA activities where PEB processing is implemented, supply personnel can use the PEB subsystem and perform the following functions, Site New/List, Inventory, Sharing PEB’s, Assigned WCs, Replenishment Review and PEB Demand Inquiry.

PROGRAM MANAGEMENT UNIT.— The Program Management Unit (PMU) is responsible for processing and expediting high-priority requirements, such as NMCS/PMCS, broad arrow, work stoppage and EXREP. The PMU distributes daily status listings to supported activities. The PMU also performs a continuous reconciliation of outstanding requirements between supply and maintenance activities.

The PMU processes NC/NIS requisitions for consumables as follows:

The PMU receives the DD Form 1348 (less yellow, white and green copy) from RCU. Upon receipt of DD Form 1348 (6-pt) copies marked NC/NIS, PMU passes the requisition off station. The PMU files the requisition in the Direct Turn-Over (DTO) due file.

Upon receipt of material, PMU will receive a copy of the shipping document from the receiving section. The PMU forwards the original DD Form 1348 to stock control for RECTYP 60 processing. The PMU attaches the pink and hardback copy of DD Form 1348 (6-pt) to the receipt document. The PMU forwards the documents to MDU for pickup of material for delivery to the customer. The PMU processes NC/NIS EXREP and work stoppage requisitions for repairable parts as follows: The PMU receives the green copy of DD Form 1348 (6-pt) as notification of EXREP or work stoppage. The PMU files the green copy in the pending file.

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If the EXREP or work stoppage is RFI, PMU receives the white copy of DD Form 1348 (6-pt) from the document control unit (DCU). The PMU removes the green copy of the DD Form 1348 from the pending file and discards both the white and green copies.

If the EXREP or work stoppage part is Beyond Capability of Maintenance (BCM), PMU receives the original, pink and hardback copies of the DD Form 1348 (6-pt) from DCU. The PMU files them in the outstanding requisition file. The PMU removes the green copy of the DD Form 1348 (6-pt) from the pending file. The PMU forwards the green copy to the supporting supply activity for financial obligation and initiates an off-station requisition.

Upon receipt of the receipt document from the receiving section, PMU must search the outstanding requisition file for the oldest requisition with the highest priority. If PMU does not find a requisition, PMU will coordinate with DCU to determine the disposition of the material. If PMU finds the requisition, PMU will notify MDU to pick up the pink and hardback copies of the DOD Single Line Item Requisition System Document DD Form 1348 (6-pt) from PMU and the material from receiving and deliver it to the customer. Concurrently, PMU will forward the original copy of the DD Form 1348 (6-pt) to DSF for RECTYP 60 processing.

The PMU processes NC/NIS requisitions for items listed in the Consolidated Remain In Place List (CRIPL) as follows:

The PMU receives the DD Form 1348 (6-pt), less white copy, from RCU. The PMU passes the requisition off station and forwards the green copy of the DD Form 1348 (6-pt) to the supporting supply for financial obligation.

Upon receipt of the material, PMU notifies MDU to pick up the remaining copies of the DD Form 1348 (6-pt) from PMU. The MDU picks up the material from the receiving section and delivers it to the customer.

In NALCOMIS OIMA requisition processing within SRS, TRU will not see the requirement until after an issue has been made, an EXREP turn-in notice has been generated, an exception is processed, or a problem occurs. If the requested item is available, NALCOMIS OIMA will process the requisition and print a DD Form 1348-1 (issue document). The issue document will be printed on the assigned printer, such as in the warehouse, velocity pool (V-Pool), or other areas. Upon receipt of the signed proof of delivery (POD) copy from MDU, SRS processes the transaction by using Requisition Receipt Process. If another unit is assigned to process the issue transaction for repairable, they will also use the process Requisition Receipt Process. If an off-station requisition was processed as Receipt Onboard (ROB) on but not completed Requisition Receipt, the requisition will appear in the daily DTO-ROB Report. On-station issues that were not completed on Requisition Receipt will appear in the ISSIP Report.

Cancellation requests will be processed by PMU for issue priority groups I and II. The SRS processes all other requests for cancellation using the LSC Update function for on-station documents and Requisition Maintenance Function for off-station documents processes cancellations.

If the requested consumable item is not available, TRU will use LSC Update to update the local status. The TRU can also use LSC Update to refer the requisition to other supply systems The TRU or PMU can update the supply system status on the requisition by using the requisition maintenance function.

If the requested repairable item is NC/NIS and TRU determines that there are no substitutes available, two things will happen. First, if the requisition contains 5S advice code, NALCOMIS OIMA will assign a local status of OFFMP. This status means off-line for manual processing. Check to see if the CRIPL 5S Advice code is valid and then coordinate with DCU to clear the status. If the requisition

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is valid, refer the requisition off station by using LSC Update. If the requisition contains an Advice code 5G and not carried onboard NALCOMIS OIMA will post an EXREP status. When IMA confirms the item as BCM, the Carcass Tracking processing will pass the requisition off station. A REFER status will appear on the NMCS/PMCS Report after the JCBCM status.

Component Control Section

The Component Control Section (CCS) is responsible for managing repairables in the Local Repair Cycle Asset (LRCA) storage area and the repair cycle, including retrograde. The CCS manages these items by performing inventory control over all repairable assets stored in the LRCA storage areas. This includes items in the Intermediate Maintenance Activity (IMA) repair cycle and retrograde repairables being processed for shipment via ATAC. The CCS consists of four units. They are the Document Control Unit (DCU), LRCA storage unit, Supply Screening Unit (SSU) and Awaiting Parts (AWP) Unit. The following paragraphs describe the responsibilities of the CCS units.

DOCUMENT CONTROL UNIT. — The Document Control Unit (DCU) is responsible for the control of all non-RFI components in the IMA repair cycle (except velocity pool components). The DCU also maintains control of components awaiting turn-in from customers and the following associated documents:

• DD Form 1348-Department of Defense (DoD)

• Single Line Item Requisition System Document (manual and mechanized)

• DD Form 1348-1-DoD Single Line Item Release/Receipt Document

• OPNAV Form 4790/60-VIDS/MAF

• OPNAV Form 4790/28A-Scheduled Removal Component (SRC) card

• OPNAV Form 4790/106A-Assembly Service Record (ASR)

• OPNAV Form 4790/113-Equipment History Record (EHR)

• OPNAV Form 4790/135-Modular Service Record (MSR)

• OPN AV Form 4790/29-Aeronautical Equipment/Service Record (AESR)

Any document formatted for requisitioning purposes other than the DD Form 1348 DCU maintains the following files:

The document suspense file is a record of demands for repairable items. In manual processing, it contains the white copy of the DD Form 1348 (6-pt) that was received from TRU/RCU. The DCU holds this file in Job Control Number (JCN) sequence until receipt of the corresponding MAF as proof of induction from AMSU/JASU.

The exchange due file contains records to indicate that a defective turn-in is due. In manual processing, this file contains the yellow copy of the DD Form 1348 (6-pt) received from MDU. The DCU keeps this file in JCN sequence and uses it to follow up on the turn-in of defective units. The DCU ensures that customers turn-in defective components, listed in CRIPL, within 24 hours after receipt of the replacement. Upon receipt of the turn-in item, DCU gives the signed yellow copy of the DD Form 1348 (6-pt) to the customer as proof of turn-in. The NALCOMIS OIMA activities use a signed copy of the DD Form 1348-1 as proof of turn-in. DCU tracks all outstanding turn-ins by printing out the IOU Repairable Summary Report from NALCOMIS OIMA.

The Due in From Maintenance File DIFM contains records of components inducted in the repair cycle. In manual processing, it contains the MAF or facsimile copy. The DCU receives a copy of the

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MAF and the original, green and hardback copies of the DD Form 1348 (6-pt) from AMSU/JASU. The DCU uses these documents to check the exchange due file and, if necessary, discards the yellow copy of DD Form 1348 (6-pt). The DCU writes the issue Julian date on the original copy of the DOD Single Line Item Requisition System Document DD Form 1348 (6-pt) and sends it to DSF. The DCU files the MAF copy in the induction return due file until SSU submits the corresponding white copy of the DD Form 1348. The DCU also completes and verifies the Material Data block of the MAF copy.

If a component returned from AMSU/JASU is RFI, DCU discards the white and green copies of the DD Form 1348.

If a component returned from AMSU/JASU is non-RFI, DCU sends the green copy of the DD Form 1348 to the financial section and discards the white copy.

After processing the components returned from AMSU/JASU and the MAF copy in the induction return due file, DCU sends the MAF copy to DSF for 3-M processing. Upon receipt of the processed MAF copy from DSF, DCU files and retains it for 2 years.

The NALCOMIS OIMA utilizes the Automated Aeronautical Material Screening Unit (AMSU/JASU) induction function. The AMSU/JASU uses this function to screen and induct items being turned-in for repair from the IMA. and to screen and induct items turned-in by squadrons, ASD/SSC, or other external organizations. Processing in these functions will create a DIFM record for tracking of items through the repair cycle. The process will also clear the IOU and suspense records.

The completed requisition file contains the signed copies of issues from the Local Repair Cycle Asset (LRCA). Upon receipt of proof of the delivery copy from MDU, DCU files a copy, by document number sequence within the organization code, in the completed requisition file. The DCU sends the signed DD Form 1348 (6-pt) hardback copy or DD Form 1348-1 to RCU for the POD file.

The EXREP or work stoppage file contains the DD Form 1348 (6-pt) for outstanding requisitions. This file represents the requirements for repairable items to be repaired by the IMA. When requisitions are in EXREP or work stoppage status, DCU files the DD Form 1348 in part number or National Item Identification Number (NIIN) sequence. Activities may use Visual Information Display System (VIDS) board for maintaining this file. The NALCOMIS OIMA activities can print the EXREP status report

If an RFI repairable component is received from IMA, DCU screens this file for the oldest requisition with the highest priority. The DCU removes the DD Form 1348 from the file, sends it to SSU and informs PMU to remove the requisition from NMCS/PMCS/ work stoppage listing.

NOTE

This should be the general guideline for material issues; however, latitude exists to fill other requirements when urgency of need does not fit within the age/priority parameters of UMMIPS, such as filling a younger requisition of a squadron with a more immediate requirement.

If an item received is non-RFI (beyond capability of maintenance), DCU removes the corresponding DD Form 1348 (6-pt) and sends it to PMU for processing.

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There will be situations when customers turn-in defective components and do not require a replacement. Upon receipt of the MAF copy from AMSU/JASU, DCU prepares a DD Form 1348 (6- pt). The DD Form 1348 (6-pt) will contain the JCN, NSN, Purpose code and material control code. The DCU marks the DD Form 1348 (6-pt) with the words “NO ISSUE” and sends it to SSU. The DCU files the MAF copy in the induction return due file or VIDS board. When DCU receives the component from AMSU/JASU, DCU processes the MAF copy (from the induction return due file) and component as a normal return from IMA.

In NALCOMIS OIMA activities, DCU maintains the induction log. The DCU posts the Document Date and Serial Number (DDSN), MAF Control Number (MCN), part number, item serial number and date/ time received in the log. The DCU can discard the MAF facsimile after verifying that the item has been inducted. Upon receipt of non-RFI items, confirmed as BCM, SSU will complete log entries in the BCM log. The information in the log should include the status, date and disposition of the material.

If the item is RFI, DCU prints a copy of the display screen from Requisition DDSN Inquiry. The DCU uses this copy to check the latest status of the requisition and match the information with the MAF and RFI condition tag. The DCU may also use Requisition List to check for cross issues. Requisition List will display all of the outstanding requisitions for the same item. The DCU will complete all of the log entries for the RFI item. The DCU marks or stamps the MAF “CLEARED CCS” and also stamps “R/POOL” on the outside of the pool items. Items processed as EXREP and returned in RFI condition will be returned to the requisitioner. The DCU will generate an issue document by using DIFM Return. The DCU will notify MDU to pick up the material for delivery to the requisitioner. Refer to the NALCOMIS OIMA User’s Manual for additional information.

LOCAL REPAIR CYCLE ASSET STORAGE UNIT.—T he Local Repair Cycle Asset (LRCA) storage unit is responsible for the receipt, storage, issue and accountability of repairable assets for ASD/SSC. This includes items in the velocity pool. The LRCA is part of an activity’s repairable fixed allowance. The LRCA assets are generally stored in a location that hastens timely IMA repair and return to the shelf in RFI condition.

The velocity pool portion of the LRCA is located in an area that promotes efficient supply support of aircraft maintenance. The location should facilitate rapid issue to an organizational maintenance activity/intermediate maintenance activity (OMA/IMA). Co-location of the velocity pool with either IMA production control or the IMA is the most desirable arrangement. The major criteria for managing items in the velocity pool are supply support improvement, local demand and space availability. However as per CNAFINST 4440.2 (series) Items selected for VPool should have an average monthly demand (AMD) of .5 or greater. Proper management of velocity pool assets depends on judicious use of low limits to alert the IMA of critical situations. Use of low limits will prevent NIS situations by triggering a higher production priority in the IMA for repair. Repeated critical situations should highlight logistics management deficiencies and start review actions.

The Supply Department prepares a list of LRCA items carried in storage locations. The list specifically identifies those items in the velocity pool. Supply distributes the list to all aircraft maintenance activities requiring supply support. The format of the list includes the NSN, manufacturer’s part number, CAGE code, WUC, family group code, description and LRCA item number. Supply prepares the list in various sequences adapted to the needs of the maintenance activities.

Afloat activities maintain an operational support inventory (OSI) by using the Aviation Consolidated Allowance List (AVCAL) process. NAVSUP WSSINST 4441.15 (series) describes procedures for establishing retail requirement levels for consumables and repairables afloat. Shore activities use the Shore-based Consolidated Allowance List (SHORCAL) process. NAVSUP WSSINST 4441.16 (series) describes the procedures for the retail establishment levels ashore.

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The OSI/fixed allowance is a result of negotiations between the operating sites and the NAVSUP WSS. The activity’s OSI/fixed allowance assets are subject to NAVSUP WSS redistribution only to fill issue priority 1, issue group 1, NMCS, or PMCS requisitions. Otherwise, it is protected from ICP redistribution. The OSI/fixed allowances are managed under several Purpose codes. The following paragraphs describe the Purpose codes:

• Purpose code “W” is assigned to the OSI retail level and consists of Aviation Depot-Level Repairable (AVDLR) and Field Level Repairable (FLR)

• Purpose code “L” is assigned to the supplemental aviation spares support requirements. The quantity on hand in “L” will equate to the quantity deployed

• Purpose code “A” is assigned to the wholesale FLR and AVDLR that are not part of the authorized site fixed allowance.

Allowance change requests are submitted to Inventory Control Point (ICP) with information copies to Aircraft Controlling Custodian/Type Commander (ACC/TYCOM) and are subject to negotiations. Use NAVSUP Form 1375 for submitting allowance change request. Allowance computation after the initial outfitting or REAVCAL/RESHORCAL is based on the activity’s usage and repair history. The local usage/repair history database used for allowance computation will be 12 months, except for new systems or aircraft. In case of new equipment or aircraft aboard for less than 1 year, use a minimum of 6 months of data. Use the Local Repair Cycle Requirement (LRCR) table provided in NAVSUP WSSINST 4441.15 (series) and NAVSUP WSSINST 4441.16 (series) for determining allowance quantity. COMNAVAIRFORINST 4790.2 (series) also provides an LRCA table for computing allowances.

Repairable item fixed allowances are determined by Turnaround Time (TAT) and monthly usage. If the TAT is stable, assets will be available as requirements occur. If TAT lengthens for any unusual reason, rotation of assets slows and affects readiness. The TAT performance must be monitored. Supply should conduct liaison with IMA when excessive TAT begins to impact support performance. When using TAT in computing allowances, each TAT element will be constrained as follows:

• Removal to IMA, 1 day

• Scheduling time, 3 days

• AWP time, 20 days

• Actual repair time, 8 days.

NOTE

The total average TAT will be limited to a maximum of 20 days for each NIIN in each case. Constraints will be applied to each case before totaling.

Issue procedures for LRCA may vary between activities. The procedures depend upon manual or automated processing. In manual processing, issue of LRCA begins in SRS when the storage area and SRS are collocated.

The LRCA will receive the original, green, pink, yellow and hardback copies of the DD Form 1348 (6-pt) from MDU. The LRCA will break out the requested item and put the Julian date and time below block V of the original copy of the DoD Single Line Item Requisition System Document DD Form 1348

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(6-pt). The LRCA will give the material and all DD Form 1348 (6-pt) copies to MDU for delivery to the customer. The LRCA posts the issue transaction on stock records.

Flight deck issue is the process of issuing repairable material to meet the flight deck or flight line urgent requirements. In this case, an item is issued without normal documentation. Issue and control procedures must be established for issuing repairable items to the customers. The following procedures apply:

• Receive demand directly from the customer (customer must provide JCN)

• Break out the material and issue it to the customer

• Prepare the DD Form 1348 (or similar document) and enter the Julian date and time below block V on the original and green copies

• Send the green copy of DD Form 1348 to DSF and post the issue on the stock record

• Send the DD Form 1348 white, green and yellow copies to DCU.

The LRCA will receive RFI repairable items that have been inducted through the repair cycle from AMSU/JASU. The repairable items must have the applicable logs, records, SRC, or other associated documents. Upon receipt of an item, LRCA will stow the material and post the receipt transaction on the stock record.

The NALCOMIS OIMA activities may have several LRCA storage locations or repairable pools. If the item requested by the customer is available, the issue document (DD Form 1348-1) will be printed from the designated printer location. If the requested item is located in the R-pool, personnel will break out the item for issue by using the location on DD Form 1348-1 and stamp all copies “R- POOL.” The individual doing the break out will sign, put the date and time of breakout and put the serial number of the item being issued on the DD Form 1348-1. The R-pool retains copy 6 of the DD Form 1348-1 until receipt of the POD from MDU. The primary functions used are Requisition Maintenance, Requisition Receipt, Repairable Issue Select and Repairable Inquiries, refer to the NALCOMIS OIMA User’s Manual for other functions used by the LRCA unit.

SUPPLY SCREENING UNIT.—T he Supply Screening Unit (SSU) is responsible for processing all items returned from the IMA. The SSU should be located next to the AMSU/JASU. The SSU is also responsible for preparing retrograde for shipment via ATAC within 2 working days. The SSU also processes Field Level Repairable for shipment or return to storage. Where practical, retain items with assigned movement priority designator 03 in the Master Repairable Item List (MRIL) in awaiting shipment no longer than one-half of a workday.

Under fixed allowance procedures, DLRs must be certified BCM and prepared for shipment to a DOP before a replacement can be requisitioned for stock or end use (excluding CRIPL items and ZA9 Project code). Every section or unit concerned with repairable must handle BCM DLRs quickly. Assign document numbers for shipping unserviceable AVDLR as follows: For material issued from the wholesale stock or NCWF stores account, use the requisition number. For example, the stock point issued the item on a ZA9 requisition. Upon receipt of the item, the squadron turned in the unserviceable part for repair to AIMD. After induction, AIMD certifies the item as BCM. In this case, the shipment document number for the retrograde must be the same as the requisition.

For material issued from end use, such as ASD/SSC, use the replenishment document number. The retrograde shipment document must cite the document number of the stock replenishment. This will close the loop of carcass tracking.

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NOTE

Refer to FASOINST 13490.3 for identification and disposition of repairable aircraft tires.

The SSU maintains the IMA due file. This file contains the white copy of the DD Form 1348 received from DCU. The SSU retains this copy until receipt of the signed off MAF copy (or facsimile) from AIMD.

Upon receipt of the items from IMA, SSU processes them as follows:

• Checks the condition of the item as indicated on the MAF (or facsimile)

• Removes the corresponding white copy of the DD Form 1348 (6-pt) from the IMA due file and sends it to DCU with the appropriate annotation.

SSU processes RFI items for stock as follows:

• If the item was issued from Purpose code A or LRCA Purpose code W stock, mark a copy of the MAF (or facsimile) “STOCK.” Mark or stamp “RFI” on the DD Form 1348 (6-pt) white copy and forward it to DCU. Initiate a DD Form 1348-1 and send the item and associated documents to the warehouse

• If the item was issued from Purpose code W and is locally repairable, mark a copy of the MAF (or facsimile) “LRCA.” Mark or stamp the DD Form 1348 (6-pt) white copy “RFI” and forward it to DCU. Send the RFI item with the MAF copy (or facsimile) and associated documents to the LRCA storage unit.

SSU processes RFI items for issue on requisitions as follows:

If an outstanding requisition exists for the item, SSU will receive the requisition from DCU. The SSU will provide MDU with the RFI item, associated documents and DD Form 1348 (6-pt) pink and hardback copies.

There will be instances when the DD Form 1348 (6-pt) white copy in the IMA due file indicates that an RFI item should be returned to LRCA storage. In this case, SSU will process the item as follows:

• Attach the original copy of the DD Form 1348 (6-pt) to the MAF copy. Forward the copies to the LRCA storage location with the appropriate remarks for affecting a receipt against the JCN on the MAF copy and for issue against the JCN on the original copy of the DD Form 1348 (6- pt)

• Mark or stamp the white copy of the DD Form 1348 (6-pt) “RFI.” Send the white copy of the DD Form 1348 (6-pt) to DCU for completion of the MAF copy (or facsimile) in the induction return due file.

There will be instances when the white copy of the DD Form 1348 (6-pt) indicates that the RFI item was intended to be returned to Purpose code A stock. In this case, SSU will process the RFI item as follows:

• Notify DCU to process MAF copy (or facsimile) with RECTYP 61

• Mark or stamp the white copy of the DD Form 1348 (6-pt) in the IMA due file “RFI”

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• Attach the white copy with the original copy of the DD Form 1348 (6-pt), used as the issue document

• Send both copies to the inventory control division to clear the due in from maintenance (DIFM) file (if used) and post the issue.

The completed original copy of the DD Form 1348 (6-pt) will be forwarded to DSF for processing.

SSU processes non-RFI items as follows:

Upon receipt of a non-RFI item from AIMD, SSU will process the item and associated documents as follows:

• Match and verify the part number, serial number, CAGE and other data on the item with the MAF copy (or facsimile)

• Determine the disposition by using the MRIL and NAVSUPINST 4421.20 (series)

• If not provided from another source (automated procedures), prepare a DD Form 1348-1 by using the information from the white copy of the DD Form 1348 (6-pt). Assign a shipment document number as described in previous paragraphs

• Enter the JCN from each non-RFI item to be shipped in blocks V and Y of the DD Form 1348-1

• Mark or stamp the white copy of the DD Form 1348 (6-pt) “DSP” or “dispose of,” as applicable. Enter the activity to which the item is to be sent, such as ATAC and enter the Julian date it is released for transportation. Forward the completed white copy of the DD Form 1348 (6-pt) to DCU

• Ensure the JCN on the MAF copy (or facsimile) is legible

• Ensure that a material condition tag is securely attached to the item. The Remarks block should contain the Type Equipment code (TEC) and JCN

• Insert the SRC, logs, records and other documents in a sealed plastic envelope separate from the DD Form 1348-1, condition tag and MAF copy (or facsimile)

• Route the non-RFI item, MAF copy (or facsimile), DD Form 1348-1 and associated documents to the next point of action. This may be the packing section, shipping section, or ATAC hub representative.

NOTE

Dispose of those items that are coded WW in the MRIL to the nearest Defense Reutilization and Marketing Office (DRMO). When material is physically shipped or transferred to DRMO, furnish a (DI A53) according to DOD 4000.25-1- M, MILSTRIP.

SSU processes Field-Level Repairable (FLR) as follows:

Cognizance symbol 1R and material control code D identify FLR items. These are repairable assemblies that have a Source Maintenance & Recoverability (SM&R) code that limits their restoration to usable condition to I-level maintenance. Upon receipt of a defective FLR, IMA will

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determine its repair ability and return it to RFI condition or declare it BCM. If the item is BCM, SSU will arrange for a disposition by using the information in the MRIL. The SSU procedures for processing FLR items are essentially the same as for DLR with the following exception. Some FLR have an assigned DOP (as indicated in the MRIL) and must be shipped to the DOP or DSP when BCM action occurs.

According to NAVSUP Publication 545, FLR must not be shipped via ATAC hub.

Handle non-RFI repairable items in the same manner as RFI items. Provide particular care to prevent further damage of repairable that is being shipped for rework. The RFI repairable items that will be reissued to local operating units in a short period of time need minimum packaging and preservation.

The IMA is responsible for internal and external preservation (before packing) of all items. The IMA is also responsible for providing adequate protection to items during movement to the supply packing and preservation section. Supply is responsible for the final packing and preservation of repairable items (less engines) before shipment or storage. The IMA performs the packing and preservation of engines. Use the proper container when storing (for a long period) or shipping engines.

The Supply Department is responsible for processing material exhibits for investigation. These are items needed for an Engineering Investigation (EI) or Quality Deficiency Report (QDR). According to the NAMP, supply should hold material for 30 days pending disposition instructions from the Cognizant Field Activity (CFA). When directed, supply will screen stock items suspected as defective. If the disposition instruction is not received in 30 days, request a disposition instruction from the CFA. If it is determined that an investigation is needed, the Maintenance Engineering Cognizant Field Activity (MECFA) will request the holding activity to ship the item. Ship items via the ATAC hub.

Ship the item in “as is” condition. If contradictory safety instructions exist, they take precedence over the instructions in COMNAVAIRFORINST 4790.2 (series). When a hazardous condition is evident, perform only those tasks necessary to protect the item. When processing the item, the following procedures apply:

• Cap or package the item immediately to prevent contamination, corrosion, or further damage

• Do not attempt any disassembly of the material. Do not make any adjustments

• Do not perform any type of cleaning

• For suspected contamination, send a sample of the fluid in a clean and sealed container

• Send all failed fragments, wrapped separately

• Package the item in the same level of protection as RFI parts

• Mark or tag the item with the control number provided by the CFA.

The following paragraphs describe the procedures for preparing the EI/QDR exhibit for shipment:

• Mark the document and all sides of the container with the words “ENGINEERING INVESTIGATION” or “QDR”

• Cite the control number provided by the CFA

• When using parcel post, register the shipment

• Attach a copy of the message report to the material

• Prepare the DD Form 1348-1 accordingly

• In record positions 1-3, enter BEI (for EI) or BQD (for QDR)

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• Enter Condition Code L in record position 71

• Enter other data according to MILSTRIP.

In the “Ship To” block (block B), enter the shipping code and address according to the disposition message. If an item is being sent to a commercial activity, the shipping code is that of the commercial repair facility. An item being sent to an organic depot will have the shipping code of the collocated supporting Supply Department (SSD) or Designated Support Point (DSP). The MRIL contains shipping codes used for EI/QDR material.

In block D, enter the words “INVESTIGATION MATERIAL” and the control number. Use block N for security code, if required. Assign Project code 754 and movement priority designator 03. Enter Condition code L in block P and the JCN in block V. Enter the nomenclature and serial number (if required) in blocks X and Y. Enter the contract number, project order, or other material data in blocks AA-CC and send a copy to ASO (R Cog). Enter the words “PACKAGING REQUIRED” in block EE if the item requires additional packaging by a transshipping activity. Enter the UIC and name of the receiving activity in block 11 if the item is turned over to another Navy activity for transshipment. Enter the Julian date of shipment in block 12. Refer to NAVSUPINST 4440.187 (series) for additional policies and procedures for control of DLR forwarded for investigation.

The DD Form 1348-1 must be stamped with “EI” or “QDR,” in 3-inch letters without obliterating any vital data element. This will help in receipt and routing of material.

The activity shipping the item for investigation is responsible for notifying the receiving activity about the shipment. When notified by CFA that the EI/QDR exhibits have not been received, supply will assist in locating the material.

The Supply Department must process any EI/QDR items to be shipped directly to a contractor’s plant or released to a contractor’s representative. Supply will issue the item on a custody basis, only after receiving the authority from the MECFA. Ship DLR exhibits destined to a commercial contractor’s depot via ATAC hubs for processing.

In NALCOMIS OIMA activities, SSU uses Requisition Maintenance Material Turn-In and MRF Search FGC as primary functions. The SSU uses MRIL New, MRIL Search, DDSN Inquiry, Repairable Inquiry and MRF Update. The DCU will process components returned from the IMA using DIFM Return function. When using DIFM Return, the computer will record the disposition of the component and produce the hardcopy notice to accompany the component. Also, this function will produce a DD Form 1348-1 issue document for RFI components being issued to the original requestor. It also produces a DD 1348-1 shipping documents for components with confirmed BCM action. DIFM Return will generate a stow notice if the RFI item is for stock. Refer to the NALCOMIS OIMA User’s Manual for more details on SSU procedures.

AWAITING PARTS UNIT.—T he Awaiting Parts (AWP) Unit is responsible for receiving, storing and controlling all AWP components returned from the IMA. This unit should be located next to IMA production control.

The following is a partial list of AWP responsibilities (refer to COMNAVAIRFORINST 4790.2 (series) for more details.)

• Establishing holding and staging areas. Requisitioning piece parts and maintaining requisition files, registers and records necessary to monitor, follow up, expedite, reconcile and report material demands for component repair

• Maintaining liaison with the SRS on maintenance material matters to guarantee delivery of material required for component repair

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• Receiving incoming material, identifying it to the failed component and when all required material is received re-inducting the component

• Continually reviewing and following up on off-station requisitions to fill AWP requirements

• Establishing procedures to make sure unsatisfactory LRCA /AWP situations are made known to higher authority for assistance

• Making recommendations for controlled cannibalization of AWP components after joint review and determination between the AWP unit representative and the IMA production control

• Establishing procedures to BCM components to the next level of repair when appropriate. The AWP management personnel must be responsive to aircraft maintenance needs by performing timely follow-up, validation and BCM actions.

The supporting DSF provides the AWP listing weekly. The contents of the listing are basically the same as the NMCS/PMCS listings.

There are occasions when the part, needed by maintenance to fix a repairable item, is not available locally. When this occurs, the repairable item is considered to be in AWP status. Upon notification of the requisition status, the maintenance work center supervisor will prepare the item and documents for transfer to AWP holding area. In all cases, even if requisition status is not received, the AWP item will be delivered to the AWP holding area within 24 hours from the time a part is requisitioned by the work center. The intent is to move all AWP items from the work center to AWP holding area when local supply action is complete. Aircraft engines and other large components may be retained in the work center when movement to an AWP holding area is impractical.

Before accepting the AWP item, ensure the work center has completed the required data on the MAF (or facsimile). The AWP unit personnel submit the requisition to SRS and put the requisition date and serial in the Failed/Required Material block of the MAF (or facsimile).

In some occasions, AWP unit personnel may receive a part that does not satisfy the intended maintenance action. This occurs when wrong material was received/ordered, material was improperly marked, or non-RFI. When material received was determined to be non-RFI after installation, requisition a replacement item. If the item is a Shop Replaceable Assembly (SRA), use the original MAF (or facsimile). If the item is a Weapons Replaceable Assembly (WRA), use a new JCN. The applicable work center prepares the MAF (or facsimile) turn-in document by using When Discovered code “Y” to accompany the non-RFI item.

When the repairable part received was determined to be non-RFI but was not installed, prepare a DD Form 1348-1 as the turn-in document. Put enough information in the Remarks block of the DD 1348-1 to permit the Supply Department to submit a ROD, if required. Reorder the material (if required) by using a new document number. Put the original document number in the Remarks block of the new requisition. In this case, the original MAF (or facsimile) remains outstanding.

The AWP unit personnel must conduct the following requirements:

• Establish a location system for the AWP components. A Work Unit Code (WUC) system may be the most efficient

• Assign document serial numbers unique to AWP requisitions

• Move requisitions from one component to another when cannibalization is authorized

• Store repair parts received, associated documents and hardware received from the work center with the AWP item

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• Present AWP items for re-induction to IMA when all required parts are received

• Ensure that the VIDS/MAF (or facsimile) contains the proper entries before receiving or delivering the AWP item

• Deliver all repair parts accompanying the component to the proper work center.

The accuracy of AWP inventory requisition records and outstanding requisitions must be maintained through weekly reviews. A standard of no less than 98 percent accuracy is necessary for effective AWP management.

Record the results of each validation in terms of overall accuracy for the following categories:

• Any valid outstanding requisition exists for each AWP item. Submit requisition for noted deficiency

• A valid AWP component exists for each outstanding requisition. Cancel requisitions to correct the error

• The locator system reflects the same location as the AWP item. Update records to correct errors.

To validate AWP items, use the MAF (or facsimile) to validate with the AWP items in the holding area location. Tag the validated items. Upon completion, research those AWP items not tagged and perform corrective actions. Also, validate all AWP items retained in work centers during this time.

Use the MAF (or facsimile) to validate required parts with the outstanding requisition file. Submit a requisition for items listed in the Failed/Required Material block of the MAF (or facsimile) with no outstanding requisition on file. Cancel those requisitions in the outstanding requisition file that are not listed on the MAF (or facsimile). Upon completion of AWP validation, correct the AWP listing accordingly.

The AWP retention goals and thresholds apply to all fixed allowance assets. A daily count of AWP items must be conducted to provide management flexibility. The age of AWP components should be color coded (20, 30, 60 and over 60-day increments).

Supply and maintenance personnel must review the AWP when the following situations exist:

• Any time the number of AWP components on hand exceeds 15 percent of the average monthly IMA inductions

• The number of aged (more than 60 days) AWP components exceeds 1 percent of the average monthly IMA inductions.

There will be situations that will require the use of a piece of a part on a given AWP item that was received for another AWP item. It is sometimes necessary to remove an installed part from an AWP item to fix another AWP item. To ensure replacement of a cannibalized part, a control system is required. The key to controlled cannibalization is documentation. Some occurrences are as follows:

• AWP work center review. The work center supervisor or representative determines that by judicious use of available piece parts accumulated among a group of like AWP items. A given number of those AWP items can be repaired

• CCS initiated review. Outstanding NMCS or PMCS requirements for repairable may require CCS to screen AWP items. The CCS may determine if potential cannibalization is feasible to satisfy the NMCS/PMCS and request the work center to take action.

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The BCM-4 is an Action Taken code assigned to a repairable item that was not repaired because of lack of parts. Before processing an AWP item as BCM-4, ensure all necessary actions were taken to get the part. Review outstanding requisitions for AWP items on a daily basis. Submit a follow-up if a positive status is not received within 10 days. If a satisfactory status is not received 10 days after the follow-up, submit a request for assistance to the ACC/TYCOM. Refer to NAVSUP P-485 for additional information about supply assistance requests.

There are many variables to consider before you can BCM an item. They are listed as follows:

• Operational requirement. The component may be required to meet a specific operational tasking

• Readiness. Mission Capable (MC); Full Mission Capable (FMC)

• IMA production capacity

• Supply system availability of repair parts versus availability of WRA or SRA

• Financial impact. Considering the cost of repair parts vice net cost of WRA or SRA.

To process the item for BCM-4, re-induct the item into the work center. The work center will reinstall the piece parts and perform preservation on the item. Ensure that the item is complete (no missing parts) before shipping it to the designated ATAC hub. Request for approval to retrograde assets will include the following information:

• Nomenclature

• NSN

• Part number

• Quantity

• Past 90-day removal rate

• Normal median TAT in IMA

• Tentative BCM code of defective item

• Narrative of problem precluding local repair.

Include the 30-day assist message previously submitted to the ACC/TYCOM as reference. Other assets held in AWP may be BCM without prior ACC/TYCOM approval when the retention limitations are reached.

In a NALCOMIS OIMA activity, AWP personnel use several functions to perform AWP functions. Some of these functions are as follows:

• Maintenance Material Cross Reference Data provides a cross-reference of part number to a CAGE and stock number

• Maintenance MAF List displays the Failed/Required Material Data of the MAF Control Number (MCN)

• AWP Component Receipt is used to receive a component into the AWP location. The Job Status code must be “WT” to process component into AWP location

• AWP Component Release is used to release AWP components back to the repair cycle. The Job Status code must be “WQ” (awaiting parts) to release documents from AWP

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• DDSN Transpose is used to perform transpose actions (AWP cannibalization) of repair parts from an AWP component to another

• AWP List Components is used to update or identify AWP location of a component and displays information concerning the status of a particular component and its material requirement.

Other functions used by AWP personnel are Requisition Contingency Direct/Indirect, Requisition Reorder, Requisition Maintenance Follow Up, Requisition Receipt, Requisition DDSN Inquiry, Requisition List and Repairables Inquiries. Refer to the NALCOMIS OIMA User’s Manual for detailed information about these functions.

Inter-IMA Support

Instances will occur where a repairable item, which is beyond the capability of the local IMA, is shipped to an off-station IMA for repair and return. The procedures for the Repair and Return program are in two parts. It consists of procedures for the shipping activity and the receiving activity.

The shipping activity will process defective items for repair and return as follows:

• SSU receives the defective item with a new MAF (or facsimile) from the work center. The JCN and other data on the MAF (or facsimile) must be the same as in the original MAF

NOTE

Jointly, AMSU/JASU and AWP will prepare the new MAF (or facsimile).

• DCU removes the corresponding copy of the MAF (or facsimile) from the induction return due file and completes the Material Data block. The DCU will forward the completed copy of the MAF (or facsimile) to DSF for 3-M processing.

Supply ships the defective item, new MAF (or facsimile), copy of original MAF (or facsimile) and the DD Form 1348-1 according to local procedures. Attach all applicable records, log books, SRC, or other associated documents with the item. Retain one copy of DD Form 1348-1 for tracking the shipment.

The receiving activity uses local procedures in processing receipts of items for repair and return. The item should have with it the new MAF (or facsimile), a copy of the original MAF (or facsimile), associated logs and records and DD Form 1348-1. The following procedures for processing the items apply:

• ASD/SSC receives the items, new MAF (or facsimile), copy of the original MAF (or facsimile), associated logs and records and DD Form 1348-1

• ASD/SSC delivers the defective items and associated documents to AMSU/JASU for induction. Files the new MAF copy (or facsimile) in the induction return due file

• After completion of the maintenance action, SSU receives the item, a copy of the new MAF (or facsimile) and associated documents from AMSU/JASU

• DCU completes the MAF copy (or facsimile) from the induction return due file and sends it to DSF for 3-M processing

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• The supporting supply will ship the items, a copy of the new MAF (or facsimile), associated documents and the DD Form 1348-1 according to local procedures.

The NALCOMIS OIMA activities use AMSU Turn-In to induct items for inter-IMA repair. Upon return of the component from the inter-IMA repair, NALCOMIS OIMA activities use Inter IMA Return to process the item. All other functions used for processing the item during the repair cycle are the same as AMSU/JASU and CCS use.

Depot Customer Service Request

The ASD/SSC initiates Work Request Customer Service (OPNAV 4790/36A) that is not initiated by IMA. The IMA requests are limited to services not requiring repair of repairable item. ASD/SSC will initiate a request if one of the following conditions exists:

• Outstanding NMCS/PMCS/work stoppage requisitions exist

• The unserviceable item requires depot test or check

• Supply system asset status indicates that a replacement is not now available. ASD/SSC is responsible for the following: • Preparing a funded OPNAV 4790/36A

• Transporting material for customer service to and from the depot via traceable means

• Maintaining suspense and completed records on depot customer service transactions and record associated statistics and usage data Depot customer service will not be requested for repairable items requiring extensive repair or overhaul. However, if the item is not included in the HI BURNER and Application Operation B08 Scheduling Programs, the Naval Aviation Depot Operations Center will be requested to authorize customer service if a serious NMCS/PMCS/Work stoppage condition exists.

NALCOMIS OIMA activities use AMSU Turn-In to enter the JCN to the system. Inter IMA Return is used to process the return of a component from depot customer service. This function will record the disposition of the item and produce the hardcopy notice to accompany the item.

Allowance Determination

The complex process of identifying and specifying the material needs of an organization is referred to as Allowance or Requirements Determination. The determination of material requirements is a user responsibility, rather than a supply responsibility. However, the Navy Supply System assists in certain computation aspects of the requirements determination process, as well as the production of standard uniform requirements statements, such as allowance lists.

Allowance List Preparation

The Inventory Control Points (ICPs) are responsible for the various data inputs, computing the on- board repair part and equipage requirements and publishing the applicable allowance lists designed to identify the material requirements of a ship, aircraft squadron, or shore activity.

Coordinated Shipboard Allowance List

The Coordinated Shipboard Allowance List (COSAL) specifies the range of shipboard material required for support of all installed and portable equipment and provides a list of equipage required for a ship to perform its operational mission.

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Coordinated Shore-Based Allowance List

The Coordinated Shore-Based Allowance List (COSBAL) is essentially the same design as the COSAL but is provided to selected shore activities based on mission essentiality, special operational requirements, remoteness from normal sources of supply and/or a combination of all three.

Aviation Consolidated Allowance List

The Aviation Consolidated Allowance List (AVCAL), prepared by the Naval Inventory Control Point (NAVSUP WSS), is a list of aircraft materials, stated in quantities that will satisfy predicted requirements for maintenance of a specified mix of aircraft for a predetermined period of time. Its purpose is to provide the aviation ship or air station with a tailored list of materials that can be used as a stock guide.

Shore Consolidated Allowance List

The Shore Consolidated Allowance List (SHORCAL), prepared by the ICP, lists repairable items and subassemblies required for a shore station to perform its operational mission in support of assigned aircraft, engines and end items of Support Equipment (SE) based on available local repair capability.

Operational Support Inventory/Fixed Allowance

The Operational Support Inventory (OSI) is a retail stock level comprised of a fixed allowance for DLRs and Field Level Repairables (FLRs) as well as consumables. The OSI is that quantity of pre-positioned material required to support the planned aircraft program and the unique maintenance mission assigned to a given activity.

Weapons systems are supported under the OSI/fixed allowance concept as outlined in NAVSUPINST 4440.160 (series). A negotiated firm allowance of repairable assets may not be exceeded without ICP authorization. Strict one-for-one exchange procedures between the O- and I-level maintenance activities and the Supply Department must be maintained. Requisitions passed off station are not authorized before BCM action, except for CRIPL items. All OSI/fixed allowance assets are carried in Purpose code W on the Supply Officer’s records. Storage of fixed allowance assets is authorized at any designated location within an operating site.

The fixed allowance concept is designed to guarantee equal distribution of repairable assets and to ensure adequate levels of supply for operating forces as outlined in NAVSUPINST 4440.160 (series). The retail operation division of the NAVSUP WSS establishes fixed allowances with the assistance of each appropriate ACC/TYCOM for DLRs and FLRs (1RD COG) authorized for stock at each operating site and are considered as part of the activity’s OSI.

Between periodic revisions of the allowance authorization document, the item manager, ACC/ TYCOM, or the operating site may request changes to the fixed allowance quantity, based on usage demand.

Allowance Change Request-Fixed

The Allowance Change Request-Fixed (ACR-F) is a means for the fleet to recommend a revision to the authorized fixed allowance levels. An ACR-F is submitted when the current allowance quantity does not appear to be sufficient to support the activity’s present and continuing mission. Fully justified ACR-Fs are submitted to the anchor desk for all 7R and 1RD repairable. An ACR-F is not submitted for consumable expense-type items.

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The ACR is negotiated between the ICP and the operating activity. The ICP should process ACR-Fs within 15 working days from receipt or provide an interim message pending disposition. All unjustified requests are automatically disapproved and returned with an explanation.

ACR-F Procedures

All ships (CVs/LHAs/LPHs) and Marine Aircraft Groups (MAGs) submitting ACR-F to the ICP must follow procedures for quantity computations outlined in NAVSUPINST 4441.15 (series). All shore-based operating site activities submitting ACR-F to the ICP must follow procedures for quantity computations outlined in NAVSUPINST 4441.16 (series) and 4441.21 (series).

All ACR-F should be submitted to the NAVSUP WSS by message with the ACC/TYCOM as an information addressee on NAVSUP Form 1375.

A copy of the completed NAVSUP Form 1375 should be retained for local files and attached to the copy of the message request forwarded to the NAVSUP.

ACR-F Format

The ACR-F, NAVSUP Form 1375, is prepared as follows: Section A, items 1 through 5. Self-explanatory.

Item 6 (Usage). Enter previous allowance, number of BCMs (by category), repairs and actual TAT (the constraints in parentheses should be used in computing the requirements).

Item 7 (Reporting Period). Include the period of time for BCMs and the period of time for repairs. Provide justification for time frames of less than 90 days for BCMs and 60 days for repairs.

Item 8 (Engines Repaired). Self-explanatory. Item 9 (Current ICRL Capability Code). Enter the repair capability code from the most current Individual Component Repair List (ICRL).

Item 10 (Computation). The computation method is provided on the form to give the activity an indication of requirement depth based on the activity’s data submission to the ICP. These computations are in no way intended to guarantee the requesting activity that the computed quantity will be the actual revised fixed allowance quantity after validation by the ICP. The input data provided by the activity is carefully reviewed independent of and in comparison with the past usage experience of other similar activities. Accordingly, comparative analysis may affect the final ACR-F requirement decision by the ICP.

Section B (Document Number). Self-explanatory.

SUMMARY

The Aviation Support Division is the single point of contact for maintenance activities requiring direct supply support Aviation Support Division Functions are as follows: Receive requests for material; Perform technical research and prepare requisitions; Pick up and deliver material; Measure Supply response time; Account for all repairable assets; Maintain special LRCA storage areas and publish listings; Establish, maintain and replenish PEBs and their listings; Initiate inter-IMA repair and EXREP Fleet Readiness Center customer service requests. Maintain AWP storage areas, control requisitions and piece parts and initiate follow-ups on requirements. Expedite high priority requisitions; Develop an understanding of the NALCOMIS concept and its application to management and automatic data processing requirements. Supervise the operation of the SRS and the CCS. Provide the Supply Officer with status on the quality of supply support rendered; Ensure continuity of material reporting

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and local reports; Maintain, in coordination with O-level activities, an authorized level of TAD personnel; Ensure adequate daily manning levels to support the local maintenance effort.

Rev. MAR 2013 10-1

CHAPTER 10

AVIATION MATERIAL MANAGEMENT

Basic concepts and guidelines for aviation material management are established to guarantee that requisitioning procedures are standard and properly used by all maintenance activities, a positive control is maintained for all accountable material, personnel and material resources are used to the maximum and supply response to material demands is optimum.

These concepts and guidelines represent material management policies of the Chief of Naval Operations (CNO) for maintenance and supply personnel at all levels engaged in supporting the Naval Aviation Maintenance Program (NAMP). The impact of sophisticated weapons systems requires intensified material management by both maintenance and supply activities to improve Turnaround Time (TAT) of repairable through positive control and reporting procedures to maintain accurate stock records (to reflect material availability, location, condition and quantity) and to improve the quality of data input for material reporting.

This chapter covers some areas and responsibilities of the LS involved in aviation material management functions as well as the procedures according to COMNAVAIRFORINST 4790.2 ((series)). It also contains basic information about the Naval Aviation Logistics Command Management Information System (NALCOMIS).

LEARNING OBJECTIVES

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

1. Discuss material control center roles to support aviation maintenance and material management.

NAVAL AVIATION MAINTENANCE PROGRAM

The Naval Aviation Maintenance Program (NAMP) describes policies, procedures and responsibilities at all levels of aviation maintenance. It is the basic document and authority governing the management of all aviation maintenance. It is sponsored and directed by the Chief of Naval Operations (CNO).

The NAMP provides an integrated system for performing equipment maintenance and all related support functions. The support functions described in the NAMP include material control. On 26 October 1959, the CNO established the NAMP and the Chief of the Bureau of Aeronautics implemented it. On 1 January 1965, the Navy Maintenance and Material Management (3-M) System was introduced. This system is what we know now as AV-3-M. The 3-M System provided maintenance data collection and man-hour and aircraft accounting systems as part of the NAMP. In January 1968, the CNO noted that the major implementing directives of the NAMP needed revision to ensure a cohesive and command-oriented publication. The directives were consolidated into a single family of documents. The result was OPNAVINST 4790.2 issued in July of 1970. Several revisions of the OPNAVINST 4790.2 followed to continually upgrade readiness and safety standards established by the CNO. The NAMP program is further administered by NAVAIR and is issued under the COMNAVAIRFORINST 4790.2 (series).

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The contents of the NAMP provide information for all parts of aviation maintenance. It describes what to do, when to do it, where it will be done and who is to do it. All aviation activities base their policies, plans, programs and procedures on the NAMP. Whenever the Navy accepts a new model aircraft, it is expected that these aircraft fill a specific need for a given length of time. The purpose and mission of the aircraft are the basis for planning the requirements to support them. These include personnel, facilities and material requirements. For this reason, all personnel associated with naval aircraft need to become familiar with the NAMP.

The CNAF 4790.2 (series) consists of 17 chapters and 7 appendices. Chapter topics of particular interest to Logistics Specialist newly reporting to an aviation unit are:

• Chapter 5: Maintenance Control, Production Control and Maintenance Material/Control

• Chapter 9: Material Management

• Chapter 10: Naval Aviation Maintenance Program Standard Operating Procedures (NAMPSOPS).

Material Control Centers

Material control centers are contact points within maintenance organizations where requirements for parts and material are coordinated with the Aviation Support Division (ASDs). Material control centers are functional areas within the maintenance organizations and are tasked with making sure maintenance requirements for parts and material are forwarded to the ASD in a timely and continuous manner and parts and material received are quickly routed to the applicable work centers and not allowed to accumulate.

O-Level Responsibilities

It is the responsibility of the material control centers to coordinate material ordering, receipt and delivery. This is done to guarantee that the material ordered is the material required and that it reaches the work centers within the specified time frame. The material control centers provide material support to their cognizant organization by following the outline provide in CNAFINST 4790.2 (series) Chapter 5 Para 5.1.3.1.

• Establishing delivery and pickup points for material as mutually agreed on by supply and maintenance and maintaining liaison with the supporting ASD on maintenance material matters to guarantee that the material needs of the organization are satisfied

• Preparing documents for material required for operational support of weapons systems; for example, aviation fuel, lube oil, flight clothing and material carried in service market outlets

• Furnishing technical advice and information to the supply activity on the identity and quantity of supplies, parts and material

• Establishing procedures to ensure proper operation of tool rooms and the performance of tool inventories

• Making sure surveys are prepared in the event of loss, damage, or destruction of accountable material

• Keeping maintenance control advised of the overall supply situation and its effect on maintenance

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• Performing memorandum Operating Target (OPTAR) funding, accounting, charting and budgeting of costs. A separate material control register is maintained for each OPTAR held

• Maintaining adequate accountability of material and equipment on custody

• Maintaining inventory control of authorized allowances of material listed in the Individual Material Readiness List (IMRL)

• Validating Not Mission Capable Supply/Partial Mission Capable Supply (NMCS/PMCS) requisitions daily and maintaining (by aircraft bureau number) current NMCS/PMCS status records.

• Performing an inventory of aircraft with technical assistance upon receipt or transfer and making sure inventory log entries are made and inventory shortage listings are prepared and forwarded to maintenance control for inclusion in the Aircraft Inventory Record (AIR).

• Maintaining control and records to guarantee turn-in of defective components within established time frames.

Aircraft Inventory Record

The Aircraft Inventory Record (AIR) is used to establish a formal, continuous chain of accountability for specific equipment installed on or designated for use on any aircraft. The AIR is applicable to all aircraft and lists selected material and equipment accountable by all Navy organizations that are assigned or physically possess operational aircraft. The AIR is prepared by the aircraft manufacturer and is delivered with each individual aircraft. The following OPNAV forms are used in the aircraft inventory record for further explanation refer to CNAF 4790.2 (series) chapter 5 Para 5.1.3.11:

• OPNAV 4790/104 Aircraft Inventory Record Certification and Record of Transfers • OPNAV 4790/109 DON Aircraft Inventory Record-Cover • OPNAV 4790/110 Aircraft Inventory Record • OPNAV 4790/111 Aircraft Inventory Record (Equipment List) • OPNAV 4790/112 Aircraft Inventory Record (Shortages).

Master Aircraft Inventory Record

The Commander, Naval Air Systems Command (NAVAIR), maintains the Master Aircraft Inventory Record (MAIR). The MAIR identifies those items of installed and loose equipment that require a periodic inventory. A MAIR shall be maintained as the standard for each type/model/(series) aircraft. The MAIR serves as a checklist for items requiring inventory and provides reasons/authority for any shortages that exist and documents certificates of accountability.

Equipment Accountability

In addition to the accountability of AIR items, an accounting of equipment will be done before aircraft transfer. These are equipments listed in or comprising subsystems of the applicable Mission Essential Subsystem Matrix (MESM). A number of MESM items are identified at the subsystem level, rather than by exact equipment designation. Therefore, you cannot use the MESM totally as a specific equipment checklist as you can the AIR. The accounting of most MESM items is by system operation checks and maintaining a VIDS/MAF file vice AIR-type accountability. When transferring aircraft equipment accountability, those missing MESM-related items will be identified in the AIR as shortages, even though that specific equipment is not listed.

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Aircraft are transferred and accepted only after completion of equipment/item inventory and notation on the forms of the AIR. In most instances of aircraft transfer, the inventory is accomplished based on the selected equipment and material listed in the AIR and systems identified in the MESM. The following paragraphs provide a list governing the selection of items to be included in the AIR. These items may be Government-Furnished Equipment (GFE) or Contractor-Furnished Equipment (CFE) and a list of items excluded from AIR can be found in CNAFINST 4790.2 (series) Chapter 5 Para 5.1.3.11.5 and 5.1.3.11.6.

• Special equipment items essential to the health, safety and morale of the crew. Some examples are bedding, life rafts and first-aid kits

• Equipment/material required for the protection of the aircraft during flight and overnight storage

• Pilferable items or items that are readily convertible to personal use. Some examples are clocks, tool kits, compasses and mirrors

• All classified items, whether installed or provisioned for installation, have been incorporated on the aircraft except when items are accounted for by an authorized classified material accounting system during aircraft transferring actions

• All items of loose equipment applicable to an aircraft that are designated for transfer by the aircraft controlling custodian/type commander (ACC/TYCOM) NAVAIR whenever the aircraft is transferred

• All mission essential equipment that cannot be installed in a given aircraft or configured for other missions.

The following are items excluded from AIR:

• Equipment rigidly fixed and considered to be a basic/integral part of the aircraft. Some examples are engines, propellers, wheels and brakes

• Personal issue items that are furnished and authorized by squadron allowance

• Equipment/material authorized by the IMRL

• Equipment/material that is provided on less than a one-per-aircraft basis and is accounted for by another material accounting system

• ACC/TYCOM controlled material.

Preparation of AIR

The aircraft manufacturer prepares the AIR and delivers them with individual aircraft. A copy of the AIR for each block or (series) is forwarded to NAVAIR for approval before delivery to the Navy. The proposed AIR includes the CFE/GFE MESM-related items that will be provided following the delivery of aircraft. COMNAVAIRSYSCOM is responsible for determining the accuracy and adequacy of the AIR. Also, COMNAVAIRSYSCOM is responsible for ensuring the AIR has complete item identification and part numbers covered by the contract. The cognizant Army, Navy, Air Force plant representative or Defense Contract Administrative Services Representative (DCASR) is responsible for providing NAVAIR with the proposed AIR. Also, they are responsible for providing NAVAIR a copy of the AIR actually delivered for each aircraft block or (series).

Use and Maintenance of AIR

The following paragraphs describe the responsibilities of activities in the use and maintenance of AIR.

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COMNAVAIRSYSCOM.—COMNA VAIRSYSCOM is the sole authority for changes and revisions of AIR. Forward recommendations for changes and revisions with justifications via the chain of command. NAVAIR also provides assistance, as required, to resolve supply support problems that cause long-term AIR shortages.

ACC/TYCOM.—T he ACC/TYCOM provides assistance required for developing and maintaining standard AIR within T/M/S aircraft of their organization.

ISSC.— The In-Service Support Center (ISSC) (formerly known as the Cognizant Field Activity CFA) is responsible for assisting in the maintenance of standard AIR within Type/Model/ (series) (T/M/S) aircraft. ISSC also provides NAVAIR with recommended changes to T/M/S MAIR based on applicable technical directives or changes.

LOST OR DESTROYED AIR.—In the event an AIR becomes lost or destroyed, the reporting custodian reconstructs the AIR. The reporting custodian can use a copy of the MAIR provided by NAVAIR and a physical inventory.

ADDITIONAL COPIES OF FORMS.— When the AIR is completely used, additional copies of the specific forms may be obtained from the proper supply point. Insert the additional forms in the record after listing the items as shown in the originals. The inventories recorded on the new forms are numbered in sequence, starting with the first subsequent transfer. When the second subsequent transfer has been recorded on the new forms, you may destroy the superseded forms.

Aircraft Transfer and Acceptance

When an aircraft is to be transferred on site, designated inventory teams from the transferring and accepting activities jointly inventory the aircraft and record it in the appropriate column of the AIR Equipment List, OPNAV Form 4790/111, the quantity of each item on board the aircraft at the time of transfer. The AIR Shortages, OPNAV Form 4790/112, is completed to identify shortages of AIR items and Mission-Essential Subsystems Matrix (MESM) related equipment that are not available for transfer, concurrent with the aircraft. An Aircraft Inventory Record Certification and Record of Transfer (OPNAV 4790/104) shall be completed at the time of transfer.

When a ferry pilot is required to affect an aircraft transfer, two inventories are made— one before the ferry flight by the transferring activity and one on completion of transfer by the accepting activity. The ferry pilot does not participate in the inventories except to accept custody of pilferable and classified equipment from the transferring activity and to transfer custody of the items to the accepting activity.

AIR items that cannot be placed on the aircraft for transfer are shipped separately marked as AIR Equipment for Aircraft Bureau Number (BUNO). A note to indicate such shipments is made in Column E of the AIR equipment list opposite each affected equipment.

Immediately upon receipt of notification of transfer, the transfer activity will inventory all equipment specifically assigned to the aircraft (AIR and MESM equipment), including all items that cannot be placed aboard the aircraft for transfer and then lists such equipment on a Requisition and Invoice/Shipping Document DD Form 1149. This loose equipment is turned in to supply for appropriate shipment to the receiving activity. A receipt copy of the DD Form 1149 is attached to the AIR and one is retained by the shipping activity for the record.

When an aircraft is delivered to a depot or contractor facility and is scheduled to be returned to the same organization after Special Depot-Level Maintenance (SDLM), testing, or special projects, items not requiring rework or required by an activity for testing or special projects are retained by the current reporting activity. All removals should be appropriately noted on the OPNAV Form 4790/112

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to relieve the depot or other activity of accountability requirements. The OPNAV Form 4790/104 is certified during the transfer action.

When an aircraft is transferred via a depot or contractor program, the transferring activity ships only the minimum of essential AIR items noting all shortages on the OPNAV Form 4790/112. The remaining equipment is shipped to the receiving activity 30 days before the scheduled depot or contractor completion date. The OPNAV Form 4790/104 is certified during this transferring action.

AIR Shortages

When shortages of inventory items are revealed in preparing an aircraft for transfer, every effort should be made to locate the items or effect replacement before transfer. However, transfer of the aircraft must not be delayed pending replacement of the items.

Before transfer, an OPNAV Form 4790/112 is prepared, listing all missing AIR- and MESM-related items. The original signed copy of this form is retained by the transferring activity as a permanent record of transfer. A second copy of the form remains in the AIR and is delivered to the accepting activity. A third copy of the form is forwarded to the Aircraft Controlling Custodian/Type Commander (ACC/TYCOM) of the transferring activity. In case of an aircraft transfer between ACCs/TYCOMs, the third copy of the form is forwarded to the ACC/TYCOM of the accepting activity. A fourth copy is forwarded to the appropriate Commander, Fleet Air (COMFAIR); the Commanding General, Marine Air Wing (CGMAW); and the functional wing/Commanding General, Marine Brigade (CGMARBDE). Refer to CNAFINST 4790.2 (series) Chapter 5 Para 5.1.3.11.10.5 for details of where all copies of the AIR must be maintained.

For the AIR shortages to be related to any specific inventory or transfer transaction, the following mandatory entries are made on the OPNAV Form 4790/112:

• Name of transferring/receiving activity

• Equipment check/certification number

• Date

• Signature of the inventorying activity’s Commanding Officer or representative authorized to sign by direction.

When shortages are discovered on receipt of an aircraft and are not properly recorded in the AIR, the receiving organization itemizes shortages and submits a list of such shortages within ten working days after receipt of the aircraft to the organization from which the aircraft was received.

The transferring organization takes action within 15 working days after receipt of shortage identification per the CNAFINST 4790.2 (series) Chapter 5 Para 5.1.3.11.10.6.

• Furnishes voucher turn-in documents or shipping data indicating shortages are en route

• If the transferring activity is unable to locate or justify missing items, an explanatory statement signed personally by the transferring activity’s Commanding Officer is forwarded to the accepting activity indicating the authority for shortages; for example, the report of survey.

In all cases, authority for transferring aircraft with shortages must be obtained from the ACC/ TYCOM before aircraft transfer.

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Flight Packets

Material Control Officers of aviation activities maintain a supply of flight packets for issue to pilots that make extended flights. Flight packets contain instructions to assist pilots in getting material or services needed for continuation of flight. An all inclusive list of what needs to maintained and what should be pretyped in the flight packets can be found in NAVSUP P485 Vol. 1 para. 3331 The following paragraphs describe the items included in the flight packet.

Procurement Documents

Procurement documents are the documents used for getting material or services. The forms used are DoD Single Line Item Requisition System Document, DD Form 1348 (6-pt), Purchase Order Invoice Voucher, Standard Form 44 and White Identa-plate, DD Forms 1896 and Purple Identa-plate DD Form1897.

The DD Form 1348 (6-pt) is for requisitioning repair parts and other material for in-plane servicing. It is not used for buying aviation fuels and lubricants.

The Standard Form 44 is for buying fuel from non-DLA into-plane contract sources. This form is also used for buying services (e.g., landing fee, parking fee) and material from commercial sources. Lodging for officers and food and lodging for enlisted personnel may also be procured with this form.

The DD Form 1896 is for buying jet fuel and lubricants from DoD activities. Also, it may be used for getting fuel and lubricants from commercial contractors holding Defense Logistics Agency (DLA) into-plane refueling contracts. DD Form 1897 is for buying Aviation Gasoline (AVGAS) and lubricants from DoD activities. You can also use DD Form 1897 for buying AVGAS and lubricants from commercial contractors holding DLA into-plane contracts.

Miscellaneous Items

The following items are also included in the flight packet:

• Instructions for safeguarding and shipping damaged aircraft

• Instructions for procuring services and supplies (including multi-language billing instructions)

• Statement of Witness, Standard Form 94

• Claim for Damage or Injury, Standard Form 95

• Indelible pencil or ball-point pen and carbon paper

• Engineering Investigation Reports, as described in OPNAVINST 4790.2 (series)

• Visual Information Display System/Maintenance Action Form (VIDS/MAF) OPNAV Form 4790/60.

Flight packets may include instructions for processing Aviation Depot-Level Repairable (AVDLRs). Also, it may include the applicable Daily, Preflight and Turn-Around Inspection MRC.

Pre-typed Forms

The procurement documents DD Form 1348 (6-pt) and Standard Form 44 must have some information pre-typed on them. This allows faster processing and accurate accounting. The following paragraphs describe pre-typed information in each data block or record position (rp) of the document. For a sample pre-typed DD 1348 (6-pt) refer to NAVSUP P-485 Vol. 1.

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Procurement from U.S. Government Sources

The pre-typed DD Form 1348 (6-pt) is the document used for getting material and services from U.S. Government sources. However, it is not used for aviation fuels and lubricants. A separate document must be used for each item. The pilot will request instructions from the squadron Commanding Officer if the expected cost is more than $3,000 and the source of supply is not a Navy activity. For an example of a pre-typed Standard Form 44 refer to NAVSUP P-485 Vol. 1 Para 3331

After receiving the green and hardback copies, the material control or unit Supply Officer is responsible. Below are a few examples. For an all inclusive list refer to NAVSUP P-485 Vol. 1 Para 3331:

• Review the documents for legibility and completeness

• Ensure recording of the obligation in the Requisition/OPTAR log

• Ensure placement of the green copy in file one for submission to DFAS

• Ensure placement of the hardback copy in the completed requisition file.

The pilot uses the DD Form 1896 or DD Form 1897 for buying aviation fuel and lubricants from government sources. When used, the issuing activity will imprint the billing information on DD Form 1898. DD Form 1898 is the AVFUELS INTO-PLANE CONTRACT SALES SLIP. Air Force activities use the AF Form 1994, FUELS ISSUE/DEFUEL DOCUMENT.

After imprinting the DD Form 1898 or AF Form 1994, the fuel operator will enter the quantity and unit price. The operator then signs the space provided for the refueler’s signature. The operator obtains the name, grade, SSN and organization of the pilot and provides the pilot a copy of each issue slip. The operator forwards the remaining copies of the issue slip to the issuing activity’s fiscal office.

After refueling/lubrication, the refueling operator submits the issue slip to the pilot. Upon receipt of the issue slip, the pilot is responsible for the following this is not an all inclusive list refer to NAVSUP P485 VOL1 PARA 3331:

• Sign the issue slip in the space provided for the customer’s signature

• Print the pilot’s name, rank, SSN and organization in the space provided

• Ensure legibility of the imprinted and hand-scribed entries

• Obtain a copy of the completed issue slip for delivery to the Operations Officer.

Upon return of the aircraft from an extended flight, the Operations Officer is responsible for the following:

• Obtain and review copies of issue slips returned by the pilot

• Forward the issue slip to the Material Control or unit Supply Officer.

Upon receipt of the issue slip from the Operations Officer, the Material Control or unit Supply Officer is responsible for the following this is not an all inclusive list refer to NAVSUP P485 VOL1 PARA 3331:

• Review hand scribed entries for legibility, completeness and accuracy

• Ensure recording of obligation in requisition/ OPTAR log, the issue slips are held in an “Unmatched Fuel Documents” file until listed in a Summary Filled Order/Expenditure Difference Listing (SFOEDL) (after the issue slips are listed in a SFOEDL and any required price adjustments are entered in the Requisition/OPTAR Log, the issue slips will be annotated

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and placed in the completed requisition file in the manner prescribed by the cognizant Type Commander);

Ensure that the value on the issue slip is included in the Money Value Only (MVO) DD Form 1348 (6-pt). The green copy of the MVO document is submitted to DFAS for the reporting period. MVO documents for the single fiscal year have the same document number assigned. It consists of the service designator code and UIC. The date used is Julian date of the first day of the fiscal year. The serial number starts with “FO” and is followed by the last two digits of the fiscal year. Document number V12345-7274-FO88 is an example of an MVO document number.

There are two ways of constructing document numbers for billing purposes. For NAVY AIRCRAFT, the serial number used is the last four digits of the preprinted serial number on the issue slip. For other DOD AIRCRAFT, the serial number used is the last four digits of the aircraft tail number. This procedure permits the accounting activities to liquidate obligations.

Procurement from Commercial Sources

Material and services required to support aircraft on an extended flight may be procured from commercial sources. The following paragraphs describe the procedures and forms used for buying from commercial vendors.

STANDARD FORM 44.—T he document used to purchase materials and services is the Standard Form 44. The cost of repairs and services is limited to $3,000 for each transaction for each aircraft. (The limit cost for buying aviation fuel and lubricants is $50,000.) If the expected cost will be more than $3,000, the pilot must request instructions from the Commanding Officer. If the Commanding Officer approves the total cost, the Material Control or unit Supply Officer submits a DD Form 1348. The DD Form 1348 should cover the expected cost and it should be submitted to the nearest activity with contracting authority.

In processing the Standard Form 44, the pilot is responsible for the following:

• Entering the aircraft bureau number and Julian date in the ORDER NUMBER and ACCOUNTING DATA blocks

• Requiring the dealer to enter a brief description of material and services furnished, unit price and total price and obtaining the name, address and signature of the dealer

• Ensuring separate charges are shown for officer’s quarters and enlisted quarters and subsistence. Also, ensuring the names, rates and permanent duty stations of enlisted personnel receiving subsistence are entered

• The pilot must enter his or her name, rank SSN and sign the document. Present copies one and two to the dealer. Instruct the dealer to submit copy one as an invoice (or attach a commercial invoice copy 1) to the disbursing activity indicated in the block entitled “AGENCY NAME AND BILLING ADDRESS”

• Submitting the remaining copies of Standard Form 44 to the Material Control or unit Supply Officer.

Upon receipt of Standard Form 44 copies, the Material Control or unit Supply Officer is responsible for the following this is not an all inclusive list refer to NAVSUP P485 VOL1 PARA 3331:

Checking the document for completeness and accuracy

• Matching copy four with the issue request document that initiated the purchase. If the documents match, prepare an MVO DD Form 1348 (6-pt) as an obligation document. If

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required, adjust the issue request document to match with copy four. Attach copy four to the hardback copy of DD Form 1348 (6-pt). Enter the obligation to the requisition/OPTAR log and file both documents in the material completed file.

DD FORM 1896 OR DD FORM 1897.— The pilot may use the Identa-plates for buying aviation fuel and lubricants from commercial airports. However, the commercial airport must hold an into-plane refueling contract with the Defense Fuel Supply Center (DFSC). The pilot will present the Identa-plate to the refueling operator for imprinting a DD Form 1898 (sales slip). After entering the quantity, signature and other information, the operator returns the Identa-plate and a copy of the sales slip to the pilot. The operator retains the original and remaining copies of the sales slip. In some instances, the contractor may insist on using the vendor’s delivery form. In this case, the pilot should mark the delivery form with “DUPLICATE DD FORM 1898 ACCOMPLISHED.” If the DD Form 1898 is not available, the contractors have authorization to use the vendor’s delivery form. In this case, the pilot (or authorized user) must ensure the form contains the aircraft type/model/(series) and tail number. Also, it must include the home station and major command of the aircraft. Also, the procurement document processed for the transaction is Standard Form 44. Upon return to home station, the pilot submits the copy of DD Form 1898 or other delivery form. The MVO DD Form 1348 for the reporting period must include the value of the purchase. This is not an all inclusive list refer to NAVSUP P485 VOL1 PARA 3331:

I-Level Responsibilities

The Aircraft Intermediate Maintenance Depot (AIMD) intermediate level maintenance control performs basically the same functions as the organizational level maintenance control. However, the AIMD is usually a larger organization and its functions are more complicated. An AIMD maintenance control is responsible for the following functions:

• Verifying the work stoppage requisitions

• Maintaining an Aeronautical Material Screening Unit

• Performing functions concerning the Individual Material Readiness List (IMRL). The AIMD IMRL functions are much more complex and require more work than similar functions at the O-level

• Ensuring that all components turned-in to supply are properly preserved and packaged

• In some cases, maintaining the OPTAR records and preparing corresponding reports for the aircraft fleet maintenance funds

• Arranging for the return of locally repaired RFI components and non-RFI components certified BCM by the AIMD to the Component Control Section (CCS).

The LS at the organizational level and the LS at the intermediate level have slightly different functions. The organizational (O) level LS orders parts for aircraft, while the LS at the intermediate (I) level orders parts for test equipment and parts to repair components.

Aeronautical Material Screening Unit

All components received in the AIMD maintenance control area are processed through the Aeronautical Material Screening Unit (AMSU) and Supply Screening Unit (SSU). AMSU determines whether the item is within the capability of the AIMD to check, test, or repair. To accomplish this task, the AMSU performs the following functions this is not an all inclusive list refer to CNAFINST 4790.2 (series) Chapter 5 para 5.1.3.8.1:

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• AMSU receives check/test/repair components from the Component Control Section (CCS) or Repairable Management Section (RMS) for Marine Corps. At this point, AMSU ensures that all the required documentation, for example such as logs, records and Visual Information Display System/Maintenance Action Form (VIDS/MAF), is affixed to the component

• Copy two of the VIDS/MAF is signed as an indication of receipt and given to the CCS representative.

AMSU positively identifies components and determines if they are within the check/test/repair capability of the AIMD through the use of the standard Individual Component Repair List (ICRL).

AMSU notifies production control of the receipt of components for scheduling into the appropriate work center. AMSU receives notice from production control when components are to be scheduled for induction. AMSU routes components to the appropriate work center.

NOTE

The Aircraft Intermediate Maintenance Depot (AIMD) MCC or the SSC/ASD AWP unit may be assigned primary responsibility for AWP piece part requisitioning at TYCOM discretion.

Individual Component Repair List

The Individual Component Repair List (ICRL) is a maintenance management tool that provides the AIMD with the ability to relate maintenance capability to individual items. NAVSUP and NAVAIR issue the policies and procedures for the ICRL. NAVSUP WSS maintains the database and publishes the ICRL. Capability data in the master data bank at N AVICP is based solely upon Intermediate Maintenance Activity (IMA) input. The standard ICRL contains existing repair capabilities data on items processed by the IMA based on past experience. NAVSUP WSS uses the ICRL as one factor in the negotiation process for the determination of site Operational Support Inventories (OSIs), Fixed Allowance Quantities (FAQ) and Allowance Change Request (ACR) authorizations. The COMNAVAIRFOR combined web-based ICRL is available for download from the CNAF Extranet Aviation Warfare Portal. For further information refer to CNAFINST 4790.2 (series) Chapters 9 and 10.

General Use of the ICRL

The SSC/ASD uses the local ICRL as a data source when recomputing repairable item allowances. It maintains progress records on attainment of local repair capability for designated intermediate-level maintenance fixed allowance items. The IMA publishes an internal instruction that amplifies ICRL maintenance and use. This is a combined AIMD and supply department effort for a breakdown of responsibilities and resources see CNAFINST 4790.2 (series) Chapter 10. In most cases, AIMD and SSC/ASD each assigns an ICRL manager with responsibility for each ICRL distribution, update, training, audit and coordination.

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During the ICRL audit, items are selected from current production reports to verify that ICRL transactions are being executed and recorded. Selected work requests are reviewed for ICRL program application documentation and IMRL SE is spot-checked for inclusion on the ICRL. ICRL reports and files are validated for accuracy and completeness and actions being taken to improve repair capability for items shown on the various ICRL management reports are checked.

AIMD ensures that each production division processing repairables not inducted through a central AMSU (such as engines, drop tanks and SE) record repair data and originate ICRL input cards.

Use the ICRL Change Request to request changes to the ICRL and provide justification for each request. Ensure applicable blocks 1 through 15 are completed accurately and forward to QA via the Division Officer. Block 11b is an anticipated repair capability for some future date and differs from the current capability. TCC and CC are never the same. If no change in current capability is anticipated, TCC and TCCD shall remain blank.

Naval Aviation Logistics Command Management Information System

The Naval Aviation Logistics Command Management Information System (NALCOMIS) is an integrated, on-line, real-time system. The three objectives of NALCOMIS are to increase aircraft readiness by providing local maintenance and supply managers with timely and accurate information required in their day-to-day management and decision making process, reduce the administrative burden on the fleet and improve the quality of upline reported data. NALCOMIS is designed to collect, store, process and distribute data according to NAMP procedures by using a computer system. The computer terminals, magnetic tape drives and communications network are the devices used to enter data in NALCOMIS. The terminals are the primary input devices because of the on-line and interactive nature of these systems.

An authorized user will be able to sign on from any terminal within the NALCOMIS environment. NALCOMIS will process in such a way that it recognizes the user signing on and the user’s assigned organization, work center and Special Maintenance Qualification (SMQ). The SMQ assigned to each person determines his or her ability to access a specific NALCOMIS function. Once a user is allowed access to a function, the user’s SMQ and detailed maintenance qualifications will control data modifications at the data element level in NALCOMIS. After signing on to NALCOMIS, the user will be allowed to access most of the database by selecting an inquiry option on a menu and providing any necessary key prompt information.

NALCOMIS can provide data either by screen display, a hardcopy report, or external interface record. The information displayed on a screen in response to a user’s input will be provided only if the user has the necessary SMQ to perform the transaction. Only authorized users will be allowed to request a report to be printed. The external interface records are automatically generated upon successful completion of the related transaction. Potential users should attend the appropriate training classes before receiving access to NALCOMIS. Logistics Specialist are responsible for providing parts, equipments and materials needed by maintenance. The LS accomplishes this through the material control of a squadron or Intermediate Maintenance Activity (IMA). The AIRMAN training manual describes the organization of the aircraft maintenance departments. You should be familiar with the functions of the entire maintenance department.

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Ordering Parts and Material

Rapid communication between the material control and the ASD/SSC is affected through the use of data transmission equipment. The effective use of communication devices permits maximum coordination between supply and maintenance, thereby improving the overall material management program. Communication equipment may include telephones, radios, teletypewriters and computers. When material or parts are ordered, material control should take action as follows:

• Receive requirements from work centers, support areas and so forth

• Forward requirements to the SSC using locally approved methods of communication. Make sure the data provided to the SSC is clear and legible and a document number is assigned

• Enter the date and time that the material was ordered in the material control register to reflect the exact time of submission to the SSC. This time is required for determining accurate NMCS/PMCS start time and conducting follow-up inquiries

• When a repairable component is ordered, make sure the defective component is available for simultaneous exchange.

In some instances, it is not feasible or advisable to remove a repairable component until a replacement is in hand. The items in this category are identified in the Operational Support Inventories (OSIs), Fixed Allowance Quantities (FAQ) and Allowance Change Request (ACR). Items identified in the CRIPL are the only authorized exceptions to the one-for-one exchange rule.

Work centers and support areas forward requests for parts and material to Maintenance Control/Production Control (MCC/PC). These may be material required in support of weapons systems maintenance or administrative areas. These are known as direct and indirect support requirements. Direct support consists of MAF-related material requirements needed to complete a maintenance action. Indirect support consists of material requirements NOT related to the Maintenance Action Form (MAF). The MCC is responsible for entering the data listed in the following paragraphs in the material control register.

NOTE

For activities using the NALCOMIS system, refer to the user’s manual for procedures. Enter the ORGANIZATION (ORG) code in the register. This is a three-character, alphanumeric code that identifies an organization. It identifies the organization that originally assigned the JCN to a maintenance action. In case of transient aircraft, the JCN will contain the organization code of the aircraft controlling custodian. Specific data blocks to be used and data block requirements are controlled by the aviation 3-M MDS VALSPEC Guide (A7257-01). Paragraphs 13.2.13 through 13.2.17 provide specific data element application and requirements. The first character of the organization code identifies the major command. The second and third characters identify specific units within the major command. Refer to the NAMP appendix E, for more information on organization code structuring.

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Enter the JOB CONTROL NUMBER (JCN) in the register. The JCN is a 9-, 10-, or 11-character alphanumeric code that serves as the base for the Maintenance Data Report (MDR) and control procedures. The JCN allows for separate identification of each maintenance action. Also, it provides a link with the maintenance actions performed by the Intermediate Maintenance Activity (IMA) in support of an activity or an O-level maintenance discrepancy. The JCN consists of four parts. They are the organization code, date, serial number and suffix. The paragraph above describes the organization code. The date is the last three digits of the Julian date. This is the date the JCN was assigned to a maintenance action. It does not necessarily reflect the date when the work started. The serial number may be a three-digit number that runs sequentially from 001 to 999. Also, it may be three alphanumeric characters. This number is used in sequence for each new job initiated. After using serial 999, the next number in sequence will be 001. The alphanumeric characters are used only when documenting inspections other than preflight, post-flight, turnaround, daily, special, conditional, corrosion and acceptance/ transfer. This element may be omitted for initial issues and issues from pre-expended bins.

Enter the TYPE EQUIPMENT CODE (TEC) that describes the end item on which the work is being performed. This is a four-character code that identifies the end item or category of equipment. Refer to the NAMP, appendix E, for additional information about this code.

Enter the BUREAU or SERIAL NUMBER of the equipment or item being worked on. If the number is more than six digits, enter the last six. If it is less than six digits, prefix it with zeros to make six digits. This element may be omitted, if not applicable.

Enter the WORK UNIT CODE (WUC) that identifies the system, subsystem, or component. Refer to the WUC manual for specific aircraft type. The NAMP, appendix E, provides a list of general WUC. This element may be omitted for issues on technical directive compliance (RECTYP 64). Also, this element may be omitted for initial issues and issues from pre-expended bins.

• Enter the COMMERCIAL AND GOVERNMENT ENTITY (CAGE) code. This element must contain the engine TEC in lieu of the CAGE when ordering engines. Cognizance symbol 4V identifies engines

• Enter the PART NUMBER of the required item

• Enter the QUANTITY needed to do the work

• Enter the PROJECT CODE assigned. NAVSUP P-437 and P-485 provide a list of project codes

• Enter the proper REQUISITION PRIORITY DESIGNATOR according to OPNAVINST 4614.1 (series)

• When required, enter the REQUIRED DELIVERY DATE (RDD)

• When needed, enter the DELIVERY POINT

• Enter the ADVICE CODE when needed. An advice code is mandatory for repairable items

• Enter the DOCUMENT NUMBER assigned from the requisition log.

Material for Technical Directive (TD) modifications are issued and accounted for based on the requirements stated on the TD. TD kits and Government-Furnished Equipment (GFE) that complements these kits are budgeted and issued as NAVAIR-owned material. They are issued for one-time installation in specified equipment during fleet maintenance overhaul, repair, or modification programs. The Naval Aviation Maintenance Office (NAMO) assigns the kit identification numbers for TD kits and GFE. The purpose for assigning the kit number is for identifying, requisitioning and

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reporting the items. The Naval Inventory Control Point (NAVSUP WSS) maintains the records and stock balances of the kits for NAMO on the master data file. The daily receipt and processing of transaction item reports (TIR) updates the master data file.

If available, use Pre-Expended Bins (PEB) to get the required items. PEB consist of low-cost, frequently used, maintenance-related items. Items stocked in the PEB are already paid for. Issues made from PEB do not create a charge to a squadron’s account. The value of material in the PEB is charged to the overhead of industrial-type activities. At other activities, the value is charged to the accounts chargeable. The purpose of the PEB is to shorten the issue and accounting procedures for recurring issues of specific items. The Supply Response Section (SRS) of ASD manages the PEB. MCC should review requests for consumable items against the PEB listing provided by the supporting supply activity.

Requisitioning

In the process of ordering the items needed to support maintenance, MCC should perform the following:

• Receive requests from work centers or areas

• Log requirements in the material control register or log book

• Enter the date and time in the register or log to reflect the exact time of submission to ASD. This time is required for determining the accurate timing for conducting follow-up inquiries

• Forward requirements to ASD by using requisition forms or by electronic means. Ensure the data on requisitions are correct.

For activities using NALCOMIS, submit requisitions by using function Requisition Direct for direct support (MAF-related) material requirements. Use function Requisition Indirect for indirect support (not related to MAF) material requirements.

When ordering a repairable component, the defective component must be available for simultaneous exchange upon delivery of the item. When ASD personnel pick up the defective component, you should obtain a signature as proof of turn-in.

Field-Level Repairable with assigned SM&R code PA000 must be processed through the Aeronautical Material Screening Unit/Joint Aeronautical Material Screening Unit (AMSU/JASU) for disposition. The AMSU/JASU is part of the maintenance department.

In some instances, it is not feasible or advisable to remove repairable components until a replacement is in hand. The Consolidated Remain-In-Place List (CRIPL) identifies those items included in this group. The items listed in the CRIPL are the only authorized exceptions to the one-for-one exchange rule.

Establishment of phase maintenance kits is optional as directed by the Aircraft Controlling Custodian (ACC) or Type Commander (TYCOM). When the program is implemented, the following procedures apply:

• Maintenance and Material Control Officers jointly determine the phase maintenance kit requirements. They do this by using the Maintenance Requirements Cards (MRCs) and other maintenance information

• Material control prepares and submits a listing of items included in the phase kits. The listing must have the part number and quantity of each item in the kit. Also, the listing must include the support period of the kit; for example, 30-day maintenance period

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• Material control must tell SSC/ASD if the kit requires replenishment. MCC also must inform SSC/ASD about any changes in part numbers or quantity requirements in the kit

• The phase maintenance kits may be pre-expended or charged to the user upon issue. This is based upon the total parts inventory cost in each kit

• Mandatory turn-in repairable components are not authorized in phase maintenance kits. These are the depot-level and field-level repairable items.

Requisition Monitoring

Monitoring requisitions is necessary to keep the outstanding file current. You should monitor requisitions from the date of submission until receipt of material. There are options for modifiers, follow-ups and cancellations, as well as receipt of status. A NALCOMIS activity uses function DDSN Inquiries to review past and current status of a specific requisition.

The supporting SSC/ASD provides a listing of all outstanding NMCS, PMCS and ANMCS requisitions daily. This listing contains the Document Number, NSN, unit of issue, quantity, project code and priority. Also, it may contain the nomenclature, aircraft bureau number, requisition status, JCN and WUC. Listings may have additional information as set by existing procedures. You must review this listing with maintenance control and make changes as necessary.

To monitor the outstanding requisitions effectively, you must be familiar with set procedures. This includes procedures for requisition modifiers, follow-ups and cancellation. Good outstanding requisition maintenance is key to success as a LS.

Material Obligation Validation

The purpose of the Material Obligation Validation (MOV) request is to compare records and make sure that a requirement still exists. Supply activity forwards the MOV requests according to the Media and Status (M&S) code of the requisition. If the M&S contains a zero, supply activity will send the requests to the monitoring activity. The record position (rp) 54 of the requisition contains the monitoring activity code. Appendix A3 of NAVSUP P-437 lists the monitoring activities. When record position 54 is blank and the M&S is zero, the supply activity forwards MOV requests to the requisitioner. Requisitions for Aviation Operation Maintenance (AOM) use the UIC of the supporting activity. In this case, the supporting activity receives and forwards the MOV requests to MCC for validation.

Files

There are two basic files for keeping records of AOM requisitions. They are the material outstanding file and the material completed file. MCC may use the Visual Information Display System (VIDS) for keeping outstanding requisitions. The VIDS is a management tool that provides a visual display of up-to-date information on a continuing basis. In a squadron, the VIDS allows correlation of information on all assigned aircraft. It provides information on the number of outstanding requisitions for each aircraft. The Project code of the outstanding requisition tells the status of the aircraft. For example, Project Code AK0 means the aircraft is in Not Mission Capable Supply (NMCS) condition. MCC may use the DD Form 1348 for the outstanding file. Activities that use NALCOMIS can use the printed copy of the requisition for the outstanding file.

The requisition completed file contains the receipt copy of each document removed from the outstanding file. Also, it contains canceled documents with attached cancellation confirmation. This file is in document number sequence and is retained for 3 years. There are two holding files used for Operating Target (OPTAR) accounting. They are file one and file two. File three is no longer used

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(see NAVSO P-3013-2, paragraph 4103). File one is the unfilled order chargeable documents for transmittal. It contains the accounting copy for submission to the proper Defense Accounting Office (DFAS) as obligation. This accounting copy may be the green copy of DD Form 1348 (6-pt) or a copy of Standard Form 44. File two is the unfilled order cancellation documents/lists for transmittal to DFAS. This file contains a list of confirmed cancellations or copies of each cancellation documents. MCC must maintain holding files one and two for a 36-month life cycle of each fiscal year appropriation. This means you must have files one and two for the current year, last year and year before last.

Receipt or Delivery of Parts and Material

Upon receipt of material or parts, material control has the following responsibilities:

• Receives the material and DOD Single Line Item Requisition System Document DD Form 1348 (or facsimile form) from the SSC material delivery unit

• Signs the DD Form 1348 hardback copy as a receipt (yellow, green and hardback for repairable)

• Enters the date and time the material is delivered to the specified delivery point on the DD Form 1348 pink and hardback copies and in the material control register or request document facsimile. This time is required for determining accurate NMCS stop time

• Distributes received parts and material to the appropriate work center or work area

• Obtains the signature of the work center personnel receiving the material on the DD Form 1348 pink copy and files the copy in the completed requisition file

• Turns in defective repairable CRIPL components within 24 hours.

Unsatisfactory Issues

Instances will occur when the Supply Response Section (SRS) delivers material that does not satisfy the intended maintenance action. This condition arises when the wrong material is delivered, the material was improperly marked, or the material is determined to be not ready for issue (NRFI) on receipt. When these instances occur, the following actions should be taken:

• Prepare a DD Form 1348-1 for turn-in using RECTYP 62

• Notify SRS that the material is ready for pickup

• Reorder the material, if required.

Turn-In of Defective Components

Repairable material must be removed from an aircraft and made available for turn-in when a replacement is requested, unless specifically authorized to remain in place by the CRIPL.

When the replacement CRIPL item is received, turn-in of the old item must be made within 24 hours. Supporting supply activities must strictly enforce the one-for-one exchange of repairable using the CRIPL to identify the authorized exceptions.

All defective repairable components must be wrapped with a cushioning material, such as cellular plastic film (bubble wrap), PPC-C-795, class 1 or class 2, for short-term protection of equipment from handling and shock when the component is turned in to supply.

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Under no circumstances spare repairable components, Ready For Issue (RFI) or Not Ready for Issue (NRFI), are held in any activity, unless authorized by higher authority.

Handling and Preparation of Engineering Investigation or Quality Deficiency Report Material

Defective material a waiting Engineering Investigation (EI) or Quality Deficiency Report (QDR) disposition must be turned in to supply by the originating activities that will make sure the supporting supply department is an information addressee on the EI request/category (CAT) I QDR message. When material is submitted, the following actions must be taken:

• Attach the visual information display system/maintenance action form (VIDS/MAF), EI request/QDR/SRC card, to the equipment being turned in. The material control must make sure the VIDS/MAF is marked EI or QDR with 3-inch red letters that do not obscure any data elements

• Special care must be taken to cap or package material immediately upon removal from the system to prevent corrosion, contamination, or other damage that may contribute to confusion or loss of possible cause factors

• Do not try to disassemble any material

• Do not make any adjustments

• Do not perform any type of cleaning

• If contamination is suspected, forward samples of the fluid in a clean, sealed container

• Forward all failed fragments. Do not try to reassemble. Wrap fragments separately to prevent damage by movement of one against another

• Package all material to at least the same level of protection as RFI parts. Material for investigation must not be transported loose in boxes or on truck beds or floors. It may not be packed with any other items

• Mark or tag each item with the control number provided by the cognizant field activity (CFA) if available.

The following procedures apply to supply departments forwarding material for investigation:

• Conspicuously mark containers and all documents, such as airbills, government bills of lading, Navy cargo documents and so forth, with the words Engineering Investigation. Cite control number, naval aviation depot (NADEP), customer service, or as instructed by the ISSC

• Register all parcel post shipments

• On the DD Form 1348-1 shipping document, stamp EI in 3-inch letters on the face without obliterating any vital data elements. In the Ship to block, enter the words Investigation Material and the control number.

The supply department may not retain the material longer than the 30-day time limit. This time limit allows adequate time for the Maintenance Engineering Cognizant Field Activity (MECFA) to report shipment of the deficient material

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NOTE

Procedures for Components Awaiting Investigation. All Supply departments shall have registered JDRS users to process material pending investigation. Local Supply departments shall hold all defective EI/PQDR material until shipping or disposition instructions are received from the ISSC/LMTC. The shipping instructions will be depicted within the Preliminary Report. If shipping instructions are not received within 30 days, follow up with the ISSC or other directing authority, either by JDRS technical dialog or by message traffic. Do not ship an exhibit without express shipping instructions from these activities (See Ref. COMNAVAIRFORINST 4790.2(series)).

Financial Management

All material and services requisitioned by an activity ultimately cost the government money. Since the requirements for these items begin in material control, financial responsibility starts there as well.

Funding

Annually, Congress enacts an Operation and Maintenance, Navy (O&MN) appropriation. At the squadron level in the chain of command, the O&MN is known as OPTAR. The squadron’s Aircraft Controlling Custodian (ACC) or TYCOM gives the squadron a portion of the OPTAR each fiscal quarter. Squadrons should get the OPTAR in the beginning of October, January, April and July. (Figure 10-1) illustrates the flow of funds for O&MN.

The Navy Working Capital Fund (NWCF), finances Aviation Depot Repairables (AVDLRs). Under this process, the end user finances the depot-level repair and procurement of 7R Cog items. The end user does this through local replenishment of repairable items that were BCM, lost, or missing. Although squadrons initiate repairable demands, the IMA has primary control over whether the transaction results in a NWCF charge. Thus the IMA or station will retain control of the AVDLR replenishment OPTAR and corresponding accounting responsibilities.

Aviation squadrons use two types of funds. They are the Flight Operation Fund (OFC-O1) and Aviation Operation Maintenance (AOM) Fund (OFC-50). OFC stands for OPTAR functional categories.

Flight Operations Funds

Flight operation funds, also known as OPTAR funds, are for buying supplies and services not used in direct support of maintenance. OPTAR is the amount of money required by a unit to perform its mission. Appendix 30 of NAVSUP P-485 VOL II lists the fund codes used for buying specific items. You should be familiar with this list to order supplies. The following paragraphs list some of the expense-type transactions that are proper charges to the OPTAR:

• Aviation fuels consumed in flight operations

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• Initial and replacement issues of authorized items listed in NAVAIR Allowance List 0035QH (series). It does not include items used by maintenance personnel

• Consumable office supplies for squadrons

• Aerial film, recording tape and chart paper used in flight

• Flight deck and safety shoes used by squadron personnel in the readiness, launch and recovery of aircraft

• Unit identification marks for initial issue to newly reported squadron personnel

• Liquid and breathing oxygen consumed during flight by the pilot and aircraft systems

• Nitrogen consumed in flight

• Forms and publications (Cog 1I) and reproductions thereof. The OPTAR is not used for initial outfitting, newly commissioned squadrons, or forms and pubs in direct support of maintenance

• Special-purpose, identifying clothing used by squadron personnel in the readiness, launch and recovery of aircraft.

Aviation Operation Maintenance Funds

The aviation operation maintenance (AOM) fund is for buying supplies and services in direct support of maintenance. The following paragraphs list some of the items charged from the AOM. Refer to Appendix 30 of NAVSUP P-485 VOL II for a complete list of items chargeable to AOM.

• Paints, wiping rags, towel service, cleaning agents and cutting compounds used in preventive maintenance and corrosion control of aircraft

• Consumable repair parts, miscellaneous material and Navy stock account parts. These are items used in direct maintenance of aircraft, drones, targets, component repair of AVDLR and related SE

• Pre-expended, consumable maintenance material meeting the requirements of NAVSUP P-485. These are items used in maintenance of aircraft, aviation components and SE

• Aviation fuel and lubricants used in test and check of aircraft engines during buildup, change, or maintenance at the intermediate level only

• Allowance list items (NAVAIR 00-35-QH (series)) Items strictly used for maintenance, such as impermeable aprons and explosive handler’s coveralls. Also, it includes industrial face shields and goggles, gas welder leather gloves and nonprescription safety glasses

• Fuel used in related support equipment (shipboard only)

• Test bench equipments. This is replacement of components used in the test bench repair and rotatable pools

• Aircraft loose equipments. This is for maintenance and replacement of aircraft loose equipments included in aircraft inventory record

• Consumable hand tools for maintenance of aircraft, repair and maintenance of equipment and related SE

• Safety and flight deck shoes used in maintenance shops

• Decals used on aircraft

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• Repair and maintenance of flight clothing and pilot/crew equipment

• Forms and publications (Cog 1I) used in support of direct maintenance of aviation components or aircraft

• Special clothing authorized for use on unusually dirty work while performing maintenance on aircraft

• Cost incurred for IMRL repair

• Oils, lubricants and fuel additives consumed in flight operations. It does not include those used in aviation maintenance of drones, targets, component repair, or related SE

• Repairable NSA material used in direct maintenance of aircraft, drones, targets, component repair, or related SE. These are NSA items (not AVDLR) that have MCC E, H, G, Q, or X assigned.

In addition to the above, the following are proper AFM charges for IMA:

• Items consumed in the interim packaging preservation of repairable pacts

• Replacement for missing or unserviceable general-purpose, electronic test equipment allowance items.

Financial Accounting

The ACC/TYCOM issues the operating budget from the applicable Five Year Defense Plan (FYDP) expense limitation. This is to finance the operations, maintenance, administrative and temporary additional duty travel requirements of units assigned and of their staff. This requires maintenance of auditable records that will show the transaction costs incurred and the balance of the operating budget. Also, it must include the value of each operating budget granted. Each ship, aviation squadron, or command is responsible for the efficient and effective use of the OPTAR. Also, each activity is responsible for accurate and timely accounting and reporting of OPTAR. Prompt action must be taken in research and validation of transactions reported by the accounting office relative to the status of each OPTAR held by the command.

REQUISITION/OPTAR LOG.— Each ship, aviation squadron, or command must establish this log, NAVCOMPT Form 2155. The purpose of the log is to record OPTAR grants. Also, it is used for recording the value of transactions incurred as chargeable to the type commander’s operating budget. A separate requisition log will be established for each OPTAR received. The requisition/OPTAR log parallels and provides a check on the official accounting records maintained in the Defense Accounting Office (DFAS). OPTAR grants will be entered in the requisition/OPTAR log.

The value of chargeable requisitions (unfilled orders) reduces the amount on the OPTAR grant. Record all chargeable requisitions and purchase orders in the log. Also, record all non-chargeable requisitions in the log. Non-chargeable requisitions do not affect the OPTAR balance and do not require submission to DFAS. Requisitioning Appropriations Purchase Account (APA) material is an example of non-chargeable requisition. Additionally, differences reported by the DFAS on the Summary Filled Order/Expenditure Difference Listing (SFOEDL) must be entered in the log. See subparagraph 4108-6 of NAVSO P-3013-2 for information about SFOEDL. In SFOEDL, the debit differences will decrease and the credit differences will increase the OPTAR balance. For automated OPTAR holders, see paragraph 4104-7 of NAVSO P-3013-2 for applicability of log and files.

Refer to paragraph 4104 and 4105 of NAVSO P-3013-2 for posting and maintaining requisition OPTAR log and holding file transactions.

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HOLDING FILES.—E stablish files by fiscal year for each OPTAR received. The purpose of the file is to hold the appropriate accounting documents pending transmittal to DFAS. The following paragraphs list the types of files and describe their contents:

File 1 is the unfilled order chargeable documents for transmittal. This file contains the accounting copy (green copy) of the DD Form 1348 (6-pt). Also, it may contain a copy of Requisition and Invoice/Shipping Document, DD Form 1149, DoD Printing Requisition, DD Form 282, or Standard Form 44. Also included are price adjustment documents that increase the estimated chargeable costs. Do not place requisitions for APA or non-chargeable material in holding file 1. Transmit documents in this file to DFAS for matching with expenditure documents from the supplying or paying activity.

File 2 is the unfilled order cancellation documents/list for transmittal. This file contains documents that decrease the estimated cost chargeables (credit adjustments) of the OPTAR. These documents cancel or adjust unfilled orders previously established through the submission of holding file 1 documents. These documents are as follows:

• List of confirmed cancellations or copies of each cancellation documents

• Advance downward price adjustments

• Copies or list of administrative cancellations of above threshold unfilled orders

• Optionally administrative cancellations of below threshold unfilled orders.

All the documents in this file must have the unit and extended price. Enter a transaction for each document in the estimated cost chargeable section of the requisition/OPTAR log. The transaction entry must be for the period involved with an increase to the OPTAR balance. Transmit documents in this file to the DFAS.

Holding file 3 is no longer used because the financial OPTAR holder listings or response sheets for transactions being challenged are to be sent directly to DFAS as soon as they have been processed.

OPTAR DOCUMENT TRANSMITTAL REPORT.—T o maintain currency of accounting records, transmit proper transaction documents to DFAS on time. The transaction documents include unfilled orders, cancellation documents and processed listings. Refer to NAVSO P-3013-2.

BUDGET/OPTAR REPORT.—Un der normal circumstances, activities submit the Budget/ OPTAR Report (BOR) by message. Activities or units in the vicinity of the DFAS, or during the periods of message minimize, are required to submit the report on NAVCOMPT Form 2157. When prepared, submit the BOR to DFAS by not later than the first workday of the month following the month to be reported. Also, submit a copy of the BOR to the appropriate type commander. When a message report is submitted, the Budget/OPTAR Report will not be submitted. The requisition/OPTAR log is a principal source of data needed to prepare the BOR for manual OPTAR holders. Before preparation of the BOR, the requisition/OPTAR log will be balanced. Refer to paragraph 4107 of NAVSO P-3013-2 for additional information about the BOR.

NOTE

Aviation Storekeeper Information Tracking System (ASKIT) Squadron only.

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Transaction Listings Received from DFAS

The Defense Finance Accounting Service (DFAS) perform the official accounting for OPTAR granted to ships, aviation squadrons and other commands. One part of the accounting process for each OPTAR holder is matching the obligations with the bills from supply sources. This matching process results in the production of listings that provide a report of transactions affecting the OPTAR holder’s funds. Some of these listings are submitted to the OPTAR holder for review and processing. The OPTAR holder returns the completed listing (or listing response sheet) to DFAS to correct the records. The annotated listing or response sheet will be sent separately from the OPTAR Document Transmittal Report (NAVCOMPT Form 2156). The following paragraphs describe these transaction OPTAR holder listings.

SUMMARY FILLED ORDER/ EXPENDITURE DIFFERENCE LISTING.—T he DFAS sends this listing to OPTAR holders. The Summary Filled Order/Expenditure Difference Listing (SFOEDL) is distributed monthly for the 1st through 24th report months. Afterwards, it is distributed quarterly through the 33rd report month. Each SFOEDL, sent by DFAS, will contain the results of the monthly reconciliation since the last SFOEDL distributed to the OPTAR holder. The transactions will be printed in document number sequence for each OPTAR on both monthly and quarterly transmittals of this report. OPTAR holders will accept and post all differences in the SFOEDL to the Requisition/OPTAR Log. After posting, the OPTAR holder will review the listing and annotate transactions considered invalid with the proper rejection code. DFAS will reverse valid rejections with a correction transaction and it will appear on a later SFOEDL. The DFAS performs research on differences of $3,000 or more before including it in the SFOEDL. Therefore, consider these differences valid. You should carefully investigate before assigning rejection codes to transactions with differences of $3,000 or more. Refer to paragraph 4108 of NAVSO P-3013-2 for the format and processing procedures of SFOEDL.

UNFILLED ORDER LISTING.—DFAS s ends Unfilled Order Listing (UOL) to OPTAR holders for whom they perform accounting. UOL is produced and distributed MONTHLY for the 4th through 15th report months and then six times quarterly from the 18th through the 33rd report month. The UOL lists unfilled orders (obligations) that are 3 or more months old, held in DFAS files. These unfilled orders have not matched with expenditure documents and have not been canceled. Once the document appears in UOL, 3 months will pass before it will appear again if it has not been deleted by matching with its related expenditure or by cancellation. For example, a requisition prepared in October will first appear in the UOL for January. October is the first OPTAR report month and January is the fourth OPTAR report month. If the requisition remains unmatched for another 3 months, it will again appear in the UOL for April. April is the seventh OPTAR report month. These October requisitions will appear in the UOL every 3 months until the OPTAR’s 33rd report month. The requisitions will be continuously listed unless deleted by matching a related expenditure listing or canceled. Refer to paragraph 4108-3 of NAVSO P-3013-2 for UOL format and procedures. Activities must complete reviewing and validating the UOL within 20 days following receipt. After processing, mail the UOL or Response Sheet to DFAS. The annotated UOL is no longer included in the OPTAR Document Transmittal Report.

UNMATCHED EXPENDITURE LISTING.— This is an itemized listing of expenditure documents received by DFAS for material or services that have not matched with an unfilled order. The typical ship or aviation squadron does not receive this listing unless it has a reimbursable OPTAR. DFAS sends the Unmatched Expenditure Listing quarterly. DFAS sends it for report months of December, March, June and September over the 36-month life cycle of the appropriation. Refer to paragraph 4108-4 of NAVSO P-3013-2 for more information about this listing.

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Tool Control Program

This program provides a means to account for all tools rapidly after completing a maintenance task, thus reducing the potential for Foreign Object Damage (FOD).

Responsibility

The Commander, Naval Air Systems Command (COMNAVAIRSYSCOM) is responsible for the development of the Tool Control Plan (TCPL). NAVAIR coordinates with the cognizant wing in developing TCPL for new type/model aircraft introduced to the fleet. NAVAIR does this through the Naval Air Engineering Center (NAVAIRENGCEN). Other responsibilities of NAVAIR include the following:

• Submission of proposed TCPL and change recommendations to ACC for approval

• Approval and issue of TCPL and changes to TCPL

• Publishing list of approved TCPL via NAVAIRNOTE.

The Material Control Officer (MCO) is responsible for coordinating the Tool Control Program (TCP). The MCO also ensures that tools are ordered and issued in a controlled manner consistent with the approved Tool Control Plan (TCPL).

Tool Control Plan

The TCPL contains information that includes material requirements, tool inventories and detailed instructions. Compliance with an approved TCPL is mandatory for O-level maintenance activities. Request for deviation, although not encouraged, is submitted to the cognizant wing for approval. If applicable, submit the request to the cognizant ACC/TYCOM designated wing serving as the TCPL model manager for specific T/M/S aircraft.

In the event a TCPL does not exist for specific type/model aircraft, the reporting custodian develops the TCPL. The reporting custodian can use other published TCPL as guidance for developing a TCPL. The reporting custodian submits the developed TCPL to the cognizant wing for approval via the chain of command.

Tool Containers

The exterior of all toolboxes or rollaways used for maintenance must clearly identify the organization, work center and tool container number. The tools contained in the toolboxes must be etched with the organization code, the work center code and the container number. Special accountability procedures must be established locally for those tools not suitable for etching; for example, jewelers’ screwdrivers.

Each tool must be placed in a silhouetted container against a contrasting background. The silhouetted tool outline highlights each tool location within the container. Those containers not silhouetted must contain a diagram of the tool locations. Additionally, they must include a separate listing of tools in calibration or requiring replacement.

Aircraft Maintenance Material Readiness List Program

The Aircraft Maintenance Material Readiness List Program (AMMRL) is an overall program that provides the data required for effective management of support equipments (SE). The AMMRL program is involved with over 27,000 end items of aircraft maintenance SE. These are items in the Individual Material Readiness List (IMRL). Also, the program is involved with over 10,000 items of

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operational test program set (OTPS) elements. These OTPS elements are the tailored outfitting list (TOL) items. NAVAIRINST 13650.1 (series) defines the procedures for allowance and inventory control for IMRL items. The objective of this program is to document technical and cataloging data and in-use information about the IMRL and TOL items. Refer to OPNAVINST 4790.2 (series) for more information about the AMMRL program.

Custody Codes

This is a single alpha character code that provides supplemental accountability details about an SE transaction. Also, it shows the effects of transactions on supply and financial records. The codes identify a specific category of SE items placed in the custody of an Intermediate Maintenance Activity (IMA). IMA issues the items to other activities on a sub-custody basis. The following paragraphs describe the custody codes:

Code D is assigned to items listed only in a detachment list code, requiring management and having custody code of P or E. Code D will take precedence in IMRL printing. The issuing of allowances for items coded D is done in the same manner as the P-coded item. For example, code D would apply to items required on air capable ships by deployable detachments.

Code E is for items used infrequently (less than once per month). It means the item is available from the supporting IMA as required. The IMA makes the item available to activities. After use, the activities return the item to IMA.

Code M is for non-calibratable items requiring management that are not otherwise custody coded. The quantity authorized for these items is the total quantity required for sub-custody by each activity supported. An example of an M-coded item is a carrying case for a calibratable item when it is listed in the source data as a separate end item. There are two steps for assigning items in code M. First, the support equipment controlling authority (SECA) identifies the item. Second, NAVAIRENGCEN assigns code M to the item.

Code N is automatically assigned to items that do not require calibration or management and, consequently, not otherwise coded. Code N is automatically entered if the maintenance level is intermediate (I).

Code P is for items weighing over 200 pounds (over 300 pounds for wheeled equipments). When authorized for a supporting IMA, the IMA or MALS contingency support package quantity is the total quantity required for sub-custody to each O-level maintenance activity. The items are issued on a sub-custody basis to squadrons for full-time utilization. The squadron returns the item to the IMA before deployment. While deployed, the new supporting IMA issues these items to embarked squadrons.

Code L is for all items requiring calibration and management. These are items designated for use at O-level maintenance and not already coded D, E, or P. The quantity authorized is the total quantity required for sub-custody by each activity supported. The O-level activities retain the items when deployed.

Individual Material Readiness List

The Individual Material Readiness List (IMRL) is a consolidated allowance list of authorized quantities of SE items. These are items required by an activity to perform its assigned maintenance level functions. The following paragraphs describe the terms used in IMRL.

Support equipment (SE) refers to IMRL and non-IMRL equipment required to make a system, subsystem, or end item equipment operational.

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The Primary Support Equipment Controlling Authority (PSECA) is the term applied to COMNAVAIRSYSCOM. The COMNAVAIRSYSCOM functions as the centralized SE inventory management authority. PSECA is responsible for coordinating distribution of in-use assets among the SECAs. Also, PSECA is responsible for prioritization of SE procurement and distribution of new SE.

SECA is the term applied to major aviation commands that exercise administrative control of AMMRL program SE end items. SECA performs the allowance and inventory control of these items. The following is a list of designated SECAs:

• Commander, Naval Air Force (COMNAVAIRFOR)

• Chief of Naval Air Training (CNATRA)

• Commander, Naval Air Reserve Force (COMNAVAIRRESFOR)

• Nava l Air Maintenance Training Group (NAMTRAGRU)

• Commander, Naval Air Systems Command (COMNAVAIRSYSCOM)

NOTE

COMNAVAIRSYSCOM has designated the Commanding Officer, Naval Aviation Maintenance Office (NAMO) to execute SECA functions for all NAVAIR field activities and depots. NAMO also has SECA functions for naval weapons stations with SE supplied by NAVAIR under the scope of the AMMRL program. The Support Equipment Resources Management Information System is also known as SERMIS. It is a collection of technical and catalog data that identities SE end items required for O-, I- and D-level aircraft maintenance. SERMIS provides SECA with on-line visibility of source, allowance, inventory and rework data.

The Local Asset Management System (LAMS) is a management information system. It uses existing computers to provide standardized SE asset control within the activity. LAMS provides standardized inventory control for naval aviation IMRL SE. It also allows real-time tracking of an activity’s assets.

An Individual Material Readiness List (IMRL) is constructed for all Navy and Marine aviation maintenance activities by extracting applicable portions of the SERMIS. The on-hand quantity listed in the IMRL is based on reports of IMRL item transactions and physical inventories. The format and content of IMRL are in five sections with a monthly cumulative supplement. These sections are employment data, change list, index, main body and the activity’s inventory record. Each monthly SERMIS source data update produces the cumulative supplement. The supplement provides a cumulative list of changes to the IMRL of an activity. Only the items appearing on the list require review. All other items on the basic IMRL remain the same. Changes will remain in the cumulative supplement until the next IMRL printing. The next IMRL printing will include the changes listed in the supplement in the change list section. After IMRL printing, the cumulative supplement cycle starts again. In the first cumulative supplement after an IMRL printing, an asterisk will appear in the first column for each item listed. The asterisk for the second subsequent listing differentiates the changes that occurred in the current month.

Upon receipt of the current cumulative supplement, check for new items listed. If new items are required but not on hand, do the following:

LS: Chapter 10— Aviation Material Management Rev. MAR 2013 10-27

• Order items with even number cognizance symbols

• Order, or include in the next budget, items with odd number cognizance symbols and non-NSN items.

Use existing instructions for submitting an IMRL revision request or requesting disposition instructions. Submit an IMRL revision for added items that were determined as not required to perform the mission. Also, submit an IMRL revision for deleted items that are required to perform the mission.

The maintenance department has an IMRL manager designated. The IMRL manager is responsible to the Material Control Officer for the maintenance of the IMRL. The IMRL manager is responsible for the following:

• Submitting transaction reports of all reportable transactions to the SECA. These transactions are receipt of new items, transfer of items on hand, surveys, or changes in on-hand quantities. The reportable SE listed in the IMRL will be on hand, on order, or certified as not required for mission support by submission of a revision request

• Conducting an annual physical inventory and submitting an inventory report to SECA via the chain of command

• Ensuring that IMRL revisions requests are submitted for all required changes

• Revision Request, NAVAIR 13650/1, is available in the supply system

• Submitting letter requests, via the chain of command, for disposition instructions of excess SE

• Submitting DD Form 200 for survey

• Maintaining custody records for on-hand assets.

All items listed in the IMRL with report code R are subject to transaction reporting. Report IMRL transactions at the time they occur. IMRL activities use the SE Transaction Report, OPNAV 4790/64, for reporting IMRL transactions. Refer to COMNAVAIRFORINST 4790.2 (series) for information on how to complete OPNAV 4790/64.

SUMMARY

This chapter covered some areas and responsibilities of the LS involved in aviation material management functions as well as the procedures according to COMNAVAIRFORINST 4790.2 ((series)). It also contains basic information about the Naval Aviation Logistics Command Management Information System (NALCOMIS).

Basic concepts and guidelines for aviation material management are established to guarantee that requisitioning procedures are standard and properly used by all maintenance activities, a positive control is maintained for all accountable material, personnel and material resources are used to the maximum and supply response to material demands is optimum

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Rev. MAR 2013 11-1

CHAPTER 11

SHIP’S MAINTENANCE AND MATERIAL MANAGEMENT SYSTEMS

The standard ship’s Maintenance and Material Management Systems (3-M) was developed to meet the need for a more effective means of recording, reporting and evaluating the maintenance requirements of the fleet. In the past, most maintenance work was recorded only in the shipboard logs. Although some reports were required for failures of specified electronic equipment systems and components, material commands had no way of knowing if maintenance was being performed on equipment under their cognizance. There was also a lack of financial information. There was no effective way of determining what part of the ship’s operating target (OPTAR) was being spent for repair parts and how much for consumable material.

These needs were partially met by using different fund codes for the different classifications of material. For example: Equipage, Repair parts and Consumables. Commands were then able to evaluate OPTAR usage. It was not until the advent of the Maintenance Data System (MDS) that cog- nizant commands could determine where maintenance man-hours and materials were being used and thereby evaluate the performance of equipment.

While 3-M and MDS are primarily the responsibility of other departments, supply does have a definite part in making MDS work. This chapter discusses the general concept of the shipboard 3-M Systems and your responsibility in the overall effectiveness of the program.

LEARNING OBJECTIVES

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

1. Interpret how the ship’s Maintenance and Material Management System (3-M) addresses effective means of recording, reporting and evaluating the Organizational (O-Level) and Intermediate (I-Level) maintenance and material requirements of the fleet.

THE 3-M SYSTEMS

Each year, newly developed equipments requiring highly specialized maintenance are installed aboard the Navy’s ships. The maintenance requirements for an electric motor or a circulating pump are relatively few and simple. This is because of simplicity of design, a small number of moving parts and the fact that several persons may be qualified to perform the maintenance work. This is not the case for automatic engineering controls or the computers used for the control or missile guidance systems. To perform properly, these control systems must react immediately and accurately to changing conditions. The 3-M systems endeavor to substitute preventive maintenance for corrective maintenance, thus reducing equipment malfunction and downtime.

Proper evaluation of equipment cannot be based only on planned exercises when all possible preparations are made ahead of time. The 3-M systems provide a means of continuously reporting maintenance actions, equipment downtime, repair parts used and the maintenance personnel

LS: Chapter 11— Ship’s Maintenance and Material Management Systems Rev. MAR 2013 11-2

required to perform the work, (Equipment downtime is the amount of time equipment is inoperable due to performance of maintenance, lack of repair parts to fix it, or repair is beyond the capability of ship’s personnel). The 3-M system is not limited to complex systems. It is equally applicable to and effective for all types of shipboard equipment.

The ship’s 3-M systems consist of the following systems designed for maintenance management:

• PMS (Planned Maintenance System)

o Inactive Equipment Maintenance (IEM). • MDS (Maintenance Data System)

o AMS (Alteration Management System). o IMMS (Intermediate Maintenance Activity Maintenance Management System). The scope of these systems of most importance to the LS is described in the following subparagraphs.

Planned Maintenance System

The Planned Maintenance System (PMS) was developed after extensive research on various types of equipment to determine all maintenance actions required for each piece of equipment. This includes the frequency of performance, procedures for performing the maintenance and the skill level (rate) required to accomplish the work. Also, the tools and materials needed to do the job, normal time required and safety precautions to be observed. The system provides planning and scheduling information to the department's heads, division officers and maintenance personnel. Thus, they are able to schedule routine maintenance for underway or in port periods whichever is the best time to accomplish the maintenance.

The Ship’s Maintenance and Material Management System Policy, OPNAVINST 4790.4(series) and the Joint Fleet Maintenance Manual, COMFLTFORCOMINST 4790.3(series) contain thorough coverage of the 3-M Systems from a maintenance management point of view. The 3-M system also includes material management by providing information as to how the Navy is using both its material and manpower.

The Planned Maintenance System (PMS) provides a standard means for planning, scheduling, controlling and performing planned maintenance to complex mechanical, electrical and electronic equipments. PMS maintenance actions are the minimum required to maintain equipment in a fully operable condition and within specifications. The PMS includes a Maintenance Data System (MDS), which is used to record important scheduled and corrective maintenance information and electronic data-processing capabilities, which are used to retrieve this information for maintenance analysis. The 3-M Manual establishes the PMS and assigns PMS management responsibilities. The PMS provides regularly scheduled tests to detect degraded performance and to aid in preventing failures during tactical operations. When failures do occur, the PMS provides formal corrective maintenance in step-by-step fault-isolation and repair procedures. Complete technical documentation (including combat systems, subsystems and individual equipment manuals) is an integral part of the PMS. These manuals provide the necessary information for understanding, operating and maintaining combat systems. Shipboard maintenance falls into three categories:

(1) Maintenance within the capability of ship personnel (organizational level)

(2) Maintenance requiring assistance from outside the ship (intermediate level), such as tender or fleet technical support centers

LS: Chapter 11— Ship’s Maintenance and Material Management Systems Rev. MAR 2013 11-3

(3) Maintenance requiring port facilities (depot level), such as shipyard maintenance. Since the objective of the PMS is to perform maintenance at the organizational or intermediate level, it does not reflect depot level maintenance. Combat systems readiness requires efficient maintenance. The key to this capability is an organized system of planned maintenance that is designed to ensure the maximum operational readiness of the combat systems. This section describes the PMS objective, the maintenance scheduling and data system and the integrated maintenance.

PMS Objective

The PMS objective is to maximize operational efficiency of all equipment and to reduce downtime, maintenance man-hours and maintenance costs. Although the PMS provides methods and resources to accomplish each objective, it is not self-sufficient and does not replace the initiative of maintenance supervisors nor does it reduce the necessity for technically competent personnel. Recording and providing feedback of maintenance and personnel data allow continuing management analysis for the improvement of maintenance methods and personnel management. Full use of the planning methods, along with the acceptance and cooperation of technicians, supervisors and management personnel, produces a maintenance system with the inherent confidence, reliability and capability to help achieve maximum combat systems readiness.

A sampling of data gathered from the fleet shows conclusively that those ships that adhere to their PMS schedules maintain a significantly higher state of material readiness with no greater maintenance manpower usage than those ships that do not adhere to their PMS schedules. The primary ingredients of the PMS program are comprehensive procedures for planned maintenance of the combat systems, subsystems and equipment; system fault-isolation procedures; maintenance task performance scheduling and control; and methods, materials, tools descriptions and personnel required for maintenance. Adherence to the PMS program will produce improved confidence in system maintenance, reduced testing time, elimination of redundant testing resulting from uncoordinated testing and detection of most malfunctions during scheduled maintenance events.

Maintenance Scheduling

The normal flow of events that maintenance managers use in developing an integrated maintenance schedule is shown in (Figure 11-1). This figure shows maintenance management responsibilities and the sequence of events that flow from the department master and work-center PMS record books through the scheduling aids to test execution, unscheduled maintenance and reporting.

Rev. MAR 2013 11-4

:J- - + I I I LS: Chapter 11-Ship's Maintenance and Material Management Systems

MAININANt;MANAGMt NI

PROVIDES CONTINUOUSDIRECTION AT EACH l.f\IEL OF OP£RATION PLANS MANPOWER AND MATERIEL REOUIREMI:NTS. PLANS ANnSC'F: nlll FUAJNTFNANI':F TA. EVALUATES SYSTEMMATERIElREADtNESS_ PERFORMS MAINTENANCE ANALYSIS. .....

OPNAV INSTRUCTION 4700.4

CYCLE SCHEDULE DEPARTMENTAL MASTER AND WORK.CENTER PMS MANUALS PREVENTIVE MAINTENANCE REQUIREMENTS BASED ON SHIP OVRHAVcYC RECORDBOOKS (CONTAINS LOP ANO MAINTENANCE INDEX PAGES)

(OPNAV FORM 479G-13)

AUTOMATED REPORT QUARTERL\' SCHEDULE CSMP.ANDWORK REQUESTS

PEMPLOYMENT SCHEDU SPECIF1C SCHEDUlES IN CONJUNCTION WITHOPERATIONAL REQUIREMENTS.

MAINTENANCE (OPNAV FORM 479G-t4) DATA SYSTEM

MACHINE MAINTENANC e CONTROL BOARD ELECTRONIC DATA MOCESSIN<; CURRENT CURRENT EOUIPMENT OIJARTERI.Y CYCLE SCHEDUlE SCHEDULE

WEEKLY SCHEDULE I r+ SYSTEM

TEST

UNSOIEDULEO MAINTENANCE + SHIP'S MAINTENANCE ---+ ACTION FORM EQliiPMEN TEST DRI ECTS PERSONNEl I ASSIGNMENTS TO I SPECIFIC MAINTENANCE I I EQUIPMENT I SERVICING I I (OPNAV FORM 4790-1 ) OPERATIONAL FCNP0074 FAILURE (OPNAV FOR&,1 A70012K}

Figure 11-1 - PMS Integrated Maintenance Schedule

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The maintenance control board contains the cycle schedule and the current and subsequent quarterly schedules. The board summarizes the status of current and planned combat systems preventive maintenance. It is updated weekly by the division officer for all deferred and completed maintenance items. This subsection describes the maintenance index page and the cycle, quarterly and weekly schedules.

Maintenance Index Page

The maintenance index page (MIP) contains a brief description of the requirements on the maintenance requirement card for each item of equipment, including the periodicity code, the man-hours involved, the minimum required skill level, and, if applicable, the related maintenance requirements. The MIPs for all equipments in a department are maintained in the department’s master PMS record, the record that is used by the department head to schedule maintenance on the PMS schedule forms. Each work center has a work-center PMS record that contains the MIPs applicable to that work center.

Cycle Schedule — The cycle schedule is a visual display of preventive maintenance requirements based on the ship’s current overhaul cycle. It is used by department heads to assist in the quarterly planning of non-PMS-related activities, such as inspections and training.

Quarterly Schedule — The quarterly schedule, planned from the cycle schedule, is a visual display of the ship’s employment schedule. It is prepared by department heads in cooperation with division officers and maintenance group supervisors. The schedule shows the current status of preventive maintenance for each group and assigns specific requirements in conjunction with the ship’s operational schedule.

Weekly Schedule The weekly schedule is a visual display that is normally posted in the working area of each maintenance group. The maintenance group supervisor uses the weekly schedule to assign specific personnel to perform maintenance on specific equipment. Assignments include system and equipment tests and service procedures.

Maintenance Data System

The Maintenance Data System (MDS) provides a means of recording information on maintenance actions that have been taken. The Maintenance Data System (MDS) has three functions. It provides a means of (1) recording maintenance actions, (2) processing the recorded data to define important facts about maintenance and equipment, and (3) retrieving information for analysis. Significant data identified by the system include the reason the malfunction occurred and the manner in which it was discovered, the man-hours expended, the exact equipment affected, any delays in repair, the reasons for delays and the types of maintenance personnel required.

Recording Maintenance Action

Maintenance personnel should record (document) certain shipboard maintenance actions and corrective maintenance on specific categories of equipment at the time the maintenance actions are performed or deferred. Information is recorded and submitted to the MDS for input on the Ship’s Maintenance Action Form (OPNAV 4790/2K).

Processing Recorded Data and Analyzing Information

The MDS data-processing facilities collect, store and analyze maintenance information inputs into the system. The MDS yields a data path concerning equipment maintainability and reliability, man-hour usage, equipment alteration status, material usage and costs, and fleet material condition. Various

Rev. MAR 2013 11-6 LS: Chapter 11— Ship’s Maintenance and Material Management Systems

automated reports are produced periodically for ships, repair activities, unit commanders, and type commanders. These automated reports include current ship’s maintenance project files, work requests, and pre-inspection and survey deficiency listings.

Any data collection system must have some means of sorting and classifying information. If you were handed a stack of stock record cards and told to sort them, you would also have to be told what kind of a sort was needed before you could proceed. These sorts include putting them in national stock number (NSN) or national item identification number (NIIN) sequence; separating them by cognizance or location; removing all cards with excess stock or removing all cards showing outstanding requisitions. Certain items of information that must be shown on the OPNAV Form 4790/2K and on issue documents provide this means of classification.

All material that is consumed in support of a maintenance action must be reported. In most cases, repair parts will be drawn from supply storerooms or ordered through supply. The request documents must contain all data elements necessary for MDS processing. (Figure 11-2) shows a NAVSUP Form 1250-1 used for this purpose. The various elements of MDS data are explained in the Ship’s Maintenance and Material Management System Policy, OPNAVINST 4790.4(series) and the Joint Fleet Maintenance Manual, COMFLTFORCOMINST 4790.3(series).

Figure 11-2.—M DS entries on NAVSUP Form 1250-1.

Supply Responsibility for MDS

Supply responsibilities for the proper functioning of the 3-M systems involve:

• Issuing the material required to accomplish the necessary maintenance actions

• Making sure that issue documents are correctly prepared.

The Maintenance Supply Support Center (MSC) is the logical place to make sure that the request document is completely and accurately prepared. The MSC is the first to receive requests submitted by maintenance department representatives. It is far better to require complete data when the request

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is received than to make an issue on an incomplete document and then try to obtain the missing information.

The issue documents, DD Form 1348 or NAVSUP Form 1250-1, have previously been discussed as they pertained to material expenditure. See (Figure 11-3).

Figure 11-3 — MDS entries on the DD Form 1348. Equipment Identification Code

The equipment identification code (EIC) is a seven-digit alphanumeric code that identifies a specific hardware item from the highest to the lowest level. The breakdown on how to distinguish an EIC is found in the COSAL Use and Maintenance Manual, NAVSUP WSSINST 4441.170 (series) .

These codes are designed to provide a description of the functional and physical relationships of the various elements within a given hardware application rather than to design and/or manufacturer’s differences.

Allowance Parts List/Allowance Equipage List Number

The Allowance Parts List/Allowance Equipage List (APL/AEL) number identifies a specific item of equipment. The breakdown on how to distinguish an APL and AEL is found in the COSAL Use and Maintenance Manual, NAVSUP WSSINST 4441.170 (series) .

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NOTE

Both the EIC and APL/AEL numbers are necessary to provide complete identification. For example, two identical electric motors are installed in a water cooler and a refrigerator.

If maintenance is performed on both of these motors, the MDS report will identify the specific motor by the APL number and the system in which it is installed by the EIC number. In this case, the APL number is the same for both, but each has a different EIC. The above example could be reversed. Two different motors could be installed in one system, such as the ventilation system. In this case, the MDS forms would show the same EIC number but different APL numbers.

Ship’s UIC

The ship’s unit identification code (UIC) identifies each maintenance action to the ship on which, or for which it was performed. After the MDS forms are prepared on the ship, they are submitted to the TYCOM Data Processing Facility for processing and positive ship identification must be provided. Work that is performed by a tender or repair ship must show the receiving ship’s UIC so that the maintenance data can be identified to the proper ship.

Let’s look at some ways that this MDS information can be used:

• By sorting MDS data by UIC, the total maintenance cost and man-hours can be determined for each ship. Commands can use this data in budgetary and manning-level planning

• By sorting MDS data by EIC, the maintenance cost for each system, subsystem, or component of equipment can be determined. This provides an evaluation of equipment performance

• By sorting MDS data by APL/AEL number, the maintenance cost and material usage can be determined for specific items of equipment. This data can be used by inventory control points (ICPs) to adjust the Coordinated Shipboard Allowance List (COSAL). The allowances of repair parts to be carried in your storerooms

• By sorting material usage by NSN, the ICPs can analyze past usage and more accurately predict future usage thereby providing better COSAL support. This information may also be used by supply activities to plan future stock requirements. Previously, this information could only be obtained from ships as they went through a supply overhaul. It is now available as current information from all ships reporting under MDS.

Source Codes

A source code is entered to assist in the evaluation of supply storeroom support. The source code is normally entered by the stock records Logistics Specialist as he processes the issue documents. These source codes are used on NAVSUP Form 1250-1 and DD Form 1348. Refer to NAVSUP P-485, Naval Supply Procedures, Volume 1 and 2, for detailed information about these codes.

The data obtained from issue documents also provides management information to the ship’s 3-M Coordinator. The reports generated enable the Commanding Officer and Supply Officer to review and evaluate the effectiveness of supply support and make more efficient use of the OPTAR.

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The Demand Based Item (DBI) Item Identification Listing provides DBI consumption data and machine calculated stocking limits. The Supply Officer and stock records Logistics Specialist can use the Selected Item Management (SIM) listing to make the quarterly review of DBI items and also use the information shown on the listing to determine stock replenishment requirements.

SUMMARY

This chapter discussed the importance of the relationship between the 3-M program and the supply organization. As a Logistics Specialist, you should now be able to understand the effect of proper procedures that affect the overall effectiveness of the COSAL and supply management.

Rev. MAR 2013 11-

LS: Chapter 11— Ship’s Maintenance and Material Management Systems

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Rev. MAR 2013 12-1

CHAPTER 12

NAVY EXPEDITIONARY LOGISTICS MANAGEMENT

The Navy is a Service steeped in a history of ships, submarines and aviation. It also has a long record of providing outstanding logistic support to afloat units and squadrons. The Navy has historically emphasized traditional war fighting platforms and has not supported expeditionary combat forces to the same extent as traditional Navy units.

We have existing doctrine and well established procedural guidance for pre-deployment preparations and deployment sustainment of sea-going commands, shore-based units and establishments and aviation squadrons. We have not, however, placed the same emphasis on formalizing logistics doctrine and guidance for purely expeditionary, land-based combat elements, such as units of the Naval Expeditionary Combat Command (Naval Construction Force, Naval Expeditionary Logistic Support Group, Explosive Ordnance Disposal and Riverine Forces) and Naval Special Warfare.

Publications, instructions and other organizational documents exist for supporting these forces, but they are typically community or unit-type specific and are doctrinal in nature, but are not Naval Doctrine. Additionally, a lack of Navy-wide and Joint doctrinal understanding and implementation for expeditionary forces has led to vague authorities, relationships and responsibilities.

The Navy has recognized in recent years the importance of supporting expeditionary forces as these units have increased involvement in current military operations, implementing National Military Strategy and conducting Overseas Contingency Operations (i.e. Global War on Terrorism (GWOT), Humanitarian Operations). The logistics professionals who have been given the task of providing sustainment for these units face exceptional challenges due to the high operational tempo and unique aspects of expeditionary forces. Preparing you to provide support to expeditionary forces is also unique since these challenges can vary greatly from your previous experiences. Naval expeditionary forces frequently operate physically removed from traditional Navy logistics support infrastructure and may need to rely on other Services for support. This also increases the level of difficulty. Maximizing the utility of support mechanisms outside the normal Navy structure is crucial and not always understood by aspiring expeditionary logisticians.

Today’s uncertainty and threats are of an entirely unique sort, caused by new challenges. We therefore need a new maritime strategy for this era and for this war - for our time and the incredible and growing challenges that we face.

Despite their demonstrated capability and recent successes in Afghanistan and Iraq, Expeditionary and Special Operations Forces (SOF) face significant challenges in the years ahead. Special operations forces must develop capabilities to defend the U.S. Homeland from terrorism and chemical, biological, radiological, nuclear and high yield explosive (CBRNE) threats wherever they occur, as well as prepare to meet the uncertain challenges of the future. Expeditionary forces must learn and be ready to perform new, nontraditional and irregular warfare efforts – not only with other U.S. Forces but our foreign allies as well. Transforming the force from one designed to combat specific threats to one with capabilities that can address a broad range of contingencies will not be easy, but it must be done. As the American public learned on September 11, some groups and rogue states are willing to attack them directly. Given the stakes associated with future attacks involving CBRNE weapons, Expeditionary forces and SOF cannot fail. They must be prepared to wage war “everywhere, all the time.”

LS: Chapter 12— Navy Expeditionary Logistics Management Rev. MAR 2013 12-2

LEARNING OBJECTIVES

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

1.

2.

3.

4.

5.

6.

7.

8.

9.

10.

11.

12.

13.

14.

15.

16.

17.

Identify the fundamental precepts of Expeditionary Logistics. Describe the various Navy Expeditionary Commands. Describe the fundamental Expeditionary Support Unit (ESU) and Logistics and Support Unit (LOGSU) organizational concepts and missions.

Identify the different levels of control (OPCON, TACON, ADCON) and their impact at the unit level.

Identify the Classes of Supply. Summarize logistic reporting systems. Identify and describe Expeditionary allowancing programs.

Describe financial management implications in an expeditionary environment. Summarize requisition process. Identify Asset Visibility Systems.

Describe the basic elements involved in theater movement.

Identify the use and purpose of deployment and distribution systems.

Identify Field Ordering Officer/Paying Agent (FOO/PA) requirements, processes and the SF1402 Warrant.

Identify Joint logistics integration applications used in Expeditionary Logistics. Explain accounting laws as they are applied in the expeditionary environment. Describe Contingency Operations from a strategic level. Summarize command relationships in a contingency operation.

NAVY EXPEDITIONARY COMBAT COMMAND

Navy Expeditionary Combat Command (NECC), established in January 2006, serves as the single functional command for the Navy's expeditionary forces and as central management for the readiness, resources, manning, training and equipping of those forces to execute combat, combat support and combat service support missions across the spectrum of joint, combined and multinational operations in the near-coast, inshore and riparian environments to include irregular warfare and other shaping missions that secure strategic access and global freedom of action.

A single Type Commander (TYCOM) for Expeditionary Forces allows:

• A single commander aligning:

o Title 10 functions o War-fighting command and control (C2)

LS: Chapter 12— Navy Expeditionary Logistics Management Rev. MAR 2013 12-3

o Resource management • Realignment of disparate force structures

• Created a process for Irregular Warfare (IW) development

• Capitalizes on the synergies of an expeditionary force

• Optimizes adaptive force packaging.

NECC is a command element and force provider for integrated maritime expeditionary missions. NECC is a core expeditionary force providing effective waterborne and ashore anti-terrorism, force protection, theater security cooperation and engagement and humanitarian assistance/disaster relief contingencies. Upon request, NECC supplements Coast Guard Homeland Security requirements while training and equipping forces to support mission requirements.

NECC has an enduring mission beyond Operation Iraqi Freedom (OIF)/Operation Enduring Freedom (OEF): Global Force Management (presence), Maritime Civil Operations (MCO) and Maritime Security Patrol (MSP). NECC’s capabilities are Navy capabilities that date back to WWII (Seabees, EOD, Coastal, etc.). NECC forces are deployed world-wide (not just in U.S. Central Command (USCENTCOM)). The people are the secret weapon in NECC.

Navy Expeditionary Commands (Figure 12-1)

Riverine

Establishes and maintains control of rivers and waterways for military and civil purposes, denies their use to hostile forces and destroys waterborne hostile forces as necessary. The Riverine force combats sea-based terrorism and other illegal activities, such as transporting components of weapons of mass destruction, hijacking, piracy and human trafficking.

Naval Construction (Seabees)

Provides a wide range of construction in support of operating forces, including roads, bridges, bunkers, airfields and logistics bases; provide responsive support disaster recovery operations; perform civic action projects to improve relations with other nations; and provide anti-terrorism and force protection for personnel and construction projects. “We Build, We Fight.”

Explosive Ordnance Disposal

Conducts counter Improvised Explosive Device (IED) operations, renders safe explosive hazards and disarms underwater explosives such as mines. Explosive Ordnance Disposal (EOD) specialist can handle chemical, biological and radiological threats and are the only military EOD force that can both parachute from the air to reach distant targets or dive under the sea to disarm weapons. EOD’s Mobile Diving and Salvage Units clear harbors of navigation hazards engage in underwater search and recovery operations and perform limited underwater repairs on ships and Expeditionary Diving administers fleet support through limited underway ships husbandry and force protection dive support of ships in port and piers. They conduct expeditionary salvage, search and recovery both ashore and afloat and perform harbor clearance with full spectrum salvage and de-beaching, underwater cutting and welding and limited demolition. Expeditionary Diving also offers construction, inspection and repair of ocean facilities such as wharves, piers, underwater pipelines, moorings and boat ramps.

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Maritime Expeditionary Security

Supplies highly trained scalable and sustainable security teams capable of defending mission critical assets in the near-coast environment. Expeditionary Security units provide worldwide maritime and in-shore surveillance, security and anti-terrorism force protection (ATFP), ground defense, afloat defense, airfield/aircraft security and a wide range of secondary tasks from detention operations to law enforcement.

Expeditionary Intelligence

Delivers flexible, capable and ready maritime expeditionary intelligence forces that respond rapidly to evolving irregular warfare area intelligence requirements. Intelligence teams supply expeditionary warfighters with timely relevant intelligence to deny the enemy sanctuary, freedom of movement and use of waterborne lines of communication while supported forces find, fix and destroy the enemy and enemy assets within the operational environment.

Combat Camera

Generates video and still documentation of combat operations, contingencies, exercises and Navy events of historical significance. NECC-COMCAM Norfolk is a visual information acquisition unit, dedicated to providing rapid response aerial, surface and subsurface visual documentation of wartime operations.

Expeditionary Logistics

Delivers worldwide expeditionary logistics with active and reserve personnel to conduct port and air cargo handling missions, customs inspections, contingency contracting capabilities, fuels distribution, freight terminal and warehouse operations, postal services and ordnance reporting and handling.

Guard Battalion, part of the JTF-GTMO

Consists of 600 guards who have administrative oversight for NEGB-GTMO. The Guard Battalion is fully educated in procedures training, cultural training, legal training, self-defense training, first aid training, non-lethal weapons training and weapons training and qualification for external security.

Maritime Civil Affairs and Security Training (MCAST)

Is an enabling force working directly with the civil authorities and civilian populations within a Combatant Commander’s maritime area of operations to lessen the impact of military operations imposed during peace time, contingency operations and periods of declared war. Additionally, they support Combatant Commanders’ Theater Security Cooperation (TSC) efforts by delivering timely, focused and customizable training to designated host nations. As needed, MCAST draws training expertise from across the NECC force and DoD to assist in training delivery. Host nation training supports critical regional stability by helping improve the recipient nation’s capabilities in exercising maritime sovereignty.

Expeditionary Combat Readiness

Coordinates and oversees all administrative processing, equipping, training, deployment and re-deployment of sailors assigned as Individual Augmentees, In-Lieu of forces and to Provisional Units committed to Joint and Maritime Operations.

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NAVY EXPEDITIONARY COMBAT COMMAND

Capabilities as of OCT 09 Capabilities supporting GITMO Brig Key: (Total) (AC/RC) LO/ADHOC]

(729) (14885) (7010/7875) (3034) (2745/289) (6566) (2812/3754) (73) (71/2) [~5000-8500 IAs]

(222) (161/61) (90) (49/41) (3644) (404/3240) (298) (120/178) (650) (650/0)

Riverine Group One (Riverine) First Naval Construction Division (1NCD) Explosive Ordnance Disposal (EOD) Groups One and Two Maritime Expeditionary Security Force (MESF) Navy Expeditionary Intelligence Command (NEIC) Navy Expeditionary Logistics Support Group (NAVELSG) Maritime Civil Affairs and Security Training Command (MCASTC)

Expeditionary Combat Readiness Center (ECRC) Combat Camera (COMCAM) Navy Expeditionary Guard Battalion (NEGB)

Figure 12-1 — Navy Expeditionary Combat Command.

NECC MISSION

Organize, man, train, equip and maintain Navy expeditionary forces to meet the maritime security operations and joint contingency operations requirements. Global force provider of adaptive force packages of naval expeditionary capabilities to war fighting commanders. Extend maritime battle space.

Essentially, NECC needs to ensure their forces are ready to deploy in order to support the war fighting commanders’ requirements. NECC exercises administrative control (ADCON) over their assigned forces. In other words, the administrative aspects like training, manning, equipping, maintaining, are all areas of responsibility of the TYCOM.

The NECC Force delivers unique skill sets to maritime security operations (MSO) to ensure access across the maritime operational environment. Bottom line, NECC can pick and choose from a shopping list of capabilities to build an appropriate adaptive force package to meet maritime or joint operational commanders’ requirements.

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Navy Special Warfare Commands

Commander, Naval Special Warfare Command (COMNAVSPECWARCOM or CNSWC)

Commander, Naval Special Warfare Command (NSW) was commissioned April 16, 1987, at Naval Amphibious Base Coronado in San Diego, California. As the Naval component to the United States Special Operations Command (USSOCOM) headquartered in Tampa, Florida. Commander, Naval Special Warfare Command provides vision, leadership, doctrinal guidance, resources and oversight to ensure component maritime special operations forces are ready to meet the operational requirements of combatant commanders. CNSWC forces are about 8500 personnel (6,634 ~ Active Duty Personnel: 2,889 Operators (Sea, Air and Land (SEAL) / Special Warfare Combat Crewmember (SWCC)) and 3,745 Support Personnel; 902 Civilian Personnel; and 900 Reserve Personnel - 8,436 Total) …. less than 2% of the total Navy manpower. Their forces are busier than ever answering "911 calls" from around the globe.

NSW has a long history of being at the “Tip of the Spear” and involved in every major US conflict since WWII. Today's Naval Special Warfare operators can trace their origins to the Scouts and Raiders, Naval Combat Demolition Units (NCDU), Office of Strategic Services Operational Swimmers, Underwater Demolition Teams (UDT) and Motor Torpedo Boat Squadrons of World W ar II. In 1962 the first use of Naval Special Warfare designator began with the development of Seal Team One and Two. During the Vietnam War, a robust Riverine Warfare capability was developed which became the forerunner of the Special Warfare Combat Crewmember (SWCC) warrior. Pre-SOCOM, NSW started as two (O-6) major commands under Commanders, Surface Forces Pacific and Atlantic.

NSW has experienced tremendous change since SOCOM was created in 1987. The focus was on fleet support, a single platoon either riding amphibious ships or conducting engagement events in theater. NSW has always been on rotation deployments (like the fleet); started with almost zero combat service and combat service support. Significant growth in the 1980’s, some in the 1990’s (new platforms), resumed growth with Program Objective Memorandum (POM) 2004 Program Decision Memorandums 1 (POM 04 PDM 1) (first Quadrennial Defense Review (QDR) growth).

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NSW Chain of Command Subordinate Forces (Figure 12-2)

Subordinate Commands

NAVAL SPECIAL WARFARE COMMAND CORONADO, CA

NSW GROUP THREE CORONADO, CA NSW GROUP ONE CORONADO, CA NSW GROUP TWO LITTLE CRK, VA NSW GROUP FOUR LITTLE CRK, VA

SDV TEAM 1 PEARL HARBOR HAWAII

ASDS PEARL HARBOR HAWAII

SDV TEAM 2 LITTLE CRK, VA SEAL TEAM 1 CORONADO, CA

SEAL TEAM 3 CORONADO, CA

SEAL TEAM 5 CORONADO, CA

SEAL TEAM 7 CORONADO, CA LOGSU 1 CORONADO, CA

NSWU 1 NAVSTA GUAM

NSWU 3 BAHRAIN

SUPPACT 1 CORONADO, CA SEAL TEAM 2 LITTLE CRK, VA

SEAL TEAM 4 LITTLE CRK, VA

SEAL TEAM 8 LITTLE CRK, VA

SEAL TEAM 10 LITTLE CRK, VA LOGSU 2 LITTLE CRK, VA

NSWU 2 STUTTGART,GE

SUPPACT 2 LITTLE CRK, VA SBT 12 CORONADO, CA

SBT 20 LITTLE CRK, VA

SBT 22 STENNIS SPACE CENTER, MS

NSW GROUP ELEVEN CORONADO, CA

NSW CENTER CORONADO, CA AVSCIATTS, MS LITTLE CRK, VA

NSW DEVELOPMENT GROUP DAM NECK, VA SEAL TEAM 17 CORONADO, CA

SEAL TEAM 18 LITTLE CRK, VA

Figure 12-2 — NSW Subordinate Forces.

NSW Mission Statement

Naval Special Warfare Command (NAVSPECWARCOM) in Naval Amphibious Base Coronado in San Diego, CA, leads the Navy’s special operations force and the maritime component of United States Special Operations Command (USSOCOM), headquartered at MacDill Air Force Base, Tampa, Florida.

To organize, train, man, equip, educate, sustain and maintain combat readiness and deploy Naval Special Warfare forces to accomplish special operations missions worldwide. NSW Forces operate independently or in conjunction with other SOF, allied units and coalition forces. NSW mission areas include: special reconnaissance, direct action, unconventional warfare, combating terrorism, foreign internal defense, information warfare, security assistance, counter-drug operations, personnel recovery and hydrographic reconnaissance. NSW Forces operate independently or in conjunction with other SOF, allied units and coalition forces; a tactical force with strategic impact.

Expeditionary Logistics Defined

Joint Publication 4.0 (JP 4.0) defines logistics as planning and executing the movement and support of forces. It includes those aspects of military operations that deal with:

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• Design and development, acquisition, storage, movement, distribution, maintenance, evacuation and disposition of material

• Movement, evacuation and hospitalization of personnel

• Acquisition or construction, maintenance, operation and disposition of facilities

• Acquisition or furnishings of services.

(This term and its definition modify the existing term and its definition and are approved for inclusion in Joint Publication JP 1-02).

Logistics is part and parcel of any attempt to conduct military operations. It is critical to the creation, maintenance, deployment and employment of forces as well as to the redeployment, reconstitution and regeneration of those forces after their employment. Without logistics, war as a deliberate, organized activity would be impossible. Without logistics, military units cannot be raised or equipped. Without logistics, forces cannot reach the battlefield.

Without logistics, weapons go without ammunition; vehicles go without fuel; equipment breaks and stands idle; the sick and wounded go untreated; troops go without food, shelter and clothing. Thus, logistics establishes limits on what is operationally possible. Nevertheless, while logistics sets the limits, the goal of our logistics effort is to extend those limits as far as possible. Because logistics encompasses a wide range of support activities, logistic elements are normally broken down into groupings of six related activities known as functional areas. These six functional areas are supply, maintenance, transportation, general engineering, health services and other services which include legal, exchange, food, disbursing, postal, billeting, religious, mortuary and morale and recreation services.

Logistics includes three main components: Maintenance, Transportation and Supply.

Doctrinal Definitions

Sustainment is the provision of logistics and personnel services necessary to maintain and prolong operations until successful mission completion. Sustainment in joint operations provides the subordinate Joint Force Commander (JFC) flexibility, endurance and the ability to extend operational reach. Effective sustainment determines the depth to which the joint force can conduct decisive operations, allowing the JFC to seize, retain and exploit the initiative. Sustainment is primarily the responsibility of the supported Combatant Commander (COCOM) and subordinate Service component commanders in close cooperation with the Services, Combat Support Agencies (CSAs) and supporting commands (source: JP 4.0).

Combat Service Support (CSS) is the essential capabilities, functions, activities and tasks necessary to sustain all elements of operating forces in theater at all levels of war. Within the national and theater logistic systems, it includes but is not limited to that support rendered by service forces in ensuring the aspects of supply, maintenance, transportation, health services and other services required by aviation and ground combat troops to permit those units to accomplish their missions in combat. Combat service support encompasses those activities at all levels of war that produce sustainment to all operating forces on the battlefield.

Differences Between Expeditionary Command And Fleet Logistics

The following are some of the differences a Logistics Specialist will experience serving in the expeditionary logistics community:

• Serving in sometimes small and disparate units

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• Challenged with the “tyranny of distance” far from established Navy Supply Chains

• A challenging ILS process….i nvolves multiple SYSCOMS, heavy on the contractor support vice supported thru typical technical provisioning data… . Expeditionary is not “platform” centric

• Much of Navy’s Supply Policy, Doctrine and CONOPS are BLUE WATER based… c ontinually refining and tailoring. Expeditionary operates in littoral (brown and green water). Managing all classes of supply (heavy on class 2) as opposed to afloat management (primarily class 9 and updating the associated IT systems needed to manage these commodities

• Drawing logistic support from other services/components is heavier now than normal fleet operations.

The following are several examples of typical Expeditionary forces that require logistics support:

• 8 person Explosive Ordnance Disposal (EOD) Platoons serving in remote Iraq and Afghanistan Forward Operating Base bases

• 10-20 person Seabee Detachment imbedded Iraq/Afghanistan Provincial Reconstruction Teams (PRTs)

• 5 person Military Civil Affairs Security Training Command (MCASTC) supporting SOUTHCOM Global Fleet Station (GFS) and African Partnership Station

• 20 person MESF boat detachments protecting Gulf Oil Platforms (GOPLATS) throughout CENTCOM

• 2-4 man Combat Service Support Troop serving with Naval Special Warfare (NSW) Squadron deployed elements world wide – handling all logistics/transportation etc. for the deployed SEAL Platoon.

Characteristics of Expeditionary Logistics

• Heavy Non-standard requisitioning

o —N SW - 70%/30% Open Purchase (OP) vs NSN requisitioning o —NECC – (RIVGRU One) 70%/30% NSN requisitioning vs OP • Personal Gear Issue (PGI) is the major commodity

• Procurement/requisitioning away from Garrison in remote locations

o —Use of Common User Logistics (CUL) and Executive Agency (EA) • Use of Derivative DODAACS and other systems (PBUSE, MICAS, SSAVIE, etc.).

• Logistics Planning Concepts used by JOs & Senior Enlisted

• JOPES/TPFDD process

• TOA vs COSAL

• Heavy Class IV management

Levels of Logistics

The three levels of logistics support as described in Joint Publication (JP) 4.0. Logistics exists at the strategic, operational and tactical levels of war; and includes the full range of logistic capabilities, stakeholders and end-to-end processes.

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3 Levels = 100% Emphasis: Strategic = 20%, Operational = 20% and Tactical = 60%

Overview

Levels of logistics correspond directly to the strategic, operational and tactical levels of war. The strategic, operational and tactical levels of logistics function as a coordinated whole, rather than as separate entities. Although we generally focus on the tactical level of logistics, it is imperative everyone understands the interaction of all three logistics levels. These levels interconnect like sections of a pipeline, tying together logistics support at the strategic, operational and tactical levels.

Strategic Logistics - Strategic logistics supports organizing, training and equipping the forces that are needed to further the national interest. At the strategic level, the Navy executes the core capabilities: Sustainment Base, Material Readiness, Facilities, Deployment Components, Acquisition Systems, Mobilization, Force Generation, Command & Control and Force Regeneration.

Operational Logistics - Operational logistics links tactical requirements to strategic capabilities in order to accomplish operational goals and objectives. Operational logistics supports conducting campaigns and providing theater-wide logistics support, generally over periods of weeks or months. Operational logistics links the tactical requirements to the strategic resources.

Tactical Logistics. Tactical logistics includes organic unit capabilities and the Combat Service Support (CSS) activities necessary to support military operations. Tactical logistics involves the actual performance of the 6 functions of CSS of Supply, Maintenance, Transportation, Health Services, General Engineering and other Services with resources immediately or imminently available.

Seven Principals of Logistics

There are seven principles of logistics support that apply to all three levels of logistics and attaining these principles is essential to ensuring operational success. These principles are guides for planning, organizing, managing and executing.

Responsiveness

Responsiveness is the right support in the right place at the right time. Among the logistics principles, responsiveness is the keystone. All other principles become irrelevant if logistics support does not support the commander’s concept of operations. Responsiveness includes the ability to meet changing requirements on short notice; tailor assets to meet changing priorities; requires visibility of all available assets. Additionally, critical anticipation of requirements: ability to foresee future operations 24, 48, 72, 96 hours in advance; identify and accumulate the minimum assets to meet support requirements; ensure Combat Services Support capabilities are versatile; and estimate predictions of potential future operations.

Simplicity

Simplicity fosters efficiency in both the planning and execution of logistics operations. Simplicity means avoiding complexity in both planning and executing. Establishment of pre-staging of supplies and services by the supported unit can simplify logistics support operations. Mission orders, drills, rehearsals and Standard Operating Procedures (SOPs) contribute to simplicity.

Flexibility

Flexibility is the ability to adapt logistics structure and procedures to changing situations, missions and concepts of operation. Logistics plans and operations must be flexible to achieve both

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responsiveness and economy. This may require improvisation necessary to provide continuous support, since established procedures may not provide needed support. Requires a willingness to devise new procedures and the talent to make, invent, arrange, or fabricate what is needed out of what is at hand.

Economy

Economy is providing sufficient support at the least cost without impairing mission accomplishment or jeopardizing safety or lives. At some level and to some degree, resources are always limited. Economy means providing the most efficient support to accomplish the mission and reflects the reality of resource shortfalls. Commanders consider economy in prioritizing and allocating sources. Avoid duplication of effort when possible.

Attainability

Attainability (or adequacy) is the ability to provide the minimum, essential supplies and services required to begin combat operations. The principle of attainability allows the commander to pursue a higher level of logistics confidence, but an operation undertaken without meeting the minimum needs determined under this principle is, by definition, destined to fail.

Sustainability

Sustainability is the ability to maintain logistics support to all users throughout the area of operations (AOR) for the duration all phases of the operation. Sustainability focuses the commander’s attention on long-term objectives and capabilities of the force. Sustainability is anticipation of requirements over time and synchronizing delivery of sustainment stocks throughout the operation.

Survivability

Survivability is the capacity of the organization to protect its forces and resources from destruction or degradation. The allocation of reserves, development of alternative and phasing of logistics support contribute to survivability. Robust and redundant support contributes to survivability, but may run counter to economy. Survivability requires a robust and diverse logistics system capable of sustaining forces in the face of any obstacle. Accordingly, the survivable logistics must include sufficient assets to support its own recovery as well as the operating forces.

Origins of ESU and LOGSU

Initially all commands within NECC and NSW provided their own supply support. This required redundant processes to be used across Echelon IV commands (e.g., Naval Special Warfare Group Two (NSWG-2), Explosive Ordnance Disposal Group Two (EODGRU 2)), which often were different and was costly from both efficiency and effectiveness view point.

The LOGSUs/ESUs were established by taking the logistics and support functions out of the SEa-Air-Land (SEAL) teams / Explosive Ordnance Disposal (EOD) Mobile units and consolidating them into the LOGSU and ESU. This allowed the operator to concentrate on operational issues and not the daily tasks associated with logistics support to the Team. Logistics, Engineering, Master-at- Arms (MAA) and other functions migrated to the central unit of LOGSU with the LOGSU providing the support to the Teams as required, but also gaining efficiencies that enabled improved support to the TEAM Commanding Officer (CO).

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Advantages

Advantages of an Expeditionary Support Unit (ESU) / Logistics and Support Unit (LOGSU):

• Takes advantage of “economy of scale” and allows for streamlined processes to be put into place that are more efficient than having redundant programs within multiple activities. For example: RIVERINE Squadrons 1, 2, & 3 each had their own supply organizations. Each operated at different levels…so me better than others. Each had to maintain their own Operating Target (OPTAR) log and was responsible for their own inventory. All of these functions are now rolled up into the ESU. It would be similar to a ship where you have one Supply Department supporting all the other departments (Engineering, Combat Systems, Navigation, Weapons, etc.).

• Reduces the Information Technology (IT) system support requirement and allows for a single manager of requisitions, inventory and financial data for the supported activities.

Mission of ESU and LOGSU

Mission awareness focuses on supporting the warfighter while maintaining accountability and providing stewardship. LOGSU has an inherent responsibility to ensure best business practices, policies and procedures are in place that optimizes readiness, material accountability and fiscal responsibility.

Due to each NECC ESU mission being slightly different a general mission statement is used:

Typical LOGSU/ESU Mission

Provide administrative and logistic support to Echelon IV and V commands by removing these functions from operating units which will allow them to concentrate on operations and train for deployment.

Supply Elements of the LOGSU/ESU

If you are in an Echelon IV/V unit such as a Seal Team or EOD Mobile Unit you’re identified as a department within MICROSNAP SFM or R-Supply to track the budgets and for supply support to be provided. Establishment of the ESU optimized logistics support through advanced planning and preparation in financial and supply management process. This topic introduces you to the Supply elements of the ESU.

Other Functions Performed within an LOGSU/ESU

• Management of armory equipment; procurement, issue and inventory of all small arms, crew weapons, etc.

• Management of CESE equipment for supported units

• Management of small boats and utility craft

• Management of TOA equipment and Gear

• Management of recompression and diving equipment (if used)

• Management of communications gear

• Basis of Issue – Advanced (Allowance) (BOI-A) for NSW

• And finally, facility planning and programming limited to tent camp support.

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Central Management

The concept to take away here is that one “department” is supporting all the other “departments” by centrally managing these elements of your units

LOGSU and ESU Functions

Logistics functions performed by an ESU and LOGSU are concurrent focus on both homeport (garrison) and deployed (expeditionary) logistics: establish and execute support policy for Expeditionary Units while in garrison; and execute support for deployed Expeditionary Units.

Examples of Supply Support functions include:

• Coordinating issue of organic gear, clothing, material and equipment

• Repair parts and consumable supply issues / inventory management

• Provides contracting Support

• Fiscal Management

• Maintaining constant level of readiness across all departments

• The government purchase card is managed and monitored

• Maintaining budgets

• Special clothing, custody items (messing kits, tents, etc.), maintenance items and normal consumables are issued

• Material disposition & asset management/inventory control

• Receipt, Issue and material movement

• Turning in Depot Level Carcasses to the Advanced Traceability and Control (ATAC) Hub

• Movement of Mail, Personnel and material.

Types of Command Relationships

There are three types of command relationships:

OPCON Definition

The authority to perform those functions of command over subordinate forces involving organizing and employing commands and forces, assigning tasks, designating objectives and giving authoritative direction necessary to accomplish the mission.

It’s just like it reads. OPCON is the authority to perform those functions of command over subordinate forces involving organizing and employing commands and forces, assigning tasks, designating objectives and giving authoritative direction necessary to accomplish the mission.

TACON Definition

The command authority over assigned or attached forces or commands, or military capability or forces made available for tasking, that is limited to the detailed direction and control of movements or maneuvers within the operational area necessary to accomplish assigned missions or tasks. TACON may be delegated to and exercised by commanders at any echelon at or below the level of combatant command.

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ADCON Definition

The direction or exercise of authority over subordinate or other organizations with respect to administration and support, including organization of Service forces, control of resources and equipment, personnel management, logistics, individual and unit training, readiness, mobilization, demobilization, discipline and other matters not included in the operational missions of the subordinate or other organizations. ADCON is synonymous with administration and support responsibilities identified in Title 10, USC. This is the authority necessary to fulfill Military Department statutory responsibilities for administration and support.

Understanding these relationships is crucial to the Logistics Specialist when working with financial considerations, movement of materiel and overall support while in the theater of operations.

Definition of Support

Support is a command authority. A support relationship is established by a superior commander between subordinate commanders when one organization should aid, protect, complement, or sustain another force. The Joint definition of support is action of a force that aids, protects, complements, or sustains another force in accordance with a directive requiring such action.

General Support

That support which is given to the supported force as a while rather than to a particular subdivision thereof.

Example: Anyone can walk up to that unit and get support, because that unit has been TOLD in a WARNORD, FRAGO or EXORD it is in GS to the joint force. Illustrative example: a sustainment Brigade that has been directed to be GS for the Joint force, so it carries Class V(W) for SEALs, Special forces ODA teams, Rangers, Marines, etc.

Mutual Support

That support which units render each other against an enemy because of their assigned tasks, their position relative to each other and to the enemy and their inherent capabilities.

Example: this is generally a tactical term, but COULD be used for multinational logistics. Be careful here – Australians would draw supplies from a GS unit, using MULTINATIONAL forms and procedures. Mutual support does NOT necessarily mean “multinational” or “coalition.”

Direct Support

A mission requiring a force to support another specific force and authorizing it to answer directly to the supported force’s request for assistance

Example: A logistics unit that has been tasked to support only X unit or Y unit and as a result, no one else can walk up and get anything from it. Navy expeditionary units would not be able to get anything from a DS unit and would have to go find a GS unit (the DS unit would be able to tell that Navy unit where it might be able to get support).

Close support

That action of the supporting force against targets or objectives which are sufficiently near the supported force as to require detailed integration or coordination of the supporting action with the fire, movement, or other actions of the supported force.

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Example: a Marine corps or Army unit provides support for logistics convoy operations.

Tactical Logistics “The level of war at which battles and engagements are planned and executed to accomplish military objectives assigned to tactical units or task forces. Activities at this level focus on the ordered arrangement and maneuver of combat elements in relation to each other and to the enemy to achieve combat objectives" (Source: JP 1-02).

The following diagram shows the relationship of tactical logistics in the overall logistics pipeline.

Levels of Logistics

Functions of Tactical Logistics

Supply

Supply is a cyclic process of acquiring and issuing materiel to supported units. It may be consumable or durable materiel, components and end items. The Combat Service Support Element (CSSE) commander’s primary concern is providing the supported commander with initial supplies when deployed and resupply when supply requirements change. Supplies are defined as all material and items used in the equipment, support and maintenance of military forces. Supply consists of the

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procurement, distribution, maintenance while in storage and salvage of supplies, including the determination of kind and quantity of supplies.

Supply consists of two phases:

• Producer Phase

o The producer phase extends from determination of procurement schedules to acceptance of finished supplies by the military Services.

• Consumer Phase

o The consumer phase extends from receipt of finished supplies by the military Services through issue for use or consumption.

Maintenance

Maintenance involves those actions taken to keep materiel in serviceable condition (preventive maintenance) and actions required to return materiel to serviceable condition (corrective maintenance).

Maintenance consists of all action taken to retain materiel in a serviceable condition or to restore it to serviceability. It includes: inspection, testing, servicing, classification as to serviceability, repair, rebuilding and reclamation.

Levels of Maintenance - There are three categories of maintenance:

• Organizational

o The using unit performs organizational maintenance on its assigned equipment. • Intermediate

o Intermediate maintenance is the responsibility of and performed by maintenance activities in direct support of using organizations.

• Depot

o Depot maintenance is performed on materiel that requires a major overhaul or a complete rebuilding.

Transportation

Transportation is moving personnel, supplies and equipment from one place to another using railway, highways, waterways, pipelines, oceans and airways. Transportation is needed to put combat power (personnel and materiel) in the correct locations at the proper times to start and maintain operations. Any major transportation plan includes the means to affect the movement (e.g., trucks) and controls for managing those transportation means (e.g., Movement Control Teams).

General Engineering

General engineering is distinct from combat engineering. General engineering is typically considered a CSS function (e.g., engineer support battalion), while combat engineering is considered a combat support function (e.g., combat engineer battalion). Engineers bring both constructive (e.g., building bunkers, providing utilities) and destructive (e.g., demolition, breaching) support capabilities to the battlefield.

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Health Services

Health Services Support (HSS) seeks to minimize the effect that wounds, injuries and disease have on unit effectiveness, readiness and morale. HSS is accomplished by a preventive-medicine program that initially safeguards personnel against potential health risks and by the establishment of a system that provides medical support from the point of wounding, injury, or illness through evacuation.

The Health Service Support mission is to minimize the effects that wounds, injuries and disease have on units’ effectiveness, readiness and morale. The mission is accomplished by a preventive medicine program that safeguards personnel against potential health risks and by establishing a Health Service Support system. The system provides support from the point of wounding, injury, or illness and evacuation to a medical treatment facility that can provide the level of care required by the patient.

Services

The services function provides for effective administration, management and employment of military organizations. The subfunctions of services are essentially administrative or nonmateriel in nature and are implemented with uniform systems and procedures. The subfunctions are:

• Disbursing services

• Postal

• Exchange services

• Legal services

• Civil-military

• Mortuary affairs.

Classes of Supply

Materiel commodities are categorized into nine classes of supply, each with unique supply chains. These categories in which supplies are grouped assists in facilitating supply management and planning.

Class I - Subsistence

Class I is subsistence materiel ranging from military specification rations to commercial food items. Fundamentally, basic subsistence requirements are determined by the Services based on feeding plans that are established to support the operational requirements of tactical commanders. Most subsistence materiel is not stocked at the strategic level based on current distribution techniques. Operational rations are stocked in limited quantities based on anticipated contingency requirements.

Class II - Clothing, Individual Equipment and Tools

Class II is composed of organizational clothing and individual equipment, such as tentage and individual weapons; consumable items such as tools and administrative and housekeeping supplies; and industrial supplies such as cable, rope, screws and bolts. Class II contains the widest array of different items in a single supply class. Some of these items can be critical to humanitarian assistance and disaster relief (HADR) and related missions. Care needs to be addressed for cultural differences in Muslim areas (e.g., Black Body Bags are a huge problem for Muslims, must be white).

Class III - Petroleum, Oils and Lubricants (POL)

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Class III includes bulk and packaged POL; hydraulic and insulating oils; preservatives, bulk chemical products, coolants, deicing and antifreeze compounds and components and additives of such products; and liquid and compressed gases, natural gas, coal and electricity. Bulk fuel, the major Class III commodity, is propulsion fuel for aircraft, ships and vehicles. Under the single fuel concept, primary fuel support for land-based air and ground forces in all theaters shall be accomplished using a single kerosene-based fuel as approved by the combatant commander. Packaged Class III items, defined as containers of 55 gallons or less, are managed and distributed similarly to Class II items except for the specific safety and environmental requirements necessitated by particular products.

Class IV - Construction Materiel

Class IV includes all construction raw materials and fortification and barrier items such as lumber, wire and sandbags. Class IV items are used for force protection, facility construction and maintenance by military civil engineering forces or contractor construction firms. While many Class IV items are commonly available on the in-theater commercial market, some items, such as construction lumber and plywood, may be scarce or prohibitively expensive in some geographic areas. In addition, joint forces may be in competition with HN users for the same common items:

• Barrier Materials - Delay, channel, or stop enemy offensive movements concertina wire, pickets, barbed wire

• Fortification Materials - Enable forces to prepare positions and shelters plywood, sandbags, Hercules Engineering Solutions Consortium (HESCO) barriers - This conversion of traditional Sandbag walling concept into an enhanced Blast Wall System has helped to overcome the problem of labor intensive and time consuming in a military environment that requires mobility and rapid deployment

• Construction Materials - Enable engineers to construct/repair airfields, Landing Zones, roads and trails.

Class V - Ammunition

Class V materiel consists of munitions of all types; bullets and projectiles, bombs, explosives, land mines, fuses, detonators, pyrotechnics, propellants and their associated items and chemical agents of all types.

Class V items are managed through a combination of joint and Service materiel managers. The US Army is the single manager for conventional ammunition (SMCA) and executes this responsibility through the US Army Material Command Operational Support Command (OSC). The SMCA manages such items as small arms, mortar, artillery and naval gun ammunition; bombs; unguided rockets; land mines; grenades; flares and pyrotechnics; and component items such as explosives and propellants. The Military Departments manage Service-unique-items such as guided missiles, rockets, mines, torpedoes and guidance kits for bombs.

NSW manages their own Class V account, called the Q account, funded separately from service funded ordnance and generally is more specialized; that regular Class V materials. Some items are very mission specific and in limited inventory.

Class VI - Personal Demand Items

Class VI materiel includes various nonmilitary health, comfort and recreational items procured and managed by the Service exchanges: Army and Air Force Exchange Service (AAFES), Navy Exchange Command (NEXCOM) and the Marine Corps Exchange (MCX), as well as Service morale, welfare and recreation organizations.

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Class VII — Major End Items

Class VII is composed of the major Warfighting equipment that constitutes the combat forces. Class VII includes ships, aircraft, missiles, tanks, launchers and vehicles that are normally procured by the individual Service acquisition commands as a part of major acquisition programs.

Class VII items are programmed and procured in accordance with long range requirements as part of major Service and US Special Operations Command (USSOCOM) procurement programs executed by designated program offices within the Service and USSOCOM acquisition commands and/or centers. Major end items having multiservice applications are managed by a single Service program office for the entire Department of Defense (DoD) community.

Class VII items are capital assets of the Services and are not typically “stocked” as wholesale items for routine issue to requisitioning activities. War reserve stocks of Class VII materiel are managed by Service program offices as insurance items and are outside the scope of routine DoD item management processes. At the operational and tactical level, Service components determine the quantity and location of Class VII replacements needed to maintain operational readiness consistent with mission requirements.

Class VIII - Medical Materiel

Class VIII consists of pharmaceutical, medical and surgical supplies and materiel and medical equipment, including medical-specific repair parts, medical gases, blood and blood products. (Class VIIIA – Medical consumable supplies not including blood & blood products; Class VIIIB – Blood & blood components (whole blood, platelets, plasma, packed red cells, etc.).

Class VIII items are used by medical and dental personnel to perform patient treatment and provide other health service support (HSS) at medical treatment facilities (MTFs) and other military medical units, such as Navy fleet hospitals and hospital ships; forward surgical teams; combat support hospitals; and Air Force Expeditionary Medical support and Air Force Theater Hospitals

Resupply for these items can occur from afloat Special Accounting Class (SAC) 207 ships such as Landing Helicopter Assault (LHA); Landing Helicopter Dock (LHD); Multi-purpose Aircraft Carrier (Nuclear-Propulsion) (CVN); Fast Combat Support Ships T-AOE vessels that carry Authorized Medical Allowance List (AMAL)/ Authorized Dental Allowance List (ADAL) items. Defense Logistics Agency (DLA) also offers these items in centrally managed forward located inventory locations and usually associated with the Army medical organizations.

Class IX - Repair Parts

Class IX includes all repair parts, except medical equipment parts. These consist of any part, subassembly, assembly, or component required for installation in the maintenance or repair of an end item, subassembly, or component. Each Service unit deploys with an allowance of Class IX materiel calculated to support unit equipment repair, within the unit maintenance capability, for a predetermined period and operational tempo.

Pre-Expended Bin (PEB)

The PEB unit contains high-usage, maintenance-related consumable materials that have been expended from the supply department stock records and financial accounts. Items subject to pilferage are retained within an enclosure with access limited to authorized personnel. The Storeroom Logistics Specialist (SRLS) is responsible for the management and maintenance of the PEBs by replenishment or turn-inaction, as required. PEB stock is limited to maintenance-related material having a minimum demand frequency the Supply Officer and the Maintenance Officer of the activity being supported are

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jointly responsible for determining those eligible items to be added or purged from pre-expended stocks. Stock records are reviewed quarterly to guarantee that all items have sufficient usage to be retained in pre-expended status and to correct any mixing of pre-expended items, as a minimum, any item that had no demand within the last 12 months should be purged from pre-expended stock and returned to the supporting supply department.

• The purpose of the PEB is to shorten the issue and accounting procedures for recurring issues of maintenance-related materials

• The PEBs are located where they are readily accessible to maintenance personnel and, when feasible, where they can be observed by the retail outlet Logistics Specialist to aid in recognizing abuses to the pre-expended system

• Primary Reason is to enhance: Readiness; Maintenance operations; and Economical management of low-cost, fast moving expendable items

• Ultimate Goal: Place fast moving, critical repair parts at the same location of the mechanics.

Personal Gear Issue (PGI), Organizational Clothing and Equipment, Camouflage Utility Uniform (CUU) and Combat Equipment

(Source: COMNECCINST 4400.1A – Force Supply Manual; CNSWCINST 4460.1D – NSW Force Supply Manual)

Expeditionary Forces require uniforms that are not normally part of the Navy Regulation sea bag requirements, such as various patterns of camouflage utility uniforms (CUU). The authorized homeport / garrison uniform for NECC commands and units is the woodland pattern CUU, brown t-shirt and either black or brown brushless boots. Regional commanders with prescribing authority will designate specific uniforms (including patterns) and components for wear in accordance with authorized Table of Allowances (TOAs). The members’ command shall provide required accoutrements, insignia and the sewing of these items on the CUUs except for members who have been reduced in rate or whose warfare qualifications have been rescinded. In these cases, the members shall personally fund the changes to their CUUs.

Personnel are responsible for maintaining items issued to them in a clean and serviceable condition. The cost of repairing and cleaning these items is the individual’s responsibility. Common wear and tear discrepancies including minimal fading, loss of new appearance and small rips and tears does not justify command-funded replacement. The Supply Officer or designated representative shall determine the validity of replacement requests. Replacements will not be issued for the following: Weight gain or loss; Socks, underwear, t-shirts; An item lost, damaged, or mutilated through improper use or negligence.

Maternity Issues

To maintain uniformity throughout the command, a unit Commanding Officer may authorize the female maternity CUU work uniform for wear by pregnant members.

Desert Camouflage Utility Uniform (CUU)/ NOMEX Flight Suit (NFS)

When theater commanders require personnel to wear desert CUUs or NFSs in their respective operational theaters, the NECC command shall procure, issue and manage these uniforms for their personnel. The desert CUU and NFS are not considered routine issue and shall only be issued when required for operational use. Units shall not procure or issue these items unless specifically required for the mission; they are not for general issue to homeport / garrison or non-deploying unit personnel.

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The members’ command shall provide accoutrements, insignia and the sewing of these items on the CUUs and NFSs. The issue of NFS is related to Flame Resistant clothing addressed below.

Army Combat Uniform (ACU)

Navy personnel serving with an Army unit are not authorized to wear ACUs unless the Army Commander directs, in writing, attached Navy personnel to be in ACUs. The Army will provide the ACUs and all required accoutrements and insignia without cost to Navy personnel. See Navy Uniform Regulations, Article 6601, for details.

Personal Gear Issue (PGI) and Combat Equipment (CE)

PGI and CE is the property of the U.S. Government; is managed as organizational issue material; is authorized for issue to individuals on a custody-control, accountable program; must be returned at the end of a deployment, Permanent Change of Station (PCS) end of tour, or the end of their active obligated service (EAOS). Individual PGI/CE is authorized for use under various conditions to provide personal protection in training, combat and hostile environments when standard uniform articles are inadequate. PGI/CE is defined as, but not limited to, Advanced Base Functional Component (ABFC) /TOA approved PGI assemblies such as: combat helmets, enhanced small arms protective inserts (ESAPI) plates, ESAPI vests, ballistic protective eyewear including goggles, hearing protection, knee and elbow pads, government issue and commercially procured protective gloves, Modular Lightweight Load-carrying Equipment (MOLLE), other load bearing equipment including various commercially procured tactical vests and pouches, assault belts, holsters, hydration systems, commercially procured assault packs and backpacks, climbing and rappelling equipment including harnesses, carabiners, line / rope, medical kits, individual diving operations support equipment such as wet and dry suits, buoyancy compensators, fins, masks, regulators, depth gauges and all related accessories, beacons and illuminators, flashlights, tactical lighting including headlamps, compasses, knives, multi-plier tools, batons, restraints, all security and personal protective equipment, tents, tent heaters, sleeping bags, mattresses, environmental protection material such as poncho liners and shelter halves and all training materials.

Flame Resistant (FR) Clothing

In view of safety requirements for FR uniform protection in high-risk areas, personnel operating ashore in the CENTCOM AOR are authorized FR clothing. Units are authorized two FR long sleeve mock neck T-shirts, two balaclavas (head cover) and one pair of FR gloves; units may also issue two sets of desert tan NFS to personnel who are at the most risk of exposure to fire injury, specifically Iraq and Afghanistan (e.g., convoy duty, operating outside a secure Forward Operating Base (FOB)). NECC commands shall control FR clothing as organizational clothing.

Chemical, Biological, Radiological and Nuclear (CBRN) Defense Equipment

Some OCONUS theaters may require all personnel entering the theater to possess CBRN defense equipment and protective clothing. The Naval Sea Systems Command (NAVSEA) fills all NECC CBRN Collective Protection Equipment (CPE) requirements from the NAVSEA Consolidated Storage Facility (CSF) in Fort Worth, TX and manages the inventory in the NAVSEA Chemical Biological Radiological Operating Space Item Management Systems (CBR OSIMS) program. (See par. 3612 for details of NECC 4400.1A)

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Organizational Clothing, Equipment And Deployment Support Material

Organizational clothing is defined as, but not limited to, CUUs; FR clothing; extreme cold weather uniforms including “mustang suits”, parkas, trousers, gloves and boots; NFS; rain gear; life vests; and flotation / buoyancy harnesses.

Organizational Equipment

Tools such as breaching gear including hallagans (“hoolys”), rams, bolt cutters, axes, sledgehammers, blade saws, gas-powered rescue saws and plasma exothermic cutting units (PECU) shall be provided to only authorized divisions, departments and detachments and shall be signature-controlled by using DD Forms 1149 or a custody card program, due to the sensitive nature of such equipment. General-purpose hand tools, which are easily converted to personal use, purchased with OPTAR funds should be carefully managed and inventoried often to prevent a high loss or pilferage rate. Supply Officers are encouraged to scrutinize all requests for hand tools for above-normal replacement and frequent loss.

Deployment Support material is defined as, but not limited to, hard and soft weapons transportation cases, footlockers, “cruise boxes”, laptop cases and hard-case cargo containers (such as Pelican, Hardigg and Cube cases). The Commanding Officer may add any PGI/CE items to the Organizational Clothing / Equipment and Deployment Support material list for closer command oversight.

Weapons Accessories

Small Arms accessories such as weapons slings and lanyards, rail systems, bipods, foregrips, flash suppressors and iron sights are in the same realm as PGI / CE and shall be managed as such.

Optics

Optics such as binoculars, rangefinders, laser target designators and non-powered rifle scopes are sensitive and highly pilferable items. See par. 3611. These items shall be controlled by signature turnover (sub-custody) to the individual responsible and returned to the command upon transfer or detachment of the individual. A survey (DD Form 200) shall be completed for lost or damaged optics.

Handheld Global Positioning Systems (GPS) / Personal Communications Gear / Handheld Radio Systems

A handheld GPS is a sensitive, highly pilferable device, which shall be managed as a sub-custody, signature turnover item. Loss or damage rendering the item unusable requires a survey (DD Form 200). COMNECC N6, C4ISR, directs policy for personal communications gear and accessories such as the AN/PRC-148 Multiband Inter/Intra Team Radio (MBITR) and other AN/PRC series multiband handheld radios, Single Channel Ground & Airborne Radio System (SINCGARS), etc.

Watches

Watches procured using O&MN OPTAR funding shall be issued only to those personnel in an authorized billet such as diver or EOD member requiring a watch for the mission. Watches shall be managed in the same manner as PGI/CE and requires signature custody. A survey (DD Form 200) is required for loss or damaged watches.

Custodian

A senior Logistics Specialist (LSC / LS1) shall be assigned as custodian of the RFI storage areas for all items listed in sub-paragraphs above. The Supply Officer shall appoint the custodian in writing.

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The appointment letter will clearly define duties and responsibilities. The custodian shall maintain positive (lock and key) control of the storage area.

Responsibility

The Commanding Officer is responsible for the overall administration of all PGI, CE and organizational clothing and equipment within his or her command. This responsibility, which includes verification of requirements, issue authorization, ensuring proper use and care and enforcing individual accountability, may be delegated to the Supply Officer. The Supply Officer is also responsible to the Commanding Officer for the inventory management and accountability control of these items even when these items are managed for the command by contracted services.

Individual responsibility

Individuals receiving PGI, CE and organizational clothing and equipment listed in sub-paragraphs above are personally accountable and responsible for the proper use, care, maintenance and control of these items. Personnel receiving these items will sign sub-custody records acknowledging they understand their responsibilities. Upon transfer or separation from the command, individuals shall return all PGI, CE and organizational clothing [less clothing articles that cannot be reissued due to hygiene reasons (boots, socks, t-shirts and caps/hats)] and equipment issued to them. The administration, inventory management and replenishment of these items require a concerted effort.

Personal Gear Issue (PGI)/Organizational Clothing and Material

For control and accountability purposes, PGI and organizational clothing and material shall be recorded and managed in an application such as spreadsheets, MicroSNAP’s Custody Tracking System (CTS), or Special Warfare Automated Logistics Information System (SWALIS). Once implemented, the Readiness & Cost Reporting Program (RCRP) shall be used for managing these items. To prevent loss, PGI and organizational clothing and material shall be prominently marked with the command name and an inventory number to identify the material. PGI and organizational clothing and material shall be stowed separately in a securely locked location and only issued upon authorized request. As part of the check-in process, the Leading Logistics Specialist shall review personnel records of members transferring to the command to verify items already issued to the members. New or additional issues will be made to satisfy additional requirements or to replace unserviceable gear. During the checkout process, personnel departing the command shall return PGI and organizational clothing and material issued to them and obtain the storeroom custodian’s signature on the command checkout sheet to signify the turn-in.

Pushing vs Pulling Supplies while in the Field

Historically, demand for items increases faster than the supply system can provide and special management actions might become necessary. To anticipate campaign priorities, planners must: provide instructions or guidance for redistributing common-use assets from low to high-priority organizations within the command; obtain assets from external sources with lower priority needs; control the allocation of new assets in short supply; and provide efficient means to retrograde, repair and then reissue critical items.

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Table of Allowance (TOA) Program

ABFCView is an electronic database maintained by NFELC which identifies and quantifies basic tools and equipment to support the Unit Mission; and designed to include everything a unit would require to perform and support its mission within a specified time frame. Not to be confused with the allowances of repair parts which your COSAL consists.

Table of Allowance (TOA)

TOA is an equipment allowance document that prescribes basic allowances of organizational equipment and provides the control to develop, revise, or change equipment authorization inventory data. (Source: Joint Publication 1-02). Aboard ship the TOA would be similar to the COSAL Allowance Parts List (APL) with allowance items identified in Part III Section A in the COSAL and all Allowance Type (AT) Code “1” items in SFM or R-Supply.

A TOA is similar to a COSAL. It is an allowance document that lists all equipment and materiel that a unit needs to perform its mission. The maintenance worthy equipment within a TOA is a configuration database (Ship Configuration and Logistics Support Information System (SCLSIS)).

Configuration Data Managers Database-Open Architecture (CDMD-OA)) just like a COSAL. Its maintenance worthy equipment has APL’s just like in a COSAL and its materiel/consumable lists are categorized similar to that of AEL’s in a COSAL. The COSAL is the ship and its contents. The TOA is a set of equipment and materiel and Supply Class II (uniforms, infantry equipment, etc.) that a unit can use for training or mission requirements.

• TOA is developed for each Advance Base Functional Component (ABFC). TOA is a complete listing of Office of the Chief of the Naval Operations (OPNAV) approved equipment and materiel authorized as allowance for a specific established unit. The TOA is a standardized listing used to establish and maintain all required equipment, materiel and personnel to support the unit’s mission. Each TOA is listed by functional sections and respective commodity group codes. The TOA will only list materiel, equipment and supplies in those sections identified by the unit’s mission statement and Required Operational Capability / Projected Operational Environment (ROC/POE). Additionally, Initial Capabilities Documents (ICD) and Capabilities Development Documents (CDD) can be developed to identify key mission capabilities and requirements for each section of TOAs

• Single source database created to support logistical needs

• Planned to support operations for 60 days. Except:

o —Fu el - Limited to 3-5 days of support. o —A mmunition – No ammo in the TOA

These limitations must be understood so adequate logistic support can be arranged in theater. The critical concept is TOA’s fill unit requirements. The TOA is completely intertwined with how NECC units train and prepare for deployment.

• NSW TOA – Used for Operational stocks (OPSTOCKS)

NSW Allowancing Program

Naval Special Warfare (NSW) utilizes U.S. Special Operations Command (USSOCOM) to manage their USSOCOM Table of Equipment, Distribution and Allowance (USTEDA) program.

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USSOCOM Table of Equipment, Distribution and Allowance (USTEDA)

Provides an authorization document for Major Force Program-11 (MFP-11) commodities and equipment; provides asset visibility and automated means to track MFP-11 Special Operations Force (SOF) equipment.

Differs from the TOA as it does not include everything to support a mission, but keys on specific mission critical items that are not provided by the Service Specific/Title 10 requirements and related service funding (Navy has Major Force Program Two (MFP-2) funding). Examples are Combatant Craft, Unmanned Aerial Vehicle (UAV) and SOF specific weapons.

Is similar to the TOA and Coordinated Shipboard Allowance List (COSAL) Allowance Equipage List (AEL) for ships and Coordinated Shore-based Allowance Lists (COSBAL) for shore based allowancing.

Published Document (Database)

Is based on a Unit’s Required Operational Capabilities/Projected Operational Environment (ROC/POE) - The initial outfitting process requires that an approved concept of operations (CONOPS) is in place, a ROC/POE is fully developed, an Authorized Manning Document (AMD) is finalized and a Communications Requirement Analysis (CRA) exists.

Identifies and quantifies basic personnel, materiel and equipment to support the unit mission - The specific design of each TOA is based on documents that identify the required capabilities to execute operational plans (OPLANs) and operation plans in concept format (CONPLANs). The primary documents for this purpose are the Concept of Operations (CONOPS), ROC/POE, OPLANS, CONPLANS, Navy Training Administration (NTA) and Navy Mission Essential Task List (NMETL) as well as any other current, higher authority operations governing documents. One additional cornerstone document is the Communication Requirements Analysis (CRA) which takes all Command and Control (C2) and Command, Control, Communications, Computers, Intelligence, Surveillance and Reconnaissance (C4ISR) requirements into consideration and provides an output types and quantities of equipment needed to execute a unit’s ROC/POE. An example of the official TOA approval document is the OPNAV letter 3122 signed out for the Riverine TOA (B17). This letter recognizes the approved CONOPS, ROC/POE and Authorized Manning Document (AMD)

Designed to include everything a unit would require to perform and support its assigned mission within a specified time frame.

Groups everything according to specific capabilities, tasks and sub-tasks for use during mission execution.

• Provides allowance information for most TOA elements, but not all

• Provides allowance information differently and for different uses than the COSAL does

• TOA’s often have a supporting COSAL, where COSAL support is appropriate

• Management does not replace Standard NAVSUP stock record management practices

• TOA inventory disciplines have some differences from warehouse disciplines.

The TOA defines the operational allowance for each unit, facilitates management tools, groups items needed for every required capability, cost and logistic data, baseline for readiness and accountability, it assists mobilization, divides equipment into modules for rapid deployment, provides Type Unit Characteristic (TUCHA) data and Time Phased Force Deployment Data (TPFDD). The TOA is complimented by other systems such as the COSAL, Maintenance and Materiel Management (3-M)

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and automated Supply/Financial/Stock Inventory software that assist the Supply Office of a unit’s support capability of repair parts and demand based items for the maintenance of the TOA’s equipment.

ABFC TOA vs Shipboard COSAL

• The Coordinated Shipboard Allowance List (COSAL) is a technical and management document. It is a technical document to the extent that equipment, component, part nomenclatures, operating characteristics and technical manuals are described in allowance parts lists (APLs) or allowance equipage lists (AELs)

• This supply document lists the items required to achieve maximum, self-supporting capabilities for an extended period of time

• The COSAL provides the ship with basic guidance for determining items that should be stocked by Supply or held in the custody of other departments. It will specify the range and depth of all equipment validated to be on board your ship or station. This information is maintained for every activity and ship in the weapons system file (WSF)

• It is easiest to think of the TOA as an Expeditionary Unit’s virtual SHIP

• The COSAL does for the ship what the TOA does for an Expeditionary Unit.

Purpose of a TOA

• Defines materiel allowances for each unit

• Management tool capabilities, cost and logistic data; baseline for readiness and accountability

• Assists mobilization divides equipment into modules for rapid deployment; Provides Type Unit Characteristic (TUCHA) data and Time Phased Force Deployment Data (TPFDD)

• Single source document which provides:

o War planners with TUCHA Data (used to plan unit movements and project aircraft or vessel requirements).

o Joint Chiefs with unit information to plan and tailor operations. o CNO with projected unit mobilization costs. o System Commanders with capabilities, cost and logistical information. o Unit Commanders with inspection/readiness criteria. o Commanding Officers (COs) with a baseline for readiness and accountability. o Operations Officers (S3s) with a mobilization and asset management tool. o Field operator with requisition, mobilizations and location guidance.

Layers of the TOA’s structure Component is equal to a unit. - Expeditionary Commands frequently deploy only a portion of the unit, these portions are known as Teams, Detachments, Echelons and Mobile Units. The TOA breaks apart to match these portions of a unit. The entire TOA is a Component. One of these deployable teams is supported by a part of the TOA known as the Sub-component.

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Sub-component is equal to a major division of a unit, such as an air detachment. - Each Sub-component is organized according to materiel type or TOA Section. For example Section 004 contains vehicles and Section 008 contains tools. A Sub-component’s Section breaks down into Facilities and Groups.

Facility/Group is equal to the structures or complex utilities needed to support the mission. Generally these are tent camp items such as troop housing, galleys, sanitation and drinking water. - A facility is a pre-engineered design, often comprised of more than one assembly. Things like heads, troop housing, power distributions grids and water treatment plants are facilities.

Assembly is equal to a grouping of line items (NSN level) intended to support a specific task, such as a carpenter’s kit, or a tent heater. One or more assemblies are nested together to form a complete facility. Assemblies used independently of a facility are grouped by functional area. Those areas are Groups; Groups are further organized by TOA Sections. An assembly is the final “keep together” boundary. An assembly might be the tools a dentist uses to clean a person’s teeth, the gear a diver needs to be able to work underwater, or the tools used in a Carpenter’s or Mechanic’s kit. Assemblies occur in Groups and Facilities.

Line Items make up assemblies. Line items are either an item with a National Stock Number (NSN), NATO number, Navy Item Control Number (NICN), Local Item Control Number (LICN) assigned by the Cognizant inventory Control Point. All line items have a NSN, NATO, NICN or LICN.

Local Item Control Numbers (LICN) are used in some cases in ABFC to represent an array of NSNs, NATO Numbers or NICNs when one item is listed but a multiple number of potential candidate items are available to fill the requirement. For example PGI items with multiple sizes.

Components

A grouping of personnel and materiel REQUIREMENTS designed to perform a specific function or mission at an advanced base.

A component is made up of one or more nested Sub-Components:

P25 P35 J04 B17 D78 NMCB UCT EOD RIVERINE NSW/CSS

A grouping of personnel and materiel requirements designed to perform a specific function or mission at an advanced base. A component is made up of one or more nested sub-components.

P25 - Naval Mobile Construction Battalion (NMCB) P35 - Underwater Construction Team (UCT) J04 - Explosive Ordnance Disposal (EOD) B17 - Riverine D78 - NSW/CSS D78E = European AOR, D78P = Pacific AOR,

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D78C = CENTCOM AOR

A command’s Table of Allowance represents everything needed for its entire ROC/POE and is referred to as the Component. A Naval Mobile Construction Battalion (NMCB) TOA is considered a component.

A Group is at the same “parent – child” level in the TOA’s structure as a facility is, but differs in that a Group is a collection of like items. Groups in Section 004 contain vehicles; Groups in Section 014 contain weapon assemblies.

Sub-Components

• A major configuration of personnel/materiel, organized to sustain a general level of operations. Examples are a 250 person tent camp, or an Air Detachment

• Sub-components are made up of nested facilities and groups (of assemblies) organized by materiel type or function called TOA sections

• Pre-planned to meet contingency, wartime and disaster operations

• Sub-components can be mobilized as required

• Each Sub-Component has its own allowance.

Sections

• A major category (subdivision) of materiel

o Used to identify the type of commodity for all materiel and equipment in the TOA. o Sections include groupings such as Facilities, CESE, boats, CBR-D, weapons, Extreme Cold Weather Clothing Systems (ECWCS).

o Sections are NOT a part of the TOA’s hierarchy, but a way of organizing facilities and groups into logical management areas. Usually by commodity type or the functional area supported.

o The TOA is organized to find items using the section number instead of the group/facility number. It is easier to search by a three digit Section number (001, 003, etc.). than using an eight digit group/facility number

o Section numbers are always the same. This means computer/ IT equipment will always be found in Section 011 if it is used in that echelon. The same section number can occur in different echelons. What if section numbers are not found in an echelon? That echelon doesn’t contain (use) that section.

Assemblies/Equipment Code (EC)

• Assemblies

o Five or more alpha numeric digits. o Subset of facilities or groups. o Contains Individual stock numbered items. o Support specific task, type crew, or equipment. • Equipment Code (EC)

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o Six digit number.

o Identifies Civil Engineer Support Equipment (CESE). Identifies equipment type with attachments

o Last two numbers identify accessories and attachments. o This provides details about the numbering system and make-up of Assemblies and Equipment Codes.

Facilities/Groups

• Facilities

o Pre-engineered design. o Contain similar associated items (tent camp and shower unit). o Start with numbers 1 – 9. • Group

o Functional sub-division of a section. o Similar purpose materiel, equipment and facility collateral. o Always start with zero.

Requisition Processes

Various requisition processes are used by Expeditionary commands, both in garrison and while deployed. It is important for the LS to know before deployment what sources are available to obtain material during deployment. This is critical information, whether you are supporting yourself or another service provides some or all of the needed support.

EXLOG Requisition Peculiarities

Navy Expeditionary units currently use a combination of standard Navy processes any other service processes while deployed. Depending on who the units Operational Control (OPCON) and Tactical Control (TACON) Commander is determines the requisitioning process used. (i.e., TACON Commander (CDR) may be another service).

Differences in Requisition Processes

When deployed the Navy has a greater use of non-standard requisition processes. As a result, there is a greater use of the Government Commercial Purchase Card (GCPC) and Field Ordering Officer (FOO)/ Paying Agents (PA) for open market transactions. This allows material to be obtained much faster than waiting on CONUS shipments.

NECC/NSW Requisition Variables

Material requested from USMC SMU through USMC Asset Tracking Logistics and Supply System (ATLASS) and Supported Activity Supply System (SASSY)

Material requested through U. S. Army (USA) local Supply Sergeant uses Standard Army Retail Supply System (SARSS).

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Expeditionary vs. Afloat

NECC & NSW has less equipment to manage compared to the numbers of equipment contained in a standard shipboard configuration. NAVSEA has Integrated Logistics Support (ILS) Mangers over most combat systems such as the SLQ 32 radar system. Small craft are not as heavily supported with the same priority as larger ships with this level of equipment oversight. Special Warfare and NECC units are constantly updated with newer technology at a faster pace. This is as a result of their mission, which doesn’t allow time for ILS to catch up with Coordinated Shipboard Allowance List (COSAL) support. Consequently, there are fewer parts in the system with NSN’s which result in more open purchase requirements requiring the use of GCPC, micro-computer purchases, contracts, etc.

Expeditionary Requisition Methods

In the expeditionary environment there are number requisition methods available:

• MicroSNAP & R-Supply

• Garrison reach-back - When a deployed unit (Forward) has no other way of obtaining material/logistics support. As a result, the unit communicates with home-base (garrison) personnel (i.e. personnel who stayed behind at Joint Expeditionary Base Little Creek - Fort Story (JEBLCFS)) for parts support. This could be done by phone or email

• GCPC - Government-Wide Commercial Purchase Card Program

• FOO (Field Ordering Officer) and PA (Paying Agents)

• Support from other services is a normal means of providing material as addressed in P-485. This includes requisitioning stock and stock issues from retail stocks.

Requisition methods available in the expeditionary environment are supported through the use of numerous agencies and tools.

• Defense Logistics Agency (DLA). DLA has Customer Service Representatives (CSR’s) located throughout the world to assist with logistics needs during contingency and battle operations

• PUK Stock Issues. Issues are made from Pack-Up Kits (PUK) used to support deployed operations and material issued is re-ordered to replenish the kit

• Joint Acquisition Requirements Board (JARB). The JARB is used to define requirements prior to a contract award

• Fleet Logistics Center (FLC) Husbanding. Uses local in-country representative to procure material or leverage off existing contracts

• Others:

o One Touch Support (OTS) is a NAVSUP web-based system which can be used to transmit requisitions

o Priority Material Office (PMO) Integrated Supply Information System (ISIS) attached to FLC Norfolk and provides material expediting services.

o DoD Electronic Mall (EMALL) - DoD EMALL is an Internet based Electronic Mall, which allows military customers and other authorized government customers to search for and order items from government and commercial sources. DoD EMALL is a Department of Defense program operated by Defense Logistics Information Service (DLIS). All users are required to register and be authenticated and authorized by a DLIS Access

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Administrator. All DoD EMALL users follow the Department of Defense rules for login and passwords. DoD EMALL gives users a secure location to shop and order NSN's and commercial items. It also gives users a powerful search engine to access product information from a wide variety of Government and Supplier managed catalogs. DoD EMALL now has over 1450 commercial catalogs with over 32 million items available to registered users. As a result, users can cross-catalog shop, create carts and order items from more than one source at a time, thereby saving time by not going to each catalog separately to place an order. Customers on DoD EMALL can order using a Government Commercial Purchase Card or by Military Standard Requisitioning and Issue Procedures (MILSTRIP)/ Federal Standard Requisitioning and Issue Procedures (FEDSTRIP) for some items. DoD EMALL also has partner software, Business Objects that has the ability to provide reports to Services, Commands, Purchasing Officers or any user requesting information about their purchasing activities. These reports can provide various levels of detail to the requester.

NECC/NSW Internal and External Requisition Systems

MicroSNAP SFM

The NECC and NSW N41s maintain an accurate list of which sites use MicroSNAP SFM or NTCSS R-Supply.

NTCSS R-Supply

Transactions are submitted to Defense Automatic Addressing System (DAAS) via SALTS.

ATLASS

ATLASS provides a fully integrated set of functions to support the unit’s asset management and the requisitioning, storing and issue of supplies.

• The system uses a user friendly, menu driven, interface to allow for the creation of supply and maintenance transactions, reporting, physical inventory, RO/RP computation, replenishment review, courier import and export, as well as interface capability with other Marine Corps and DoD systems

• ATLASS supports approximately 160 individual Department of Defense (DoD, MILS Standard), Supported Activities Standard Supply System (SASSY) and Marine Integrated Material Management System (MIMMS) formatted transactions to include edits and validations for each transaction that ensure an acceptable transaction being received by the supporting system. Consolidated Memorandum of Receipt (CMR), Individual Memorandum of Receipt (IMR) and Equipment Custody Records (ECR) may also be maintained within the system to assist the commander in tracking, issuing, loaning and storing items of supply

• Functionality within the system also includes reconciliation processes that identify inconsistencies between ATLASS data and data currently maintained within SASSY.

SASSY is the primary data source for out-of-stores assets within the Marine Corps.

• SASSY is also the system of record for inventory custody (on hand) of out-of-stores retail held assets. SASSY is automated information management system (AIS) that provides the “retail” supply accounting functions such as stock replenishment, requirement determination, receipts, inventory, stock control and asset visibility for Marine Corps units. SASSY functions as a

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centralized record-keeper, stock manager, forecaster and central data bank for the using units without negating command responsibility. SASSY is used to account for individual and unit combat equipment, major end items and repair parts. SASSY is the AIS which supports the consumer and intermediate levels of Marine Corps supply. SASSY has automated retail level supply accounts throughout the Marine Corps (Fleet Marine Force (FMF), Marine Corps Reserve, supporting establishment)

• SASSY provides both input and output to Standard Accounting and Budgeting Reporting System (SABRS) utilizing File Transfer Protocol (FTP). Output data received from SABRS consists of table information (inventory) and status. SASSY data is posted to SABRS utilizing the CIF and reformatted to MILSTRIP format. The reformatted data is then posted to the appropriate SABRS table(s) during the daily cycle run SASSY transactions can be identified in SABRS utilizing the ORIG-SYS-ID of both “SASSY” and “STATUS”.

SARSS-l is the standard supply system for receipts, storage, issues, replenishment and storage operations.

• SARSS is a real time, transaction-oriented system where users can interactively enter, retrieve and update supply information. The SARSS-l processes customer unit requests for supplies, cancellation, modification and follow-up. SARSS-l also provides an interactive query capability

• The Materiel Release Order Capability (MROC) and the Automated Manifest System (AMS) are resident in the SARSS-l baseline to control the flow of material, manage performance and produce productivity reports. SARSS-l operates at the tactical Supply Support Activity (SSA) in the Distribution Company of Brigade Support Battalions and Combat Service Support Brigades, installation SSAs and other. For updated MicroSNAP to NTCSS transition status, contact your TYCOM N41.

Detach and Deploy Operations

The Department of Defense Activity Address Code (DoDAAC) is a six-position code that uniquely identifies a unit, activity, or organization that has the authority to requisition and/or receive materiel that is used in acquisition, procurement, contracting, supply, transportation, maintenance and financial. A DoDAAC may be required for deployment purposes.

There are two distinct types of derivative DoDAACs:

• Financial and Shipping DoDAACs

o Serve as a “Forward” UIC where units can rotate in on. o Provides for requisitioning of material. o Entails financial reporting.

• Shipping only DoDAACs

o Primarily used in an Expeditionary environment for purposes of equipment maintenance.

Examples:

o RIVGRU ONE’s Iraq UIC o Maritime Expeditionary Security Force (MESF) Kuwait UIC o Expeditionary Combat Readiness Center (ECRC) Kuwait UIC

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DoDAAC is a derivative of primary Unit Identification Code (UIC). The UIC identifies a ship, shore activity, operational unit, agency, contractor or other operational entity in the manner specified by individual military service/agencies for financial or other purposes. Specifically DoDAACs are a sub-UIC other than the Activity or Requisitioning UICs normally used; that is used for shipping and mail purposes. While an Activity UIC has funds attached to it; a DODAAC does not and is only used for movements or is used for joint purposes (i.e. in the past the U.S. Army has provided a U.S. Army Derivative DoDAAC to USN units for the purposes of requisitioning material).

Supplementary Address (SUPADD) - The activity address of a customer when the recipient of materiel and/or the billing activity is other than the requisitioned address. A SUPADD may be used for a DoDAAC in the case of “Bill to Ship” cases.

Defense Automatic Addressing System Center (DAASC). DAASC serves as the Central Control Point (CCP) responsible for maintaining the official master Department of Defense Activity Address Directory (DoDAAD). Required updates to the DoDAAD are forwarded to DAASC from designated Service/Agency Department of Defense Activity Address Code (DoDAAC) Service Point (SP) activities. These updates include additions, changes and deletions to the mailing, shipping and billing addresses of the identified DoDAAC. Military Standard Requisitioning and Issue Procedures (MILSTRIP) orders are only shipped to a DoDAAC associated address.

DoDAAC Assignment

• Determine if a DoDAAC exists

• If personnel will be in multiple locations simultaneously, more than one could be required

• To request a DoDAAC be assigned:

1. Submit request to NECC/NSW Comptroller NLT than 30 days prior to deployment.

2. Forwarded to Commander, Fleet Forces Command (CFFC)/ SOCOM Comptroller.

3. Forwarded to Naval Operational Logistics Support Center (NOLSC) to update Cargo Routing Identification File (CRIF).

4. Message updating CRIF should occur 14 days before deployment.

Department of Defense Activity Address File (DoDAAF). In June of 2004, a project was completed that provided a reengineered DoDAAF. In addition to providing an updated architecture to include the ability to update addresses via a website, numerous data elements not previously available are now part of the file. Additionally there is the capability to add additional data elements as required. This change will add a Supply Discrepancy Report (SDR) e-mail address (preferably a generic email account) to the DoDAAF. This address will be used by WebSDR/DAASC to route SDRs for action and/or information when no transactional interface is available. Every UIC has a DoDAAF, but only deployable units are in the CRIF.

Appearance:

• Mailing Address (TAC 1)

• Shipping Address (TAC 2)

• Financial Address (TAC 3)

• Generic Email Address with POC (TAC 4).

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3-M System as it Relates to the Requisitioning Process

The 3M System is designed to manage maintenance and maintenance support to help achieve maximum equipment operational readiness. Here we will show how it relates to the automated systems for requisitioning repair parts.

3-M procedures are important in documenting maintenance actions and configuration management of systems and equipment. The different automated systems ensure maintenance is properly recorded and configuration management is controlled, so that required repair parts are available when needed.

Maintenance Management

When preventive maintenance is accomplished you are being proactive. When corrective maintenance is done, you are being reactive. Being proactive with preventive maintenance (PMS) can save money on corrective maintenance in the long run.

Preventive maintenance includes actions taken to prevent equipment from failing, such as changing the oil, cleaning filters, calibrating, etc.

Corrective maintenance includes actions taken to fix equipment that has failed or is not working to design specifications. Included in the phrase “corrective maintenance” are authorized changes or modifications to unit equipment.

Importance of OMMS & OMMS-NG

All current NECC/NSW active and reserve sites with equipment use MicroSNAP Organizational Maintenance Management System (OMMS), NTCSS Organizational Maintenance Management System-Next Generation (OMMS-NG) or Maintenance Figure of Merit (MFOM) to record maintenance actions and manage configuration. When using these systems keep in mind the following:

• Parts should not be issued or ordered by Supply if they aren’t ordered through OMMS/OMMS- NG with a Job Control Number (JCN) assigned

• OMMS/OMMS-NG can be accessed through SFM/R-Supply by LS’s to ensure maintenance personnel are not ordering more than the quantity per application.

Initial-Outfitting Requisitions

When equipment changes occur, Automated Shore Interface (ASI’s) are extracted from Revised Alternative Dataflow (RAD) Web and processed against the maintenance data base. As a result, a NAVSEA funded TOB (Technical Operating Budget) initial out-fitting requisition is created.

• It is important for the 3-M manager to report configuration changes via up-line reporting to ensure parts will be available to satisfy projected use or failure rates

• Accurate configuration of all equipment in your maintenance system database is important to ensure effective TOA / COSAL support is maintained with required parts available. Failure to do this will result in CASREP’s will occur affecting mission readiness.

Intra-Theater Movement What process do you use to move your cargo/passengers by intra-theater airlift?

Contact the closest Army Movement Control Team (MCT) for advice on the best way to move cargo or passengers in-theatre. If you’re in Bahrain, contact the US Naval Forces Central Command (NAVCENT) Logistics Readiness Cell (LRC). You must meet the time frame in advance of the

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Required Delivery Date (RDD) and meet the minimum limitations for cargo/passengers to determine if you will need to submit an Intra-theater airlift request system (ITARS) request for a theater controlled aircraft or if a Navy organic aircraft can be used. Keep in mind, Navy aircraft must be equipped with anti-jamming devices to fly over enemy territory. If cargo doesn’t meet the minimum requirements, the MCT or LRC can aggregate it with units going over to the same destination and RDD.

The Service components are the only authorized agents who can process and forward your Central Command (CENTCOM) Deployment and Distribution Operations Center (DDOC) Joint Movement Requests (JMRs) for lift not already scheduled. Service components will aggregate requests and determine which movement option they request on your behalf.

Combatant Command (COCOM) Intra-theater Support

Each of the six Unified Combatant Commands (UCC) has aircraft assigned:

• US Transportation Command (USTRANSCOM) assigns Air Force (AF) cargo aircraft for COCOM exclusive use. A JMR is required to request support from these aircraft

• The Navy has organic aircraft assigned. Each UCC may use different procedures to request Navy airlift support.

When is CENTCOM DDOC JMR airlift authorized?

If the movement falls into one of these categories:

• No other scheduled airlift options will meet the requirement

• Movement specifically for Distinguished Visitor (DV) or Human Remains (HR)

• An intra-theater Time-Phased Force and Deployment Data (TPFDD) move is not part of the “Single Ticket” initiative

• An exception to policy request (against Letter of Instruction (LOI))

• Immediate Airlift Request follow-up documentation.

Airlift Movement within CENTCOM

• CENTCOM J-4 LOI directs processes and standard procedures used in validating, prioritizing and tasking common-user airlift missions within Area of Responsibility (AOR)

• JMR initiated by Service Component personnel in ITARS

• If at Naval Support Activity (NSA) Bahrain, NAVCENT N-4 LRC reviews minimum shipment requirements, verifies information accuracy and forwards to CENTCOM Deployment and Distribution Operations Center (CDDOC) Air Requirements branch

• If located in Kuwait, the Movement Control Center submits ITARS request

• If located elsewhere in CENTCOM AOR, contact the supporting service personnel responsible for processing JMRs in ITARS.

CENTCOM Airlift Movement

• CENTCOM DDOC (Air Branch) located at Camp Arifjan, Kuwait

• Validates and prioritizes JMRs

• Forwards to Director of Mobility Forces (DIRMOBFOR) Air Mobility Division (AMD)

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• AMD located in the Combined Air Operations Center (CAOC) at Al Uedid, AB in Qatar, as one of five divisions within the CAOC

• Plans, coordinates, tasks and executes the air mobility mission.

Movement Control Team (MCT)

Movement Control Teams (MCTs) are Army units that decentralize the execution of movement responsibilities on an area basis or at key transportation nodes. The mission of the MCTs is movement control of personnel and materiel as well as the coordination of bulk fuel and water transportation at pipeline and production take-off points. To this end, the MCTs contribute to the development of procedures, documents and practices to facilitate local movement. Their role is to expedite, coordinate and monitor traffic moving through the transportation system. MCTs are tailored to meet the anticipated workload. Other Service movement requirements that exceed organic capability will be requested through the Army MCTs. The movement control center is the higher headquarters for the MCTs and is located at Corps level.

MCTs are the common point of contact for mode operators and users of transportation. Their role is to accelerate, coordinate and monitor traffic moving through the transportation system. MCTs are found at the operational and tactical levels of war based on the size of the supported force and the complexity of transportation operations. There are three types of MCTs. They provide flexibility in assignments based on forecasted workload. The three types of MCTs are as follows:

• Movement control team. The primary function of this team is to control the movement of personnel and materiel. They are also responsible for the coordination of bulk fuel and water transportation at pipeline and production take-off points

• Air terminal movement control team. This team arranges transport, coordinates loading and expedites the movement of personnel and materiel through Air Force and civilian air terminals

• Movement regulating team. This team operates at critical terminals and at critical highway points. This team helps with the diversion of cargo and by troubleshooting movement control problems

Theater Army Movement Control Agency (TAMCA)

The Army executes movement control for Echelons above Corps (EAC) at the operational level through a TAMCA. The TAMCA operates under the command and control of the Army Service Component Commander (ASCC). In some instances, this organization reports to the primary logistics staff officer in the ASCC staff. The TAMCA helps develop and executes the Army posture of the joint movement program developed by the Joint Movement Center (JMC).

The theater commander’s designated movement control element should be responsible for managing, controlling and ensuring that containers are used for transport of cargo and not for other purposes (i.e., storing cargo, shelters). This responsibility may be executed through the Theater Army Movement Control Agency (TAMCA) or senior movement control headquarters or their representatives.

TAMCA or senior movement control headquarters or representatives assigns MCTs to coordinate port clearance missions. The MCTs control and arrange the processing of units and equipment for onward movement. MCTs can be added incrementally to coordinate onward movement requirements based on the type of terminal and the terminal clearance capacity. Discharge time depends on the capacity of the ship and the rate at which it can be loaded or discharged. The MCT plans for onward movement based upon ship manifests and discharge rate. The logisticians within the theater must

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ensure that containers arriving in the theater are promptly discharged and rapidly moved forward to the Central Receiving and Shipping Point (CRSP) or their final destination.

As part of the surface distribution plan, movement controllers will develop a movement program which allocates transportation for the movement of all cargo and personnel from the Port of Debarkation (POD). The movement control personnel will coordinate transportation for onward Movement of containers.

Movement Control Battalion (MCB)

The MCB commands and controls between four and ten MCTs, provides technical supervision and coordinates the use of common user transportation assets theater-wide. The MCB also provides visibility of unit moves, convoy movements and operational moves. The MCB is assigned to the TSC and accountable for the execution of the movement program and performance of the theater transportation system. In the current force, an MCB will be under the TACON or Administrative Control (ADCON) of a sustainment brigade when the sustainment brigade is the senior sustainment HQ in an Area of Operation (AO).

Army Movement Organizations within Operation Enduring Freedom (OEF)

The Combat Sustainment Support Battalion (CSSB) is primarily tasked with coordination of movement of Class I, III and V along with providing security for movements if necessary.

The Sustainment Brigade (SBDE) (HHQ of CSSB) controls movement of classes I, III and V along with equipment such as bags for fuel and water, AC units’ fire extinguishers, rolling stock. Further controlled movement of bulk class IV to each of the 6 Supply Support Activities (SSA) or Class IV yards.

(Army) Transportation Company (TC) - Unit being stood up as we were departing theater. Tasked with providing 'green gear' movement to replace a portion of the movement provided by HNT.

(Army) Movement Control Cell (MCT) assigned to support units on Kandahar Airfield (KAF) with ordering and management of HNT. Each of the larger Forward Operating Bases (FOB) and Airfields had an MCT assigned to assist units on those bases.

(Army) Movement Control Battalion (MCB) - HHQ of all the MCT's in Afghanistan and charged with overall management of HNT to including ordering of trucks and dealing with contract negotiations/management.

(Army) Expeditionary Support Command (ESC) - General level logistics command in Afghanistan. Serves as the overall manager of all logistics issues within the Afghanistan Theater. Functions as the HHQ for the MCB and SBDE.

Host Nation Trucking (HNT) - Local Nationals and trucks contracted by the US Government via multiple local Afghan companies to provide movement of military supplies within Afghanistan. HNT arranged Trucking with ARMY security.

Joint Operations Movement Process and In-Transit Visibility

Effective deployment of Navy forces in a Joint environment requires detailed knowledge and efficient application of the movement, deployment and distribution systems. These systems provide the means to plan for and execute; the deployment of personnel and equipment in a Joint environment. When coupled with other joint systems provide Navy forces with a powerful array of deployment planning and execution tools. The Navy deployment and distribution systems are the Joint Force Requirements Generator II (JFRG II), Transportation Coordinator’s-Automated Information for

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Movements System (TC-AIMS II), Integrated Computerized Deployment System (ICODES), Automated Air Load Planning System (AALPS) and their planned future replacement systems.

Navy Air Logistics Office (NALO)

The NALO will act as the principal scheduling authority/activity for all Reserve C-130 airlifts and all Navy Unique Fleet Essential Airlift (NUFEA)/ Operational Support Airlift (OSA) overseas flights originating or terminating in Continental United States (CONUS). Air Service Coordinator Office, Mediterranean (ASCOMED) and Commander, Fleet Air Western Pacific (COMFAIRWESTPAC) will retain scheduling authority for their respective intra-theater missions.

NUFEA aircraft includes all Navy logistical airlift aircraft essential to provide air transportation in support of Navy’s unique operational requirements. These aircraft are not intended to avert common user tactical transport (Joint Operation Planning and Execution System (JOPES) - Time-Phased Force and Deployment Data (TPFDD)) systems. Rather, these aircraft are authorized to provide time essential and flexible air logistics support required to fully sustain combat operations at sea. These aircraft are normally utilized to support high priority fleet airlift requirements which cannot be effectively or efficiently serviced by common user or commercial air activities.

Fleet Logistics Support Wing (FLSW) is established to operate Navy Unique Fleet Essential Airlift aircraft on a worldwide basis to provide responsive, flexible and rapid deployable air logistics support required to sustain U.S. Maritime Forces, 365 days-a-year, around the clock and around the world. During peacetime, squadrons provide air logistics support for all Navy commands as well as provide continuous quality training for mobilization readiness. FLSW squadrons are ready to deploy to any part of the world in order to provide intensive and sustained intra-theater airlift in concert with Fleet operations.

The primary operator of logistics aircraft for the entire Navy is the Naval Air Reserve where the annual flight hour program is over 62,000 hours.

These squadrons and detachments provide the Navy's sole organic intra-theater airlift capability operating worldwide to meet the requirements of Commanders-in-Chief. For example, the Mediterranean and Pacific theaters are served almost continuously by the Naval Air Reserve. As the Active Component reduces the number of its overseas Fleet Logistics Support squadrons, the Naval Air Reserve assumed even greater responsibilities in this area. The C-9 and C-130 squadrons maintain continuous Detachment presence in the Western Pacific Theater and Mediterranean (Atsugi, Sigonella).

JOPES

JOPES is the integrated, joint, conventional command and control system used by the Joint Planning and Execution Community (JPEC) to conduct joint planning, execution and monitoring activities. JOPES supports senior-level decision-makers and their staffs at the National Command Authority (NCA) level and throughout the JPEC. Combatant commanders use JOPES to determine the best Course of Action (COA) to accomplish assigned tasks and direct the actions necessary to accomplish the mission. JOPES is a system that includes people, procedures, policies, communications and supporting Information Systems (IS) software.

There are four Strategic servers for JOPES and (three deployable servers).

• JOPES EUR - Stuttgart Germany (Patch Barracks)

• JOPES NCR - National Capital Region (Pentagon)

• JOPES PAC - Hawaii (Fort Shafter)

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• JOPES STL - St Louis (Scott AFB).

JOPES is the principal system within the DoD for translating policy decisions into operations plans. JOPES is a process, not a hardware system. It is used by force providers, exercise planners, Operations (OPS) and Log Operation Plans (OPLAN) planners.

JOPES activities span many organizational levels, the focus is on the interaction which ultimately helps the President and SECDEF decide when, where and how to commit US military capabilities in response to a foreseen contingency or an unforeseen crisis.

JOPES formally integrates the planning activities of the entire JPEC during the initial planning and plan refinement that occurs both in peacetime and when faced with an imminent crisis.

JOPES is the principal system within DOD for translating National Security policy decisions into OPLAN and OPORDS.

Minimum requirements for a JOPES TPFDD AMC aircraft to move are 100 Personnel Requiring Transportation (PAX) and/or 15 Short Tons (STONs) and 3 pallets.

Time-Phased Force and Deployment Data (TPFDD)

A TPFDD is the detailed, automated database portion of a plan representing the Task Organization and Force List. In its simplest terms, the TPFDD is a list of who or what is to go where, from where and through where, when and by what means. You may hear the term TPFDL or Time-Phased Force and Deployment List (TPFDL). It is simply a printed copy of the Force List.

• JOPES provides the mechanism to submit movement requirements to lift providers in the form of a TPFDD. The TPFDD is both a force and a transportation requirements document

• TPFDD is the JOPES data-based portion of the operational plan; it contains time-phased force data, nonunit related cargo and personnel data and movement data for the operational plan.

Joint Force Requirements Generator II (JFRG II)

JFRG II is a Global Command and Control System (GCCS) application, designed to provide the Department of Defense (DoD) with a Joint, integrated and deployable Automated Information System (AIS) that supports strategic force movements within the mandated 72-hour timeframe. Provides rapid force list creation and interfaces with JOPES, TC-AIMS II, MDSS II and the War Reserve System (WRS). With the Marine Corps as the Joint Staff designated Executive Agent for this program, JFRG II:

• Provides assistance in the planning process and allows the assignment of actual units to fill notional requirements, while generating JOPES acceptable TPFDD for use in the execution of joint operational plans

• Provides an interface between MDSS II and JOPES. JFRG II imports/exports TPFDD force records from/to JOPES and adds/removes classified data. Using MDSS II in conjunction with JFRG II facilitates refinement of existing JOPES data and the creation of new TPFDDs, with the capability to provide level IV detail to GCCS

• Satisfies deployment and redeployment planning and execution requirements at home station or while deployed to remote sites or command centers. JFRG II has the capability to accelerate the development, sourcing, analysis and refinement of plans, resulting in rapid creation of executable JOPES TPFDDs. Planning response time is decreased through its designed simplicity and database methodologies. Extensive reference files and code tables

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are embedded and accessible to the planner. Numerous standard deployment-related reports assist planners during the analysis and refinement phases of TPFDD development, resulting in transportation feasible and executable plans. JFRG II supports TPFDD requirements associated with adaptive, contingency and exercise planning for deployment and redeployment.

Type Unit Characteristics (TUCHA)

The TUCHA file contains the deployment data for all approved DoD UTCs, including the number of passengers and the cargo weights and dimensions. This standard reference file is used when planners develop the TPFDD. When a planner enters a Unit Type Code (UTC) in a TPFDD, the TUCHA Data copied into the TPFDD. This cargo data is the level IV information needed to plan the forces movement.

Unit Type Code (UTC). The UTC is a five character alphanumeric code that identifies each type unit of the Armed Forces. The UTC is the answer to the “what” question; what type of unit is needed. The UTCs for all services are maintained in the TUCHA file, a standard reference file. Through the TUCHA file, the UTC defines the number of passengers and the amount of cargo for a force requirement. UTCs are apportioned to the combatant commands for planning in the JSCP

• Notional Tasking. UTCs allow the supported planners to identify the forces desired without identifying specific units. Before the establishment of UTCs and an automated TUCHA file, specific units were identified in Annex A of the OPLAN. Now the supporting command can task the most combat ready and available units prior to execution

• UTC First Character Codes. The first character of the UTC identifies the functional area of the unit type.

Transportation Coordinator’s-automated Information for Movements System (TC-AIMS II)

TC-AIMS II operates in conjunction with the GCSS to provide the automated tools needed for successful distribution management. TC-AIMS II produces linear bar codes, two-dimensional bar codes, military shipping labels, registers and reads RF tags and reads Controlled Access Cards.

TC-AIMS II provides the capability to automate unit movement and TO planning and execution procedures in both garrison and deployed environments. It provides an automated information management capability to managers involved with movement control and allocation of common-user land transportation in a theater of operations. TC-AIMS II exports data to IGC and C2 systems at various command levels.

TC-AIMS II capabilities:

• TC-AIMS II operates to support daily military transportation and specific deployment-related deliberate planning and execution requirements. The home station configuration uses either an enterprise architecture or existing base local area network. TC-AIMS II has the capability to break away from hosts and operate in a stand-alone laptop platform to support users in a field environment (e.g. reception, staging, onward movement and integration operations). Units deploy with their own TC-AIMS II hardware platforms

• For movement control organizations, TC-AIMS II will provide an automated capability to forecast the arrival of personnel, inter-theater cargo, containerized shipments and intra-theater shipments. It also maintains visibility of command-interest cargo throughout the theater. Movement control elements will have the capability to coordinate and provide transportation services to customers. Automated functions include documenting transportation movement

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requests, tasking mode operators and reporting container and cargo movements. Mode operators will have the automated capability to receive commitments, task specific assets and maintain fleet asset status data. Other capabilities include scheduling and deconflicting convoy movements, maintaining unit location data and maintaining in transit unit or cargo visibility.

TC-AIMS II, or the Transportation Coordinators’ - Automated Information for Movements System Version II, is a Department of Defense directed, Major Automated Information Systems (MAIS) joint program, which directly supports the DoD mission areas of mobility and sustainment. It consolidates unit movement and installation transportation functionality into a single joint automated system.

The U.S. Navy is using TC-AIMS II to deploy troops and equipment in support of the war on terrorism in Operation Iraqi Freedom (OIF). Navy expeditionary forces used TC-AIMS II to support deployments to the Southwest Asia area of responsibility. The system provided deployment planning support and produced the required transportation documentation for two Seabee Battalions, or the Naval Mo-bile Construction Battalions (NMCBs), one Seabee Regiment, one Mobile Inshore Undersea Warfare unit, one Inshore Boat Unit, three reserve Cargo Handling Battalions and a portion of the Reserve Navy Supply Support Battalion.

The Space and Naval Systems Center Norfolk is the TC-AIMS II technology integrator for the Navy and has also provided technical support to the TC-AIMS Navy Program Office at the Naval Operational Logistics Support Center (NOLSC), headquartered in Norfolk, VA.

TC-AIMS II is Unit level transportation tool used by NECC and NSW. Interfaces with load-planning and Defense Transportation System (DTS) and produces RFID. Fed by In-Transit Visibility (ITV) and Total Asset Visibility (TAV). NOLSC serves as Navy’s Functional Manager for TC-AIMS II.

TC-AIMS II training is provided by NOLSC personnel to NECC/NSW units with the exception of the Seabee units who provide their own training.

Automated Air Load Planning System (AALPS)

AALPS is a knowledge-based system that assists users with the complex task of planning for and executing, aircraft loads for all types of deployments and redeployments. AALPS is the DoD designated aircraft load planning system that is currently fielded to Army, Air Force, Navy and Marine Corps units globally.

AALPS functionality includes the ability for:

• Contingency planners and force designers to perform air load planning and execution; to include the use of preplanned data (estimates) and actual data for both "real-world" and "What-if" scenarios

• Transportation feasibility and estimating airlift requirements (by specific aircraft type and delivery method), producing USAF certified valid load plans and providing airlift/movement summary data and load reports ranging from a single mission to full-scale division deployments and redeployments

• Aircraft load planning for Air Mobility Command (AMC) primary mission aircraft, Civil Reserve Air Fleet (CRAF), via all aircraft delivery methods and deliberate/gross load planning support

• Processing an MDSS II Deployment Equipment List (DEL) import from MDSS II

• AALPS is a knowledge-based system that assists with loading military cargo aircraft for large scale air deployments. It is designed to serve four basic functions: generate valid air load plans; generate and validate user defined air load plans; modify existing air load plans; and

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track movement statistics during actual deployments. AALPS has the capability to air load plan an Army division of 15,000 soldiers and 5,000 pieces of equipment in less than three minutes. AALPS can interface with TC-AIMS II and IGC

• A computerized system to rapidly estimate total airlift requirements and to produce individual aircraft load plans. The system allows preplanned equipment deployment packages to be built, analyzed and maintained.

• The Army is the lead developer for this system. The Automated Air Load Planning System (AALPS) successfully automates the complex task of air load planning. AALPS performs with full consideration given to all individual aircraft constraints, hazardous cargo compatibility, venting and shoring requirements, delivery method and more. The system provides an extensive database containing manufacturers’ specifications and constraints for U.S. Military, Civil Reserve Air Fleet and North Atlantic Treaty Organization cargo aircraft, equipment and accessories.

Integrated Computerized Deployment System (ICODES)

ICODES is a software system that provides a single, cross-service ships stow planning system to provide DOD civilian marine cargo specialist and military embarkation personnel with intelligent deployment support during tactical, administrative, pre-positioning and humanitarian assistance operations. It provides the user with deployment support capabilities for planning and executing the ship loading and stowage of military cargo including unit equipment. The planning function enables the user to execute the loading and stowage of military cargo (aboard military or commercial ships) for onward movement to support DoD objectives. It utilizes Artificial Intelligence (AI) principles and techniques to assist embarkation specialist in the rapid development of ship cargo stow-plans and includes expert agents with knowledge in specific domains (e.g., hazardous material handling, trim, stress and stability, ramps, cranes and internal access paths) to evaluate and propose loading alternatives and recommendations. Integrating with current USMC AIT equipment gives shipboard embarkation specialist the ability to update the ship’s as-loaded plan wirelessly and in near real-time utilizing the Mobile Wireless Embarkation Network (MWEN)

The Distribution Steering Group approved the expansion of ICODES as the platform for a single DoD Single Load Planning Capability (SLPC). Single Load Planning Capability (SLPC) is realized through ICODES GS, a joint SOA-based decision-support system developed to assist users with the planning, execution and conveyance estimation of cargo stowage requirements for ships, railcars, aircraft, yards and trucks. ICODES GS provides integrated web services using an expert agent system coupled with a Graphical User Interface (GUI).

ICODES functionality includes the ability to:

• Integrate with information management and documentation systems such as the Worldwide Port System (WPS), MDSS II and the Integrated Booking System (IBS), to receive cargo lists and transmit completed load plans

• Support cargo management, ship load planning and stowage at common-user and military ocean terminals or remote and expeditionary loading sites

• Produce textual and graphical reports indicating cargo placement, space utilization, cargo type, trim, stress and stability for pre-stow plans and final stow reports.

ICODES supports USTRANSCOM and Surface Deployment Distribution Command (SDDC) strategic goals of providing for integrated systems management tools for common transportation functions throughout the DoD. The planning function enables the user to execute the loading and stowage of

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military cargo (aboard military or commercial ships) for onward movement in support of DoD objectives during training, humanitarian assistance, pre-positioning and contingency operations. The reporting functions support the requirement to provide Commanders with strict accountability of these cargoes during the loading, trans-shipment and discharge at the port of debarkation. Marine Corps embarkation planners will interface MDSS II data with ICODES to create shipload plans to support unit move.

The Army is the lead service. ICODES is a decision-support system that applies the Integrated Cooperative Decision-Making (ICDM) framework to the area of Ship Stow planning. It is designed to satisfy the focused stow planning demand of the U.S. Army and the U.S. Marine Corps by assisting personnel at the port to react quickly and efficiently to changing transportation requirements.

ICODES is an automated information system that develops stowage plans for deployments. It can predict problems and design alternative solutions. ICODES is designed to support division sized moves and cargo planning across the available fleet of ships. It supports multi-ship planning while maintaining unit integrity. ICODES is responsive to unplanned changes and contingencies. It interfaces with TC-AIMS II and Worldwide Port System (WPS).

Radio Frequency Identification (RFID)

RFID technology provides asset visibility to track movement of material. During Desert Storm/Desert Shield there was so much material pushed into theater there was not a good handle of what was there or who the end user was to receive the material. Gen Franks, then the CENTCOM CDR ordered the use of asset tracking visibility systems.

RFID is a generic term for technologies that use radio waves to automatically identify individual items. There are several methods of identifying objects using RFID, but the most common is to have an RFID device store a serial number that identifies a product and perhaps other information, on a microchip. The microchip is attached to an antenna (the chip and the antenna together are called an RFID transponder or an RFID tag). The antenna enables the chip to transmit the identification information to a reader. The reader converts the radio waves returned from the RFID tag into a form that can then be passed on to computers that can make use of it.

The purpose of any RFID system is to carry data in suitable transponders, generally known as tags and to retrieve data, by RF-based, machine-readable means, at a suitable time and place to satisfy particular application needs. Tags have a discrete memory capacity that varies from a small license plate to thousands of records.

Some RFID tags are self-powered and others draw power from the energy field created by the reader/interrogator and use it to power the microchip’s circuits. The chip then modulates the waves that the tag sends back to the reader and the reader converts the new waves into digital data.

Here are two primary categories of RFID tags:

• Passive: Relies on the power beamed at the tag by an interrogator/ reader. The tag antenna collects the energy and uses it to transmit back the tags ID.

• Active: Has sufficient battery power to conduct autonomous data storage, processing and transmission of data, as well as contain sensors that can be used to monitor record and report environment conditions.

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Field Ordering Officer/Paying Agents (Foo/Pa)

A FOO designation allows deployed units to purchase mission critical requirements that cannot be obtained by the unit through military supply systems or higher headquarters.

Paying Agents (PAs) are authorized to receive and disburse cash for official business. They are pecuniary liable for any cash, negotiable instrument and/or paid vouchers entrusted to them. PAs must be United States Government (USG) employees. Foreign military personnel can serve as Pay Agents upon Secretary of Defense (SECDEF) waver.

• The Field Ordering Officer (FOO) is responsible for making the purchase, managing all clearing reports and “clearing” purchases (generally monthly) with the Contracting Officer by using Standard Form (SF) 44, Purchase Order–Invoice–Voucher

• The Paying Agent (PA) is responsible for drawing the funds and paying the vendor. It is the PA’s responsibility to account for the government’s money at all times.

FOOs and PAs must work closely together, but they are not alone. They are part of an acquisition team that includes the contracting and Financial Management (FM) experts who will provide the guidance and direction to each FOO and paying agent to meet the unit’s needs. The Field Ordering Officer (FOO) and Paying Agent (PA) must be together at the time of purchase.

Contingency Operation

Contingency Operations encompass a wide range of activities where the military instrument of national power is used for purposes other than the large-scale combat operations usually associated with war.

Joint Force Development and Organization

The Unified Commanders, now commonly referred to as the Combatant Commanders (CCDRs), are responsible for the establishment and overall command of the Joint Force within their Areas of Responsibility (AOR). CCDRs can conduct operations as the Joint Force Commander (JFC) or establish either a Joint Task Force (JTF) or a sub-unified command which encompasses the unified efforts of the services as components operating under a Joint Force Commander. These efforts are guided by joint doctrine which has established the formal concept of “components” within the joint force. According to doctrine, these components can be created as functional components (Maritime Component, Air Component, Land Component, Special Operations Component, etc.) and/or as service components (Naval, Air Force, Army, etc.). Some component commands NECC and NSW Logistics personnel are typically assigned to a Joint Force Maritime Component Command (JFMCC) or a Joint Force Special Operations Component Command (JFSOCC).

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Military Organization

Combatant Commander (CCDR) 12-45

The CCDR is identified as the supported Commander (CDR) for Department of Defense (DoD) actions at the strategic level; provides strategic direction and operational focus to subordinates at the operational level; and synchronizes the military instrument of national power in time, space and purpose with the actions of other military forces, Other Government Agencies (OGAs), International Government Agencies (IGOs) and Nongovernmental Organizations (NGOs) toward theater strategic objectives. In a Foreign Humanitarian Assistance (FHA) operation interagency coordination is essential for effective policy development.

Joint Force Commander (JFC)

JFC is authorized to exercise Combatant Command (COCOM or command authority) or operational control over a joint force. The JFC is established through the Authorities provided in Title 10 of United States Code, which brings the capabilities of all our services together under a single command. For simplicity, the term Joint Force describes a generic force composed of a Joint Force Commander and his subordinate components. These components (the subordinate organizations that constitute a Joint Force) are normally organized either as service components or as service and functional components. Within the organization roles are clearly defined. The military logistics professionals will be assigned to provide support at all levels of the organization. The military agencies possess significant coordination and planning skills that are necessary in a contingency operation. The ability to determine nontraditional supply channels to ensure support of all agencies or in coordination with other agencies is a must to ensure contingency mission success.

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SUMMARY

Expeditionary Logistics is growing beyond the scope of the U.S. Navy as US military forces support and join together in joint operations. It is crucial for the Logistics Specialist to have a well-rounded understanding of the supply support required in the Expeditionary arena, both CONUS and OCONUS. With the maturation of Navy Expeditionary Combat Command and in conjunction with Navy Special Warfare Forces, expeditionary logistics is developing well defined and distinctly unique requirements to support the scope of mission requirements placed on expeditionary units. Logistics Specialist are expected to have basic knowledge of US Marine Corps and US Army supply support and processes in meeting the intra and inter-theater supply support demands facing our warfighters abroad and in garrison.

For more in-depth coverage and explanation of Expeditionary Logistics, refer to the current editions of the COMNECCINST 4400.1 – NECC Force Supply Manual and CNSWCINST 4460.1 – NSW Force Supply Manual. These manuals give further guidance and instruction on Force-specific supply procedures and policies. As you develop in your skills and capabilities, one consideration as a Logistics Specialist, is to know how to correctly research the publications and instructions outlining the guidelines and policies established for all components of the logistics community.

Rev. MAR 2013 13-1

CHAPTER 13

RESERVE LOGISTICS MANAGEMENT

This Chapter provides Navy Reserve Force Logistics Specialist knowledge for use by Navy Reserve Activities that differ from the active duty components. Logistic management differs from the active component in the way of supply procurement, clothing requirements, Reserve berthing and Bachelor Leased Housing provided to the Full Time Support (FTS) service member. Our contributions to national security are enabled by policies, processes and administrative systems that are transparent and seamless. We serve alongside active component Logistic Specialist and deliver capabilities that are unmatched for quality.

LEARNING OBJECTIVES

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

1. Understand the additional administrative responsibilities associated with Reserve Logistics Management.

2. Understand and determine the Navy Reserve clothing entitlements as well as procurement procedures though the supply system.

3. Identify the eligibility requirements of Drilling Reservist to receive subsistence.

4. Identify the eligibility requirements of Drilling Reservist to receive berthing and Active Duty members to receive Bachelor Leased Housing.

5. Understand the minimum documentation requirements for Reserve Logistics Management.

SUPPLY ADMINISTRATION

The Navy Operational Support Center (NAVOPSPTCEN) Logistics Specialist or civilian equivalents are directly responsible to fully understand and read the Commander Naval Reserve Forces Command (COMNAVRESFOR) P4000 series.

The Supply Department is directly responsible to the Commanding Officer (CO) for general supply administration maintenance, as well as:

• Preparation and use of reserve clothing requisitioning procedures

• Coordination for provision of subsistence for assigned Reserve units

• Coordination for contract berthing for eligible Drilling Reservist.

The supply department will maintain procurement files utilizing the Fund Administration and Standardized Document Automation (FASTDATA) System or Reserve Personnel Navy (RPN) documentation.

FASTDATA and RPN procurements will be maintained in individual folders in document number sequence. Separate logs and two subsections of “Outstanding” and “Completed” will be maintained. A separate folder will be maintained for each procurement action.

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Supply Procurement

COs are responsible for all acquisition transactions and will ensure monetary and quantitative controls are established to provide for effective and efficient management of assigned resources.

The mandatory source of supply for office and janitorial supplies is Department of Defense (DOD) Emall. The Fleet Logistics Center (FLC) San Diego “Virtual” SERVMART Contract also meets the mandatory source requirement.

The use of appropriated funds to procure recognition items for military recruitment and retention (including reenlistments) purposes is authorized. The following provides amplification for the Navy Reserve Force in application:

• Appropriated recipients of such recognition items are military personnel and immediate family members

• The maximum appropriated funds expenditure for any owner event is $50 and would include such items as; coins, medals, trophies, badges, flags, posters and paintings

• Documentation will be maintained for who and what occasion

• Funding for such recognition items will be paid for out of current command funding authorizations.

Clothing and Personal Protective Equipment

In the Navy Reserve, the uniform policy is governed by NAVPERS 15665I, which prescribes uniform and grooming standards for all Navy personnel and the DOD Financial Management Regulations, Volume 7, which establishes “cash allowance” and the “clothing issue – kind- system” to provide uniform clothing required by Navy Reservists.

Reserve Uniform Entitlements:

Upon affiliation, an initial uniform clothing issue is made to eligible inactive duty Navy Reservists. The uniform requirements for this initial issue for enlisted men and women may be found on the Reserve Uniform Requirement List (RURL). An enlisted member of the Reserve Component ordered to active duty for a period of 6 months or less is not entitled to an additional uniform allowance.

Chief Petty Officers (CPOs) of the Navy Reserve, upon reporting for active duty for more than 6 months, or upon being discharged while on inactive duty to enlist in the Active Component, are entitled to a special initial clothing monetary allowance. Navy Reserve CPOs on extended active duty for 6 months or greater are entitled to receive the active component clothing replacement allowance rate. CPOs meeting 75 percent of their drill requirements per quarter, are authorized a clothing replacement allowance.

Officers released from another branch of the Armed Forces are entitled to an initial uniform allowance as members of the Navy Reserve. In order to receive these entitlements they have to report to active duty for over 90 consecutive days, or complete 14 days of Additional Training (AT).

Special Instructions:

When reporting to the NAVOPSPTCEN or Mobilization Processing Site, Reservist will be authorized any additional clothing monetary allowances as stipulated in DOD Financial Management Regulations, Volume 7. Individuals will replace lost items at their own expense. Reservists on extended active duty greater than 6 months are provided a clothing monetary allowance.

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The member is responsible for turning-in all uniforms and any item of organizational clothing held in their possession. Member’s that neglect to turn-in their clothing upon discharge from the Navy Reserve program, will be sent a letter from the CO/Officer in Charge (OIC) directing the return of U.S. Government property within 15 days of the date of the letter. The member is required to reimburse the government for missing articles with a certified check or money order for the current cost, payable to “Treasurer of the United States.” Checks or money orders will be forwarded by the NAVOPSPTCEN to the nearest Disbursing Officer.

Clothing Procurement

NAVOPSPTCEN personnel will take necessary actions to reduce the delay between affiliating and outfitting the new Reservist. Requisitions for new affiliates will be submitted on the first drill weekend after affiliation.

The Defense Supply Center Philadelphia (DSCP) Prime Vendor currently used is the Commonwealth of Kentucky Logistics Operation Center (KYLOC). KYLOC will be the primary source for procuring uniform items for Navy Reserve personnel.

KYLOC Requisitioning Procedures:

• Clothing supervisors will review and approve all clothing requests daily

• KYLOC will provide documentation of all issues and any backordered item with a printed picking ticket

• NAVOPSPTCEN personnel will notify the member when clothing is received. The member and the clothing supervisor will jointly inventory the clothing

• The clothing supervisor will notify their regional clothing coordinator for further direction and assistance if any missing clothing was annotated

• Any incorrect item received from the Prime Vendor will be returned for credit immediately after being identified and reordered.

If there is non-issued new clothing items, the clothing supervisor shall determine the reason the clothing has not been issued. Once the status of the member has been identified, this will determine whether clothing is returned to KYLOC of held for that member to be issued at a later date.

Used, altered, or stenciled clothing on hand as a result of items being returned for replacement will be disposed of according to weather it is usable and unusable condition. Usable clothing will be transferred to the Boy Scouts of America, Sea Scouts, of Naval Sea Cadet Corps. If these options are not available then clothing will be transferred to Defense Reutilization and Marketing Office (DRMO) along with the unusable conditioned clothing. All transfers will be done per reference NAVSUP P-485, Vol. III.

Alterations:

Only essential alterations of uniform items are authorized at government expense. Alterations are provided at government expense for initial, replacement and special retrofit issues to include hemming and the sewing of authorized uniform attachments and accessories.

Individuals who pay for alteration out of pocket are not authorized reimbursement. Alterations will be funded using RPN line of accounting which can be found in Navy Reserve Website. Alteration services may be obtained from any tailor shop that will accept the Government Commercial Purchase Card (GCPC) as the method of payment.

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Camouflage Utility Uniform (CUU), Flight Suits and Special Extreme Cold Weather Clothing will be procured per reference COMNAVRESFORCOM P4000 (series) and NAVPERS 15560.

Subsistence

Navy Reservists, both on inactive and active duty, will subsist from a general mess, either Navy or another DoD activity, whenever such facilities are available in the immediate area. To receive rations-in-kind, enlisted Reservists must perform at least 8 consecutive hours of Inactive Duty Training (IDT), exclusive of mealtime, in the same calendar day. Subsistence is procured with RPN funds.

NAVOPSPTCEN COs are authorized to provide rations-in-kind to enlisted Reservists performing multiple IDT periods who meet these eligibility requirements:

• Breakfast is authorized if the member satisfactorily performs at least 2 – 4 hour IDT periods during the calendar day the breakfast meal is consumed, travels more than 50 miles to the drill site and occupied local quarters (government or commercial) the previous night

• Lunch is authorized if the member satisfactorily performs at least 2 – 4 hour IDT periods on the calendar day the lunch meal is consumed

• Dinner is authorized if the member satisfactorily performed at least 2 – 4 hour IDT periods the day following consumption of the evening meal, will occupy local quarters (government or commercial) that night and their residence is more than 50 miles from their drill site.

Ineligible personnel are required to make restitution for meals consumed and are subject to disciplinary action for failure to do so. Payment may be made by check or money order payable to: “Treasurer of the United States.”

NAVOPSPTCENs will develop procedures to ensure only entitled Navy Reservists use subsistence. These procedures will include quarterly Berthing/Messing Audits to be conducted by a person designated in writing by the NAVOPSPTCEN CO. The designated auditor will not be an accountable official in the procurement chain of command. The auditor must be an E7 or above and may be a NAVOPSPTCEN staff member or a Drilling Reservist.

Methods of Subsistence

The five methods of subsistence are DoD galleys, Non-DoD galleys, local restaurant, Meals Ready to Eat (MRE) and temporary messes.

DoD galleys is the preferred way to provide subsistence when available. The galley will be provided headcounts by the NAVOPSPTCEN for each drill weekend. Enlisted personnel entitled to meals at Government expense will be furnished such meals on a non-reimbursable basis.

Reimbursement between the military departments for such meals is not authorized per 37 USC 402 series.

When utilizing Non-DoD galleys (Coast Guard and National Guard), the NAVOPSPTCEN LS will prepare the Voucher for Transfer Between Appropriations and /or Funds Standard Form 1080 (SF 1080) and certify the statement for payment to Defense Finance and Accounting Service (DFAS).

For local restaurants, the LS is responsible for preparing and receiving approval of a purchase request prior to arranging with a vendor via the appropriate purchase method for meals provided to Reserve personnel performing multiple drills. The GCPC is the preferred method of procurement under $3000 and the preferred method of payment over $3000.

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Meals provided will be similar to those furnished by an enlisted dining facility. Each type of meal should be of good commercial quality / quantity and should include the major food groups.

The maximum cost per meal is as follows:

• Breakfast - $5.00

• Lunch - $7.00

• Dinner - $10.00

If these prices cannot be reasonably met locally, forward requests for price waivers, together with menus and at least three bids, to COMNAVRESFORCOM (N4C) for approval before negotiations of contracts.

The Navy Standard Integrated Personnel System (NSIPS) generated Meal Pass Log or the Meal Signature Record (NAVRES 1291/1) will be used to document personnel fed.

A Master-at-Arms, other than the active duty logistics specialist, will be assigned to ensure only eligible personnel are fed and the meal signature record is properly completed.

The meal signature records are retained for 5 years plus the current FY. Ensure the following practices do not occur: • Cash reimbursement to Reservists is not authorized for any missed meals

• Raw food items or fruit are not authorized for purchase

• Use of government furnished rations-in-kind to supplement civilian or military functions (e.g., family day) is prohibited.

MREs are self-contained meals that require no additional supplementary food items. MREs will be used for temporary field messing for 20 days or less, unless there is an official Navy Supply (NAVSUP) approved mess, an agreement with a Navy galley, or another DOD service provider.

Navy Reserve units may request authority to establish a temporary mess (including tray packs) by submitting a letter to NAVSUP via COMNAVRESFOR (N444) and the unit’s chain of command NAVSUP P486 Volume 1, Food Service Management, identifies requirements that must be met before NAVSUP grants approval to establish a mess. Operation of a temporary mess for less than 3 weeks is not considered cost-effective.

Contract Berthing / Bachelor Lease Housing

To facilitate maximum drill participation and mobilization training COMNAVRESFOR activities will provide commercial / Bachelor Quarters (BQ) berthing for Navy Reserve personnel traveling more than 50 miles to their drill site. This does not apply to Inactive Duty Training with Travel (IDTT), Annual Training (AT), Active Duty for Training (ADT), or Active Duty for Special Work (ADSW). Bachelor Officer Quarters / Bachelor Enlisted Quarters will be use whenever quarters are available and cost effective. If BQs accommodations are not available, commercial berthing will be provided to Navy Reserve personnel. Berthing uses Operations and Maintenance Navy Reserved (O&MNR) funds and will be provided at no personal expense to Navy Reserve personnel.

Rooms are to be double occupancy of like gender, with officers separated from enlisted and senior officers (O5 and above) separated from junior officers (O4 and below). A unit CO will not be placed with a member of their own unit. CPOs will be separated from E6 and below. An exception would be husband and wife, both members of the Navy Reserve drilling on the same day(s).

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Navy Reservist meeting these eligibility requirements will be provided berthing:

• Member must travel 50 miles or more from their residence to the drill; site where IDT’s are performed

• Member must be in a drill status and perform IDT at the permanent or administrative drill site. Eligibility must be established for the Administrative Drill Site, the NAVOPSPTCEN where personnel records are stored and maintained and the Permanent Drill Site, where IDT periods are normally performed. The Permanent Drill Site may be other than the administrative drill site and, if so, must be designated in writing by the NAVOPSPTCEN CO if berthing is required. This site may not be changed to circumvent IDTT order issue requirements

• Member must be performing 8 hours of scheduled drills (exclusive of meal periods) on the day following the use of commercial / BQ berthing, or 4 – 4 hour drills within a 48-hour period.

Berthing privileges may be denied for nonconformance to this COMNAVRESFORCOM P4000.1 (series) or local policy established by the NAVOPSPTCEN.

Berthing eligibility will be documented using the Statement of Understanding Eligibility for Berthing (COMNAVRESFOR 11103/1) with mileage verification documentation attached and maintained on file for berthing audits.

This does not apply to IDTT, AT, ADT, or ADSW. However, the NAVOPSPTCEN will assist Navy Reserve units executing IDTT orders in the local area by providing a list of berthing locations with telephone numbers and assist them in making reservations. Contract berthing in support of “no cost” IDTT orders is not authorized.

Echelon IV / V activities will identify and submit funding requirements to COMNAVRESFORCOM in an annual budget submission. The activity will use the hotel/motel or Bachelor Quarters (BQ) registration receipts to document usage of commercial / BQ berthing and establish local policies to ensure only entitled Navy Reservists use commercial berthing, sign-up procedures and no-shows. The activities will retain commercial berthing documents, copies of orders, invoices and collection vouchers for the current FY in addition to the previous five years.

The NAVOPSPTCEN will not take recoupment action, except to collect from members who have been furnished lodging without satisfying eligibility requirements, or for claims against the Navy resulting from damage due to the member’s negligence or misconduct during BQ / commercial berthing occupancy. The member must reimburse the government with a personal check or money order payable to: “Treasurer of the United States.” Upon receipt of the check or money order, the NAVOPSPTCEN will prepare a Cash Collection Voucher, DD Form 1131 for CO signature. A copy of the DD Form 1131 and the check or money order will be kept in the activity’s commercial berthing files. The original DD Form 1131 and check or money order will be forwarded to the local disbursing office. A NAVOPSPTCEN cannot charge a member for a no-show, but should document the no-show and the CO should determine if the member should remain eligible for contract berthing.

COs may withhold berthing privileges for a specified period of time from members who, in their opinion, abuse these privileges per local command policy.

Exceptions to the berthing policy are:

• If inclement weather, illness, physical disqualification, or other unforeseen events occur and the active duty commander/CO terminates the drill before completing required IDT; reimbursement will not be collected from members. Written certification of drill(s) cancellation must be on file with retained records

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• NAVOPSPTCEN COs have the discretion to permit contract berthing when issues of a Reservists safety are involved. Written authorization of extended berthing privileges must be on file with retained records (such as late night duty requirements). COs must use sound judgment in evaluating the circumstances when authorizing / providing contract berthing

• When drill schedules or transportation arrangements from the drill site preclude performing 8 hours of drill on the day following, or 4 – 4 hour drills within a 48-hour period, the individual member will not be held liable for reimbursement for berthing used

• NAVOPSPTCEN COs have the discretion to permit one extra contract berthing night for Drilling Reservist when OCONUS issues arise due to airline transportation schedules. All available options shall be exhausted before granting extension (such as flexible drills, alternate transportation methods, military airlift, etc.). Written authorization of extended berthing privileges must be signed by the CO and retained with the members Berthing Eligibility Form. COs must use sound judgment in evaluating the circumstances when authorizing additional contract berthing

• Drilling Reservists performing scheduled drills who elect to bring a spouse/guest are NOT authorized to occupy Government provided berthing (commercial / BQ). The only authorized exception is if the member’s spouse is also a Navy Reservist performing scheduled drills

• Under no circumstances will a Drilling Reservist, accompanied by their spouse (also a Drilling Reservist), occupy BQ that does not have private head facilities

• Navy Reservists will not be authorized to use Government furnished commercial / BQ berthing with a spouse/guest and reimburse the Government for the cost difference. Navy Reservists desiring to use commercial / BQ berthing with a spouse/guest will do so at their own expense.

Procurement Methods

Selected Reservist who have funded orders and stay in BQs “space required” quarters will be billed directly. While Selected Reservists who do not have specific funded orders, but who are on an advance reservation list, will be placed in “space required” quarters and have their lodging charged billed to the Reserve activity making the reservations, using an itemized invoice (to include the member’s name, dates used and unit). The NAVOPSPTCEN will use the GCPC as the method of payment.

Selected Reservist who do not have orders and who are not on an advance reservation list will be placed in “space available” quarters and billed directly. The Selected Reservist will not be authorized reimbursement.

The preferred purchase method for commercial berthing under $3000 is the GCPC. Letters of Agreement (LOA) with the GCPC as the method of payment is the preferred method over $3000.

Bachelor Leased Housing (BLH) Program

Government quarters are often not available for Active Duty bachelor personnel assigned to the Navy Reserve Force. This situation requires that these individuals compete in the private housing market for quarters. Due to the extremely high cost and limited availability of adequate quarters in many metropolitan areas, these personnel are often required to spend a disproportionate share of their pay, or travel excessive distances to obtain suitable housing. The purpose of the BLH Program is to provide adequate quarters for those personnel through government leases.

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Echelon IV commands are the approval authority for the leasing of private quarters for bachelors and will submit funding requests to COMNAVRESFOR (N8).

The Department of the Navy (DON) uses, whenever practicable, government owned property rather than leased property. Therefore, all suitable and available government owned bachelor housing of the Navy, Army, Air Force and other government agencies, will be surveyed to determine availability before applying for other leased property.

The Engineering Facilities Activity (EFA) of Commander, Navy Facilities Engineering Command will execute, administer and terminate leased bachelor housing contracts in the same manner as leased family housing. Lease forms and condition reports will be completed and forwarded as directed by the EFA. Leases will not include, as a separate and distinct cost item, any provisions for parking of a privately owned vehicle, nor will separate leases or agreements be entered into at government expense. BLH units shall meet the following accommodation criteria:

• The leased unit must be a complete dwelling unit with a private entrance and bath for the sole use of the occupant(s). The unit must be well constructed, in a good state of repair and include heating/cooling equipment and furniture

• Leased unit must have kitchen facilities and be furnished with a stove, refrigerator, dining table with chairs, bed, nightstand, table lamps, floor lamp chest of drawers and an easy chair. Unfurnished housing may be leased at the individual’s request

• Travel time by private automobile or local surface transportation from the leased unit to place of duty should not exceed 1 hour driving time during rush hours. To the maximum extent possible, leased units should be within 10 minutes walking time from local transit service

• Leased unit will be located in areas meeting acceptable standards of health, sanitation and safety

• The terms of the lease shall cover the right of the government to inspect the BLH unit periodically

• The lease must provide an option for the government to terminate the lease whenever the unit covered by the lease is no longer needed. The lease should provide for the optional renewal by the Government on an annual basis. A 30 day cancellation clause in favor of the Government, effective at any time within the term of the lease, is required

• Leased unit may only be located in cities where the average total rental cost (rent, furniture, utilities, (except telephone) and other operating cost) exceed the Maximum Housing Allowable Housing Cost (MAHC) for the rank of the individual requiring housing. An individual’s Basic Allowance Housing (BAH) will determine the MAHC

• The rental rate must not exceed the actual commercial value to the general public. The CO will determine if the rental cost is fair and reasonable for that location. The rental cost must include utilities except telephone service.

• The individual(s) occupying the unit will not be named in the lease

Military bachelor personnel eligible for lease BLH are subject to the following:

• Must be in the rank of E4 or below

• Duty station is located over acceptable driving time distance (exceeds 1 hour during rush hour traffic) of a U.S. military installation having adequate government quarters. A certification that no adequate BQ is available will be included with tall lease requests

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• Personnel have more than 12 months remaining at their current duty station as of the effective date of the lease. The period of voluntary tour extensions will not be considered in this 12 month period unless the request has been returned approved by the Navy Personnel Command

• Personnel eligible for payment of BAH at “without family members rate.” BAH will be forfeited during occupancy of BLH. Exceptions will be E4 and below personnel receiving BAH at “with family members rate” to provide child support

• BLH occupants who change their bachelor status (lose eligibility to draw BAH at the “without family members rate”) are ineligible for the BLH program the day before the date their status changes. The occupant’s lease will be canceled effective the day before the date the status changes. The individual will either vacate the premises or the individual will be responsible for negotiation with the lessor for a private lease effective the day before the bachelor status changes

• Personnel owning (or are purchasing) housing within an acceptable travel time to their duty station are not eligible for assignment to BLH

• COMNAVRESFOR will establish policies and procedures for the BLH program, issue O&MNR funds based upon the expected number of leases.

Echelon IV commands will centrally manage the BLH program and designate points of contact. The commands will ensure double occupancy is directed whenever feasible for members of the same sex. If double occupancy is not used due to different lease effective dates, monthly extensions will be requested for the lease which expires earliest, so it coincides with the expiration of the lease expiring last after which, a new lease for double occupancy will then be established for both occupants.

Each approved lease request will be forwarded, with a fund citation on a NAVCOMP 2276, to the appropriate EFA and allowed a 60 day lead time for execution of the lease. Once executed, the echelon IV activity will process all correspondence and maintain all records necessary to support and operate the BLH program within its chain of command.

When the desired lease date is not effective on the first day of the month, request a provision for the EFA to include a prorated rental fee for the first month’s payment and to establish subsequent payments to begin on the first day of the month for the remainder of the lease.

Activity COs will conduct thorough surveys to determine the BQ availability of communities within the activity’s geographical area. Upon notification of incoming personnel, they will ensure contact is made with the new member(s) and determine if BLH is required. The CO will ensure the individual(s) execute a Privacy Act Statement covering personal information to be included in the BLH request, establish controls to ensure the repair of or compensation for damages beyond normal wear and tear and ensure unauthorized personnel are not living in leased quarters.

The prospective occupants will not be involved in locating the unit to be leased, but vacating leased quarters without proper authorization will result in the loss of their BAH entitlement for the duration of their tour of duty or the remaining term of the lease, whichever is shorter.

When it is determined a requirement for leased housing no longer exists, notify the appropriate echelon IV command in writing of intent to vacate BLH 70 days before the effective date of vacating the quarters. When circumstances do not permit a 70 day notice, advise the echelon IV command by telephone as soon as an effective date is determined and follow-up with written notification.

The occupants will receive housing in a clean, livable condition and are required to leave the housing in the same condition. Occupants are responsible for the housing and all property, real and personal,

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assigned to them. Proper care of this property rests with the occupant who shall be held financially liable for loss or damage to such property exceeding normal wear and tear.

The occupant(s) will fulfill the legal and reasonable tenant obligations associated with occupancy of government housing and other responsibilities specified in the lease. They will not enter into any agreements with the lessor. They will employ proper energy conservation at all times. Failure to do so may result in removal from the BLH program.

SUMMARY

The mission of the Navy Reserve is to provide strategic depth and deliver operational capabilities to our Navy and Marine Corps team and Joint forces, from peace to war. This Chapter has provided Navy Reserve Force Logistics Specialist knowledge for use by Navy Reserve Activities that differ from the active duty components. Logistic management differs from the active component in the way of supply procurement, clothing requirements, Reserve berthing and Bachelor Leased Housing provided to the Full Time Support (FTS) service member. Our contributions to national security are enabled by policies, processes and administrative systems that are transparent and seamless. We serve alongside active component Logistic Specialist and deliver capabilities that are unmatched for quality. For more information to further elaborate on Logistics Specialist job in the Navy Reserve, please refer to Navy Reserve Logistics Support Handbook, COMNAVRESFOR Publication P4000.

Rev. MAR 2013 14-1

CHAPTER 14

THE MILITARY POSTAL SERVICE

This chapter introduces the Military Postal Service (MPS). In it, you are introduced to its mission and functions, service commitments, postal facilities, postal personnel, training, sources of information, and categories of personnel entitled to use MPS facilities.

LEARNING OBJECTIVES

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

1. Recall the mission and functions of the Military Postal Service (MPS) with a brief explanation on the nature of the MPS, the USPS/DoD postal agreement, and the types of mail and postal services covered.

2. Recall the service commitments of the MPS regarding customer service and customer information.

3. Describe the purpose of the various postal facilities and the services provided

4. Recognize the role of the Navy Postal Clerk and identify the qualifications and positions of MPS personnel

5. Identify essential DON, DoD, and United States Postal Service publications and manuals.

6. Identify the various personnel authorized to use MPS facilities and the identification required.

MISSION AND FUNCTIONS

The mission of the Military Postal Service (MPS) is to provide service to Department of Defense (DoD) agencies in support of DoD missions. The DoD operates Military Post Offices (MPOs) in areas where the U.S. Postal Service (USPS) does not operate or in other places where the military situation requires it. The ultimate goal of the MPS is to provide a level of service equal to that provided by the USPS to the civilian population of the United States. Another goal is to prevent an overlap or duplication of MPS functions between two military organizations in the same serving area. The Military Postal Service, and the Military Post Offices (MPOs) operating under its direction, is an extension of the USPS beyond the boundaries of U.S. sovereignty and is obligated to provide prompt, reliable, and efficient postal service for all DoD personnel overseas where USPS is not available.

USPS Publication 38 is the governing directive on the Postal Agreement between the United States Postal Service and the Department of Defense. This publication outlines both DoD and USPS responsibilities in providing postal services for the Armed Forces. USPS Publication 38-A is the directive that describes postal services available to military installations in the United States. You do not need to become familiar with these publications, but you should be aware that they exist.

NATURE OF THE MILITARY POSTAL SERVICE

The MPS is an extension of the USPS and operates under an agreement between the DoD and the USPS. On 5 May 1980, a single manager for military postal matters for the DoD was established. The Secretary of the Army was designated as the single manager. This reorganization created the Military Postal Service Agency (MPSA), and the Secretary of the Army named The Adjutant General, U.S.

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Army, the Executive Director, Military Postal Service Agency. The Executive Director, MPSA, serves as the Department of Defense’s single point of contact with the USPS and other government agencies on Military Postal Service policies and operational matters. The MPSA is composed of a joint staff of Army, Navy, Air Force, and Marine Corps postal personnel, and DoD civilian employees, and is headquartered in Alexandria, VA. The MPSA has many responsibilities. The one responsibility that will most directly affect you in the operation of your post office is MPSA’s provision of technical support to and monitoring of command postal operations of the military services in overseas areas and provision of technical assistance team visits. This means that the MPSA is responsible for the direction and administration of the Military Postal Service.

The MPS includes the Army, Air Force, Navy, Marine Corps, and Coast Guard, when the Coast Guard is operating under the Department of the Navy (DON). As a group, and in cooperation with each other, the military services provide complete postal services for the U.S. Armed Forces wherever they are deployed. The MPS operates in accordance with postal laws of the United States, U.S. Postal Service regulations and instructions, and directives issued by the DoD, the MPSA, and the military departments.

Each military department is responsible for carrying out the policies and procedures issued by the DoD and the MPSA. Within the Department of the Navy, the Chief of Naval Operations (CNO, N41) is responsible for the postal service within the Navy. The Chief of Naval Operations has designated that the Commander, Naval Supply Systems Command (NAVSUP, SUP05), located in Mechanicsburg, PA, act as the single point for matters relating to postal policy. Each fleet commander is directly responsible for the administration, operation, and monitoring of the Military Postal Service within that portion of the postal service under his/her control. (Figure 14-1) shows the Navy’s administrative chain of command for postal policy matters and MPSA’s chain-of-command for operational matters.

Figure 14-1 — Chain-of-Command for Navy postal policy and postal operational matter

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USPS/DOD POSTAL AGREEMENT

Earlier in this Nonresident Training Course (NRTC), we noted that MPOs operate as an extension of the USPS. Since Navy Post Offices (NPOs) technically are part of the MPS, their operation must follow the current postal agreement between the DoD and the USPS. The following are highlights from this agreement.

The DOD agrees to do the following:

• Arrange and pay for military mail transportation from overseas facilities to/from U.S. gateways and between overseas military facilities located within the same geographical area

• Appoint mail clerks qualified to perform postal duties, who have been issued uniform identification cards, who have no record of any crime involving theft, moral turpitude, or who have not been disciplined for any actions reflecting unfavorably upon their integrity

• Do not accept Collect-On-Delivery (C.O.D.) mail for delivery at MPOs

• Assume financial liability, under military claims procedures, for the loss, damage, theft, wrong delivery, or rifling of accountable mail by a military or civilian mail clerk employed by the DoD

• Assist the USPS in surveying, inspecting, and auditing military postal facilities. The USPS agrees to do the following: • Provide inbound and outbound mail transportation between the postal concentration centers and military or commercial air or surface carriers

• Provide equipment necessary for the operation of MPOs, and provide supplies and accountable equipment without charge. Non-accountable equipment is to be furnished on a reimbursable basis

• Neither accepts, nor forwards to MPOs any C.O.D. mail

• Relieve Custodians of Postal Effects (COPEs) of liability for the invoice of any shipment of stamps or stamped paper lost in transit because of a casualty

• Furnish office space for related military postal liaison units at USPS facilities/centers.

We covered only a small amount of the USPS/DoD postal agreement. USPS Publication 38 contains the entire agreement.

TYPES OF MAIL AND POSTAL SERVICES

You will see that the types of mail and postal services provided by a military post office (MPO) are very similar to those provided by a civilian post office.

Some postal terms in this NRTC may be new to you. Whenever you see a postal term and do not understand its meaning, go to Appendix II, “Terms, Abbreviations and Acronyms,” of this NRTC and study the term’s meaning. By doing this, you gain an understanding of the postal terms needed to get the most benefit from this manual. For example, Chapter 17, “Domestic Mail,” discusses the types and classes of mail accepted by the military postal facility and Chapter 18, “Special Services,” discusses special postal services such as insured mail. You need to understand all of the terms to understand the discussion.

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SERVICE COMMITMENTS

The goal of the Military Postal Service is to provide, at a minimum, a level of service equal to that provided by the USPS to the civilian sector in the United States.

All classes of mail handled by a civil post office also are handled by military post offices. This includes both official and personal mail. Official mail is a vital link in a command’s chain of communications, and the manner in which you process personal mail affects morale. Therefore, it is important that outgoing mail (both official and personal) be dispatched as quickly as possible and that incoming mail is delivered promptly to commands, departments, and individuals. As you can see, you are placed in a key position in a major communications operation. Other services that you provide include acceptance of articles for mailing, the selling and cashing of money orders, and the selling of stamps and postal stationery items. In addition, various special mail services, such as registry and insurance are available.

Customers can improve mail services by doing the following:

• Informing correspondents and publishers of their correct mailing addresses to include delivery receptacle numbers, as applicable

• Submitting change of address cards immediately when a new address is known

• Notifying the responsible mail clerk or mail orderly when departing on leave or temporary duty

• Reporting to the Postal Officer, military postal clerk, or mail orderly any instance when inadequate mail service or other mail-related problems are noted.

CUSTOMER SERVICE

Strive to give your postal customers the best service possible, not only in the dispatch and delivery of their mail, but also in window business transactions. Consider it a privilege to serve the public and to make a strong effort to help customers in any way possible to the extent that postal regulations allow. As a window clerk, always be courteous, efficient, and knowledgeable, and give consistently excellent service. Here are some guidelines that you should follow as a window clerk:

• Provide a neat and clean counter on which to transact business

• Present a well-groomed and neat personal appearance

• Give a friendly greeting that expresses a desire to help

• Be knowledgeable, well informed, and interested in helping customers with their postal needs

• Provide prompt, alert, and efficient service to each customer

• Provide competent and correct information on all inquiries

• Give polite referral to another window or individual, when necessary, to provide the service requested

• Give the departing customers a sense of your willingness to help serve their needs

• Refer all disagreements to your supervisor.

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CUSTOMER INFORMATION

Military postal clerks should ensure that information used by customers on a day-to-day basis is readily available. An adequate supply of the most current copies of the following items should be on hand or posted for customer use:

• USPS Publication 2, Packaging for Mailing

• USPS Notice 123, Price List

• USPS Poster 74, Packaging Pointers

• Example of a properly completed change of address card

• Example of the correct mailing address to be used by personnel served

• Hours of operation

• Mail collection/closeout times

• Customs declarations information, and

• Mailing dangerous materials notice.

You post or supply those publications, forms, and posters that are commonly used. Some of this information will be included in your Standard Operating Procedures (SOP).

POSTAL FACILITIES

As previously stated, the function of the MPS is to operate military post offices where needed by the military services and in areas where the USPS does not operate. Functions performed by activities that support the MPS and MPS facilities range from acting as a liaison and providing mail routing information to the USPS (for the processing and distribution of mail only) to mail processing, distribution, and postal finance services in support of the units they serve.

JOINT MILITARY POSTAL ACTIVITIES

The Joint Military Postal Activities (JMPAs) (Atlantic and Pacific), (JMPA-ATL located in New York, NY) and (JMPA-PAC located in Los Angeles, CA) act as the single point of contact for the MPSA with the USPS at the designated commercial airport gateways. The JMPAs perform the following critical functions:

• Provide liaison services for DoD components and their major subordinate commands with local and regional post offices, customs officials, and commercial/military transportation officials

• Provide detailed and timely information to local USPS officials to facilitate processing, routing, and dispatching of MPS mail

• Collect, assimilate, and report on factors affecting mail movement to and from the CONUS gateways

• Identify major problem areas and adverse trends

• Resolve problems with local and regional USPS officials.

Naval mobile units and overseas activities use the Fleet Post Office (FPO) address assigned to the ship, unit, or activity depending on the gateway location. The chart in (Table 14-1) shows the geographical areas and ships served by each JMPA and their elements.

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Table 14-1 — Joint Military Postal Activities and areas served

JMPA

AREA SERVED

Atlantic

New York, NY

Ships home-ported on the East Coast in the mid-Atlantic and northern states. Overseas activities located in the Atlantic (less the Caribbean and Central America areas), Europe, and Southwest Asia and Africa.

Det. Miami, FL

Det. Chicago, IL

Ships home-ported in southern states, and activities in the Caribbean (less Cuba) and Central America. Handles mail for Germany and England.

Pacific

Los Angeles, CA

Ships home-ported on the West Coast in the mid-Pacific and northern pacific states. Overseas activities located in the Pacific and Indian Ocean.

Det. Hawaii

Handles mail for the Hawaiian Islands, Kwajalein, Guam, and other Polynesian Islands.

NETWORK DISTRIBUTION CENTERS

Network Distribution Centers (NDC) are strategically located throughout the United States. These USPS bulk-mail processing centers comprise a nationwide system for the concentration, distribution, and transportation of Periodical, and Parcel Post mail. Postage rates are discussed further in Chapter 4. We are concerned only with the ones that serve the three gateways. (Table 14-2) shows the gateways and their serving BMCs.

Table 14-2 — The three gateways and their serving bulk mail centers MILITARY POST OFFICES

GATEWAY

SERVING BMC New York, NY APO/FPO-AE 090xx - 098xx New York, International and Bulk Mail Center Miami, FL APO/FPO-AA 340xx Jacksonville, FL Los Angeles, CA APO/FPO-AP 962xx, 965xx, and 966xx Richmond, CA

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Military Post Offices (MPOs) are established on ships and at overseas activities and are branches of the USPS. Post offices that are located at shore activities in U.S. territories, possessions, and in the United States may be branches of a local civil post office. A post office operated by the Navy also may act as a center for the concentration, consolidation, and onward dispatch of mail. This is in addition to the usual mail-handling and postal finance functions.

FLEET MAIL CENTERS

A Fleet Mail Center (FMC) receives, distributes, consolidates, transfers, and dispatches military mail for transportation to, from, and within overseas areas, commands, and ships.

In addition to mail-handling and routing services, FMCs provide port visit instructions, postal training and postal supplies for deployed ships in the AOR. The lack of an official designation as an FMC does not prevent shore-based or fleet mobile post offices from performing FMC functions when warranted. However, all shore-based Navy post offices must assist fleet units visiting or operating in the geographic areas for which they are responsible.

An FMC is under the military command of the local NAVSUP Fleet Logistics Center (FLC) responsible for areas where the activity is located. FMCs and MPOs perform functions assigned by their respective FLC Region Mail Manager. FMCs or Navy Post Offices (NPOs) designated as Mail Control Activities (MCAs) also must assume those responsibilities as outlined in the Department of Defense Postal Manual, DoD 4525.6-M.

A Postal Officer administers the FMCs. This officer maintains liaisons with foreign officials concerned with movement of mail, with representatives of commercial transportation carriers, and with local U.S. military postal representatives. The Postal Officer also assists the Fleet Commander in the administration and the operation of the MPS. A Senior Chief or Master Chief Logistics Specialist usually is assigned to, and may fill, the Postal Officer billet. The leading Chief is directly in charge of the sections that comprise the FMC.

The FMCs are usually divided into several sections that include the following:

• Mail-Handling

• Registry

• Postal Supply

• Administrative

• Directory Service

• Claims & Inquiries

• Financial Services.

AERIAL MAIL TERMINALS

Aerial Mail Terminals (AMTs) are overseas military mail facilities responsible for the receipt, distribution, transfer, and dispatch of military mail by air between overseas areas, or to or from the United States.

POSTAL PERSONNEL

The mission and functions of the Military Postal Service would be impossible to achieve without qualified postal personnel. Navy postal personnel responsibilities are many and varied. You will find

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these responsibilities outlined in DoD and Department of the Navy Regulations and Instructions. In addition, USPS Publications list additional responsibilities, guidelines, and operating procedures. In addition to postal duties, postal personnel are charged with military duties and responsibilities. All too often, we forget that we are Sailors first. This does not mean that our professional duties should take a backseat to our military duties. However, both duties should be performed together in a professional manner. Some of the general responsibilities and titles of postal personnel with which you will be working closely are listed in the following paragraphs.

MILITARY POSTAL CLERK RESPONSIBILITIES

Military postal clerks operate post offices aboard Navy ships, and at overseas naval activities. The first postmaster general, Benjamin Franklin, established the tradition that the U.S. Mail is a service to all the people of the United States, which should be used as often as needed and rendered at the lowest possible rates. Service is still the primary mission of the USPS. It is your primary function to see that your customers receive the same benefits of service through the Military Postal Service. In performing this function efficiently, you will contribute greatly to the morale of your command.

As a military postal clerk, you need a broad knowledge of military postal operations and a detailed knowledge of postal jobs.

The movement of mail is an important phase of postal operations. Outgoing mail must be dispatched with speed and efficiency to ensure that transportation schedules are met. Incoming mail must be processed quickly to avoid delay in delivery. How you handle your incoming and outgoing mail in large measure determines the reputation of your post office.

In sum, postal counter work is a matter of customer service. Postal counter work requires business-like behavior, courtesy, and efficient service to the personnel served. Clerks must possess a thorough knowledge of postal regulations concerning the types of postal services offered, postage rates, proper packaging, and the contents of all classes of mail acceptable for transshipment through the mails.

In addition, you will keep records and prepare reports as required by the USPS, the MPSA, and the DON, in relation to post office operations. The operation of a post office includes the upkeep of equipment, ordering supplies, and maintaining post office spaces.

You must have a thorough knowledge of DoD, DON, and USPS Security Regulations. You are responsible for safekeeping the mail, postage stamps, accountable equipment, stamped paper, and blank money-order forms in your custody, as well as cash entrusted to you. In addition, you are responsible for disposing of postal effects during an emergency. Financial responsibility involves the custodial accounting, inspection, and supervisory functions required in proper handling of postal effects, as well as records of financial transactions, such as the sale and payment of postal money orders and the collection of customs duties. In addition, through the Postal Officer you arrange transportation for the dispatch and pick up of mail from post offices or other locations ashore and afloat.

In your professional duties as a military postal clerk, you also perform military duties, as was mentioned earlier. Aboard ship, military postal clerks have assignments under the Watch, Quarter, and Station Bill (WQSB,) as do all other crewmembers. These duties are unrelated to their postal duties.

You may serve in a variety of billets on small ships, such as DDs or CGs or on larger ships, such as LHDs or CVNs. In addition, you may be assigned to duty at an overseas activity that has a Navy post office, such as Naples, Italy, or Yokosuka, Japan.

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As you prepare for advancement, your responsibilities for naval leadership will increase, as will the applications of leadership to the duties of your rating. Your responsibilities for technical leadership arise from the nature of your work. Keeping the ship’s post office operating efficiently and its financial affairs in good order is a large task. You can perform this task effectively only when you accept the responsibility of performing every detail of your work with complete integrity and reliability, and when you continue to increase your knowledge of a military postal clerk’s job.

Integrity of work is a key factor in technical leadership. All other factors relate to it in some way. Integrity of work refers to big things and to little things. Some of the items to which it refers include the following:

• The way that you supervise the post office

• The way that you handle your stamp or money order accounts

• The way that you issue stamps or money orders

• The accuracy and neatness of your records

• Your ability to move mail rapidly

• Your ability to process inquiries and complaints quickly and knowledgeably

• The manner in which you conduct daily transactions with customers.

When you perform every job as efficiently as you can, and constantly strive to increase your skills and to broaden your knowledge, you are demonstrating integrity of work in a concrete practical way. In addition, you are demonstrating technical leadership.

Integrity involves financial responsibility. This means continuous accurate accounting for all postal funds. The first and most important thing that a military postal clerk must learn is the seriousness of this responsibility.

WARNING

To borrow even a small amount from postal funds, or to be careless in handling these funds, are the first steps into serious trouble.

Integrity and financial responsibility are so important in operating a post office that military postal clerks must avoid any practice in their personal lives that might lead to financial difficulties and might cast doubt on their honesty.

The MPSA and the Office of the Commander, Naval Supply Systems Command (NAVSUP) gave special attention to detecting and preventing cases of embezzlement among postal personnel. In most cases, postal personnel convicted of offenses involving money not only received prison terms, but also lost their opportunity for naval careers. The social stigma of such a conviction follows a person into civilian life and often interferes with future employment opportunities. Usually the persons involved started with no real intent to be dishonest. They just wanted to borrow a little money and to pay it back in a few days. However, in each case the problem stemmed from a lack of financial responsibility and integrity on the part of the person concerned.

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QUALIFICATIONS

Personnel who perform postal duties must be loyal, trustworthy, and honest. By agreement between the USPS and the DoD, personnel of questionable integrity are not assigned to duties in MPOs, mailrooms, mail terminals, or other postal facilities. Navy personnel designated as military postal clerks must meet the following qualifications:

• Have no record of conviction by courts martial or punishment under Article 15 involving a postal-related incident

• Have no record of civilian conviction other than minor traffic violations

• Have no record of derogatory information or unfavorable conduct that casts doubt on the military member’s trustworthiness and honesty

• Possess high moral standards and excellent military bearing

• Have no history of psychiatric disorder, alcoholism, or drug abuse, unless a medical evaluation determines that the condition no longer exists

• Are financially responsible

• Were not relieved previously from military postal duties for cause or for criminal convictions

• Are a U.S. citizen and are eligible for a SECRET clearance (a favorable Entrance National Agency Check (ENTNAC) or National Agency Check (NAC) is on file) if required to handle official registered mail

• Not have physical restrictions prohibiting duty involving prolonged standing, walking, or lifting of weights up to 70 pounds.

Military postal clerks are designated according to procedures in Chapter 5 of the DOD Postal Manual.

MILITARY POSTAL CLERKS

A Military Postal Clerk (MPC) is a U.S. Armed Forces member officially designated and authorized by public law to perform postal finance functions and other postal duties. The term Military Postal Clerk includes Army, Navy, Air Force, Marine Corps, and Coast Guard postal clerks.

All Navy commands that operate a post office must have at least one primary military postal clerk designated. If only one MPC is assigned, which is the case aboard some ships, an alternate MPC is designated locally. The alternate MPC should be available to carry out postal functions in the absence of the primary MPC or alternatively, when it becomes necessary, to assist the primary MPC. Personnel selected as alternate MPCs must meet the same qualifications as those for MPCs.

MAIL CLERK

Mail clerks are individuals assigned to perform mail duties at Unit Mailrooms (UMRs) according to DoD regulations. Mail clerks must safeguard the mail in their possession at all times. Mail clerks pick up mail from a military post office and deliver it to members of their unit. In addition, mail clerks maintain a mail directory file at the UMR. The directory file must show the names of all personnel being served, scheduled to arrive, assigned temporary duty, and transferred personnel. After their departure, personnel should have directory service given to their mail for 12 months, or for 3 months if assigned for a period of 6 months or less. Mail clerks must ensure transferring personnel complete an additional change of address card for filing with the serving post office. If necessary, the transfer

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section of a command can help in this matter. Postal Officers and the UMR supervisor must supply positive training to mail clerks by unit. For further guidance, refer to the DoD Postal Manual.

MAIL ORDERLY

Mail orderlies are individuals from divisions, departments, squadrons, or commands who are assigned to pick up mail from a post office or a unit mailroom. Aboard ship, the mail orderly goes to the post office where the mail is distributed during mail call. Prior to receiving the mail, the mail orderly must provide proof of identification. Ask the mail orderly to show a DD Form 285. Along with the mail orderly’s identification card, this form establishes the required proof of identity. Mail-handling training also must be supplied to mail orderlies. U.S. citizenship is mandatory, and the person must be eligible for a Secret Clearance (an ENTNAC or NAC is on file) if required to handle official registered mail. Further instructions are given in the DoD Postal Manual.

FINANCIAL POSTAL CLERK

A Financial Postal Clerk is a DoD civilian employee in an overseas shore-based military post office who is assigned custody and accountability of a portion of the post office’s stamp and money-order account. A financial postal clerk also sells postage stamps and other stamped paper (stamped cards, stamped envelopes, and so forth,) sells and redeems postal money orders, and accepts and delivers accountable mail, as well as performs such other postal duties that are assigned by the proper authority.

CUSTODIAN OF POSTAL EFFECTS

At each command operating a post office, a military member or a DoD civilian employee of the U.S. Armed Forces is designated as a Custodian of Postal Effects (COPE.) The COPE is accountable for the stamp stock and other postal effects issued to that post office by the USPS. Civilian employees designated as the COPE should be under the direct supervision of a military supervisor. At some time in your career, you may become the command COPE.

Postal Officer

The Postal Officer is a person (E-7 or above) designated in writing by the Commanding Officer (CO) with responsibility for the overall supervision of the postal operation within the command. Postal Officer duties include the following:

• Becoming thoroughly familiar with USPS and DoD directives and regulations, as well as all Navy postal instructions and directives

• Reviewing post office records and materially inspecting postal facilities weekly

• Randomly checking mail directory service to ensure compliance with the DoD Postal Manual, Department of Defense Postal Manual, DoD 4525.6-M.

• Being present during all postal audits

• Asking for aid from postal assistance advisors as often as needed.

POSTAL ASSISTANCE ADVISORS

Postal assistance advisors are senior MPCs or DoD civilian employees assigned by Fleet Commander’s Postal Officers to selected commands where there are large concentrations of ships in

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the United States and overseas. They are there to provide guidance to COs and to Postal Officers, and to assist MPCs with questions concerning the daily operation of post offices and to give additional training to assigned postal personnel as needed.

Each post office operated by the Navy should be visited by a postal assistance advisor at least once every 12 months for ashore post offices, and every 18-24 months for afloat units. In addition, each ship that has a post office aboard will have a postal assistance visit before any scheduled extended deployment.

SOURCES OF INFORMATION

Before you begin working a postal finance window and accepting articles for mailing, issuing money orders, and handling mail, there are several publications and manuals with which you must become familiar and understand how to use. The DoD, the DON, and the USPS issue these publications. By familiarizing yourself with the publications, you can obtain valuable information. You will find almost all information and instructions issued through these publications. There may not be anyone else to turn to for such advice, especially if you are deployed, on independent postal duty, and/or acting as the command COPE.

However, a publication is of no assistance if it, or any of its pages, is missing, or if the latest changes were not entered. Keep your publications in an orderly condition and up to date. Enter changes as soon as possible after receipt. Handling, correcting, and using official publications and manuals are routine duties of a MPC. Because these duties are routine, you may underestimate their importance.

NOTE

Underestimating the duties' importance is a serious mistake.

In this section, we discuss those publications and manuals that you will use in performing postal duties. These same publications and manuals are the sources of information for developing this training course. Some of these publications and manuals are distributed automatically to commands. Others are ordered through the USPS Material Distribution Center (MDC), Navy supply channels, your Supply or Administrative Officer, or through USPS or DoD Web sites.

DEPARTMENT OF DEFENSE POSTAL MANUAL

MPSA publishes the Department of Defense Postal Manual, DOD 4525.6-M. to provide guidance to all military departments for the administration and operation of the Military Postal Service (MPS).

DEPARTMENT OF THE NAVY POSTAL INSTRUCTION

The DON Postal Instruction OPNAVINST 5112.6 (series) is issued as a supplement to the DoD Postal Manual. This instruction addresses Navy unique situations and gives additional guidance in the administration of Navy post offices. This instruction is binding upon all personnel of the Navy/ Marine Corps and other individuals or agencies who use Navy postal facilities.

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DOMESTIC MAIL MANUAL

The Domestic Mail Manual (DMM) is our basic guide in the MPS. It sets forth the regulations and procedures governing the domestic mail services offered to the public by the USPS.

INTERNATIONAL MAIL MANUAL

The International Mail Manual (IMM) contains detailed information concerning international postal rates. It lists special mailing prohibitions, import restrictions, and other mailing conditions applicable to mail sent from an MPO or U.S. Post Office to a foreign country.

ADMINISTRATIVE SUPPORT MANUAL

The Administrative Support Manual (ASM) contains policies and procedures for USPS support and administrative functions including postal organization, audits and investigations, facilities and equipment, relations with other organizations, communications, support services, purchasing and materials, and information resources.

Postal Operations Manual

The Postal Operations Manual (POM) sets forth policies and procedures for the operational functions of USPS post offices.

PUBLICATION 52— ACCEPTANCE OF HAZARDOUS, RESTRICTED, OR PERISHABLE MATTER

Publication 52 is a document that is necessary in any military post office. This publication is a reference handbook used by MPCs to determine under what conditions hazardous, restricted, and perishable materials may be accepted for mailing.

DISTRIBUTING, DISPATCHING AND TRANSPORTING MILITARY MAIL BY AIR (HDBK T-7)

This handbook applies to all personnel of the USPS, air carriers, and the DoD who are responsible for handling, processing, dispatching, and transporting military mail to and from the United States and between military postal units overseas.

DIRECTIVES AND FORMS CATALOG (PUB-223)

This catalogue lists all national USPS directives and forms, as well as non-postal government forms and documents used by the USPS. This catalog is used when preparing requisitions and when performing inventory of supplies.

Supply and Equipment Catalogue (PUB-247)

This catalogue lists all supply and equipment items available from the USPS. Instructions for ordering along with photographs, descriptions, dimensions, and weights of individual items are provided to allow for easy identification of required supplies.

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REQUISITIONING LABELS (HDBK PO-423)

This handbook is designed to provide instructions regarding requisitioning label products through the USPS. It provides label-product information and label-ordering procedures. It is essential to keep this guide current.

EXPRESS MAIL MILITARY SERVICE (HDBK PO-514)

The Express Mail Military Service Handbook is used by overseas military postal activities for the processing of Express Mail.

POSTAL BULLETINS

The USPS Postal Bulletin is published as needed at Postal Service Headquarters in Washington, DC. Special issues are published as needed. It contains official information such as the following:

• Temporary instructions

• Special instructions

• Changes to USPS manuals

• New USPS forms

• Stolen money order list.

In addition, it contains information of general interest to postal personnel. All military post offices receive Postal Bulletins. Each copy should be filed and kept available for ready reference for a minimum of 1 year.

CHANGES TO PUBLICATIONS

Unless new information is incorporated into the publications, when information changes within the USPS/MPS, publications become out of date and useless. Changes ordinarily are received by letter of transmittal, by naval message, or by the USPS Postal Bulletin. Changes and corrections are made by inserting new pages, by removing obsolete pages, by making pen-and-ink changes in the existing book, or by downloading updated electronic copies as required. When making changes to a DoD or OPNAV instruction, the change should be entered in the text and a copy of the complete change should be placed in the front of the instruction with the date that the change was made and the initials of the clerk making the change. A publication that is not up to date or one that has been changed incorrectly may be useless and it can give you wrong directions. When a list of effective pages is included with a change, check all pages against the checklist. This procedure enables you to determine whether your publication is correct.

Use the publications mentioned in this section as you learn your job. These publications are references to which you can turn for information about the correct procedures. In any military post office, you will need the answers to numerous questions. It is impossible to remember all of the answers. In fact, do not try to do so. Instead, know where to locate the information. Know your postal manuals and publications well so that you can find the information that you need quickly.

ENTITLEMENT TO USE MILITARY POSTAL FACILITIES

The fact that a person has access to a naval activity does not mean entitlement to use the facilities aboard that activity. This includes postal facilities. The DoD established a single policy defining the

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organizations, agencies, and personnel entitled to use the facilities of the Military Postal Service. Procedures are set up to carry out this policy.

Personnel on active duty in the U.S. Armed Forces are authorized to use the Military Postal Service. Various other persons and agencies also are authorized, some regularly and some only in specific circumstances. You must understand the situations when regular authorizations apply and the conditions that justify special authorization.

The establishment, operation, and use of the U.S. Military Postal Service in sovereign foreign countries depend upon an agreement with the host government, since it is customary among nations to preserve a monopoly of postal services. International agreements permitting establishment of military postal facilities usually specify limiting the use of such facilities to the armed forces and certain civilian agencies and organizations serving with or related to the armed forces. Additional information concerning use of the Military Postal Service is located in the Department of Defense Postal Manual, DoD 4525.6-M.

AUTHORIZED PERSONNEL

Control of personnel who use a post office aboard a ship is much easier than at a post office located on a naval activity in a foreign country. This is because of the limited access that personnel have to ships. So, if you are assigned to a post office that is located in a foreign country, be particularly alert for unauthorized users. Violations of any agreement with the host country could place the Military Postal Service in that country in jeopardy.

Service for Related Organizations

At naval activities overseas, there may be several organizations present that are not part of the DoD but that do support a DoD mission. The U.S. citizen employees of these organizations and their accompanying dependents are authorized to use the Military Postal Service outside of the Continental United States (CONUS) where the USPS does not operate. Some of the organizations that may be located in your area are as follows:

• DoD operated dependent schools

• DoD non-appropriated fund activities

• The American Red Cross

• United Service Organizations, Inc. (USO)

• Overseas military banking facilities and credit unions

• Masters and civilian crews of Military Sealift Command (MSC) ships and merchant ships operating for the account of the MSC.

Other categories of personnel may be entitled to use military post offices under certain conditions at overseas locations. You should check your local regulations for entitlement.

UNAUTHORIZED PERSONNEL

Organizations and personnel authorized to use the MPS may not mail articles for persons and organizations not authorized postal services. The following organizations and individuals are among those that will NOT have postal services provided:

• Concessionaires of non-appropriated fund activities

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• Political organizations. This does not prohibit direct mailing of political campaign material to individuals authorized to use the MPS, provided it is not material for distribution on or off the military installation

• Non-DoD tuition-fee schools

• Non-appropriated fund activities of non-DoD agencies, such as employee cooperatives

• Non-DoD contractors

• Individuals, whether otherwise entitled to such service, for business or commercial purposes

If postal privileges are to be withdrawn from previously authorized organizations and individuals, a 90-day advance notice of withdrawal of service should be given.

EMERGENCY OR SPECIAL AUTHORIZATIONS

In the event of a national emergency, hostilities, or occupations, U.S. citizen personnel, not otherwise allowed the use of the MPS under any other provisions, may be authorized use of the facilities for letter class mail including stamped cards, post cards, and voice recordings. Such persons must be in overseas areas where international postal service is not available or adequate. If adequate, international postal service later becomes available, use of the MPS should be withdrawn.

When, in time of peace, if it appears that persons or organizations should be authorized to use the MPS, requests for this authority should be submitted to the MPSA via NAVSUP (SUP 05.) Such requests originate from the CO and should include the comments and recommendations of the responsible theater or overseas area commander, together with a statement concerning eligibility under any existing agreement between the United States and the host country.

The Overseas Citizens Voting Rights Act of 1975 was amended by Public Law 95-593 to allow U.S. citizens overseas access to military post offices for mailing balloting material. This service is for those U.S. citizens overseas who are not normally authorized Military Postal Service privileges. The balloting material must bear an international return address instead of an APO/FPO return address.

RETIRED MILITARY PERSONNEL

Retired personnel of the U.S. Armed Forces and their accompanying dependents are authorized to use military postal facilities under the following conditions:

• There is no USPS

• Such use is not prevented by the host government

• Postal facilities will not be overburdened by the addition of personnel in this category.

Parcel mail privileges are limited to those parcels weighing less than one pound. Once such service is given, it may be withdrawn only when military postal authorities at the department level approve.

IDENTIFICATION

All personnel authorized to use military post offices must have suitable identification in their possession. Before providing service to anyone, if there is doubt as to their entitlement, check their identification to ensure that the person is in fact authorized postal privileges. The various types of identification cards issued by the military departments are listed in (Table 14-3). Personnel holding one of these identification cards may use military postal facilities located in foreign countries unless prohibited by the host country.

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At times, persons may be temporarily traveling at the invitation of one of the military departments who do not hold one of the identification cards listed in (Table 14-3). In these cases, the person should have travel orders and a passport that may be accepted for identification instead of an identification card.

Table 14-3 — Types of identification cards issued by the Department of Defense

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Rev. MAR 2013 15-1

CHAPTER 15

DESIGNATIONS AND TERMINATIONS

In the previous chapter, you learned about the qualifications and responsibilities of Military Postal Clerks (MPCs). Now we discuss the designations required to assume the different positions in a military post office and the procedures for completing the Designation/Termination forms.

LEARNING OBJECTIVES

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

1. Recognize the designations required of personnel involved with operating a Military Post Office (MPO)

2. Identify the procedures for removing designations of military post office personnel.

SELECTION AND DESIGNATION OF MILITARY POST OFFICE (MPO) PERSONNEL

Personnel who perform postal duties must be loyal, trustworthy, and honest. By agreement between the United States Postal Service (USPS) and the Department of Defense (DOD), personnel of questionable integrity may not be assigned to duties in MPOs, mailrooms, mail terminals, or other postal facilities.

The requirements listed in Chapter 1, outlined by the USPS-DOD Postal Agreement, and expanded upon by Military Postal Service Agency (MPSA) apply to all military services. However, they are not intended as an all inclusive list of qualifications for designation. In addition to the criteria listed in the previous chapter, each military service can develop its own selection qualifications to incorporate unique career duty classification requirements.

U.S. civilian personnel and Foreign Nationals also must meet the basic criteria listed in Chapter 1 to be designated as MPCs Financial Postal Clerks (FPCs), Custodian of Postal Effects (COPEs), or Postal Finance Officers (PFOs). Military personnel selected for postal duties who have no previous postal experience should be scheduled to attend a postal course before assuming postal assignment. Personnel selected for key postal positions will receive training before assuming duties. Training should emphasize the importance of the postal service and the need to follow established policies and procedures. The Military Postal Service (MPS) is dependent on well-trained, motivated, and reliable personnel.

Designation as Military Postal Clerk

Before being permitted to perform postal financial duties or assuming custody of postal effects, an individual must be designated as a military postal clerk (MPC). Personnel are designated using DD Form 2257, Designation/Termination MPC-FPC-COPE-PFO. In addition, all postal personnel must complete an Offenses Against the Mail Notice of Acknowledgement statement, OPNAV Form 5112/1. This form once signed is placed in the individual's service record and must be witnessed and updated annually. All designations must be in accordance with Chapter 5 of the DOD Postal Manual (DOD

LS: Chapter 15— Designations and Terminations Rev. MAR 2013 15-2

4525.6-M) and the Department of the Navy (DON) Postal Instruction (OPNAV 5112.6 series) and must be maintained in the MPO files. Ships and shore activities operating a post office manned by a single MPC must also designate an additional person as an alternate military postal clerk.

Before performing duties as an MPC, all postal personnel must complete OPNAV Form 5112/1 "Offenses Against the Mail and Mail Orderly Designation Form (Notice and Acknowledgement)", hereafter referred to as the "Offenses Against The Mail Form". This form must be signed and placed in the individual’s service record. It must be witnessed and updated annually. To view OPNAV 5112/1 click here.

Before being permitted to perform mail-handling duties all mail clerks and mail orderlies must also complete OPNAV Form 5112/1 "Offenses Against the Mail Form". The signed form will be maintained in the post office files. The Offenses Against the Mail Notice must be witnessed and completed upon designation only. Shipboard Division Officers or Department Heads are responsible for nominating individuals as mail orderlies. They are also responsible for ensuring prospective mail orderlies meet the qualifications listed in Chapter 1.

Designation of Mail Orderlies

A responsible official (leading Chief Petty Officer, division officer, or department head) normally designates mail orderlies for units or divisions requiring mail orderly service. The number of designated mail orderlies should be held to the minimum number needed to efficiently and effectively handle the mail. Before personnel assume duties as a mail orderly, they should be designated in writing in a letter from the responsible official, and OPNAV Form 5112/1 and a DD Form 285 “Appointment of MPC, Unit Mail Clerk or Mail Orderly” must be completed. See (DOD 4525.6-M) for an example of a completed DD Form 285.

Use the instructions listed below to guide you through the process of completing the DD Form 285. Divisional mail orderlies normally are charged only with safeguarding and delivery of incoming ordinary mail. Specific responsibilities of the mail orderly for a division/section include the following:

• Delivering personal mail to addressees only

• Delivering official mail to individuals authorized by the Commanding Officer

• Placing undeliverable mail in a suitable, securely locked container and delivering it later, or returning it daily to the unit mailroom or serving post office, as applicable

• Returning undeliverable mail to the unit mailroom or serving post office with the reason for non-delivery (TDY, leave, transferred, etc.)

• Reporting any known or suspected postal offenses and irregularities to the unit Postal Officer or CO.

Before assuming mail-handling duties, mail orderlies must be properly trained. The training they receive should explain the importance of postal services, individual responsibilities, and the negative consequences if they do not perform assigned postal duties according to established procedures and instructions. All ongoing training programs should include locally developed training courses as well as on-the-job training. A training program is required to meet the training criteria established by DOD postal directives. For mail orderlies you should check blocks on the DD Form 285 that say, “Personal (Except Accountable)” and “Official (Except Accountable)”. For those mail orderlies that are authorized to screen accountable mail for classification purposes the “Official (All)” block will be

LS: Chapter 15— Designations and Terminations Rev. MAR 2013 15-3

checked. “Official (All)” block will be checked after the appointing official verifies appropriate clearance level. Mail Orderlies must be a U.S. citizen eligible for a secret clearance in order to handle official registered mail.

After personnel are designated as mail orderlies, all copies of DD Form 285 must be validated by the serving postal activity. The validation must be done following the instructions in block 10 on the DD Form 285. The validating officer may initial and date the form if activities do not possess an All Purpose Date Stamp (APDS) or seal. Whichever method is used, uniformity should be maintained in validating all DD Form 285s at that activity. Three DD Form 285s must be completed and one form must be provided to each of the following:

• The mail orderly

• The unit files

• The serving postal activity.

Mail orderlies must carry their DD Form 285 at all times while performing mail-handling duties, and they must present the form when receipting for mail.

In some cases DD Form 2260, “Unit Mail Clerk/Orderly Designation Log” is used instead of the unit file copy of DD Form 285; in that case, only the original of DD Form 285 need to be completed. The purpose of DD Form 2260 is to provide a command or division with a record of names and DD Form 285 numbers in numerical sequence for assigned mail orderlies. Most large shore activities and shipboard divisions will normally maintain the DD Form 2260; however, it is not mandatory. (Figure 15-1) shows an example of a DD Form 2260. This log must be retained for 2 years after the last entry on the log has been revoked.

LS: Chapter 15— Designations and Terminations Rev. MAR 2013 15-4

Figure 15-1 — An example of DD Form 2260

Designation of Custodian of Postal Effects

Earlier in this chapter, you learned about the selection and designation of MPCs and the designation of mail orderlies. Now we will discuss the designation required to assume the responsibilities of a COPE). Before being permitted to perform the duties as a COPE, or assuming custody of postal effects, personnel must be designated as a COPE. Personnel are designated using DD Form 2257 (Figure 15-1). Only one COPE is assigned to any one postal operation and the designation remains in effect until the member transfers to a new command; a senior MPC reports to the command and has been selected to be the COPE; or the COPE is removed from postal duties for cause. The procedures for preparing a DD Form 2257 for a COPE designation are the same as those for designating an MPC with the exception of Block 3 where you will check the box for Custodian of Postal Effects instead of MPC. When designating a new COPE, ensure that the outgoing COPE's designation is rescinded. The procedures for a change of COPE are outlined in OPNAVINST 5112.6 (series).

After the DD Form 2257 has been completed, the command monies audit board members must conduct a complete audit of all postal effects. Audits must include:

• All stamp credits assigned. Both the incoming and outgoing COPE must verify the results of the audit

• Money order accounts to ensure all money orders assigned to the command are accounted for

LS: Chapter 15— Designations and Terminations Rev. MAR 2013 15-5

• Postage meter accounts (if postage meter equipment assigned); indicate current meter reading on report, and date and number of last meter report submitted. Postage meters and the forms required for meter operations will be discussed in Chapter 8

• Physically verify all capital and sensitive (accountable) equipment listed on the command’s PS Form 1590 (Supplies and Equipment Receipt) and physically verifying the location of post office keys.

Audit reports (NAVSUP Form 5112/2, Report of Audit of Postal Accounts) must be reviewed and signed by the auditing officers, both the incoming and outgoing COPEs, and the CO or the COs representative who is designated by letter from the CO. The incoming COPE must sign in the remarks section that he or she concurs with the results of the audit. Audits and NAVSUP Form 5112/2 will be covered in Chapter 14. To view a completed NAVSUP Form 5112/2 click here. The COPE accounts must be exact. (NO TOLERANCE FOR THESE ACCOUNTS). The outgoing COPE must replace any shortage in the COPE account; any overage must be remitted via the appropriate Account Identification Code. Indicate in the "Notes, etc." section of the report that the overage has been submitted and provide the check number and amount of remittance.

The incoming COPE will submit the following documentation to the appropriate PFO:

• Copy of COPE’s designation, and outgoing COPE’s termination on DD Form 2257

• Copy of Unit 1412 used for the change of custody audit. The incoming COPE must accomplish the following: • Prepare PS Form 3369 (Consigned Credit Receipt), in triplicate, for the command’s assigned flexible credit account. Prepare PS Form 1590 (Supplies and Equipment Receipt) listing all capital and sensitive equipment verified during audit. The following is a list of USPS capital and sensitive equipment that must be accounted for on the PS Form 1590:

C a p i t a l E q u i p m e n t S e n s i t i v e E q u i p m e n t Scales Money Order Imprinters Canceling machines (Electronic)

• Change safe combinations. Put new combinations in sealed envelopes and give to the CO or designated official; obtain a receipt on a modified PS Form 1096, Cash Receipt (Figure 15-2 and 15-3 below).

LS: Chapter 15— Designations and Terminations Rev. MAR 2013 15-6

Figure 15-2 — An example of a modified receipt for safe combinations (PS Form 1096)

• Obtain receipt for post office keys not in the COPE’s custody (Figure 15-6). The Commanding Officer or designated official must maintain duplicate keys in a sealed envelope, PS Form 3977, Duplicate Key Envelope (Figure 15-4).

Figure 15-3 — An example of a modified receipt for post office keys (PS Form 1096)

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Figure 15-4 — An example of a duplicate key envelope (PS Form 3977)

The incoming COPE will submit to the appropriate Naval PFO the following:

• Original and 1 copy of PS Form 3369 (Consigned Credit Receipt)

• Original and 1 copy of PS Form 1590 (Supplies and Equipment Receipt)

• Copy of COPE’s designation, and outgoing COPE’s termination on DD Form 2257.

• Copy of COPE’s and Reserve Custodian’s audit reports DD Form 2259 (Report of Audit of Postal Accounts).

Absence of Cope Designation of Temporary Cope

If the COPE is absent from three (3) to five (5) consecutive days, forward a message to the appropriate JMPA to notify the accountable postmaster that no requisitions or remittances will be forwarded during the specified period. If the absence is greater than five (5) consecutive workdays, designate a new COPE.

In case of a temporary absence of the COPE (over 5 consecutive working days, but less than 31 total days), designate another qualified person, using DD Form 2257, as a temporary COPE (Figure 15-8). Transfer the required quantities of accountable paper, funds, money orders, and equipment to the temporary COPE to operate the post office during the COPE’s absence. Exchange PS Form 3369 for stamps and Funds, DD Form 885 (Money Order Control Log) for money orders, and PS Form 1590 for capital and sensitive equipment between the two members. Retain the original copy of the temporary COPE designation in the activity’s file and provide one copy to the designee. Upon return of the COPE, terminate the temporary designation and exchange PS Form 3369, DD Form 885, and PS Form 1590. File the terminated temporary COPE designation in the MPO files.

LS: Chapter 15— Designations and Terminations Rev. MAR 2013 15-8

Figure 15-5 — Example of a completed DD Form 2257 designating temporary COPE

LS: Chapter 15— Designations and Terminations Rev. MAR 2013 15-9

Designation of Postal Officer

COs afloat and ashore are responsible for designating in writing an E-7 or above as the Postal Officer for the command. (Figure 15-6.) The Postal Officer is responsible to the CO for the overall supervision of postal functions of the command.

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// Command Letter Head //

5110

Ser: 00/123

23 Aug 2009

From: Commanding Officer, USS Spruance (DD-963) To: ENS Lawrence D. Watson, SC, USN

Subj: ASSIGNMENT AS POSTAL OFFICER

Ref: (a) DOD Postal Manual, 4525.6 series

(b) OPNAVINST 5112.6 series

(c) Force Instructions

(d) Fleet Instructions

1. In accordance with references (a) through (d), you are hereby assigned as Command Postal Officer onboard USS Spruance (DD-963).

2. You shall be responsible the detailed supervision of command postal operations and will familiarize yourself with all applicable references and instructions.

3. You are to conduct a Postal Officer's weekly inspection of post office spaces utilizing OPNAV Form 5112/1. You are to pay particular attention to: Postal finances; directory mail; official mail; mail orderlies system; and registered mail. You should ensure that all incoming and outgoing mail is processed and delivered in a timely manner and in accordance with current postal regulations and instructions.

4. This assignment will remain in effect until cancelled in writing.

Copy to: Service Record Post Office Files Postal Finance Officer L. J. Fantail

CDR, USN

Figure 15-6 — Sample of a Postal Officer designation letter

LS: Chapter 15— Designations and Terminations Rev. MAR 2013 15-11

Designation of Monies Audit Board Members

Commanding Officers are responsible for ensuring that postal effects assigned to their commands are audited on a monthly basis with quarterly audit reports being submitted to the appropriate PFO. These audits are conducted by the monies audit board. (Figure 15-7) below shows an example appointment letter to the monies audit board.

Figure 15-7 — Sample of a Monies Audit Board designation letter

TERMINATION OF MILITARY POST OFFICE PERSONNEL DESIGNATIONS

The termination of MPO personnel designations is required for a variety of reasons. The type of designation and reason for a person’s removal from postal duties also determines the process required for completing the termination. We will discuss some of the reasons for terminating designations and the procedures for completing the termination forms in the following paragraphs.

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Termination of MPC Designation

Below are some reasons for terminating MPC designations:

• Discharge from military service

• Change of rating

• Convicted of a crime, such as theft or an offense of moral turpitude

• Relieved from postal duties for cause, for example, loss of postal effects through fraud or intent to defraud, negligence, mismanagement, or other serious irregularities

• Consistent overages or shortages in account audits in excess of tolerance

• Failure by the member to show required progress in training programs established by their military service or command.

Procedures, authority for, and distribution of termination actions are the same as for designations. The original DD Form 2257 is maintained in the PO files for 2 years from the termination date (Figure 15-8) and the member’s DD Form 285 must be voided, and maintained on file for two years. (Figure 15-9)

Military or civilian personnel, who are relieved for the negative reasons noted above, will not be considered eligible for further postal assignments or positions. Commanders relieving such personnel from postal duties must coordinate this action with personnel offices to ensure personnel records are properly annotated to prevent reassignment to postal duties.

A person whose designation is terminated must cease all postal duties by the effective date of revocation.

Termination of Cope Designation

When it becomes necessary to terminate a COPE’s designation (relief is present), the termination procedures are the same as the procedures for designating a new COPE.

If it becomes necessary to terminate a COPE’s designation and no qualified relief is immediately available to continue operation of the post office, the postal effects and funds must be placed in the custody of a responsible individual designated by the responsible CO. In addition, operations should be suspended until a designated replacement is on board. If possible, give the COPE being relieved receipts to document the transfer. DOD 4525.6M explains procedures for suspending operation of an MPO.

(Figure 15-8) illustrates a termination on a DD Form 2257. Use instructions listed below to complete the process.

LS: Chapter 15— Designations and Terminations Rev. MAR 2013 15-13

Figure 15-8 — Example of a DD Form 2257, Termination of COPE Designation

Termination of Mail Orderly’s Designation

When it becomes necessary to terminate a mail orderly’s designation (transfer, dereliction of duties, or for other reasons), the division officer or other designating official should revoke the member’s DD Form 285. The official should place the date in block 2, draw a diagonal line through the card, and write void or revoked above it. (Figure 15-9) After this has been completed, the division or serving postal facility that holds the DD Form 2260 (Figure 15-1, if used) must document the date revoked block with the same date shown in block 2 of the DD Form 285.

LS: Chapter 15— Designations and Terminations Rev. MAR 2013 15-14

Figure 15-9 — Sample of a revoked DD Form 285

Rev. MAR 2013 16-1

CHAPTER 16

MAIL PACKAGING AND ACCEPTANCE

Before you accept any article for mailing, the article must meet packaging and wrapping requirements. The Domestic Mail Manual (DMM) and USPS PUB 2 contains these requirements. Check each article that you receive at the postal finance window for proper packaging and wrapping. Examine each article’s outside wrapping. If you believe the package will become unwrapped in the mail, advise the customer that the package is not acceptable and discuss the correct wrapping procedures. Be as helpful and courteous as possible. As a window clerk, you also need to know how to operate certain equipment and how to conduct window transactions. This chapter provides general information in this regard.

LEARNING OBJECTIVES

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

1.

2.

3.

4.

5.

6.

7.

8.

9.

10.

11.

12.

13.

Identify the packaging procedures involved in mail preparation Recognize the types of loads used in the transportation of mail Determine the types of containers authorized for use in the mail system. Identify the types of cushioning materials used in the preparation of mailing containers.

Identify the authorized closing and reinforcement materials used for securing mailing containers and approved outer markings

Learn the breakdown and assignment of ZIP Codes. Identify proper addresses and address placement Differentiate between mailable and nonmailable material. Recall the rules and procedures regarding the acceptance of articles for mailing. Recognize non-mailable written, printed, or graphic material. Determine mailability of hazardous matter Recognize the characteristics of and the procedures for handling mail bombs. Recognize the procedures for mailing restricted matter.

Proper packaging is the key that guards against damaged mail. No item should be packaged so that its contents may harm mail-handling personnel, equipment, or other mail. Through proper packaging, the mailer is responsible for providing protection against damage to articles under normal handling while the articles are in the custody of the U.S. Postal Service (USPS) and the military postal system (MPS). The mailer should consider the type of item to be mailed, the transit time, the extent to which the item will be handled, and the method(s) of transportation.

As a military postal clerk (MPC), you are not authorized to assist the mailer in preparing articles for mailing. However, you should be able to advise the mailer of the best type of container to use, the type of cushioning that may be required, and the proper method to seal the container. The Domestic Mail Manual (DMM) has additional information on mail preparation.

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TYPES OF LOADS USED IN THE TRANSPORTATION INDUSTRY.

The USPS recognizes three types of loads used in the transportation industry. The contents, type, and strength of the container determine these loads.

Easy Load

Easy loads include moderate-density items that can completely fill the mailing container or be packed in interior receptacles. Easy loads are not readily damaged by shock, compression, or puncture during handling or mail processing. They do not shift or move within the container, and they usually do not endanger other parcels.

Average Load

Average loads include moderately concentrated items that usually provide partial support to all surfaces of the mailing container. Often, the item can be damaged if the package is compressed. Average loads can be placed directly into a container or into separate interior containers. Nesting items within partitions or separate paperboard boxes can stabilize an average load and prevent damage to the container and the items.

Difficult Load

The items in difficult loads usually need additional protection against shock, puncture, or distortion during handling or mail processing. Fragile objects, delicate instruments, high-density items, and small bulk items are considered difficult loads. Paper boxes, paper or plastic bags, or wraps of any kind cannot support difficult loads and are not acceptable containers for such items.

ACCEPTABLE CONTAINERS

An essential requirement for proper packaging is an acceptable container. Acceptable containers include corrugated or solid fiberboard, chipboard (for small items), metal cans, tubes or boxes, wooden boxes or crates, fiber mailing tubes with metal ends, and envelopes. The criteria for acceptability depend on the container’s ability (strength) to retain and protect contents during normal mail handling. Although the responsibility for proper packaging of an article rests with the customer, the clerk must be the judge of its acceptability. Be sure you understand how to check an article for proper packaging and wrapping. For more information on proper packaging, refer to USPS Pub. 2

Boxes

Paperboard boxes, similar to suit boxes, are acceptable for easy and average loads up to l0 pounds. Metal-stayed paperboard boxes are acceptable for easy and average loads up to 20 pounds. Solid and corrugated fiberboard boxes are acceptable for easy and average loads up to the weight limits shown in Table 16-1.

As you can see, an average load weighing up to 20 pounds requires a fiberboard box with a test burst strength of l25 pounds. For a difficult load, a fiberboard box with test burst strength of l75 pounds is required for a 20-pound load. Normally, the test burst strength of a fiberboard box is indicated on the box somewhere in the area as shown in (Figure 16-1).

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Table 16-1 ─ Fiberboard box test strengths used in selecting a container for mailing

Maximum

Box Grade Weight of Box and Contents (pounds) Length and Girth (inches)

Burst Strength (pounds)

Easy or Average Load

Difficult Load 20 — 67 125 40 20 100 175 65 45 108 200 70 65 108 275 — 70 108 350

Figure 16-1 — Test burst strength shown on a fiberboard box.

Package Surfaces

Package surfaces that will not retain an adhesive stamp, postage meter impression, or ballpoint pen or pencil marking are not acceptable. Address labels, and particularly envelopes, should be firmly sealed to containers. Mailings with labels and envelopes that do not meet this requirement may be rejected if they cause problems in processing.

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Outside Wraps for Boxes

Wrapping paper equivalent to the strength of the average grocery bag may be used to wrap parcels. (Wrapping paper is not required, nor recommended by the USPS, if the box itself is an adequate shipping container.)

Envelopes

Envelopes may be used as containers for articles when they can be reasonably expected to be handled and delivered without damage to the contents or to other mail. Letter-style envelopes are flat envelopes that meet the minimum and maximum size requirements. Envelopes of this type are not reinforced and are acceptable as containers for non-rigid stationery and material of a similar nature that does not exceed 1 pound in weight and 1 inch in thickness. Envelopes exceeding the size for letter style and made from extra-strength materials are acceptable for easy loads up to five pounds.

Fiberboard Tubes and Long Packages

Fiberboard tubes and similar long packages are acceptable provided their length is not more than 10 times the girth (diameter) of the article. Tubes are ideal for mailing rolled items such as unframed paintings, documents, fishing rods, and so forth. If the tube is of the two-piece type, where one end slides into the other, tape must be applied to encircle the seams completely where the two pieces are joined. The ends of tubes may be closed by crimping or with tape only if the contents are rolled lightweight items. Otherwise, the ends should be closed with a material as strong as that of which the tube is made.

Cans and Drums

Cans and drums are acceptable if they have positive closures (the top screws on, is secured by bolts, clamps, and so forth.) Generally, friction closures by themselves are not acceptable. Devices that are closed with locking rings that stick out must be padded to prevent injury to mail-handling personnel, equipment, or other mail. Cans and drums should not be sacked or pouched regardless of their weight. They must be dispatched as Outside Mail (OSM) to make sure that equipment or postal personnel are not injured.

CUSHIONING

Cushioning absorbs and distributes force caused by shock and vibration. Examples of acceptable cushioning materials are as follows:

• Foamed plastics

• Rubberized hair

• Corrugated fiberboard

• Excelsior (wood shavings)

• Shredded newspaper.

If loose fill cushioning (excelsior, shredded newspapers, and so forth) is used, it must overfill the container before it is closed. This is to prevent movement of the enclosed items to an outside surface of the container or between any other items in the package.

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CLOSURES

Carefully check the closing and reinforcement of a package at the time it is presented for mailing. The most common types of materials used for closure and reinforcement of packages are as follows:

• Gummed tape

• Pressure-sensitive tape

• Adhesives (e.g. cement, glue)

• Strapping (e.g. twine, cord, metal bands)

Tape

Tape, other than cellophane and masking, can be used for closing, sealing, and reinforcing fiberboard containers. Cellophane and masking tape should be used only to augment adhesive closures on envelopes or to cover staples on bags. The recommendation is to use that pressure-sensitive tape or filament-reinforced tape for closing and sealing containers.

Paper Tape

Paper tape is widely used for closing and sealing, but is not adequate for reinforcement. If paper tape is used, it must be at least a 60-pound basic weight kraft. Reinforced kraft paper tape should be used if reinforcement of a container is required. It is more durable than plain kraft tape and takes less time and tape for an equal closure.

Pressure-Sensitive Tapes

Pressure-sensitive tapes come with various paper, cloth, or plastic backings, both plain and reinforced. Pressure-sensitive tapes may be applied on a clean surface at any temperature above freezing. Pressure-sensitive tape should be used on containers in the same way as gummed tape. (Figure 16-3) shows the proper application of tapes. With the exception of pressure-sensitive filament tape, tapes used for closure and reinforcement should be at least two inches wide.

Adhesives

Adhesives for closure on box flaps or on tapes must remain serviceable from -20 degrees to +160 degrees Fahrenheit. Hot-melt adhesive may be used if at least four strips are applied on each box flap where the outer flap overlays the inner flap; each strip is 3/16 inch wide after compression. The strips are not more than 1-1/2 inches apart, with the first strip no more than 1/2 inch from the center seam. All strips are the full width of the inner flap, unless hot-melt adhesive is applied to 25% of the area where the outer flap lies over the inner flap.

Banding

If banding is used for closure and reinforcement, it should encircle the length and girth of the package at least once. Although not preferred, twine and cord may be used as reinforcement. Do not encourage customers to use twine or cord because this type of reinforcement can be caught in mail-processing equipment. If twine or cord is used, it should be at least 20-pound stress strength. Loose strapping, especially metal, is not acceptable because it may be a hazard to mail-handling personnel and equipment. If metal strapping is used, it should have smooth or plastic-coated edges.

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Stapling

Closing of containers with staples and steel stitching is acceptable if the following methods are used:

• Easy and average loads—st aples are spaced no more than 5 inches apart

• Difficult loads—st aples are spaced no more than 2 l/2 inches apart

• Staples for all loads should not be more than l l/4 inches from the ends of the box.

Markings

Markings by the mailer must be of a material that is not water-soluble readily or that can easily be rubbed off or smeared. Encourage customers to mark the address and the return address directly on the package. The markings must be sharp and clear at a distance of 30 inches. It is recommended that the address also must be inserted inside the parcel to aid in delivery if the address on the package becomes unreadable.

Unauthorized Markings

Unauthorized markings are markings that do not designate the rate of postage, class of mail, mailing address, handling instructions, content, or the special service requested. Unauthorized markings are not permitted on articles presented for mailing. Obsolete markings should be covered or obliterated. Containers improperly identified as to content are not acceptable (for example, a box marked as containing cornflakes that actually contains flammable liquids). Imitations of postage stamps, in adhesive or printed form, or private seals or stickers that are like a postage stamp in form and design should not be placed on parcels accepted for mailing. Decorative markings and designs, in adhesive or printed form, that imitate the markings and designs used to identify official postal services (Figure 16-5) should not be placed on parcels accepted for mailing. Extraneous information such as order numbers, which can be confused with ZIP Codes are not permitted next to or immediately under the last line of the address.

THE ZIP CODE SYSTEM

ZIP Codes enable the USPS to achieve greater accuracy, speed, and economy in the processing and delivery of mail. As a military postal clerk, you can do your customers a service by encouraging them to use their correct ZIP Code in the return address of all mail. If a ZIP Code is used as a part of the return address, the person(s) to whom they are writing will have their correct ZIP Code when replying. ZIP coded mail can be processed quickly by automated equipment, whereas all non-ZIP coded mail must be processed manually upon initial entry into the USPS channels. If the mail is ZIP coded, the result is fewer handlings and faster, more accurate delivery.

Zip Code Description

The ZIP (zone improvement plan) Code is a numerical code that identifies areas within the United States and its territories for purposes of simplifying the distribution of mail by both the military and USPS. The first digit of the ZIP Code divides the country into 10 large groups of states numbered from 0 in the North East to 9 in the Far West. Within these areas, each state is divided into an average of 10 smaller geographic areas identified by the second and third digits of the ZIP Code. The fourth and fifth digits identify a local delivery area. The four-digit add-on enables further sorting within the local delivery office area. The first two digits of the four-digit add-on denote a delivery sector for the mail carrier that will make the actual delivery. This sector may be several blocks, a group of streets, several office buildings, or even a small geographic area. The last two digits of the four-digit

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add-on denotes a delivery segment that might be one floor of an office building, one side of street, a firm, a suite, a post office box, a group of boxes, or other specific geographic location.

Ships’ Zip Codes

All ships are assigned their own unique ZIP + 4 code. This ZIP code policy includes the following ships:

• U.S. Navy ships, both active and reserve

• U.S. Coast Guard (When operating with the US Navy)

• Military Sealift Command

• National Oceanic and Atmospheric Administration.

Ships are assigned ZIP Codes based on their number of crewmembers and/or their geographic location.

All ships receive their mail through one of three gateways. Their assigned FPO address depends on the homeport of the ship. Ships homeported on the East Coast (Atlantic Fleet) are assigned an FPO address of AE (Armed Forces Europe) or AA (Armed Forces Americas), with Charleston, South Carolina, as the dividing point. All ships homeported south of Charleston are assigned an FPO AA address. All other East Coast ships use FPO AE. Ships homeported on the West Coast (Pacific Fleet) are assigned an FPO AP (Armed Forces Pacific) address.

APO/FPO Addresses (Overseas Activities)

Like ships’ ZIP Codes, overseas activities also are assigned their own unique ZIP + 4 codes. The foreign locality should not be used in the address format so that mail will qualify to be sent at the domestic rate of postage. A higher rate of postage is charged if the foreign country is used in conjunction with an APO/FPO overseas address. See the DMM for special instructions on addressing overseas military mail.

Address Changes

When a ship changes its gateway address for certain reasons (overhaul, operational homeport change, and so forth), both the FPO gateway and primary first five digits may change to accommodate the geographic move. However, the four-digit add-on will never change until the ship is decommissioned. A ship is authorized to change its primary five-digit ZIP Code when it changes homeport due to extensive overhaul for more than 12 months.

Other Mobile Units

Mobile units other than ships (staffs, squadrons, and so forth) are also assigned a ZIP + 4 code. Even though the primary first five digits are the same for each geographic area, the last four will be unique. Current addresses for all U.S. Navy mobile units can be found in the Standard Navy Distribution List (SNDL), Part 1.

FORMS OF ADDRESSES

Incorrect and incomplete addresses are the most common cause of delay or non-delivery of mail. All articles presented for mailing must contain a complete return and delivery address. All addresses must be clear, legible, and placed on one side only of each article accepted for mailing. Senders must

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place the return address on the upper left corner of the article. The delivery address is placed on the center of the article. A clear space must be available on all mail for the stamps or postage meter strips, postmarks, and postal endorsements. See: USPS PUB 28 for proper addressing standards

Correct and complete return addresses on mail are essential so correspondents may have the correct address of the mailer when making replies. In addition, a correct return address is needed when the mail must be returned to the sender. The Standard Navy Distribution List (SNDL), Part 1. lists the correct mailing addresses of military activities, ships, and other mobile units.

Do not ever take for granted that everyone attached to your command knows his/her correct address. Make sure that an example is posted where all hands can see it.

Acceptable Addresses

Mail addressed to civilian addresses must include in the address the following parts:

• Name or identification of the intended recipient

• Street and number, or box number, or general delivery, or rural highway number, if needed

• ZIP Code (five-digit or ZIP + 4 where required.)

Address Placement

Mailers should follow addressing guidelines that permit processing of letter-size mail on automated Optical Character Readers (OCRs) and Bar Code Sorters (BCSs). The address, or at a minimum, the city, state, and ZIP Code lines of the address on letter-size mail should be located within an imaginary rectangle (the OCR read area) on the front of the mail piece.

• At least 1/2 inch from the left edge

• At least 1/2 inch from the right edge

• At least 5/8 of an inch from the bottom edge (bottom line of rectangle)

• No more than 2 3/4 inches from the bottom edge (top line of rectangle.)

The ZIP Code should appear on the last line of both the address of destination and the return address, following the city and state. All mailers should use the ZIP + 4 code whenever possible. From one to two character spaces should be left between the last letter of the state name and the first digit of the ZIP Code. A comma should not be inserted between the state name and the ZIP Code. When the state name is abbreviated, the use of a period after the name is not required.

Sender’s Instructions for Holding Mail

At the sender's request, the office of delivery may hold mail, other than registered mail, insured, certified mail and return receipt for merchandise, for no less than 3 days nor more than 30 days. A specific retention time of not less than 3, nor more than 30, days must be included by the sender above return address on the mail piece ("Return in 30 days to") followed by sender's return address. The sender may request that registered, insured, certified and return receipt for merchandise mail be held a maximum of l5 days. Accountable mail should not be held for less than three days.

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Military Addresses

Mail addressed to military addresses should be in the format shown in Standard Navy Distribution List (SNDL), Part 1., and the USPS PUB 28 for proper addressing standards. Some of the requirements for military addresses are as follows:

• Only obvious abbreviations must be used, such as U.S., USS, c/o, LST, FPO, and so forth

• Addresses of ships must include the full official name as well as the ship’s class and hull number, such as USS John Paul Jones (DDG-53), and applicable FPO ZIP Code

• Addresses should include the four-digit add-ons for all official mail (add-on digits are located in the Standard Navy Distribution List (SNDL), Part 1.

• Addresses of Navy aircraft squadrons and detachments need only use the short designation such as VFA-l4. When the full name is used, it must also include the short designation such as Strike Fighter Squadron Fourteen (VFA-14)

• Geographic locations must not be used together with an FPO or APO ZIP Code in a mail address unless assigned as a part of the official title

• FPO ZIP Codes assigned to a shore activity must not be used in addresses of ships, mobile commands, mobile units, or mobile detachments, unless assigned as a part of the address in the Standard Navy Distribution List (SNDL), Part 1., or in a composite address for service craft overseas

• Whenever box numbers, barracks, or division numbers are used as a part of a mail address for purposes of speeding up local distribution of mail, they should be included on the second line of the address

• Mail must not be addressed to task forces, groups, elements, or units by task organization numbers (CTF 77, TF 77, CTG 80.2, and so forth) unless so listed in the Standard Navy Distribution List (SNDL), Part 1.Mail showing a foreign city and country in addition to the military address is subject to the rates of postage and conditions for international mail.

The use of an FPO ZIP Code has the following benefits:

• Affords greater control of mail

• Qualifies mail for domestic postal rates

• Provides a uniform system for addressing mail

FPO Addresses

If each Navy ship or other mobile unit had its own geographic address, the effects of a ship or unit suddenly deploying on an extended operation should be apparent. For example, if a ship is homeported in San Diego, CA but is on a deployment to the Far East, its mail would continue to go to San Diego. Official and personal mail would be held up needlessly while awaiting forwarding instructions. By having a standard FPO address, all mail is consolidated at the postal concentration centers (PCCs) located in the same area of each Joint Military Postal Activity (JMPA) or element.

Personnel at the Joint Military Postal Activity (JMPA) do not physically handle the mail as all handling and processing is done by civilian postal employees. When your ship deploys, the servicing JMPA furnishes the Postal Concentration Center (PCC) with routing and dispatching instructions so that mail is forwarded as per the ship’s schedule.

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NONMAILABLE MATTER

As you learned earlier in this chapter, before an item may be accepted for mailing, it must meet certain conditions. Depending on the nature of the item, this may include specific methods of packaging, closure, sealing, addressing, or marking. Containers must be strong enough to retain and protect the contents during normal mail handling. Items that are not packed well enough to withstand normal handling must be refused.

U.S. Postal Service regulations state that, “anything which may kill or injure another, or in any way damage the mails or other property is nonmailable.” However, there are exceptions to this rule. Certain matter that has been declared nonmailable may be mailed under certain conditions. This section describes some of those items and substances prohibited from the mail and the conditions under which certain items may be mailed.

As you learn to become a window clerk, be alert in detecting violations of regulations concerning nonmailable matter. To assist the mailer in ensuring that nonmailable matter is not deposited in the mail, ask the customer what is in the parcel before you accept it. Once you have done this, the responsibility belongs to the mailer.

RULES AND PROCEDURES

Both the mailer and you, as a window clerk, play an important part in keeping nonmailable and potential harmful and dangerous matter from the mail. As an MPC, you must have a broad knowledge of those items that are nonmailable and those that may be mailed under certain conditions. You should assist the mailer by providing him or her with this information. This information may be found in such sources as the Domestic Mail Manual (DMM), USPS Publication 52, and the International Mail Manual (IMM). Information also may be obtained from fleet mail centers (FMCs,) other MPOs, or senior postal clerks if you are outside of the United States. In the United States contact the nearest civilian post office or Navy postal assistance advisor.

Mailer’s Responsibility

The mailer is responsible for ensuring that the items presented for mailing are not prohibited by postal laws or regulations. The mailer is required to comply with nonpostal laws and regulations pertaining to the possession, treatment, transmission, or the transfer of certain matter. Nonpostal laws are those laws that have been enacted by Congress. In addition, regulations issued by government agencies— such as the Department of Transportation, Bureau of Alcohol, Tobacco and Firearms, and so forth— concerning interstate transportation must be adhered to.

Procedures for Accepting Clerks

When you are assigned to a post office window to accept articles for mailing, you must be alert for articles and substances that are nonmailable. If the mailer describes the contents of an article presented for mailing as non-mailable, or if the articles are otherwise revealed to be non-mailable, you must refuse to accept the article. When some items are identified to be non-mailable as packaged, preparation and packaging requirements must be met before the package can be accepted. If the mailer fails to package the item properly, you must refuse the item. In any case, explain the reasons why you cannot accept the package and refer the person to the applicable module of the DMM.

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General Advice to Mailers

Sometimes a postal customer may seek advice as to whether, or under what conditions, certain matter may be mailed. If a postal customer seeks this advice or if it appears that a person will mail dangerous matter, you should call the person’s attention to the DMM. Military postal clerks are not authorized to decide whether written, printed, or graphic matter is nonmailable; deny entry; or exclude such matter from the mails.

On the other hand, MPCs may decide whether articles and substances other than written, printed, or graphic matter are nonmailable. We will cover some examples in this section. A complete list of articles that must be refused can be found in the DMM.

Injurious Articles

Generally, any article, composition, or material that may kill or injure another, or damage the mail or other property, is non-mailable. The items listed here are generally nonmailable to, from, or between MPOs. However, some of these articles may be mailed under certain conditions. The conditions may include special packaging, whether or not the article is sent as official government business, and so forth. If any of these articles are presented for mailing, they are reason for suspicion. Check the DMM or the USPS Publication 52 before accepting or refusing the article.

Harmful matter includes the following:

• All types and classes of poisons, including controlled substances

• All poisonous animals except scorpions mailed for medical research purposes or for the manufacture of anti-venom

• All poisonous insects

• All poisonous reptiles

• All types of snakes, turtles, and spiders

• All disease germs or scabs

• All explosives, flammable material, infernal machines, and mechanical, chemical, or other devices or compositions that may ignite or explode.

Other Non-Mailable Matter

Matter is non-mailable if it cannot be forwarded to its destination because the address is illegible, incorrect, or insufficient. In addition, articles may be non-mailable because they fail to comply with postal regulations about preparation, classification, rate of postage, size, and weight.

WRITTEN, PRINTED, OR GRAPHIC MATTER

While certain written, printed, or graphic matter has been declared non-mailable, MPCs may not exclude such matter from the mails. If a patron presents written matter for mailing and you suspect it to be non-mailable because of content, call the mailer's attention to the applicable section of the DMM. If the mailer still insists that the article be accepted, accept it. Events of this nature should be reported to the Postal Officer. The following are a few examples of nonmailable written and printed matter that you may encounter as a MPC. When in doubt, always refer to the DMM for additional information.

Non-mailable written or printed matter includes, but is not limited to the following:

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• Lottery matter

• Solicitations or inducements for mailing harmful matter

• Copyright violations, lewd or filthy matter, and/or libelous matter

• Matter relating to unlawful national or international defense information.

HAZARDOUS MATTER

Items that are classified as hazardous matter include, in general terms, chemicals, explosives, flammable materials, matches, poisons, and controlled substances. Whether these items are acceptable, or are acceptable only under certain conditions, depends upon several factors such as the following:

• Type of container and capacity

• Proper packaging

• Method of absorbing and containing the product in case of accidental leakage

• Flash point

• Irritant action to eyes and skin

• Explosives of all kinds are nonmailable.

Flammable Materials

Flammable liquids are prohibited in the international mail. Flammable liquids, with a flash point between 20F (-7C) but not more than 100F (38C), are acceptable for domestic surface transportation when it meets the container requirements in the DMM.

Combustible liquids are prohibited in the international mail. Combustible liquids with a flash point greater than 100F (38C) may be accepted for domestic surface or air transportation when the requirements in the DMM are met.

A flammable solid is any material, other than one classified as an explosive, that may cause fires through friction, i.e. rubbing together. Flammable solids may be accepted in the domestic surface mail. They are not acceptable for air transportation or for international mail. For current instructions on mailing flammable materials, refer to the DMM or USPS Publication 52.

Matches

Strike-anywhere matches may not be mailed under any conditions. Safety matches (book, card, or strike-on-box) may be mailed in the domestic mail via ground transportation under certain conditions. Generally, they must be of a type that will not ignite spontaneously. Matches of any types may not be mailed to, from, or between MPOs or in the international mail.

Toxic Substances

USPS regulations define a toxic substance as a poisonous material, other than gas, that is known to be so toxic to humans as to cause death, injury, or harm to human health if swallowed, inhaled, or contacted by skin. Toxic substances or poisons are prohibited in international mail. For domestic mail, refer to the DMM for packaging and mailing conditions.

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Controlled Substances

A controlled substance is any anabolic steroid, narcotic, hallucinogenic, stimulant, or depressant drug in schedules I through V of the Controlled Substance Act. Narcotic drugs include opium, cocaine and opiates, and drugs made from them (heroin and morphine). Controlled substances, due to their addictive nature, have been declared as articles, compositions, or materials that may kill or injure another. Controlled substances may be mailed by drug manufacturers, pharmacies, or other authorized dispensers when distribution is lawful and if the mailer or the addressee meets one of the following conditions:

• The mailer or the addressee is registered with the Drug Enforcement Administration (DEA)

• The mailer or the addressee is exempt from DEA registration in performing official duties such as military, civil defense, and law enforcement personnel.

If distribution of a controlled substance is considered lawful under the Controlled Substance Act, refer to DMM for mailing conditions.

MAIL BOMBS AND BIOLOGICAL AGENTS

Because of an increase of worldwide terrorist activities, we must take seriously the threat of mail bombs and biological agents. As an MPC, you may have to determine what to do in a crisis situation, you may have to increase awareness, and you also may have to give some guidance in identifying suspected mail bombs and biological agents. The information listed below could help you deal with this situation.

Keep in mind that a bomb or biological agent can be enclosed in either a parcel or an envelope. There is not a set pattern of the outward appearance of the parcel or envelope. The form of a letter bomb is limited only by the imagination of the sender. Mail bombs usually will have unique characteristics, some of which are listed below:

• Mail bombs may bear restricted endorsements such as PERSONAL or PRIVATE

• The addressee’s name and/or title may be inaccurate

• Mail bombs may reflect distorted handwriting or the name and address may be prepared with homemade labels or cut-and-paste lettering

• Mail bombs may have protruding wires, aluminum foil, or oil stains visible and may emit a peculiar odor

• Mail bombs may have an excessive amount of postage stamps affixed

• Letter-type bombs may feel rigid or appear uneven or lopsided

• Parcel bombs may be unprofessionally wrapped with several combinations of tape used to secure the package and may be endorsed FRAGILE—HANDL E WITH CARE, or RUSH—DO NOT DELAY

• Parcel bombs may make a buzzing or ticking noise, or a sloshing sound

• Pressure or resistance may be noted when removing contents from an envelope or parcel.

If you, or anyone in your MPO, ever discover or are suspicious of a piece of mail or parcel and are unable to verify the contents of an article, observe the following safety precautions:

• Do not open the article…No tify first responders.

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• Isolate the article and evacuate the area immediately

• Do not put the article in a bucket of water or a confined space such as a desk drawer or file cabinet

• If time allows, open windows in the immediate area. This helps to clear the air of potentially explosive gases.

If you suspect that an article contains biological agents, do not panic. Biological agents can cause infection in the skin, gastrointestinal system, or the lungs. The organism must be rubbed into abraded skin, swallowed, or inhaled as a fine aerosolized mist. Disease can be prevented after exposure to the biological agents by early treatment with the appropriate antibiotics. Biological agents are not spread from one person to another person. The following are two examples of mail possibly contaminated with a biological agent, and the precautions that you should take.

Suspicious unopened article marked with threatening message such as “Anthrax”

• Do not shake or empty the contents of any suspicious article

• Place the article in a plastic bag or other type of container to prevent leakage

• If you do not have any container, cover the article with other means, such as clothing, paper, trash can, and so on. Do not remove this cover

• Section off the area to prevent others from entering

• Wash your hands with soap and water to prevent spreading any powder to your face

• Immediately report the incident to your chain of command and notify first responders

• List all personnel who were in the room or area. Provide the list to local public health authorities and security for follow-up investigations and advice

• Envelope with powder that spills out onto surface

• Do not try to clean up the powder. Cover the article with something such as clothing, paper, a trash can, and so on. Do not remove this cover

• Section off the area to prevent others from entering

• Wash your hands with soap and water to prevent spreading any powder to your face

• Immediately report the incident to your chain of command and notify first responders

• Remove heavily contaminated clothing as soon as possible and place in a plastic bag, or some other container that can be sealed. This clothing bag should be given to the emergency responders for proper handling

• Shower with soap and water as soon as possible. Do not use bleach or other disinfectant on your skin

• List the names of all personnel who were in the room or area, especially those who had actual contact with the powder. Provide the list to the local public health authorities so that proper instructions for medical follow-up can be given and security for further investigation can be established.

Take no chances, and do not worry about possible embarrassment if the article turns out to be a hoax. Contact the appropriate officials for assistance. For handling and reporting articles reasonably suspected of being dangerous to persons (as discussed earlier in this chapter) or suspected as letter

LS: Chapter 16— Mail Packaging and Acceptance Rev. MAR 2013 16-15

bombs, refer to the Department of Defense (DoD) Postal Manual and to your local security regulations.

RESTRICTED MATTER

Restricted matter is articles or substances specifically prohibited in the mails, or that are mailable only under limited conditions because they may be injurious to life, health, or property. Included as restricted matter are the following:

• Obnoxious odors (any matter emitting an obnoxious odor is nonmailable)

• Certain liquids, powders, battery-powered devices

• Sharp objects.

Intoxicating Liquors

Intoxicating liquor is a potable beverage that contains 0.5 percent, or more, of alcohol by weight. This small amount of alcohol content usually will include all whiskeys, wines, and beers. For mailing purposes, do not accept any alcoholic beverage at an MPO.

Liquids and Powders

Liquids and semisolids that may liquefy under normal conditions and are otherwise mailable may be mailed if properly packaged see (DMM.) Powders, which could cause damage, discomfort, destruction, or soiling if the powders escape from the package, either must be packed in sift-proof containers or in other containers sealed in durable, siftproof outer containers.

Battery Powered Devices

Devices that are powered by dry cell batteries may be mailed if the batteries have been removed or deactivated. The batteries may be shipped in the same parcel provided that the batteries will not come in contact with the device in such a way as to cause activation. Batteries with liquid electrolyte (a solution that will conduct a current) are not permitted in the mail unless they are nonspillable type batteries that meet the standards in the DMM.

Odd-Shaped Items in Envelopes

Odd-shaped items, such as pens and bottle caps, are not acceptable if they are mailed in letter-style envelopes. These types of envelopes are generally of insufficient strength to hold items other than normal paper correspondence. Envelopes containing odd-shaped objects could burst and the contents could damage mail-processing equipment or injure postal personnel.

Knives and Sharp Objects

Knives, including sharp-pointed instruments, such as stilettos that lack cutting edges, with a blade that opens automatically by hand pressure applied to a button or other device in the handle, or by operation of inertia, gravity, or both, or with a detachable blade propelled by a spring-operated mechanism, are mailable only when sent to one of the following:

• A government's or organization’s designated supply or procurement officer

• Employees ordering, procuring, or buying such knives for use with activities of the federal government

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• Manufacturers of such knives

• Bona fide dealers of such knives in connection with a shipment made under an order from any person listed above.

Sharp-pointed or sharp-edged instruments that are mailable may be accepted if properly wrapped and packaged. These instruments include knives, tools, ice picks, razor blades, and so forth. The points and sharp edges must be wrapped to protect them from cutting or punching through the outer container.

Marking of Parcels

Any parcel containing firearms, ballistic or switchblade knives, or controlled substances (narcotic drugs) must not have any marking on the outside wrapper or container that would indicate the nature of the contents. For specific markings for other hazardous materials, refer to the DMM.

Firearms

Among the articles that are mailable only under special rules and regulations are firearms, and, in particular, concealable firearms. A firearm as defined by the USPS is “any device, including a starter gun, which is designed to or may readily be converted to expel a projectile by the action of an explosion, spring, or other mechanical action, or by air or gas pressure with sufficient force to be used as a weapon.” The rules and regulations set down by the USPS and the Gun Control Act of 1968 (Public Law 90-618) are rigid and may not be adjusted to fit any special situation.

Handguns

The term handgun means any pistol or revolver styled to be fired by the use of a single hand. Pistol, revolvers, and other firearms capable of being concealed on a person may be mailed only under certain conditions. Short-barreled shotguns and short-barreled rifles also are considered as capable of being concealed on a person.

Handguns can be mailed only by the following:

• A licensed manufacturer of firearms

• A licensed dealer

• An authorized agent of the federal government

• An authorized agent of the government of a state, district, or territory.

Persons authorized to receive handguns through the mail for use in connection with official duties include the following:

• Officers of the Army, Navy, Air Force, Coast Guard, Marine Corps, or organized Reserve Corps

• Officers of the National Guard or militia of a state, district, or territory

• Officers of the United States or of a state, territory, or district whose official duty is to serve warrants of arrest or commitment • Watchmen engaged in guarding the property of the United States, a state, territory, or district. At an MPO the only person who may legally receive a handgun is an officer of the U.S. Armed Forces or a licensed dealer. The Navy Exchange Officer may be a licensed dealer and, therefore, would be

LS: Chapter 16— Mail Packaging and Acceptance Rev. MAR 2013 16-17

authorized to receive and mail handguns. Under no circumstances may any person mail or receive a handgun for personal use.

Affidavits and Certificates

Before an authorized firearms manufacturer or dealer may mail a handgun to an officer of the U.S. Armed Forces, the officer is required to provide the shipper with an affidavit. An affidavit for this purpose is a signed statement that the addressee of the handgun is authorized to receive it, and that the firearm is for official use. In addition, the affidavit must bear a certificate that the handgun is for official use of the addressee and must be signed by the individual’s CO. The firearms dealer or manufacturer must then file the affidavit and certificate with the postmaster at the office of mailing.

A licensed firearms manufacturer or dealer must file at the post office of mailing a PS Form 1508, Statement by Shipper of Firearms. This form signed by the shipper simply states that the shipper is a licensed firearms dealer or manufacturer and that the parcel contains a handgun or parts. If there is a licensed firearm dealer located on the base, a PS Form 1508 must be presented at the time the dealer desires to mail a handgun. An affidavit or certificate is not required if a handgun is mailed by the command as an official shipment. The DoD has ruled that members or officers of a rod and gun club may NOT send nor receive handguns through the mail.

Rifles and Shotguns

Rifles and shotguns may be mailed without an affidavit or a certificate that is required for handguns. However, the mailer is responsible for complying with the Gun Control Act of 1968, as well as state and local laws. You must require the mailer to establish proof that the gun is unloaded at the time it is presented for mailing. You must require the mailer to open the parcel or to provide in writing a statement that the gun is NOT loaded.

Short-barreled rifles and shotguns may not be accepted in the mail. A short-barreled shotgun is one that has one or more barrels that are less than 18 inches in length. A short-barreled rifle is one that has a barrel less than 16 inches in length. A rifle or shotgun is also nonmailable if the overall length is less than 26 inches. A rifle or shotgun greater than 26 inches in length also may be regarded as non-mailable when it has characteristics to allow concealment on the person.

Antique Firearms

An antique firearm is any firearm manufactured in or before 1898. This includes firearms with a matchlock, flintlock, percussion cap, or similar type of ignition system. A replica of an antique firearm may be mailed if it meets the following requirements:

• It is not designed or redesigned for using rimfire or conventional centerfire fixed ammunition

• It uses rimfire or conventional centerfire fixed ammunition that is no longer manufactured in the United States and is not readily available in the ordinary channels of commercial trade

• An antique firearm may be mailed or received by any authorized mailer if sent or received as a museum piece

Agriculture Import Requirements

Normally, because of quarantine regulations, all packages mailed from MPOs overseas may not contain the following articles if addressed for delivery in the United States:

• Fruits

LS: Chapter 16— Mail Packaging and Acceptance Rev. MAR 2013 16-18

• Vegetables

• Plants or plant parts

• Live animals, birds, or insects

• Meats and animal and dairy products

• Soil or sand

• Souvenirs stuffed with straw

• Animal trophies unless taxidermist finished.

Mail Addressed to APOS and FPOS

When a parcel addressed to an APO or FPO is presented for mailing, be sure to check the Conditions Applied to Mail Addressed to MPOs Overseas (obtained from the Postal Bulletin) for any possible restrictions. Some APOs and FPOs have weight and size limits that may be lower than those allowed if the parcel is mailed to the United States.

In addition, even though some items are acceptable for mailing when addressed for delivery in the United States, the items may not be permitted in the country in which the MPO is located. If you have any doubts whether an article is mailable, refer to the DMM and check with your supervisor or Postal Officer. When a non-mailable article is discovered in the mail, withdraw the non-mailable article and refer it to your supervisor or Postal Officer.

Rev. MAR 2013 17-1

CHAPTER 17

DOMESTIC MAIL

Now that you are ready to conduct postal finance business, let us learn about domestic mail. In this chapter, domestic mail is defined and you are introduced to the different classes of mail and rates of postage.

The definition of Domestic Mail as stated in the Domestic Mail Manual (DMM) is: “Domestic mail is mail transmitted within, among, and between the United States; its territories and possessions; Army-Air Force post offices (APOs), fleet (Navy) post offices (FPOs), and the United Nations, NY. Table 17-1 shows a list of U.S. territories and possessions.

LEARNING OBJECTIVES

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

1. Identify the areas that fall under the domestic mail system

2. Identify the size requirements for mailing.

3. State the procedures for the acceptance and processing of Express Mail®.

4. Describe and process First Class Mail®.

5. State the customs requirements for Domestic Mail.

6. Identify the different types of Package Services.

Mail originating in the United States (U.S.), its territories and possessions, APOs, FPOs, and the United Nations, NY, for delivery in the Freely Associated States, and mail originating in the Freely Associated States for delivery within, among, and between the Freely Associated States and the U.S., its territories and possessions, APOs, FPOs, and the United Nations, NY, also is treated as domestic mail. To understand what the term Freely Associated States means, see Table 17-2.

From the definition and Tables 17-1 and 17-2, you can see that it is possible to send a letter halfway around the world and be subject to the same rate of postage as you would for a letter going around the corner from one address in a city in the U.S. to another address in the same city.

LS: Chapter 17— Domestic Mail Rev. MAR 2013 17-2

Table 17-1 ─ U.S. Territories and Possessions

Table 17-2 — Freely Associated States

As a postal clerk working a window, you accept many different types of articles, such as letters, merchandise, books, and magazines, just to name a few. Domestic mail is divided into classes according to the contents and weight of the article being mailed, and possibly according to the wishes of the sender. Before you accept any article for mailing, determine what class of mail it is and by what method it is to be sent. Domestic mail is classified by weight, contents, and service. Domestic mail is divided into six classes: (l) Express Mail®, (2), First Class Mail®/Priority Mail®, (3) Package Services, (4) Periodicals, (5) Standard Mail. More information can be found at USPS.com

SIZE LIMITS

The maximum size that any article may be, and still be mailable, is l08 inches in length and girth combined except for Parcel Post parcels that are mailed as oversized mail (130 inches length and girth combined). You might ask, what is meant by the girth? How do I compute the size of an article? (Figure 17-1) shows how the length and girth of certain articles are measured. The size of an article is determined by:

• Measuring the longest side to get the length.

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• Measuring the distance around the article (girth.) See (Figure 17-1). • Adding the measurements of the length and girth. This will give you the size of the article. Example: If an article’s length is 15 inches, the width is 12 inches, and the height is 6 inches, the size would be computed as follows:

• 15 inches long (L)

• 12 inches wide (W) (12 x 2 = 24)

• 6 inches high (H) (6 x 2 = 12)

• Girth (G) = 36 inches (2W + 2H)

• 51 inches total size (L + G) (15 + 36.)

If an article is not square or rectangular, take the measurements at the greatest dimensions. For example, if a package is cone shaped, the girth is measured at its base. If an article exceeds l08 inches in length and girth combined, it is too large and is not mailable (except for oversized Parcel Post.) Refer to the U.S. Postal Service (USPS) Postal Bulletin (Conditions Applied to Mail Addressed to Military Post Offices (MPOs) Overseas), for size and weight limits for articles addressed to APO and FPO addresses, because some APOs and FPOs have lower size and weight limits.

Figure 17-1 — How to measure a parcel.

To view Examples of Length and Girth Click Here

LS: Chapter 17— Domestic Mail Rev. MAR 2013 17-4

EXPRESS MAIL®

Express Mail® provides extremely reliable, expedited delivery service for all mailable matter. Express Mail Military Service (EMMS) is the only Express service available at MPOs. EMMS provides two or 3-day delivery service to and from most military locations overseas. EMMS is not available for personnel aboard ships and at some APO/FPO locations.

Express Mail® receives priority handling from the time of acceptance until it is delivered to the addressee. Express Mail® moves along specific networks, determined in advance, and represents the authorized routing between any acceptance point and delivery ZIP Code. The use of the network assures on-time delivery or a full refund if the delivery is late.

Acceptance

The maximum weight for Express Mail® is 70-pounds, and the maximum size is 108 inches length and girth combined. Before accepting Express Mail®, the MPO clerk must ensure that the customer has completed the “FROM” and “TO” address blocks of USPS Label 11-B (Express Mail® Post Office to Addressee) (Figure 17-2) and affixes the label to the article. These labels are available in the post office lobby. The clerk completes the post office portion of the Label 11-B when accepting the piece of mail and then affixes to the article a USPS Label 86 (Express Mail® Military Service.)

Determining Postage

When accepting a piece of Express Mail®, clerks must always do the following:

• Determine if the article is mailable.

• Ensure that the article does not exceed the weight and size limit, and

• Ensure that Label 11-B is properly filled out and attached.

After completing the above requirements, refer to the Express Mail® rate chart located in the DMM to determine the proper postage rate. Notice that the first weight indicated on the express chart is 1/2 pound (8 ounces) and then one (1) pound. To determine the postage rate, find the article’s weight on the chart, then find the dollar amount located in the Next Day & Second Day PO to Addressee column. The amount listed indicates the correct postage rate.

Packaging

MPOs provide their customers Express Mail® envelopes free of charge. The EP13F, a “Flat Rate Envelope” is a “10 x 14 1/2" envelope used for mailing documents or merchandise. The Flat Rate Envelope allows customers to place as much merchandise in the envelope as it will hold, but they will be charged only the two-pound postage rate. MPOs also provide their customers with other Express Mail® containers, such as boxes, tubes, and larger envelopes.

USPS Label 11-B

Label 11-B is a four-part carbonless form. These labels should be available in the MPO lobby. Use the instructions listed below to guide you through completing Label 11-B.

LS: Chapter 17— Domestic Mail Rev. MAR 2013 17-5

Figure 17-2 – Label 11‐B, Express Mail Post Office to Addressee.

For Information of filling out Label 11B Click Here

Express Mail® Military Service (EMMS) Accounting Procedures

All finance copies of Label 11-B retained by clerks during the day, are placed in an Express Mail® envelope and are addressed to the gateway USPS Accounting Office. The envelope containing the Label 11-Bs are mailed without applying postage by entering USPS Corporate Account #400 in the Federal Agency Code block on the Label 11-B.

Cut-Off Time

Each MPO authorized to accept Express Mail® has a cut-off time. This is the deadline for accepting Express Mail® addressed to ZIP Codes listed on the EMMS network that has a two or 3-day service standard. When mail is presented after the cut-off time for articles addressed to addresses that are on the network for 2-day delivery, the MPO clerk must inform the mailer that the article will be delivered by the third day. In this instance the accepting clerk must check the 3-day instead of the 2-day delivery block of Label 11-B. When a customer presents an Express Mail® article for mailing after the cut-off time, and the article is addressed to an address where there is only a 3-day delivery, the finance clerk should not accept the article. The clerk should ask the customer if they desire to come back on the next business day, or the customer can buy an Express Mail® stamp. If the customer purchases an Express Mail® stamp, the clerk must advise the customer to complete the Label 11-B, affix the label and stamp to the article, and deposit it in a collection box. On the next business day, a finance clerk completes the date and time of acceptance blocks on the Label 11-B, cancels the Express Mail® stamp with a flagstamp cancellation device, then removes and mails the customer’s

LS: Chapter 17— Domestic Mail Rev. MAR 2013 17-6

copy of Label 11-B to the mailer. Finance clerks must consider weekends and holidays when accepting Express Mail® to ensure that items accepted can be delivered within the 2- or 3-day service standard.

FIRST-CLASS MAIL®

All mailable matter may be sent as First Class Mail® if it falls under the following mailing criteria:

• Matter that is closed against postal inspection. Material that is wrapped or packaged so that it cannot be examined easily or examined without destruction or serious damage should be considered closed against postal inspection and must be charged the applicable First-Class rate of postage.

• Other matter having the characteristics of personal or personalized business correspondence.

• Bills, statements of accounts, and credit cards. A bill is a request for payment of a definite sum of money claimed to be owed by the addressee either to the sender or to a third party.

• Handwritten or typewritten matter, including identical copies prepared by automatic typewriter and manifold or carbon copies of such matter. Handwritten or typewritten matter does not include all matter produced by computers, but computer-prepared material is subject to the First-Class rate of postage if it has the character of actual and personal correspondence.

• Autograph albums containing writing.

• Notebooks or blank books containing written or typewritten entries or stenographic or shorthand notes.

• Blank printed forms filled out in writing, such as notices, certificates, and checks either canceled or uncancelled.

• Printed price lists containing written figures changing individual items.

• Printed cards or letters bearing a written date, where the date is not the date of the card but gives information as to when something will occur or has occurred.

• Any matter that contains the endorsement “POST CARD” or “DOUBLE POST CARD.”

Stamped Cards

A stamped card is a card sold by the USPS with a postage stamp printed or impressed on it, used for the transmission of messages. A double-stamped card consists of two attached stamped cards. Each card has printed or impressed thereon a postage stamp of the First-Class card rate, one of which may be detached by the receiver and returned by mail as a reply. Stamped cards may be requisitioned from the Naval Postal Finance Officer (NPFO) for sale at your customer-service windows.

Postcards

Postcards are privately printed mailing cards for the transmission of messages. Postcards may be purchased at many places of interest, motels, hotels, drugstores. Of course, they are abundantly available at ports that your ship will visit overseas. The paper or card stock used for single and double postcards may be of any light color that does not prevent legible addresses and postmarks from being placed thereon. Cards with brilliant colors must not be used. Single postcards and each part of double postcards must conform to the following specifications to qualify for mailing at the card rate:

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• Postcards must not be smaller than 3 l/2 by 5 inches or larger than the size fixed by the Convention of the Universal Postal Union in effect; currently 4 l/4 by 6 inches.

• Postcards must be rectangular.

• A postcard must be made of an unfolded and uncreased piece of paper or card stock of approximately the quality and weight of a stamped card. The thickness must be uniform and not less than 0.007 or greater than 0.016 of an inch thick.

Use of Double- and Single-Stamped Cards and Postcards

The users of double- and single-stamped cards and postcards must comply with the following rules:

• Double cards must be folded before mailing. The first half must be detached when the reply half is mailed for return.

• The reply half on a double card must be used for reply purposes only. It must not be used to convey a message to the original addressee of the double card or to send statements of account.

• Double cards must be prepared so that the address on the reply half is on the inside when the double card is mailed.

• Plain stickers, or seals, or a single-wire stitch may be used to fasten the edges of double cards only if affixed so that the inner surfaces of the cards can be readily examined.

• Enclosures in double cards are prohibited.

• Cards bearing attachments are not mailable at the stamped card rate of postage. Labels affixed by adhesive to show the address and the return address is permitted.

• Stamped cards and postcards that have holes or vertical tearing guides are mailable only if the holes and tearing guides do not result in the elimination of any letters or numbers in the address.

Matter in the form of a single or double card, but does not conform to the specifications for a single or double postcard as stated above, should not be mailed at the card rate. These cards are subject to postage at the First-Class rate.

First Class Mail® / Priority Mail® Zone Rated Mail

Zone rated mail consists of First Class Mail® weighing more than 13 ounces and is referred to as priority mail. Priority Mail® provides the fastest mail service for heavy articles (with the exception of Express Mail®). Any mailable by air matter can be mailed at the priority rate of postage, if the customer is willing to pay for this service.

Weight and Size Limits

When you accept an article for mailing, you must determine whether it meets the weight and size limitations. Articles mailed at the First Class Mail® or Priority Mail® rate of postage must not exceed 70 pounds in weight and 108 inches in length and girth combined. Remember, First-Class rates are computed differently for articles weighing less than l3 ounces then for those zone rated articles weighing over l3 ounces.

LS: Chapter 17— Domestic Mail Rev. MAR 2013 17-8

Postal Zones

First Class zone rated (priority) rates are computed based on weight of the individual piece and the distance it must travel. To administer these rates, the earth is considered to be divided into units of area 30 minutes square, identical with a quarter of the area formed by intersecting parallels of latitude and meridians of longitude. Each unit of area is designated by a number. The USPS has divided the U.S. and its territories into a local zone plus eight others. The postal zones are defined as follows:

• Local zone: The local zone applies to mail deposited at any post office for delivery to addresses within the delivery area of that post office. This includes APOs or FPOs within its delivery limits. For various types of post offices, the local zone applies to all mail that both originates and reaches its destination within:

1. The 5-digit ZIP Code area/s assigned to the same post office

2. Any of the 5-digit ZIP Codes that are part of any unique 3-digit ZIP Code prefix(es) or other separate 5-digit ZIP Code(s), as applicable, assigned to the same post office.

• Zone 1: Includes all territory within the quadrangle in conjunction with every contiguous quadrangle, representing an area with a mean radial distance of about 50 miles from the center of a given unit of area. The Zone-one rate applies to parcels mailed between two post offices in the same 3-digit ZIP Code area of dispatch.

• Zone 2: Includes all units of area outside Zone 1 lying in whole or in part within a radius of about l50 miles from the center of a given unit of area.

• Zone 3: Includes all units of area outside Zone 2 lying in whole or in part within a radius of about 300 miles from the center of a given unit of area.

• Zone 4: Includes all units of area outside Zone 3 lying in whole or in part within a radius of about 600 miles from the center of a given unit of area.

• Zone 5: Includes all units of area outside Zone 4 lying in whole or in part within a radius of about ,1,000 miles from the center of a given unit of area.

• Zone 6: Includes all units of area outside Zone 5 lying in whole or in part within a radius of about 1,400 miles from the center of a given unit of area.

• Zone 7: Includes all units of area outside Zone 6 lying in whole or in part within a radius of about 1,800 miles from the center of a given unit of area.

• Zone 8: Includes all units of area outside Zone 7.

Official Zone Charts

An official zone chart prepared for each sectional center facility is used to determine zones from all postal units within the sectional center area. The chart to be used by each MPO is identified by the inclusive ZIP Codes assigned to postal units in the sectional center. MPOs use the official zone chart of their serving postmasters. At overseas military post offices, postage is computed from the U.S. gateways (New York, San Francisco, or Miami) to the destination of the article mailed.

To determine the zone from the office of mailing to the office of address, refer to the zone chart in use at your post office. The zone chart used at military post offices with an FPO AP mailing address.

LS: Chapter 17— Domestic Mail Rev. MAR 2013 17-9

Determining the Postal Zone

To find the zone number for any article, you should do the following:

• Identify the addressee’s ZIP Code (example: 44ll8).

• Identify the ZIP Code prefix (the first three numbers). Example: The prefix number of 44118 is 441.

• Find the prefix number in range on the zone chart. Example: Using the chart in (Figure 17-3), you will see that 441 falls in the range of ZIP Code prefixes 388-499.

• Find the zone number to the right of the ZIP Code prefix. In this case, the zone number for the ZIP Code prefix 441 is 8.

NOTE

Local zones are not indicated on the USPS official zone charts. You must determine the local zone.

Postage Rates

First Class rates for articles weighing l3 ounces or less are computed based on the weight of the individual piece. A certain amount is charged for the first ounce and a reduced rate for each succeeding ounce or a fraction thereof. A fraction of an ounce is charged the same rate as a full ounce. For the current postage rates refer to the DMM (Notice 123).

First Class Mail® Zone Rates

The postage rate for First-Class articles that weigh more than 13 ounces is based on the weight of the individual article and the distance that the articles must travel. Look at the rate chart in Table 17-3. The rates in this chart are used to determine the cost of mailing articles weighing more than 13 ounces. The top of the chart shows the eight zones. Note that the rates for local and Zones 1 and 2 are the same. The column on the left side of the chart shows the pounds up to and including 70 pounds. If an article weighs in between the listed pounds on the zone chart, postage is charged for the next pound. Example: an article that weighs 3 pounds 2 ounces would be charged the rate for 4 pounds. The seven columns below the zones and to the right of the weight column give the amount of postage that will be charged depending on the zone of delivery.

The distance between the office of mailing and the city of address determines the zone number. The city of mailing for all MPOs is the city of your official mailing address (AA-Miami, AE-New York, or AP-San Francisco) regardless of location. The local zone rate should be charged when articles are mailed between MPOs if the articles do not transit the 48 contiguous states or are not handled by USPS personnel. The local zone rate is charged in these circumstances because transportation charges are totally paid by the military department concerned. The local zone rate of postage should be charged if an article is mailed

• From an MPO to the city of the serving postmaster— for example, FPO AA 34099 to the city of Miami

LS: Chapter 17— Domestic Mail Rev. MAR 2013 17-10

• From one MPO to another MPO with the same serving postmaster—t hat is, FPO AP 96347 (Yokohama, Japan) to a ship with a FPO AP 96697 address

• From one MPO to another MPO with a different serving postmaster provided the article does not transit the 48 contiguous states— for example:

1. from FPO AP 96349 (Yokosuka, Japan) to FPO AE 09834 (Bahrain), and

2. from FPO AE 09619 (Naples, Italy) to a ship with an FPO AA 34090 address operating in the Mediterranean area.

When a customer presents an article for mailing at your overseas MPO addressed to a ship served by a different postmaster, verify whether the ship is operating in your overseas area or is in the U.S. Always give the customer the best service possible at the lowest rate of postage and be familiar with the no-cost intra-theater delivery service (IDS) discussed later in Chapter 9. For your local zone chart click here.

Two or More Packages

Two or more packages may be mailed as a single package if the packages are about the same size or shape, or if they are an integral part of one article. The packages must be securely wrapped or fastened together and together must not exceed the maximum weight or size limits.

Balloon Surcharge

The balloon surcharge must be assessed on a priority mail item if all of the following apply:

• The weight is less than 20 pounds.

• The combined length and girth is from 84 to 108 inches.

• Addresses to zones 1 through 4.

These articles must be charged the 20-pound rate for the appropriate zone.

Endorsements

An endorsement is a marking on mail that shows the rate of postage charged and any additional service that the mail is to receive. Mark all endorsements with a rubber hand stamp. First-Class endorsements are required on large envelopes and small parcels weighing less than 13 ounces. Endorsements for standard size First-Class letters are not required.

Place the endorsement on the address side between the “delivery address” and the “postage.” Endorse all articles sent at the priority rate by affixing USPS Label 106 (Priority Mail® Strip), 106-A (Tape) or 107 (Sticker). If the sizes of the article being mailed prohibit the use of the labels, you can use a Priority, or Priority Mail rubber hand stamp to apply the endorsement.

Canceling the Stamps

One of the last things you do in processing an article is canceling the stamps. Cancel all stamps using a bar canceller (Killer Bars) or a machine canceller. Always cancel stamps with black ink to prevent reuse.

LS: Chapter 17— Domestic Mail Rev. MAR 2013 17-11

PACKAGE SERVICES

Package Services is a collective term used for the four classes of mail: Parcel Post, Media Mail, Library Mail, and Bound Printed Matter.

Parcel Post, also referred to as Space Available Mail (SAM), includes all mailable merchandise, printed matter, and all other matter not included in the First-Class category. The USPS does not guarantee the delivery of Parcel Post within a specified time. Parcel Post might receive deferred service. As the accepting clerk, you should be able to provide additional information concerning delivery times to and from different areas.

Parcel Post is given air service to the U.S. and between MPOs overseas. Customers frequently refer to Parcel Post or Space Available Mail as the “Cheapest Way.” When a customer wants to mail an article the “Cheapest Way,” look at the contents to determine if First-Class matter (other than authorized enclosures) is included in the article. If not, then mail it as Parcel Post.

Preparation

The delivery address on all articles sent as Parcel Post should include a complete mailing address with ZIP Code, and the complete return address of the sender. Parcel Post mail is not sealed against postal inspection. Regardless of physical closure, the mailing of articles at Parcel Post prices constitutes consent by the mailer to postal inspection of the contents.

Enclosures and Additions

The following examples of written additions and enclosures do not require First-Class postage when placed in or on a parcel mailed at the Parcel Post rate:

• Matter mailable as Standard Mail

• Marks to call attention to words or passages in the text of the publication

• Marks, numbers, names, or letters describing the contents

• Words or phrases such as “Do Not Open until Christmas” and “Happy Birthday, Mother,” and similar inscriptions on the package, wrapper, or envelope, or on an attached tag or label • Instructions and directions for the use of the item mailed. For further information on written additions, click on the DMM.

Weight and Size Limits

The maximum weight limit for Parcel Post is 70 pounds. However, mail being sent to APOs/FPOs overseas must meet the applicable standards listed in the USPS Postal Bulletin (Conditions Applied to Mail Addressed to MPOs Overseas.)

The maximum size limit for mail sent at the Parcel Post rate (without being charged a surcharge) is 108 inches in length and girth combined. Mail with a combined length and girth of 108 to 130 inches may be sent via Parcel Post, but is charged the applicable oversized rate (maximum weight is still 70 pounds). Articles measuring over 84 inches in length and girth combined weighing less than 20 pounds fall under the balloon surcharge mentioned earlier in this chapter.

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Rates

Like priority mail, postage for Parcel Post is determined by the weight and size of the parcel and the distance it must travel. The greater the distance a parcel must travel and the more it weighs, the higher the mailing cost.

For determining the weight, use your scale. When computing the postage for an article to be mailed at the Parcel Post rate, always remember that a fraction of a pound is considered a full pound. Example: A parcel that weighs 6 pounds and 4 ounces would be charged the rate for 7 pounds. To determine the size, use your tape to measure the H-W-L of the item.

Use the official zone chart applicable to your serving postmaster to determine the zone rate of postage to charge. You must take two additional steps when postage is computed for Parcel Post. You must determine if the article is intra-BMC or inter-BMC and whether it is machinable or nonmachinable, discussed below.

Serving Network Distribution Centers (NDCS)

The Bulk Mail Center (BMC) network has been re-engineered into a new system of Network Distribution Centers (NDCs). This network consolidates the processing of originating mail into fewer sites to increase operational efficiency, decrease cost and maintain excellent service while expanding the surface transportation reach for more products. This change to our BMCs is an internal network change which will not affect the general public. Once you determine the weight and zone of destination, you must determine if the article is within the delivery area of your serving NDC The ZIP Code in the address of the article presented for mailing is used to determine the postal zone, and whether or not the article is intra-NDC or inter-NDC. Using the first three digits of the ZIP Code, refer to the bottom of your USPS official zone chart .If the first three digits of the ZIP Code match those listed, the article is within the delivery area of your serving NDC. For a listing of NDC locations click here.

Non-Machinable (Outside Mail)

If an article presented for mailing is determined to be outside the delivery area of your serving BMC, determine if the article can be handled by machine (machinable) or must be physically handled by sorting personnel (nonmachinable.) If an article is defined by one or more of the following characteristics, it is non-machinable and is processed as an outside piece (not sackable.)

• It is more than 34 inches long, 17 inches wide, or 17 inches high, or weighs less than 6 ounces or more than 35 pounds.

• It contains more than 24 ounces of fluid in glass containers, or 1 gallon or more of liquid in metal or plastic containers.

• It is not wrapped properly or is metal-banded.

• It is a can, roll, or tube, or wooden or metal box.

• It is a shrub or tree.

• It contains perishables, such as eggs.

• It contains books, printed matter, or business forms weighing more than 25 pounds.

• It is a high-density parcel weighing more than 15 pounds, exerting more than 60 pounds per square foot pressure on its smallest side.

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Within (Intra-NDC) NDC Discount

If the article is addressed for delivery within the delivery area of your serving NDC, then you would charge the Parcel Post rate with a discount using the current rate chart listed in the DMM.

Machinable/Non-Machinable Inter-NDC Mail

If an article's address is for delivery outside your serving NDC's delivery area (inter-NDC) and the article is determined to be machinable, then the no-discount, no-surcharge rate applies. On the other hand, if an article's address is for delivery outside the delivery area of your serving BMC and the article is determined to be nonmachinable, the applicable rate plus the surcharge applies. However, if a special handling fee is paid, the nonmachinable surcharge is not to be charged.

Non-Machinable Surcharge

The non-machinable surcharge must be assessed on inter-NDC parcel post without special handling if any of the following apply:

• The length exceeds 34 inches.

• The height exceeds 17 inches.

• The width exceeds 17 inches.

• The weight exceeds 35 pounds.

• It contains books, printed matter, or business forms weighing more than 25 pounds.

• The packaging or contents are among those listed in the DMM.

Oversized Rate

The oversize rate must be assessed on a parcel post article if the combined length and girth falls between 108 and 130 inches.

Parcel post is the only mail class that accepts articles with a combined length and girth over 108 inches. The oversized rate for the appropriate zone must be charged for these articles. The oversized rate is higher than the 70-pound rate. However, the weight limit remains 70 pounds.

Endorsements for Parcel Post

Endorse Parcel Post as “SAM” on the address side of the article. SAM is given air service from the point of embarkation overseas to the point of entry into the U.S. Once SAM arrives at the point of entry in the Continental United States (CONUS,) it is transported via surface (truck or rail) to its final destination.

Space Available Mail (SAM)

Parcels mailed at the surface postage rates, are airlifted to, from, or between overseas military post offices outside the 48 contiguous states. These parcels must be marked “SAM” on the address side, below the Postage and above the addressee’s name. The following maximum weight and size limits apply when mailed from the following:

• The 48 contiguous states: 15 pounds, 60 inches in length and girth combined

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• An APO/FPO outside the 48 contiguous states: 70 pounds, 108 inches in length and girth combined.

Attached Letters

Occasionally, a parcel may be presented for mailing at the Parcel Post rate with a letter or other First-Class Mail attached. This is legal as long as the envelope is placed on the address side of the parcel. The name and the address of the sender and the name and address of the addressee should be placed on both the parcel and the envelope. If both names and addresses do not appear on both pieces, the sender’s name and address must be placed on either the parcel or envelope and the name and address of the addressee must be placed on the other piece. (Figure 17-3) Postage at the First-Class rate must be paid for and affixed to the attached letter. The attached envelope may be marked First-Class.

Enclosed Letters

Normally, when mail of a higher class is enclosed with mail of a lower class, the rate of postage charged for the entire piece or parcel is that of the higher class. However, letters (First-Class Mail) may be enclosed in Parcel Post parcels subject to the following conditions:

• Postage at the First-Class rate must be paid for each letter.

• The letter(s) is/are placed on top of other items in the parcel when practical.

• The total amount of postage for each letter is placed on the outside of the parcel.

The postage for the letter(s) may be added to that of the parcel and the total amount paid together, or the postage for the letter(s) may be affixed separately from the postage for the parcel. The endorsement FIRST-CLASS MAIL ENCLOSED must be placed on the parcel below the postage and above the address.

Figure 17-3 — How to affix a First-Class letter to a parcel.

Parcel Airlift (PAL)

Parcel airlift service provides for air transportation of parcels on a space-available basis to or from military post offices outside the contiguous 48 states. PAL service is available for articles sent as Package Services that are mailed at or addressed to any overseas post office outside the 48 contiguous states. PAL is given air service from the point of loading overseas to the point of entry into

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the U.S. on a space-available basis. Unlike SAM, PAL provides for continued air service from the point of entry into the U.S. to the city of address or to the nearest point where air service is available.

PAL Weight and Size Limits

For Parcel Post to be given PAL service, certain weight and size requirements must be met.

• The article must not exceed 60 inches in length and girth combined.

• The article must not weigh more than 30 pounds.

Postage Fees

To receive PAL service, the customer pays a fee in addition to the Parcel Post rate of postage. The PAL fee is determined based on the following weight increments:

• Not more than 2 pounds

• Over 2 but not more than 3 pounds

• Over 3 but not more than 4 pounds

• Over 4 pounds, but not more than 30 lbs. The current PAL fees are located in the DMM.

Endorsements

The accepting clerk endorses articles sent PAL with the large letters “PAL” on the address side, above the name of the addressee. The accepting clerk is responsible for placing the “PAL” endorsement on the article at the time of acceptance.

Media Mail

This is a special rate of postage for certain items of Package Services. In most instances, this rate is cheaper than the Package Services rate. Always check both rates to ensure that the cheapest rate is applied. Some of the articles that may be mailed at the Media Mail rate include the following:

• Books

• Film and microfilm (16 millimeter)

• Test materials

• Printed music

• All sound recordings (records, video/audio cassettes, reel to reel tapes, and compact discs)

• Manuscripts for books.

Refer to the Notice 123 for the postage rate chart for Media Mail. Rates are based solely on the weight of the article, without regard to zone. PAL service may be applied to Media Mail, if customers request the service. Endorse these articles as “Media Mail." This endorsement should be rubber stamped on the address side of articles.

Library Mail

Library Mail is Parcel Post matter that meets the Parcel Post mailing requirements. Library Mail rates are based on the weight of the piece, without regard to zone. This service is usually cheaper than

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Parcel Post parcel post rates, but always should be compared. Some of the articles mailable at the Library Mail rate are:

• Books

• Printed music

• Sound recordings (records, video/audio cassette tapes, reel to reel tapes, and compact discs)

• 16-millimeter film

• Manuscripts for books.

Refer to the DMM for the most current postage rate chart. However, remember one very important item when dealing with the Library Mail rate. The article must be sent “between,” “to,” or “from” a school, college, university, public library, museum, or other nonprofit institution. Each piece must show in the delivery or return address the name of one of the organizations listed above. Endorse these articles as “Library Mail. This endorsement should be rubber stamped on the address side of the articles.

STANDARD MAIL

Standard Mail consists of mailable matter that is neither mailed or required to be mailed as First- Class Mail nor entered as Periodicals (unless permitted or required by standard) and that weighs less than 16 ounces. Standard Mail includes matter formerly classified as Standard Mail (A) and third-class mail. Personal information may not be included in a Standard Mail mailpiece unless all of the following conditions are met:

The mailpiece contains explicit advertising for a product or service for sale or lease or an explicit solicitation for a donation.

All of the personal information is directly related to the advertising or solicitation.

The exclusive reason for inclusion of all of the personal information is to support the advertising or solicitation in the mailpiece.

CUSTOMS PROCEDURES FOR DOMESTIC MAIL

All articles mailed from an MPO outside the Customs Territory of the United States (CTUS) believed to contain merchandise are subject to customs examination and duty collection upon entry into the U.S. customs territory.

The CTUS includes the 50 states, District of Columbia (Washington, DC), and Puerto Rico. Merchandise mailed outside of these areas and to these areas must have a customs declaration attached. It is the mailer’s responsibility when mailing items to or from areas outside the CTUS to comply with customs laws. In other words, the mailer must accurately list the contents and value of each article mailed. However, as a military postal clerk, you should check for the following items at the time an article containing merchandise is presented for mailing:

• The proper customs form is properly completed and attached.

• The mailer has a valid identification card.

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Customs Declarations

Two types of customs declaration forms are available, PS Form 2976, CN 22, Customs Declaration, and PS Form 2976-A, CP 72, Customs Declaration and Dispatch Note. Letter mail and parcels containing merchandise addressed for delivery within the CTUS must have a customs form attached.

NOTE

After the mailer and accepting clerk completes PS Form 2976-A, CP 72, Customs Declaration and Dispatch Note, the accepting clerk must insert the form set into an envelope (PS Form 2976-E.)

Either a PS Form 2976 or PS Form 2976-A may be used, provided that they are completed properly, and lists and describes the entire contents of the article. The class of mail does NOT determine which customs form to use. However, as a general guide, PS Form 2976 should be used on letter mail containing merchandise and parcels too small to accommodate the larger PS Form 2976-A.

When the sender prefers not to show the nature of the contents on the outside of the article, or when the value of the contents exceeds $400, the sender must prepare and enclose in the package a completed PS Form 2976-A. Customs duty is sometimes improperly assessed on articles entering the U.S. because of misleading, incomplete, or inaccurate information listed on the customs declaration. This problem could normally have been avoided if the customs declaration was more closely checked by the accepting clerk. Some of the most common errors are as follows:

• Mailing of used personal effects without indicating so on the customs form

• Failure to indicate that the merchandise is of U.S. origin

• Failure to indicate that the material was taken overseas after having previously been in the owner’s possession in the U.S.

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Figure 17-4 — PS Form 2976, Customs Declaration CN22.

Proper completion of customs declaration forms also will ensure that parcels move through customs with a minimum of delay. The MPO will maintain the detached PS Form 2976 at the post office for 30 days. For instructions on completing the PS Form 2976 click here.

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Figure 17-5 — PS Form 2976‐A, Customs Declaration and Dispatch Note.

PS Form 2976-A

Place All Purpose Dating Stamp in the appropriate block of all six forms. For instructions on completing the PS Form 2976-A click here.

NOTE

Copy 5 of PS Form 2976-A is detached by the accepting clerk and maintained at the post office for 30 days. Copy 6 of PS Form 2976-A is detached by the accepting clerk and given to the sender.

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Attaching Customs Declarations

Space permitting, all customs forms must be placed on the address side of the article, preferably to the bottom left-hand side. PS Form 2976 has a self-adhesive backing. Remove the protective covering before affixing.

The accepting clerk must place the form set (copies 1, 2, 3 and 4) into the envelope (PS Form 2976-E) and affix the envelope to the package. PS Form 2976-E is a clear plastic envelope with a peel-and-seal flap. Do not fold form or wrap around package. Entire barcode and information must be visible.

Unsolicited Gifts

Military and civilian personnel authorized to use the Military Postal Service located outside the CTUS may send duty-free, unsolicited gifts through the mail to addressees in the U.S. provided that

• The gift does not exceed $100 in value ($200 when sent from Guam, American Samoa, and the Virgin Islands.)

• The recipient does not receive more than one such shipment on the same day. Gifts that exceed this retail value limitation will be subject to payment of duty, on the entire value of the shipment, by the person receiving the gift. A person mailing a gift may NOT pay the duty in advance.

Gifts that are intended for several people may be sent inside one parcel, to a single addressee, provided that each individual gift is wrapped and bears the name and address of the recipient, and is endorsed “UNSOLICITED GIFT.” The outer parcel, containing the multiple gifts, is endorsed on the address side to show the number of individual gifts enclosed and value information. For example, a parcel containing three individual gift parcels, for separate individuals, would be endorsed “THREE UNSOLICITED GIFTS ENCLOSED. NO ONE INDIVIDUAL RECEIVING GIFTS EXCEEDING $100 IN VALUE” or similar wording.

American Goods Returned

Articles that are grown, produced, or manufactured in the U.S. and which, after having been exported, have not increased in value or improved in condition, may be mailed back to the U.S. free from customs duty. However, a properly completed customs declaration must be attached to the address side of the parcel with the words “AMERICAN GOODS RETURNED” endorsed on the customs declaration.

Personal Property and Household Effects

Personal and household effects of personnel stationed outside the CTUS, returning to the United States under government orders may be exempt from customs duty. In this case, customers must place a copy of their orders inside the envelope (PS Form 2976-E) or inside the parcel. The address side of the parcel shall be endorsed “RETURNED PERSONAL EFFECTS—ORDERS ENCLOSED”. Parcels containing personal and household effects shall bear a completed customs form.

Items Bearing a Trademark or Trade Name

Some articles bearing a trademark or trade name, such as perfumes, watches, and cameras, require written consent of the owner of the mark or name before they can be imported. If an article of this type is presented for mailing, advise the customer that the article may not pass U.S. Customs.

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However, DO NOT refuse to accept the article if it meets all other mailing requirements. Remember that the mailer is responsible for complying with the customs laws.

Checklist for Acceptance of Domestic Mail

The following information is provided to assist you in understanding the acceptance of domestic mail when operating postal finance windows. The first step will be to check the type of matter being presented for mailing.

Type of Matter

Express Mail®: Only available to OCONUS Shore MPO”s

First Class Mail®/Priority Mail®: Fastest Service available for MPO, Hand or type written material, matter protected against unauthorized inspection, personal messages (e.g. letters, bills, statements, and invitations).

PERIODICALS: Newspapers and Magazines.

PARCEL POST: Less expensive rate travels slower the First Cla ss Mail®. Parcel Post mail consists of mailable matter that is neither mailed nor required to be mailed as First-Class Mail® nor entered as Periodicals In the Military channels Parcel Post is classified as SAM and PAL.

Based on the type of matter received will assist you in determining the rate of postage that is going to be affixed to the item presented for mailing.

Rates of Postage

Express Mail®

First Class Mail®/Priority Mail® Package Services Periodicals

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Rev. MAR 2013 18-1

CHAPTER 18

EXTRA SERVICES

Extra services provide for handling mail in other than the routine and ordinary manner. Extra services require fees in addition to the regular postage. This chapter provides information on extra services available to customers for domestic mail presented for mailing at Military Post Offices (MPOs.) In addition, this chapter discusses the specific extra services available for various classes of mail and explains how to compute the fees for such services. Chapter 18 discusses extra services for international mail.

LEARNING OBJECTIVES

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

1. Classify the different types of extra services offered.

2. Determine what extra services can be accompanied by a class of mail.

3. Know which extra services can be combined.

Modern technological advancements, such as bar-coded extra services, are capable of being scanned and uploaded onto the Internet. In that way, originating customers can view the arrival and delivery status of their mail articles. Military Postal Clerks (MPCs), using electronic scanning equipment, shall scan all bar-coded extra services upon arrival and delivery of the article. Scanned data is uploaded into the Automated Military Postal System (AMPS) Web Portal. The data is then further transmitted to the USPS Web site for viewing by the public. Military Post Offices that do not possess Scanning Equipment must manually input all arrival and delivery information into AMPS.

REGISTERED MAIL

Registered mail service is designed to give added protection for valuable and important mail. Postal insurance coverage may be purchased for mail that is registered in the event of loss or damage. Registered mail is the most secure service the U.S. Postal Service (USPS) offers. It incorporates a system of receipts to monitor the mail’s movement from the point of acceptance to delivery. The sender is provided a mailing receipt, the accepting post office maintains a copy of the receipt, and a delivery record is kept at the post office of address. Registered mail is discussed in depth in Chapter 7.

Registered mail is one of the many USPS extra services that MPOs offer. In this section, you learn about some of the other extra services that are available. These extra services include the following:

• Certified Mail (PS 3800)

• Insured Mail ($200 and below) (PS 3813)

• Insured Mail ($200 and above) (PS 3813-P)

• Special Handling (No form. Endorsed)

• Certificate of Mailing (PS 3817)

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• Return Receipt (PS 3811)

• Return Receipt for Merchandise (PS 3804 and PS 3811)

• Restricted Delivery Service (No form. Endorsed)

• Delivery Confirmation (PS 152)

CERTIFIED MAIL

Certified Mail service provides the sender with a mailing receipt and, upon request, with electronic verification that an article was delivered or that a delivery attempt was made. A record of delivery is kept at the post office of address. No record is kept at the mailing post office. Only articles mailed at the First-Class or Priority Mail rate are accepted as Certified mail. Patrons should be advised that Certified mail does not provide postal insurance. Thus, if the article is lost or damaged, no monetary loss can be claimed. Certified mail service applies only to domestic mail.

Certified mail receipts are completed only in the original. The receipt is designed so that the sender can easily complete it. When the customer presents an article for mailing as Certified mail, you, as the accepting clerk, must postmark the receipt with an All Purpose Date Stamp (APDS.) If the proper postage and fees are paid on a certified article, the article can be deposited in any mailbox. However, if the sender wants the receipt postmarked, the article must be taken to the post office. Certified mail service may be combined with other extra services—including return receipts, and restricted delivery, which are discussed later in this chapter.

Fees

The fee for Certified mail is collected in addition to the appropriate First-Class or priority mail postage and any additional fee(s) for other extra services. The fee for Certified mail can be found in Notice 123 click here.

Completing the Mailing Receipt

Accepting clerks must prepare a Certified Mail Receipt (PS Form 3800), when mail to be Certified is presented at the post office. (Figure 18-1.) Complete this form as follows: Block 1: Accepting clerk will enter postage fee. (First Class/Priority.) Block 2: Enter certified fee. Block 3: Enter return receipt fee (if requested). Block 4: Enter restricted delivery fee (if requested) Block 5: Enter the total of postage and fee(s) to be collected.

Block 6: The mailer will enter name of addressee (individual or firm). Block 7: The mailer will enter street address and number. Block 8: The mailer will enter city, state, and ZIP Code, or APO/FPO number. Block 9: Apply postmark with the APDS.

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Figure 18-1 — An example of a Certified Mail Receipt (PS Form 3800).

Certified Mail Endorsement

After completing the form, detach the Certified mail sticker from the left side of the PS Form 3800. Peel the protective tape from the back of the sticker and place the sticker on the address side of the article above the address and to the right of the return address, leaving room to affix postage stamps. For envelopes, note that a portion of the top of the sticker can be folded over the top of the envelope.

INSURED MAIL

Postal insurance is a service that customers may purchase to reimburse them for loss or damage that may occur to an item after they mail the item. The customer must request postal insurance to receive it and must pay the applicable insurance fee at the time of the mailing. The USPS will reimburse the customer if loss or damage occurs while the article is in its custody. The amount that the customer is reimbursed is based on one or more of the following factors:

• The amount of insurance requested (based on the fee and not to exceed the value of the article)

• The cost or value of the article

• The cost of any repairs

• The replacement cost of the article.

What Can Be Insured

The following types of mail may be insured:

• Package Services

• Priority mail or First-Class Mail rate of postage

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As a rule, any mailable package can be insurable.

What Cannot Be Insured

The following types of mail cannot be insured:

• Parcels containing matter offered for sale addressed to prospective purchasers who have not ordered or authorized their sending. If such matters are mailed, payment is not made for loss, rifling, or damage.

• Non-mailable matter.

• Articles so fragile that they cannot be carried safely in the mail regardless of packaging.

• Articles not adequately prepared to withstand normal handling in the mail. As a rule, any mailable package should be insurable.

• Mail not bearing the complete names and addresses of the sender and the addressee.

INSURED MAIL ($200.00 AND UNDER)

The fee for insured mail is collected in addition to the appropriate rate of postage and any additional fee(s) for other services. The fee for insured mail $200.00 and under is included in the DMM.

Mailing Procedures

The mailer must mail an article at the post office to insure it. Articles to be insured must not be placed in mail drops at post offices or in street mail collection boxes. As the accepting clerk at the window, you are required to ask whether the package contains fragile, perishable, or liquid matter. If the package contains any matter of this type, further inquiry should be made to determine whether the contents are mailable and properly packed. Mailers are issued a receipt for each insured parcel mailed. The type of receipt that is issued depends on the amount for which the parcel is insured.

Completing the Mailing Receipt

After determining that the parcel is mailable, complete Insured Mail Receipt (PS Form 3813). PS Form 3813 is an original-only receipt and is retained by the mailer. No other copies or record is kept at the office of mailing or by the office of delivery.

The following instructions explain how to complete PS Form 3813.

1. Accepting clerk will enter postage fee (include surcharge, discount, etc.)

2. Ask the mailer whether the package presented for insurance contains fragile, liquid, hazardous, or perishable matter. If so, then mark the appropriate box.

3. Enter insurance fee based on the amount of insurance coverage.

4. Enter the amount of insurance coverage. This amount must be the actual value of the content(s).

5. Leave blank.

6. Enter special handling fee (if requested).

7. Enter the total of postage and fee(s) to be collected.

8. The mailer will enter name of addressee (individual or firm).

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9.

10.

11.

The mailer will enter street address and number. The mailer will enter city, state and ZIP Code, or APO/FPO number. Postmark with APDS.

Figure 18-2 — An example of Insured Mail ($200 and under) – Domestic Only (PS Form 3813).

Insured Mail-Domestic Only, $200 and under Endorsement

After completing the form, detach the numbered insured mail sticker, $200 and under, from the left side of the PS Form 3813. Peel the protective tape from the back of the sticker and place the sticker on the address side of the article above the address and to the right of the return address, leaving room to affix postage stamps.

INSURED MAIL, $200 AND OVER

Unlike insured mail $200 and under, the delivery post office maintains a delivery record for numbered insured mail for over $200. When delivered, numbered insured articles require the addressee's signature and the post office of delivery maintains a record of delivery.

Fee

The fee for numbered insured mail, over $200 is based upon the liability coverage requested. Liability amounts can be found in the DMM. The appropriate fee is collected from the customer in addition to the applicable postage and any other fees. Refer to the Notice 123 for current insurance fees.

Completing the Mailing Receipt

After determining that the article is mailable, complete Insured Mail Receipt (PS Form 3813-P). The PS Form 3813-P is completed in a similar manner as the PS Form 3813. It is an original-only form that is retained by the mailer. No copy or record is kept at the post office of mailing. Other extra services such as PAL, restricted delivery, special handling, and return receipts can be combined with this service.

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The following instructions explain how to complete PS Form 3813-P. (Figure 18-3)

1.

2.

3.

4.

5.

6.

7.

8.

9.

10. Accepting clerk will enter the Postage Fee and include the surcharge, discount, or PAL fee. Ask the mailer whether the package presented for insurance contains fragile, liquid, perishable, or hazardous matter. If so, then mark the appropriate box. Enter the insurance fee based on the amount of insurance coverage. Enter the amount of insurance coverage. This amount must be the actual value of the content(s).

Enter the fee(s) for additional services requested. Enter the total of postage and fees. The mailer will enter name of addressee—i ndividual or firm. The mailer will enter street address and number. The mailer will enter city, state and ZIP Code, or APO/FPO number.

Postmark with APDS.

Figure 18-3 — An example of Insured Mail (over $200) – Domestic-International (PS Form 3813- P).

Insured Mail, Over $200 Endorsement

After completing the form, detach the numbered insured mail sticker from the left side of the PS Form 3813-P. Peel the protective tape from the back of the sticker and place the sticker on the address side of the article above the address and to the right of the return address, leaving room to affix postage stamps.

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SPECIAL HANDLING

Special handling service provides preferential transportation. Special handling service is available ONLY for First-Class Mail, Priority Mail, Parcel Post, Media Mail and Library Mail. It can be combined with other special services such as insured articles, return receipt for merchandise, Delivery Confirmation, Signature Confirmation and PAL. Do not charge a surcharge when Parcel Post articles are mailed special handling. However, if they qualify for a discount, give a discount.

Fee

The applicable special handling fee must be paid in addition to the appropriate rate of postage for each article for which extra handling service is requested. Refer to the DMM for the correct fee(s).

Endorsement

The endorsement “SPECIAL HANDLING” must appear, prominently, above the address and to the right of the return address on each piece for which extra handling service is requested.

CERTIFICATES OF MAILING

At times postal customers may want a receipt as evidence of mailing an article, but they do not want to register, certify, or insure the article. The mailer may be provided a receipt for ordinary mail by purchasing a Certificate of Mailing (PS Form 3817.) Advise the mailer that Certificates of Mailing furnish evidence of mailing only. Certificates of Mailing do not insure the article against loss or damage. A signature is not obtained from the addressee for the article. This service is available for all classes of mail. Certificates of Mailing are prepared by the mailer. The finance clerk collects the fee and gives the mailer an equal amount of stamps. The customer should affix the stamps in the upper right-hand corner of the certificate. The finance clerk compares the information on the form with that on the article and cancels the stamp(s) with a flagstamp cancellation device.

Fee

The fee paid for a Certificate of Mailing is in addition to the postage required to mail the article(s). The fee for a Certificate of Mailing can be found in the DMM.

Completing the PS Form 3817

PS Form 3817 is used for each piece of ordinary mail of any class. As stated earlier, the mailer completes the form before presenting the article to a clerk for mailing. Once the correct postage and fee is collected, the postage is affixed on the article, and the stamp(s) or meter tape used for the fee is affixed to the space provided on the PS Form 3817. Then if postage stamps are used, they are canceled by the accepting clerk with a flagstamp cancellation device as shown in Figure 5-8.

This form is completed as follows:

1. The mailer enters the complete return address just as it appears on the article presented for mailing.

2. The mailer enters the complete address of addressee just as it appears on the article.

3. The mailer affixes a postage stamp(s) for the fee in this area, or the accepting clerk affixes a postage meter strip.

4. The accepting clerk cancels the postage stamp(s) if a postage meter strip is not used.

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Endorsement of article mailed

There is no endorsement made to the article presented for mailing to indicate that a Certificate of Mailing was purchased.

RETURN RECEIPT

Some customers may want to know when a particular piece of mail has been delivered to an addressee. Return receipt service provides the mailer with evidence of delivery, by requiring the addressee or the addressee’s agent sign the receipt then return it to the mailer. No copy or record is maintained at the office of mailing. The service may only be obtained for articles sent via Registered, Insured (over $200), Certified, and Express Mail.

Fee

The mailer must pay the applicable fee for return receipt service in addition to postage and any other fee(s). Return receipt service can provide varying degrees of delivery information about the article. Based upon the customer’s desires, a return receipt can be requested that will provide the signature of the addressee, or agent, and the date on which the article was delivered. It can show to whom (signature), date, and the addressee’s address where delivered. A return receipt also can be requested for an article after the date of mailing. The varying degrees of information provided and date requested affect the amount of the fee that will be collected. As always, refer to the DMM to find the correct fee.

Completing the PS Form 3811

PS Form 3811, Domestic Return Receipt, is used for return receipt service. (Figures 18-4a and 4b) The form is green, two-sided and is normally affixed to the address side of larger parcels and to the back of envelopes or small parcels. Affix the form without covering the other markings or endorsements. Complete the form as follows:

1. Enter the complete name and address of the addressee, just as it appears on the article presented for mailing.

2. Enter the article number. For example, the Certified Mail number from Figure 18-1 was 7009 0080 0002 2420 5133.

3. Check one block for the type of service being used.

4. Check this box if “Restricted Delivery” service is requested in addition to the return receipt.

NOTE

Items lettered A thru D are completed when the article is delivered to the addressee or to the authorized agent.

Legibly, enter mailer’s full name, street address, city, state and ZIP Code, or APO/FPO number, on the reverse side.

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Figure 18-4a — Example of a completed PS Form 3811, Front.

Figure 18-4b — Example of a completed PS Form 3811, Reverse.

Endorsement

Mail for which return receipt service is requested must be endorsed “Return Receipt Requested.” The endorsement must be placed above the delivery address and to the right of the return address, taking care not to over-strike or obliterate any other endorsements or portions of the address.

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Request for Delivery Information/Return Receipt after Mailing

After an accountable article has been mailed, a return receipt may still be obtained. To do so, the mailer must do the following:

• Complete Section 2 of PS Form 3811-A, Request for Delivery Information/Return Receipt after Mailing.

• Attach the proper amount of postage for the fee to the PS Form 3811-A if not paid previously and postmark using the APDS.

• Mail the entire PS Form 3811-A to the post office of delivery.

The post office of delivery provides the mailer with the date of delivery and the name of the person who signed for the article. Neither the signature of the person who signed for the article nor the address of delivery will be provided.

Duplicate Return Receipt

In the event that the mailer has not received a return receipt, a duplicate may be requested under the following conditions:

• A reasonable period has passed since the article was mailed.

• It has been less than one 1 year since the article was mailed.

• The mailer has a receipt showing that a fee was paid for this service. (The Certified mail receipt must have been postmarked at a post office.)

When a duplicate return receipt is requested, assist the mailer in completing a PS Form 3811-A. There is no charge for obtaining a duplicate return receipt. A request for a duplicate return receipt or a copy of the delivery record for Express Mail must be filed within 90 days after the date of mailing.

RETURN RECEIPT FOR MERCHANDISE

Return receipt for merchandise is a form of return receipt service that provides the sender with a mailing receipt (PS Form 3804) and must be accompanied by a return receipt (PS Form 3811.) A delivery record is kept at the post office of address, but no record is kept at the office of mailing. A return receipt for merchandise also provides the recipient’s actual delivery address if it is different from the address used by the sender. Mail with this service is dispatched and handled in transit as ordinary mail. This service does not include insurance coverage and a return receipt for merchandise cannot be requested after mailing. Restricted delivery service is not available.

This service is available for merchandise sent at the Priority Mail, Standard Mail, Package Services, and Parcel Select pieces. This service cannot be used on international mail.

Fee

The applicable fee for return receipt for merchandise service must be paid in addition to the correct postage and the fees for any other service requested. Refer to the DMM to find the current fee schedules.

Completing the Required Form

PS Form 3804, Return Receipt for Merchandise is used for return receipt service along with PS Form 3811.

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Complete PS Form 3804 as follows.

• Accepting clerk will enter postage to be collected.

• Enter return receipt for merchandise fee.

• Enter fee for additional service requested.

• Enter the total amount of postage and fees to be collected.

• The mailer must check waiver of signature yes or no block.

• The mailer will enter name of addressee (individual or firm.)

• The mailer will enter street address and number.

• The mailer will enter city, state, and ZIP Code, or APO/FPO number.

• Apply postmark with APDS.

When the form is completed, do the following:

1. Prepare PS Form 3811 as previously described (Figures 18-4a and 4b)

2. Place the number on the sticker from PS Form 3804 in Block 2

3. Check return receipt for merchandise in Block 3 of the PS Form 3811.

Figure 18-5 — An example of a Return Receipt for Merchandise (PS Form 3804)

Endorsement

After completing the forms, detach the Return Receipt for Merchandise sticker from the left side of the PS Form 3804. Peel the protective tape from the back of the sticker and place the sticker on the address side of the article above the address and to the right of the return address, leaving room to affix postage stamps. Attach PS Form 3811 on the front (if space allows) or the reverse side of the article.

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RESTRICTED DELIVERY SERVICE

Restricted delivery service permits a mailer to direct delivery of an article only to the addressee or a person, authorized in writing, as the addressee’s agent. The addressee must be an individual (person) specified by name. Restricted delivery mail CANNOT be addressed to a company, corporation, or firm. Only the addressee, or authorized agent, may sign for the article. Restricted Delivery service may be obtained only for Registered mail, Certified mail, and Insured mail over $200. Restricted delivery service DOES NOT require completion of a form.

Fee

The applicable fee for restricted delivery service must be paid in addition to the postage and any other fee(s). Refer to the Notice 123 for current fees.

Endorsement

Mail for which restricted delivery service is requested must be endorsed “RESTRICTED DELIVERY.” The endorsement must be placed above the delivery address and to the right of the return address.

Delivery Confirmation

Delivery Confirmation service provides the mailer with information about the date and time in which an article was delivered. If delivery was attempted but not successful, the date and time of the delivery attempt is available. Delivery Confirmation service is available only at the time of mailing. No record is kept at the office of mailing. Delivery Confirmation service does not include insurance, but insurance may be purchased as an additional service. Some statutes and regulations governing the mailing of documents with legal significance may require the use of Certified Mail or Registered Mail rather than Delivery Confirmation.

Delivery Confirmation is available for First-Class Mail parcels, all Priority Mail pieces, and Package Services. There are certain size limitations that must be met when using Delivery Confirmation with a Package Services. For mailings to APO/FPO/DPO destination addresses, Delivery Confirmation service may not always provide the mailer with online information regarding the date and time of an event scan. To view a sample of a PS 152 click here.

Delivery Confirmation is not available for the following:

• Express Mail and Periodicals pieces

• First-Class Mail letter-size and flat-size pieces less than ¾” in thickness

• Package Services letter-size and flat-size pieces less than ¾” in thickness

• Mail paid with pre-canceled stamps

• Mail addressed to restricted APO/FPO destinations

• Mail addressed to any U.S. territory, possession, or Freely Associated State with the exception of Puerto Rico, U.S. Virgin Islands, and certain ZIP Codes for: American Samoa, Guam, Rota Island, Saipan Island and Wake Atoll identified in the DMM.

Fee

The applicable fee for delivery confirmation service must be paid in addition to the postage and any other fee(s). Refer to the Notice 123 for current fees

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CHECKLIST FOR EXTRA SERVICES

The following Table is provided to assist you in understanding the procedures for handling extra services available for domestic mail matter.

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Table 18-1: Domestic Mail Extra Services Procedures

TYPE AVAILABLE FOR ENDORSEMENTS Forms APDS

REGISTERED MAIL FIRST-CLASS and PRIORITY LABEL 200 PS Form 3806 ON ALL INTERSECTING SEAMS and PS Form 3806

CERTIFIED MAIL FIRST-CLASS and PRIORITY STUB FROM PS Form 3800 PS Form 3800 ON PS Form 3800

INSURED MAIL, DOMESTIC ONLY $200 and UNDER ARTICLES VALUED $200.00 or LESS STUB FROM PS Form 3813 PS Form 3813 ON PS Form 3813

INSURED MAIL, OVER $200, DOMESTIC & INTL ARTICLES VALUED $200.01 to $5,000.00 STUB from PS Form 3813-P PS Form 3813-P ON PS Form 3813-P

SPECIAL HANDLING FIRST-CLASS, PRIORITY, and PARCEL POST “SPECIAL HANDLING” NONE NONE

CERTIFICATE of MAILING ANY CLASS of MAIL NONE PS Form 3817 NONE

RETURN RECEIPT REGISTERED, EXPRESS, CERTIFIED, and INSURED MAIL OVER $200, DOMESTIC & INTL “RETURN RECEIPT REQUESTED” or “RETURN RECEIPT REQUESTED SHOWING ADDRESSEE’S ADDRESS” or “RETURN RECEIPT REQUESTED SHOWING ADDRESS WHERE DELIVERED” PS Form 3811 IF REGISTERED, HALF on the PS Form 3811 and HALF on the ARTICLE

RETURN RECEIPT FOR MERCHANDISE PRIORITY and PARCEL POST MAIL STUB FROM PS Form 3804 PS Form 3804, and PS Form ON PS Form 3804

RESTRICTED DELIVERY REGISTERED, CERTIFIED, and INSURED MAIL over $200.00 (ADDRESSES to an “RESTRICTED DELIVERY” NONE NONE

DELIVERY CONFIRMATION FIRST CLASS MAIL (PARCEL ONLY), PRIORITY MAIL and PARCEL POST(PARCELS ONLY) STUB from PS FORM 152 PS FORM 152 ON PS FORM 152

For more information on Extra Services refer to DMM 503 click here

Rev. MAR 2013 19-1

CHAPTER 19

INTERNATIONAL MAIL

In Chapter 17, you learned about the different classes of domestic mail, and what geographic areas are within the U.S. domestic postal system. Some of the extra services available for domestic mail were introduced in Chapter 18. You need to know what to do when presented with mail addressed to foreign countries.

LEARNING OBJECTIVES

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

1. List the chapters used in the International Mail Manual.

2. Classify the categories of class of International Mail

3. Identify the customs declarations used for International Mail.

4. Describe the extra services used with International Mail

Mail addressed to a foreign country is called international mail and differs from domestic mail in many ways. For example, the six classes of domestic mail do not apply for international mail. In addition, the types of matter that may be mailed and the conditions for acceptance vary among countries. Refer to the U.S. Postal Service (USPS) International Mail Manual (IMM) each time you accept an article (except for ordinary letter mail) addressed to a foreign country. The IMM contains the rates and specific conditions of mailing for each individual foreign country.

Remember though, that mail addressed to overseas APO and FPO addresses or U.S. territories such as Guam, Puerto Rico, American Samoa, or the U.S. Virgin Islands is considered domestic mail, and international rates of postage must NOT be charged.

To accept articles properly addressed to foreign countries, you must know how to use the IMM. The IMM contains the regulations that apply to international mail service. It details the mailing conditions, acceptance procedures, and preparation requirements for mail sent from the United States to other countries. The IMM cross-references the Domestic Mail Manual (DMM) whenever domestic mail conditions and procedures apply. On the job, you will have a DMM and an IMM to which to refer.

MAKEUP OF THE INTERNATIONAL MAIL MANUAL

The IMM consists of nine chapters, of which you are concerned primarily with Chapters 1 through 3. These chapters contain useful information on outgoing international mail. Included is information concerning mail prohibitions, restrictions, preparation requirements, customs declarations, and air service. In addition, special mail services, such as registry, insurance, return receipts, restricted delivery, and certificate of mailing are explained.

Locating Information

To use the IMM properly, you must know how to locate the desired information. The information in the IMM is listed by a decimal-type numbering system. It is set up so that it is easy to find the information that you need. Suppose you wanted to find information on the required use of customs forms. Go to

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the index in the back of the manual. Look for customs forms. There you will find that information on customs forms is located in section 123. Look through section 123 and you will find that Required Usage is located in 123.6., and the Conditions for use under 123.61. Section 123.61 is broken down as follows: Chapter 1—I nternational Mail Services

Subchapter 120— Preparation for Mailing

Part 123 — Customs Forms and Online Shipping Labels Section 123.6 — Required Usage Subsection Subsection 123.61— Conditions

Individual Country Listings

The Individual Country Listings cover all mailing information for most countries. Countries are listed in alphabetical order starting with Afghanistan and ending with Zimbabwe. Refer to the World Map Index for the exact location of any country. To view Individual Country Listings click here

Countries Not Listed

Not all countries or localities are listed in the Individual Country Listings (ICL). If a country or locality is not listed in the Individual Country Listings, go to the Index of Countries and Localities. The index is an alphabetical list of countries and localities not listed individually. Localities that are not listed separately in the ICL under their own heading are listed with the country identified in parentheses.

Categories of International Mail

International Mail is comprised of four principal categories that are primarily differentiated from one another by speed of service. These categories follow:

1. Global Express Guaranteed (This service is not available at military post offices.)

2. Express Mail® International (This service is not available at military post offices.)

3. Priority Mail® International

4. First Class Mail® International.

As they are the two categories of international mail that you most likely will see, we will discuss in detail only First Class Mail® International and Priority Mail® International.

FIRST CLASS MAIL® INTERNATIONAL

The First-Class Mail International classification encompasses all categories of international mail that prior to May 14, 2007, were categorized as airmail letter-post and economy letter-post, postcards, printed matter, and small packets that were formerly categorized as letters and cards (LC) and other objects (AO) Any article that is otherwise acceptable and not prohibited by the Postal Service or country of destination, subject to applicable weight and size limits, may be mailed at the First-Class Mail International price. At the sender’s option, extra services, such as registry and return receipt, may be added on a country-specific basis. For size and weight limitations, refer to Section 243 of the IMM click here

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Prohibitions and Restrictions

The first thing you have to determine about an article presented for mailing is whether it is mailable. All articles that are nonmailable in domestic mail are nonmailable in international mail. However, many articles that are mailable in domestic mail are nonmailable in international mail. See USPS Publication 52 (click here) and “Prohibitions and Restrictions” in the Individual Country Listings of the IMM for further guidance.

Valuable Items

Certain valuable articles are prohibited using First-Class Mail International service unless registered, or sent by Priority Mail® International with insured service. The following valuable articles may be sent only with the services noted:

• Coins, banknotes and currency notes (paper money);

• Instruments payable to bearer. (The term “instruments payable to bearer” includes checks, drafts, or securities that legally can be cashed or can be easily negotiated by anyone who may come into possession of them. A check or draft payable to a specific payee is not regarded as payable to bearer unless the payee has endorsed it. If not endorsed, or if endorsed in favor of another specific payee, it is not regarded as payable to bearer.)

• Traveler’s checks

• Manufactured and unmanufactured platinum, gold and silver

• Precious stones, jewels, watches and other valuable articles

• Jewelry (inexpensive jewelry, watches, such as tie clasps and costume jewelry, containing little or no precious metal, is not considered to be jewelry within the meaning of this section).

Individual Country Prohibitions and Restrictions

If an article is not prohibited or restricted in general, you refer to “Prohibitions and Restrictions” under the "Country Conditions for Mailing" section in the "Individual Country Listings" section of the IMM. Certain articles may be mailable to some countries but not to others. If an article is prohibited by the country of address, the article may not be accepted for mailing. If an article has restrictions placed on it, advise the mailer of these restrictions. The country of address may return or keep articles prohibited or restricted. Do not attempt to inform customers whether or not items are subject to customs duty, however, because the possibility exists that customs duties will be charged, you may suggest to customers that they inform addressees in advance of the items they intend to mail.

Envelopes

Envelopes used for mail addressed to foreign countries must be:

• Light-colored envelopes and cards that do not interfere with the reading of the address and postmark. Do not use brilliant colors

• Rectangular in shape

• A minimum of 5 1/2 inches in length by 3 1/2 inches in height

• Be constructed of paper strong enough to withstand normal handling. Highly glazed paper or paper with an overall design that affects readability or processing is not acceptable.

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• Envelopes and cards that have green bars or red- and blue-striped borders may be used for the sending of First-Class Mail International items.

Packaging Requirements

The mailer is responsible for properly packaging and preparing international mail. However, you should be able to advise mailers as to the proper packaging of articles, or refer to the IMM. In preparing an article for mailing, advise mailers to:

• Use strong envelopes or durable packaging material

• Consider the type of article being mailed

• Take into account the distance the article must travel to reach the addressee.

• Transparent plastic packaging is acceptable for international mailing purposes.

Addressing

At least the entire right half of the address side of the envelope, package, or card should be reserved for the destination address, postage, labels, and postal notations.

International mail articles must be addressed legibly using roman letters and Arabic numerals. Each line of the address should be placed lengthwise on the article and must be written in ink or typewritten. Addresses written in pencil are not acceptable.

The name and address of the addressee must be written precisely and completely. The name of the city or post office and country of destination must be in capital letters. When mail is sent to towns and cities, the house number and street address or box number must be included. The postal delivery zone numbers must be included, if known. Mail may not be addressed to BOXHOLDER or to HOUSEHOLDER.

Addresses in Russian, Greek, Arabic, Hebrew, Japanese or Chinese characters must bear an interlined translation of the names of the post office, province, and country of destination in English. If the English form of the name is not known, the foreign spellings should be shown in roman letters, print or script.

The complete return address of the sender must be shown in the upper-left corner of the address side of the mail. The complete return address must be placed so as not to affect either the clarity of the address or the application of service labels or notations—p ostmarks and so forth.

The name of the sender and/or addressee may not be in initials except where they are an adopted trade name.

Payment of Postage

Each international item must be fully prepaid to assure prompt dispatch and to avoid the delivering post office from collecting charges from the addressee.

Postage should be placed on the address side of the article in the upper-right corner. Care should be taken when the stamps are placed on the article to make sure that they are securely attached. If the postage stamps are not securely attached and are lost in transit, the article could become "postage due," causing the addressee to pay additional postage to receive it.

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Postage may be paid by U.S. postage stamps, postage meter stamps or Postage Validation Imprinter (PVI) of a bright red color. Airmail stamps may be used on airmail articles only, and special delivery stamps may be used only for payment of special delivery fees.

Non-denominated postage stamps with the exception for those bearing unique domestic markings, such as First-Class Presort, Nonprofit Org, may be affixed to postal items that are sent to foreign countries. The value of such stamps is linked either to a current or to a former domestic postage price. The “Lady Liberty and U.S. Flag” stamp have postage values of 44 cents. The postage value of the Forever Stamp and the non-denominated Breast Cancer Research semi-postal stamp is always the domestic First-Class Mail single-piece one ounce letter price that is in effect on the date of mailing. Since international postage prices are always higher than the comparable domestic postage prices, mailers who affix a single non-denominated postage stamp to their outbound mailpieces must add additional postage to comply with the international price schedule.

Merchandise in Letters

Dutiable merchandise may be sent as First Class Mail® International unless the country of address does not allow such a practice. If dutiable merchandise is sent as First Class Mail® International, the mailer must comply with any special instructions or forms required. Refer to the “Customs Forms Required” and “Observations” sections in the Individual Country Listings. Because Customs Form, PS Form 2976 generally indicates that dutiable merchandise is enclosed, it should not be placed on First Class Mail® International items weighing less than 16 ounces, when the mailer knows the contents are not dutiable.

Weight and Size Limits

The weight limit for First Class Mail® International (Letters) to all countries is 3.5 ounces. The size limits for envelopes are as follows:

• Minimum-length and height: 5 1/2 by 3 1/2 inches

• Minimum-depth (thickness): .007 inch

• Maximum-length: 11 1/2 by 6 1/8 inches

• Maximum-depth (thickness): 1/4 inch.

An additional fee (surcharge) is charged on all outgoing first class international letters regardless of weight if it has one or more of the following characteristics:

• Is poly-bagged, poly-wrapped, or enclosed in any plastic material

• Has a clasp, strings, buttons, or similar closure devices

• Contains items such as pens, pencils, or loose keys or coins that cause the thickness of the mailpiece to be uneven

• Is too rigid.

Length divided by its height results in an aspect ratio that is less than 1.3 or more than 2.5

Refer to the IMM for additional restrictions.

The weight limit for First Class Mail® International (Flats) to all countries is four (4) pounds. Large envelopes (flats) must be flexible. The size limits for packages are as follows:

• Minimum-length and height: 11 1/2 by 6 1/8 inches

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• Minimum-depth (thickness): 1/4 inch

• Maximum-length: 15 by 12 inches

• Maximum-depth (thickness): 3/4-inch thick.

The weight limit for First Class Mail® International (Parcels) to all countries is 4 pounds. The size limits for parcels are as follows:

• Maximum length: 24 inches. Length is the longest dimension

• Maximum length, height, and depth (thickness) combined: 36 inches

• Minimum size: Large enough to accommodate the postage, address, customs form, and other required elements on the address side.

The weight limit for articles sent First-Class Mail International (roll) to all countries is 4 pounds. The size limits for rolls are as follows:

• Minimum length: 4 inches

• Minimum length plus twice the diameter combined: 6 3/4 inches

• Maximum length: 36 inches

• Maximum length plus twice the diameter combined: 42 inches

Preparation for Mailing

Unregistered First-class Mail International items may be sealed at the sender’s option. Mail pieces not sealed by ordinary means, such as moistening the gummed flaps on envelopes or taping the open flaps for small packets, must be closed in such a manner as to prevent the contents from falling out or being damaged during postal handling and transport. First Class Mail® International items that use Registered Mail™ service must be sealed.

Marking and Endorsing

Articles other than ordinary letters should be endorsed LETTER POST on the address side. In any case, the article should be endorsed, if, because of the article’s size or manner of preparation, the article may be mistaken for an article of another type. The mailer shall mark it “AIRMAIL/PAR AVION” or affix PS Label 19-A, PAR AVION Airmail or PS Label 19-B, Par AVION Air Mail), on the address side of the article.

Postcards

Postcards consist of cards sent without a wrapper or envelope. Folded (double) cards must be mailed in envelopes at the First-Class Mail International letter price. Reply cards are not accepted in International mail except as provided in the IMM, Chapter 1, Section 132.2.

Preparation for Mailing

The basic requirement for postcards accepted in international mail is the same as those for domestic mail. Postal cards and postcards should be constructed of paper strong enough to withstand normal handling in the postal system. Highly glazed paper, or paper having an overall design, is not acceptable. Only light-colored cards should be used. Brilliant colors may not be used. Privately made postcards, except picture post cards, must have the word “Postcard” printed on them.

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The right half of the address side of the card is reserved for the address of the addressee and postal notations or labels. The mailer may use the back and the lower left half of the address side for correspondence or writing. Postage must be placed on the address side in the upper right corner of the card. The sender must use the upper-left half of the address side for the return address. Undeliverable postcards are disposed of in the country of address unless they bear the name and address of the mailer.

Attachments

The card may not bear an attachment that is:

• Other than paper

• Not totally adhered to the surface of the card

• An encumbrance to the postal service.

The following items may be glued on the left half of the address side of a card, or on the side opposite the address side, if they are made of paper or other thin material, and stick completely to the card:

• Clippings of any kind

• Illustrations or photographs

• Labels other than address labels

• Stamps of any kind, except that stamps that are likely to be confused with postage stamps may be placed only on the back

• Address labels or address tabs that may be glued to the address side of the card.

Weight and Size Limits

Postcards should be approximately the same quality and weight of a postal card. Remember that postal cards are those cards issued and sold by the USPS. The size limits for postcards are minimum-3 1/2 by 5 1/2 inches and maximum-4 1/4 by 6 inches.

Free Matter for the Blind or Other Physically Challenged People

Matter may be entered free of postage if mailed by or for the use of blind or other persons who cannot read or use conventionally printed materials due to a physical handicap. Eligible participants must be residents of the United States, which includes territories, insular possessions, and the District of Columbia, or American citizens domiciled abroad.

The following articles may be accepted in international mail as matter for the blind:

• Books, periodicals, and other matter (including unsealed letters) impressed in Braille, or other special type for the use of the blind

• Plates for embossing literature for the blind

• Disks, tapes, or wires bearing voice recordings and special paper intended solely for the use of the blind, provided they are sent by or addressed to an officially recognized institution for the blind

• Sound recordings or tapes that are mailed by a blind person.

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The postage price for an eligible item marked as “MATTER FOR THE BLIND” is free when sent as First-Class Mail International up to 4 pounds or Priority Mail® International up to 15 pounds. If free matter for the blind is sent as Global Express Guaranteed or Express Mail® International, the postage based on the weight of the article must be paid.

Weight and Size Limits

The maximum weight limit for matter for the blind is 15 lbs. Size limits for free matter for the blind and other physically handicapped persons are the same as for First Class Mail® International.

Preparation for Mailing

Articles accepted, as free matter for the blind and other physically handicapped persons must be prepared in such a way that the contents are protected but inspection of the contents is not hindered. Matter for the blind must not be sealed, even if registered. First Class Mail® International accepted as free matter must be marked “Free Matter for the Blind or Handicapped” in the upper right-hand corner of the address side of the article, near the postage stamps or meter strip.

PRIORITY MAIL® INTERNATIONAL (PMI)

This section describes the conditions for mailing Priority Mail® International (PMI). Priority Mail® International is a separate category from First Class Mail® International and should be treated as such. This classification is primarily designed to accommodate larger and heavier shipments that exceed the size or weight limits for First Class Mail® International. Priority Mail® International is similar to domestic Priority Mail®. Priority Mail® International is a parcel service with the exception of the flat-rate envelope and the small flat-rate box. Written communication having the nature of current and personal correspondence may be included, provided it is exchanged between the sender and the addressee or other persons living with the addressee. Archived correspondence (e.g., personnel records) also is permitted and may be sent to any addressee. Refer to the Individual Country Listings for additional prohibitions for each country.

Priority Mail® International Service

Priority Mail® International is available to most countries. The requirements for acceptance and handling of Priority Mail® International are similar for all countries. However, acceptance procedures are determined by individual bilateral agreements. The Priority Mail® International section in the Individual Country Listings of the IMM indicates whether Priority Mail® international service is available to a certain country. If Priority Mail® International service is available, you can also find information on related services and specific mailing conditions in this section.

Priority Mail® International Flat-Rate Envelope and Small Flat-Rate Box

All items that may be sent with First-Class Mail International service may be sent in the Priority Mail® International flat-rate envelope or small flat-rate box provided the contents are mailable, they fit securely in the envelope or box, and they are entirely confined within the container with the provided adhesive as the means of closure. The flap must close within the prefabricated fold. Tape may be applied to the flap and seams for closure or for reinforcement, provided the design of the container is not enlarged by opening the sides and taping or reconstructing the container in any way. Refer to the Individual Country Listings for additional prohibitions for each country. Insurance is not available. Registered Mail™ service may be available and the Individual Country Listings for Registered Mail™ service availability, limitations, and coverage.

LS: Chapter 19— International Mail Rev. MAR 2013 19-9

Priority Mail® International Regular/Medium and Large Flat–Rate Boxes

All mailable items that qualify to be sent as Priority Mail® International parcels may also be sent in the Priority Mail® International regular/medium and large flat-rate boxes. Written communication having the nature of current and personal correspondence may be included, provided it is exchanged be- tween the sender and the addressee or other persons living with the addressee. Archived correspon- dence (e.g., personnel records) is also permitted and may be sent to any addressee. The contents must fit securely and must be entirely confined within the box. The box flaps must be able to close within the prefabricated folds. Tape may be applied to the flap and seams for closure or reinforce- ment, provided the design of the container is not enlarged by opening the sides and taping or recon- structing the container in any way. Refer to the Individual Country Listings for additional prohibitions for each country. Regular/medium and large flat-rate boxes may be insured and the Individual Country Listings for insurance availability, limitations, and coverage. Registered Mail™ service is not available.

Priority Mail® International Parcels

Priority Mail® International parcel service is designed for the carriage of outbound international postal parcels. Written communication having the nature of current and personal correspondence may be included, provided it is exchanged between the sender and the addressee or other persons living with the addressee. Archived correspondence (e.g., personnel records) is also permitted and may be sent to any addressee. Refer to the Individual Country Listings for additional prohibitions for each country. Priority Mail® International parcels may be insured and the Individual Country Listings for insurance availability, limitations, and coverage. Registered Mail™ service is not available.

Priority Mail® International Restrictions

Certain types of articles are prohibited or restricted in parcels to all countries. Remember that all articles prohibited in the domestic mails also are prohibited in the international mails.

Valuable Articles

The mailing of valuable articles as Priority Mail® International is subject to the same restrictions as First Class Mail® International.

Information Concerning Restricted Articles

Information on articles that are prohibited or restricted by individual countries appear under “Prohibitions and Restrictions” in the Country Conditions for Mailing section of the Individual Country Listings. These prohibitions and restrictions are based on information furnished by the countries concerned.

Parcels containing articles that are prohibited by the destination country must not be accepted for mailing. For a parcel known to contain articles that are restricted by the destination country, the mailer must be informed of the restrictions and be informed that the contents are subject to the import rules of the country concerned.

Postage Rates

Rate tables are shown in the Individual Country Listings under the Priority Mail® International heading of each country to which the service is available.

Placement of Postage

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Place stamps or a meter strip for payment of postage and fees in the upper-right corner of the address side of the parcel.

Weight and Size Limits

The maximum weight for items mailed using the flat-rate envelope and small flat-rate box is 4 pounds. The weight limit for items mailed using the regular/medium and large flat-rate boxes is 20 pounds. Weight limits for Priority Mail® International service vary by country and are noted in the Individual Country Listings. However, the maximum weight limit for any Priority Mail® International shipment is 70 pounds.

Measuring Circular Objects

Circular objects, such as tires, coils of rope, hose, wire, and so forth, are measured using a different method when sent as international mail. A circular object, whether there is an open space in the center or not, is measured around its entire girth in the direction of the diameter This measurement must not exceed 64 inches.

Measuring Rectangular Parcels

Rectangular parcels presented for mailing as international mail are measured the same as domestic parcels. The size restrictions for rectangular parcels accepted in international mail are as follows:

• Minimum length and width-5 1/2 by 3 1/2 inches

• Maximum length-42 inches

• Maximum length and girth combined-79 inches.

For exceptional size limits, refer to Section 236.23 of the IMM, or the Individual Country Listings in the IMM.

Packaging Requirements

Every parcel must be securely and substantially packaged. When preparing a package for mailing, the sender must consider the nature of the contents, the climate, the length of the journey, and the numerous handlings involved in the conveyance of international mail.

Even though the mailer is responsible for properly enclosing, packaging and sealing the parcel, the accepting clerk is responsible for informing mailers of the requirements so they can meet their responsibilities.

Acceptable Containers

Ordinary paperboard containers are not acceptable. Items must be packaged in one of the following containers:

• Canvas or similar material

• Double-faced corrugated or solid (minimum 275-pound test) fiber boxes or cases

• Strong wooden boxes made of lumber at least l/2 inch thick or plywood of at least three plies

Heavy wrapping paper or waterproof paper can only be used as the outside covering of a parcel. If otherwise acceptable, boxes with screwed or nailed on lids and bags closed by sewing may be used. Heavy objects must be surrounded with other contents or packaging material to prevent their shifting within the parcel.

LS: Chapter 19— International Mail Rev. MAR 2013 19-11

Addressing

Each parcel accepted must bear the name and address of the mailer and of the addressee. The names and addresses must be written legibly and correctly on the parcel itself or on a gummed label affixed to the parcel. The address of the mailer and addressee also should be written on a separate piece of paper and enclosed in the parcel.

The name of the city or post office and country of address must be written in full, in capital letters. If a postal delivery zone number is known, it should be included. The country’s name must be the last line of the address. Sufficient space must be left on the outside wrapper for stamps, labels, and postal service endorsements.

Do not accept parcels when:

• They are addressed to a person in one country “in care of” a person in another country.

• The name of the mailer or addressee is in initials, unless the initials are the adopted trade name of the mailer or addressee.

• The addresses are written in pencil.

Sealing

All international parcels must be sealed. Senders must seal their own parcels. Wax, gummed-paper tape, nails, screws, wire, metal bands, or other materials can be used to seal parcels. The seal must be sufficient to allow detection of tampering.

TRANSPORTATION OF INTERNATIONAL MAIL

All categories and related classes of international mail are transported by air. Each Individual Country Listing shows the price for both First Class Mail® International and Priority Mail® International rate under the desired class of mail.

Customs Forms and Procedures for International Mail

Merchandise sent to an international country may be subject to import duties and must have a customs declaration form attached. In this section, you will learn which customs declaration forms to use, and how to complete them. You also will become familiar with how to process customs duties assessed on items of foreign origin mailed from overseas activities to addresses in the U.S.

Customs Declarations

Only two types of customs declarations (PS Form 2976 and PS Form 2976-A) are used on dutiable articles.

PS FORM 2976

Each letter package containing merchandise, printed matter known to be dutiable in the country of address, or small packets (dutiable and non-dutiable) must have a Customs Label, PS Form 2976, Customs-CN22-Sender’s Declaration (green label,). PS Form 2976 must be completed and placed by the mailer on the address side of each article.

There are occasions when only the upper-left portion of the PS Form 2976 is placed on the outside of an article. This is usually when the addressee does not want the contents to appear on the outside of

LS: Chapter 19— International Mail Rev. MAR 2013 19-12

the article or the value of the article is more than $400. In this case, the mailer must complete PS Form 2976-A, Customs Declaration and Dispatch Note and enclose the form inside the parcel.

PS FORM 2976-A

PS Form 2976-A (See the example in Figure 6-6) is used on all parcel post packages and in conjunction with PS Form 2976 as instructed in the previous paragraph. When completing this form, the mailer must describe in detail the contents of the parcel. Descriptions of a general nature are not acceptable. When completed, PS Form 2976-A should be placed in PS Form 2976-E and attached to the outside of the mailing container.

PS FORM 2976-E ENVELOPE

PS Form 2976-E is a transparent plastic envelope that is attached to the outside of parcels. Customs Form 2976-A is enclosed in it for protection.

Customs Charges

Articles of foreign origin may be subject to customs duty. If such articles bear Customs Form (CF) 3419, endorse the form "DELIVERED OUTSIDE THE CTUS" and return the form to the issuing customs office as indicated on each customs form. Articles with customs duty assessed will arrive endorsed to show the amount to be collected, and CF 3419-A, Mail Entry Customs, will be attached. The USPS assesses a fee that will be included within the total amount charged.

Prepayment of Customs Duty Abroad

There are no provisions made for the prepayment abroad of customs charges on mail addressed for delivery in the United States.

If postal patrons desire information concerning rates of duty or other customs procedures, they should contact the nearest customs office.

Refusal or Protest of Customs Charges by Addressee

If the addressee in CONUS refuses to pay the customs duty, the parcel should be returned to the sender along with both copies of CF 3419. If the parcel was mailed from an MPO located overseas, and returned to the mailer at the overseas address, the serving MPO removes the CF 3419 and endorses the parcel DELIVERED OUTSIDE THE CTUS.

NOTE

Before giving the parcel back to the mailer, make sure a record is made that the article was Returned to Sender (RTS) for future inquiries of CF 3419.

EXTRA SERVICES

In this section, we describe some of the extra services available for international mail. Extra services that are available for international mail are equal to those available for domestic mail. Refer to the Individual Country Listings of the IMM for extra services available for each country.

LS: Chapter 19— International Mail Rev. MAR 2013 19-13

Certificate of Mailing

Customers can purchase a Certificate of Mailing, PS Form 3817 at the time of mailing when sending postcards; unregistered First Class Mail® International items; Free matter for the blind; Priority Mail® International flat-rate envelopes or small flat-rate boxes; and ordinary (uninsured) Priority Mail® International parcels including regular and large flat-rate boxes.

To obtain an additional certificate after mailing, the mailer must present the original certificate and an additional certificate endorsed “Duplicate” or a copy showing the original dates of mailing. The additional certificate must be postmarked to show the current date. A certificate of mailing cannot be obtained in combination with Registered Mail™ items, insured parcels, or bulk mailings of 200 pieces or more that bear a permit imprint.

Insurance

A mailer may purchase insurance coverage for parcels that may become lost, damaged, or rifled. Insurance coverage is available only for Priority Mail® International parcels and only to certain countries. Insurance is not available for the Priority Mail® International flat-rate envelope or small flat-rate box. To determine if insurance service is available to a particular country, refer to the Extra Services section of the Individual Country Listings of the IMM.

Insurance Limits

The maximum amount for which a parcel may be insured varies from country to country. Maximum amounts for which a parcel may be insured are listed in the Extra Services section of the Individual Country Listings of the IMM.

A parcel may not be insured for more than the declared value of the contents or for more than the maximum amount of coverage listed for the country of address. However, the mailer may insure a parcel for only part of the value of the contents, in which case only the fee covering the amount of insurance should be charged.

Preparation of Insured Parcels

The general provisions for the preparation of ordinary parcels apply also to insured parcels. All international insured parcels must be sealed.

Insurance Receipt

The Customs Declaration and Dispatch Note-CP 72, PS Form 2976-A, and the mailing receipt issued at the time of mailing will serve as proof of mailing and proof of insurance. The number assigned to the PS Form 2976-A serves as the insured number.

Markings

Once you have completed calculating postage and fees, indicate on PS Form 2976-A the amount for which the parcel is insured. Write the amount in U.S. dollars in ink in the “Insured Amount (U.S.) block.” Once the insured amount has been recorded, you must Convert the U.S. dollar amount to the Special Drawing Right (SDR) value and enter it in the SDR value block. For example:

INSURED VALUE

$100.00 (U.S.)

62.59 SDR

LS: Chapter 19— International Mail Rev. MAR 2013 19-14

The table shows the conversion of U.S. dollar values up to $600 to SDR equivalents. To determine SDR equivalents above $600, multiply the insured amount, rounded up to the next full dollar, by the conversion factor of 0.6259. For an updated SDR table in the IMM click here.

In addition to the above markings, International Insured Mail™ is required to be postmarked at all breaks (cuts or torn edges) of any gummed-paper strips used in sealing the parcel.

Registry Service

Registry Service, as you know from Chapter 18, is offered to postal customers for additional protection and security. A record of acceptance is kept at the office of mailing, and the addressee or an authorized agent at the office of delivery must sign for registered articles.

Availability and Limits of Insurance

Customers may purchase Registered Mail™ service for items that weigh up to four pounds. Registered Mail™ service is available for the following types of mail:

• The Priority Mail® International flat-rate envelope, including free matter for the blind items

• The Priority Mail® International small flat-rate box, including free matter for the blind items

• First Class Mail® International items, including free matter for the blind items.

Indemnity limits are much lower for Registered Mail™ items than for Insured Mail™. Regardless of the declared value of a registered item, there is a maximum amount of indemnity payable for loss, damage, or rifling. Refer to the ICL of the IMM for current indemnity rate click here.

Preparation for Mailing

Mailers must securely seal articles that are presented for Registered Mail™. If wax or paper seals are used on envelopes, they must bear a distinctive mark that identifies the mailer. The wax or seals must be affixed in such a way to allow enough space at the intersecting flaps for postmarking. Self-sealing envelopes and items that appear to have been opened and resealed may NOT be registered. Free Matter for the blind or Other Physically Handicapped Persons presented for registration must NOT be sealed. As the accepting clerk, you should check to see that an article is properly prepared before you accept it as Registered Mail™.

Addressing

The addresses on an article to be registered should be completed by the mailer in ink or typewritten. Mail on which the address is written in pencil or erasable format must NOT be accepted for Registered Mail™ service.

Registry Receipt

A registry receipt is given to each customer who registers an article. Receipt for Registered Mail™, PS Form 3806, is used for this purpose. PS Form 3806 is the same form that is used for domestic Registered Mail™ and is completed in the same manner as for domestic mail using the same type of registered numbers (PS Label 200).

Declaration of Value

The mailer must declare the full value of each article presented for registration. The value must be declared so that you may identify valuable Registered Mail™ for record purposes. Verify that the

LS: Chapter 19— International Mail Rev. MAR 2013 19-15

value declared on PS Form 3806 and value declared on PS Form 2976 is identical. Refuse items on which the declared values are not the same. Do not regard the declared value as the amount of indemnity that will be paid in case of loss.

Endorsements

The accepting clerk must do the following:

• Affix PS Label 200, Registered Mail™, to the item in the lower-left corner of the address side and enter the number in ink on the mailing receipt (PS Form 3806.)

• Place PS Label 19-A or 19-B, Airmail, or the words PAR AVION on all registered items prepaid for air service.

• Ensure endorsements for other special services requested by the sender are marked as required.

NOTE

Do not confuse the location or placement of international mail endorsements with those endorsements required on domestic packages. Remember, always check the Individual Country Listings of the IMM before accepting an article addressed to a foreign country.\

Postmarking

The last step is to postmark the article. Cancel the postage with the APDS (same method as domestic Registered Mail™ ). Postmark letters twice on the back on the crossing of the upper and lower flaps with the APDS. If paste-on return receipts are used, postmark partially on the receipt and partially on the flaps of the letter. Letters sealed on the address side must be postmarked on the address side.

Return Receipt

The form used when a customer requests proof of delivery for an article being mailed to an international address is Return Receipt for International Mail (AVIS DE RECEPTION), PS Form 2865, Return receipts may only be purchased at the time of mailing and are available only to certain countries for registered and insured articles (refer to the IMM). By paying for a return receipt, the mailer will also know when the article was delivered. Not all countries require the addressee to sign a return receipt, some countries do not admit return receipts, and many restrict them to Registered Mail™. Always remember to refer to the Individual Country Listing of the IMM to determine the availability of return receipts for a particular country.

Endorsements

Attach the return receipt to the article. If the article is a letter, attach the return receipt to the back of the letter. Place an impression of the APDS partially on the return receipt and partially on the letter. Endorse the article on the address side "AVIS DE RECEPTION" or the capital letter "A."

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NOTE

Include the weight of the return receipt in determining the postage and fees for mailing the article.

Restricted Delivery

Restricted Delivery is a service that may be purchased by a mailer to restrict its delivery to the addressee. Some countries may permit delivery to agents of the addressee and/or require only the signature of a postal official on the return receipt. Restricted Delivery is available only:

• At the time of mailing

• For First-Class Mail International items (including the Priority Mail® International flat-rate envelope and small flat-rate box) using Registered Mail™ service

• If accompanied by a return receipt

• To certain countries (refer to the Individual Country Listings of the IMM).

When the sender requests restricted delivery service, ensure that the item is endorsed "A REMETTRE EN MAIN PROPRE" or the equivalent in a language known in the destination country. The endorsement should be located on the address side below the return address.

International Reply Coupons

Every country requires that its own stamps be used on outgoing mail. The sender of a letter to another country may prepay for reply postage from the country the letter was mailed to by purchasing International Reply Coupons that are sold and exchangeable for postage stamps by postal adminis- trations in member countries of the Universal Postal Union. Member countries of the Universal Postal Union purchase international reply coupons and sell them at their respective post offices. Although coupons sold in the United States have the selling price printed on them, coupons of other countries may not. One of these coupons is exchangeable in any other member country for a stamp or stamps representing the international postage on a single-rate letter.

Only post offices that have a demand for reply coupons should stock them. Reply coupons are ordered using PS Form 17 in the same manner as ordinary domestic postage stamps. PS Form 17 will be covered later in this training manual.

International Mail Checklist: Steps for Processing First Class Mail® International and Priority Mail® International Articles

Use the following steps to process First-Class Mail International and Priority Mail®.

1. Read Prohibitions, Restrictions, and Observations for mailing.

2. Check the article’s contents and determine if the class of matter is letter only or with merchandise, merchandise only, regular printed matter, or printed-matter books.

3. Check the article’s weight and size to determine if it is within the limits for the class of mail that you are going to use.

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4. Check the special services requested. Some services might not be available to all international countries.

FIRST CLASS MAIL® INTERNATIONAL: Length + Width + Height (Thickness) DO NOT double the

Width or Height.

PARCEL POST MAIL: Length + Girth or Length + Width x 2 + Height x 2 (This is the Girth.)

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Rev. MAR 2013 20-1

CHAPTER 20

REGISTERED MAIL®

This chapter discusses all aspects of processing Registered Mail® within the Military Postal Service. Here, you learn about the procedures to control the acceptance, dispatch, transfer of custody requirements, and delivery of Registered Mail®, both incoming and outgoing.

LEARNING OBJECTIVES

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

1. Recall the procedures for accepting and receipting Registered Mail®.

2. Recall the definitions and handling guidelines for classified material authorized to be sent as Official Registered Mail®.

3. Recall the security provided for Registered Mail® and the receipts that are used in the Registered Mail® system.

4. Identify the procedures for preparing Registered Mail® for dispatch.

5. Identify the procedures involved in handling and delivering incoming Registered Mail® and processing undeliverable Registered Mail®.

6. Recall the steps involved for closing and accounting for the Registered Mail® cage.

REGISTERED MAIL

As stated in the Domestic Mail Manual (DMM), Registered Mail® is the most secure service that the U.S. Postal Service (USPS) offers. Registered Mail® incorporates a system of receipts to monitor the movement of mail from the point of acceptance to delivery. Registered Mail® service provides the sender with a mailing receipt, and a delivery record is kept at the post office of address.

Because registered articles may contain money, valuable articles, or classified material (Confidential and Secret) it is important that Registered Mail® always be given proper security.

Only matter prepaid with postage at the First-Class or Priority Mail rate may be registered. The face (address side) of the registered article must be at least 5 inches long and 3-1/2 inches high, regardless of thickness. Stamps or a postage meter tape must be affixed to registered articles to cover the amount of postage and fees. Business reply mail may not be registered. Registration may be obtained only by presenting the article at the post office. Mail will not be registered if:

• Placed in collection boxes or in mail drops in post offices

• Addressed to post offices to which it cannot be safely transported

• Prepared improperly

• Consists of two or more articles that are tied or fastened together, unless the articles are enclosed in the same envelope or wrapper.

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Postal Insurance

Postal insurance is provided for articles with a value of at least $0.01 up to a maximum insured value of $25,000. This insurance is included in the registration fee. Postal insurance is not available for articles with no value ($0.00.) The mailer must inform the accepting clerk of the full value of an article presented for registration. The value of an article determines the fee charged for registry service. Private insurance carried on an article does not modify the requirement for declaring the article’s full value. Only articles of no value may be mailed as Registered Mail® without insurance.

The maximum amount of coverage available for Registered Mail® is $25,000. Additional fees collected for items valued over $25,000 are for handling purposes only. Refer to the DMM for declaration values. The value of official mail also must be declared when presented for mailing so that it may be given proper handling.

Negotiable and Non Negotiable Instruments

You need to know the meaning of the terms negotiable and nonnegotiable articles to understand how the values are determined. A negotiable item is any instrument that can be exchanged for cash or goods without the signature of the bearer. An example of a negotiable instrument is a gift certificate. All one has to do to receive the merchandise is to turn in the certificate.

Nonnegotiable instruments are items that in order to be exchanged for cash or merchandise require a bearer’s signature. Would an income tax check be considered a negotiable item? No. A tax return check requires a signature to cash it. Therefore, it is nonnegotiable.

Preparation by Sender

Postal employees are not permitted to assist in the preparation or sealing of mail to be registered. The mail must bear the complete names and addresses of both the mailer and addressee. Envelopes or packages that appear to have been opened and resealed, or that are otherwise improperly prepared, must not be registered. Padded envelopes may not be used for domestic Registered Mail®, but they may be used for international Registered Mail®.

Sealing

All sides of a parcel must be sealed completely (Figure 20-1). One of the main purposes for registering mail is to provide security against unauthorized openings. Where flaps are not completely sealed, tape must be used to ensure that no free edge is exposed. Such tape must be of a type that can absorb an ink impression, such as paper tape or cloth tape. Clear tape (scotch tape) and masking tape are not acceptable.

The mailer must securely seal envelopes. Self-sealing envelopes are not acceptable as Registered Mail® unless the envelopes are sealed with paper tape (Figure 20-2). Envelopes of strong construction may be accepted for mailing, as long as they are completely sealed. Envelopes sold by the USPS are ideally suited for registration. If tape is used to seal the flaps of letter-size envelopes, the tape must not be placed over the intersections of the flaps. A space on each side of the intersecting flaps must be left open for postmarks.

LS: Chapter 20— Registered Mail Rev. MAR 2013 20-3

Figure 20-1 — A parcel showing placement of the APDS for sealing.

Figure 20-2 — A self-sealing envelope sealed with paper tape.

Packaging

All articles presented for registration must be packaged following the procedures in the DMM. As the accepting clerk, you may refuse to accept an article if you determine that it is not packaged in a manner that will assure safe transmission in the mails. The mailer also must tell you whether the item is fragile. When it is of a fragile nature, the mailer must describe the interior packaging.

Window Envelopes

Window envelopes that do not have a panel over the opening cannot be used for Registered Mail®. If a transparent panel is glued to the envelope, the envelope may only contain matter of non-intrinsic value. The envelope may be used for all Registered Mail® if the panel is a part of the envelope.

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Registration Numbers

Once an article is accepted as Registered Mail® at a military or civilian post office, it becomes an accountable item. That is, some person is always accountable for that item as long as it is in the postal system. To account for Registered Mail® a number is assigned to each piece. All Registered Mail® must be numbered with a preprinted, self-adhesive, bar-coded, red PS Label 200. The labels are about 1 1/2 inches high by 3 1/4 inches long. Refer to DMM for an example of Label 200.

Computing Postage and Fees

Compute the postage, fees, and other charges as soon as you have determined that the article is acceptable for mailing and after the mailer has declared the value. Weigh the article first to determine the First-Class or Priority Mail rate of postage before computing the fees. Refer to the DMM and compute the registry fee according to the declared value. Registered Mail® service may be combined with other additional services such as a return receipt or restricted delivery. Other additional services that may be combined with Registered Mail®, if the applicable standards for the services are met and the additional service fees are paid, are delivery confirmation and signature confirmation.

To figure the total, you should compute the charges in the order shown on the Receipt for Registered Mail®, PS Form 3806.

The total postage and fees are paid in postage stamps and affixed in the upper-right corner by the customer unless a postage meter tape is used.

Registered Mail® Receipt

An article is not considered as Registered Mail® until a receipt has been issued. A receipt must be issued when you have accepted the article for registration. The receipt is prepared by you and the mailer. Receipt for Registered Mail®, PS Form 3806 is used for this purpose. This form is issued in a set of two copies. The form is printed on special paper that makes a copy without the use of a carbon sheet.

Canceling Stamps and Applying Endorsement

After you have completed the receipt, collect the required amount for the postage and fee(s). If ordinary stamps are used, have the customer place the stamps in the upper-right corner of the article. Give the customer the original of the PS Form 3806 and keep the duplicate for your post office files. Apply the PS Label 200 to the address side between the return address and the postage for domestic mail and in the lower-left corner of the address side for international mail. Cancel the stamps using the APDS. Click here for an example of a properly completed PS Form 3806).

Postmarking

One of the most important reasons for registering mail is to provide security against unauthorized opening of letters or parcels. This is why you must stamp postmarks with the APDS on each sealed side of a registered article in such a way that an unauthorized opening would disturb the postmarks, thereby providing evidence that unauthorized opening has occurred. Postmarks are placed twice on letters—o n the back at the crossing of the upper and lower flaps. When a return receipt is attached to the parcel or letter, place the APDS postmark partially on the receipt and partially on the flaps of the letter. Postmark parcels in all places where the tape or flaps intersect. When parcels are sealed with

LS: Chapter 20— Registered Mail Rev. MAR 2013 20-5

paper tape, postmark across opposite sides of the strips. Use additional postmarks if this would make rifling more difficult.

Refunds and Recalls

The mailer may withdraw or recall Registered Mail® without charge before its delivery under the following conditions:

• By writing on the receipt, “Withdrawn before Dispatch,” and signing and surrendering the receipt

• By filing a written request for its return after dispatch at the post office where the article was mailed, giving names and addresses of mailer and addressee, the registry number, and date of mailing. The mailer must pay for faxes sent or long-distance telephone calls made to locate the article.

If re-mailed, the article must be repackaged and bare new postage and fees. Registration fees should not be refunded after the mail is accepted. Return receipt or restricted delivery fees should be refunded only when failure to furnish a return receipt or to give restricted delivery was the fault of the USPS. Receipts for fees must be submitted with requests for refunds.

REGISTERED MAIL® PROCESSING AND HANDLING

Now that we have discussed the criteria for accepting Registered Mail®, let us look at the processing and handling aspects starting with classified material sent by command official mail.

When classified material is sent through the registry system, it must be mailed in strict accordance with the Department of the Navy (DON) Information Security Program (ISP) Regulation, SECNAVINST 5510.36 (series). Let us discuss the two classifications (SECRET and CONFIDENTIAL) authorized to be transported by Registered Mail®.

Secret

SECRET is the classification level applied to information whose unauthorized disclosure could reasonably be expected to cause serious damage to the national security. Examples include information whose unauthorized release could result in disruption of foreign relations significantly affecting the national security, the disclosure of significant military plans or intelligence operations, and the disclosure of scientific or technological developments relating to national security.

The following information lists the security requirements for mailing material classified SECRET:

• USPS Registered Mail® within and between the U.S. and its territories

• USPS Registered Mail® through Army, Navy, Marine Corps, or Air Force postal service facilities, outside the area of the U.S. and its territories, provided that the material does not at any time pass out of U.S. citizen control and does not pass through a foreign postal system

• USPS and Canadian Registered Mail® with Registered Mail® return receipt between U.S. Government and Canadian Government installations in the U. S. and Canada.

Confidential

CONFIDENTIAL is the classification level applied to information whose unauthorized disclosure reasonably could be expected to damage national security. Examples include information whose unauthorized release could result in disclosure of ground, air, and Naval forces (e.g., force levels and

LS: Chapter 20— Registered Mail Rev. MAR 2013 20-6

force dispositions); or disclosure of performance characteristics, such as design, test, and production data of U.S. munitions and weapons systems.

The following information lists the security requirements for mailing material classified CONFIDENTIAL:

• USPS First-Class Mail between DOD (Department of Defense) activities anywhere in the U. S. and its territories. The outer wrapper or envelope shall be endorsed “Return Service Requested”

• USPS certified mail for information addressed to a cleared DOD contractor facility or non-DOD agency

• USPS Registered Mail® to and from Fleet Post Office (FPO) and Army or Air Force Post Office (APO) addresses located outside the U.S. and its territories, and when the originator is uncertain that the addressee’s location is within U.S. boundaries.

PURPOSE

From the time a piece of Registered Mail® is accepted until it is delivered to the addressee, someone is always personally responsible for its safety. The fact that classified information up to and including SECRET is authorized to be sent by official Registered Mail® is evidence of the confidence placed in Registered Mail®. Military postal personnel should always assume that official Registered Mail® contains classified material.

To provide the security required for classified material, official and personal, Registered Mail® must be dispatched only on scheduled U.S. commercial passenger nonstop flights, all-cargo aircraft, Airport Mail Center aircraft, or surface transportation, as directed. Between oversees locations Registered Mail® may also be dispatched on Navy military aircraft.

The Joint Military Postal Activities (JMPAs), in coordination with overseas commanders, designate which flights will carry Registered Mail®. The designated flights are those that arrive at the most convenient time for the receiving locations, as they must be met by assigned U.S. military personnel. Some ports overseas have no military postal facilities nearby. When in these ports, and there are no U.S. commercial, passenger nonstop flights, or all-cargo aircraft, then Registered Mail® will be dis- patched to your port of call on Airport Mail Center aircraft. You may also receive Registered Mail® on Navy aircraft scheduled in advance to provide logistics support to your port of call. You will be given sufficient advance notice of incoming Airport Mail Center aircraft or Navy military aircraft. This will allow you to meet the plane and accept delivery of mail for your ship and any other ships scheduled for the same port visit for which you have been tasked with mail receipt and dispatch responsibilities. You should be at the airport at least one hour before the scheduled arrival or departure time for unforeseen schedule changes.

Receipt System

Registered Mail® service provides a receipt to the mailer at the time of mailing. Each registered article is assigned a number for identification purposes. This number is placed on the article and the receipt at the time of mailing. A continuous chain of receipts is maintained thereafter by each person that handles the article. The person who last signs the receipt is responsible until a receipt in turn is obtained. Responsibility thus passes from one person to the next until the article is ultimately delivered to the addressee who also signs a receipt.

Registered Mail® is transported, receipted for, or processed for delivery by using the following forms:

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• PS Form 3806, Receipt for Registered Mail®

• PS Form 3849, Delivery Notice/Reminder/ Receipt

• PS Form 3854, Manifold Registry Dispatch Book

• PS Form 3877, Firm Mailing Book for Accountable Mail

• PS Form 3883, Firm Delivery Receipt for Accountable Mail and Bulk Delivery Mail

• OPNAV Form 5110/9, Mail Manifest

• DD Form 1384, Transportation Control and Movement Document.

You became familiar with the processing and receipting of Registered Mail® using PS Form 3806 earlier in this chapter. When the mailer is given the original copy of PS Form 3806, the article is then considered accepted as Registered Mail®.

When preparing articles for registration, volume mailers, such as staffs or units embarked aboard ship, must use PS Form 3877. The office responsible for preparing outgoing Official Registered Mail® completes this form. (click here for example)

In the event that there are errors noted on the form, the following procedures apply:

• Do not change the registration number on the form. Draw a line through the incorrect entry, initial it, and make the correct entry

• If there is an error in the numbers listed and received after acceptance, and the mailer has departed the post office, the error should be corrected and a notation made explaining this action.

• PS Form 3806 and PS Form 3877 are the most common methods used by Military Post Offices (MPOs) to accept Registered Mail®. The accepting office is always considered the office of origin, regardless of the return address listed on the article.

PROCESSING REGISTERED MAIL® FOR DISPATCH

The first step in the processing of outgoing Registered Mail® is separating the pieces by destination. While you are separating the pieces by destination, a quick double check should be made to make sure each piece is correctly endorsed and properly postmarked. After you have completed separating all of your Registered Mail® by destination, and have checked for proper endorsements and postmarks, you are ready to start your dispatch procedures. Personal and official Registered Mail® are dispatched in the same pouch, there is no need to prepare separate pouches. Registered Mail® addressed to APO and FPO addresses should be pouched separately and sent to the nearest Fleet Mail Center (FMC) or Navy post office.

Mail Pouches and Sacks

Registered Mail® must never be dispatched in torn or defective mailbag equipment. Mail pouches and sacks used for dispatch of Registered Mail® should be examined to ensure that such equipment is not torn or otherwise defective. Any hole renders the equipment unusable for Registered Mail®. The selection of proper mailbag equipment for the transport of Registered Mail® cannot be overemphasized. Dispatching post offices should always use plastic inserts in mailbags to protect the Registered Mail® pieces in the event of foul weather.

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Numbered Seal Pouches

Now that you have completed examining the pouch for defects, the next step in the registry dispatch process is to enclose all Registered Mail® into the pouches. You should enclose all parcels into pouches, if possible, to prevent handling as ordinary mail.

Manifold Registry Dispatch Book, PS Form 3854, prepared in duplicate, is used as an inside bill to document Registered Mail®, which is being enclosed in a pouch. Each registered article number is listed, including the tin band seal (listed in upper portion of PS Form 3854). Click here for example

Now that all the articles that will be dispatched in a numbered sealed pouch are listed on the inside bill and the bill properly completed, you are ready to place the articles in the pouch. Pouching is accomplished by doing the following:

• Tying the registered articles in bundles as listed on PS Form 3854

• Placing the original inside manifold dispatch bill under the top piece of the bundle. If there is more than one bundle, place the separate manifold dispatch bills under the top piece of each bundle. Each bundle should remain in the sequential order you used on the manifold bill. If articles cannot be tied into a bundle, put the original bill in an EP-9 (Registry Jacket Envelope) and place it inside the pouch with the articles. Click here for an example of EP-9). Retain the duplicate inside bill in the MPO files

• Closing and securing the pouch in the presence of the witness using a numbered tin band seal (USPS Item No. 817-C) Click here for an example of a numbered tin band seal...

Method of Sealing

Click here to seal an example of how to properly close and seal a registered mail sack...

Preparing the Slide Label

Pouches should be labeled to the off-load destination, unless a sufficient volume of Registered Mail® is available to make up a direct pouch. The first line of the label should indicate the destination. The second line should show the endorsement REGISTERED and the weight listed in kilograms. The third line should show the office of origin, which is the MPO preparing the pouch for dispatch. For ships, this is the ship’s name and hull number; i.e., USS THE SULLIVANS (DDG-68.) For shore installations, this is the dispatching command’s FPO number—i. e., FPO AP 96522. The slide label should be dated on the reverse side with the APDS and initialed by the registry clerk closing the pouch. Click here for an example of a Registered Mail Pouch Slide Label.

Registered Outside Pieces

Normally, registered articles dispatched from a MPO are enclosed in a pouch and secured with a numbered seal, except when impossible because of size or shape. If an article cannot be enclosed in a pouch, treat it as an outside piece.

Dispatching Mail Directly To U.S. Commercial and Military Air Carriers

You are now ready to affix the proper airport-coded tags and/or labels to each individual registered pouch or outside piece. These tags and labels provide information to the air carrier on the method for handling and routing the pouch or outside piece from the time of acceptance to arrival at the airport of final destination. You must exercise caution in the selection and preparation of these tags and labels to prevent misrouting by the air carrier. PS Tag 135-E (click here for example) should be affixed to

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each pouch, and PS Label 136-E (click here for example) should be affixed to each outside piece. When affixing PS Label 136-E, be sure not to conceal any portion of the registry number. The tags/labels should be serially numbered to identify the total number of articles dispatched to the off-load destination, for example, 1 of 6, 2 of 6, and so forth. Specific guidelines for the use and completion of airport-coded tags and labels for Registered Mail® are found in the USPS Handbook T-7 and should be followed.

The dispatching activity should also record the seal number of each pouch and the registered number of each outside piece on PS Form 3854. This is called an outside bill (click here for an example). The outside bill should be completed in triplicate, showing office of origin, as well as office of destination. In addition, the letter “O” should precede the registered number of each outside piece. The letter “S” should precede the number of each numbered seal pouch. When available, the five-digit ZIP Code should be used instead of the post office of origin. There is, however, one exception; the office of origin for all Navy mobile units must show both the ship’s name and ZIP Code.

Enclose the original and third copy of the completed PS Form 3854, together with a pre-addressed return envelope, in a USPS EP-9 registry jacket envelope. Securely attach the EP-9 envelope to the outside of the last registry pouch. If there are no pouches in the dispatch, use an EP-11 outside mail registry bill envelope (click here for example) and attach the envelope to the last piece in the dispatch.

The duplicate copy of the PS Form 3854 should be held by the dispatching activity as a suspense copy until the original is returned by the receiving activity. Upon receipt of the original signed PS Form 3854 from the receiving activity, the dispatching activity should file the original copy with the registry balance sheet that was prepared the day of dispatch. The suspense copy is then destroyed.

Dispatching Mail Directly To Military Post Offices

When Registered Mail® is dispatched directly to another military postal activity, PS Form 3854 should be prepared, in triplicate, to account for each pouch and outside piece. In addition, the following procedures apply:

• The registered number of outside pieces should be preceded by the letter “O” and the seal number of numbered seal pouches by the letter “S”

• The office of origin of each registered piece must be shown

• The Postal Clerk entrusted with delivery must sign as receiving postmaster on the triplicate bill. The total number of pieces received must be shown in the appropriate space to the left of the signature

• The original and duplicate bill should be given to the responsible Postal Clerk for delivery to the receiving postal activity

• The triplicate copy should be retained in the MPO files.

The registry clerk at the receiving postal activity postmarks and receives the mail by signing the original and duplicate bills. The original bill should be retained by the receiving activity and the duplicate bill should be given as a receipt to the delivery clerk. The delivery clerk should then file the duplicate with the registry balance sheet that was prepared for that day/tour of dispatch. The triplicate copy is then destroyed.

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PROCESSING INCOMING REGISTERED MAIL®

The handling of incoming Registered Mail® requires the same processing and care upon receipt, delivery, and forwarding, if necessary, as does outgoing Registered Mail®. The individual responsibility that has been stressed for outgoing Registered Mail® in this chapter also is true in the processing of incoming Registered Mail®.

Receipt of Registered Mail®

Immediately upon receipt, the numbered seal of each pouch and the registered number of each Outside Piece (OSP) should be verified with those listed on the appropriate documentation that accompanies the registry dispatch (PS Form 3854, DD Form 1384, or OPNAV Form 5110/9). In the event a registered dispatch is received without documentation from a U.S. commercial air carrier, the receiving activity should immediately prepare a substitute PS Form 3854 with the endorsement DUPLICATE-ORIGINAL NOT RECEIVED. At Navy post offices PS Form 3854 must be completed in duplicate. The original PS Form 3854 serves as the record of receipt. The duplicate copy should be returned to the office of the dispatching activity to complete its records.

Military postal activities receiving “tracer action” on Registered Mail® from a dispatching activity should immediately determine if the registered article was received. If received, the receiving activity should immediately contact the dispatching activity by phone, e-mail, or naval message, sign the duplicate form, and return it to the dispatching activity. If it is determined that Registered Mail® was not received at the intended destination you must follow the procedures that will be discussed in the “Irregularities in Receipt” section later in this chapter.

Hand to Hand

When receipting for Registered Mail® on PS Form 3854 from an individual, all copies of PS Form 3854 should be signed by the registry clerk to acknowledge receipt. The receiving military postal activity must keep the original copy for its records. The duplicate copy should be returned as a receipt to the individual.

At-Sea Transfer

During at-sea transfer of Registered Mail®, the receiving ship must furnish an immediate receipt to the transferring unit. If the circumstances of the transfer are of such urgent nature as to prevent the immediate return of the normal receipt, the receiving ship must acknowledge receipt by e-mail or message and will forward the paper receipt as soon as possible. According to Replenishment at Sea Instructions (NWP 4-01), Registered Mail® must be transferred in weighted, non-watertight bags whenever feasible to ensure prompt sinking in case of loss.

Irregularities in Receipt

When Registered Mail® is receipted for and it is noted that all articles listed on the manifest or inside/outside bills are not received then specific reporting action must be followed depending on the source of receipt.

For irregularities found in Registered Mail® received from sources such as at-sea highline transfer and command military aircraft, you must take the following actions:

• If all Registered Mail® listed on the dispatch bill is not received, the dispatching activity should be contacted immediately via phone, e-mail, or naval message to determine if the article was actually dispatched.

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• If the article was not sent, write NOT RECEIVED opposite the entry on the outside manifold dispatch bill (PS Form 3854) and on OPNAV Form 5110/9 or other documentation accompanying the dispatch. Mark the PS Form 3854 coupon to show the shortage and return the coupon to the dispatching activity.

• If the article was sent, but not received, then a postal offense investigation must be initiated. In addition, the dispatch bill should be noted NOT RECEIVED opposite the entry of the article not received and the bill coupon completed and returned to the dispatching activity. Retain the pouch, label, and seal until the discrepancy is explained satisfactorily or other instructions are received.

• When articles are received, but not listed on the bill, enter the article number on the bill with a note of explanation, and return the coupon from PS Form 3854 with the details of the discrepancy to the dispatching activity. Notify the dispatching activity by phone, e-mail, or naval message.

• When the outside bill is improperly prepared, make corrections on the bill and return the coupon explaining the discrepancy to the dispatching activity.

• When Registered Mail® is erroneously received, immediately contact the intended destination by phone, e-mail, or naval message and inform the originating postal activity of the articles involved and the plans for dispatch. The articles are then stamped with the APDS by placing the impression on the reverse side of the slide label for pouches and on the back portion of OSPs to indicate they were missent. You should forward missent articles to the proper destination by the next available dispatch.

Receipting For Damaged Registered Mail®

Unlike reporting irregularities for Registered Mail®, all damaged registered articles should be receipted and reported for in the same manner, regardless of the source of receipt. However, the reporting procedures are different depending on whether the damaged article is personal or official, and if depredation or compromise is suspected. Up to this point you are receipting for the damaged article and initiating required reporting procedures.

Depredation Not Suspected

When matter is found loose in a pouch, and there is only one damaged article in the pouch, then the loose matter may be assumed to relate to the damaged article. Place the loose matter in the container that is opened or damaged and rewrap the article. The bill, wrapper, and coupon should be endorsed RECEIVED IN DAMAGED CONDITION, specifying the registered number of the damaged article. The coupon portion of PS Form 3854 should be returned to the dispatching activity.

The following procedures should be followed when loose matter is found in a pouch without an envelope or container that can be related to the loose matter:

• Note all particulars on the bill and coupon

• Postmark and sign a statement explaining the circumstances and have the statement witnessed

• Return the coupon to the dispatching activity

• If unable to determine the person to whom the matter is intended or the owner, then report the facts to the servicing JMPA, who notifies the accountable postmaster’s inspector-in-charge. Hold the item until instructions are received.

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Depredation Suspected

If a damaged article is received and depredation is suspected, the Postal Officer must ensure the following:

• A postal offense investigation is initiated following the instructions provided in the DOD Postal Manual, 4525.6 (series), and OPNAVINST 5112.6 (series)

• The addressee inventories any contents of the damaged article and attempts to determine if they are intact

• The extent of the damage to the article is summarized on the inside bill and coupon

• The coupon is returned to the dispatching activity

• The damaged article is processed according to the instructions received from the investigating agency.

An initial report to Military Postal Service Agency (MPSA) should be made by naval message within 24 hours of the discovery. The MPSA, if deemed necessary, will assign a case number for reference purposes and all subsequent correspondence on the reported offense(s) must be referenced by the case number assigned by MPSA.

Receipting for Damaged Official Mail

In the event official Registered Mail® is received in damaged condition, you should endorse the inside bill and coupon RECEIVED IN DAMAGED CONDITION and return the coupon to the dispatching activity. If actual or possible compromise of classified information is apparent, then the incident should be reported according to the security procedures outlined by SECNAV Instruction 5510.36 (series), Department of the Navy (DON) Information and Personnel Security Program (PSP) Regulation.

Reporting Irregularities

When irregularities in the preparation or acceptance of a registered article are noted, the accepting post office should be advised of this fact by Registry Irregularity Report, PS Form 3826 (click here for example). The receiving post office completes this form in addition to completing the coupon of PS Form 3854.

Processing Upon Receipt

Always have a witness available when you open registry pouches. You should first check the labels of the pouches to make sure that the mail is addressed to your activity. Next, a careful examination of the pouch should be made to make certain there are no holes or ripped seams through which Registered Mail® could have been removed or lost. All registered pouches should be opened individually by performing the following steps (click here for example).

Bill Discrepancies

If the pieces received do not agree with the inside bill (PS Form 3854), the following procedures apply and must be followed:

• The dispatching office is contacted immediately by phone, E-mail, or naval message

• The appropriate JMPA is notified if the pouch originated in the U.S.

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• For articles received but not listed on the dispatch bill, you should enter the article number on the bill with a note of explanation. In addition, you should immediately contact the dispatching activity by phone, E-mail, or naval message, while also returning the annotated coupon

• Registered articles that were missent to your office are stamped with the APDS to indicate they were missent. Endorse the manifold bill and coupon to indicate which articles were missent. Return the coupon portion to the dispatching activity after you have applied your APDS. You should forward missent articles to the proper destination by the next dispatch

• When you receive a bill that is improperly prepared, you should make corrections on the bill and return the coupon explaining the discrepancy to the dispatching activity

• When a bill is missing, prepare a new bill in duplicate and return the duplicate to the dispatching activity.

Delivery of Registered Mail® To Addressee

After registered pouches have been opened, the contents verified, and backstamped, the mail is sorted by unit of address with the exception of personal Registered Mail®, which is set aside for delivery to the addressee or authorized agent.

Delivery to Mail Clerks and Mail Orderlies

PS Form 3883 is a 3-part set used to deliver a command’s official accountable mail-to-mail clerks and mail orderlies (click here for example). Before making any entries, the receiving mail clerk or mail orderly must show a validated DD Form 285 (Appointment of MPC, Unit Mail Clerk, or Mail Orderly). The mail clerk or mail orderly must verify that the registry numbers of the articles are properly listed before signing PS Form 3883. Once the verification has been made and the mail clerk or mail orderly has signed, the customer copy 3 of the form is given to the mail clerk or mail orderly and the original and copy 2 are retained for post office records.

Delivery of Registered Mail® to Addressee or Authorized Agent

Personal Registered Mail® will normally not be delivered to mail orderlies on PS Form 3883, but can be delivered to mail clerks who deliver mail from a unit mailroom. Instead, PS Form 3849 should be used to notify the addressee of Registered Mail® arrival. The form is prepared and given to the unit mail clerk or mail orderly for delivery to the addressee. PS Form 3849 (click here for example) is prepared in one copy.

Items listed below are key points to remember when delivering accountable mail:

• Positive identification is required.

• Only the addressee or an authorized agent may sign for personal accountable mail.

There are instances when the addressee is unable to come to the post office to receipt for Registered Mail®. In this case, the addressee may authorize an agent in writing, to receipt for their Registered Mail®. Military postal clerks, mail clerks, and mail orderlies are prohibited from acting as agents in this regard. The back of the PS Form 3849 has a space for the addressee to authorize an agent to sign for his or her Registered Mail®. When the back of the form is used, the addressee completes the form as follows: Step 1: Enters the name of the person who is authorized to receipt for the registered article.

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Step 1: Signs the form.

When an authorized agent presents the PS Form 3849 to the registry section, delivery is made in the same manner as when the addressee presents the form with one exception. The only difference is that the agent signs and prints their name on the form in the delivery section on the reverse side of the form.

Return Receipts

If a return receipt is attached to the registered article, the receipt will be signed and dated by the addressee or authorized agent. The receipt should be returned promptly to the source from which it was received.

Delivering Damaged Registered Articles

All damaged personal registered articles should be rewrapped and the endorsement RECEIVED IN DAMAGED CONDITION stamped on the article. The registry clerk rewrapping the article should initial and date the endorsement.

Undeliverable Registered Mail®

The two most common reasons for undeliverable Registered Mail® is that the addressee has transferred from the unit or is due to arrive. Normally, Registered Mail® received will be deliverable upon receipt. However, if a member has transferred, perform directory service on the registered article and annotate the reverse side of PS Form 3849 by checking the forward box and file it in the MPO files. Forward the registered article on the next dispatch of outgoing mail. If a registered article arrives for a person who is due to report, the holding timeframes for Registered Mail® must be adhered to.

Indication of Due to Report

When Registered Mail® is received for an individual who is not attached to the command but there is an indication that the person is due to arrive, then the following handling procedures apply:

• Complete PS Form 3849 and annotate the date on the article, then initial it. The registered article should be stored in the registry section, while the PS form is placed in the directory section for weekly screening against directory files.

• Hold undeliverable Registered Mail® no more than 15 days (30 days if requested by sender.)

• If unclaimed at that time and there is no further indication that the individual is due to arrive at a later date, then dispose of mail by placing the endorsement ATTEMPTED-NOT KNOWN on the face of the article and return the mail to the sender.

• Complete the office record portion on the reverse side of the PS Form 3849 showing the disposition of the article.

No Indication of Due to Report

If Registered Mail® is received for a person for whom there is no indication of a due-in date, yet there is reason to believe the individual may arrive since mail is being forwarded with the same last name, or some other reason, hold for 15 days. If the mail is still undeliverable at the end of the hold period, and there is no further indication that the individual is due to arrive later, the mail should be endorsed ATTEMPTED-NOT KNOWN and returned to the mailer. A PS Form 3849 is completed showing on the reverse side the disposition of the article.

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Initiating Final Notice

If Registered Mail® has not been called for after 5 days from initiating PS Form 3849, prepare a second PS Form 3849 in the same manner as the first notice. Annotate on the article the date the second notice was prepared and the date the article will be returned to sender.

Forwarding Registered Mail®

If a registered article has not been called for after five days from initiating the second notice, then a verification of the addressee’s status should be made through the receiving unit/division. The disposition of the undeliverable registered article should be made according to forwarding instructions received from the individual's unit/division, from information on the member’s directory card (OPNAV Form 5110/5), or the computerized directory file. The registry clerk should copy the new address on the face of the registered article in the lower right-hand corner, and draw a single diagonal line through the incorrect portions of the old address. Be certain not to line out the name and rate of the addressee, the registration number, the postmarks, or other pertinent information. Registered articles that are being forwarded are backstamped once with the APDS and dispatched under the original registration number and office of origin. If a return receipt is attached to the article, ensure it remains attached to the article when forwarded. The particulars of forwarding should be shown on the reverse side of the PS Form 3849. The form should be signed and dated by the registry clerk who forwards the registered article and completes the form.

Filing PS Form 3849

After the registered article is delivered to the addressee, forwarded, or returned to the mailer, the completed PS Form 3849 is retained in the post office records. These forms may be commingled in a single file with other PS Form 3849s documenting the disposition of insured and certified articles. However, a separate file may be established for registered articles if volume warrants. File the forms numerically by the last two digits of the registered number and retain for two years before destroying. Depending on volume of Registered Mail® received, it is recommended that a new file be started at the beginning of each quarter or calendar year.

CLOSING THE REGISTRY SECTION

In this chapter, you have learned how to process incoming and outgoing Registered Mail®. However, your job is not finished. The last task performed by the registry clerk before closing the registry section or before the changing of shifts is to account for all Registered Mail® processed during the business day. You show accountability of all registered items by preparing Registered Mail® Balance and Inventory, DD Form 2261.

Daily Accountability

Daily accountability involves completing a DD Form 2261 by using incoming and outgoing bills, and other forms received or prepared during the workday that shows Registered Mail® received, delivered, dispatched, and mail on hand at the close of business or shift change. When the registry clerk completes and signs the DD Form 2261, the MPO supervisor or designated individual verifies and signs the DD Form 2261 indicating it is correct.

Balance Sheet

The size and hours of operation of your MPO will determine when the balance of Registered Mail® will be conducted. For an FMC operation, this must be done at the end of each shift. A one-person

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MPO must balance the Registered Mail® at the end of each workday. DD Form 2261 (click here for example) should be used to make the appropriate entries that pertain to your volume of Registered Mail® processed during the shift or day.

When a balance cannot be attained, recheck the computations of each entry against the related forms processed during the period. Next, determine that a form is on hand for each transaction performed. If necessary, go back to the previous balance and inventory and begin a crosscheck of the numbers for each transaction since that time.

If, upon completion of a recheck, the balance and inventory still indicates a registered item is missing, you should identify the number of the missing item and source from which it was supposedly received and perform the following:

• If the mailer is served by your activity, notify that person that the article is missing and determine if the article may have been accidentally returned

• If the mailer’s response is negative, you should then contact all units or activities to which registered articles were dispatched during the reporting period. Determine if the item may have been included in a pouch, but not listed on the bill, or if the item was accepted in error

• In cases where the mailer is not served locally, you should contact the dispatching activity by phone, E-mail, or naval message.

• A letter or naval message should be sent to the accountable Postmaster or Postal Officer of the dispatching activity with instructions to notify the mailer of the possible loss. In addition, you should also request:

• The name and address of the mailer and addressee

• Information on the contents of the missing item

• Information on the classification, if the missing item was official mail

• Evidence that the addressee has or has not received the item.

If a reply is received verifying the article was received, then you should prepare PS Form 3849 and file the form with the registry records. In the event that all the actions above failed to locate the missing registered item, you should then begin to initiate a postal offense investigation as directed in the DOD Postal Manual, 4525.6M, and OPNAVINST 5112.6.

Supporting documentation for registry transactions should be maintained for two years.

Transferring Accountability

Fleet mail centers should use DD Form 2261 to transfer accountability between registry clerks upon change of shifts or any time a registry clerk surrenders custody of registered items. When only one clerk operates the registry section, it should be closed during periods of temporary absences, or if possible, temporarily transferred to another Postal Clerk. The transfer should be done by completing PS Form 3854 in two copies listing the registry pieces on hand by assigned registry numbers. The bills should be numbered consecutively, starting on 1 January of each year. The original copy should remain in the MPO files and the clerk being relieved should retain the duplicate copy. When the regular clerk returns, the procedure is repeated.

If the acceptance window is a separate operation from the registry section, accountability is transferred to the registry clerk, using PS Form 3854. Accepted registered articles need not be transferred as they are taken in through the finance section. The registered articles may be stored in

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a safe or a secured cabinet in the immediate proximity of the accepting finance clerk. Depending on the local operating schedule of the MPO’s registry section, transfer of Registered Mail® between the finance section and registry section should be made at the close of each business day or when required by the outgoing registry mail scheme for the MPO or FMC.

Registry Cage

When it is necessary for the handling and storage of large quantities of Registered Mail®, a security cage may be provided within the post office or other secure space. Postal activities that handle and store Registered Mail® should designate a secure area as the registry section. The registry section for land-based permanent structure MPOs must be built and equipped to provide the adequate security measures needed for the protection of Registered Mail®. The registry section should be separated from the rest of the work areas by a wire partition extending to the ceiling or provided with a wire top. Small land-based and shipboard MPOs may be exempt from the requirements to build a separate registry section because of the physical constraints that make it impractical or impossible. When an MPO does not have a separate registry section, precautions must be taken to ensure that Registered Mail® is kept separate from ordinary mail and protected from damage or theft.

Security of the Registry Cage

The registry cage must be properly manned or secured at all times. Unless staffed at all times, the registry section also must be equipped with a safe with a built-in three-position, dial-type combination lock for the storage of official Registered Mail®. To maintain proper security, the following policies must be complied with at all times:

• Containers used for official Registered Mail® should not be used to store postal effects or personal property

• During business hours, the container and the registry section must be secured when not in direct control of registry clerks

• After business hours and during non-duty hours, official Registered Mail® must be stored in an authorized secure container within the registry section, if possible

• Opening and closing of registry safes must be documented and a security review conducted at the close of registry business each day.

Access to Registry Work Areas

Only registry clerks on duty, witnesses, the section supervisor, and personnel authorized to inspect and audit DOD postal facilities are allowed entry to the registry section work area. The on duty registry clerk or clerks must control access to the area. A log should be kept by the shift registry clerk and anyone entering the space should be logged in and out as appropriate. Record of Entry-Registry Section, PS Form 1625, is designed for this purpose and must be used.

Combination Locks

The registry cage must be secured by a three-position, changeable combination padlock. The registry section should also have a safe with a built-in, three-position, and dial-type combination lock for the storage of official Registered Mail®. The use of a secure container that can be locked by using a General Services Administration (GSA) approved three-position, changeable combination padlock is permissible instead of a safe. This GSA-approved padlock can be procured through the Navy Supply System.

LS: Chapter 20— Registered Mail Rev. MAR 2013 20-18

Postal facilities such as FMCs that run on a shift basis must provide each shift with a separate GSA-approved three-position, changeable combination padlock.

Recording and Storing Combinations

The combinations to the registry cage, safes, and containers should be sealed in PS Form 3977, Duplicate Key Envelope. The name of the responsible individual, the description of the contents, and the location of the applicable container should be placed on the face of the envelope. The signatures of the individual to whom the container is assigned and the Custodian of Postal Effects (COPE), MPO supervisor, or other designated individual should be placed across the flap of the envelope and the envelope dated with the APDS.

Rev. MAR 2013 21-1

CHAPTER 21

POSTAL FINANCE

As a Military Postal Clerk (MPC), one of your jobs may be that of a window clerk. About 70 percent of all window transactions involve the sale of stamps or postal stationery items. Before you can perform duties as a window clerk aboard a large ship or an overseas postal operation, you must be issued a stamp stock account. Did you ever stop to think how stamps are obtained or the purpose of the stamps? The postage stamps and meter tapes that are affixed to an article indicate that the charge for handling, transporting, delivering the article and fees for extra services (if selected by the mailer) have been prepaid. In this chapter, you learn how to order stamps from the Custodian of Postal Effects (COPE) or a Postmaster. In addition, you learn how to properly account for the stamps.

Additionally, you will learn the fundamentals of the money order imprinter, postage meter machine and the Integrated Retail Terminal (IRT). As a window clerk assigned to a post office at an overseas naval activity, you may be required to operate each of these types of equipment.

LEARNING OBJECTIVES

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

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Identify and validate the forms of issue for postage stamps

Recall the different types of postal stationery available at a MPO. Recall the procedures for properly caring for postal effects. Recognize unauthorized uses of stamp stock funds. Recall the capabilities and components of the Automated Military Postal Systems (AMPS) Recall the steps in establishing and maintaining a flexible credit account. Recognize the procedures for replenishing a flexible credit account. Recognize the procedures for completing stamp requisitions. Recall procedures to follow when receiving stamp requisitions. Recall the procedures for processing damaged stamps for return to the source of supply. Recall the procedures for operating, safeguarding, and accounting for postage meters. Identify the money order form set, procedures for requisitioning blank money orders, and the security requirements for money orders.

Identify the parts of, and the security requirements for, the money order imprinter. Recognize the procedures for issuing and cashing domestic money orders Recognize the procedures for issuing and cashing domestic money orders Recall the capabilities and components of an Integrated Retail Terminal (IRT).

LS: Chapter 21— Postal Finance Rev. MAR 2013 21-2

POSTAGE STAMPS AND STAMPED PAPER

Postage stamps and stamped paper are often referred to as stamp stock. In this next section, we will discuss the validity of stamps, forms of issue, types of postal stationery, and the care and protection required for stamp stock and postal monies.

Validity of Stamps

Any uncancelled postage stamps issued by the United States since 1860 may be used for postage. All valid United States postage stamps are good for postage from any point in the United States or from any other place where the United States domestic mail service operates. The following stamps may not be used for postage:

• Mutilated or defaced stamps

• Stamps cut from stamped envelopes, aerogrammes, or stamped cards

• Stamps covered or coated in such a manner that the canceling or defacing marks cannot be imprinted directly on the stamps

• Non-postage stamps (migratory-bird hunting and conservation stamps, U.S. savings and thrift stamps, and so forth)

• Postage due, special delivery, special handling, and certified mail stamps

• United Nations stamps unless on mail deposited at the United Nations, NY