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CIF External Standard Operating Procedures
Terms in this set (103)
Defense Reutilization Management System
Administrative processing of all adjustment actions in the form(s) of:
Financial Liability of Investigative Property Loss (FLIPL), Statements of Charges (SoCs), Cash Collections (CC's)
Technicians are authorized breaks IAW the Collective Bargaining Agreement (CBA) which are scheduled at:
0800-0815, 1000-1015, 1400-1415
What is the group email that S4's are required to email?
CIF Guard Knowledge Online can be found at
Safety board retain all of the following information:
Applicable safety policy letters, points of contact (POC) and other pertinent safety information.
OCIE will not be transported in:
POVs, CIF needs to check to ensure that the OCIE is transported out of the facility in a GSA- vehicle.
DA Form 1687
Notice of Deligation of Authority
How does a unit submit a DA Form 1687?
The unit will place the card into the pending repositior approval folder on the Z-Drive.
DA Form 1687's must have:
Respective signature cards to mirror the examples given on the 1687 SOP and checklist by placing the applicable information in the appropriate blocks.
The Assumption of Command (AoC) order will:
Accompany the Notice of Delegation of Authority with the current Unit Commander.
Approving Authorities for ALL OCIE- related signature cards are:
Primary Repository Coordinator located within the Material Management Branch (MMB)
Delegation of Authority authorizes individuals to:
act on behalf of the Unit Commander.
DA Form 1687 will contain:
(1) Unit Identification Code (UIC) and (1) DODAAC combination to include the applicable U1 and P1-designations necessary to validate the signature card(s).
Can Multiple UICs and/or DODAACs on a single form be used?
ISM-system meets the automation information technology requirements of :
AR 710-2 and AR 735-5
Instructions on how to create an ISM account can be found (in-depth) on:
Once a request for an ISM account was initiated what happens next?
Each supply sergeant, representative, S4, or Unit Commander will be required to fill-out a System Authorization Access Request (SAAR) DD Form 2875.
The DD Form 2875 is:
A mandatory requirement for having access to the Installation Support Module (ISM)
For a MSC, Battalion, or Company S4's that want "visibility-only-access" to ISM must provide:
An additional memorandum to the CIF PBO highlighting which specific UIC's are to be overseen.
Who are responsible for access and maintenance of functional files located throughout the CIF?
CIF Administration Office personnel.
AR 25-400-2 and Army Records Information Management System (ARIMS) dictates:
How ALL functional file systems are maintained.
An OCIE record can be created by a supply sergeant if the Soldier has:
An existing personnel record.
Before monthly CIF appointments, Supply Sergeants will:
Ensure DD Form 1687's are accurate and current, ISM credentials are up-to-date, awareness of existing pending transactions. Supply Sergeants will visit the CIF GKO website to ascertain the applicable date is posted to perform their appointment.
Who will the CIF manager alert if there are any indiscretions and/or deficiencies with units?
State Command Sergeant Major (CSM) along with the Unit Commander(s)
After each transaction has occurred to a Soldiers CR, all units are required to :
Have those Soldiers re-sign their CR by utilizing their Common- Access Cards (CACs) to validate those particular transactions. Supply Sergeants will send and/or drop off the original copy of the signed-OCIE record in order to have the most current and last transaction against the Soldiers CR.
Units are required to keep a copy of all CR-transactions withing the soldiers clothing record alongside:
The DD Form 4886 and personal protective equipment (PPE) records.
Unit Commanders are responsible for ensuring __________
Their Supply Sergeants and/or representatives have all soldier's assigned to their respective unit(s) able to clear their clothing record and CIF prior to ETS per Command OCIE Policy 01-2011
The duffle bag is the only OCIE item that is authorized ___
to have writing and/or stenciling. Individuals are authorized to paint the bottoms of duffel bags.
If a unit commander determines that additional marking is required, what publication allows them to sew on name tags?
AR 710-2, Para 2-14i
DA 3161's are required to be
DA Form 3161's are not accepted as a___
T/I document for a soldier
In order to allow supply sergeants to move soldiers out of their unit, what document needs to be turned into the Admin office?
The ALARCT 192-2012 authorizes__
Administrative removal of ACU/OCP uniforms from CRs. Note 1 explains if the OCIE can be removed.
In order to remove ACU/OCP per the ALARCT 192-2012, the Admin office requires what documentation?
Mobilization orders, DD Form 214, and/or pay stubs highlighting Active-Duty deployment tour(s)
CIF Laundry is used only for __
Items available for reissue such as sleeping bags and its associated items.
The scheduling of mandatory appointments is authorized per what policy?
Adjutant General (TAG) OCIE Policy (REF: Command Policy 01-2011, WAARNG OCIE Accountability)
All supply sergeants are on __
Active-Guard Reserve (AGR) Solidiers and are on travel orders for their prescribed OCIE appointment.
T/I appointments hours of operation__
Begin at 0630 and end NLT 1430 in BLDG 39
Signature cards must have __
More than one (1) supply sergeant and/or representative in order to cover down if needed.
The prescribed and allotted amounts of OCIE to be turned-in can be __
Full's and/or partials equaling an amount to eight (8) soldiers of TA-50.
Two (2) months prior to a soldiers discharge date, supply sergeants will __
conduct an inventory of the soldiers OCIE with their first line leader to "submit the T/I".
Missing items will be accounted for by completing___
DD Form 362 Statement of Charges/Cash Collection Voucher OR DD Form 200 Financial Liability and Investigation of Property Loss.
Turn-In transactions must be in what status?
No new issue requests for OCIE will be granted to soliders with zero's until
A resolution is in place
Calling the same day of the appointment to notify of a missed appointment will count as a
Actual missed appointment for that particular unit.
If assigned appointments are missed without notice by the MSC S4__
The unit commander will be required to explain in writing the reasoning for the missed appointments through the Battalion/Squadron chain of command to the MSC Admin Officer (AO) per Command Policy 01-2011.
If assigned appointments are missed without notice__
Access to ISM and all other transactions will be temporarily suspended by the PBO until the Unit commanders memorandum is received and reviewed for compliance. A copy of all correspondence will be furnished to the WAARNG Chief of Staff for transparency and follow- up (per Command Policy 01-2011)
Supply Sergeants will ensue they have in their possession hard copies of the T/I paperwork in what status?
If ISM shows any of the T/I's not in a "submitted-status":
The T/I will be put on hold until the PBO alerts the MSC S4 to immediately engage on the particular reasoning.
OCIE Which does not belong to a particular Soldier is classified as "excess" and will be treated as__
Equipment/OCIE which has been "Found-on-installation" (FOI)
Supply Sergeants will ____ on the DA Form 3161 the applicable NSN, item description, unit of issues, quantities, and the code "EX" to describe the gear as "excess"
Examples of OCIE containing hazardous materials that the CIF will not accept are:
Live ammunition, rat feces, oil, etc.
If live ammunition is found the CIF manager will __
Alert the MSC S4, the applicable SGM, and Unit Commander for situational awareness and resolution.
Serviceable OCIE should possess no less than __
50% of life of a new item with a degree of serviceability and military appearance suitable to issuance to Soldiers.
A Supply Sergeant should never:
Collect the OCIE from the Soldier and set it aside until the day of the T/I appointment.
OCIE without identification tags:
Cannot be accepted.
Fair Wear and Tear (FWT) at the WAARNG CIF is
What constitutes an item as obsolete and is decided by the CIF Staff/PBO only.
If tags become illegible:
Soldiers should alert their supply sergeant who will request a "direct exchange (DX)" from the CIF. There should be Showdowns completed by supply sergeants as well to catch these issues before they escalate.
The loss or impairment of the appearance, effectiveness, worth, or utility of the item as occurred solely because of the normal and customary use of the item for its intended purpose (Ref: AR 735-5, Glossary, pg. 182)
The CIF admin office what how many days to process the T/I paperwork in ISM?
Three (3) duty day's but not to exceed eight (8) duty days.
OCIE that is contaminated with rodent infestation
Must be adjusted from the property records by obtaining directions from a medical authority. The medical will then provide a list of property onto a memorandum which bears a signed statement from the Unit Commander and the medical officer. A Flipl will be conducted using the memorandum as a supporting document (Ref: AR 735-5, para 14-10)
The WAARNG CIF is the only authority to delete any and all non-recoverable equipment from a soldiers record. The following documents are needed to perform such action:
Deployment orders, awards, leave and earning statements showing combat pay, or any document from a medical treatment center in theater (Ref: HQDA G4 ALARACT 192-2012)
All Issue requests left behind will the the PBO sending an email to:
the MSC S4, applicable SGM, and Unit Commander alerting all entities of the missed P/U of requested OCIE for their soldiers.
Special permissions will be given, at the PBO's discression, to __
Deploying units, soldier(s) going to a school(s), and units with special mission requirements.
ISM issue requests must be input into the system
Seven (7) calendar days prior to the date of the units' CIF appointment date.
OCIE issues to justify a excess request must:
Have a written memorandum from the Unit Commanders to the PBO. A memorandum is required to be submitted to the CIF PBO in order to validate upcoming requirements (Ref: AR 710-2, para 2-14d)
Any discrepancies found by the supply sergeants during pick ups can be
fixed prior to departure from the CIF.
Once the unit supply sergeant issues the requested gear to his/her soldier and the required copy is received by the CIF the "Transit-Out" balance is moved to the
"Quantity Possessed by Soldier" in ISM and on the CR.
A copy of the originally signed CR must
Be sent and/or brought back to the CIF within thirty (30) duty-days of the soldier signing for OCIE.
The soldier must sign for the OCIE the supply sergeant picks up from the CIF within
90 days from the date it was picked up from the CIF. If not the supply sergeant may be held liable per AR 735-5 for OCIE losses.
The CIF PBO legally retains the authority to prohibit further issuance of NEW OCIE requests and/or initiate OCIE FLIPLs as the Accountable Officer per
The USPFO-Actual (Ref: USPFO-WA, Memo of Liability for OCIE Pending Soldier Issue 21JUL15) (Appendix C & C1)
Friday OCIE pick ups/direct exchange are ONLY for
Technicians who work at either the Unit Training Equipment Site (UTES), Maneuver Area Training Equipment Sits (MATES), or the Combat Supplies Management System (CSMS).
Fire Retardant Environmental Ensemble (FREE) Gear
Is considered OCIE in WA-State. Due to limited stocks pilots/aviator crew chiefs, and fuelers will be considered priority.
T/I of A2CU's/FREE geam must have the associated "code" serviceable/unserviceable/condemned tags on what forms?
DD Form 1574, DD Form 1577, DD Form 1577-2 from the Army Aviation Support Facility (AASF). If the items are not coded from the AASF the supply sergeant will be denied assistance by the CIF/PBO.
ISM was created to create an individuals DA Form 3645 (OCIE Clothing Record). Bulk hand receipts will only be approved by
The CIF PBO with prior a written memorandum justification from the Unit Commander for not placing items onto individuals CRs.
Only individuals listed on the Delegation of Authority (DOA) along with a valid SAAR are
Authorized to sign for bulk equipment on a hand receipt.
Units that fail to clear their hand receipt document within 30 days of return date can
have all CIF transactions suspended until action is completed.
Discharge Report: 30 Days After Discharge Date
The Deputy USPFO will send letters of concern to each Brigade AO requesting actions on the discharged soldier
Discharge Report: 30 - 150 Days After Discharge Date
The OCIE PBO will send a monthly Update requesting Status. Supply Services Officer (SSO) will also send a reminder to all the units prior to the 150th day.
Discharge Report: 150 Days After Discharge Date
The Assistant Adjutant General (AAG) will send letters of concern down through the chains of command directily to the Company Commander Level(s) requesting immediate action(s)
Discharge Report: 180 Days After Discharge Date
Units will be placed on comprehensive supply constraints. This means the units will not receive any logistical support from the USPFO excluding food services.
Units on Supply constraints will have a sign throughout the USPFO stating:
Their UIC(s) and MSC9(s) posted on the doors to highlight non-compliance. Constraints will be sustained until all open/pending transactions have been accomplished.
A supply sergeant will ensure that there are no _____ on a soldiers CR in order to transfer a soldier from a previous unit/state
To accomplish transferring a soldier to a new UIC, the following paperwork is needed:
Supply sergeant will send an electronic copy of the Soldier's NEW actual orders from the State G1 agency justifying the actual legitimate movement of the soldier to the new UIC.
Showdown must be conducted annually IAW...
WAARNG Command Policy 01-2011. Supply sergeants will assist the first line leader in the showdown. After each showdown, discrepancies will be noted with missing property being accounted for IAW AR 735-5
On a monthly basis and/or prior to a change of command a commander will personally...
Sign the CIF Commander's Report prior to their change of command which is generated out of CIF-ISM. Initiate a signed memorandum based off the discharge report indicating that they are aware of ETS soldiers and are working on completing applicable FLIPLs.
If units have less than 70% of their soldiers CAC confirming their CR then....
The unit commanders will not be allowed to draw any additional OCIE for his/her unit.
DD362 Statement of Charges or Cash Collections are used to__
Account for lost, damaged, and/or destroyed Government property for military and civilian employees who admit liability and agree to settle the charge of financial liability via cashier's check/money order made out to the U.S Treasury or payroll deductions.
Both SoC and CC's have to come to the CIF before__
going to the Financial Accounting Office (FAO)
A DD Form 200__
Documents the circumstances concerning the loss or damage of Government property and serves as, or supports a voucher for adjusting the property from accountable records.
The State FLIPL Manager is the only individual who__
Grants access onto the eFLIPL platform as an initiator.
True/False: The Commanders report must be reviewed, signed, and turned into the CIF on a monthly bases IAW the Command OCIE policy 01-2011.
True/False: The Full Unit OCIE Report lists the individual OCIE records for all Soldiers for all Soldiers in the Unit.
True/False: The Standard Issue Report lists the LINs and their respective authorized quantities by menu for all menus that are cross-referenced to your respective UICs?
The Pending Loss Report lists____
All the "lost transactions" (Cash collections, SoCs, FLIPLs) which have been initiated by supply sergeants on a Soldier and are remaining in the ISM-que and need to be processed.
The Pending Request Report lists__
Items for which issue requests have been received but not filled by the CIF.
The Pending Turn-In report lists___
Turn-in transactions initiated by the supply sergeants on applicable soldiers but not received and/or processed by the CIF.
Personnel Issue OCIE Report identifies__
Soldiers in the unit who were issued any type of OCIE.
The Summary of Issues Report lists__
The total number of NSNs issued to Soldier in the unit.
The Generate Unit History Report lists__
All transactions processed for the UIC for a defined period.
The Personnel not Issued OCIE Report identifies___
Soldiers in the unit who have not been issued any OCIE.
The Discharge Report lists__
Soldiers with any issues, turn-ins, requests, direct exchanges, found-on-instillation, or losses who have been discharged but have not cleared their OCIE records prior to discharge.
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