STANDARD OPERATING
PROCEDURES
1ST SQDN 18TH CAVALRY
UNIT INVENTORIES
Effective Date 1 December 2003
Supplementation or modification of this SOP is prohibited without
approval of the SQDN Commander. This SOP will be reviewed
annually by the SQDN Commander and within 60 days after
assumption of command.
This document is provided specifically for the use of the Commander
of each troop. The intent of this document is to assist in the
establishment of unit inventory procedures that are in compliance with
regulatory guidance.
TABLE OF CONTENTS
SECTION
PAGE
I. GENERAL
1. Purpose
2. Policy
3. Scope
3
3
3
3
II. DUTIES AND RESPONSIBILITIES
3
III. INVENTORIES
3
IV. REFERENCES
6
2
SECTION I: GENERAL
1. PURPOSE: To establish a set of standards and procedures to follow in the
area of Unit inventories.
2. POLICY: Inventory procedures and policies will be IAW the references
listed in section III of this SOP.
a. Troop commander and supply personnel will use the references in
Section III
and this SOP as guidance for all unit property book inventories.
b. Deviations from existing regulations or this SOP are not authorized
unless the
SQDN Commander gives approval.
3. SCOPE: Inventory procedures that are of concern to unit commanders
and supply personnel will be contained herein.
SECTION II: DUTIES AND RESPONSIBILITIES
1. Responsibility: It is imperative that some individual be responsible at
all times for the care and safekeeping of property. A receipt for property is
true evidence of property responsibility. However, any individual,
regardless of whether he or she has signed a receipt, may incur
responsibility for the care and custody of property. This responsibility may
be based on possession of the property or the scope of the individual’s
employment or duty. Specific responsibilities are listed in AR 735-5, and
provide a brief outline of responsibilities of commanders, supervisors, and
hand receipt holders. The following is a list of duties and responsibilities
within the 1st Sqdn 18th Cavalry:
(a) S-4 – Provides organizational support of CSDP and monitors
Squadron logistical readiness.
(b) Cdr’s – Ensures compliance with regulatory directives and develops
CSDP specific to their troop.
(c) 1SG – Ensures CSDP is implemented in accordance with Cdr’s
program.
(d) Supply SGT – Provides operational support to the CDR CSDP
program. Responsible for shelf counts, monitors logistical readiness in the
troop.
(e) Plt/Sect. SGT – Responsible for Major End Items and control of Sets
Kits and Outfits on sub handreceipts.
(f) Individual – Responsible for OCIE and Individual components.
SECTION III: INVENTORIES
1. Inventories:
(a) Inventories will be conducted IAW TABLE 2-1, AR 710-2; DA PAM
710-2-1, AR 735-5, CPBO, USPFO-CA, and DIV Reg/SOPs.
(b) The following types of inventories will be conducted by this unit:
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(1) Receipt and Issue of Property - When property is picked up, it will be
inventoried immediately. Count all items to ensure the quantity received
agrees with the quantity recorded on the receipt document. Do not sign for
any items that have not been accounted for.
(a) When equipment/supplies are received by commercial carrier at the
Unit, all cartons will be inspected for damage. Any damage will be noted on
the carrier’s bill of lading. Within 24 hours after receipt, the property will be
inventoried. Any discrepancies will be noted on a report of discrepancy IAW
AR 55-38. All receipt documents will be forwarded to the Property Book
Office, Attn: Team 7, through Sqdn S-4 within 30 days.
(2) Change of Command/Responsible Officer Inventory - All property not
issued on a valid hand receipt will be inventoried. The inventory will be
conducted within 30 days prior to effective date of assumption of duties. All
actions taken will be IAW AR 710-2, Para 2-12i; DA Pam 710-2-1, Para 9-5.2;
and AR 735-5, 40th Inf Div (M) Change of Primary Handreceipt Holder SOP
dated 1 April 2000.
(3) Change of Hand Receipt Holder - A joint inventory will be conducted of
all property listed on the hand receipt before the new hand receipt holder
assumes responsibility for the property. The inventory will be conducted IAW
DA PAM 710-2-1, Para 9-5.1 and using ULLS-S4 Procedures.
(4) PHRH Inventory - This inventory will be conducted as directed by the
PBO.
(a) All unit property will be inventoried within a 12 month window, as
determined by the date the commander assumed command of the unit or the
date of the last inventory, using the 25% cyclic inventory Procedures. After
completion of the inventory, a formal memorandum issue by CPBO will be
prepared stating a 100% inventory of the unit's property was completed. A
copy of the formal memorandum will be provided to CPBO 40th DIV (M) IAW
DA Pam 710-2-1.
(5) Cyclic – A quarterly cyclic inventory listing and memorandum will be
sent through channels from the Property Book Office to the Sqdn S-4 within
the first week of the quarter. Quarters are based on a calendar year and fall
on the months of Jan, Apr, July, and Oct.
(a) Prior to the IDT period of each quarter the S-4 will forward the cyclic
inventory memorandum and listing from the PBO to the appropriate troop.
(b) End items identified on the listing will be inventoried. These items
make up
25 % of the troops property, IAW AR 710-2-1, Para 9-6.
(c) Commanders have two months to complete this inventory. The cyclic
inventory is due to the Sqdn S-4 30 days prior to the suspense date on the
memorandum.
(d) The cyclic listing will be submitted with all annotations made, any
documentation that is needed to support a discrepancy, and with the troop
commander’s signature. NOTE: A discrepancy is any difference between
inventoried quantity or type/model and the printed on-hand quantity for each
type/model.
(e) The cyclic memorandum that is signed by the PBO must be returned
with the inventory listing.
(f) Commanders will ensure that a copy of the completed inventory and
memorandum from the PBO is maintained at the troop level.
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(6) Quarterly Sensitive Item - The PHRH/unit commander will ensure
inventory of all sensitive, explosive, and hazardous items except weapons and
ammunition (which are done monthly) are conducted on a quarterly basis. A
quarterly sensitive item listing and memorandum will be sent through
channels from the Property Book Office to the Sqdn S-4 within the first week
of the quarter. Quarters are based on a calendar year and fall on the months
of Jan, Apr, July, and Oct.
(a) Prior to the IDT period of each quarter the S-4 will forward the
sensitive item listing and memorandum from the PBO to the appropriate
troop.
(b) End items identified on the listing will be inventoried.
(c) Commanders will complete this inventory and ensure that it is
submitted to the Sqdn S-4 the evening of Command and Staff, proceeding the
IDT period of the suspense date annotated on the memorandum signed by the
PBO.
(d) The quarterly sensitive item listing will be returned to SQDN S-4
with all annotations made, any documentation that is needed to support a
discrepancy, and with the troop commander’s signature.
(e) The sensitive item memorandum that is signed by the PBO must be
returned with the inventory listing.
(f) Commanders will ensure that a copy of the completed inventory and
memorandum from the PBO is maintained at the troop level.
(g) Commanders will ensure that a monthly sensitive item inventory
is completed, using the last quarterly sensitive item print out from the Sqdn S4. Make a copy of that listing and use it to conduct your monthly inventory.
Make annotations on this listing as you would the quarterly sensitive item
inventory. Maintain a troop copy. By COB on the last day of an IDT period
status and results of the inventory will be forwarded to SQDN HQ’s by
comment on the closing report. Fax the signed copy to the S-4 by the same
suspense.
(7) Quarterly Weapons Inventory - A serial number inventory will be
conducted on a quarterly basis (at a minimum) by the PHRH/unit commander
or his designated representative which may be an NCO (E7 or above), WO,
Officer, or DOD civilian. The same person will not conduct the inventory in
consecutive quarters. The individual conducting the inventory will certify that
the serial numbers listed on the preprinted memorandum correspond with the
property book. The completed memorandum will be signed by the person
conducting the inventory. The unit armor will NOT conduct this inventory.
This inventory will be conducted IAW DA Pam 710-2-1, Para 9-11b.
Discrepancies will be reported IAW AR 735-5 and AR 190-11.
(8) Monthly Weapons Inventory - A physical count of all units’ weapons will
be conducted monthly. The inventory will be completed per DA PAM 710-2-1.
(9) Monthly Ammunition Inventory - A lot number inventory of ammunition
will be conducted on a monthly basis by the PHRH/unit commander or his
designated representative. The same person will not conduct the inventory on
consecutive months. This inventory will be conducted IAW DA Pam 710-2-1,
Para 9-11b.
(10) Command Directed Inventory - These will be conducted as prescribed
by directives from this unit's higher headquarters, or the unit
commander/PBO.
5
(11) Change of Custody of Arms Storage Facility Keys Inventory - When the
responsibility for the custody of the arms storage facility keys is transferred
between authorized persons, both parties will conduct a physical count of all
weapons and ammunition. The results of the inventory will be recorded on DA
Form 2062, IAW DA PAM 710-2-1, and Para 9-11a.
(12) Annual Personal Clothing Inventory/Inspection- Each enlisted soldier,
grades E1 through E9, is required to have a showdown inspection/inventory of
personal clothing, as issued on DA Form 4886, at least once a year. The
showdown inspection/inventory will be conducted by the commander or his/her
designated representative(s). Soldiers in grades E5 through E9, when
authorized, in writing, by the commander, may provide a statement that their
personal clothing items are in the quantities reflected on their DA Form 4886
and are in a serviceable condition (IAW AR 670), IAW AR 700-84, Para 14-5.
(13) All Commanders’ will store their soldiers TA-50 and OCIE in the supply
room in their duffle bags. At the discretion of the Commander he may allow E6 above to store their equipment at home, as long as there is a written policy
posted in the supply room. A Commander may allow soldiers E-5 and below to
take their equipment home for servicing or cleaning as long as it is signed out
and signed back in and returned no later than the next drill. Soldiers E-5 and
below will not be allowed to store their equipment at home for longer than 30
days.
SECTION IV: REFERENCES
The following is a list of references required to perform unit inventories IAW this SOP.
A list of recommended publications can be found in the 40th DIV (M) Reg 710-2.
ARMY REGULATIONS
AR 710-2
DA PHAMPHLETS
DA PAM 710-2-1
TECHNICAL MANUALS FOR EAC ITEM OF EQUIPMENT AS REFERENCED ON
THE UNIT PROPERTY BOOK PAGES
STANDARD OPERATING PROCEDURES
CPBO EXTERNAL SOP
40TH DISCOM EXTERNAL SOP
SUPPLY SUPPORT ACTIVITY USPFO-CA SOP
CA ARNG LOGISTICAL SOP
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The proponent of this SOP is the Commander, (HQ’s 1st Sqdn 18th Cavalry) comments
and suggested improvements on DA Form 2028 (Recommended Changes to Publications
and Blank Forms) to Commander, HQ 1st Sqdn 18th Cavalry, 950 N. Cucamonga Ave.,
Ontario, CA 91764-2999.
////original signed//////////
PHILLIP M. SUMMERS
LTC, AV
Commanding