1 Apr 2010
Army Lodging
Standard Operating Procedures
Supply Services
1. Purpose: to establish policy and procedures to ensure standardized supply service
operations.
2. Scope: This operating procedure applies to all supply and storage areas managed by
the lodging activity.
3. Authority Responsibility: Lodging Manager, Maintenance/Supply/Warehouses
supervisory/lead/ line staff members and vehicle operators.
4. Procedures:
a. Supply storage functions occur in all Army Lodging operations regardless of
size. Where operations are small these may be additional duties incorporated into a
broader job description to include those of the Lodging Manager. In larger operations,
functions may support specific positions and associated job descriptions where the bulk
of supply functions are not provided through alternative means available through the
Morale, Welfare and Recreation program on a reimbursable basis.
b. Supply clerk: Maintains the Lodging supply storage. Receives goods into the
lodging inventories, maintains inventories, and procures supplies for issue to workers.
Secures all inventories and sensitive items; may prepare reports of survey, statements of
charges or cash collection documents for lost, damaged or missing property; participates
in annual appropriated and non-appropriated fund property inventory for the Lodging
Division.
c. Lodging management will ensure a smooth process exists to notify
storage/receiving personnel of incoming product shipment and required specifications. It
is essential this communication occur in order to ensure damaged or inadequate goods are
not inadvertently accepted by the operation.
d. Storage Operations:
1) Local safety procedures will be posted and followed by all personnel.
2) The facility(s) will be secured at all times when not in use. (Local
procedures should be established for control and management of physical building
security).
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3) The supply clerk will maintain bin cards as a working backup to the
stock record cards maintained by administrative staff or the NAF servicing
accounting office. Vin cards will reflect all supplies/materials added to and or taken
out of inventory to ensure adequate control of stocks/supplies. An approved
automated system can take the place of stock records and bin cards.
e. Supply Management:
1) Storage:
a) Storage areas for all consumable, expendable, fixed asset float,
and sensitive items shall be identified within the lodging operation and maintained in
a secure fashion.
b) Acceptance will be reflected on the DD Form 250, Receiving
Report or DA Form 4067-R, Purchases Order or signature on the vendors invoice.
Received goods will immediately be moved to the appropriate secure storage area.
c) Upon receipt of supply items (Establish local procedures for
updating stock record and bin cards).
f. Damaged Items and Concealed Losses: (Establish procedures for the
identification, control and or disposition of these categories).
1) Damaged fixed asset items will be recorded or logged on a listing and
brought to the attention of the maintenance supervisor. Assets, which are no longer
serviceable, will be disposed of in accordance with AR 215-1 and DOD 7000.14,
Appendix A Chapter 4.
2) Completed reports will be forwarded to the Accounting Office for
adjustment of accounting records.
3) Claims will be initiated with Contracting Officer or the procurement
source for damaged, over, or short shipments, and concealed losses before paying
invoices on them.
g. Requests of Issue or Turn-in. All requests for supplies will be made on a DA
Form 3161 (Request for Issue or Turn-in).
h. Issuing of Supplies: Upon receipts of Supply Requisition Form, the supply
person will either fill the request from stok on hand or take action necessary to
procure the material so that the date material is required can be met.
i. Authorized Stock Levels. See Par Stock SOP.
j. Self Service Supply Center.
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1) Supplies necessary to sustain Lodging Division operation will be
stocked from GSA or CFSC established consolidated contracts whenever possible.
2) Stock Records: Stock records will be reconciled to each physical
inventory. Variances between actual inventory counts and stock records will be
documented.
3) Inventory Procedures. (Refer to SOP for procedures)
5. Local Supplement
Designated storage areas
Local disposition for receiving, issue and turn-in reports
Local procedures for receipt of damaged or incorrect goods.
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