QM6200 Lesson - Food Service Administration

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6200 Lesson - Food Service Administration

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LESSON

FOOD SERVI CE ADMI NI STRATI ON

MQS Manual Tasks:

03- 5105. 04- 006103- 5106. 00- 013303- 5105. 04- 0016

OVERVI EW

ASK DESCRI PTI ON:

n t hi s l esson, you wi l l l ear n t o admi ni st er cont r ol pr ocedur es f or f ood ser vi ceoper at i ons, conduct a subsi st ence i nvent or y eval uat i on, and moni t or and pr ovi deassi st ance i n di ni ng f aci l i t y admi ni st r at i on and account i ng pr ocedur es.

EARNI NG OBJ ECTI VE:

ASKS: You wi l l be abl e t o moni t or and provi de ass i st ance i n di ni ng f aci l i t y admi ni st r at i on and account i ng pr ocedur es, admi ni st er cont r ol pr ocedur f or f ood ser vi ce oper at i ons, and eval uat e the st at us of i nvent or y.

ONDI TI ONS: You wi l l be gi ven i nf or mat i on f r om AR 25- 400- 2, AR 30- 1, AR 30- 18, FM 10- 23, and FM 10- 26.

TANDARDS: You wi l l moni t or and pr ovi de assi st ance i n di ni ng f aci l i t y admi ni st r at i on, admi ni st er cont r ol pr ocedur es f or f ood ser vi ce oper at i ons, and eval uat e the st at us of i nvent or y i n accor dance wi t h A 25- 400- 2, AR 30- 1, AR 30- 18, FM 10- 23, and FM 10- 26.

REFERENCES: The mat er i al cont ai ned i n t hi s l esson was der i ved f r om t he f ol l owi ng publ i cat i ons: AR 25- 400- 2AR 30- 1AR 30- 18FM 10- 23FM 10- 26C8900- SL

I NTRODUCTI ON

As t he f ood ser vi ce of f i cer at an oper at i onal di ni ng f aci l i t y and / or f i el d ki t chenyou ar e r equi r ed t o eval uat e t he di ni ng f aci l i t y' s oper at i onal and account i ngpr ocedur es t o ensure pr oper management , account abi l i t y, and secur i t y of subsi st enci t ems. I n your eval uat i on, you wi l l i dent i f y t he t r ue st at us of a di ni ng f aci l i t yand addr ess st eps i n r esol vi ng an unaccept abl e account abi l i t y.

PART A - MONI TOR AND PROVI DE ASSI STANCE I N DI NI NG FACI LI TYADMI NI STRATI ON AND ACCOUNTI NG PROCEDURES

. General .

he pur pose of r evi ewi ng di ni ng f aci l i t y r ecor ds i s t o provi de an ef f ect i ve syst emmoni t or t he methods used t o saf eguard r esour ces and assur e accur acy and r el i abi l i tof i nf or mat i on. The r evi ew of di ni ng f aci l i t y r ecor ds al so adher es t o r egul at i onsand pol i ci es and pr omot es oper at i onal economy and ef f i ci ency. Al l appr opr i at ed f udi ni ng f aci l i t y account s ar e r evi ewed.

a. Acti ve Ar my. Al l di ni ng f aci l i t y r ecor ds, par t i cul ar l y t hose per t ai ni ng tt he col l ect i on and t ur n i n of cash and subsi st ence account abi l i t y, ar e r evi ewed onquar t er l y basi s. Gui dance f or t he quar t er l y r evi ew of di ni ng f aci l i t y r ecor ds i sprovi ded by t he respect i ve maj or Ar my Command ( MACOM) .

b. Ar my Nat i onal Guar d. The di ni ng f aci l i t y r ecor ds f or i nact i ve dut y t r ai ni





( I DT) and annual t r ai ni ng ( AT) or Ar my Nat i onal Guard ( ARNG) uni t s ar e revi ewedannual l y. The f ood ser vi ce advi sor or super vi sor of t he next hi gher headquar t er s t he uni t or t he or gani zat i on oper at i ng t he di ni ng f aci l i t y i s r esponsi bl e f orconduct i ng a r evi ew of subor di nat e di ni ng f aci l i t y account s. Revi ews ar e conduct eusi ng t he US Ar my For ces Command ( FORSCOM) checkl i st . Uni t s are schedul ed as gi vebel ow.

c. US Ar my Reserve. US Ar my Reserve ( USAR) r ecords are r evi ewed annual l y by

f ood advi sor at t he Maj or US Ar my Reser ve Command ( MUSARC) . Food ser vi ce advi sor sat l ower l evel s of command may be desi gnated by t he MUSARC t o per f orm t hi s f unct i o

( 1) I nact i ve Dut y Tr ai ni ng I DT) . FORSCOM pr epar es a def i ni t i ve checkl i stand obj ect i ve st atement f or use by the MUSARC i n conduct i ng t he annual r evi ew. Thnumber ed armi es i n t he cont i nental Uni t ed States ( CONUS) may suppl ement t hecheckl i st .

( a) The annual r evi ew i s conduct ed wi t hi n si x mont hs f ol l owi ng t he enof t he f i scal year . Pr i or i t y i s gi ven dur i ng t he f i r st quar t er af t er t he cl ose oft he f i scal year t o r evi ew t hose account s endi ng t he f i scal year i n an over dr awnst atus. The bal ance of t he account s may be r evi ewed dur i ng t he r emai ni ng t hr eemont hs.

( b) Copi es of t he compl eted r evi ew are f ur ni shed to t he commander of t he r evi ewed uni t ( f or di ni ng f aci l i t y r ecor ds f i l e) and t o t he or gani zat i onconduct i ng t he r evi ews. Copi es al so ar e f ur ni shed t o t he MUSARC f ood advi sor f orcompar i son wi t h t he accumul at i ve data base of t he DA For m 2969- 2- R ( Food Cost and

Feedi ng St r ength Summary, US Ar my Reser ve) prescr i bed i n AR 30- 5.

( 2) Annual Tr ai ni ng. The r ecords mai nt ai ned dur i ng AT ar e r evi ewed wi t hi n60 days f ol l owi ng t he end of t he mont h i n whi ch t he AT was compl eted. A copy of tr evi ew i s f orwarded t o t he MUSARC f or compar i son wi t h t he DA Form 2969- 2- R data.

d. DA For m 3980- R ( Di ni ng Faci l i t y Account Card) . Under t he Ar my Rat i on Cr edSyst em ( ARCS) , DA For m 3980- R i s used t o mai nt ai n a recor d of di ni ng f aci l i t yt r ansact i ons and t o moni t or t he st at us of t he di ni ng f aci l i t y account . The st at usi s det er mi ned by compar i ng t he f aci l i t y' s monet ar y al l owance wi t h t he dol l ar val ueof subsi st ence dr awn. Your f aci l i t y' s al l owance i s based upon t he basi c dai l y f ooal l owance ( BDFA) and your headcount .

NOTE: A number of f orms ar e used as sour ce document s f r omwhi ch speci f i c dat are der i ved concer ni ng al l owance, headcount , r ecei pt s, t ur n- i ns, and l osses. Fi gur e 1 shows t he speci f i c DA and DD f or ms whi ch ser ve as sour ce document s f or t he DA For m 3980- R, what t ype of i nf ormat i on t he sour ce document s provi de, and t he r el at i onshi ps bet ween t hese sour ce document s and DA Form 3980- R. Ref er t o Fi gur e 1 as t hese sour ce document s are di scussed.

( 1) Basi c Dai l y Food Al l owance. Each mont h your suppor t i ng suppl y act i vi tpr ovi des you wi t h t he dol l ar val ue of t he BDFA f or t he f ol l owi ng mont h. Use t heBDFA t o comput e meal val ues. The pr ocedure t o use t o comput e t he BDFA meal val uesi s expl ai ned i n Par t A, par agr aph 2a( 4) , of t hi s subcour se. Af t er each meal val uehas been comput ed, t he val ues are post ed t o DA Form 3980- R as i ndi cated i n Fi gur e

( 2) Recei pt . At t he end of t he i ssue cycl e, gat her al l t he r ecei pt s f r omt he cycl e ( r ecei pt s are r ecorded on DA For m 3915 or another f orm desi gnated by the

Tr oop I ssue Subsi st ence Of f i cer ( TI SO) and on DA For m 3161) . Post t he dol l ar val uof subsi st ence r ecei ved t o DA For m 3980- R as i ndi cat ed i n Fi gur e 1.





Fi gur e 1. Post i ngs t o DA For m 3980- R.

( 3) Headcount . At t he end of t he i ssue cycl e, t r ansf er t he headcount datf r om DA For m 2970 ( Subsi st ence Report and Fi el d Rat i on Request ) t o DA For m 3980- R,as i ndi cat ed i n Fi gur e 1. Then mul t i pl y t he headcount f or each t ype of meal by t hmeal val ue. Add t he r esul t s and post t he t ot al dol l ar val ue t o DA For m 3980- R.

NOTE: On a f or mal vi s i t , pr epar e a wr i t t en r epor t l i st i ng your f i ndi ngs and recommended act i ons.

. Ver i f y Ent r i es on DA Form 3980- R by Cr oss Checki ng Forms.

he DA For m 3980- R i s used t o r ef l ect al l monetar y t r ansact i ons af f ect i ng t he st at uof t he di ni ng f aci l i t y account . The f or m i s a r ecor d of al l owances ear ned ( per sonserved, excess cost credi t , and t ur n- i ns) and expenses ( dol l ar val ue of subsi st encr ecei ved) .

he DA For m 3980- R i s mai ntai ned at t he di ni ng f aci l i t y and t he Tr oop I ssueSubsi st ence Act i vi t y ( TI SA) f or act i ve Ar my account s oper at i ng under ARCS. Al lent r i es post ed t o the account car d may be i n penci l except t he i ni t i al post i ng, t hf i nal f i gur es, and t he ver i f i cat i on by t he Tr oop I ssue Subsi st ence Of f i cer ( TI SO) .

I n addi t i on t o t he pr epar at i on pr ocedur es out l i ned bel ow, t he f ood ser vi ce ser gean( FSS)

o At t he begi nni ng of t he account i ng mont h, post s t he t ot al dol l ar val ue of t i nvent or y ( net ver i f i ed i nvent or y val ue) t aken on t he l ast oper at i onal day of t he pr evi ous account i ng mont h i n t he begi nni ng i nvent or y l i ne, bl ock 2a

o Post s t o t he DA For m 3980- R whenever t her e i s a t r ansact i on af f ect i ng the account st at us, such as di r ect vendor - del i ver ed i t ems ( mi l k and br ead) , or ot her t r ansact i ons such as US Ar my Def ense Commi ssary Agency ( DeCA) di r ect t est i t ems and excess cost s.

o At t he bot t om of t he f or m, post s a memor andum ent r y t o recor d al l i ssues t h ar e not char ged t o t he di ni ng f aci l i t y account .





he r eser ve components ( RC) author i zed t o oper at e under Ar my Cr edi t Rat i on Cr edi tSyst em( ARCS) mai nt ai ns t he DA For m 3980- R on a f i scal year basi s.

a. Headi ng. The headi ng ( shown i n Fi gur e 2) consi st s of bl ocks 1 t hr ough 10.Det ai l ed i nf or mat i on on t hese bl ocks i s gi ven bel ow.

( 1) Bl ock 1 - - Account i ng Per i od. The mont h and t he year of t he account i nper i od ar e ent er ed i n bl ock 1.

( 2) Bl ock 2 - - Uni t / Account No. The di ni ng f aci l i t y account number i s

ent er ed i n bl ock 2.( 3) Bl ock 2a - - Begi nni ng I nv. The t ot al dol l ar val ue ( net ver i f i ed

i nvent or y) of t he pr evi ous end of t he mont h i nvent or y i s ent er ed i n bl ock 3. Forexampl e, t he end of t he mont h i nvent ory f or Sept ember i s t he begi nni ng i nvent ory fOct ober .

( 4) Bl ocks 3 t hr ough 8 - - BDFA and I t s Meal Val ues. CONUS uni t s use thenat i onal average BDFA pr ovi ded by Nat i onal Guar d Bureau ( NGB) f or ARNG or Of f i ce ot he Chi ef , Ar my Reser ve ( OCAR) f or USAR on a mont hl y basi s or t he BDFA comput ed bysuppor t i ng ARNG TI SA as appr opr i ate. Hawai i , Puert o Ri co, and Guam use t he CONUSBDFA pr ovi ded by t he suppor t i ng i nst al l at i on. The dol l ar val ue of t he BDFA f or t hcur r ent mont h i s ent ered i n bl ock 3 ( "BDFA") . Ent r i es are made f or t he val ues of t he meal s whi ch are ser ved and ent ered i n bl ocks 4, 5, 6, 7, and 8.

Fi gur e 2. Sampl e of t he Headi ng of DA For m 3980- R.

ompute t he val ues based upon the BDFA and the f ol l owi ng conversi on per cent ages:

Meal

Conver si on Per cent age

Br eakf ast 20 Lunch 40

Di nner 40

Br unch 45

Supper 55

or exampl e, i f t he BDFA i s $3. 57, comput e the br eakf ast meal val ue by mul t i pl yi ng$3. 57 by 20 per cent ( . 20) t o obt ai n . 71 ( 71 cent s) .





n comput i ng meal val ues, use t he f i ve- mi l l r ul e. I n ot her wor ds, r ai se f r act i ons f i ve mi l l s or mor e t o t he next hi gher cent . For exampl e, i f t he monet ar y val ue oft he BDFA i s $3. 57, t he meal val ue f or br eakf ast i s . 71 ( 71 cent s) ( $3. 57 x . 20 =. 7140 or . 71) .

When appl i cat i on of t he f i ve- mi l l r ul e causes t he br eakf ast , l unch, and di nneral l owance t o exceed or not meet t he monetary val ue of t he BDFA, t he TI SO appl i es aadj ust ment ( adds or subt r act s) of 1 cent t o t he di nner val ue so that t he t ot al of t he t hr ee meal s equal s t he BDFA. For exampl e, i f t he BDFA i s $3. 51, t he meal val uf or br eakf ast i s . 70 ( $3. 51 x . 20 = . 702 or . 70) ; t he meal val ue f or l unch i s $1. 4( $3. 51 x . 40 = $1. 404 or $1. 40) ; t he meal val ue f or di nner i s al so $1. 40 ( $3. 51 x

. 40 = $1. 404 or $1. 40) . The t otal f or t he t hr ee meal s i s $3. 50 ( . 70 + $1. 40 + $1.= $3. 50) . The BDFA, however , i s 1 cent more ( $3. 51) t han t he t otal of t he mealval ues ( $3. 50) . Ther ef or e, add 1 cent t o t he meal val ue f or di nner t o adj ust t het otal of t he meal val ues to t he BDFA. I n t hi s exampl e, add 1 cent t o t he $3. 50 meval ue f or di nner t o change t hi s val ue t o $3. 51. Now, t he t ot al of t he t hr ee mealval ues equal s t he BDFA: . 70 + $1. 40 + $1. 41 = $3. 51.

NOTE: For t he pur pose of expl anat i on, t he meal val ues f or al l meal s ( br eakf ast , l unch, di nner , br unch, and supper ) wer e cal cul at ed usi ng a sampl e BDFA of $3. 66. I n r eal i t y, use onl y the BDFA and t he meal conver si on per cent ages whi ch appl y i n t he act ual si t uat i you encount er . For exampl e, i f you do not act ual l y serve br unch and supper , do not cal cul ate t he meal val ue of br unch and supper .

( 5) Bl ocks 9 and 10. An "X" i s ent er ed i n t he pr oper box of bl ock 9

( "Component ( Act i ve Ar my/ Ot her" ) t o i ndi cate t he component ( Act i ve Ar my, Ar myNat i onal Guard, or US Ar my Reser ve) . The TI SO si gns bl ock 10 ( "Ver i f i ed byAccount abl e Of f i cer ") af t er t he f i nal r econci l i at i on wi t h t he FSS f or t he account iper i od.

( 6) Fi r st - Li ne Ent r i es. I n col umns "a" t hr ough "g, " t he wor ds "Bal anceFor ward" shoul d be ent ered. I n col umn "h, " t he amount appr oved t o be car r i edf or war d f r om t he pr ecedi ng mont h i s ent er ed. I f t he f i gur e at t he end of t hepr ecedi ng mont h i s an underdr awn amount , put a pl us ( +) si gn i n f r ont of t heamount . I f t he f i gur e at t he end of t he pr ecedi ng mont h i s an overdr awn amount , pa mi nus ( - ) si gn i n f r ont of t he amount . I n Fi gur e 3, t he amount ent ered i s- 50. 00. I n col umn "n, " ent er t he l ast f i gur e f r om t he pr ecedi ng mont h. Thi s i s tcumul at i ve pl us or mi nus st at us of t he account . I n Fi gur e 3, t hi s amount i s +50. 0

Fi gur e 3. Post i ng Headcount s and Al l owance t o DA Form 3980- R.

ot i ce t hat col umn "h" has - 50. 00 i n i t and col umn "n" has +50. 00 i n i t . Col umn "hr ef l ect s t he st at us of t he al l owance and t he - 50. 00 r ef l ect s t he f act t hat t heal l owance i s l ess t han what was spent . Col umn "n" r ef l ect s t he monetary st atus oft he account and t he +50. 00 i ndi cates t hat i t i s $50. 00 over dr awn.

b. Headcount Dat a. I nf or mat i on i s consol i dat ed f r om cash r egi st er audi t t apescash sheet s, and DA Form 3032 ( Si gnat ur e Headcount Sheet ) ont o DA Form 3033( Headcount Recor d) . Fi gur e 4 shows how t hi s i nf or mat i on i s consol i dat ed. At t heend of each i ssue cycl e, t he data are post ed f r om DA For m 3033 t o DA Form 2970 asi ndi cat ed i n Fi gur e 4. Save one copy of DA For m 2970 so that i t can be post ed t othe account i ng r ecor ds. Send one copy t o your subsi st ence suppl y act i vi t y or hi ghheadquart ers. The headcount data f r om DA Form 2970 are post ed on t he cor r espondi nl i ne of t he DA For m 3980- R.





Fi gure 4. Headcount Post ed t o DA Form 3033 and DA Form 2970.

Ref er t o Sect i on C of Fi gur e 5. The ent r y i n t he bl ock f or t he br eakf ast headcounton 1 Feb XX i s 186. On t he l i ne f or 1 Feb, not i ce t hat , under t he br eakf ast col um186 i s cor r ect l y ent er ed. You shoul d al so ver i f y t he ent r i es f or l unch and di nnerf r om DA Form 2970 ( shown i n Fi gur e 5) t o ensure t hat t hese headcount data ar ecorr ect l y ent ered on t he DA For m 3980- R ( shown i n Fi gur e 6) . I n t hese exampl es, tl unch headcount i s 271, and t he di nner headcount i s 236. I n a r eal si t uat i on, youwoul d compare the ent r i es f r om al l t he DA Forms 2970 t o the ent r i es on t he DA Form

3980- R f or t he mont h wi t h whi ch you are concerned. Al l t he headcount data ent r i eson t he DA Form 3980- R shoul d be suppor t ed by ent r i es on t he appropr i ate DA Forms2970.

( 1) Al l owance f or Today - Col umn g. Mul t i pl y t he headcount f or each t ype meal by t he meal val ue. For exampl e, i n t he sampl e por t i on of t he DA Form 3980- Rshown i n Fi gur e 5, t her e i s a headcount of 236 f or di nner ; mul t i pl y t hi s f i gur e byt he meal val ue f or di nner ( $1. 05) ( shown i n bl ock 6 of t he sampl e port i on of t he DAForm 3980- R shown i n Fi gur e 6) : 236 x $1. 05 = $247. 80. The sampl e DA For m 3980- Rshows 271 as t he headcount f or l unch; mul t i pl y t hi s f i gur e by t he meal val ue f orl unch ( $1. 04) ( shown i n bl ock f i ve of t he sampl e port i on of t he DA For m 3980- R shoi n Fi gur e 6) : 271 x $1. 04 = $281. 84.





Fi gur e 5. Subsi st ence Repor t and Fi el d Rat i on Request ( DA For m 2970) .





Fi gure 6. Headcount and Al l owance Post ed t o DA Form 3980- R.

he headcount f or breakf ast i s 186; mul t i pl y t hi s f i gur e by t he meal val ue f orbr eakf ast ( $0. 52) ( shown i n bl ock 4 of t he sampl e port i on of t he DA For m 3980- Rshown i n Fi gur e 6) : 186 x $0. 52 = $96. 72.

Add t he r esul t s. For exampl e, i n t he sampl e por t i on of t he DA For m 3980- R shown i n

Fi gur e 6, t he r esul t s ar e shown as $247. 80, $281. 82, and $96. 72. Add t hese f i gur et o obt ai n t hei r t otal : $247. 80 +. $281. 84 + $96. 72 = $626. 36.

ost t he t ot al dol l ar val ue i n col umn "g" of DA For m 3980- R as i ndi cat ed i n Fi gur e

( 2) Cumul at i ve Al l owance- - Col umn h. For f i r st - l i ne ent r i es, ent er t he amountappr oved t o be car r i ed f orward f r om t he pr ecedi ng mont h except Febr uar y ( t he l astamount i n col umn "n" ) i s ent er ed i n bl ock "h" ( "Cumul at i ve Al l owance") . I f t hef i gur e at t he end of t he pr ecedi ng mont h i s an underdr awn amount , put a pl us si gn( +) i n f r ont of t he f i gur e. I f t he f i gur e at t he end of t he pr ecedi ng mont h i s anover dr awn amount , put a mi nus si gn ( - ) i n f r ont of t he f i gur e. For exampl e, i n t hsampl e por t i on of t he DA For m 3980- R shown i n Fi gur e 6, t he amount approved t o becarr i ed f or war d f r om t he pr evi ous mont h and ent er ed i n bl ock "h" i s shown as - 50.The mi nus si gn ( - ) i ndi cat es t hat t he f i gur e ( - 50) r epresent s an overdrawn amount .

or next - l i ne ent r i es, f ol l ow t he pr ocedur es out l i ned i n par agr aph 2b(1) of thi ssubcour se, and t hen add t he ent r y i n col umn "g" t o t he pr evi ous ent r y i n col umn "h( on t he l i ne above) . For exampl e, r ef er t o Fi gur e 6. The f i rs t - l i ne ent ry( "Bal ance For war d" ) l i st s t he amount appr oved t o be car r i ed f or war d f r om t hepr evi ous mont h as +$50 ( col umn "n") . For t he cumul at i ve al l owance i n col umn "h" ot he next l i ne ( 1 Oct ) , t he meal headcount s f or br eakf ast , l unch, and di nner ar emul t i pl i ed by t hei r cor r espondi ng meal val ues. The r esul t i ng pr oduct s ar e added tobt ai n t he al l owance f or t oday ($626. 36) ent er ed i n col umn "g. " Thi s f i gur e i s addt o t he f i gur e i n col umn "h" of t he pr evi ous l i ne ( - $50) t o obt ai n t he cumul at i veal l owance i ncl udi ng t oday ( col umn "h" ) of t he cur r ent l i ne: $626. 36 + - $50 ( or$626. 36 - $50) = $576. 36.

o deter mi ne t he cumul at i ve al l owance, l ook at t he f i gur e i n col umn "h" of DA For m3980- R. I f t he f i gur e has a pl us si gn i n f r ont of i t , add i t t o t he number i n

col umn "g. " I f i t has a mi nus si gn i n f r ont of i t , subt r act i t f r om t he f i gur e i ncol umn "g. " I n Fi gur e 7, t he - 50 i s subt r act ed f r om t he f i gur e shown i n col umn "g($626. 36) because the - 50 i s pr eceded by a mi nus si gn: $626. 36 - 50. 00 = 576. 36.

ost t he resul t i n col umn h as shown i n Fi gur e 7. For any gi ven day of t he mont h,t hi s i s t he amount of money that t he di ni ng f aci l i t y shoul d have spent t o f eed t henumber of sol di ers r epr esent ed by t he headcount data.





Fi gur e 7. Cumul at i ve Al l owance Post ed t o DA Form 3980- R.

c. Recei pt s on Col umns i Thr ough l . Post t o t he DA For m 3980- R whenever t heri s a t r ansact i on af f ect i ng t he account st at us, such as per i shabl e i t ems i ssued,semi per i shabl e i t ems i ssued, di r ect vendor - del i ver ed i t ems ( mi l k and br ead) , orot her t r ansact i ons such as DeCA- di r ected t est i t ems and excess cost s. At t he end the i ssue cycl e, gat her al l t he r ecei pt s f r om t he cycl e. Post t he dol l ar val ue ofsubsi st ence r ecei ved t o DA For m 3980- R. For exampl e, t he sampl e port i on of t he DAForm 3980- R shown i n Fi gur e 8 shows post i ngs of t he f ol l owi ng r ecei pt s: $62. 80 ( f odi r ect del i ver y, post ed i n col umn "k") , $200. 00 ( f or val ue of semi per i shabl e i t emsi ssued) , and $357. 90 ( f or val ue of per i shabl e i t ems i ssued) .

Fi gur e 8. Recei pt s Post ed t o DA For m 3980- R.

d. Tur n- I ns on DA For m 3161. I n col umn " i , " t he dol l ar val ue of per i shabl ei t ems on t he dat e as shown i n col umn "a" of t he f or m i s ent er ed. Al so, t he dol l arval ue of any per i shabl e t ur n- i ns i s ent er ed ( on a separ at e l i ne) . The t ur n- i n enti s ci r cl ed t o i ndi cat e a cr edi t .

n col umn " j , " t he dol l ar val ue of semi per i shabl e i t ems i ssued on t he dat e shown i ncol umn "a" of t he f or m i s ent er ed. Al so, t he dol l ar val ue of any semi per i shabl et ur n- i ns i s ent er ed ( on a separ at e l i ne) . Thi s ent r y i s ci r cl ed t o i ndi cat e acredi t . I n col umn "k, " t he dol l ar val ue of di r ect vendor del i ver y i t ems del i ver edon t he dates shown i n col umn "a" of t he f or m ar e ent er ed.

n col umn "l , " t he t ot al of col umns "i , " "j , " and "k" i s ent er ed. For t ur n- i ns, t hcredi t ent r i es i n col umns "i , " " j , " or " k" are added; t he r esul t i s ent er ed i n





col umn "1. " Thi s ent r y i s ci r cl ed t o i ndi cat e a credi t . The dol l ar amount i ncol umn " l " r ef l ect s t he amount act ual l y spent on subsi st ence i t ems t o f eed t henumber of sol di ers r epr esent ed by t he headcount .

ol umn "m" r ef l ect s t he "Cumul at i ve Tot al I ssued I ncl udi ng Today. " The f i gur e i n t hcol umn i s obt ai ned by addi ng t he f i gur es i n col umn "m" of t he pr ecedi ng l i ne t o thf i gur e i n col umn " l " of t he subsequent ( cur r ent ) l i ne. For exampl e, suppose t hatyou are r evi ewi ng t he 5- 6 Oct l i ne of t he por t i on of t he sampl e DA For m 3980- R shoi n Fi gur e 9. The f i gur e i n col umn "m" of t he pr evi ous l i ne ( t he 2- 3- 4 l i ne) of t hsampl e f orm i s $2, 373. 00. Thi s f i gur e i s added t o t he $1, 251. 62 i n col umn "m" of t he cur r ent l i ne ( t he 5- 6 l i ne) :

$2, 373. 00 + $1, 251. 62 = $3, 624. 62.

Fi gur e 9. Post i ng of Tur n- i ns and Losses.

he amount t hat i s enter ed i n col umn "m" of t he 5- 6 Oct l i ne i s, t heref or e,$3, 624. 62, as shown i n Fi gur e 9.

ol umn "n" r ef l ect s t he "Monetar y St atus" of t he account ( f or t he date or dates sho

i n col umn "a" and al l pr ecedi ng dat es l i st ed i n col umn "a" of t he f or m. To obt ai nt he monet ar y st at us f i gur e, subt r act ei t her t he f i gur e i n col umn "h" f r om t he f i gui n col umn "m" or t he f i gur e i n col umn "ml " f r om t he f i gur e i n col umn "h, " dependi nupon whi ch of t he t wo f i gur es i s gr eat er . ( Subt r act t he l esser f r om t he gr eat erf i gur e) . For exampl e, consi der t he 7- 8 Oct l i ne of t he por t i on of t he sampl e DAForm 3980- R shown i n Fi gur e 9. For t hi s l i ne, t he f i gur e i n col umn "h" ( $4, 761. 97i s l ess t han t he f i gur e shown i n col umn "m" ( $4, 854. 62) . Ther ef or e, subt r act t hef i gur e i n col umn "h" f r om t he f i gur e i n col umn "m":

$4, 854. 62 - $4, 761. 97 = $92. 65.

he r esul t i ng f i gur e i s cor r ect l y enter ed i n col umn "n" of t he 7- 8 Oct l i ne of t hepor t i on of t he sampl e DA For m 3980- R shown i n Fi gur e 9 as $92. 65.

ou shoul d t r y t o keep your i nvent or y smal l . Lar ge i nvent or i es wast e space andi nvi t e t hef t . They al so l ead t o t he wast e of f ood, whi ch can go bad on t he shel f .Gener al l y, you shoul d r et ur n any f ood t hat i s not needed t o t he suppl y act i vi t y.Your account i s cr edi t ed f or t he f ood t hat you r et urn. The schedul e of r at i oni ssues shows you when f ood may be t ur ned i n. A vet er i nary f ood i nspect i onspeci al i st i nspects t he f ood, and onl y f ood whi ch i s cer t i f i ed f i t f or i ssue i saccept ed. Tur n- i n i s posted t o DA For m 3980- R as shown i n t he sampl e port i on of tDA For m 3980- R shown i n Fi gur e 9.

i gur e 10 shows t he begi nni ng and t he end por t i ons of DA For m 3980- R. ( Ent r i es madbetween t he dat es of 9 Oct ober 19XX and 30 Oct ober 19XX are omi t t ed) . The begi nnipor t i on shows t he ent r i es computed on t he basi s of t he BDFA f or Oct ober 19XX andot her ent r i es per t i nent t o t he monet ar y st at us of t he account . The end por t i on oft he DA For m 3980- R shown i n Fi gur e 10 shows ent r i es f or condi ment s, a t ur n- i n,





excess cost , a Repor t of Sur vey al er t l oss, and a di ni ng f aci l i t y t r ansf er .Fol l owi ng t he ent r i es, t he per cent age of t he under st at us i s comput ed by f i r stdi vi di ng t he f i gur e i n col umn "n" ( "Monet ar y St at us" ) by t he f i gur e i n col umn "h"( "Cumul at i ve Al l owance I ncl Today") ( - 403. 88 di vi ded by 26, 533. 17 = . 015) and t hemul t i pl yi ng t he pr oduct of t hi s mul t i pl i cat i on ( . 015) by 100: 0. 15 x 100 = 1. 5( per cent age underdrawn) .

Fi gur e 10. Sampl e of Compl eted DA Form 3980- R.

Fi gur e 10. Sampl e of Compl eted DA Form 3980- R ( cont . )

e. Losses Due t o Subsi st ence Not Fi t f or Human Consumpt i on. When vet er i nar yper sonnel or appr opr i at e medi cal st af f det er mi nes t hat subsi st ence i s not f i t f orhuman consumpt i on, i t i s dest r oyed by aut hor i zed di ni ng f aci l i t y per sonnel . Thi smet hod of di sposi t i on r equi r es a Cer t i f i cat e of Unf i t ness. I n addi t i on, t he i t emsare l i st ed on a DA For m 3161 wi t h t he f ol l owi ng st at ement si gned by a di si nt er est eper son ( of f i cer , seni or NCO, or ci vi l i an GS- 9 or above) wi t nessi ng t he dest r uct i on' Di sposal of t he above subsi st ence was accompl i shed on ( date) f or t he di ni ng





f aci l i t y by ( l andf i l l ) , ( cont ract or ) , ( dumpster ) . "

n addi t i on, DA For m 3161 and t he Vet er i nar y Cer t i f i cat e of Unf i t ness are f or war dedt o the TI SA.

or l osses t hat exceed $200. 00, a cr edi t ent r y i s post ed t o DA For m 3980- R uponr ecei pt of a r epor t of sur vey ( RS) .

When t he t otal val ue of i t ems cer t i f i ed f or dest r uct i on does not exceed $200. 00 andt here i s no known or suspected negl i gence i nvol ved i n t he l oss, t he commander mayuse t he f ol l owi ng i nst ead of i ni t i at i ng an RS:

o Pl ace a st atement on t he DA Form 3161 cer t i f yi ng t hat no negl i gence was known or suspect ed or t he f aul t of di ni ng f aci l i t y per sonnel .

o Submi t t he DA For m 3161, wi t h veter i nary and commander ' s st atement s, t o t he RS appoi nt i ng aut hor i t y f or concur r ence/ nonconcur r ence.Nonconcur r ence r equi r es t he i ni t i at i on of an RS.

o A cr edi t ent r y i s post ed t o t he di ni ng f aci l i t y' s DA For m 3980- R by t he TI SA upon r ecei pt of t he DA For m 3161 wi t h the veter i nary st atement , commander ' s st atement , and RS appoi nt i ng aut hor i t i es' concurr ence.

r edi t i s post ed t o t he di ni ng f aci l i t y account upon t he i ni t i at i on of t he RS act i owhen t he document cont r ol number has been assi gned. The r esul t of t he f i nal RSact i on has no bear i ng on t he adj ust ment act i on of t he account .

. DA For m 3980- R f or Reser ve Components.

se t he f ol l owi ng gui del i nes t o r evi ew DA For m 3980- R f or Reser ve Component s t oensure t he accuracy of t he data recor ded on t he f orm.

a. Account i ng Per i od. The f i scal year of t he account i ng per i od i s ent er ed i nbl ock 1 ( "Account i ng Per i od" ) of t he DA For m 3980- R. For exampl e, t he account i ngper i od i n the sampl e DA Form 3980- R shown i n Fi gur e 11 i s "I DT Fi scal Year 19XX. "

b. Bl ocks 2a Thr ough 8. Leave bl ocks 2a ( "Begi nni ng I nvent or y" ) , 3 ( "BDFA") , ( "Br eakf ast " ) , 5 ( "Lunch") , 6 ( "Di nner " ) , 7 ( "Br unch" ) , and 8 ( "Supper " ) meal val ubl ank.

c. Bl ock 10. The i ndi vi dual desi gnat ed t o per f or m t he uni t annual f ood ser viaccount r evi ew dat es and si gns t hi s bl ock af t er r evi ewi ng t he account car d at t heend of t he f i scal year ( FY) . Thi s i s accompl i shed as par t of t he r evi ew of uni tf ood ser vi ce r ecor ds.

d. Fi r st - Li ne Ent r i es. Fi r st - l i ne ent r i es consi st of t he BDFA and t he begi nni nvent or y ent r i es.

( 1) BDFA. For I DT, t he mont h and t he BDFA ( as obt ai ned f r om Nat i onal GuarBur eau (NGB) or t he Of f i ce of t he Chi ef , Ar my Reser ve ( OCAR) and f ur t her br oken doi nt o speci f i c meal val ues ( f or exampl e, BDFA x 20% = br eakf ast , BDFA x 40% = l unchor di nner ) ar e ent er ed. The hol i day al l owance, when appl i cabl e, i s al so ent er ed.For exampl e, i n t he sampl e DA Form 3980- R shown i n Fi gur e 11, t he BDFA f or Oct oberi s shown as $3. 60, and t he meal val ues ar e shown f or Oct ober as $0. 72 ( br eakf ast ) ,$1. 44 ( l unch) , and $1. 44 ( di nner) . A hol i day al l owance i s ent ered f or November

( $0. 91) and December ( $0. 91) i n t he sampl e DA Form 3980- R shown i n Fi gur e 11.





Fi gur e 11. Sampl e of Compl et ed DA Form 3980- R

( 2) Begi nni ng I nvent or y. The dol l ar val ue of t he pr evi ous end of mont hi nvent or y ( f or exampl e, t he end of mont h i nvent ory f r om Sept ember i s t he begi nni ngi nvent or y f or Oct ober ) i s ent er ed. The begi nni ng i nvent or y f or Oct ober t hat i sshown i n t he sampl e DA For m 3980- R shown i n Fi gur e 11 i s $00. 00. The begi nni ngi nvent ory f or November i s $10. 17.

( 3) Next Li ne Ent r i es. The dat e( s) of consumpt i on or t r ansact i on i s ( ar e)

ent er ed i n col umn "a" ( "Dat e" ) . Exampl es of t r ansact i ons ar e r epor t s of sur vey antur n- i ns.

he t ot al headcount s accumul at ed f r om DA For m 3033 f or t he date( s) shown i n col umn"a" ar e ent er ed i n col umns "b" ( "Br eakf ast " ) , "c" ( "Lunch") , and "d" ( "Di nner " ) .For exampl e, f or t he mont h of Oct ober 3- 4, t he f ol l owi ng ent r i es ar e made t o t hesampl e DA For m 3980- R shown i n Fi gur e 11 ar e 75 ( br eakf ast ) , 203 ( l unch) , and 92

( di nner) . For November 7- 8, onl y an ent r y f or l unch ( 192) i s made.

ol umns "e" ( "Br unch" ) and " f " ( "Supper" ) ar e not used.

or col umn "g" ( Al l owance f or Today" ) , col umns "b" t hr ough "d" are comput ed as st atbel ow, t he t otal s f or each col umn are added, and t he r esul t i s ent ered i n col umn"g. " Comput e col umns "b" t hr ough "d" as f ol l ows:

o Mul t i pl y the ent r y i n col umn "b" by the dol l ar val ue of br eakf ast .For exampl e, i n t he sampl e DA Form 3980- R shown i n Fi gur e 11, the

br eakf ast headcount i s 75 ( col umn "b" ) . Thi s f i gur e i s mul t i pl i ed by t he dol l ar val ue f or br eakf ast ( $0. 72) : 75 x $0. 72 = $54.

o Mul t i pl y t he ent r y i n col umn "c" by t he dol l ar val ue of l unch. For





exampl e, t he headcount f or l unch ( col umn "c") ( 203) i s mul t i pl i ed b t he dol l ar val ue f or l unch ( $1. 44) : 203 x $1. 44 = $292. 32.

o Mul t i pl y t he ent r y i n col umn "d" by t he dol l ar val ue of di nner . F exampl e, t he headcount f or di nner ( col umn "d") i s mul t i pl i ed by t h dol l ar val ue f or di nner ( $1. 44) : 92 x $1. 44 = $132. 48.

o Add the pr oduct s obt ai ned by mul t i pl yi ng the meal val ues by t he BD to obt ai n t hei r t otal : $54 + $292. 32 + $132. 48 = $478. 80. Thi s t ot al i s ent er ed i n col umn "g, " as shown i n t he 3- 4 Oct ent r y i n t sampl e DA For m 3980- R shown i n Fi gur e 11.

or col umn "h" ( "Cumul at i ve Al l owance I ncl udi ng Today" ) , t he ent r y i n col umn "g" i sadded t o the pr evi ous ent r y i n col umn "h" ( on t he l i ne above) , and t he resul t i sent ered. For exampl e, f or November 7- 8, as shown i n t he sampl e DA Form 3980- R shoi n Fi gur e 10, $761. 04 i s ent ered i n col umn "h" as t he "Cumul at i ve Al l owanceI ncl udi ng Today. " Thi s f i gur e i s cal cul at ed by addi ng t he ent r y i n col umn "g" of t hi s l i ne ( $282. 24) i s added t o t he pr evi ous ent r y i n col umn "h" ( on t he l i ne abov$478. 80) : $282. 24 + $478. 80 = $761. 04. Al so, r epor t of sur vey f i gur es are ent erei n col umn "g" of DA For m 3980- R t o i ndi cat e a cr edi t al l owance.

or col umn "i " ( "Val ue of Per i shabl e I t ems I ssued") , t he dol l ar val ue of per i shabl ei t ems ar e i ssued. For exampl e, f or 3- 4 Oct i n t he sampl e DA Form 3980- R shown i sent er ed i n Fi gur e 11, $347. 76 i s ent er ed i n col umn " i " as t he "Val ue of Per i shabl eI t ems I ssued. "

or col umn "j " ( "Val ue of Semi per i shabl e I t ems I ssued") , t he dol l ar val ue of semi per i shabl e i t ems i s ent ered. For exampl e, i n t he sampl e DA For m 3980- R shown Fi gur e 11, $149. 04 i s ent er ed i n col umn "j " as t he "Val ue of Semi per i shabl e I t emsI ssued" f or Oct ober 3- 4.

or col umn "k" ( "Di r ect Del i ver y") , t he dol l ar val ue of di r ect vendor del i ver y i t emi f appl i cabl e, i s ent er ed. No ent r i es ar e made t o t hi s col umn i n t he sampl e DA Fo3980- R shown i n Fi gur e 11.

or col umn "l " ( "Tot al Val ue of Fi el d Rat i ons I ssued") , t he ent r i es i n col umns "i , ""j , " and "k" ar e added and t he r esul t ent er ed. For exampl e, t he t ot al of t hesecol umns f or December 5- 6, as shown i n the sampl e DA For m 3980- R shown i n Fi gur e 11i s $700. 30 ( $490. 21 + $210. 09 = $700. 30) .

or col umn "m" ( "Cumul at i ve Tot al I ssued I ncl udi ng Today") , t he ent r y i n col umn "m"of t he l i ne above i s added t o t he ent r y i n col umn " l " of t he cur r ent l i ne andent ered. For exampl e, f or December 5- 6, as shown i n t he sampl e DA Form 3980- R shoi n Fi gur e 11, $1, 497. 10 i s ent er ed i n col umn "m. " Thi s f i gur e i s obt ai ned by addit he f i gur e i n col umn "m" of t he pr evi ous l i ne ( $796. 80) and t he f i gur e i n col umn "of t he cur r ent l i ne ( $700. 30) : $796. 80 + $700. 30 = $1, 497. 10. For ent r i es whi chhave no pr evi ous l i ne "m" ent r y, ent er t he l i ne "1" ent r y i n col umn "m. "

f t her e i s a credi t ent r y ( a ci r cl ed f i gur e r epr esent i ng a t ur n- i n, f or exampl e) icol umn " l , " subt r act t he amount of t he cr edi t shown i n t hi s col umn f r om t he ent r yf or col umn "m" made t o t he l i ne above. Ent er t he r esul t i n col umn "m" f or t hecur r ent l i ne.

or exampl e, i f col umn " l " shows a cr edi t of $189. 06, t hi s f i gur e woul d be subt r actf r om t he f i gur e shown i n col umn "m" of t he pr evi ous l i ne. I f t he f i gur e i n col umn

"m" of t he pr evi ous l i ne were $4, 854. 62, t hen $189. 06 woul d be subt r act ed f r om t hif i gur e: $4, 854. 62 - $189. 06 = $4, 665. 56. The r esul t of t hi s cal cul at i on ( $4, 665. 56woul d t hen be ent ered i n col umn "m" f or t he cur r ent l i ne.

f an excess cost ent r y appear s i n col umn "g, " t he pr evi ous ent r y ( t he ent r y i ncol umn "m" of t he l i ne above) r emai ns t he same. Enter t hat amount i n col umn "m" ot he cur r ent l i ne. For exampl e, i f col umn "g" shows an excess cost of $540. 25 andcol umn "m" of t he pr evi ous l i ne shows $1, 922. 80, ent er $1, 922. 80 i n col umn "m" of t he cur r ent l i ne.

or col umn "n" ( "Monetary St atus" ) , t he di f f erence between col umns " h" and "m" i sent er ed. I f t he ent r y i n col umn "h" i s l ess t han t he ent r y i n col umn "m, " col umn"h" i s subt r act ed f r om col umn "m. " The r esul t i s ent er ed i n col umn "n" wi t h a pl usi gn ( +) i n f r ont of t he f i gur e t o i ndi cat e an over dr awn st at us.





However , i f t he ent r y i n col umn "h" i s great er t han col umn "m, " col umn "m" i ssubt r act ed f r om col umn "h. " The r esul t i s ent er ed i n col umn "n" wi t h a mi nus si gn( - ) i n f r ont of t he f i gur e t o i ndi cat e an under dr awn st at us. For exampl e, f orNovember 7- 8, as shown i n t he sampl e DA For m 3980- R shown i n Fi gur e 11, t he f i gur ei n col umn "m" ( $796. 80) i s l ess t han t he f i gur e shown i n col umn "h" ( $761. 04) .Ther ef or e, t he f i gur e i n col umn "h" i s subt r act ed f r om t he f i gur e i n col umn "m":$796. 80 - $761. 04 = 35. 76. The r esul t i s ent er ed wi t h a pl us si gn ( +) i n f r ont of i t ": +35. 76.

e. Commerci al Meal s. When RC uni t s are obt ai ni ng unpr epared subsi st ence f r om

commerci al sour ces, t here i s no requi r ement t o ent er separ ate peri shabl e andsemi peri shabl e expendi t ur es on t he f orm. These uni t s use onl y col umn " l , " " TotalVal ue of Fi el d Rat i ons I ssued" f or t hei r ent r y.

ubsi st ence suppl y suppor t t o ARNG and USAR uni t s f r om commerci al sour ces i saut hor i zed onl y when t he uni t has been assi gned f ood servi ce personnel and equi pmeand a mi l i t ary TI SA or commi ssary i s not avai l abl e. When an ARNG or USAR uni tdet ermi nes t hat subsi st ence support f r om commer ci al sour ces i s mor e advant ageous tt he Government , due to t i me or di st ance t o a mi l i t ary TI SA or commi ssar y, aut hor i ti s r equest ed t hr ough channel s t o t he st ate US Propert y and Fi scal Of f i cer ( USPFO)f or ARNG uni t s or CONUS f or USAR uni t s. The approval may be f or a per i od not t oexceed t hr ee year s. The CONUS mai nt ai ns a consol i dat ed l i st i ng of al l appr oval s,i ncl udi ng t er mi nat i on dat es. A copy of t hi s l i st i s f or war ded t o Of f i ce of t heChi ef , Ar my Reser ve ( OCAR) by each CONUS.

ni t s may al so r equest aut hor i t y t o pur chase subsi st ence f r om r esal e commi ssar i es ocommerci al sour ces when support woul d normal l y be obt ai ned f r om ot her mi l i t aryser vi ce t r oop i ssue act i vi t i es. Uni t s t hat have been gr ant ed appr oval t o pur chasesubsi st ence i ngr edi ent s f r om commer ci al sour ces must or i gi nat e f r om sani t ar i l yappr oved f ood est abl i shment s i n accordance wi t h AR 40- 657.

he FSS has t he f ol l owi ng r esponsi bi l i t i es:

o Submi t s r equi r ement s f or i ngr edi ent s on DA For m 3953 (Pur chase Request a Commi t ment ) . A l i st of i ngr edi ent s and quant i t y per 100 servi ngs i s pr ovi ded i n t he i ssue chart f or each menu i n Mast er Menu ( SB 10- 263) .Condi ment r equi r ement s may al so be determi ned f r om t he I ngr edi ent s CharRequest s f or unprepared subsi st ence are f orwarded t o t he MUSARC and the

USPFO f or r evi ew and appr oval pr i or t o pur chase.

o Obt ai ns and f i l es a copy of al l r equi si t i on and r ecei vi ng document s i n t di ni ng f aci l i t y f i l es.

o Comput es and mai nt ai ns t he account st atus i n dol l ars and r ecor ds t he dat on DA For m 3980- R. Ear ni ngs ar e comput ed based upon t he BDFA and the aut hor i zed per cent age i ncr ease.

ubsi st ence i s account ed f or i n monetary t er ms on DA For m 3980- R. I n addi t i on, al lot her document s t o suppor t t he ent r i es on t he DA For m 3980- R are mai nt ai ned.

f . Over / Under St at us. For col umn "n" ( "Monet ar y St at us") , t he di f f er encebetween col umns "h" and "m" i s ent ered. I f t he ent r y i n col umn "h1" i s l ess thant he ent r y i n col umn "m, " col umn "h" i s subt r act ed f r om col umn "m. " The r esul t i sent er ed i n col umn "n" wi t h a pl us si gn ( +) i n f r ont of t he f i gur e t o i ndi cat e an

over dr awn st atus. However, i f t he ent r y i n col umn "h" i s gr eater t han col umn "m, "col umn "m" i s subt r act ed f r om col umn "h. " The r esul t i s ent er ed i n col umn "n" wi ta mi nus si gn ( - ) i n f r ont of t he f i gur e t o i ndi cat e an under dr awn st at us.

o comput e t he over or under st at us of t he account any t i me dur i ng t he account i ngper i od, t he ent r y i n col umn "n" i s di vi ded by t he ent r y i n col umn "h. " The r esul ti s the per cent age of t he over or under s t at us. The per cent age st at us i s ref l ect edt wo deci mal pl aces t o t he r i ght onl y ( 0. 00) . The f i gur e i s not r ounded up or downFor exampl e, r ef er t o t he May 2- 3 l i ne of t he DA For m 3980- R shown i n Fi gur e 11.The f i gur e i n col umn "n" of t hi s l i ne i s $43. 79. The f i gur e i n col umn "h" of t hi sl i ne i s $2, 903. 31. Di vi de $43. 79 by $2, 903. 31 t o obt ai n t he over or underper cent age st atus f or 2- 3 May:

43. 79 di vi ded by $2, 903. 31 = . 0150 or 1. 5% ( move the deci mal t wo pl aces t o t he r i g





t o conver t t he deci mal f i gur e t o a per cent age) The 2- 3 May l i ne r ef l ect s a 1. 5percent overdr awn st atus.

. Revi ew t he Mai nt enance of Subsi st ence Fi l es.

he obj ect i ves of t he modern Ar my r ecor d- keepi ng syst em ( MARKS) ar e t o

o ensure t hat t he commander and hi s st af f have t he i nf ormat i on needed t o accompl i sh the mi ssi on; t hat t hey have i t when and where t hey need i t ; t ha t hey have i t i n a usabl e f or mat ; and t hat i t i s cr eat ed, mai nt ai ned, used, and di sposed of at t he l east possi bl e cost .

o pr eser ve t hose r ecords needed t o pr otect t he r i ght s and i nt er est s of t he Ar and i t s member s and f ormer member s and t hose r ecor ds t hat ar e of per manent val ue.

o syst emat i cal l y el i mi nat e al l ot her r ecor ds.

o syst emat i cal l y move l ess act i ve r ecor ds f r om of f i ce space t o l ow- cost st or a space.

heck recor ds r ecei ved f or f i l e t o be sur e t hat t hey ar e compl et e and t o el i mi nat eunnecessar y mat er i al . I f t he act i on i s i ncompl et e, t ake t he act i ons necessar y t oget t he mi ssi ng document s or i nf ormat i on.

Di ni ng f aci l i t y r ecor ds ar e f i l ed i n accor dance wi t h t he f unct i onal f i l e pr ocedur es

of AR 340- 2 and AR 340- 18 f or RCs f or t he r emai nder of cal endar year 1987 and AR 200- 2 begi nni ng i n cal endar year 1988. Act i ve Ar my f i l i ng pr ocedur es ar e i naccor dance wi t h DA Pam 25- 400- 2. Act i ve Ar my and RC uni t s mai nt ai n di ni ng f aci l i tf i l es on a f i scal year basi s. RC f i l es ar e mai nt ai ned wi t h separ at e r ecor ds f or Iand AT.

a. MARKS Fi l es and I t s Ar r angement . Fi l e 30 i s used f or gener al f ood pr ogr amcor r espondence f i l es. Fi l e 30 cont ai ns gener al cor r espondence, r el at i ng t o t he f opr ogr am, t hat cannot be l ogi cal l y f i l ed wi t h det ai l ed r ecor ds l i st ed bel ow. Dest raf t er t wo year s. Fi l e 30 al so cont ai ns document s rel at i ng t o t he f ood pr ogr am t haar e r ecei ved f or i nf or mat i on onl y, on whi ch no act i on i s r equi r ed. Dest r oy i t wheno l onger needed f or cur r ent operat i ons.

i l e 30- 1a i s used f or cash r ecei pt s. Recei pt s f or cash and document s r ef l ect i ngcol l ect i ons are mai nt ai ned i n Fi l e 30- 1a, i ncl udi ng cash meal payment sheet s; cashcol l ect i on voucher s; cash regi st er t apes; memor andum books f or r ecor di ng cashr egi st er cl ear i ngs; cont r ol of cash meal payment books. Al so i ncl uded i n Fi l e 30-are document s per t ai ni ng to t he pur chase, bi l l i ng, and payment of catered meal s orunpr epar ed subsi st ence; r epor t s of i nvest i gat i on i n accor dance wi t h AR 15- 6 f ormi ssi ng cash or cash meal payment sheet s; meal payment t hrough payrol l deduct i on;and si mi l ar i nf or mat i on. Dest r oy t hese f i l es af t er t wo year s. Mai nt ai n t hese f i lon a f i scal year basi s.

i l e 30- 1b i s used f or menus. Copi es of t he Mast er Menu, cycl i c menus, speci almenus, and t he pr oceedi ngs of menu boar ds ar e i ncl uded i n Fi l e 30- 1b. Dest r oy t hef i l es when t hey are superseded.

i l e 30- 1c i s used f or di ni ng f aci l i t y account r evi ews. Document s r el at i ng t o t her evi ew of f aci l i t y oper at i on f i l es, i nspect i ons, cont r act or per f or mance eval uat i on

and r epor t s on unsat i sf act or y equi pment ar e mai nt ai ned i n Fi l e 30- 1c. Al so i ncl udare r epor t s, summar y of account st at us r evi ew, qual i t y def i ci ency r epor t s ( QDRs) ,equi pment i mpr ovement r eport s ( EI Rs) , and r el at ed i nf or mat i on on f i ndi ngs andr ecommendat i ons. Dest r oy t he f i l es af t er one year.

i l e 30- 1d i s used f or di ni ng f aci l i t y oper at i ons. Document s per t ai ni ng t o oper at it he di ni ng f aci l i t y ar e i n Fi l e 30- 1d. I ncl uded ar e pr oduct i on schedul es, cooks'stat us r epor t s, headcount r ecor ds, i nvent or y, and si mi l ar i nf or mat i on. Not i ncl udar e meal car d management r ecor ds.

Mai nt ai n t hese f i l es on a f i scal year basi s. Dest r oy f i l es f or t he act i ve Ar my af tsi x mont hs, and dest r oy f i l es f or r eser ve component s af t er one year .

i l e 30- 1e i s used f or f ood pr ogr am pr oj ect s. Document s r esul t i ng f r om act i ons t ak





t o eval uat e and i mpr ove t he over al l Ar my Food Progr am ar e i n Fi l e 30- 1e. I ncl udedar e st af f st udi es, sur vey and t est r epor t s, coor di nat i ng act i ons, and r el at edi nf or mat i on. Dest r oy t he f i l es two year s af t er t he compl et i on of t he pr oj ect .

i l e 30- 1f i s used f or Master and speci al menus. Document s r el at i ng t o devel opmentr evi ew, and appr oval of mast er and speci al menus ar e i n Fi l e 30- 1f . I ncl uded ar edocument s r ef l ect i ng cost , di et ar y, and i ssue anal yses, r at i on f act or l i st s, andcopi es of publ i shed menus. The of f i ces responsi bl e f or pr epar i ng and i ssui ng menur ecor d copi es of t he publ i shed menus per manent l y and r et i r e them when t hey are nol onger needed f or cur r ent oper at i ons. Dest r oy ot her f i l es si x mont hs af t er t hepubl i cat i on of t he menu. Ot her of f i ces dest r oy t hem af t er t wo year s or upon

super sessi on or obsol escence, as appl i cabl e.i l e 30- 1g i s used f or r at i on r equest s. Request s f or mot or convoy r at i ons,consol i dat ed r at i on r equest s, abst r act s of r ei mbur sabl e or char ge sal es i ssue sl i pmachi ne l i st i ngs, or comparabl e document s r etai ned by the TI SA or i ssue commi ssaryr el at i ng t o r equest s f or t he i ssue of subsi st ence whi ch ar e not f i l ed wi t h vouchert o t he account ar e i ncl uded i n Fi l e 30- 1g. Dest r oy t he f i l es af t er t wo year s.

i l e 30- 1h i s used f or account abl e/ r esponsi bl e of f i cer desi gnat i on. Document sappoi nt i ng t he Tr oop I ssue Subsi st ence Of f i cer as an account abl e sal es of f i cer ar ei n Fi l e 30- 1h. Dest r oy t he f i l es two year s af t er t he t er mi nat i on of t hedesi gnat i on.

i l e 30- 1i i s used f or mi l i t ar y f ood est abl i shment r epor t s. I nf or mat i on r el at i ng tt he sani t ar y i nspect i on of mi l i t ar y f aci l i t i es engaged i n pr ocessi ng, handl i ng,

ser vi ng, st or i ng, and r esel l i ng subsi st ence i t ems ar e mai nt ai ned i n Fi l e 30- 1i .I ncl uded ar e sani t ar y i nspect i on r epor t s, r esul t s of t he heal t h exami nat i ons of i ndi vi dual s, cor r espondence wi t h f aci l i t y managers and supervi sors or commandersr el at i ng t o i nspecti on r epor t s, and si mi l ar i nf or mat i on. Dest r oy t he f i l es af t erone year .

i l e 30- 1j i s used f or f i el d r at i on r equi si t i on, i ssue, and del i ver i es. Document sr el at i ng t o i ssue, such as subsi st ence r epor t s and f i el d r at i on r equest s; i ssue ant ur n- i n sl i ps not used f or t he r ecei pt of cash; del i ver y t i cket s; machi ne pr i nt outcer t i f i cat es of donat i on; and st at us repor t s of r at i on account s ar e mai nt ai ned i nFi l e 30- 1j . I ssue acti vi t i es dest r oy t hi s f i l e af t er t wo year s. Acti ve Ar my di nif aci l i t i es dest r oy af t er si x mont hs; r eser ve component s dest r oy af t er one year .

i l e 30- 1k i s used f or f ood pr ogr am r epor t s. Repor t s used f or t he pur pose of super vi si on, r ender i ng assi st ance and advi ce, and r evi ew and anal ysi s of t he f oodpr ogr am ar e mai nt ai ned i n Fi l e 30- 1k. I ncl uded ar e f ood f aci l i t y r epor t s,subsi st ence suppl y and servi ce r epor t s, r epor t s of pr ogr ess accompl i shed i n t he f opr ogr am, post f ood ser vi ce super vi sor ' s r epor t s, and r epor t s cont ai ni ng dat ar el at i ve t o cent r al bi l l i ng f or cross- ser vi ci ng of meal s f ur ni shed t o per sonnel ofot her servi ces. The of f i ce wi t h Ar my- wi de r esponsi bi l i t y dest r oys consol i dat ed orsummar y repor t s af t er f i ve year s and f eeder r epor t s upon t he ext r act i on of dat a. -

Ot her of f i ces dest r oy t hem af t er t wo year s.

i l e 30- 1m i s used f or f ood f aci l i t y est abl i shment f i l es. Document s r el at i ng t o t hr evi ew and appr oval of r ecommendat i ons f or t he est abl i shment , change i n capaci t y, di scont i nuance of col d st or age f aci l i t i es, baker i es, t r oop i ssue subsi st enceact i vi t i es ( TI SA) , and commi ssar y st or es, and si mi l ar f ood pr ocessi ng or st or i ngf aci l i t i es ar e mai nt ai ned i n Fi l e 30- 1m. I ncl uded ar e r ecommendat i ons f or t heestabl i shment , change i n capaci t y, or di scont i nuance of such f aci l i t i es;

j ust i f i cat i on dat a; sur vey r epor t s; appr oval s or di sappr oval s; and not i f i cat i on ofest abl i shment or di scont i nuance. The of f i ce wi t h Ar my- wi de r esponsi bi l i t y andr esponsi bi l i t y f or f i nal appr oval dest r oys t he f i l es t wo year s af t er t hedi scont i nuance of t he r el at ed f aci l i t y.

i l e 30- 1n i s used f or f ood f aci l i t y l ayout r evi ews. Document s r el at i ng t o t het echni cal r evi ew of l ayout pl ans f or t he const r ucti on of , si gni f i cant modi f i cat i ont o, or devi at i on f r om st andar d pl ans f or f ood f aci l i t i es and associ at ed equi pmentar e mai nt ai ned i n Fi l e 30- 1n. I ncl uded ar e pr el i mi nar y dr awi ngs, pl ans, andequi pment l ayout sket ches, si t e pl ans, and r ecommendat i ons r esul t i ng f r om t her evi ews. The of f i ce wi t h Ar my- wi de r esponsi bi l i t y dest r oys t he f i l es when t hey arno l onger needed f or cur r ent operat i ons.

Appendi x B ( "Records Di sposi t i on St andar ds" ) of AR 25- 400- 2 pr ovi des expl anat i ons





concer ni ng t he di sposal of r ecor ds, gener al cor r espondence, cr eat i ng r ecor ds,pr escr i bi ng r ecor ds, conver t i ng r et ent i on per i ods, Pr i vacy Act i dent i f i cat i on, ai dt o aut omat i on, suspense f i l es, and housekeepi ng f i l es as wel l as descr i pt i ons of MARKS f i l es 1- 21a t hr ough 1180- 1- 1w. Appendi x C of AR 25- 400- 2 i s a "Cr oss-

Ref erence, TAFFS t o MARKS. " Appendi x D i s a "Cr oss- Ref erence, MARKS t o TAFFS. "Appendi x E i s a "Subj ect I ndex" whi ch l i st s MARKS f i l es ( by number) i n accordance

wi t h the subj ect mat t er whi ch each f i l e addr esses.

b. Label i ng. Al l f ol der s and r ecor ds cont ai ner s ar e t o be l abel ed. Pr operl abel i ng i s essent i al f or accur at e f i l i ng, r et r i eval , and di sposi t i on r ecor ds.

ype or pr i nt l abel s so t hat t hey ar e easy t o r ead. Label s i ncl ude t he f i l e numberf i l e t i t l e, di sposi t i on i nst r ucti ons, and, wher e appr opr i at e, t he year of accumul at i on. For t he t i t l e of a f i l e l abel , any abbr evi at i on t hat i s under st ood the cust odi an of t he f i l e may be used. For t he di sposi t i on i nst r uct i ons, use t heabbr evi at i ons l i st ed i n t he gl ossar y of AR 30- 1. Ref er t o Fi gur e 12 f or sampl es oent r i es and f ur t her i nst r ucti ons.

When wr i t t en except i ons t o di sposi t i on i nst r uct i ons have been gr ant ed, t he documentaut hor i zi ng t he except i on i s ci t ed on t he l abel .

Fi gur e 12. Sampl e Label Ent r i es.

c. Di sposi t i on Procedur es. For most r ecor ds, t he di sposi t i on col umn of MARKSgi ves onl y t he gener i c ret ent i on per i od ( f or exampl e, dest r oy af t er t wo year s,dest r oy af t er f i ve year s, dest r oy af t er car d i s f i l l ed) . I n t hese cases, use t he





di sposi t i on st andar ds pr ovi ded i n Fi gur e 13 t o f i nd and appl y t he exact cut of f ,t r ansf er , r et i r ement , and di sposi t i on dat es.

or some r ecor ds, t he di sposi t i on col umn al so gi ves speci f i c i nst r uct i ons f or t hecut of f , t r ansf er , r et i r ement , or est abl i shment of i nacti ve f i l es. I n t hese cases,use t he speci f i c i nst r uct i ons r at her t han t he di sposi t i on st andar ds.

Fi gur e 13. Tabl e of Di sposi t i on St andar ds.

d. Dest r uct i on Procedur es. Use t he pr ocedur es out l i ned i n par agr aph 4c t odest r oy recor ds.

( 1) For Of f i ci al Use Onl y ( FOUO) . FOUO r ecor ds and t hose subj ect t o ThePr i vacy Act are dest r oyed accor di ng t o methods pr escr i bed i n AR 25- 55.

( 2) Cl assi f i ed Recor ds. Cl assi f i ed r ecor ds ar e dest r oyed accor di ng t o t he

methods pr escr i bed i n AR 380- 5.

e. Acci dent al Dest r uct i on of Recor ds. I n cases of t he acci dent al l oss ordest r uct i on of r ecor ds by f i r e or ot her cause, t ake the f ol l owi ng act i ons:

o Reconst r uct as much of t he l ost or dest r oyed r ecor ds as possi bl e. A ser i es can of t en be r econst r uct ed f r om ot her copi es of t he i nf or mat i o mai nt ai ned i n ot her el ement s of t he Ar my, f r om r eadi ng f i l es, or ot he sour ces.

o Recor ds t hat cannot be r econst r uct ed ar e i dent i f i ed on SF 135. Thi s done at t he t i me of t r ansf er r i ng r ecor ds of t he same per i od t o t he r ecor ds hol di ng ar ea (RHA) ; t he recor ds are l at er i dent i f i ed on SF 13 r et i r i ng r ecor ds f r om t he RHA t o a Feder al Recor ds Cent er .

. Pr epar e Equi pment and Faci l i t i es Def i ci enci es Repor t .

se t he f ol l owi ng gui del i nes t o r evi ew t he pr epar at i on of equi pment and f aci l i t i esdef i ci enci es r epor t s.

A DA For m 3988- R ( Di ni ng Faci l i t y Equi pment Repl acement Record) i s compl eted, l i st ial l t he equi pment i n t he di ni ng f aci l i t y. AR 30- 1 pr ovi des i nst r uct i ons on how t ocompl ete DA Form 3988- R. The f ood ser vi ce ser geant keeps one copy of t he f orm andsends t wo copi es t o t he f ood advi sor . Thi s i nf or mat i on i s used t o budget f unds t or epl ace equi pment and hel p determi ne whether ol d equi pment i s wort h r epai r i ng.Somet i mes, even new equi pment does not wor k as i t shoul d. I f t hi s i s t he case, f iout a GSA St andard Form 368 ( Qual i t y Def i ci ency Repor t ) . Use AR 30- 1 and AR 702- 7or ask t he f ood advi sor f or hel p when you f i l l out t hi s f or m. Send t he compl et ed 368 to t he Di r ect orate of Engi neer i ng and Housi ng (DEH) .

. Out br i ef Commander , Food Servi ce Of f i cer ( FSO) , and FSS on Fi ndi ngs.





Out br i ef i ngs of t he commander , t he f ood servi ce of f i cer , and t he f ood servi cesergeant ar e ef f ect ed onl y upon f or mal vi si t s.

. Prepare Wr i t t en Repor t Not i ng Recommended Cor r ect i ve Act i ons.

he prepar at i on of a wr i t t en r epor t not i ng r ecommended cor r ect i ve act i ons i sper f or med onl y upon f or mal vi si t s.

PART B - ADMI NI STER CONTROL PROCEDURES FOR FOOD SERVI CE

OPERATI ONS ( APPENDI X I of AR 30- 1). Gener al .

he cont r ol procedures f or di ni ng f aci l i t y operat i ons di scussed i n t he f ol l owi ngpar agr aphs ar e used by t he Commander ; you, as t he FSO; or an al t ernate r esponsi bl ef or t he oper at i on of t he di ni ng f aci l i t y. He must eval uat e t he pr ocedur es used i nt he di ni ng f aci l i t y f or r equi si t i oni ng, r ecei vi ng, usi ng, and physi cal l y secur i ngsubsi st ence and physi cal pr ot ect i on of bui l di ngs. Ref er t o Appendi x I of AR 30- 1 hel p admi ni st er your eval uat i on. These pr ocedur es pr ovi de t he commander wi t hr easonabl e assurances t hat exi st i ng gui dance and pr ocedur es ( as st ated i n AR 30- 1)ar e i mpl ement ed. The eval uat i on appl i es to al l except smal l , i sol at ed si t es( st af f ed by seven or f ewer f ood ser vi ce per sonnel ) and/ or cont r act - oper at ed act i veAr my di ni ng f aci l i t i es.

. Revi ew of Di ni ng Faci l i t y Requi si t i oni ng Pr ocedur es.

he commander r evi ews r equi si t i oni ng procedures used i n t he di ni ng f aci l i t y. Therevi ew i s conduct ed quar t er l y. The r evi ew determi nes whether subsi st encer equi r ement s, as r equest ed, addr ess t he consi der at i ons out l i ned i n par agr aphs 2a( 1t hr ough ( 5) .

a. Focus on t he Revi ew. The r evi ew wi l l det er mi ne i f t he subsi st encer equi r ement s, as r equest ed, had the f ol l owi ng consi der at i ons addr essed.

( 1) Master Menu. Ar e r equest s f or r at i ons determi ned or gui ded by t heMast er Menu, SB 10- 260 f or act i ve Ar my and SB 10- 263 f or Reserve Component s? I f t hMast er Menu i s not used, what menu i s used as a basi s f or t he request s?

( a) Act i ve Ar my. Suggest ed menus contai ned i n t he Mast er menu ( SB 1060) , i ncl udi ng shor t - or der and ethni c menus, shoul d be used as a pl anni ng gui de.

( b) Reser ve Components. The menu . t o be prepared and ser ved dur i ng Iand AT per i ods i s pr escr i bed i n SB 10- 263 (14- Day US Ar my Reser ve Component andFi el d Trai ni ng Menu) as amended by t he component menu board.

( 2) Mandat or y Menu Changes. Mandat or y menu changes, as di r ect ed by t he meboar d, shoul d be i ncorporat ed when r at i ons ar e requested.

( 3) DD For m 577 ( Si gnat ur e Car d) . Requi si t i ons ar e compl et ed by aut hor i zeper sonnel as i ndi cated on DD For m 577.

DD For m 577 ( Si gnat ur e Car d) i dent i f i es di ni ng f aci l i t y per sonnel aut hor i zed t o si gr equi si t i ons and r ecei pt s. Thi s f or m must be kept up t o dat e. When aut hor i zat i on

i s changed, a new f orm must be prepared and a si gned copy must be provi ded t o yoursupport i ng suppl y act i vi t y. The same person cannot be aut hori zed t o si gn bothr equi si t i ons and r ecei pt s. Fi gur e 14 i s a sampl e of a bl ank Si gnat ur e Card. Theappr opr i at e i nf or mat i on shoul d be t yped i n t o i dent i f y t he i ndi vi dual , t he uni t , ai n bl ock 6, t he t ype of document ( r ecei pt or or der i ng) t hat t he i ndi vi dual i saut hor i zed t o si gn.





Fi gure 14. Sampl e of a DD Form 577.

( 4) Rat i on Request . Rat i on r equest s ar e submi t t ed on schedul e and ondocument s pr escr i bed by t he TI SO. Requi si t i oni ng document s ar e compl eted i n i nk amust be l egi bl e. The met hod used t o order subsi st ence depends upon whi ch account isyst em i s used. I n your r evi ew of di ni ng f aci l i t y r equi si t i oni ng pr ocedur es,exami ne t he r equi si t i oni ng document s di scussed bel ow.

DA For m 2970 ( Subsi st ence Report and Fi el d Rat i on Request ) i s used t o r epor t t he

o number of assi gned and at t ached personnel t o be subsi st ed wi t hout rei mbur sement .

o number of aut hor i zed personnel pr ovi ded subsi st ence.

o i ssue of oper at i onal r at i ons and box l unches.

se AR 30- 1 as a r ef erence t o DA Form 2970.

DA For m 3161 ( Request f or I ssue or Tur n- I n) i s used t o

o or der subsi st ence.

o r ecor d t he r ecei pt of subsi st ence.

o document t he t r ansf er of subsi st ence bet ween f aci l i t i es ( wi t h t he

f ood advi sor ' s appr oval ) .

o r ecor d t he t ur n- i n of excess.

o document t he dest r uct i on of cont ami nated f ood.

o t r ansf er cash meal payment books bet ween account abl e of f i cers.

se DA Pam 710- 2- 1 and AR 30- 1 as r ef erences f or DA Form 3161. DA For m 3294- R ( Rat iRequest / I ssue/ Tur n- I n Sl i p) i s used t o

o or der subsi st ence.

o r ecor d t he r ecei pt of subsi st ence.





o pr ovi de pr i ces f or mont hl y i nvent or y.

se AR 30- 18 as a r ef erence t o DA Form 3294- R.

DA Form 3953 ( Pur chase Request and Commi t ment ) i s used t o order f ood f r om commerci asour ces ( f or USAR uni t s wi t h aut hor i zat i on f r om hi gher headquar t er s) . Use AR 30- 1and AR 37- 108 as r ef erences f or DA Form 3953.

DA For m 3915 ( Or der and Recei pt f or Di r ect Vendor Del i ver y) i s used t o

o

or der suppl i es such as mi l k, i ce, br ead, past r i es, and i ce cream t o be del i ver ed t o t he di ni ng f aci l i t y by vendor s.

o r ecor d t he r ecei pt of i t ems del i ver ed by vendor s.

se AR 30- 18 as a r ef erence f or DA Form 3915.

( 5) Fact ors Af f ect i ng Headcount . Fact ors such as t he day of t he week andt he t i me of t he mont h (payday, hol i day) are consi dered when rat i on request s ar ecompl et ed.

b. Prepare a Wr i t t en Report . Af t er t he r evi ew, an i nf or mal memor andum ( I M) icompl et ed by t he r evi ewi ng i ndi vi dual . As a mi ni mum, t he I M i ndi cat es

o The date t he r evi ew was accompl i shed.

o The name and grade of t he i ndi vi dual conduct i ng t he r evi ew.

o Comment s t o the i t ems out l i ned i n Par t B, paragr aph 2a( 1) t hr ough ( 5) .

( 1) Date of t he Revi ew. I ndi cate t he dat e t he r evi ew was accompl i shed.

( 2) Name and Gr ade of Revi ewer . I ndi cat e t he name and t he gr ade of t hei ndi vi dual conduct i ng the r evi ew.

( 3) Comment s on Fi ndi ngs. I ndi cat e comment s ( i ncl udi ng negat i ve comment s)

c. Di st r i but e t he Wr i t t en Repor t . A copy of t he r epor t i s sent t o each of t hf ol l owi ng i ndi vi dual s:

o The FSS oper at i ng t he di ni ng f aci l i t y. Thi s copy of t he r epor t i s ret ai ned i n t he di ni ng f aci l i t y f i l es .

o The commander ( i f appr opr i at e) of t he uni t r esponsi bl e f or t he operat i on of t he di ni ng f aci l i t y.

. Revi ew Recei vi ng Procedur es.

he commander r evi ews quar t er l y t he r ecei vi ng pract i ces act ual l y i n use i n t he di nif aci l i t y oper at i on. Thi s r evi ew i s unannounced and i s conduct ed at t he r ecei vi ngpoi nt i n t he di ni ng f aci l i t y dur i ng t he r ecei pt of subsi st ence.

he f ol l owi ng gui del i nes gover n t he r evi ew of r ecei vi ng procedures.

a. Scal es. Dur i ng t he quar t er l y r evi ew, you ensur e t hat scal es ar e avai l abl eand i n sat i sf act or y oper at i ng condi t i on and ar e used f or r ecei vi ng i t ems t hat ar echar ged and i ssued by wei ght ( pr i ce per pound) .

he quant i t i es r ecei ved ar e counted or wei ghed at t he r ecei vi ng poi nt t o ensure t haquant i t i es recei ved agr ee wi t h t hose shown on t he i ssue document . I t ems i ssued t ot he di ni ng f aci l i t y by wei ght ar e ver i f i ed at t he r ecei vi ng poi nt on scal es bef or eaccept ance. Di scr epanci es are corr ected on t he spot and ent r i es on t he i ssuedocument ar e changed by recei vi ng per sonnel t o r ef l ect t he quant i t i es act ual l yr ecei ved; changes are made i n accor dance wi t h t he TI SO or an aut hor i zedr epr esent at i ve.

b. Subsi st ence I nspect i on. Use t he f ol l owi ng gui del i nes t o moni t or and eval usubsi st ence i nspect i ons.





( 1) Qual i t y. I t ems ar e i nspect ed f or condi t i on ( qual i t y) upon r ecei pt .When subsi st ence suppl i es ar e r ecei ved, quant i t i es ar e ver i f i ed and i nspect ed f orcondi t i on by aut hor i zed r ecei vi ng per sonnel onl y.

When f ood i s del i ver ed, i t s condi t i on i s checked wi t h r espect t o shape, col or , andodor . I f t he f ood i s bel i eved t o be unsaf e f or consumpt i on, i t s suspect ed unsaf econdi t i on shoul d be noted on t he i ssue document and vet er i nary personnel shoul d beasked t o check t he f ood. The f ood shoul d NOT be thr own out or dest r oyed unt i lvet er i nar y per sonnel or der t hi s act i on. The amount of f ood r ef used i s repor t ed onDD For m 1608 ( Unsat i sf act or y Mat er i al Repor t ( Subsi st ence) ) . Vet er i nar y per sonnel

and t he TI SO advi se and assi st .( a) Per i shabl es. Per i shabl es ar e f oods that r equi r e speci al

t emperat ur e and humi di t y dur i ng movement , st orage, and di spl ay. Fr ozen f oods, f r ef r ui t s and veget abl es, meat and poul t r y, mi l k, and br ead and baked pr oduct s areper i shabl es.

1 Fr ozen Foods. Fr ozen f oods are t o be checked upon r ecei pt f i r mness and si gns of t hawi ng or r ef r eezi ng. Food t hat has t hawed or been r ef r ozehas i ce on i t s si de. Thi s f ood i s t o be r ej ect ed. However , i t may have t o best or ed unt i l vet er i nar y per sonnel can i nspect i t . Al l f r ozen meat and f i sh ar ei nspect ed t o ensur e t hat t he wr apper marki ngs and t he package shape show t hat t hemeat s ar e of t he cut and t ype shown on t he i ssue sl i p. Frozen f ood i s st ored i n tf r ozen f ood cabi net as soon as i t has been checked.

2 Fresh Frui t s and Veget abl es. Fresh f r ui t s and veget abl es ai nspect ed f or mol d, wi l t , r ot , and ot her def ect s. Bad i t ems ar e r emoved, and t her est ar e st or ed.

3 Meat and Poul t r y. Meat and poul t r y are i nspect ed f or odor,col or , damage, and sl i me. The odor shoul d be mi l d and t he col or normal . No damagor sl i me shoul d exi st . Poul t r y and meat i s i nspect ed t o ensur e t hat t hey ar e t hei t ems l i st ed on t he i ssue sl i p.

4 Mi l k. The t emper at ur e of mi l k br ought t o t he di ni ng f aci l ishoul d not be above 50° F. Br oken or l eaky cont ai ner s ar e r ej ect ed. Bot t l es andcar t ons ar e t o be f r ee of gr ease and di r t . Bul k mi l k cont ai ner s ar e del i ver ed wi tbot h seal s i n pl ace and al l r ubber or synt het i c par t s pr ot ect ed f r om cont ami nat i ont he mi l k must not be t oo ol d. The expi r at i on dat e on t he car t on i s t o beconsul t ed. Upon compl et i on of t he i nspect i on, mi l k i s pl aced i n t he r ef r i ger at or ,t he ol dest cont ai ner s t owar d t he f r ont .

5 Br ead and Baked Product s. The dat e code on baked i t ems i sconsul t ed bef or e such i t ems ar e accept ed. I f t he i t ems ar e t oo ol d, t hey ar erej ect ed. Your f ood advi sor wi l l pr ovi de you wi t h t he vendor ' s code. Thi s codeshoul d be post ed so t hat t hose who ar e i nspect i ng t he pr oduct s can do so easi l y.

( b) Semi per i shabl es. Canned, dr i ed, and dehydr ated f oods t hat can best or ed wi t hout r ef r i ger at i on ar e semi per i shabl es. They do not spoi l qui ckl y.Semi per i shabl es ar e dr y st ores and canned goods.

1 Dr y St or es. Dr y st or es ( f or exampl e, cer eal s, f l our , andsugar ) ar e i nspect ed f or si gns of exposur e to gr ease or moi st ur e or cont ami nat i onf r om i nsect s, r at s, or mi ce. Open cont ai ner s ar e r et ur ned t o t hei r suppl y poi nt

unl ess i t i s cl ear t hat t hey wer e opened dur i ng r at i on br eakdown. I f a cont ai ner di scol or ed, i t i s opened t o ensur e t hat t he f ood i s not damaged or spoi l ed. I f t hf ood i s good, t he cont ai ner i s cl osed and st or ed.

2 Canned Goods. The condi t i on of t he cont ai ners i n whi ch t hecans ar e packed i s checked. I f t he cont ai ner i s crushed or t or n, i t i s opened andt he cans ar e checked f or hol es and r ust . Damaged cans ar e r ej ected. They arer etur ned t o the suppl y sour ce and r epl acement s ar e request ed.

( 2) Compar i son of I ssued Versus Recei ved Subsi st ence. An accur atecompar i son of i t ems i ssued ver sus i t ems act ual l y recei ved i s accompl i shed uponr ecei pt .

he f ol l owi ng f or ms ar e used t o r ecor d i ssues:





o DA For m 5309- R ( Operat i onal Rat i on/ Box Lunch Cont r ol Sheet ) ( t o r ec t he i ssue of oper at i onal r at i ons and box l unches) .

o DA For m 3546- R ( Cont r ol Recor d f or Di ni ng Faci l i t y) ( t o r ecor d i ssue of DD Form 1544 ( Cash Meal Payment Sheet Regi st er ) t o headcounters

o Page B, DD For m 1544 ( t o recor d the i ssue of cash sheet s) .

ou can check i t em account abi l i t y by l i ne i t em. The basi c f or mul a f or i t emaccount abi l i t y i s as f ol l ows:

Quant i t y i ssued + cur r ent i nvent ory + l osses = pr evi ous i nvent or y + quant i t y r ecei ved - quant i t y t ur ned i n.

ood ser vi ce of f i cer s and f ood advi sor s shoul d check i t em account abi l i t y f r om t i me t i me. Di scr epanci es may be due t o bookkeepi ng er r or s or t hey may be due t o anef f or t t o cover up mi smanagement or t hef t .

Di scr epanci es may be due to mi st akes made i n r ecor di ng quant i t i es recei ved orpr epar ed. Per sonnel aut hor i zed t o si gn f or r at i ons must be t r ai ned t o make sur ethat t he quant i t i es f or whi ch t hey si gn ar e r ecei ved. Cooks shoul d be t r ai ned t onote on DA Form 3034 ( Pr oduct i on Schedul e) when t hey dr aw more of an i t em t han t hef orm l i st s f or t he meal bei ng pr epared. Many bookkeepi ng pr obl ems can be sol ved ione per son i s made r esponsi bl e f or i ssui ng r at i ons f r om t he st or age ar ea. Youshoul d al so check f or t he pr obl ems l i st ed bel ow:

o Unsuppor t ed Headcount . Make sur e t hat headcount ent r i es on DA Form 3980- R and DA Form 2970 ar e suppor t ed by val i d headcount r ecords ( Form 1544, DA Form 3032, and DA Form 3033) .

o Pur chase of Hi gh- Cost I t ems. I f pur chases of hi gh- pr i ce i t ems, suc as cof f ee or st eak, seem excessi ve, check DA For m 3034- 1 ( Sensi t i v and Hi gh Dol l ar I t em Di sposi t i on) and t he i nvent or y on hand t o ensure t hat t hese i t ems are not bei ng mi smanaged or di ver t ed. To det er mi ne the aver age ser vi ng si ze, subt r act t he amount of l ef t ove f r om t he amount of t he pr epared i t em. Then di vi de t hat amount by the number of t r oops f ed. For exampl e, i f t here are 20 pounds of l ef t over hambur ger out of 215 pounds of pr epared hambur ger , subt r a t he 20 pounds f r om t he 215 pounds: 215 - 20 = 195. Then di vi de 195 pounds by t he number of t r oops f ed ( 185) : 195 di vi ded by 185 = 1. 0 pounds per sol di er ( ser vi ng si ze) . I f t he aver age ser vi ng si ze seems t oo l ar ge, i nvest i gat e the mat t er .

o I ncorr ect Headcount Pr ocedur es. Di ners shoul d si gn onl y once f or each meal when t hey ent er t he di ni ng f aci l i t y. Watch headcount ers to make sur e t hat t hey ar e doi ng t hei r j ob cor r ect l y. Al so check headcount r ecor ds.

o I ncompl et e or Al t ered Headi ngs. Headi ngs on DA For ms 3032 and 303 shoul d be f i l l ed i n bef or e di ner s ent er t he f aci l i t y. I ncompl et e al t er ed headi ngs may be a si gn of f r aud. Pay par t i cul ar at t ent i on t o the "Meal " and "Date" bl ocks.

o Phot ocopi ed Headcount Records. Make sur e t hat t her e are no

phot ocopi ed r ecor ds. Al l headcount r ecor ds shoul d be or i gi nal , an each must have an of f i ci al si gnat ur e.

o Mi suses of Meal Card Number . I f t he same meal car d number appears mor e than once on headcount r ecords f or t he same meal , i t i s l i kel t hat t he meal card i s bei ng mi sused.

( 3) Di scr epanci es. Upon t he compl et i on of an accur at e compar i son of i t emsi ssued ver sus i t ems act ual l y recei ved, di screpanci es are cor r ect ed on i ssuedocument s by r ecei vi ng personnel . Di scr epanci es ar e cor r ected on t he spot andent r i es on t he i ssue document ar e changed t o r ef l ect t he quant i t i es act ual l yr ecei ved; changes ar e made i n coor di nat i on wi t h t he TI SO or an aut hori zedr epr esent at i ve.





( 4) Di r ect Vendor . Di r ect vendor del i ver ed i t ems ar e i nspect ed t o ensur et hat

o The quant i t i es act ual l y r ecei ved ar e t hose l i st ed on t he del i ver y t i cket .

o The i t ems del i ver ed ar e wi t hi n t he cor r ect date or "use by" code.

o Del i ver y t i cket s ar e r ecei pt ed and si gned onl y by desi gnat ed di ni ng f aci l i t y r ecei vi ng per sonnel .

Vendor del i ver ed i t ems such as bread and dai r y pr oduct s ar e coded wi t h a recommendedate by whi ch t he pr oduct shoul d be consumed. Codi ng devi ces i ncl ude col or - band adat e. - The aut hor i zed i ndi vi dual r ecei vi ng such pr oduct s at t he di ni ng f aci l i t yshoul d be f ami l i ar wi t h codi ng devi ces to ensur e t hat i t ems are f r esh and can beconsumed by a speci f i ed date. Those i t ems t hat are not of t he most r ecent date ofst ock or cannot be consumed bef ore t he expi r at i on date ar e rej ected.

c. DD For m 577 ( Si gnat ur e Car d) . The i ndi vi dual who i s aut hor i zed t o r ecei vesubsi st ence ver i f i es the r ecei pt wi t h hi s si gnat ur e. The aut hor i zat i on t o si gn f ot he recei pt of subsi st ence i s accompl i shed on DD For m 577 and a copy i s f orwar ded t he ser vi ci ng TI SA. I t i s annot at ed f or r ecei vi ng onl y. I t i s updat ed andmai nt ai ned i n a cur r ent st atus per AR 30- 18. The DD For m 577 i s post ed at t her ecei vi ng poi nt of t he di ni ng f aci l i t y or mai nt ai ned i n t he di ni ng f aci l i t y f i l es.Thi s author i zat i on i s onl y f or t he f unct i on of r ecei vi ng subsi st ence at t her ecei vi ng poi nt i n t he di ni ng f aci l i t y. Di screpanci es i n quant i t y i ssued ver sus

i t ems act ual l y r ecei ved are cor r ected on t he i ssue document s by the personneli dent i f i ed on DD For m 577. The r equi r ement t o desi gnat e separ at e r equi si t i oni ng ar ecei vi ng per sonnel i s wai ved onl y when t he di ni ng f aci l i t y i s st af f ed by seven orf ewer f ood servi ce per sonnel .

d. Revi ewer ' s Aut hent i cat i ng Responsi bi l i t y. Al l i ssue or recei vi ng document

r evi ewed ar e i ni t i al ed by t he revi ewi ng i ndi vi dual . e. Pr epar at i on and Di st r i but i on a Wr i t t en Repor t . Ref er t o Par t B, par agr aph

2b and 2c, above, f or det ai l s concer ni ng how a wr i t t en r epor t i s pr epar ed anddi str i but ed.

. Revi ew Physi cal Secur i t y Procedur es.

he commander r evi ews quar t er l y t he physi cal secur i t y pract i ces act ual l y i n use i nt he di ni ng f aci l i t y oper at i on.

ubsi st ence i s saf eguar ded dur i ng r ecei pt , st or age, i ssue, pr epar at i on, and ser vi ngPrevent i on of unaut hor i zed di ver si on of gover nment subsi st ence i s t o be i ncl uded it he i nst al l at i on cr i me pr event i on pr ogr am i n accor dance wi t h AR 109- 31 and t hephysi cal secur i t y pr ogr am. Mi suse, wast e, or mi smanagement act i ons pert ai ni ng t osubsi st ence are causes f or i nvest i gat i on and appr opr i ate act i on as deemed necessarby t he i nst al l at i on commander . Det ai l ed gui dance f or t he r evi ew of physi calsecur i t y ar e cont ai ned i n appendi x I of AR 30- 1.

a. Subsi st ence Secur i t y Measures. Subsi st ence secur i t y measures shoul d be usf or subsi st ence st or age f aci l i t i es, keys and padl ocks, per sonal packages, access,oper at i onal r at i ons on vehi cl es, and shi ppi ng cont ai ner s, as wel l as t he f ur ni t ur eand ot her equi pment used i n di ni ng f aci l i t i es. The f ol l owi ng gui del i nes ar e usef u

i n eval uat i ng such secur i t y measur es.

( 1) St or age Faci l i t i es. Measur es such as t hose out l i ned i n t he next t wopar agr aphs must be taken t o secur e bot h t he subsi st ence st or age f aci l i t i est hemsel ves ( warehouses and st or age rooms) and r ef r i gerat i on uni t s.

( a) War ehouses and St orage Rooms. Subsi st ence st or age f aci l i t i es( war ehouses and r ooms and r ef r i gerat i on uni t s) are secur ed at al l t i mes whenent r ances or exi t s are not under sur vei l l ance of per sonnel per manent l y assi gned t ot he f aci l i t y such as t he f ood servi ce sergeant or cooks. Government key- operated,t umbl er - t ype padl ocks ar e used f or t hi s pur pose except i n i nst ances i n whi ch acommer ci al l y i nst al l ed l ocki ng devi ce exi st s.

( b) Ref r i ger at i on Uni t s. Ref r i ger at i on uni t s wi t h l ocki ng devi ces mu





be secur ed. I f t hi s i s not possi bl e, t he r oom or t he bui l di ng i n whi ch t her ef r i ger at i on uni t i s l ocat ed must meet mi ni mum physi cal pr ot ect i on st andar ds.

( 2) Keys and Padl ocks. Keys and padl ocks used t o pr otect f oodst uf f s andsubsi st ence st or age f aci l i t i es ar e cont r ol l ed as out l i ned i n AR 190- 18.

( 3) Per sonal Packages. Car r yi ng per sonal packages i nt o or out of subsi st ence st or age ar eas i s pr ohi bi t ed and enf or ced except f or hand- car r i ed bags.

( 4) Li mi t ed Access. Access to r at i on st or age ar eas i s l i mi t ed t o t hosei ndi vi dual s conducti ng of f i ci al busi ness.

( 5) Oper at i onal Rat i ons on Vehi cl es. Oper at i onal r at i ons on par ked vehi clar e st or ed i n l ocked, encl osed vans, t r ai l er s, or ar mor ed vehi cl es or under t hesur vei l l ance of a r esponsi bl e uni t member or guard.

( 6) Shi ppi ng Cont ai ner s. Shi ppi ng cont ai ner s, cases, et c. , ar e i nspect ed ensur e t hat t hey ar e empt y. Cardboar d boxes ar e f l at t ened bef ore di sposal .

b. Ot her Than Subsi st ence Secur i t y Measures. Physi cal secur i t y measures f orf ur ni t ur e, f ood servi ce equi pment , bui l di ng component s ( r ooms, doors, , and wi ndowsand key and l ock secur i t y/ account abi l i t y ar e as prescr i bed i n AR 190- 18.

PART C - I NVENTORY SUBSI STENCE

. Det er mi ne St at us of Subsi st ence Account abi l i t y.

Al l subsi st ence on hand i s i nvent or i ed at t he end of t he mont h af t er t he i ngr edi entf or t he di nner meal f or t he l ast day of t he mont h have been i ssued. Thi s i nvent ori s done regardl ess of whether subsi st ence was pur chased f or t he cur r ent orsubsequent mont h' s consumpt i on. The onl y i t ems excl uded f r om i nvent ory areoper at i onal r at i ons ( meal s, r eady t o eat and Long Range Pat r ol Rat i ons) , opencont ai ner s ( except sensi t i ve and hi gh dol l ar i t ems) f or ki t chen use, box l unchi ngr edi ent s f r om t he SB 10- 540, and cooked pr epar ed l ef t over s.

he i nvent or y i s r ecor ded on DA For m 3234- R ( I nvent or y Recor d) ( shown i n Fi gur e 15)on machi ne pr i nt out i f avai l abl e, i n t wo copi es. The DA For m 3234- R l i st s suchsubsi st ence i t ems as beef , poul t r y, por k, veget abl es, f r ui t s, and condi ment s by un( f or exampl e, pound, can, or bag) , uni t pr i ce, quant i t y, and t ot al val ue. Forexampl e, t he sampl e DA Form 3234- R l i st s t he headi ng "BEEF BONELESS" under I TEM( col umn "a") . Then, under t he col umn l abel ed "BEEF BONELESS, " t he var i ous t ypes obonel ess beef ar e l i st ed. Look at t he f i r st ent r y, whi ch i s "Gr i l l St eak. " The uni s t he pound ( l b) , t he uni t pr i ce i s $3. 55, t he quant i t y i s 56, and t he val ue i s$198. 80.





Fi gur e 15. Sampl e DA Form 3234- R ( I nvent ory Recor d) .

A copy of DA For m 3234- R i s pr oduced l ocal l y on 8 1/ 2- by 11- i nch paper. Thei nvent or y i s pr i ced and ext ended usi ng t he pr i ces f r om t he cur r ent account i ngmont h' s pr i ce l i st r egar dl ess of when t he i t em was pur chased. Af t er compl et i on oft he pr i ce extensi on, t he DA For m 3234- 1- R ( Mont hl y I nvent ory Recap Sheet f or DA Fo3234- R) i s compl eted. A copy of DA For m 3234- 1- R i s l ocal l y r epr oduced on 8 1/ 2- b11- i nch paper .

a. Hi gh Dol l ar Subsi st ence I t ems. Under ARCS, each f ood ser vi ce ser geant mustkeep r ecords on f ood used and on hand. Food ser ved i s r ecorded on DA Form 3034( Product i on Schedul e) . Sensi t i ve and hi gh dol l ar i t ems ar e al so r ecor ded on DA Fo3034- 1 ( Sensi t i ve and Hi gh Dol l ar I t em Di sposi t i on) . For exampl e, i n t he sampl e DForm 3034- 1 shown i n Fi gur e 16, "Por k Sl i ces" ar e l i st ed as a "Hi gh Dol l ar Val ueI t em" i n col umn "a" wi t h r ef er ence t o the





Fi gur e 16. Sampl e DA Form 3034- 1( Sensi t i ve and Hi gh Dol l ar I t em Di sposi t i on) .

o "Est i mat ed Raw Quant i t y t o Pr epar e" ( col umn "b") ( "35 l bs. " ) .

o "Raw I ngr edi ent s I ssued/ Dr awn" ( col umn "c") ( "37 l bs. " ) .

o "Raw I ngr edi ent s Retur ned to St ock" ( col umn "d") .

o "Raw Quant i t y Act ual l y Used" ( col umn "e") ( "37 l bs. " ) .

o "Comment s" ( col umn “f " ) ( "5 Por t i ons Ser ved as Seconds" ) .

el ect ed hi gh dol l ar i t ems are recor ded on a DA For m 3034- 2- R ( Di sposi t i on of Subsi st ence) as wel l . Food on hand i s recor ded mont hl y on DA Form 3234- R ( I nvent o

Recor d) and DA Form 3234- 1- R ( Mont hl y I nvent ory Recap Sheet f or DA For m 3234- R) .For exampl e, i n t he sampl e DA Form 3234- 1- R shown i n Fi gur e 17, $1, 327. 90 i s l i steon t he f i r st l i ne f or semi per i shabl es and $63. 60 i s l i st ed on t he si xt h l i ne f orsemi per i shabl es. On l i nes 2, 3, 4, and 5, t he f ol l owi ng r espect i ve dol l ar val uesare l i st ed f or per i shabl es: $995. 66, $1, 001. 82, $1, 044. 63, $980. 75, and $949. 94.





Fi gur e 17. Sampl e of Compl eted DA Form. 3234- 1- R( Mont hl y I nvent ory Recap Sheet f or DA Form 3234- R) .

ou comput e t he di sposi t i on of hi gh dol l ar subsi st ence i t ems monthl y. A mi ni mum off our di f f er ent i t ems ar e eval uat ed each mont h f or account abi l i t y. Hi gh dol l ar i t ear e def i ned as meat s ( beef , por k, veal ) , poul t r y, seaf ood, var i et y meat s ( hot dogsbacon, canned and pul l man hams) , cof f ee, and commerci al past r i es.

t ems i n t he 8905 Feder al Suppl y Cl assi f i cat i on ( FSC) ( see C8900- SL) ar e ent er ed i ncol umn "a" of DA For m 3034- 1 ( Hi gh Dol l ar Val ue I t em) . I f a menu i t em such asl asagna i s l i st ed on DA For m 3034, t he ent r y i n t hi s col umn i s gr ound beef .Addi t i onal hi gh dol l ar val ue i t ems used t o support t he meal served, such as backupi t ems, are al so annotated on DA For m 3034- 1.

NOTE: I n addi t i on t o t he i t ems l i st ed i n 8905 FSC, t he MACOM or t he i nst al l at i o commander can r equi r e t hat any subsi st ence i t em be i nt ensel y managed.Each MACOM and i nst al l at i on commander shoul d not r equi r e more t han two





addi t i onal l i ne i t ems t o be i nt ensel y managed dur i ng one account i ng per i od. Gui dance must be pr ovi ded by t he i nst al l at i on f ood ser vi ce t hr ough t he uni t commander or t he cont r act i ng of f i cer havi ng operat i onal cont r ol over t he di ni ng f aci l i t y t o t he FSS or cont r act or .

b. Document at i on of Hi gh Dol l ar I t em Usage. The DA For m 3034- 1 i s used by t hFSS and shi f t l eader t o document t hose subsi st ence i t ems t hat are r equi r ed t o bei nt ensi vel y managed.

he use of al l cl ass I subsi st ence r ecei ved, r egar dl ess of t ype, i s documented on DFor m 3034 ( Pr oduct i on Schedul e) . The di sposi t i on of al l hi gh dol l ar val ue or

sensi t i ve i t ems i s document ed on t he DA For m 3034- 1. Fr aud, wast e, andmi smanagement of subsi st ence, gar r i son or f i el d, are not t o be condoned under anyci r cumst ances.

wo procedures ar e used t o document t he prepar at i on of meal s: r out i ne documentat i oand i nt ensi ve document at i on.

Rout i ne document at i on i s accompl i shed by compl et i ng al l col umns on t he Product i onSchedul e f or al l menu ent r i es. Thi s document at i on r ef l ect s act ual por t i ons pr eparand r ef l ect s what has become of t he menu i t ems t hat were l ef t over af t er each mealser ved.

nt ensi ve document at i on i s accompl i shed by compl et i ng DA For m 3034- 1 f or hi gh dol l aor sensi t i ve i t ems per t he f ol l owi ng par agr aph. I nt ensi ve document at i on i s t heaccount i ng f or hi gh dol l ar or sensi t i ve i t ems i n t he uni t of i ssue as i ssued or

dr awn f r om t he st or age ar ea i n t he di ni ng f aci l i t y to suppor t t he menu r ef l ect ed ot he Product i on Schedul e. These i t ems can be r ef l ect ed on t he Product i on Schedul e a menu ent r ee, an i ngr edi ent of a menu ent r ee, or when used as a backup i t em. Thidocument at i on i s used t o comput e t he col umn "Pr epared" ( QTY) DA Form 3034- 2- R( Di sposi t i on of Subsi st ence) , per appendi x I of AR 30- 1.

ubsi st ence i t ems r equi r ed t o be i nt ensi vel y document ed are:

o Al l i t ems l i st ed i n t he Feder al Suppl y Cl assi f i cat i on FSC 8905 gr oup i n C8900- SL whi ch ar e meat s, f i sh, and poul t r y pr oduct s ( shel l f i sh, beef , l amb, l uncheon meat s, sausages, scr appl e, por k, r abbi t , and veal ) .

o Al l commer ci al past r y.

o Cof f ee.

o Those i t ems of subsi st ence r equi r ed by t he MACOM and i nst al l at i on comman

c. Comput e Di sposi t i on of Hi gh Dol l ar I t ems. Ref er t o Par t C, paragr aph l a, fi nf or mat i on per t ai ni ng t o t he comput at i on of hi gh dol l ar i t ems and subsi st enceaccount abi l i t y. DA For m 3034- 2- R ( Di sposi t i on of Subsi st ence) i s used t o comput e,r ecor d, and eval uat e t he r esul t s of t he di sposi t i on of subsi st ence.

( 1) Compl ete DA For m 3034- 2- R. The di sposi t i on of subsi st ence oraccount abi l i t y checks of hi gh cost i t ems can be made dai l y, weekl y, mont hl y, or f oany per i od of t i me pr ovi ded t hat you have a begi nni ng and an endi ng quant i t y ( wei gor uni t of i ssue such as cans or gal l ons) f or t he i t em t o be checked.

Ref er t o t he f ol l owi ng i nst r uct i ons and Fi gur e 18 t o compl ete DA Form 3034- 2- R.

( a) Di ni ng Faci l i t y. The of f i c i al uni t desi gnat i on of t he di ni ngf aci l i t y i s ent er ed i n t he "Di ni ng Faci l i t y" bl ock. I n t he sampl e DA For m 3034- R-shown i n Fi gur e 18, "3d Si gnal Br i gade" i s ent er ed i n t hi s bl ock.

( b) Per i od Of . The i ncl usi ve dat es of t he mont h i n whi ch t he check ibei ng made are ent ered i n t he "Per i od Of " bl ock. I n t he sampl e DA For m 3034- 2- Rshown i n Fi gur e 17, "1- 31 J ul y 99" i s ent er ed.

( c) I t em and Uni t of I ssue. A descr i pt i on of t he i t em as r ef l ected ot he i ssue document i s ent er ed i n t he "I t em" bl ock.

NOTE: The DA For m 3034- 2- R i s di vi ded i nt o t wo par al l el , ver t i cal sect i ons, each of whi ch cont ai ns 31 l i nes ( one f or each day of t h





mont h) . Each of t hese col umns i s headed by a bl ock l abel ed " I t em Ent r i es are made f or t he recei pt s and quant i t y of i t ems prepar ed f or par t i cul ar dat es f or each of t hese t wo par al l el sect i ons.

n the sampl e DA Form 3034- 2- R shown i n Fi gur e 18, "Roast Beef " i s ent er ed i n t he"I t em" bl ock f or t he l ef t sect i on, and "Chi cken, Frozen, Cut - Up" i s ent er ed i n t he"I t em" bl ock f or t he r i ght sect i on of t hi s bl ock. Each of t he "I t em" bl ockscont ai ns a space l abel ed "Uni t of I ssue. " The uni t of i ssue as ref l ect ed on t hei ssue document i s ent er ed i n t he appr opr i at e "Uni t of I ssue" bl ank i n t hecor r espondi ng " I t em" bl ock. I n t he sampl e DA Form 3034- 2- R shown i n Fi gur e 18, "L( pound) i s ent er ed f or bot h t he roast beef and f or t he chi cken.

Fi gur e 18. Sampl e of DA For m 3034- 2- R

( d) Uni t Pr i ce. Each of t he "I t em" bl ocks of DA For m 3034- 2- R al socont ai ns a "Uni t Pr i ce" bl ank. The cur r ent i ssue pr i ce of t he i t em l i st ed i n each"I t em" bl ock i s ent er ed i n i t s "Uni t Pr i ce" bl ank. I n t he sampl e DA For m 3034- 2- Rshown i n Fi gur e 18, "$2. 87" i s ent er ed as t he uni t pr i ce of t he r oast beef , and"$. 88" i s ent er ed as t he uni t pr i ce of t he chi cken.

( e) Recei pt s. The quant i t y of an i t em r ecei ved on a par t i cul ar dat e





l i st ed on t he i ssue or r ecei vi ng document i s ent er ed on t he l i ne t hat cor r espondswi t h t he dat e of i ssue or r ecei pt . For exampl e, i n t he sampl e DA For m 3034- 2- Rshown i n Fi gur e 18, "56" i s ent er ed on t he second l i ne ( f or 2 J ul y 99) i n t he l ef tsect i on of t he f or m, i ndi cat i ng t hat 56 pounds of r oast beef wer e r ecei ved on t hi sdate. I n t he sampl e DA For m 3034- 2- R shown i n Fi gur e 18, "102" i s ent er ed on l i neei ght of t he r i ght sect i on of t he f or m, i ndi cat i ng t hat 102 pounds of cut - up, f r ozchi cken were recei ved on 8 J ul y 99.

( f ) Pr epar ed. The quant i t y of t he i t em pr epar ed as ref l ect ed on t hesensi t i ve and hi gh dol l ar i t em di sposi t i on f or a par t i cul ar dat e i s ent er ed on t heappr opr i ate l i ne. For exampl e, i n t he sampl e DA For m 3034- 2- R shown i n Fi gur e 18,

"70" i s ent er ed on l i ne 26 of t he l ef t sect i on of t he f or m, i ndi cat i ng t hat 70pounds of r oast beef wer e pr epar ed on 26 J ul y 99. Li kewi se, on l i ne 21 of t he r i gsect i on of t he sampl e DA For m 3034- 2- R shown i n Fi gur e 18, "60" i s ent er ed,i ndi cat i ng t hat 60 pounds of cut - up, f r ozen chi cken were pr epared on 21 J ul y 99.

( g) Tot al s. Bot h t he l ef t and t he r i ght sect i ons of DA For m 3034- 2- R

concl ude wi t h bl ocks f or t he tot al f or t he mont h' s r ecei pt s and pr epar at i ons of t hsubsi st ence i t ems i ndi cat ed i n t he " I t em" bl ocks. For exampl e, on DA For m 3034- 2-" 321" i s ent er ed as t he tot al r ecei pt s of r oast beef and "305" i s ent er ed as t het otal number of pounds of r oast beef pr epar ed dur i ng t he 1- 31 J ul y 99 peri od. Theent r i es f or t he r ecei pt s and number of pounds of cut - up- f r ozen chi cken f or r ecei ptand quant i t y pr epared shown on t he sampl e DA For m 3034- 2- R shown i n Fi gur e 18 ar e"605" and "753, " r espect i vel y.

NOTE: The bot t om por t i on of t he DA Form 3034- 2- R i s

di vi ded i nt o t wo par al l el , ver t i cal sect i ons, l ef t and r i ght , whi ch cor r espond wi t h and r el at e t o t he pr ecedi ng t wo par al l el , ver t i cal sect i ons t hat dea wi t h t he r ecei pt s and quant i t y of i t ems pr epar ed f or days of t he mont h. Ent r i es f or t he begi nni ng i nvent or y, r ecei pt s subt ot al s, deducti ons ( f r om t h cl osi ng i nvent or i es), t ot al r ecei pt s avai l abl e dur i ng t he per i od, t he quant i t i es pr epar ed dur i ng t he per i od, and any unaccount abl e di f f er ences are made i n t he appr opr i ate bl anks of each of t hese t w bot t om sect i ons.

( h) Begi nni ng I nvent or y. The quant i t y of t he i t em shown on t he endi ni nvent or y f r om t he pr evi ous mont h' s i nvent or y f r om DA For m 3234- R ( I nvent or y Recori s ent er ed i n t he bl ank l abel ed "Beg I nv ( DA For m 3234- R) . I n t he sampl e DA For m3034- 2- R, "125" i s ent er ed i n t he bl ank i n t he l ef t sect i on as t he begi nni ngi nvent or y f or t he r oast beef ( l ef t sect i on) and "5" i s ent er ed i n t he bl ank i n t her i ght sect i on as t he begi nni ng i nvent or y f or t he cut - up, f r ozen chi cken ( r i ghtsecti on) .

( i ) Add Recei pt s. The t ot al f r om t he quant i t i es annot at ed i n t hecol umn l abel ed "Recei pt s" i s ent er ed i n t he bl ank l abel ed "ADD Recei pt s. " I n t hesampl e DA For m 3034- 2- R shown i n Fi gur e 18, "321" i s ent ered i n t he "ADD Recei pt s"l i ne i n t he l ef t sect i on f or t he r oast beef , and "605" i s ent er ed i n t he "ADDRecei pt s" l i ne i n t he r i ght sect i on f or t he cut - up, f r ozen chi cken.

( j ) Subt ot al . The begi nni ng i nvent or y and t he r ecei pt s ar e added andent er ed i n t he "Subt ot al " bl ank of t he appr opr i at e sect i on. For exampl e, i n t hesampl e DA For m 3034- 2- R shown i n Fi gur e 18, "446" i s ent er ed i n t he l ef t sect i on a

t he subt ot al f or t he r oast beef , and "610" i s ent er ed i n t he r i ght sect i on as t hesubt ot al f or t he cut - up, f r ozen chi cken.

( k) Deduct Cl osi ng I nvent or y. The quant i t y of t he i t em shown on t hecurr ent mont h' s endi ng i nvent or y f r omDA For m 3234- R i s ent ered i n t he "DEDUCTCl osi ng I nv" bl ank of t he appr opr i at e sect i on. For exampl e, i n t he sampl e DA For m3034- 2- R shown i n Fi gur e 18, "135" i s ent er ed i n t he "DEDUCT Cl osi ng I nv" l i ne of t he l ef t sect i on, and "15" i s ent er ed i n t he "DEDUCT Cl osi ng I nv" l i ne of t he r i ghsect i on.

( l ) Tot al Avai l abl e Dur i ng Per i od. The cl osi ng i nvent or y i s subt r actf r om t he subt ot al and ent er ed i n t he "TOTAL Avai l Dur i ng Per i od" l i ne of t heappr opr i ate sect i on. For exampl e, i n t he sampl e DA For m 3034- 2- R shown i n Fi gur e18, "311" i s ent er ed i n t hi s bl ank i n t he l ef t sect i on ( r oast beef ) , and "595" i s





ent er ed i n t hi s bl ank i n t he r i ght sect i on ( cut - up, f r ozen chi cken) .

( m) Quant i t y Prepar ed Dur i ng Per i od. The quant i t i es annot at ed i n t hepr epar ed col umn ar e ent er ed i n t he "Qt y Pr e Dur i ng Per i od" l i ne of t he appr opr i at esect i on. For exampl e, "305" i s ent er ed i n t hi s l i ne i n t he l ef t sect i on ( r oastbeef ) , and "753" i s ent er ed i n t hi s l i ne i n t he r i ght secti on ( "cut - up, f r ozenchi cken") .

( n) Unaccount abl e Di f f er ence ( + or - ) . The quant i t y pr epar ed i ssubt r act ed f r om t he t ot al avai l abl e, and t he r emai nder det er mi ned by t hi scal cul at i on i s ent er ed i n t he "Unaccount abl e Di f f er ence ( + or - ) " bl ank of t he

appr opr i ate sect i on. For exampl e, i n t he sampl e DA For m 3034- 2- R shown i n Fi gur e18, "- 6" i s ent er ed i n t he l ef t sect i on ( r oast beef ) , and "+158" i s ent er ed i n t heri ght sect i on ( cut - up, f r ozen chi cken) . I f t he quant i t y pr epar ed i s l ess t han t het ot al avai l abl e, a shor t age exi st s. On t he ot her hand, i f t he t ot al avai l abl e i sl ess t han t he quant i t y pr epared, an overage exi st s. For exampl e, i n t he DA For m3034- 2- R, t he unaccount abl e di f f er ence f or r oast beef ( - 6) r epr esent s a shor t age,and t he unaccount abl e di f f er ence f or cut - up, f r ozen chi cken (+158) r epr esent s anover age.

he above i nst r uct i ons ar e used when maki ng a di sposi t i on or account abi l i t y check ot wo di f f er ent hi gh cost i t ems f or a per i od of one cal endar mont h, nor mal l y t he f i rday t hr ough t he l ast day of t he mont h ( f or exampl e, 1- 31 J ul y) . As pr evi ousl yment i oned, t he check can be made f or any per i od provi ded you can det ermi ne abegi nni ng quant i t y and an endi ng quant i t y f or t he i t ems checked. The f ol l owi ng i sl i st of er r or s t hat ar e of t en r epeat ed and adver sel y af f ect t he di sposi t i on of

subsi st ence:

o I naccur ate or i ncompl ete end- of - mont h i nvent or y.

o Not endi ng backup i t ems on sensi t i ve and hi gh dol l ar i t em di sposi t i on.

o Not del et i ng i t ems ent er ed on sensi t i ve and hi gh dol l ar i t em di sposi t i on but not ser ved.

o "Loans" bet ween di ni ng f aci l i t i es.

o Not pr epar i ng sensi t i ve and hi gh dol l ar i t em di sposi t i on f or f i el d f eedi ng or box l unches.

o Secur i t y of st or er oom.

o Recei vi ng pr ocedur es.

( 2) Comput e Tol er ance Fact or . A t ol er ance f act or i s used t o i dent i f yaccept abl e or unaccept abl e account abi l i t y of a subsi st ence i t em r ecor ded on DA For3034- 2- R. The t ol er ance f act or i s est abl i shed at f i ve per cent of t he ent r y on t hel i ne "Total Avai l Dur i ng Per i od. " For exampl e, i n t he sampl e DA For m 3034- 2- R shoi n Fi gur e 18, 311 pounds of r oast beef were avai l abl e dur i ng t he per i od bei ngeval uated. Fi ve percent of 311 pounds i s 15. 55 or ( r ounded up) 16 pounds. Thus, ent r y of an unaccount abl e di f f erence gr eat er t han 16 pounds, pl us or mi nus ( + or -i s consi der ed unaccept abl e account abi l i t y f or t hat i t em, but an ent r y of 16 or f ewpounds i s consi der ed accept abl e account abi l i t y f or t hat i t em. The unaccount abl edi f f erence f or t he roast beef shown i n the sampl e DA For m 3034- 2- R shown i n Fi gur e

18 as - 6 pounds i s, t her ef or e, accept abl e. However , f i ve per cent of t he 595 poundof cut - up, f r ozen chi cken shown i n t he sampl e DA For m 3034- 2- R shown i n Fi gur e 18 29. 75 or ( r ounded up) 30 pounds. The unaccount abl e di f f er ence f or t hi s i t em i s+158. Ther ef or e, t he unaccount abl e di f f er ence bet ween t he t ot al cut - up, f r ozenchi cken avai l abl e dur i ng t he per i od and t he quant i t y pr epar ed dur i ng t hi s per i odr epr esent s unaccept abl e account abi l i t y f or t hi s i t em.

d. Act i ons When Account abi l i t y I s Unaccept abl e. When unaccept abl eaccount abi l i t y i s i ndi cat ed on DA For m 3034- 2- R, you t ake t he f ol l owi ng act i ons:

o I f one i t em i s unaccept abl e and t he ot her t hr ee i t ems ar e accept abl e ( dur i ng t he same per i od) , r eeval uat e t hat same i t em i n t he f ol l owi ng mo wi t h t hr ee new i t ems.





o I f t wo or mor e i t ems are unaccept abl e ( dur i ng t he same per i od) , t ake t he f ol l owi ng acti ons:

- Recheck t he comput at i ons f or possi bl e err or s.

- I nf or m t he commander and obt ai n assi st ance f r om t he f ood advi sor t o det er mi ne pr obabl e causes f or t he unaccept abl e account abi l i t y of t hes i t ems.

- Sel ect f our new i t ems f or t he f ol l owi ng mont h.

o

I f t wo or mor e subsi st ence i t ems are unaccept abl e f or t wo consecut i ve mont hs, you take t he f ol l owi ng act i ons:

- I nf or m t he commander and obt ai n assi st ance f r om t he f ood advi sor t o det er mi ne pr obabl e causes f or t he unaccept abl e account abi l i t y of t hes i t ems.

- Pr epar e, wi t h t he f ood advi sor , an anal ysi s t o i dent i f y causes and devel op wr i t t en cor r ect i ve act i ons f or t he speci f i c pur pose of obt ai ni ng accept abl e account abi l i t y f or al l i t ems eval uat ed dur i ng t h f ol l owi ng mont h.

- Sel ect t he same i t ems f or t he f ol l owi ng mont h.

o I f t wo or mor e subsi st ence i t ems are unaccept abl e f or t hr ee or more

mont hs, t ake t he f ol l owi ng act i ons:

- Send a f or mal not i ce t o the commander . The commander t akes t he necessary cor r ect i ve act i ons r equi r ed t o i mpr ove subsi st ence account abi l i t y.

- Sel ect f our new i t ems and cont i nue t o moni t or t he di sposi t i on of subsi st ence on DA For m 3034- 2- R.

. Determi ne Whether Excess I nvent ory I s Present .

xcess f ood i s not al l owed t o accumul at e i n a di ni ng f aci l i t y. Excesses ar e def i neas subsi st ence i t ems physi cal l y i n st ock at t he di ni ng f aci l i t y t hat ar e notprogr ammed or i ncl uded i n the menu f or consumpt i on dur i ng a gi ven i ssue cycl e.Excess f oods i nvi t e pi l f er age and spoi l age, t ake up val uabl e st or age space, anddi st or t t he dol l ar val ue st at us of t he di ni ng f aci l i t y account . Excesses can bekept t o a mi ni mum t hrough ef f ect i ve management .

o check dol l ar account abi l i t y, check t he account car d t o see whether t he account iunderdr awn or over dr awn. I f t he account i s underdr awn, i t may be t hat t he t r oopsar e not bei ng pr oper l y f ed. Observe sever al meal s to see whet her t hi s i s t r ue. Yhave t he aut hor i t y t o al l ow t he manager of t he di ni ng f aci l i t y t o r et ai n a credi tbal ance up t o - 6 per cent i f he i s savi ng f or a hol i day meal or a speci al occasi on.I f t he account i s overdrawn, t he account may be bei ng mi smanaged. Fi gur e 19 showssever al causes and cor r ect i ons of overages t o whi ch you may r ef er i n deter mi ni ng ht o r esol ve t hi s pr obl em. For exampl e, i f t he cause of an over age i s "t oo many hi gost i t ems on [ t he] menu, " you coul d cor r ect t hi s pr obl em by f ol l owi ng t he Mast erMenu, and i f t he cause of t he over age i s an " i nsuf f i ci ent BDFA, " t hen you coul dcor r ect t he pr obl em by r equest i ng a "suppl ement al f ood al l owance i f [ your ] f aci l i t

qual i f i es. " You shoul d di scuss t he over dr awn account wi t h t he di ni ng f aci l i t ymanager . I f he i s not wi l l i ng or abl e t o cor r ect t he pr obl em, t ake t he mat t er upwi t h t he f ood ser vi ce of f i cer and t he commander .





Fi gur e 19. Causes and Cor r ect i ons of Over ages.

a. Comput e Maxi mumDol l ar Val ue. You comput e t he maxi mum aut hor i zed dol l arval ue of i nvent or y wi t hi n t wo days af t er t he mont hl y ( except year end) di ni ngi nvent ory was t aken.

Accept ed l evel s of subsi st ence t hat can be r et ai ned i n t he di ni ng f aci l i t y ar eref err ed t o as t he maxi mum aut hor i zed dol l ar val ue of i nvent or y. The maxi mumaut hor i zed dol l ar val ue of i nvent or y i s cal cul at ed by mul t i pl yi ng t he aver age dai lcumul at i ve al l owance earned by t he normal i ssue cycl e pl us one day.

o comput e t he average dai l y al l owance, use t he cumul at i ve al l owance earned f r om t hcurr ent account i ng mont h and di vi de t hat f i gur e by t he number of operat i ng days i nt hat mont h. For exampl e, $36, 000 ( cumul at i ve ear ni ngs) di vi ded by 30 ( t he number operat i ng days i n t he account i ng mont h) = $1, 200 ( average dai l y al l owance) .

o compl et e t he f or mul a as gi ven above:

$1, 200 ( average dai l y al l owance)x 3 ( days i n t he i ssue cycl e)$3, 600+1, 200 (pl us one day)$4, 800 ( maxi mum aut hor i zed dol l ar val ue of i nvent ory)

b. Det er mi ne i f Excess I nvent or y I s Pr esent . Af t er det er mi ni ng t he aut hor i zei nvent or y val ue, you compar e t hi s f i gur e wi t h t he net ver i f i ed i nvent or y dol l arval ue to det ermi ne whet her excess i nvent ory i s present .

c. Resol ve Excess I nvent or y. I f excess i nvent or y i s det er mi ned, you and t he

di scuss and r esol ve t he di sposi t i on as expl ai ned i n t he f ol l owi ng par agr aph.ome suggest ed ways t hat t he FSS can cont r ol and reduce excesses are t o

o eval uat e t he i nvent or y of al l subsi st ence i t ems on hand, pr i or t o pr epar i ng r equi si t i ons f or f ut ur e pr ocur ement .

o pl an menus wel l i n advance, maki ng al l owances f or t r oop pr ef erences, hol i days, and t r ai ni ng.

o make subst i t ut i ons f or i t ems on hand whenever possi bl e.

o r et ur n excesses sui t abl e f or r ei ssue t o TI SA when t he act i ons l i st ed i n t he pr ecedi ng t hr ee bul l et s f ai l t o achi eve desi r ed r esul t s.




ractice Exercise

Table of Contents

https://www.lms.army.mil/production/cninv000000000009652/scocontents/external/qm6200/pe.htm

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https://www.lms.army.mil/production/cninv000000000009652/scocontents/external/qm6200/toc.htm#toc

https://www.lms.army.mil/production/cninv000000000009652/scocontents/external/qm6200/pe.htm

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QM6200 Lesson - Food Service Administration

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