DEPARTMENT OF THE NAVY UNITED STATES NAVY BAND 617 WARRINGTON AVE., SE WASHINGTON NAVY YARD, DC

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1 DEPARTMENT OF THE NAVY UNITED STATES NAVY BAND 617 WARRINGTON AVE., SE WASHINGTON NAVY YARD, DC NAVBANDINST F USNB/COMPT NAVY BAND INSTRUCTION F From: Commanding Officer, United States Navy Band Subj: NAVY BAND INVENTORY CONTROL AND MANAGEMENT Ref: (a) U.S. Navy Financial Management Policy Manual (NAVSO P-1000) (b) U.S. Navy Regulations, Chapter 8, Article 0802 (c) NAVBANDINST H, U.S. Navy Band Organizational Manual (d) Financial Integrity Act (FMFIA) Annual Statement of Assurance (e) DoD Financial Management Regulation, VOL. 12, CHAP. 7 (Financial Liability for Government Property Lost, Damaged or Destroyed). Encl: (1) Navy Band Inventory Management Control Chain of Command 1. Purpose. To establish procedures governing The United States Navy Band (USNB) inventory management, control, and custody of Navy-owned minor property (class 3 and 4), per reference (a). 2. Cancellation. NAVBANDINST E. 3. Background a. Minor Property is Navy-owned personal property with a useful life of more than two years and unit cost over $100 (see Comptroller and reference (a) for additional details.) Personal property is acquired for immediate use (e.g., musical instruments). Additionally, any item that is deemed highly pilferable will also be accounted for. Per these parameters, acquired property is to be tracked and reported internally via appropriate means. b. The USNB has eight inventories: Audio, Visual, Brass/Woodwind, Information Technology, Percussion, Strings, Telecommunications, and Uniforms. The Inventory Control Manager (or authorized designee) will manage all inventory databases. A Property Responsible Officer (PRO) will manage a specific inventory, per paragraph Responsibilities. USNB s custody, inventory, supply, and security positions for Navy-owned property are graphed in enclosure (1). Specific duties:

2 a. All Hands. The accuracy of USNB s inventory system depends on the cooperation and actions of each USNB member. All Hands will: (1) Be held accountable for property issued to them. Only the PRO can transfer equipment custody from one person to another. Example: If Chief Smith gives a trumpet issued to him to Chief Doe and Chief Doe loses the trumpet, Chief Smith is still responsible for the trumpet. Chief Smith will be held responsible for the loss unless both Chiefs have gone to the PRO to have the instrument custody reassigned. In addition, Chief Doe may also be held responsible for the unauthorized use of Government equipment. (2) Work through their respective chain of command when requesting supplies, repairs, and/or purchases. (3) Immediately report missing, lost, stolen, or recovered equipment to the PRO. The member will follow-up this initial notification with a detailed, written report within three working days. (4) Safeguard equipment in their custody from excessive damage beyond what is normal "wear and tear" in the respective duty. Properly protect equipment in their custody, and produce this equipment on demand. b. The Commanding Officer (CO) is responsible, per reference (b), for managing all USNB financial and material resources with maximum economy. He/she must establish necessary instructions and standard operating procedures to insure proper accountability of government property. c. The Executive Officer is responsible for all aspects of USNB operations and readiness, including inventory audits and reviews. d. The Supply Officer has direct oversight of USNB supply/fiscal operations and department readiness. The Supply Officer will report to the CO on all matters related to requisition, acquisition, and inventory. The Supply Officer is also assigned sub-custody of all minor property purchased or held in custody by USNB, in addition to responsibilities assigned in reference (c). At the CO s discretion, this duty may be delegated to an Inventory Control Manager. e. The Inventory Control Manager will: (1) Direct the property management system, assisted by PROs. He/she will train and supervise all PROs, ensuring each receives a letter of appointment specifying required duties. 2

3 (2) Ensure all property accepted by USNB is entered into Defense Property Accountability System per reference (d) and the command inventory database. Supervise database maintenance. Receive an inventory list annually from each PRO and when PRO assignments change. (3) Maintain USNB s Allowance List as set for particular inventories. Working with the respective PRO will solicit recommendations and forward to the Supply Officer for changes to the list as needed. (4) Ensure standardized inventory management and control are exercised by all PROs. Ensure central and proper storage of all Personal Custody Cards within each inventory system. (5) Report missing, lost, stolen, or recovered equipment per reference (e). Assist with investigations and subsequent action as necessary. Conduct and/or participate in all formal and informal surveys as tasked. f. USNB Comptroller is tasked with duties outlined in reference (c). Regarding inventory, she/he will assist the Inventory Control Manager in supervising the PROs. Consult with the Contracting Officer periodically to ensure purchases are processed accurately and to schedule training. Review all requisitions to insure proper endorsements are obtained for the requested purchase. If proper endorsement is not obtained, the requisition will be returned immediately to the sender with instructions. g. The Receiving Officer is responsible for accepting all property purchased/acquired by USNB. He/she will enter into the inventory database all property received, and monitor receipt of all property accepted "contingent upon approval," ensuring that such property is returned to the vendor or accepted within seven days of receipt. Also, he/she will forward property accepted by USNB to the applicable PRO. h. The Contracting Officer is responsible for making procurements, and will review all requisitions to insure proper endorsements have been obtained from the respective PRO, Supply Officer, and Comptroller. If proper endorsement has not been obtained, the requisition will be immediately returned for proper endorsement. He/she will monitor procurements made by subordinate Purchasing Agents, report discrepancies, and make applicable recommendations to the Comptroller. i. PROs are responsible for managing their respective inventory system and all property assigned. Each will: (1) Sign an inventory list when accepting such duties. Prior to signing, a sight inventory must be conducted with the Inventory Control Manager. 3

4 (2) Work closely with their respective USNB Section Leaders/Supervisors to provide inventory control to ensure: (a) Present needs of the section and inventory fulfilled (b) Future needs projected (c) Purchases made in accordance with the respective USNB Allowance List. Working through the Inventory Control Manager, will make recommendations or justifications which will be presented to the Supply Officer for proposed changes to the Allowance List. (3) Accept property from the Receiving Officer. Coordinate tracking of property accepted "contingent upon approval" with the Receiving Officer; ensure that such property is returned to the vendor if found inferior, or is accepted within seven days of receipt. Make appropriate entries into the database. (4) Monitor the assigned inventory, change condition codes and custody as warranted, and track repair status. Comply with standardized inventory management and control procedures set by the Inventory Control Manager for USNB inventories. (5) Establish and monitor life cycle of each piece of inventoried property based on inventory condition and lifecycle management, recommend new purchases, or survey, repair or overhaul of equipment. Inform the Inventory Control Manager of any property requiring survey, including brief justification. (6) Issue items from his/her assigned inventory. Before issuance, ensure each item is properly identified with tags or applicable markings (preferably stenciled or engraved markings). (a) Instrument cases should be stenciled "U.S. Navy Band" (b) Instruments engraved with a unique tracking number (c) Automated data processing equipment and audio/visual equipment should be tagged or engraved (7) At time of issuance, inspect and issue all new property as assigned, and maintain custody cards. (8) Ensure Personal Custody Sheets, Custody Cards, and Instrument History cards are completed by all personnel issued property from the assigned inventory; that all changes are promptly entered on the custody and history cards and into the database; and that all custody and history data cards are centrally stored and controlled by the PRO. 4

5 (9) Conduct an annual sight inventory annually between January and March of all equipment assigned, and assist with other such inventories as assigned. Semi-annually, brief the Inventory Control Manager on the status of the inventory, and provide him/her an inventory list. (10) Endorse requisitions and submit funding requests for equipment purchases that have been submitted by members of USNB. (11) Ensure the Receiving Officer is informed of and performs a sight inspection on all new property that may be picked-up from the vendor by anyone other than the Receiving Officer. j. Section Supply Managers are assigned as delineated in enclosure (1), and at the discretion of the Supply Officer. Each Section Supply Manager will: (1) Make recommendations to the PRO for changes to the Allowance List. (2) Serve as their assigned section's liaison to the Supply/Inventory function, and as the point of contact for their section in answering questions and advising personnel on basic acquisition procedures for supplies and accessories. (3) Work with the respective PRO, and maintain an inventory of all accessories issued, ensuring accessories are uniquely marked (as practical) before issuance. Maintain personnel custody cards on accessories and monitor supplies issued to each individual. Propose reasonable limits on issuance of supplies to each individual (such as reeds) so funds are spent in the best interest of the organization and not to the benefit of any one individual. (4) Ensure the Receiving Officer is informed of and performs a sight inspection on all accessories and supplies picked-up by the Section Supply Manager. 5. Records Management. Records created as a result of this instruction, regardless of media and format, must be managed per Secretary of the Navy Manual of January Review and Effective Date. Per OPNAVINST A, United States Navy Band will review this instruction annually on the anniversary of its effective date to ensure applicability, currency, and consistency with Federal, DoD, SECNAV, and Navy policy and statutory authority 5

6 using OPNAV 5215/40 Review of Instruction. This instruction will automatically expire 5 years after effective date unless reissued or canceled prior to the 5 year anniversary date, or an extension has been granted. K. C. COLLINS Distribution: Electronic only via Department of the Navy Issuances Web Site: 6