AFMAN23-110V2PT13CH8.pdf

CHAPTER 8

EQUIPMENT MANAGEMENT

Section 8A—GENERAL INFORMATION.

8.1. Chapter Summary. This chapter describes some of the different types of equipment assets and how, you, as a customer, may obtain them. This chapter also addresses AFEMS modernization and how it impacts equipment custodians. Further, it briefly discusses the responsibilities of commanders and custo-dians regarding the management of Air Force Equipment.

8.1.1. Section 8A. This section defines equipment items, describes the equipment management codes used to determine the type of management action required for managing equipment items, and lists the duties and responsibilities for organization commanders and equipment custodians.

8.1.2. Section 8B. This section highlights the changes to the AFEMS in general terms, provides information as to the location of the AFEMS (C001) User Manual, and provides the standard log-on procedures upon reaching the AFEMS (C001) environment.

8.1.3. Section 8C. This section explains how to establish a custodian account, designate and change custodians, and transfer custody receipt of EAID items. This section further describes how custodi-ans can gain relief from responsibility or accountability.

8.1.4. Section 8D. This section addresses equipment allowance standard documents. These docu-ments depict the items and quantities of equipment items that Air Force organizations need in order to perform their assigned missions. Next, this section explains how organizations may request and obtain on-hand equipment that is required but is not in an allowance standard. This section also explains how equipment may be authorized on a temporary basis (180 days or less), under ASC 987.

Finally, it describes unauthorized equipment on-hand and how to dispose of it.

8.1.5. Section 8E. This section describes the different categories of equipment items, such as office furniture and government-owned appliances and weapons/small arms. It also describes how to pre-pare and process equipment requests.

8.1.6. Section 8F. This section describes how to maintain the custodian file and list the forms and management products that are required to be maintained in the file. In addition, this section describes stock number relationships regarding the issue of an equipment item as a suitable substitute.

8.1.7. Section 8G. This section describes the implications of the SFFAS (Statements of Fed-eral.Financial accounting Standards) #6 and DOD financial management reporting of capitalized assets.

8.1.8. Section 8H. This section describes the procedures and the criteria for having equipment items repaired on contract.

8.1.9. Section 8I. This section explains the exchange warranty program and lists the items that are excluded from the program.

8.1.10. Section 8J. This section addresses requirements for CE equipment and lists the directive which describes the process for identifying and describing CE equipment requirements. This section also explains how CE equipment is requisitioned and accounted for. Finally, it lists the directives that governs the policies and procedures for handling CE project materiel.

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AFMAN 23-110 Volume 2 Part 13, Chapter 8

8.1.11. Section 8K. This section covers the types of COMSEC equipment, the applicable allowance standards, and identifying COMSEC requirements.

8.1.12. Section 8L. Describes the policy, procedures and management responsibility for managing accountable organizational budget code 9 equipment.

8.1.13. Section 8M. This section describes the policy and procedures used to determine training equipment allowances and how to order training equipment required for resident school courses and field training detachments.

8.1.14. Section 8N. This section describes the different categories of low speed vehicles (LSV) and other government motor vehicle conveyances (OGMVC). Also, it explains how LSVs and OGMVCs are accounted for and at which level the authorization for these assets may be approved.

8.2. Overview. Section 8A defines equipment items, provides the equipment management codes used to determine the type of management action required for equipment items, and lists the duties and responsi-bilities for organization commanders and equipment custodians.

8.3. Defining Equipment Items.

8.3.1. Equipment definition. Equipment is defined as follows.

8.3.1.1. All items of a durable nature capable of continuing or repetitive use by an individual or organization.

8.3.1.2. All items other than supplies needed to outfit an individual or organization.

8.3.1.3. General Personal Property and Equipment. General PP&E is broken down into two sub-categories; real property and personal property. Real Property is land and real estate. Personal property consists of various equipment and vehicles.

8.3.2. Equipment Classification.

8.3.2.1. Individual Equipment. Items required for the personal use of individuals.

8.3.2.2. Organizational Equipment. Items required for use by an organization or unit.

8.3.2.3. Special or Project Equipment. Items not authorized in an allowance standard, but are determined as essential in connection with a particular operation, function, or mission.

8.3.3. Equipment Categories. There are two separate categories of equipment items.

8.3.3.1. EAID Items. These items require formal supply property accountability and must be reflected on the organization's Custodian Authorization/Custody Receipt Listing (CA/CRL).

8.3.3.2. Non-EAID Items. These are items requested through the Logistics Readiness Squadron (LRS) Equipment Accountability Office (EAO) or Global Logistic Support Center Equipment Management Element (GLSC EME)/Air Force Vehicle Equipment Support Agency (AFVESA), but do not require formal supply property accountability. Normally, these assets do not appear on the CA/CRL.

8.4. Equipment Management Code. The EMC is a single-digit code used to indicate the type of man-agement required for equipment items. These codes are defined in Attachment 8A-1. The equipment custodian may challenge the EMC on-line into the AFEMS (C001) using the data transaction session's automated equipment management code challenge (IREC) screen if they feel it is wrong. The AFEMS 8–2

(C001) provides an E-Mail notice advising the requesting custodian of the final disposition of the chal-lenge. NOTE: If you do not have access to AFEMS (C001), then provide the information to Equipment Management Element in Base Supply, and they will enter the EMC challenge into AFEMS (C001).

8.5. Responsibilities Assigned.

8.5.1. Organization Commander Responsibilities. Within the scope of their specified responsibility and authority, organization commanders are responsible for the following:

8.5.1.1. Stringent control in initiating equipment requests to ensure economic management and elimination of luxury or nonessential items (including their inadvertent entry into the equipment system).

8.5.1.2. Ensure authorization request action is taken to obtain the equipment necessary to support the assigned or programmed functions and unit mission.

8.5.1.3. Make sure all items are properly maintained and safeguarded. If loss, damage, or destruction occurs to reportable equipment items, factual data must be provided to the (LRS/CC) as support documentation for relief of responsibility and accountability.

8.5.1.4. Ensure frequent inspections are conducted on individual clothing and equipment autho-rized to unit personnel or function. Inspections will determine completeness and serviceability.

8.5.1.5. Ensure all unit personnel are properly instructed in the care and safeguarding of supplies and equipment and that these instructions are rigidly enforced.

8.5.1.6. Exercise supply discipline by doing the following.

8.5.1.6.1. Prompt repair or turn-in of unserviceable (reparable) items and unserviceable items that cannot be locally repaired.

8.5.1.6.2. Prompt action in requesting change of authorization of equipment when a function is reduced, eliminated, or when a mission change occurs.

8.5.1.6.3. Eliminate the hoarding of any supplies or equipment and ensuring the prompt return of unneeded items.

8.5.1.7. Upon assumption of command or as changes occur, appoint capable individuals as prop-erty custodians and alternates and establishment of, change to, or reconciliation of custodian accounts.

8.5.1.7.1. Custodians may be commissioned officers, warrant officers, noncommissioned officers, civilians or contractors (IAW AFI 23-111 and as specified in contract) if the contract so stipulates and must be mutually agreeable to the organization commander and the LRS/CC.

This applies to active duty or reserve, male or female personnel. Foreign nationals or local wage rate employees (foreign employees in host countries) may be appointed as primary or alternate custodians only when they may be held pecuniary liable under the law of the host country.

8.5.1.7.2. Officer personnel whose duties are directly associated with readiness of combat forces will not be assigned as equipment custodians. This applies to active duty and reserve male or female personnel, however, this restriction may be waived at the option of the MAJ-

COM.

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8.5.1.8. Make sure a new primary custodian or alternate is appointed when both the primary and alternate custodians are absent simultaneously for 45 or more calendar days or when either custo-dian is transferred (permanent change of station or permanent change of assignment).

8.5.1.9. Ensure primary and alternate custodians, not previously trained, attend custodian training provided by the LRS/CC. Custodians and alternates who have performed these duties within the past 2 years must report to the Equipment Management Element or Customer Training on assign-ment to be briefed on command supplements, local policy, and local requirements.

8.5.1.10. Ensure that enough assigned individuals are preselected to serve as equipment custodi-ans on all unit deployments. The individuals will be identified to the host LRS/CC to receive cus-todian training regarding the management of Air Force equipment during deployment.

8.5.1.11. Ensure that all personnel within the organization are aware of the policies and guide-lines expressed in AFI 23-111, Management of Government Property in Possession of the Air Force.

8.5.1.12. Ensure accurate financial reporting of assets IAW the SFFAS# 6 and DOD guidance (See Section 8G-File Maintenance).

8.5.1.13. Organizational commanders will sign all annual and non-annual equipment inventory lists to certify the inventory actually took place and to verify that action has been taken to resolve any noted discrepancies. Commanders will sign the following statement on the CA/CRL: "I cer-tify that a required equipment inventory for (ORG/SHOP CODE) was conducted on (Date) by (Custodian Name). All discrepancies have been identified on this CA/CRL and I have begun actions necessary to resolve the discrepancies. I have reviewed my custodian's PCS eligibility and based upon existing information, this custodian is/ is not scheduled to be PCS'd. If my custodian is scheduled for PCS, he/she will be replaced not later than (Date), IAW AFMAN 23-110, Vol-ume Two, Part 13 Chapter 8, Section 8A. NOTE: When a custodian requests a new CA/CRL because the current copy is unreadable due to numerous pin and ink transaction postings, the new copy is deemed a work copy and does not require the commander's signature. However, the cur-rent copy that bears the commander's signature must remain in file until it is replaced by new signed copy.

8.5.2. Primary Equipment Custodian Responsibilities. The primary custodian must do the following.

8.5.2.1. The Block III CBT on AFIT website, https://online.afit.edu/msg, must be completed.

Equipment Custodians must pass with an 85% rate in order to receive a certificate and apply for an Air Force Management System (AFEMS) password. A copy of the certificate must be pre-sented to the LRS EAO. LRS EAO will provide Block III Supplemental training that gives addi-tional pertinent information equipment custodian's require in order to adequately perform their duties such as; POCs, MAJCOM Supplement information, MAJCOM messages, GLSC website, and local procedures, etc. NOTE: Block III training certificates issued by the LRS EAO prior to 1 July 2007 may replace the AFIT Block III certificate.

8.5.2.2. Perform inventories atleast annually in a “floor to book style.” This involves a physical count of all assets within a given work area and reconciling them with a property book record. In other words, ensure all assets can be traced back to a CA/CRL or other record if the property requires accountability, (i.e. most items over $2500 should be entered on a formal property record, usually a CA/CRL. Ensure that all items are on-hand and serviceable. Assist supply per-sonnel when inventories are performed by Base Supply. NOTE: Normally, inventories are per- 8–4 formed by the respective custodians. Inventory of EAID accounts is performed by Base Supply personnel only when the organization commander or staff agency director requests it in writing, and the request is approved by the LRS/CC. All such requests must be completely justified, not-ing specific discrepancies that cannot be resolved by requesting organization.

8.5.2.3. Prepare and forward requests to the EMS for authorization and allowance changes and other property transactions subject to EAID management. The request may be input on-line into the AFEMS (C001) via use of the data transaction session's TACR transaction if you have access to AFEMS (C001). Obtain the organization commander's or designated representative's signature for authorization changes when required.

8.5.2.4. Record requests that are submitted to the EMS or input on-line into the AFEMS (C001) TACR on AF Form 126, Custodian Request Log.

8.5.2.5. Maintain suspense and completed copies of all documentation needed to determine the status of accounts.

8.5.2.6. Coordinate, as needed, with such activities as the Ground Safety Officer, Documentation Manager, Director of Base Medical Services, Civil Engineer, Communications Officer, and other planning activities, before submitting requests.

8.5.2.7. Verify CA/CRL received from the LRS EAO or GLSC EME/AFVESA to make sure data are complete and accurate. Perform inventories when required. Indicate on the CA/CRL any dis-crepancies. Assume responsibility for all equipment physically accounted for during the inven-tory by signing the CA/CRL. Brief the organizational commander on the results of the inventory . Highlight any discrepancies that you are not able to assume responsibility for and obtain the commander's signature with the statement referenced earlier in this section that is printed on the CA/CRL. The signed CA/CRL shall be returned to the LRS EAO within 15 workdays from the date of production listed on the CA/CRL. Off-base organizations are allowed 30 workdays from the production date listed on the CA/CRL.

8.5.2.8. Report at once, any excess authorizations, allowances, or in-use assets to the LRS EAO and/or GLSC EME/AFVESA.

8.5.2.9. Review all allowance standards applicable to their organization with the LRS EAO and/ or GLSC EME/AFVESA. Recommend any needed changes, additions, or deletions.

8.5.2.10. Furnish information to change EAID records to be relieved from accountability or responsibility for items that are lost or destroyed.

8.5.2.11. Make sure, when custodial responsibility ends, that the custody account is properly transferred to the new custodian and officially cleared by the LRS EAO. This includes any docu-mentation or peculiarities, especially in regard to capital assets (See Section 8E for a definition of capital assets).

8.5.2.12. Send to the LRS EAO and/or GLSC EME/AFVESA, within 10 workdays, documenta-tion for all EAID managed equipment transferred or shipped to another activity, or received from sources other than the LRS/CC. This includes equipment received from lateral support.

8.5.2.13. Make any needed follow-up action with the LRS EAO and/or GLSC EME/AFVESA.

8.5.2.14. Submit requests for all equipment found on base and send it to the LRS EAO. Turn-in or justify the item if it is required.

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8.5.2.15. Perform a due-out validation with Requisitioning (see chapter 5).

8.5.2.16. Make sure, by spot checks and periodic inventory, that all assigned property is accounted for and is physically on hand, or that action was taken to clear the account of missing or damaged items.

8.5.2.17. Make sure all equipment to be turned in is clean and complete.

8.5.2.18. Prepare and maintain AF Form 1297 for items loaned outside the custodian's span of control. Items that are excess to requirements or should be transferred must not be loaned. Spot checks or periodic verification can be accomplished to ensure property is being adequately con-trolled and maintained. General log forms or locally approved electronic logs may be used in lieu of the AF Form 1297 for equipment items checked in and out on a daily basis. Examples are por-table radios and small arms.

8.5.2.19. Check with the EMS for correct procedures for loaning equipment outside of the Air Force; for example, formal loan agreements, inter- or intra-command loans.

8.5.2.20. When practical, affix labels provided by the LRS EAO or GLSC EME/AFVESA to equipment items on your account. This is mandatory for capitalized assets. Most capitalized assets contain an identaplate that reflects the manufacturer’s serial number. If no serial number can be found, contact LRS EAO or GLSC EME/AFVESA for assignment of a number. If LRS EAO or GLSC EME/AFVESA provides a local assigned serial number to a capital asset, you must engrave the serial number on the asset where it is visible. Advise the LRS EAO or GLSC EME/AFVESA when replacement labels are required.

8.5.2.21. Initiate requests for rental when advised by the LRS EAO and/or GLSC EME/

AFVESA.

8.5.2.22. Notify the LRS/CC when known equipment changes impact future supply support.

Method of notification must be by letter, input online into the AFEMS (C001) by the TACR trans-action or included on the AF Form 601 and must contain as a minimum: projected date for equip-ment installation or deactivation, any known or suspected support requirements, and if adjusted levels should be established or deleted.

8.5.2.23. Inform the base repair activity, including Contract Maintenance, of items that need inspection, repair, calibration, adjustment, or other work. State on the request the most cost-effec-tive way to repair equipment; for instance, patch vinyl upholstered furniture instead of recovering

it. For maintenance of kitchen equipment or appliances, contact the BCE. Individual equipment needing cleaning or repair will be processed according to instructions provided by Base Supply Individual Equipment.

8.5.2.24. Ensure equipment which is personal property but used in government offices has identi-fication attached to identify the owner. Personal property are those potential accountable items that were not procured with government funds e.g. refrigerators, and printers. Plants and coffee pots do not require labeling to identify the owner.

8.5.2.25. Respond to E-Mail notices from the AFEMS (C001) if you have access to the AFEMS (C001).

8.5.2.26. AFEMS configuration data for each custody account will be validated annually. The LRS EAO will provide a data set template in two copies using the TORC screen data in AFEMS and will annotate those configuration codes that apply to the units equipment account. The custo- 8–6 dian will annotate the applicable configurations codes, verify the information, and sign both cop-ies. Copy 1 will be placed in their custodians jacket file in TAB B. Copy 2 will be returned to LRS EAO for filing in the applicable Master CA/CRL Jacket File.

8.5.2.26.1. If any changes occur outside of the annual validation, the custodian will contact the LRS EAO via letter or email. Attach the letter or email to the data set template that is filed in the custodian jacket file. Once a new annual validation has been completed the previous data set template and attachments will be destroyed.

8.5.2.27. Keep a historical maintenance record (general purpose form) on office appliances as required by Technical Orders 0025-211 and 46A-1-1. A record is not needed for appliances shown on the master appliance listing maintained by BCE.

8.5.3. Alternate Equipment Custodian. In general, alternate custodians must be knowledgeable in equipment management procedures, and in particular, they must be knowledgeable of their respective equipment accounts. Alternate custodians responsibilities include the following.

8.5.3.1. Performance of all primary custodial responsibilities with, and in the absence of, the pri-mary custodian. These responsibilities are listed above.

8.5.3.2. Upon assignment as an alternate custodian, report at once to the LRS EAO for a briefing on equipment policies and procedures.

8.6. Personnel with AFEMS User-Id and Password. Present policy of most MAJCOMs dictates that Base Supply personnel, who need information from AFEMS to process SBSS equipment transactions, and custodians who process a large amount of AF Forms 601 yearly will have the user-IDs and pass-words. For example, a custodian who processes 100 AF Forms 601 a year should have a user-ID and password, whereas a custodian who only processes one or two should not. Normally, the Equipment Management Section in Base Supply will know how many user-IDs and passwords are available. If they do not, they can obtain that information from their MAJCOM equipment representatives. Quarterly, per-sonnel (including Base Supply personnel) possessing an AFEMS user-ID and password WILL UPDATE the Personal Configuration as follows.

8.6.1. Enter the AFEMS and access the e-mail session.

8.6.2. Select "P" for Personal Configuration. At Configuration Selections, select "Telephone Num-bers". When Telephone Numbers appear, update the first line as follows.

8.6.2.1. Enter your complete DSN number followed by the complete commercial number. An example: DSN 596-5555, COM (334) 416-5555.

8.6.2.2. If you are an equipment custodian, enter the SRAN of your local Base Supply, your equipment account designation, and organization in the remaining spaces on the third line. An example: FE3022 156EM 14TH MAINT SQ.

8.6.2.3. If you are other than an equipment custodian at base level, enter the SRAN of your local Base Supply, short designation of where you work (i.e., EAO, St Cont, Mat Cont, Inv, Doc Cont, Cust Spt), and organization in remaining spaces on the third line. An example: FE3022 Cust Spt 14th Sup Sq.

8.6.2.4. For personnel in MAJCOM and staff positions, recommend pertinent information be entered on the third line to help the item managers identify what you manage. Examples: ACC AGE EQUIPMENT, HQ USAF SUPPLY POLICY, and PAF COMM EQUIP.

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8.6.3. After updating "Telephone Numbers" as described above, return to "Configuration Selections" and select "Addresses". Update "Addresses" as follows.

8.6.3.1. At primary address, enter your complete mailing address. EXAMPLE: 25 SOS/LG

2000 EAST MOORE DRIVE MAXWELL AFB, GUNTER ANNEX AL 36114-3004.

8.6.3.2. At secondary address, enter your message address: EXAMPLE: 25 SOS MAXWELL

AFB-GUNTER ANNEX AL//LG//.

8.6.4. Once the above initial update is made, the quarterly requirement should only entail making changes as long as you possess your user-ID and password for AFEMS.

Section 8B—AFEMS UTILIZATION.

8.7. Overview. This section highlights the changes to the AFEMS in general terms, provides information as to the location of the AFEMS (C001) User Manual, and provides the standard log-on procedures upon reaching the AFEMS (C001) environment.

8.8. AFEMS Modernization.

8.8.1. Modernized AFEMS. The modernization of the AFEMS (C001) has changed some aspects of equipment management for the equipment custodian. Highlights of changes to the modernized AFEMS (C001) are cited in the paragraphs below.

8.8.1.1. The web based AFEMS is the single point of entry for the below listed transactions.

Except for vehicles (201 details with a vehicle registration number and/or equipment code “L or V”), SPRAM (activity code “D”), and organizationally managed equipment items (modified 201 details with activity code “P”), the below listed transactions must be input first in AFEMS. If the transactions are entered successfully in AFEMS, AFEMS will generate and transmit images of the tranactions to the SBSS for processing. A reject will occur whenever an attempt is made to man-ually process these TRICs in the SBSS before they are input in AFEMS. Vehicles, SPRAMS, and organizationally managed equipment items transactions will continue to be processed in SBSS NOTE: .With the exception of Wright-Patterson AFB, the procedures in this paragraph has not been fully implemented.

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T

N screens through on-line help and nteractive error detection. After BSS for processing. Upon suc-ndition in SBSS and then resub-e transaction must be re-accom-ul processing of the transaction ns to the SBSS at the fourth and

AFEMS' web address for online aining approval for authorization

T Y 1 n NOTE 1 1 2 1 2 F 2 F 2 F 2 F 2 F 2 F 2 F F 2 8–9 able 8.1. AFEMS Transactions.

OTES:

1. In certain instances the GLSC EME/AFVESA will be authorized to process this transaction.

2. This transaction is processed by the LRS EAO for units that are not centralized.

8.8.1.1.1. AFEMS provides a cross-reference of SBSS transactions to the corresponding AFEMS search facilities. In addition, AFEMS provides intuitive navigation with drop down menus and i transactions are successfully entered in AFEMS, images will be generated and transmitted to the S cessful SBSS processing, the appropriate interface image will be transmitted to AFEMS for input.

8.8.1.1.2. AFEMS Inbound and Outbound files will be processed at least six times a day.

8.8.1.1.3. If an SBSS reject occurs upon receipt of an AFEMS inbound image, correct the reject co mit the transaction from the AFEMS suspense screen. If the suspense file has been deleted, th plished through the AFEMS terminal. Suspense records are cleared upon receipt and successf images received from the SBSS. AFEMS will automatically retransmit images of the transactio seventh day after input. Suspense records will be deleted on the eleventh day.

8.8.1.2. Allowance information available on-line (AS publication eliminated for most users). The allowance information is https://www.afems.wpafb.af.mil

8.8.1.3. On-line allowance change request for recommending changes to allowance standards and obt changes which require approval above wing/base level.

RIC TYPE TRANSACTION PRIMARY RESPONSIBILIT

ED Equipment Deployment/Return Single selection LRS EAO/Equipment Custodia ETT Equipment Accountability Transfer Single Selection GLSC EME/AFVESA NOTE ETX EAID Accountability Termination Single Selection GLSC EME/AFVESA NOTE CIL (Type1) EAID/In-Use/ Detail Load GLSC EME/AFVESA NOTE CIC (Types1 and 4) EAID/In-Use/ Detail Change GLSC EME/AFVESA NOTE CIC-MER (Type 3) EAID/In-Use/ Detail Change GLSC EME/AFVESA NOTE CID (Type 1) EAID/In-Use/ Detail/Change/Delete GLSC EME/AFVESA NOTE EC Terminate EAID Accounting GLSC EME/AFVESA NOTE EDE Equipment/WRM Packages Receipt Transfer GLSC EME/AFVESA NOTE ER EAID/In-Use Identity Change LRS EAO ET EAID/In-Use Inter-Custody Receipt Transfer Gaining Custodian NOTE 1 &

8.8.1.4. E-Mail notices to advise the custodian of such things as allowance changes, allowance change request status and population of DCFI screen with financial reporting data. (See chapter 22, section 22C, table 22C1 for mandatory fields).

8.8.1.5. On-line requests to change equipment management codes.

8.8.1.6. Base-funded equipment excess list.

8.8.2. AFEMS C001 Access Request. Primary and alternate custodians prepare and submit an AFEMS C001 Access Request to obtain a USERID and password for the AFEMS (C001) system.

(See Attachment 8B-1 for the instructions on how the form should be filled out.)

8.8.3. AFEMS Telnet Log-On Procedures. Once you reach the AFEMS (C001) environment, enter the following information.

8.8.3.1. AFEMS (C001) initiation screen. This screen contains the date/time group in the upper right hand corner and the prompt for initiating the AFEMS log-on sequence. Input: AWP AFEMS or AWP AFEMS 1 in the enter code field in the lower left hand corner of the screen and then press the ENTER key. Then enter your PC emulation number. Enter ? to see a list.

8.8.3.2. AFEMS (C001) Log-on Screen. Input your user-ID and password (use tab key to navi-gate between user-ID and password) and then press the ENTER key.

8.8.3.3. AFEMS (C001) Informational Message Display. This screen provides user account information, such as the number of log-on attempts made (count field) and the data and time of the last log-on (last used). Check these values to determine if any unauthorized access occurred.

Press the ENTER key after checking these values.

8.8.3.4. AFEMS (C001) Main Menu. This screen lists the processing options or sessions avail-able through the AFEMS (C001). Choose the desired option and input the corresponding number next to the system prompt (upper left hand corner ===>).

Section 8C—ACCOUNTING FOR ORGANIZATION EQUIPMENT.

8.9. Overview. This section explains how to establish a custodian account, designate and change custodi-ans, and transfer custody receipt EAID items. This section also tells how custodians can gain relief from custodian responsibility and equipment accountability.

8.10. Establishing a Custodial Account. See chapter 1, section 1A.

8.11. Designating Equipment Custodians. The equipment custodian is appointed by the organization commander. The custodian decides what equipment is needed and keeps the LRS EAO and GLSC EME/ AFVESA advised of these needs. Custodial responsibilities are explained in this chapter.

8.12. Changing Custodians. In the event of change of a custodian, the organization commander appoints a new custodian.

8.12.1. Departing Custodians. The departing custodian forwards a request (through the organization commander) to the LRS EAO and GLSC EME/AFVESA, to transfer the account to the new custo-dian. The request must include the following:

8.12.1.1. Custody receipt account code.

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8.12.1.2. Manpower personnel assignment document function code.

8.12.1.3. Section title.

8.12.1.4. Name and grade of departing and new custodian and alternate.

8.12.1.5. Organization and shop code.

8.12.1.6. Building number of the custodian's duty section.

8.12.1.7. Telephone number.

8.12.1.8. Approval signature of the commander.

8.12.1.9. Signature samples for both the primary and alternate equipment custodians.

8.12.2. New Custodian. When the request for transfer is received, the LRS EAO or GLSC EME/ AFVESA provide two copies of a new CA/CRL, and ensures custodian training is accomplished before the custodian signs for the account. The new custodian will perform a joint inventory of the CA/CRL with the outgoing custodian. When the new custodian is fully satisfied that items and quan-tities included on the CA/CRL are accurate, he or she must sign on the last page acknowledging responsibility for the property. A legible copy with a legible signature is sent to the LRS EAO and GLSC EME/AFVESA. This cannot be a copy produced on a duplicating machine unless it has an original signature. A copy is retained by the custodian.

8.13. Property Transfers/Exchanges from Other Federal Entities.

8.13.1. General PP&E transferred from other federal entities should be recorded at the transferring entity’ net book value. If the transferring entity’s net book value cannot be determined, generally PP&E is recorded at the fair market value at the time of transfer.

8.13.2. This information should be kept on file as long as the asset remains in the Air Force inventory

8.14. Transferring Custody Receipt, EAID Items. Custodians notify the LRS EAO or GLSC EME/ AFVESA before moving or transferring items listed on their CA/CRL. If this is not possible, notify the LRS EAO or GLSC EME/AFVESA the next workday. LRS EAO or GLSC EME/AFVESA approval is not required when a custodian loans an item on AF Form 1297, Temporary Issue Receipt.

8.14.1. Transfer of equipment between custodians. The gaining custodian coordinates with the los-ing custodian and the gaining custodian submits a request for transfer to the LRS EAO or GLSC EME/AFVESA or inputs the request in AFEMS. The LRS EAO, GLSC EME/AFVESA or custodian processes an intercustody receipt transfer (TRIC FET), to transfer the item and preclude expenditure of funds. If the FET is input by the custodian, it must be input by the gaining custodian. Also, the FET input must be the transfer of a use code B asset to fill a use code A, B, C, or D requirement. Cus-todians provide the same data elements to LRS EAO or GLSC EME/AFVESA as for an issue request.

Also provide the losing custodian with the in-use detail document number in block "E" of the AF Form 2005, the letter, or call-in. In addition, transfer all applicable paperwork with the asset.

8.14.2. Transfers of equipment for rotation, exercise, deployments, or inter- or intra-command loans.

Custodians immediately notify the LRS EAO or GLSC EME/AFVESA before physical movement of the item. Notify the LRS EAO or GLSC EME/AFVESA when the item is returned, or when they receive the item from other activities. The GLSC EME/AFVESA processes the inputs to (TRICs FET/1ET) transfer the item.

8–11 rs (RDO) to redistribute equipment an equipment item and the required the base with the excess item. The occasions when a MAJCOM will orized shortages that are owned by , and that base will ship the excess a transfer request form (See figure h other before the RDO/shipment 8–12

8.14.3. Major Command (MAJCOM) Redistribution Orders. Major Commands use redistribution orde items between their bases. For example, when a MAJCOM has a base with an authorized shortage for item is excess and is serviceable at another base in the command, the MAJCOM will send an RDO to RDO is the authority for that base to ship the excess item to the base with the shortage. There are also direct it’s bases with equipment that are excess to the command, to ship those items to bases with auth other Air Force Commands. The losing MAJCOM will send an RDO to the base with the excess item item to the other MAJCOM's base with the authorized shortage. The losing custodian should complete 8.1) and forward it to the losing MAJCOM. The losing and gaining MAJCOMs coordinate with eac actions take place.

F

8–13 igure 8.1. Equipment Transfer Request Form, Part 1.

Figure 8.2. Equipment Transfer Request Form, Part 2.

8.15. Relief From Responsibility or Accountability. The custodian makes sure that all property charged to the account is on hand or that action has been taken to clear the account of missing or damaged items. The LRS EAO or GLSC EME/AFVESA advises organization commanders and custodians in completing the needed adjustment documents and makes equipment identity changes needed to correct errors. NOTE: Policies and procedures regarding the unauthorized use of property, recovery of property unlawfully held, and accounting for property lost or destroyed by other than fair wear and tear are in AFMAN 23-220, Reports of Survey for Air Force property.

Section 8D—EQUIPMENT ALLOWANCE STANDARDS.

8.16. Overview. This section describes how to request changes to allowance standards and the process to request these changes.

8.17. Allowance Standards.

8.17.1. General. The Air Force equipment allowance standards prescribe items and quantities of equipment required to perform assigned peacetime and wartime missions, functions, and duties of Air Force organizations and individual specialists. Allowance information is provided on-line in the AFEMS (C001) to all users. The new design establishes allowances by end item and mission applica- 8–14 tion with the capability to compute maximum allowance quantities by organization. The AFEMS (C001) will do the following:

8.17.1.1. Allow users on-line query capabilities to determine maximum quantities allowed for item(s) for a given organization's mission.

8.17.1.2. Validate all base authorizations to ensure they do not exceed maximum allowances.

8.17.1.3. Request allowance standard hard copy reports using the on-line query allowance stan-dard inquiry (TINQ). The results are output to the AFEMS (C001) output product facilities.

8.17.1.4. Provide allowance changes to all affected users through E-Mail notices if access avail-able.

8.17.1.5. Identify in-use substitutes with questionable suitability for the preferred item.

8.17.2. Provisions Governing Allowance Standards.

8.17.2.1. Generally, only nonexpendable (equipment assets) items are listed in allowance stan-dards. Exempted from this policy are specialized tools, personal retention and survival items, components of bench sets, and WRM.

8.17.2.2. Normally, the basis of issue in allowance standards presents the maximum allowable quantity authorized by the applicable level of approval authority. The organization commander may exceed the basis of issue on non-weapon system allowance standards when the item is base-funded equipment and is for base support requirements (use code B). This policy excludes allow-ances in allowance standard 012 and those allowance standards identified by MAJCOMs as weapons systems allowances requiring above wing/base level approval (that is WAB CEMO).

8.17.2.3. The AFEMS (C001) provides an on-line index of allowances to include miscellaneous Allowance Standards Code ASC.

8.17.2.4. Requests for changes to allowance standards may be initiated by any activity (organiza-tion, squadron, shop, etc.). AF Form 601 must be submitted to the LRS EAO or GLSC EME/ AFVESA or input on-line into the AFEMS (C001) using the data TACR transaction for evalua-tion, if access is available. Requests for allowance standard changes are submitted when it is determined that allowances are inadequate, excessive, or equipment is unsuitable for peacetime or wartime.

8.17.2.5. Training equipment required to support training courses is derived from allowance stan-dards of the same functional area or weapon system allowance standard. The allowance ID loaded in the SBSS designates the applicable allowance standard. Place an alpha O in the seventh position of the ASC to designate a training requirement.

8.17.2.6. Allowance change request notices/status.

8.17.2.6.1. Allowance change request approved/disapproved. The AFEMS (C001) sends an E-Mail notice to notify the initiator and all evaluators of the final disposition of allowance change requests. The AFEMS request number is provided so the recipient can retrieve on-line the appropriate TACR if further review is required. NOTE: Dependent upon initiator having access to AFEMS (C001).

8.17.2.6.2. Allowance change request status. You may obtain status for allowance change request by using the AFEMS (C001) on-line query allowance document status (TDSI) screen in the data transaction section. You may obtain the status by providing the AFEMS (C001) 8–15 request number or any combination of stock number, allowance ID, SRAN, organization code, or shop code. If the organization code is entered, then the SRAN must be entered and if the shop code is entered, then the organization code and the SRAN must be entered. You may optionally view the on-line allowance change request.

8.17.2.6.3. Allowance change notices. The allowance change notices alert the equipment custodian of changes to allowance standards used by their organization. The AFEMS (C001) consolidates messages by organization ID for equipment custodians so each recipient will not have to read multiple messages. The equipment custodian logs on to the AFEMS (C001) and selects the E-Mail option to retrieve the E-Mail notice. AFEMS (C001) provides the LRS EAO or GLSC EME/AFVESA with automated authorization updates for the conditions stated below. These changes are reflected on the D04, Daily Document Register.

8.17.2.6.3.1. The allowance standard BOI for a stock number is decreased and the current base authorization exceeds the maximum allowance quantity.

8.17.2.6.3.2. The current allowance standard stock number is changed and the base autho-rization is citing the change from stock number.

8.17.2.6.3.3. The current stock number is transferred to a new allowance standard.

8.17.2.6.3.4. The current stock number is deleted from the allowance standard.

8.17.2.6.3.5. All changes affecting mandatory mobility allowances.

8.17.2.7. Allowance standards are the sole basis for the authorization and procurement of equip-ment items for mobility requirements. Base-funded equipment items in allowance standards with BOI "as required" are at the unit commander's discretion. In no case will equipment items be placed in UTC logdet without a valid allowance. Requests to change mobility equipment allow-ances are required to be reviewed and coordinated by the UTC pilot unit. The logdet identifies the pilot unit.

8.17.2.7.1. The custodian should coordinate with the pilot unit so the pilot unit can determine if coordinated changes should be made for all units or would be applicable only to the origi-nating unit. If the majority of the units concur with the request change, the pilot unit will pro-cess an equipment change request to update the allowance standard. If the change does not apply to other units, the pilot unit will request for a deviation to the allowance standard for their organization only.

8.17.2.7.2. Pilot units will coordinate proposed mobility equipment changes with non-pilot units to obtain consensus and submit an equipment change request form through normal sup-ply channels to their gaining command CEMO for approval. Pilot units will provide a copy of the equipment change request form to non-pilot units once approved.

8.17.2.7.3. All mobility equipment authorizations are mandatory and will be on-hand, on-order, or included in an appropriate budget document if not centrally procured.

8.18. Special Allowances. Items that are not in an allowance standard but are required by an organiza-tion to perform its mission, may be obtained as a special allowance. ASC 041 is used to identify these needs. Requests for special allowances are made to the EMS on AF Form 601 or input on-line into the AFEMS (C001). They must be approved by higher headquarters, and in addition to normal justification, must state the reason the item should not be added to an allowance standard.

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8.19. Retention Authority. Retention authority (ASC 048) is used to authorize a required item that is not in an allowance standard but is already on hand. The item cannot be replaced if it becomes unserviceable;

however, it may be repaired within base resources when considered economically feasible and justified.

Submit a request for special retention authority using AF Form 601 or input on-line into the AFEMS (C001).

8.20. Temporarily Required Items (ASC 987). These are items that are needed for a period of 180 cal-endar days or less. Generally, loans are only approved for short-term activities or activities with specific temporary needs. The items are authorized for a specific period of time and must be turned in on the date the loan is terminated unless extended by the Logistics LRS/CC.

8.21. Unauthorized Equipment On-Hand (ASC 000). Equipment held by an organization that is not authorized, or exceeds the authorized quantity, is shown on the CA/CRL with ASC 000. This type of equipment must be turned in, or a request for authorization must be made to the LRS EAO and GLSC EME/AFVESA within 30 calendar days, IAW AFMAN 23-110, vol 2, part 2, chapter 22, section C.

Section 8E—SPECIAL EQUIPMENT REQUESTS.

8.22. Overview. This section describes the different categories of equipment items such as office furni-ture and government-owned appliances. It further describes how to prepare and process equipment requests.

8.23. Equipment Categories. The equipment items which follow require special coordination, approval, and handling. The list is not all inclusive. In many instances, the specific allowance standard or Air Force directive dictates who must coordinate or approve a request for a certain category or piece of equipment being requested from Base Supply. These approvals must be obtained before forwarding the request to the LRS EAO and/or GLSC EME/AFVESA or input on-line into the AFEMS (C001). In addition to the categories listed below see Attachment 8E-1.

8.23.1. STEP. The Special Training Equipment Program (classified) lists major training devices for which HQ USAF has responsibility. Special training devices, attachments, and kits are listed as line items in allowance standard 014 with the basis of issue listed in the STEP. Nonexpendable STEP equipment are maintained on EAID records.

8.23.2. Rental Equipment. Custodians will submit AF Form 9 to LRS EAO or GLSC EME/ AFVESA requesting rental of equipment. EAO personnel evaluate the request and determine whether procurement or rental is cost effective. After evaluation, EMS prepares a form letter or signs the AF Form 9 indicating to contracting that the item is recommended for lease/rental and returns the AF Form 9 to the custodian. The custodian then forwards the AF Form 9 to contracting for subsequent processing of DD Form 1155 for a services contract. There are separate rental procedures for fixed ground communications equipment and vehicles. Contact LRS EAO or GLSC EME/AFVESA in base supply for the procedures on the fixed ground communications and the REMS Manager in the LRS/CC or Chief of Transportation’s area for vehicle rental procedures. Maintain a copy of all rental or lease contracts (DD Form 1155) in your custodian file.

8.23.3. Local Manufacture or Fabrication. Air Force policy strictly prohibits local manufacture or fabrication of items coded local manufacture non-stock listed, without advance approval from the LRS EAO or GLSC EME/AFVESA.

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8.23.3.1. When an item of equipment is needed which is coded local manufacture in stock lists allowance standard, or can only be obtained by local manufacture, the custodian submits the requests to the LRS EAO and/or GLSC EME/AFVESA. The item must be justified and must contain a complete description to include drawings and TO, figure, and index number. For locally designed items, attach five copies of a drawing to the request.

8.23.3.2. The EMS determines if a standard item meets the requirements. If it does, the standard item is ordered. If not, a local stock number is assigned, a request to have the item fabricated is initiated, and inputs are processed to pick the item up on the CA/CRL.

8.23.4. Bench Mockups. Bench mockups or sets required for maintenance bench checks and Air Education and Training Command (AETC) training courses are included in allowance standard by NSNs. The components which make up the mockup are listed in the allowance standard or the allow-ance standard provides a reference for the components, such as TOs or another allowance standard.

Requests for bench mockups or sets are submitted to EMS. Local manufacture of these items is not permitted without advance approval of an authorization based on an allowance standard. The compo-nents actually required to configure the set are listed as an attachment to the request. If an NSN is not assigned to the bench mockup or set, the EMS assigns a local stock number temporarily. The EMS orders the components to assemble the set and process inputs to pick the items up on the CA/CRL.

Only XD/XF and nonexpendable components are accounted for on the CA/CRL. To add or delete components to or from the mockup or set, the custodian contacts the EMS. When the bench mockup or set is no longer required, the custodian requests turn-in. Do not request turn-in until disassembly is completed.

8.23.5. Requests for Government-Owned Appliances. Appliances such as washers, dryers, refrigera-tors, and ranges in dormitories, visiting officers quarters (VOQ), bachelor officers’ quarters (BOQ), guesthouse, and similar facilities are EAID property and must be reflected on the CA/CRL.

8.23.5.1. Initial requests must be submitted on AF Form 2005, by letter, telephone, or radio.

8.23.5.2. Any appliance that needs to be connected to water, electricity, or gas, or requires modi-fication of existing facilities must have the coordination of the BCE before sending to LRS EAO and/or GLSC EME/AFVESA.

8.23.5.3. The custodian must coordinate with the Civil Engineer for installation and checkout of an appliance when it is delivered.

8.23.5.4. Repair or replacement of appliances is requested through the BCE service call desk.

When it is determined replacement is more economical, the appliance is removed and replaced with a serviceable unit from the Civil Engineer backup stock.

8.23.5.5. See TO 00-25-211 for specific guidelines for repair allowances and replacement crite-ria.

8.23.6. Requests for Equipment Items in DRMO. Requests for serviceable and unserviceable equip-ment in DRMO must be processed through the LRS EAO and/or GLSC EME/AFVESA. The LRS/ CC is required to determine if the request for withdrawal is valid. The LRS EAO or GLSC EME/ AFVESA establishes EAID accountability and picks the item up on the CA/CRL. The custodian must coordinate with DRMO to ensure the asset is available in the DRMO before submitting the request.

8.23.7. Office Furniture. Logistics Readiness Squadron/supply activity no longer requires organiza-tion commanders’ signature on replacement furniture requests. Organization commanders will deter- 8–18 mine (by internal process) when office furniture needs to be replaced in lieu of being repaired or rehabilitated. The replacement will be requested from Logistics Readiness Squadron/supply activity by whatever means (normally AF Form 2005) Logistics Readiness Squadron/supply activity accepts.

8.23.8. Office Partitions, Storage Bins, and Miscellaneous Requests for Assemble Items. Request for office partitions, components, and accessories must be coordinated through the BCE. Contact the LRS EAO and/or GLSC EME/AFVESA before submitting requests for these items.