Attachment_1.pdf

BY ORDER OF THE

SECRETARY OF THE AIR FORCE

AIR FORCE INSTRUCTION 32-6004

3 MARCH 2006

Certified Current, 22 July 2009

Civil Engineering

FURNISHINGS MANAGEMENT

COMPLIANCE WITH THIS PUBLICATION IS MANDATORY

ACCESSIBILITY: Publications and forms are available on the e-Publishing website at www.e-publishing.af.mil for downloading or ordering.

RELEASABILITY: There are no releasability restrictions on this publication.

OPR: HQ USAF/ILEH Certified by: HQ USAF/ILEH (Col Michael J. Smietana)

Supersedes AFI 32-6004, 30 October 2003 Pages: 72

This instruction implements AFPD 32-60, Housing. It implements within the Air Force Department of Defense (DoD) philosophy pertaining to housing management (see DoD 4165.63-M, DoD Housing Man-agement, September 1993; and DoD Instruction 1015.12, Lodging Program Resource Management, October 30, 1996); and provides guidance and rules for managing an installation furnishings and appli-ances program. Maintain and dispose of records created as a result of prescribed processes in accordance with AFMAN 37-139, Records Disposition Schedule. If there is any conflict between statements in this AFI and AFMAN 37-139 regarding retention of records, AFMAN 37-139 applies. This instruction requires collecting and maintaining information protected by the Privacy Act of 1974 authorized by 10 U.S.C. 9775. Privacy Act system of record F032 AF CE D, On/Off-Base Housing applies.

SUMMARY OF CHANGES

This revision incorporates Interim Change 2006-1 and clarifies the program elements that should be used when programming, purchasing, and maintaining furnishings and appliances for unaccompanied housing (UH), visiting quarters (VQ), and temporary lodging facilities (TLF). The revisions also clarify the role the Services Commander will play in identifying and advocating for VQ and TLF furnishings require-ments through their local comptroller. The entire text of the IC is at the last attachment. A bar ( | ) indi-cates a revision from the previous edition.

Chapter 1— FURNISHINGS PROGRAM RESPONSIBILITIES 5

1.1. Furnishings Management Program

1.2. HQ USAF Responsibilities

1.3. Major Command (MAJCOM) Responsibilities

1.4. Installation Commander Responsibilities

1.5. Installation or Base Civil Engineer (BCE) Responsibilities http://www.e-publishing.af.mil

2 AFI32-6004 3 MARCH 2006

1.6. Housing Flight/Furnishings Management Responsibilities

1.7. Unit Commander, CDMO, Housing Flight Chief, and Lodging Manager Responsibilities:

1.8. Services Commander/Director Responsibilities

1.9. General Officer Quarters (GOQ) Furnishings Costs

Chapter 2— FINANCIAL RESPONSIBILITIES 9

2.1. Furnishings and Appliances Budgets

2.2. Budget Requirements Justifications

2.3. Budgeting for Appliances

2.4. Furnishings Backup Stock

2.5. Furnishings Repair

2.6. Transportation of Furnishings

2.7. Acquisition

Table 2.1. Deleted

2.8. Supplies

2.9. Contingency Lodging

2.10. Appliance Backup Stock

Chapter 3— WAREHOUSE MANAGEMENT 13

3.1. Storage and Materiel Handling

3.2. Housekeeping and Safety

3.3. Pickup and Delivery Service

3.4. Receiving Furnishings

Table 3.1. Life Expectancy Chart

3.5. Storage, Operation, and Movement of Property

3.6. Moving

3.7. Inspection and Tagging

3.8. Repair and Replacement

Chapter 4— ACCOUNTABILITY 17

4.1. Philosophy

4.2. Types of Furnishings Accountability

4.3. Transaction Records

AFI32-6004 3 MARCH 2006 3

4.4. Customer Accounts

4.5. Excess Furnishings

4.6. Inventory/Assessment

4.7. Account Adjustment

4.8. Review

Chapter 5— OVERSEAS OPERATIONS 20

5.1. Requirements

5.2. Customer Support

5.3. Furnishings Support

5.4. Overseas Furnishings and Quarters Availability Report, RCS: HAF-ILE(SA) 7803 . 22

Chapter 6— APPLIANCE MANAGEMENT 23

6.1. Definition

6.2. Appliance Authorizations

6.3. Unaccompanied Housing (UH) and Lodging Appliances

6.4. Management

6.5. Appliance Maintenance:

6.6. Compatibility

Chapter 7— QUARTERS IMPROVEMENT COMMITTEE (QIC)/QUARTERS

IMPROVEMENT PLAN (QIP) 25

7.1. Philosophy

7.2. Quarters Improvement Committee (QIC)

7.3. Quarters Improvement Plan (QIP)

Chapter 8— FURNISHINGS ALLOWANCE STANDARDS 26

8.1. Philosophy

8.2. Policy

8.3. Types of Allowances

8.4. General Allowance Information

8.5. Unaccompanied Housing Allowances

8.6. Overseas Housing Allowances

8.7. Special Allowances

4 AFI32-6004 3 MARCH 2006

Chapter 9— FORMS 32

9.1. Forms Prescribed:

9.2. Forms Adopted:

Attachment 1— GLOSSARY OF REFERENCES AND SUPPORTING INFORMATION 33

Attachment 2— OVERSEAS FURNISHINGS AND QUARTERS AVAILABILITY

REPORT(RCS: HAF-ILE [SA]7803) 37

Attachment 3— QUARTERS IMPROVEMENT COMMITTEE (QIC) 41

Attachment 4— QUARTERS IMPROVEMENT PLAN (QIP) 45

Attachment 5— REPAIR ALLOWANCES AND REPLACEMENT CRITERIA 56

Attachment 6— FURNISHINGS ALLOWANCES FOR UNACCOMPANIED HOUSING 57

Attachment 7— FURNISHING ALLOWANCES FOR OVERSEAS HOUSING 61

Attachment 8— FURNISHING ALLOWANCES FOR CONUS HOUSING 64

Attachment 9— IC 2003-1 TO AFI 32-6004, FURNISHINGS MANAGEMENT 65

Attachment 10— IC 2006-1 TO AFI 32-6004, FURNISHINGS MANAGEMENT 66

AFI32-6004 3 MARCH 2006 5

Chapter 1

FURNISHINGS PROGRAM RESPONSIBILITIES

1.1. Furnishings Management Program. This program provides furniture and appliances for:

1.1.1. Family Housing. See Chapter 5, Overseas Operation, for tour duration items, furniture loaner kits and AFI 32-6003, General Officer Quarters (GOQ) for supplemental furnishings for GOQs and O-6 installation commanders.

1.1.2. Lodging facilities.

1.1.3. Unaccompanied housing (UH) (permanent party and pipeline).

1.1.4. Unaccompanied officer and NCO quarters.

1.1.5. Fire department sleeping and entertainment areas.

1.1.6. Airman Leadership School (ALS) sleeping areas and lounges.

1.1.7. Missile launch control/alert facility sleeping areas and lounges

1.1.8. Supplemental and special command position (SCP) furnishings. Supplemental furnishings may be provided to general officers, civilian equivalents, brigadier general selectees, and colonels serving as the installation commander and residing in government housing. Additional furnishings and table-ware may be provided to SCPs. For further guidance, see AFI 32-6003, General Officer Quarters.

1.2. HQ USAF Responsibilities :

1.2.1. HQ USAF/ILE. The Office of the Civil Engineer oversees the furnishings management pro-gram.

1.2.2. HQ USAF/ILEH. The Chief of Housing is the office of primary responsibility (OPR) for the furnishings management program and serves as functional point of contact for furnishings standards.

1.3. Major Command (MAJCOM) Responsibilities . The MAJCOM Civil Engineer housing staff:

1.3.1. Manages the furnishings and appliance programs for their command.

1.3.2. Sets up supplemental guidance to implement the policies of this program.

1.3.3. Budgets/monitors funds requirements and recommends distribution of funds for furnishings and appliance support for new dormitory and lodging facility construction and for dormitory and lodging major renovation projects using MILCON, Quality of Life, and Host Nation funds.

1.3.4. Develops an excess furnishings program.

1.3.5. Submits an Overseas Furnishings and Quarters Availability Report (RCS: HAF-ILE [SA]7803) on overseas stations under its control (Attachment 2).

1.3.6. Approves, on a case-by-case basis, transfers of furnishings assets between family housing (FH) and operations and maintenance (O&M) accounts or vice versa only when justified and documented as in the best interest of the Government or on an emergency basis.

6 AFI32-6004 3 MARCH 2006

1.4. Installation Commander Responsibilities . The senior installation (wing) commander (hereafter called the installation commander, or commander):

1.4.1. Provides resources for all aspects of the furnishings management program.

1.4.2. Provides facilities meeting the standards DoD 4145.19-R, Storage and Warehousing Facilities and Services, June 1978, for the operation of furnishings management warehouses and administrative support.

1.4.3. Assigns qualified personnel to furnishings management.

1.4.4. Makes furnishings information available for all furnishings management office (FMO) custom-ers.

1.4.5. Develops and maintains an installation furnishings management program and local furnishings standards which meet or exceed MAJCOM and Air Force standards.

1.4.6. Ensures that unit commanders or designated representatives, consolidated dormitory manage-ment office (CDMO), housing flight chief and lodging general manager sign for dormitory furnish-ings, performs an annual assessment, and forwards assessments to the FMO.

1.4.7. Provides data automation support.

1.4.8. Ensures the Military Personnel Flight (MPF) briefs members traveling to overseas areas about furnishings and quarters availability.

1.4.9. Ensures furnishings are purchased from the correct accounts.

1.5. Installation or Base Civil Engineer (BCE) Responsibilities . The BCE ensures:

1.5.1. Furnishings budget requirements are identified for UH, FH (including GOQs) and lodging.

1.5.2. Appropriated fund furnishings are properly inventoried and accounted for.

1.5.3. Training is available for furnishings management personnel.

1.5.4. GOQ furnishings expenditures are tracked and reported.

1.5.5. The housing flight chief reviews annual furnishings assessments.

1.5.6. Furnishings repair, either in-house or through a contract service, is provided.

1.5.7. Basewide appliance program is managed.

1.5.8. CE/CC or Deputy participation on the Quarters Improvement Committee (QIC).

1.6. Housing Flight/Furnishings Management Responsibilities . The furnishings management func-tion, in the Housing Flight, is the base focal point for all transactions (to include being primary equipment custodian) involving quarters furnishings purchased with appropriated funding. They provide services for family housing, general officer quarters, unaccompanied housing and lodging. FMOs have limited responsibilities associated with nonappropriated fund items.

1.6.1. For appropriated fund purchases:

1.6.1.1. Furnishes budget inputs to the BCE and Services Commanders.

1.6.1.2. Receives and issues furnishings.

AFI32-6004 3 MARCH 2006 7

1.6.1.3. Maintains a furnishings backup stock.

1.6.1.4. Warehouses, redistributes, repairs, and turns in furnishings.

1.6.1.5. Prepares purchase requests for authorized items.

1.6.1.6. Provides customer pickup and delivery services.

1.6.1.7. Performs an annual inventory and assessment of FMO warehouse stocks

1.6.1.8. Identifies items that are excess to the installation and reports them to their MAJCOM.

1.6.1.9. Serves as the focal point for the Quarters Improvement Committee (QIC) and Quarters Improvement Plan (QIP).

1.6.1.10. Identifies and reports suspected abuse or loss of property. For items damaged, destroyed, or lost through possible fault or neglect, starts report of survey when cost is $500.00 or greater, unless the occupant volunteers to pay (see AFMAN 23-220, Reports of Survey for Air Force Prop-erty). Occupants’ financial liability will be determined in accordance with Title 10, United States Code, Section 2775, and Chapter 7 of DoD 7200.11, Liability for Government Property Lost, Damaged or Destroyed. Funds collected for loss or damage to UH are credited to the local O&M appropriation (AFMAN 23-220).

1.6.1.11. Ensures the latest supply and customer service procedures are followed.

1.6.2. For nonappropriated fund purchases:

1.6.2.1. Coordinates on purchase requests for NAF items.

1.6.2.2. Provides warehouse space, materials handling equipment support and manpower support for NAF items.

1.6.2.3. Provides customer pickup and delivery service for NAF items.

1.7. Unit Commander, CDMO, Housing Flight Chief, and Lodging Manager Responsibilities:

1.7.1. Dual Responsibilities. Unit commanders, CDMO, lodging managers and housing flight chief:

1.7.1.1. Maintain control of furnishings in their respective facilities.

1.7.1.2. Conduct annual quarters appropriated fund furnishings inventory and assessment on an AF Form 228, Furnishings Custody Receipt and Condition Report, and forward a completed copy to the FMO.

1.7.1.3. Participate in the base QIC to represent unit dormitory, CDMO, and lodging furnishings needs.

1.7.2. Unit Responsibilities. Unit commanders or CDMOs (for UH) ensure inventories of room fur-nishings by dormitory residents at change of occupancy. The new occupant signs an AF Form 228, acknowledging quantity and condition of furnishings and equipment present in his or her room. The unit then ensures updated information is placed in the unit's master AF Form 228 file. A unit’s master AF Form 228 file is one that compiles all the individual room data. The Housing Flight Chief accom-plishes these requirements for unaccompanied officer quarters (UOQ) and unaccompanied noncomis-sioned officer quarters (UNCOQ). (Lodging managers do not have to inventory room furnishings between changes in temporary duty [TDY] or transient customers, since these individuals do not sign an AF Form 228.)

8 AFI32-6004 3 MARCH 2006

1.8. Services Commander/Director Responsibilities . The Services Commander or civilian Director ensures:

1.8.1. Authorized appropriated fund (APF) furnishings budget requirements are identified for lodging and requirements are coordinated with FMO for logistical support of receipt, handling and issue.

However, the Services Commander/Director is responsible for advocating for APF resources (BOS PEXXX96F) needed for VQs and TLFs through the installation comptroller.

1.8.2. Coordinates with FMO on purchases of any NAF property that will require logistical support.

1.8.3. Coordinates with FMO on the disposal of any appropriated fund property and any NAF prop-erty that will not be sold and the proceeds returned to the NAF fund.

1.8.4. Participates on the Quarters Improvement Committee (QIC).

1.9. General Officer Quarters (GOQ) Furnishings Costs . Congress requires that the Office of the Secretary of Defense (OSD) annually review GOQ costs in the budget cycle and during the project approval process. GOQ supplemental furnishings costs are included in these operations cost reviews and must be monitored. General officers, their spouses, or adult household members will sign an AF Form 228 for all furnishings in their GOQ (AFI 32-6003).

AFI32-6004 3 MARCH 2006 9

Chapter 2

FINANCIAL RESPONSIBILITIES

2.1. Furnishings and Appliances Budgets. The BCE, through the housing flight and operations flight, consolidates requirements for the procurement, management, maintenance and repair (M&R) of all gov-ernment-owned APF furnishings and domestic appliances for UH and FH. FMO, through the housing flight chief and lodging management, obtains budget input or estimates, by program element, and pro-vides them to the BCE resource advisor (RA) who, based on the program element, forwards to the appli-cable resource advisor/comptroller who advocates for the listed program element. For example, fire department furnishings requirements are advocated in Facilities Operation (FO) PE (PE XXX79F). Dor-mitories furnishing requirements are advocated in the permanent party UH, PE (PE XX679F). These esti-mates include requirements for furnishings initial issue, upgrade, M&R and replacement programs for UH and FH. Lodging programs, through the services commander, for items to be procured with NAF funds and advocates through the installation comptroller for APF lodging requirements (PE XXX96F).

(See AFI 34-209, Nonappropriated Fund Financial Management and Accounting, and AFI 34-214, Pro-cedures for Nonappropriated Fund Financial Management and Accounting). AFI 65-106, Appropriated Fund Support of Morale, Welfare, and Recreation and Nonappropriated Fund Instrumentalities, specifies when APF funds may be used for lodging furnishings and appliances.

2.1.1. When estimating furniture requirements:

2.1.1.1. Derive the basic furnishings requirements from furnishings allowance (see Chapter 8) for unaccompanied and family housing and AFI 34-246, Air Force Lodging Program, for lodging.

2.1.1.2. Use the installation QIP to further define the type and style of furnishings.

2.1.1.3. Include furnishings administrative support requirements in budget estimates.

2.1.2. Use O&M funds (PE XX679) to provide furnishings for government-owned UH and for unac-companied personnel residing in overseas rental housing. Operating cost, to include UH furnishings and appliances for permanent party UH, is funded from UH PEXX679F.

2.1.3. Use family housing funds to provide furnishings for family housing and accompanied person-nel authorized to live in rented quarters overseas.

2.1.4. Use APF and NAF for furnishings requirements related to facility construction, maintenance, and repair projects in accordance with AFI 65-106, Figure 6.1.

2.2. Budget Requirements Justifications . Furnishings budget justifications include complete informa-tion and thoroughly supported data. Note:

2.2.1. Age and condition of inventory and equipment.

2.2.2. Furnishings requirements for scheduled military construction program renovation, new con-struction, and acquisition housing projects.

2.2.3. Any mission changes.

2.2.4. Loaner kit requirements (full Joint Federal Travel Regulation [JFTR] locations) and furniture (limited JFTR locations) for overseas housing. Unaccompanied personnel are authorized loaner kits, which are purchased with base O&M funds.

10 AFI32-6004 3 MARCH 2006

2.3. Budgeting for Appliances . The BCE, through the housing flight, budgets for the maintenance and repair (M&R) of all government-owned appliances for dormitories, lodging, and family housing. M&R includes replacement and backup stock.

2.3.1. For FH authorized free-standing appliances, all costs associated with initial issue, replacement and maintenance & repair of are funded with P-721.4.

2.3.2. For FH authorized built-in appliances, replacement and maintenance & repair are funded with P-722.62. Refer to Attachment 8 for authorized appliances.

2.3.3. For UH authorized appliances, the funding source is the permanent party UH PE (PEXX679F).

See Attachment 6 for authorized appliances.

2.3.4. For authorized lodging appliances (VQs and TLFs), the Lodging Manager provides require-ments to the FMO. The Services Commander advocates for BOS PEXXX96F funding through the Installation Comptroller. See Attachment 6 for authorized appliances.

2.4. Furnishings Backup Stock . Backup stock provides items to replace broken or worn-out furnish-ings. Compute the installation backup stock quantity or level by considering:

2.4.1. Past usage. (As an example, if only three particular items were exchanged in the past year, then only three of that item should be required for backup.)

2.4.2. Projected customer needs.

2.4.3. Transportation or resupply lead times.

2.4.4. Available storage space.

2.4.5. Furnishings repair time.

2.5. Furnishings Repair. Evaluate APF furnishings and appliance requirements for contract and in-house repair, including furnishings associated with facility repair and construction projects. The BCE should estimate funds requirements for contract and in-house repair of UH and FH furnishings from bud-getary data provided by UH management and family housing. Determine required items, quantities and repair costs, and provide to the civil engineering RA for inclusion in the applicable O&M and MFH finan-cial plans. Consolidate lodging furnishings and appliances repair requirements in the CE furnishings repair contract under a separate line item and fund in accordance with AFI 65-106. The Services Com-mander will advocate for VQ and TLF furnishings repair funding through their installation comptroller.

Incorporate lodging furnishings and appliance repairs as a separate line item in the CE repair program, but fund in accordance with AFI 65-106. Identify and budget Services requirements and estimates through the Services Commander/Director. Describe each item needed and justify estimates for quantities and repair costs.

2.6. Transportation of Furnishings . Estimate the:

2.6.1. Number of units to be supported.

2.6.2. Number of trips.

2.6.3. Approximate weight per trip.

2.6.4. Costs for pickup and delivery services for contracted furnishings moves.

AFI32-6004 3 MARCH 2006 11

2.6.5. Mileage for fuel costs and associated equipment and supplies for in-house furnishings moves.

2.7. Acquisition . Furnishings and appliance acquisition is complicated and requires close coordination and aggressive follow-up on orders (See Table 2.1.). Special attention to details is necessary so that the correct items arrive on time.

2.7.1. Appliances. Use locally established procurement procedures.

2.7.1.1. Family Housing. To determine the proper cost category for FH appliances, use the prin-ciple that freestanding is an operations cost (P-721) and installed is an M&R cost (P-722). Pur-chase FH freestanding (not built in) appliances, such as stoves, refrigerators, stoves, with 721.4 funds. Account for FH built-in appliances, such as dishwashers, built-in ovens and cooktops, in P-722.

2.7.1.2. Unaccompanied Housing (UH). Purchase UH appliances with O&M funds in PEXX679.

2.7.1.3. Visiting Quarters (VQ) and Temporary Lodging Facilities (TLF). Purchase and repair appliances for existing VQ and TLF with O&M funds and account for in BOS PEXXX96F. Pur-chase appliances for new construction of a VQ with O&M funds in BOS PEXXX96F, and pur-chase appliances for new construction of a TLF with NAF.

2.7.1.4. For new UH and VQ construction or major renovations, the housing and lodging manag-ers, respectively, coordinate with FMO to ensure compatibility of appliances with utility connec-tions (gas, water, sewer and electric) and space constraints.

2.7.2. FMO Responsibilities:

2.7.2.1. Orders furnishings and appliances by completing the required documentation.

2.7.2.2. Ensures funds are obligated by monitoring funds availability documents until the order is delivered.

2.7.2.3. Coordinates requirements for funding (CE funds manager) and purchasing (supply/con-tracting) with appropriate office.

2.7.2.4. Ensures the installation QIC approves all UH furnishings/appliances purchases included in the QIP.

2.7.2.5. Follows up on all outstanding furnishings/appliances orders until the items arrive.

2.7.3. Ordering. Use AF Form 2005, Issue/Turn-In Request, DD Form 1348-6, DoD Private Line Item Requisition System Document, AF Form 9, Request for Purchase, and IMPAC card to order furnishings and obtain services.

2.7.4. Special Procedures. Use contracting or General Services Administration (GSA) special project furnishings procedures to minimize storage and handling, to ensure that items arrive by the estimated delivery date (EDD), and to obtain the best possible price. Special project procedures accommodate installation needs for:

2.7.4.1. Facility beneficial occupancy date.

2.7.4.2. Incremental shipments.

2.7.4.3. Quantity discounts.

2.7.4.4. Containerized shipments at manufacturer plants.

12 AFI32-6004 3 MARCH 2006

Table 2.1. Deleted.

2.8. Supplies. Do not include funds for expendable supplies and grounds maintenance equipment items for UH and lodging day-to-day operations (non-furnishings allowance) in the FMO budget. For perma-nent party UH, the using unit [squadron under unit dormitory management concept or Consolidated Dor-mitory Management Operations (CDMO)] budgets for and purchases these items using PE XX679F. For pipeline (student) dormitories, DO budgets for and purchases supplies.

2.9. Contingency Lodging. Services (SV), as the manager of contingency lodging facilities, identifies furnishings requirements to the base civil engineer (CE). CE should provide minimal furnishings to meet contingency requirements, such as excess FMO furniture from either the support base or within the region. If surplus stocks are not available, FMO should purchase required furnishings from appropriated funds as necessary, using funds earmarked for specific contingency operations when appropriate. SV pro-vides accountability for furnishings assets while they are in use in contingency lodging facilities, and CE provides FMO purchasing, delivery, warehousing, and if required, pickup for final disposition when fur-nishings are no longer required.

2.10. Appliance Backup Stock . The backup stock provides replacement appliances, as required, using the same criteria as furnishings backup stock. Only minimum back-up stock will be maintained. Consider the availability of local purchase sources when computing the installation backup stock quantity or level based on:

2.10.1. Past usage. (Example: If only three particular items were exchanged in the past year, then only three of that item should be required for backup.)

2.10.2. Projected customer needs.

2.10.3. Transportation or resupply lead times.

2.10.4. Available storage space.

2.10.5. Appliance repair time.

AFI32-6004 3 MARCH 2006 13

Chapter 3

WAREHOUSE MANAGEMENT

3.1. Storage and Materiel Handling . To protect and safeguard the furnishings inventory, furnishings warehouses must meet or exceed standards set in DoD 4145.19-R-I. In addition to these standards, equip furnishings warehouses with:

3.1.1. Climatic control to preserve wood and fabrics.

3.1.2. Loading ramp and dock.

3.1.3. Sufficient lighting.

3.1.4. Appropriate shelving.

3.1.5. Administrative area.

3.1.6. Security area for pilferables (such as microwaves, VCRs, and TVs).

3.1.7. Workshop areas for minor maintenance.

3.1.8. Flammable materials storage space.

3.1.9. Space and electrical outlet service for materials handling equipment.

3.1.10. Staging area for receiving assets and processing turn-ins.

3.2. Housekeeping and Safety :

3.2.1. General Requirements. Keep areas clean, safe, and orderly.

3.2.1.1. Establish a warehouse location system to illustrate item locations and assist in planning and management of space. Segregate O&M, NAF and FH appliances and furnishings in the ware-house.

3.2.1.2. Block refrigerator doors open.

3.2.1.3. Use material handling equipment to load and unload crated, boxed, or palletized items and to move assets within the warehouse. Pad hand trucks and dollies to avoid damaging items.

Place pads between wood and item surfaces.

3.2.1.4. Cover items that are not in boxes or containers.

3.2.1.5. Mark aisles with safety stripes, and post exit markings, load bearing limits, and other safety information.

3.2.2. Stacking Requirements. When stacking items, do not exceed the load capacity of the bottom item. Mattresses and box springs are a special concern. Stack these in a manner that prevent safety hazards or damage to the assets. Observe the manufacturer’s recommended stacking limitations.

3.2.3. Other Requirements:

3.2.3.1. Obtain entomology services to exterminate insects in storage areas.

14 AFI32-6004 3 MARCH 2006

3.2.3.2. Request the technical assistance of the installation safety office in all matters relating to accident prevention. Make sure that workers wear protective clothing, such as gloves and safety shoes.

3.2.3.3. Use signs or aisle markers to identify the warehouse locations of serviceable items.

3.3. Pickup and Delivery Service . Coordinate pickup and delivery service with customers. Customers may provide transportation, if desired. A furnishings representative or quality assurance evaluator (QAE) in contract operations (surveillance method to measure contractor performance will be left to each base):

3.3.1. Accompanies commercial contractors for pickup and delivery service.

3.3.2. Checks issues and turn-ins for proper identification, quantity, condition, and cleanliness.

3.4. Receiving Furnishings . Base supply, transportation, and FMO must coordinate on the receipt of APF-purchased furnishings shipments. Lodging must coordinate on the receipt of items purchased with NAF funds. On incoming shipments:

3.4.1. Verify the identification, quantity, and condition of furnishings. Immediately report any new furnishings that are damaged or of poor quality to base supply or base contracting. These agencies explain how to report deficiencies according to AFI 23-101, Centrally Managed Equipment. Send information copies of deficiency reports through MAJCOM to HQ USAF/ILEH.

3.4.2. Maintain records on the date of delivery for furnishings items.

3.4.3. Use the date of receipt to determine depreciation allowances on statements of charges, cash col-lection vouchers, deficiency reports, and reports of survey. Use the date of receipt to determine the age of the inventory for future furnishings replacement.

3.4.4. Maintain appliance warranty data by inserting information onto AF Form 4302, Appliance Warranty, listing make/model, warranty expiration date, serial number, and date of purchase. Affix it to the back of each appliance. The purpose is to have a record that determines if the appliance can be repaired under warranty provisions by the manufacturer. Use the date of receipt to determine depreci-ation allowances on statements of charges, cash collection vouchers, deficiency reports, and reports of survey.

Table 3.1. Life Expectancy Chart.

NOTE: Asterisk (*) denotes the commercial standard currently available.

LIFE EXPECTANCY

(YEARS)

Item Non-Tropical Tropical Refrigerators 15 12 Ranges 10 8 Clothes Washers 7 7 Clothes Dryers 7 7 Dishwashers 9 9 Freezers 15 12 Microwave Ovens * 8 * 8

AFI32-6004 3 MARCH 2006 15

3.5. Storage, Operation, and Movement of Property . Follow established safety practices. Request the technical assistance of the installation safety office in all matters relating to accident prevention. Make sure that workers wear protective clothing such as gloves and safety shoes.

3.6. Moving . Industry standards will be used for this process. Use materials-handling equipment to load and unload crated, boxed, or palletized items, and to move assets within the warehouse. Pad hand trucks and dollies to avoid damaging items. Furniture pads or paper wrapping materials will be used to protect individual items of furnishings when being transported, unless they are already in corrugated or plastic shipping containers.

3.7. Inspection and Tagging . Furnishings personnel (assisted by lodging personnel for lodging APF and NAF property) will:

3.7.1. Identify property and mark/label it in places not easily visible by the user.

3.7.2. Check property condition.

3.7.3. Determine property's final disposition.

3.7.4. Sign appropriate documentation for turn-ins.

3.7.5. Segregate and mark all repairable and condemned property in storage.

3.8. Repair and Replacement. Charge appliance and furnishings maintenance, repair or replacement as directed in AFI 65-106.

3.8.1. Furniture will not be replaced unless the estimated cost of repair or rehabilitation, including any transportation expense, exceeds at least 75 percent of the cost of a new item of the same type and class. An exception is authorized in those unusual situations when rehabilitation of the furniture at 75 percent of the cost of a new item would not extend its useful life for a period compatible with the cost of rehabilitation (Attachment 5). NOTE: Prescribed repair allowances are in addition to any effective manufacturer’s warranty. Warranty service will be used to the fullest extent.

3.8.2. Establish a repair and preventive maintenance program for items purchased with appropriated funds. This program includes minor touch-up of surfaces, tightening and adjusting hardware, and minor re-gluing.

3.8.3. Limit furnishings repair to items authorized by the furnishings allowance. Use O&M funds to repair furnishings procured with O&M funds.

3.8.4. Use contract repair services when furniture repair requirements exceed installation FMO pre-ventive maintenance capabilities. Consider contractor pickup and delivery of items.

3.8.5. Customers who have furnishings items for repair may take the items in themselves or request FMO transportation assistance. The FMO inspects the item to determine whether it needs replacement because of fair wear and tear or negligence, and informs the customer.

3.8.6. When available, immediately issue replacement appliances to the customer. When replace-ment items are not available, adjust the records and requisition the needed items. Process damaged items for repair or turn-in to the Defense Reutilization and Marketing Office (DRMO). The lodging manager decides when to process lodging property into the installation recycling center in lieu of transfer to DRMO.

16 AFI32-6004 3 MARCH 2006

3.8.7. Accomplish a written cost benefit analysis for appliances. This analysis should include items such as date purchased, date installed, previous repairs performed, and cost incurred. If the one-time cost for repair of the appliance is greater than 55 percent of replacement value, the appliance should be replaced.

3.8.8. The repair authority or QAE must maintain the appliance cost benefit analysis documentation for one year, or as directed by local record management personnel.

3.8.9. Limit appliance repair to only items authorized by allowance standards in Attachment 6. Use FH funds to repair appliances for family housing. Use NAF for repair of items purchased with NAF

(AFI 65-106).

3.8.10. Use contracted repair services when appliance repair requirements exceed installation preven-tive maintenance (PM) capabilities. Immediately issue a replacement appliance when required and available. Process the damaged item for repair or turn it in to the DRMO. When replacement items aren't available, requisition or purchase the needed items in accordance with local procedures.

3.8.11. Appliances in FH in CONUS are Real Property Installed Equipment (RPIE) and normally consist of stoves, refrigerators, installed microwave ovens and dishwashers.

3.8.12. Furnishings Management Office (FMO) will establish procedures to register appliances and receive manufacturer recall information for potential fire and safety hazards by the end of the first quarter in Fiscal Year 2004. FMO will check the Consumer Product Safety Commission (http://www.cpsc.gov) and the Government-Industry Data Exchange Program (http://www.gidep.org) for current recall information on a quarterly basis, as a minimum.

http://www.cpsc.gov http://www.gidep.org

AFI32-6004 3 MARCH 2006 17

Chapter 4

ACCOUNTABILITY

4.1. Philosophy . The Air Force has a large investment in quality quarters furnishings and issues these assets to numerous units. Accountability for quarters furnishings on an installation is therefore extremely important, and is not the sole responsibility of the FMO. Unit commanders, dormitory managers, lodging managers, housing flight chiefs, and all personnel who use and benefit from quarters furnishings must take an active and responsible part in the accountability process. Lodging managers account for NAF items.

4.2. Types of Furnishings Accountability . There are three supply accountability codes that pertain to furnishings. These are:

4.2.1. XB3 – Expendable items (low cost items for which no base level repairs are performed i.e. bed-spreads, trash cans, smoke detectors, small fire extinguishers, small portable transformers, etc.).

4.2.2. NF1 – Non-equipment authorization inventory data accountable (EAID) items (for example:

desks, wardrobes, chairs, beds, etc.).

4.2.3. NF3 – EAID accountable items with a line item value of $2,500.00 or greater (for example:

large screen television, etc).

4.3. Transaction Records . Maintain a clear and defined audit trail of all furnishings transactions.

4.3.1. Establish accounts for NF3 items with base supply in accordance with AFI 23-101.

4.3.2. Use automated systems for accountability when available.

4.3.3. Document all furnishings transactions on internal furnishings accounting control records.

These records show the status of all furnishings and appliances physically in the warehouses and those issued to customers and in in-house or contract maintenance.

4.3.4. Use AF Form 228, Furnishings Custody Receipt and Condition Report to issue furnishings to authorized customers, and make sure that all records are properly adjusted (custodian authorization/ custody receipt listing [CA/CRL], automated, and manual system). FMO keeps a jacket file on all cus-tomers, with pertinent documents (such as AF Forms 228, orders, and appointment letters).

4.3.5. Use AF Form 227, Quarters Condition Inspection Report, for FH, and AF Form 228 for other users, to issue appliances to authorized customers. Use AF Form 228 to account for appliances maintained in the warehouse (includes serviceable, repairable, and condemned). The housing flight or FMO maintains a jacket file on all customers, with pertinent documents (such as AF Forms 227 or AF Forms 228, orders, and appointment letters). Installations will develop local procedures to account for appliances returned to storage for the convenience of the customer. Ensure the make, model, and serial numbers of appliances turned in to DRMO are recorded and items are removed from the inventory records. Documents showing transfer to DRMO should be maintained for a minimum of one year.

4.4. Customer Accounts . Customers (unit commanders or designated representatives, dormitory man-agers, lodging managers, housing flight chief, and housing residents, where appropriate) establish an account with FMO. FMO maintains a master AF Form 228, which reflects all furnishings issued to each customer. Customers sign AF Form 228 at FMO for total items used by their unit or quarters. Units and

18 AFI32-6004 3 MARCH 2006

CDMO establish internal control measures to make sure individuals sign AF Form 228 for room furnish-ings (does not apply to lodging). They also appoint representatives from their units to act as points of con-tact with FMO.

4.4.1. Furnishings in jointly occupied UH using the unit dormitory management concept must be accounted for by the unit that manages the facility which is normally the largest assigned unit. Where CDMO is used, that office will sign for furnishings. Individual occupants, other than lodging guests, sign the AF Form 228 acknowledging the quantity and condition of furnishings.

4.4.2. Turn-ins. Individual room occupants turn in items as required to designated representatives.

FMO accepts turn-ins from the custodian only. Do not use unit UH sleeping rooms and storage rooms to store quarters furnishings.

4.5. Excess Furnishings . See paragraph 8.4.9. FMO will document any transfers on DD Form 1149, Requisition and Invoice/Shipping Document, or DD Form 1348-1, Issue Release/Receipt Document.

Bases may report excess furnishings to MAJCOM via electronic means or by memorandum. MAJCOM may facilitate transfers of property between bases to meet furnishings needs. The transportation costs related to the transfer of excess property is the responsibility of the gaining installation.

4.6. Inventory/Assessment . An inventory and assessment of the condition of all furnishings and appli-ances other than in FH is required at least annually. Inventory and assessments are accomplished by the responsible customer and findings forwarded to the FMO. FH inventories and condition assessments are accomplished upon change of occupancy. The FMO inventories and assesses warehouse assets and appli-ances in repair. Results of all inventory and assessment finding must be forwarded from FMO to the hous-ing flight chief.

4.6.1. FMO will perform a physical count of warehouse assets and items in repair. Sensitive or pilfer-able items (televisions, VCRs, microwave ovens) will be inventoried semiannually. Records on items in maintenance (contract or in-house) or pending transfer to DRMO will be reconciled at the time of the inventory of serviceable assets.

4.6.2. FMO will conduct a review of at least 10 percent of jacket files for all GOQ and FH accounts annually. This reconciliation will consist of comparing the AF Form 228 of assets issued against man-ual or computer records of the transaction. A record of the reconciliation will be kept in the jacket file.

4.6.3. Customers (unit commanders, dormitory managers, lodging managers, and housing flight chief, for UOQ/UNCOQ facilities) annually (each base should establish a specific month) inventory and assess the condition of appropriated fund furnishings in their respective facilities to ensure they match the quantity originally received from FMO. The customer will conduct a physical inventory of furnishings. The assessment consists of a visual inspection of the issued assets made at the time of inventory. Findings of the inventory and assessment will be reported to FMO.

4.6.3.1. Document the assessment on a unit master AF Form 228, sending one copy to the FMO and keeping one at the unit or in lodging.

4.6.3.2. Units report APF furnishings and appliances identified as damaged, lost, or destroyed through suspected occupant abuse or neglect to the FMO.

AFI32-6004 3 MARCH 2006 19

4.7. Account Adjustment. Correct discrepancies to customer accounts as they are discovered and adjust the master AF Form 228 for that unit as required until the next annual assessment. The FMO will ensure the appropriate action is taken.

4.8. Review. The housing flight chief annually reviews assessments and supporting documentation and certifies this review in writing. The services military support flight chief accomplishes these tasks for lodging and sends a results/findings to the housing flight chief certifying accomplishment.

20 AFI32-6004 3 MARCH 2006

Chapter 5

OVERSEAS OPERATIONS

5.1. Requirements . Overseas furnishings operations differ from continental United States (CONUS) operations in that greater inventories, staff, and resources to support on-base and off-base customers in full and limited JFTR conditions are needed.

5.1.1. Installation Furnishings and Appliances. The installation furnishings program is an important part of the sponsorship program. Advertise and promote the local furnishings program in base spon-sorship and welcome package information; people use this information to make decisions about per-sonal household goods shipments before they depart for an overseas area.

5.1.2. Definition. The Air Force authorizes overseas furnishings and appliances support to:

5.1.2.1. Personnel assigned to government-controlled housing.

5.1.2.2. Personnel who qualify for government housing but elect to live off base and receive a housing allowance (basic allowance for quarters [BAQ] or living quarters allowance [LQA]).

Government civilian employees must be entitled to LQA to receive government provided furnish-ings/appliance support. Civilians in Alaska and Hawaii are also authorized use of loaner kits (in accordance with paragraph 8.6.1.) regardless of LQA entitlement when relocating from outside the local area.

5.1.2.3. Foreign military members or personnel authorized assistance by host tenant support.

5.1.3. Contractor and technical representative personnel are not authorized FMO support.

5.2. Customer Support . Designate a customer service function within each FMO. This function pro-vides authorized personnel with furnishings entitlements and support.

5.2.1. Provide a local procedure information brochure to customers.

5.2.2. Schedule pickup and delivery service. Customers who miss appointments for pickup and or delivery without prior approval will be rescheduled at the convenience of the FMO. Include this pol-icy in the FMO brochure.

5.2.3. Follow procedures for customer property receipt. An authorized member or spouse will sign the AF Form 228 to receive furnishings. A member may, in extraordinary circumstances, give power of attorney to another person to perform all furnishings transactions (for example, if a member must depart early from the overseas area).

5.2.4. Coordinate appliance connection and disconnection service (hookup of stoves, dryers) with civil engineering if required.

5.2.5. Make sure that employees who have contact with customers adequately speak and write English.

5.2.6. Issue replacements only when a furnishings inspector deems it necessary. Do not exchange items to satisfy a member's personal preference at government expense.

5.2.7. Keep a back-order list for items that are not available. Keep this list by item and date of request, so that the oldest back-order request may be satisfied first when items come in. Give initial-issue

AFI32-6004 3 MARCH 2006 21

shortages priority over replacement shortages. Remove customers who no longer require requested items from the back-order list or who refuse to accept a serviceable, used item.

5.2.8. To minimize transportation expenses and unnecessary wear on furnishings, leave assets in quarters and make account transfers between authorized customers when possible. Account for fur-nishings at all times. The new and former customers jointly inventory assets, and the new customer signs the AF Form 228 after any discrepancies are corrected.

5.2.9. Customers should make every attempt to identify their furnishings requirements to FMO as soon as possible after arriving (ideally within 60 days). Limit subsequent requests for additional fur-nishings to extenuating circumstances, such as changed quarters or an increase in family size.

5.2.10. Do not transport government-issued items solely for a customer's personal convenience. Pro-vide transportation only for government-directed moves or for extenuating circumstances such as medical condemnation of quarters for health or sanitation problems.

5.2.11. FMO and the transportation management office (TMO) work together to coordinate delivery and pickup of government and personal household goods. Maintain a back-order list for appliances that are not available. To minimize transportation expenses and unnecessary wear on appliances, leave assets in quarters and make account transfers between authorized customers when possible. Account for appliances at all times. The new and former customers jointly inventory assets, and the new cus-tomer signs the AF Form 228 after discrepancies are corrected. Customers should make every attempt to identify their appliances requirements to FMO as soon as possible after arrival (ideally within 60 days).

5.3. Furnishings Support . Set up basic furnishings support programs overseas to minimize government temporary lodging allowance (TLA) expenses and to alleviate personal inconvenience or hardships to customers. These hardships normally result from overseas construction practices and electrical services that cause members to purchase items they do not need in CONUS housing.

5.3.1. Give customers basic support items (excludes loaner kits) for the duration of the tour, regard-less of their JFTR entitlement. Basic support items may include (but are not limited to) appliances, wardrobes, electrical transformers, and kitchen cabinets. Appliances are normally provided due to weight limitations and the utility differences from those used in CONUS. The list of appliances autho-rized includes ranges, microwave ovens, refrigerators, clothes washers and dryers, and portable dish-washers. The size of the refrigerator issued will be determined by facility constraints and or family size as determined by the local BCE. Items normally are issued only when not provided by the land-lord.

5.3.2. For full JFTR, limit furnishings support to items in the furnishings allowance preface. In gen-eral, do not allow customers to keep loaner kits for more than 90 days. Installation commanders may authorize exceptions when circumstances warrant (for example, when the customer experiences hard-ships, natural disasters, or other unforeseen difficulties). Document exceptions in the customer jacket file.

5.3.3. For limited JFTR, limit furnishings support to items in the furnishings allowance preface. Issue furnishings for the duration of the tour. Authorize additional weight for customers to ship personal household goods when government items are not available.

5.3.4. Include FMO on the military personnel flight (MPF) out-processing checklist.

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5.4. Overseas Furnishings and Quarters Availability Report, RCS: HAF-ILE(SA) 7803 . Housing flight chiefs at overseas locations must submit this report to their MAJCOM by 1 January and 1 July each year. See Attachment 3 for specific reporting requirements. This report:

5.4.1. Projects government quarters and furniture availability over a six-month period for unaccom-panied members.

5.4.2. Identifies excess weight entitlements for both unaccompanied and accompanied members at restricted JFTR locations when government furniture is not available.

AFI32-6004 3 MARCH 2006 23

Chapter 6

APPLIANCE MANAGEMENT

6.1. Definition . Appliances are defined as domestic refrigerators, stoves, clothes dryers, clothes wash-ers, freezers, portable dishwashers, microwave ovens, and ice machines. Government-owned appliances provided in UH and lodging are non-EAID and the unit commander or designated representative, dormi-tory manager, housing flight chief, or lodging manager accounts for them.

6.2. Appliance Authorizations . Assign appliance quantity allowances in accordance with the furnish-ings allowance. The FMO provides initial issue and replacement, of appliances for UH and lodging (AFI 65-106, Chapter 6). Provide at least one washer per 12 individuals and one dryer for 8 individuals assigned to UH and lodging; this ratio can be adjusted to accommodate installation needs (for example, providing more dryers than washers). The standard for Temporary Lodging Facilities (TLF) is 1 Set (washer & dryer) per each TLF unit (new construction).

6.3. Unaccompanied Housing (UH) and Lodging Appliances . The size and type of appliance needed for UH and transient lodging will be the size and type of appliance "as required," depending on the room and facility configuration (Chapter 8).

6.3.1. Provide commercial-size washers and dryers in government-owned or -leased UH and in lodg-ing quarters at no cost to occupants. The appliance may be contractor-owned, -leased, or govern-ment-owned.

6.3.2. Do not provide government purchased/owned ice machine, washers and dryers vice leased items unless such provision clearly serves the best interest of the government. In CONUS, obtain MAJCOM Civil Engineer approval prior to purchasing washers and dryers for use in UH and lodging.

6.3.3. Conduct a comparative cost analysis before procuring government-owned equipment for either initial installation or replacement purposes.

6.4. Management. Management is defined as budgeting for new and replacement appliances and accounting for items in use.