AFMAN23-220.pdf

BY ORDER OF THE SECRETARY OF THE

AIR FORCE

AIR FORCE MANUAL 23-220

1 JULY 1996

Supply

REPORTS OF SURVEY FOR

AIR FORCE PROPERTY

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.

RELEASIBILITY: There are no releasibility restrictions on this publication.

OPR: HQ USAF/LGSP Certified by: HQ USAF/LGS (Brig Gen D. G. Haines)

Supersedes AFR 68-1, 15 August 1992. Pages: 104

This manual prescribes guidance and procedures applicable to Air Force Reports of Surveys (ROS) Pro-gram, the processing of ROS, and processing DD Form 200, Financial Liability Investigation of Prop-erty Loss. It implements AFPD 23-2, Supplies and Materiel Management, AFI 23-111, Management of Government Property In Possession of the Air Force, Department of Defense Directive 7200.11, Liability for Government Property Lost, Damaged, or Destroyed, and DoD 7000.14-R, DoD Financial Manage-ment Regulation, Volume 12, Chapter 7, Financial Liability for Government Property Lost, Damaged, or Destroyed (to be published). ROSs will be required for all property losses more than $500. "Simple" negligence standard on vehicles that are damaged, lost, or destroyed has been changed to a "gross" negli-gence standard. No ROSs will be required unless there is evidence of gross negligence, willful miscon-duct, or deliberate unauthorized use, or if property records must be adjusted. Recommendations for changes will be sent through channels to HQ USAF/LGSP; however, the originator will forward an infor-mation copy directly to HQ USAF/LGSP, 1030 Air Force Pentagon, Washington DC 20330-1030.

Chapter 1— INTRODUCTION 7

1.1. Statutory Authority

1.2. Basic DoD Publications

1.3. Applicability

1.4. Overall Guidance

1.5. Assessing Financial Liability

1.6. Attachments

Chapter 2— GENERAL 9

2.1. The Air Force Report of Survey (ROS) Program

http://www.e-publishing.af.mil

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2.2. Purpose

2.3. Miscellaneous ROS Guidance and Procedures

Chapter 3— GUIDELINES FOR DETERMINING WHEN A ROS IS REQUIRED 13

3.1. When a ROS is Mandatory

3.2. When a ROS is not Mandatory

3.3. Detailed Guidance Pertaining to Cases Requiring or Not Requiring a ROS

Chapter 4— GENERAL PROCEDURES FOR PROCESSING A ROS (DD FORM 200) 17

4.1. General Overview of ROS Processing Procedures

Chapter 5— TIME FRAMES FOR PROCESSING A ROS 18

5.1. DoD Guidance

5.2. ROS Must Be Acted on Expeditiously

5.3. Active Air Force Processing Times

5.4. ANG and AFRES Processing Times

Chapter 6— TIME LIMITS FOR ACTIONS REQUIRED AFTER APPROVAL OF

A ROS 20

6.1. General

Chapter 7— INVESTIGATING OFFICER - RESPONSIBILITIES AND DUTIES 22

7.1. General

7.2. General Duties of Investigators

7.3. Investigation is a Primary Duty

7.4. Detailed Investigator Duties

Chapter 8— COMMANDER'S RESPONSIBILITIES AND DISCRETIONARY

AUTHORITIES 25

8.1. General

8.2. Guidance

8.3. Responsibilities

8.4. Authority To Delegate Responsibility

8.5. Exceptions

8.6. Discretionary Authorities

AFMAN23-220 1 JULY 1996 3

Chapter 9— APPOINTING AUTHORITY - RESPONSIBILITIES AND DUTIES 28

9.1. Appointment

9.2. Who Else May be an Appointing Authority

9.3. Responsibilities of Appointing Authorities

9.4. Appointing Authority Responsibilities to the Investigating Officer

9.5. Other Appointing Authority Responsibilities

Chapter 10— APPROVING AUTHORITY - RESPONSIBILITIES AND DUTIES 31

10.1. DoD Policy Pertaining to Approving Authorities

10.2. Air Force Requirements Pertaining to DoD Mandates

Chapter 11— BASE ROS PROGRAM MANAGER RESPONSIBILITIES 34

11.1. General

11.2. Appointment

11.3. Overall Program Manager's Responsibilities

11.4. Duties of Program Managers

11.5. ROS Register

Figure 11.1. AF Form 453, Report of Survey Register

11.6. Disposition of Completed Registers and ROS

11.7. Local Administrative Procedures

11.8. Scheduled Separations

11.9. Pending Liability - Individual Transferred

11.10. Interaction With Financial Services Officers (FSO)

11.11. Requests for Assistance

Chapter 12— ACTIONS TAKEN ON ROS ABOVE WING OR INSTALLATION LEVEL 40

12.1. General

12.2. Action on ROS

12.3. Action on Appeals

12.4. Action on Waivers of Liability (Housing Damage Cases Only)

12.5. Authority To Delegate Responsibility

12.6. MAJCOM and Intermediate Command ROS Program Managers

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Chapter 13— FINANCIAL LIABILITY OFFICER AND BOARD RESPONSIBILITIES

AND ACTIONS 42

13.1. General

13.2. Financial Liability Officers (FLO)

13.3. Financial Liability Boards (FLB)

Chapter 14— COMPLETING DD FORMS 139, 200, 362, AND 1131 46

14.1. DD Form 200, Financial Liability Investigation of Property Loss

Figure 14.1. DD Form 200, Financial Liabililty Investigation of Property Loss

14.2. Privacy Act Statement, DD Form 200

14.3. Distribution of DD Form 200

14.4. Voluntary Payments

Chapter 15— COMPUTING FINANCIAL LIABILITY 53

15.1. General

Figure 15.1. AF Form 20, Repair Cost and Reparable Value Statement (Damaged Property)

Figure 15.2. AF Form 20, Repair Cost and Reparable Value Statement (Lost Property)

15.2. Adjusted Replacement Cost

15.3. Standard Overhaul Allowances

15.4. Credit for Salvage

15.5. Determining Costs for Lost Property

Chapter 16— VOLUNTARY PAYMENTS, COLLECTIONS, AND REFUNDS 60

16.1. Voluntary Payments

16.2. Collections

16.3. Refunds

16.4. Members Reassigned

16.5. Members Retired

16.6. Losses Discovered After Personnel Leave the Air Force

Chapter 17— RECONSIDERATIONS, APPEALS, AND WAIVERS 68

17.1. General

17.2. Requests for Reconsideration

17.3. Appeals

17.4. Debt Collection Actions

AFMAN23-220 1 JULY 1996 5

17.5. ROS Appeal Procedures When the Approving Authority is in an Organization Below MAJCOM Level

17.6. Preparation of ROS Files for Forwarding

17.7. MAJCOM Actions and Appeals From Subordinate Headquarters

17.8. Housing Damage Waivers

Chapter 18— ROS PERTAINING TO VEHICLES 71

18.1. General

18.2. Damage Involving Private Conveyances

18.3. Damage to Rental Vehicles

18.4. ROS Guidance and Procedures for Government Vehicles

Chapter 19— ROS PERTAINING TO GOVERNMENT HOUSING 74

19.1. General

19.2. Determination of Proximate Cause

19.3. Financial Liability of Occupants

19.4. Determination of Negligence

19.5. Responsibility for Submitting a ROS

19.6. Waiver Provisions - Housing Damage

19.7. Waiver Consideration for Housing Damage

19.8. Action and Processing of Housing Liability Waivers

Chapter 20— SUPPLY SYSTEM AND PETROLEUM STOCKS 78

20.1. General

20.2. Guidance

20.3. DoD Supply System Stocks Procedures

20.4. Air Force Procedures Implementing DoD Policy

20.5. Corrective Action Statement

20.6. Accountable Officer Signature

20.7. Reviewing Authority Signature

20.8. Retail Bulk Petroleum Losses

Chapter 21— ROS PERTAINING TO PROPERTY RECORD ITEMS 83

21.1. General

21.2. Guidance

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21.3. Definition of Property Record Items

21.4. Losses Resulting From Non-Compliance With Account Transfer Procedures Upon Change of Custodians

Chapter 22— AIR NATIONAL GUARD 85

22.1. General

22.2. Guidance

22.3. ANG ROS Guidance

22.4. ANG Approving and Appointing Authorities

22.5. ANG Senior Host-Base Commander

22.6. Supply System Stocks - ANG Exceptions

22.7. Property Record Items - ANG Implementation

22.8. Preparing ROS and Voluntary Payment Documents

22.9. Additional Actions Required for ANG ROS

22.10. Collection From States, ANG Members, and ANG Technicians

22.11. ROS Appeal - ANG Implementation

22.12. Forms Prescribed

Attachment 1— GLOSSARY OF ABBREVIATIONS, ACRONYMS, AND TERMS 89

Attachment 2— SAMPLE NOTIFICATION OF INTENT BY THE INVESTIGATING

OFFICIAL TO ASSESS FINANCIAL LIABILITY (NON-GOVERNMENT

HOUSING DAMAGE) 94

Attachment 3— SAMPLE NOTIFICATION OF INTENT BY THE INVESTIGATING

OFFICIAL TO ASSESS FINANCIAL LIABILITY (GOVERNMENT

HOUSING DAMAGE) 96

Attachment 4— SAMPLE NOTIFICATION OF ASSESSMENT OF FINANCIAL

LIABILITY BY THE APPROVING AUTHORITY (NON-GOVERNMENT

HOUSING DAMAGE) 99

Attachment 5— SAMPLE NOTIFICATION OF ASSESSMENT OF FINANCIAL

LIABILITY BY THE APPROVING AUTHORITY (GOVERNMENT

HOUSING DAMAGE) 101

Attachment 6— MAJOR AND OTHER COMMAND/AGENCIES ROS PROGRAM

MANAGERS 104

AFMAN23-220 1 JULY 1996 7

Chapter 1

INTRODUCTION

1.1. Statutory Authority.

1.1.1. Statutory authority governing the accounting for government property lost, damaged, or destroyed and the fixing of responsibility and liability through the Report of Survey (ROS) system is found in various United States Statutes. This authority includes but is not limited to:

• Title 10, United States Code (U.S.C.), Sections 2775, 9832, and 9835.

• Title 32, U.S.C. Section 710.

• Title 37, U.S.C. Section 1007(e).

1.1.2. Statutes pertaining to the collection of administratively established debts, such as liability for the loss, damage, or destruction of government property, include, but are not limited to:

• Title 5, U.S.C. Section 5514.

• Title 10, U.S.C. Section 2775.

• Title 31, U.S.C. Section 3716.

• Title 37, U.S.C. Section 1007(c) through (e).

1.2. Basic DoD Publications. This manual prescribes the guidance, principles, standards, and proce-dures applicable to cases where Air Force property is lost, damaged, or destroyed. It is based on the fol-lowing Department of Defense (DoD) publications:

1.2.1. DoD Directive (DoDD) 7200.11, Liability for Government Property Lost, Damaged, or Destroyed, October 26, 1993.

1.2.2. DoD Regulation (DoDR) 7000.14-R, DoD Financial Management Regulation, Volume 12, Chapter 7 (to be published).

1.3. Applicability. This manual applies to all Air Force activities including the Air National Guard (ANG) and Air Force Reserve (AFRES). This manual does not apply to nonappropriated fund (NAF) activities except in specified situations.

1.4. Overall Guidance.

1.4.1. Commanders are responsible for government real and personal property under their control.

1.4.2. Air Force, AFRES, and ANG, personnel (including civilian employees, Air Force Reserve technicians, and ANG technicians) are responsible for the proper care and safekeeping of Air Force property regardless of whether or not it is on property records.

1.4.3. Air Force members and employees can be held financially liable for the loss, damage, or destruction of Air Force property proximately caused by their negligence, willful misconduct, or deliberate unauthorized use.

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1.4.4. Financial liability against an individual(s) will be assessed only after an official investigation has been conducted specifically for the purpose of determining the facts and the circumstances related to the loss, damage, or destruction of the property.

1.5. Assessing Financial Liability.

1.5.1. Paragraph 4 of the DoDD cited in paragraph 1.2.1. states that financial liability shall be assessed be as follows:

“a. Personal Arms or Equipment. The full amount of the loss or damage to personal as or equipment.

“b. Items of Military Supply. The full amount of damage to, or the value of, lost or damaged items of military supply.

“c. Government Housing. The full amount of loss or damage to Government housing, equip-ment and furnishings therein, if the loss, damage, or destruction was proximately caused by gross negli-gence or abuse by the military member, dependent, or guest.

“d. Other. In all other cases, up to the full amount of the loss, damage, or destruction of Government property or housing, but in no case more than I month's regular military compensation as defined in 37 U.S.C. 101(25) in the case of military members and one-twelfth of annual pay in the case of civilian employees. For Reserve component personnel, one month's regular military compensation refers to the amount that would be received by the Service member if on active duty.”

1.6. Attachments. This manual has six attachments:

1.6.1. Attachment 2 through Attachment 5 are sample memoranda. They may be "tailored" to fit the case being processed. They are written for people who still are working for the Air Force, there-fore, they may require changing if sent to people who have been separated and the Air Force is still attempting to be reimbursed. This is especially true if the address of the person may have changed.

The ROS program manager must decide what changes should be made in these sample memoranda.

1.6.2. A reasonable effort shall be made to obtain payment from a separated member; however, if cor-respondence is returned by the post office indicating that it cannot locate the addressee, the approving authority may close the case and forward it to the Financial Services Officer (FSO) for continuation of the collection effort. This should be accomplished on or before 90 days of the notification notice (see paragraph 16.2.11.).

1.6.3. When the ROS case is closed, the ROS program manager must have the original copy of the ROS in the program manager's file. If there is any possibility that the original copy will not be returned, the program manager will send a copy of the original ROS. This does not apply to routing the ROS to personnel involved in the investigation, review, approval, or appeals process.

AFMAN23-220 1 JULY 1996 9

Chapter 2

GENERAL

2.1. The Air Force Report of Survey (ROS) Program. The program is based on the DoD references cited in paragraph 1.2. The term ROS is used interchangeably throughout this manual in referring to the ROS program, procedures for processing a ROS, or the processing of a DD Form 200, Financial Liabil-ity Investigation of Property Loss.

2.2. Purpose. The purpose of the ROS program is contained in paragraphs 070101 and 070202, DoDR 7000.14-R. See paragraph 1.2.2. The general purposes are:

2.2.1. Research and investigate the cause of loss, damage, or destruction of property and determine if it was attributable to an individual's negligence or abuse.

2.2.2. Assess monetary liability against individuals who have lost, damaged, or destroyed Govern-ment property or relieve them from liability if there is no evidence of negligence, willful misconduct, or deliberate unauthorized use of the property.

2.2.3. Provide documentation which can be used to support the adjustment of accountable records.

2.2.4. Provide commanders with case histories which will enable them to take corrective action to prevent recurrence of the incident.

2.3. Miscellaneous ROS Guidance and Procedures.

2.3.1. Disciplinary Action. Assessment of financial liability will not be used instead of, or as a form of disciplinary action. Commanders must decide if a case warrants taking disciplinary action under the Uniform Code of Military Justice (UCMJ). This is a separate action and is not related to the assessment or non-assessment of financial liability. Also, commanders are encouraged to use admin-istrative actions when assessment of financial liability by ROS is not practical or desirable. These measures could include counseling, oral or written reprimands, appropriate remarks in performance evaluations, service to the installation or the community, or possibly non-judicial punishment under Article 15 of the UCMJ.

2.3.2. Jointly Operated Activities. If an installation or activity is operated jointly by the Air Force and Army or Navy, the Service component possessing the lost or damaged property is responsible for pro-cessing a ROS according to its manuals, regardless of which Service commands the installation.

2.3.3. Administration of Oaths. Any Air Force officer appointed to survey property, or the recorder or presiding officer of any board appointed for such purpose, has the same authority to administer oaths or take depositions as officers authorized to do so by the Manual for Courts-Martial (1994 Edi-tion), Appendix 2, Article 136 (Authority to Administer oaths and to act as notary).

2.3.4. Communication Security Equipment and Supply Items. ROS initiating officials are responsible for notifying the local COMSEC custodian when ROS involves the loss of COMSEC equipment and supply items.

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2.3.5. Penalizing Units Whose Members Abuse Property. When circumstances warrant, commanders should consider withdrawing funds from abusing units and transferring them to units that have to repair the items. An example of this might be repair of damaged vehicles.

2.3.6. Members' Liability. All Air Force members and employees can be held liable for the loss, dam-age, or destruction of government property proximately caused by their negligence, willful miscon-duct, or deliberate unauthorized use. Liability is based upon the preponderance of the evidence. That is, financial liability cannot be assessed unless, after considering all relevant factors, it appears more likely than not that an individual's actions, or failure to act, constituted negligence, willful miscon-duct, or deliberate unauthorized use, and proximately caused the loss, damage, or destruction at issue.

If the weight of the evidence does not support either side, an individual is not held liable. Except for certain instances described in the following paragraphs, liability is limited to one month's basic pay in effect at the time the loss or damage occurred. THIS PARAGRAPH DOES NOT APPLY TO THE LOSS, DAMAGE OR, DESTRUCTION OF VEHICLES. SEE Chapter 18 FOR GUIDANCE

AND PROCEDURES PERTAINING TO VEHICLES.

2.3.7. ROS for ANG/AGR Personnel. Chapter 22 contains procedures for ANG/AGR personnel who lose, damage, or destroy ANG property. ROS involving ANG/AGR personnel are processed as if they were regular Air Force members. ANG/AGR personnel who are found to be pecuniary liable may be assessed liability up to one months basic pay, regardless of the actual pay received by the member during a particular month.

2.3.8. Interest, Penalty, and Administrative Charges. Applicable ROS statutes and DoD implement-ing policy explicitly fixed the charges that apply to ROS debts. Therefore, interest, penalty, and administrative charges are not assessed by ROS officials.

2.3.9. Property Not on Property Records. Government property which is not carried on the property records should not be recorded simply to initiate a ROS. A survey can be initiated without this and action will be taken to obtain reimbursement for any government property lost, damaged, or destroyed regardless of whether or not it is considered as "Accountable" property. This is particularly relevant considering the large number of local purchase items that have been deleted from accountable records.

2.3.10. Collection Guidance. An Air Force member's or employee's consent is not required for col-lection of ROS debts. The organization responsible for paying the member or employee shall deter-mine the maximum amount to be collected each month. Specific collection procedures are in Chapter 16. Overall Air Force policies on debt collection are in DoDR 7000-14R, Volume 1 and 5.

2.3.11. Waiver Provisions - Housing Damage. 10 U.S.C. Section 2775 provides for waiver of liability arising under conditions pertaining to both family housing and unaccompanied personnel housing.

The Secretary of the Air Force or designee may waive an uncollected claim of the United States, based upon the unique circumstances of an individual case and determines that the waiver of the claim is in the best interests of the United States. This authority is delegated to the ROS approving and appellate authorities as designated in this manual. Detailed procedures are in Chapter 17.

2.3.12. Discretionary Limitation of Liability. The ROS approving or appellate authority may exercise certain discretion regarding assessments of financial liability as contained in Chapter 8; however, the approving or appellate authority must assess the full amount of loss for ROS involving liability of any accountable officer for various types of property and personal arms and equipment when:

2.3.12.1. An accountable officer whose negligence, willful misconduct, or deliberate unautho-rized use of government property proximately causes the loss of, or damage to, property under his

AFMAN23-220 1 JULY 1996 11

or her accountability, is liable for the entire amount of the loss to the government as computed in accordance with Chapter 15. Liability may not be limited to a lesser amount by the approving or appellate authority under paragraph 8.6.

2.3.12.2. An individual whose negligence, willful misconduct, or deliberate unauthorized use proximately causes the loss of, or damage to, personal arms and equipment (also known as indi-vidual equipment) which were issued for the individual's sole use and care. In these cases liability is assessed for the entire amount of the loss of the government as computed in accordance with Chapter 15. Liability may not be limited to a lesser amount by the approving or appellate author-ity under paragraph 8.6. Personal arms and equipment items are so defined by examining how they are used rather than how they are obtained.

2.3.13. Joint and Several Liability. If the loss, damage, or destruction of government property resulted from negligence, willful misconduct, or deliberate unauthorized use of two or more persons, they are held jointly and severally liable for the amount of the loss to the government, up to one month's basic pay.

2.3.13.1. If, for any reason, collection cannot be made from any person held jointly and severally liable, the remaining persons are each still liable for the loss to the government up to one month's basic pay, or as specified in paragraphs 2.3.12., 8.6., and Chapter 17.

2.3.13.2. Because the Air Force cannot collect more than the total amount of the loss to the gov-ernment, the approving authority determines the amount to be collected from each person.

2.3.14. Loss of Public Funds. (See paragraph 3.3.4.)

2.3.15. When financial assessment is recommended, a written legal opinion will be obtained before the ROS file is forwarded to the approving authority and an individual is advised that financial liabil-ity is being assessed. The legal review will be made a part of the ROS file.

2.3.16. Many items used in the Air Force are no longer on accountable records; however, command-ers are still responsible for assuring that they are properly maintained. When they are no longer required or are usable, they will be reported to accountable officers for subsequent turn-in to Defense Logistics Agency property disposal offices.

2.3.17. There are no legal time limits applicable to initiating a ROS or how rapidly it must be com-pleted; however, Air Force desired time-frames are contained in Chapter 5 and Chapter 6.

2.3.18. Subject to the provisions contained in Chapter 3, which indicates when a ROS is required, approving authorities may disregard processing a ROS if the value of the loss, damage, or destruction of the property is $500 or less. This guidance also applies to family housing. See chapter 6, AFI 32-6001, Family Housing Management. This option must be tempered by the situation pertaining to each case. This guidance does not preclude approving authorities or commanders from processing a ROS where the loss, damage or destruction is less than $500. THIS DOES NOT APPLY TO VEHI- CLES - SEE Chapter 18.

2.3.19. If a loss occurs in retail supply system stocks or property record items because supervisors did not ensure that stocks were not properly inventoried and required transfer procedures were not fol-lowed upon change of custodians. This may be the basis for finding an individual negligent in the performance of assigned duties. (See paragraph 21.4.)

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2.3.20. ROS Program Managers are encouraged to utilize automated means of processing documents related to the program, including prescribed forms.

2.3.21. When referring to this manual it should be remembered that while it is applicable to all com-mands of the Air Force, they are not all organized the same and do not have the same mission. Fur-ther, there are many different accountable officers involved in the ROS process, such as the base chief of supply, information systems for automatic data processing equipment, medical supply, commissary, morale and welfare, and the civil engineer housing officer. As a result, individual base implementing procedures may vary from command to command and from base to base. Except where specific stan-dards or requirements are prescribed, variations are acceptable as long as they comply with the spirit and intent of this manual.

2.3.22. One of the objectives of the ROS program is to point up materiel management weaknesses.

Block 10 of the DD Form 200 addresses actions to prevent recurrence. AFI 23-111, Management of Government Property in Possession of the Air Force (formerly AFR 20-14) should be referred to regarding responsibility for Government property.

2.3.23. Disposition of Funds Received From the ROS Program. Paragraph 16.2.13. addresses what monies are returned to Air Force operation and maintenance (O&M) accounts and which are returned to miscellaneous receipts of the US Treasury. These procedures are based on US statutes.

2.3.24. This manual uses two new terms applicable to ROS. The first is "ROS program manager" in lieu of the prior term of "ROS administrator." This was done to more clearly portray the duties that are performed. The second is the term "Financial Services Officer" (FSO). This replaces the old term "Finance and Accounting Officer (FAO)."

AFMAN23-220 1 JULY 1996 13

Chapter 3

GUIDELINES FOR DETERMINING WHEN A ROS IS REQUIRED

3.1. When a ROS is Mandatory. A ROS is mandatory when: (See paragraph 3.3. for details.)

3.1.1. Controlled or sensitive items, weapons, or classified items have been damaged, or destroyed unless exempted by paragraph 3.2.3., 3.2.10., or 3.2.11. below. These ROSs will be processed accord-ing to this manual. If the ROS contains classified information, the ROS must bear an appropriate Security Classification.

3.1.2. There is evidence of abuse, gross negligence, willful misconduct, or deliberate unauthorized use, fraud, theft, or if negligence is suspected in the case of supply system stocks or property book items.

3.1.3. Negligence is evident in the loss of hand tools regardless of dollar value unless voluntary mon-etary reimbursement or replacement in kind is offered and accepted.

3.1.4. Hand tools or other pilferable items over $100 unit cost or $500 total cost are lost.

3.1.5. Supply system stock records are adjusted in excess of $2,500 for pilferable items.

3.1.6. Supply system stock records are adjusted in excess of $16,000 for uncontrolled or non-pilfer-able items.

3.1.7. Supply system stock record adjustments exceed $50,000.

3.1.8. Ammunition losses addressed in paragraph 3.46, AFI 21-202, Combat Ammunition Systems Procedures, require a ROS. Also see paragraph 3.2.3.

3.1.9. Bulk petroleum losses exceed authorized allowances.

3.1.10. The initial investigation does not identify the cause of the discrepancy in the supply system or property account and the discrepancy meets the requirement for a ROS.

3.1.11. Contractor held property is lost, damaged, or destroyed by Air Force military or civilian per-sonnel.

3.1.12. Air Force property is lost or damaged while being carried by a government aircraft or vessel.

3.1.13. Requested by an accountable officer.

3.1.14. Public funds are lost. See paragraph 3.3.4.

3.1.15. Items are lost, damaged, or destroyed after they have been removed from an aircraft damaged in authorized operations.

3.1.16. Repetitive cases of loss, damage, or destruction occur, even though any one by itself would not warrant the processing of a ROS.

3.1.17. Air Force property is lost, damaged or destroyed while under the control of a non-appropri-ated fund (NAF) instrumentality; however, coordination with the NAF activity is essential because items procured with NAF funds are processed differently than those procured with Operations and Maintenance (O&M) funds.

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3.1.18. An involuntary payment is to be effected.

3.1.19. When there is evidence of gross negligence, willful misconduct, or deliberate unauthorized use pertaining to the loss, damage, or destruction of a government vehicle or vehicle property records must be adjusted.

3.2. When a ROS is not Mandatory. A ROS is not required when: (See paragraph 3.3. for details.)

3.2.1. An individual voluntarily wishes to pay for property that was lost, damaged, or destroyed and the item(s) is not one that requires a ROS and is valued at $500 or less.

3.2.2. A vehicle accident investigation report indicates that gross negligence, willful misconduct, or deliberate unauthorized use were not involved and it is not necessary to adjust property records.

3.2.3. Ammunition losses are covered by AFI 21-202, paragraph 3.46. Also see paragraph 3.1.8.

3.2.4. Air Force property is damaged from the operation of privately owned vehicles, boats, aircraft, or conveyances.

3.2.5. Property belonging to other DoD activities is lost, damaged, or destroyed by Air Force military or civilian personnel.

3.2.6. Major weapon systems components, and attachments are lost, damaged, or destroyed.

3.2.7. An item becomes unserviceable due to fair, wear, and tear.

3.2.8. An item is disassembled for component parts or is salvaged.

3.2.9. Competent authority authorizes an item be abandoned.

3.2.10. Loss, damage, or destruction is caused by Acts of God.

3.2.11. Property is lost in combat operations.

3.3. Detailed Guidance Pertaining to Cases Requiring or Not Requiring a ROS.

3.3.1. Hand Tools and Other Pilferable Items. When negligence is evident, a ROS is required for all tool losses regardless of unit cost; however, one is not required for hand tool losses when the unit cost is less than $100, the total cost is $500 or under, and the maintenance branch chief responsible for the property determines that no negligence is involved. This guidance does not prevent the initiation of a ROS when the loss is less than $100/500 and it is apparent that there have been systematic losses of tools over a period of time. Voluntary reimbursement or replacement in kind is encouraged and may be accepted in lieu of a ROS. This $100/500 limit also applies to other pilferable items.

3.3.2. Contractor-Held Property. The Federal Acquisition Regulation (FAR) and the USAF supple-ments govern the accounting for government property lost, damaged, or destroyed while in a contrac-tor's possession. If such property is lost, damaged, or destroyed by an Air Force member or civilian employee, a ROS is processed under this manual.

3.3.3. Property Lost or Damaged While on a Government Vessel or Aircraft. Air Force property lost or damaged while carried on a government vessel or aircraft requires a ROS unless it is evident that there was no negligence, willful misconduct, or deliberate unauthorized use. If liability is not evident, either prepare a ROS or use an appropriate accountability document per AFMAN 23-110, Volume II, Part Two. The activity maintaining the property control or accountability record initiates the ROS.

AFMAN23-220 1 JULY 1996 15

3.3.4. Loss of Public Funds. The loss of public funds not included in the accountability of an FSO or disbursing officer is subject to a ROS. These funds usually represent undeposited sales receipts.

When the FSO is accountable for the lost funds, the guidance and procedures in AFRs 177-102 and 177-108 apply.

3.3.5. Air Force Property Used by Nonappropriated Fund Activities. Loss of, or damage to, Air Force property under control of nonappropriated fund (NAF) instrumentalities is covered in AFI 34-204, chapter 5. NAF employees designated by AFI 34-204 as accountable for Air Force property are acting in a capacity similar to those individuals who are designated custodians of Equipment Authorization Inventory Data (EAID) equipment on Customer Authorization/Custody Receipt List-ings (CA/CRL). If Air Force equipment is lost or damaged by a NAF employee, a ROS must be initi-ated. If negligence is evident, liability is assessed and collection is pursued by notifying the NAF individual through the employing NAF activity. If collection is unsuccessful, the employing NAF activity is requested to withhold pay by whatever means are authorized for collection of administra-tively determined debts. Also see paragraph 3.1.18..

3.3.6. Damage Involving Private Conveyances. Damage to Air Force property resulting from opera-tion of privately owned vehicles, boats, airplanes, or other conveyances is not generally subject to the ROS process. Claims, or administrative action against responsible individuals are usually pursued under AFI 51-502, Personnel and Government Recovery Claims, and other publications. If Air Force members or employees are involved, a ROS may be prepared instead of asserting a tort claim for the damage to Air Force property. These actions must be coordinated with the legal office.

3.3.7. Loss of Damage Involving Other DoD Property. Loss of, or damage to, property owned by DoD components, other than Air Force, is handled under the owning component's regulations or interservice support agreements. Air Force members or employees held liable for loss of, or damage to, another DoD component's property are subject to ROS procedures of the other component. Collec-tion from members is made under provisions of the DoD Military Pay and Allowances Entitlements Manual.

3.3.8. Deployments. A ROS is generally not prepared for loss, damage, or destruction of major weapons, such as aircraft and missiles, including components and attached equipment, used in autho-rized operations. Once a deployment is ordered (operational, exercise, or training) all vehicles that make up the Augmented Deployable Unit (ADU) in convoy are considered an integral part of the weapon system. Therefore, from generation through deployment to redeployment and recovery, the entire convoy, except for individual equipment, is exempt from ROS procedures; however, this para-graph must be related to paragraph 3.3.9.

3.3.9. Property Lost During Combat Operations. Property lost during, or as a result of combat oper-ations is not subject to the provisions of this manual. It is accounted for per AFM 67- 1, volume 1, part one, chapters 10 and 11.

3.3.10. Equipment Items. A ROS is not required for nonexpendable items listed on AF Form 2691, Aircraft/Missile Equipment Property Record, when these items are lost in aircraft accidents occur-ring under the circumstances in paragraph 3.3.9. above.

3.3.11. A ROS is not required for other than AF Form 2691 equipment lost in aircraft accidents occur-ring under the circumstances in paragraph 3.3.8. The aircraft termination message or any document signed by a commander indicating that the items were lost in the accident can be used to adjust the appropriate property record.

16 AFMAN23-220 1 JULY 1996

3.3.12. A ROS is not required when loss, damage, or destruction was incident to the following cir-cumstances:

3.3.12.1. Authorized flight, takeoff, landing, taxiing, or ground handling by the pilot, copilot, other crew members, or authorized ground personnel. (Ground handling includes refueling, ser-vicing, loading, and unloading. authorized ground personnel includes maintenance personnel.)

3.3.12.2. Unserviceability due to fair wear and tear.

3.3.12.3. Disassembly for recovery of component parts or salvage authorized by competent authority.

3.3.12.4. Abandonment resulting from an accident incident to authorized operations.

3.3.12.5. Act of God.

3.3.13. Exceptions to paragraph 3.3.12.

3.3.13.1. A ROS is required for aircraft partially damaged and unserviceable, damaged beyond economical repair, abandoned, or destroyed under circumstances other than those described in paragraph 3.3.12.

3.3.13.2. A ROS is required for repair cycle assets and AF Form 2691 items if they are damaged or lost after removal from an aircraft. Note: An aircraft may have been damaged incident to autho-rized operations, but once accountable items are removed, they are subject to similar accountabil-ity and standard of care as other property book items. If these items are lost or damaged after removal from the damaged aircraft, this could not be construed as loss of damage incident to authorized ground handling, and a ROS will be initiated.

AFMAN23-220 1 JULY 1996 17

Chapter 4

GENERAL PROCEDURES FOR PROCESSING A ROS (DD FORM 200)

4.1. General Overview of ROS Processing Procedures. Detailed procedures are in other parts of this manual.

4.1.1. When property is lost, damaged, or destroyed by an individual or an organization, the organiza-tion that has possession of the property will initiate the ROS and that unit commander, or in some cases the appointing authority, will appoint an investigating officer who will determine the facts in the case. The ROS Program Manager will be advised promptly so that a ROS number can be assigned.

4.1.2. The investigating officer must be "disinterested" and have no interest in the custodian-ship, care, accountability, or safekeeping of the property. Further, when appointed as investi-gating officer, the completion of the investigation becomes a primary duty and the officer will be relieved of other duties or assignments that would interfere with the investigation.

4.1.3. The investigating officer (the term "officer" applies to anyone appointed to investigate the case), at a minimum, will answer the six questions outlined in para 070203, reference 1.2.2. These are: what happened, how, where, and when; who was involved, and was there any evidence of negli-gence, misconduct, or deliberate unauthorized use or disposition of the property.

4.1.4. The investigating officer, based on the facts, makes findings and recommendations on the issue of liability of the person(s) involved.

4.1.5. The next step is to refer the ROS to the accountable officer so that the records may be adjusted.

Note that this action will not be affected by the action taken by the approving or appellate authority;

therefore, the accountable records are adjusted as soon as possible.

4.1.6. Next, the investigating officer allows the person(s) involved to review the case and provide ver-bal or written information to refute the findings and recommendations.

4.1.7. The ROS is then processed to the appointing authority for assignment of financial responsibil-ity against the individual(s) charged or relieving them from responsibility. If financial responsibility is to be assessed, the ROS will be referred to the legal office for review. If the investigating officer has not performed a thorough job, the ROS should be returned for reaccomplishment.

4.1.8. In some cases the appointing authority may appoint a financial liability officer to re-investigate the case. This is a second investigation and is performed when it is necessary to reevaluate the initial investigation or because of the complicated nature of the case. In most cases, a financial liability officer should not be required if the investigating officer accomplishes a proper investigation.

4.1.9. In unusual cases, the approving authority may appoint a financial liability board to evaluate the findings of the appointing authority and the financial liability officer.

4.1.10. Upon conclusion of these actions, the approving authority reviews the ROS and assigns finan-cial responsibility or relieves the individual(s) of responsibility.

4.1.11. At this time the ROS is submitted for acknowledgment by the individual(s) charged who are advised that the ROS action may be appealed to the next level in the chain of command above the per-son who assigned the financial liability assessment.

18 AFMAN23-220 1 JULY 1996

Chapter 5

TIME FRAMES FOR PROCESSING A ROS

5.1. DoD Guidance. Para A.6., 070301 of reference 1.2.2. allows the Services to set processing time limits.

5.2. ROS Must Be Acted on Expeditiously. Processing time limits are outlined below. They are man-datory for Active Air Force units. ANG and AFRES units are encouraged to adhere to them if feasible;

however, because ANG and AFRES units train on weekends, extended time frames have been established to meet the administrative requirements of these organizations. The program manger, acting for the approving authority, is responsible to ensure that they are met. If circumstances preclude adherence to these time limits, this information must be provided to the ROS program manager so that the ROS file can be properly annotated.

5.3. Active Air Force Processing Times.

5.3.1. Fifteen days from the date of the discovery of the loss, the organization will complete the pre-liminary investigation phase - blocks 1 through 8. This includes obtaining a ROS Investigation Num-ber and appointing an investigating officer.

5.3.2. Thirty days for the investigating officer and the responsible officer to complete the initiation phase - blocks 9 through 12 and return the ROS to the ROS program manager. This includes inter-viewing all persons involved in the case. A detailed list of investigators duties are contained in Chap-ter 7. These times assume that the person(s) that may be held liable are located on the same base as the investigator. If it is necessary to obtain statements by mail, these times are additive to the 30 days;

however, it is not feasible to indicate the time required to obtain mailed testimony.

5.3.3. Five days for the ROS program manager to send the ROS to the accountable officer for the adjustment of property records and to send a copy of the ROS file to person(s) who may be held liable based on the investigators findings and recommendations (Attachment 2 and Attachment 3).

5.3.4. Forty days - 30 days for the person(s) who may be held liable to respond to Attachment 2 or Attachment 3 (Intent Notifications) plus 10 days mailing times from and to the program manager.

5.3.5. Five days for the appointing authority to review the file and pass it to the approving authority.

5.3.6. Thirty days if the appointing authority requires a review by a financial liability officer or board.

5.3.7. Twenty days for a legal review if financial liability is recommended.

5.3.8. Five days for the approving official to approve the findings and recommendations.

5.3.9. Total time to complete the ROS - 100 days if there is no assessment of financial liability, 130 days if a financial liability officer or board is appointed, and 150 days if financial liability is recom-mended because a legal review is required.

5.4. ANG and AFRES Processing Times.

5.4.1. Forty five days to complete blocks I through 8.

AFMAN23-220 1 JULY 1996 19

5.4.2. One hundred days to complete blocks 9 through 12, 16, and 17.

5.4.3. Total time to complete the ROS - 145 days if no financial liability is assessed. Add 40 days if a legal review is required (total 185 days) and another 60 days if a financial liability officer or boards is appointed (total 245 days).

20 AFMAN23-220 1 JULY 1996

Chapter 6

TIME LIMITS FOR ACTIONS REQUIRED AFTER APPROVAL OF A ROS

6.1. General. This chapter outlines actions that must be taken after the approving authority assesses lia-bility against a person(s) or received a request for reconsideration, appeal, or waiver. Chapter 16 outlines the details involved in voluntary payments, collections, and refunds.

6.1.1. Within five workdays of the approval authority assessing financial liability, the program man-ager will advise the individual found liable if located on the same base.If the approving authority is at different location from the person found liable, 12 work days is allowed for mail notification within the CONUS; however, this target maybe extended by the program manager to fit mail schedules, espe-cially if remote overseas locations are involved. Sample memoranda sent to the person(s) found financially liable are at Attachment 4 for Non-Government Housing Damage and Attachment 5 for Government Housing Damage.

6.1.2. Concurrently with the actions in paragraph 6.1.1., the program manager will advise the FSO to record the debt on the member's pay record. Involuntary collection may not begin until the expiration of 30 days from the date that the individual receives notification of liability. Within five work days after the expiration date, the program manager will advise the FSO to initiate involuntary collection if no reply has been received from the individual.

6.1.3. Within 30 days of being notified of financial liability, the individual(s) may: voluntarily pay the amount assessed or appeal the assessment to the approving authority if the dollar amount is one month's pay or less; however, if the assessment exceeds one month's pay, the individual must notify the approving authority of the intent to appeal the assessment. The appeal must be submitted within 60 days of the date that the notification was received.

6.1.4. If an appeal is received within the allowed time, the FSO is advised immediately not to collect the debt until the appeal is ruled upon by the approving authority.

6.1.5. If the debt exceeds one month's pay and the individual indicates that an appeal will be made, the FSO is advised to suspend collection for 60 days plus mailing times. If no appeal is received within 60 days plus mailing time, the FSO is notified to begin involuntary collection. If the appeal is received within the allowed time, the FSO is notified immediately to suspend collection until the approving authority rules on the appeal.

6.1.6. Within 10 days of action on the appeal, the program manager advises the FSO to close out the collection action and also advises the individual(s) if the appeal is approved. If the appeal is disap-proved, the FSO is advised to place the debt collection in suspense pending action by the next higher headquarters and advises the individual(s) that the appeal request will be forwarded to the next higher headquarters for action.

6.1.7. Times authorized headquarters above wing level to act on requests for reconsiderations, appeals, or waivers are as follows: The next higher headquarters will act on a ROS within 30 days after receipt. MAJCOMs will act on a ROS within 60 days of receipt and HQ USAF will act on a ROS within 90 days of receipt.

6.1.8. Forty-two days, including 12 for mailing, are allowed for an individual transferred to another CONUS base to respond to the proposed assessment of financial liability by the former base. If a

AFMAN23-220 1 JULY 1996 21

response is not received by day 42, the program manager will forward the case to the FSO for collec-tion.

6.1.9. Creditor organizations are allowed 45 days to complete due process procedures against civilian employees. After this date the program manager will follow up every 30 days until the case is returned for involuntary collection (see paragraph 16.2.4.).

6.1.10. Within 15 days of receipt of a ruling from a headquarters above wing level disallowing a request for reconsideration appeal, or waiver, the program manager will forward the case to FSO for collection.

22 AFMAN23-220 1 JULY 1996

Chapter 7

INVESTIGATING OFFICER - RESPONSIBILITIES AND DUTIES

7.1. General. The commander to whom the lost, damaged, or destroyed property was issued normally will appoint an official who will determine the facts in the case and make findings and recommendations as to assessing or not assessing pecuniary liability against an individual.

7.1.1. The investigating official will be an officer, non-commissioned officer (E-7 or above), or civil-ian employee in grades GS-7, WG-9, WL-5 or WS-1 or above. If feasible, the investigator will be senior in rank to the person(s) being investigated and be from a unit different from the one involved in the ROS. When the investigating "officer" is not senior in rank or grade to the individual being inves-tigated, the person who appointed the investigating officer will advise the appointing authority in writing as to why this was necessary. This document will be made a part of the ROS file as an exhibit.

7.1.2. The investigator must be a disinterested, impartial individual who has no interest or involvement in the custodianship, care, accountability, or safe keeping of the property in ques-tion.

7.2. General Duties of Investigators. The investigator will become familiar with this manual and the requirements for making an investigation.

7.2.1. Paragraph 4.1.3. outlines the six basic DoD requirements for conducting an investigation.

7.2.2. In addition to the DoD requirements, when applicable, the investigator will:

7.2.2.1. Review and evaluate as a minimum the adequacy of existing procedures to protect prop-erty.

7.2.2.2. Determine compliance with existing procedures and directives.

7.2.2.3. Determine the individuals responsible and the type of responsibility assigned (such as command, supervisory, or personal).

7.2.2.4. Present facts indicating whether or not negligence or abuse was involved.

7.2.2.5. Determine the proximate cause of the loss, damage, or destruction.

7.2.2.6. Recommend corrective action to minimize or preclude recurrence.

7.2.2.7. Establish when it was first determined that the property was lost or damaged.

7.2.2.8. Determine if the custodian(s) performed their duties properly. (See Chapter 21.)

7.2.2.9. Determine if the custodians were properly trained.

7.2.2.10. Determine what actions were taken to find lost property.

7.2.2.11. If vehicle damage is involved, determine if the operator was properly briefed regarding governing directives and if the driver was properly trained.

7.3. Investigation is a Primary Duty. Conducting the investigation will be the primary duty of the investigator until it is completed and blocks 1 through 12 of the ROS (DD Form 200) are completed.

AFMAN23-220 1 JULY 1996 23

The investigator will be relieved of normal duties which could impair the expeditious completion of the investigation. See Chapter 5 for allowable ROS processing times.

7.4. Detailed Investigator Duties. The investigator will comply with the requirements outlined in para-graph 4.1.4. above, ensure that they are well documented in Block 9 of the DoD Form 200 above, and also will:

7.4.1. Develop the facts in the case which will logically lead to the findings and recommendations(s).

The investigator must interview any persons with a knowledge of the case if they are in the immediate area. This includes the person(s) who may have lost, damaged, or destroyed the property.

7.4.2. Obtain written statements from persons interviewed. These statements will be sworn to in accordance with the Manual For Courts Martial (1984), Appendix 2, Section 936. This section autho-rizes the investigator to swear witnesses.

7.4.3. Attach witness statements to the ROS.