AFI-34-239.pdf

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BY ORDER OF THE

SECRETARY OF THE AIR FORCE

AIR FORCE INSTRUCTION 34-239

20 FEBRUARY 2004

Services

FOOD SERVICE MANAGEMENT PROGRAM

OPR: HQ AFSVA/SVOHF (Mr. George Miller) Certified by: HQ USAF/ILV (Mr. Arthur J. Myers) Supersedes AFI 34-239, 1 February 1998 Pages: 38

Distribution: F

This instruction tells how to order, inventory, and account for food in dining facilities, flight kitchens, missile feeding, and field feeding operations. It does not apply to hospital dining facilities. It implements Department of Defense Regulation (DoDR) 7000-14, DoD Financial Management Regulation, Volume 12, Chapter 19-23 Aug 02; and DoD Instruction (DoDI) 1338.10, Department of Defense Food Service Program, 5 Jun 91.

SUMMARY OF REVISIONS

This document is substantially revised and must be completely reviewed.

Revisions are extensive due to installation of the Corporate Food Service (CFS) operations. Additionally, references to Troop Support operating procedures are deleted since their elimination in September 1999.

AF Form 249, Food Service Operations Report (RCS HAF-SVS(M)9219), is obsolete.

Chapter 1—FOOD SERVICE PROGRAM MANAGEMENT 4

1.1. Unauthorized Uses

1.2. Nutrition Education

1.3. Menu Patterns

1.4. What People Do?

1.5. Use of Air Force APF Dining Facilities

1.6. Types of Flight Meals and Allowances

1.7. Customer Feedback

1.8. A La Carte System (ALACS)

2 AFI34-239 20 FEBRUARY 2004

Chapter 2—FOOD SERVICE CONTRACTS 5

2.1. Contingency Plan

2.2. The Statement of Work (SOW)

Chapter 3—MANUAL FOOD SERVICE ACCOUNTING 6

3.1. Accounting for Cash and Forms

3.2. Food Service Managers

3.3. Gains and Losses

3.4. Small and Large Flight Meals

3.5. Field Feeding

Chapter 4—AUTOMATED FOOD SERVICE ACCOUNTING 8

4.1. Accounting for Cash and Forms

4.2. Food Service Managers

4.3. Theoretical Cost Percentages

4.4. Gains and Losses

4.5. Small and Large Flight Meals

Chapter 5—FOOD ORDERING AND INVENTORY 10

5.1. Forecasting

5.2. Ordering

5.3. Reconciliation

5.4. Inventory Control

5.5. Physical Inventory

5.6. End of Fiscal Year (FY) Inventory

5.7. Cost Corrections

5.8. Uniform Requirements

Chapter 6—WAR RESERVE MATERIEL (WRM) MANAGEMENT 12

6.1. Requirements

6.2. Requisitioning

6.3. Storage

6.4. Issues and Transfers

6.5. Rotation

6.6. Inventory

AFI34-239 20 FEBRUARY 2004 3

6.7. Revaluation

6.8. Prescribed Forms

Attachment 1—GLOSSARY OF REFERENCES AND SUPPORTING INFORMATION 15

Attachment 2—WHAT PEOPLE DO 21

Attachment 3—USE OF AIR FORCE APF DINING FACILITIES 25

Attachment 4—TYPES OF FLIGHT MEALS AND ALLOWANCES 27

Attachment 5—FOOD SERVICE REPORTING PROCEDURES 28

Attachment 6—CONVERSION WEIGHT CHART 29

Attachment 7—SAMPLE MEMORANDUM OF UNDERSTANDING (MOU)

FOR RATIONS 30

Attachment 8—WAR RESERVE MATERIEL (WRM) RATION REPORT 33

Attachment 9—ELIGIBLE CUSTOMERS AND WHAT THEY ARE CHARGED

IN APF FOOD SERVICE FACILITIES 34

4 AFI34-239 20 FEBRUARY 2004

Chapter 1

FOOD SERVICE PROGRAM MANAGEMENT

1.1. Unauthorized Uses. Do not use appropriated fund (APF) food from food service for social activi-ties.

1.1.1. Organizational Operations and Maintenance (O&M) funds (3400) may not be used to provide free beverages to military or civilian employees. With exception of those members who are on Essen-tial Station Messing (ESM), formerly known as Subsistence in Kind (SIK) and meet the requirements of being exposed to the elements for extended periods, have no reasonable access to refreshment sources, and where beverages are required to remain alert. For example, Security Force personnel who are ESM and manning gates and guard posts. Civil Engineering personnel who are ESM involved in snow removal or work locations where no reasonable access to refreshment sources to remain alert would be authorized. These individuals would be authorized mission essential beverages provided at Government Expense using the 3500 Appropriation for ESM. All other personnel, military or civil-ians, would be required to pay for coffee or other beverages that are provided from the Air Force Din-ing Facility.

1.1.2. Sports Beverages (Gatorade) used as Mission Essential Beverages will not be purchased with 3500 Appropriation for ESM. Sports beverages will be purchased using Organizational O&M funds.

Organizations must comply with AFMOA/CC Memo dated 3 Jul 01. AF 3500 ESM funds will not be used to purchase sports beverages. Sports beverages must be purchased with unit/operation/mainte-nance 3400 funds. Must have medical commander approval. AFI 65-601V1, Budget Guidance and Procedures, paragraph 4.45.6 Sports Beverages.

1.2. Nutrition Education. Refer to AFI 40-104, Nutrition Education, for specific information on meet-ing recommended nutritional standards.

1.3. Menu Patterns. The food service officer (FSO) makes sure the menu patterns in the Worldwide Menu are used.

1.4. What People Do? Refer to Attachment 2.

1.5. Use of Air Force APF Dining Facilities. Refer to Attachment 3.

1.6. Types of Flight Meals and Allowances. Refer to Attachment 4.

1.7. Customer Feedback. Use AF Form 27, Food Service Customer Survey base or major command (MAJCOM) approved form to get feedback from customers in all APF dining facilities.

1.8. A La Carte System (ALACS). A system in which the dining facility charges the Basic Allowance for Subsistence (BAS) guest and other cash guests for each menu item selected. ESM guests are furnished their meals without charge. This is the only authorized feeding system for Air Force food service opera-tions.

AFI34-239 20 FEBRUARY 2004 5

Chapter 2

FOOD SERVICE CONTRACTS

2.1. Contingency Plan. Air Force activities with food service contracts must have contingency service plans in case the contractor fails to perform. Obtain a model base-level contingency plan from your MAJ- COM or Headquarters, Air Force Services Agency, Air Force Food Service Branch (HQ AFSVA/ SVOHF), 10100 Reunion Place, Suite 401, San Antonio TX 78216-4138.

2.2. The Statement of Work (SOW).

2.2.1. MAJCOM Services and HQ AFSVA/SVOHF maintain all food service contracts.

2.2.2. Food service managers request and must use the current SOW when they convert from in-house to a contract, or resolicit an existing contract. HQ AFSVA/SVOHF must approve deviations from the standard SOW.

6 AFI34-239 20 FEBRUARY 2004

Chapter 3

MANUAL FOOD SERVICE ACCOUNTING

3.1. Accounting for Cash and Forms. FSOs and food service managers fully and accurately account for the meals they serve.

3.1.1. FSOs

3.1.1.1. Safeguard AF Form 79, Head Count Record.

3.1.1.2. Verify the daily amount of cash collected and turn in to the accounting and finance office.

3.1.1.3. Investigate if safeguarded forms are missing.

3.1.1.4. Account for signature records on AF Form 1254, Register for Cash Collection Sheets.

3.1.1.5. For all type of meals, prepare the AF Form 1119-1, Manual Monthly Monetary Report (RCS: HAF-SVS(M) 9122). Refer to Attachment 5.

3.1.1.6. Use AF Form 282, Unannounced Spot-Check of Cashier, each month to spot check each cashier function for accurate customer count and cash control procedures.

3.2. Food Service Managers :

3.2.1. Account for forms and cash issued to cashiers on AF Form 1305, Receipt for Transfer of Cash and Vouchers.

3.2.2. Report any cash overages or shortages on DD Form 1131, Cash Collection Voucher.

3.2.3. Recap the number of meals served and all purchases for all types of dining facilities on the AF Form 1119-1, Manual Monthly Monetary Report. Refer to Attachment 5.

3.2.4. Account for flight meals and record the cash collected for them on AF Form 79.

3.2.5. Record all instructions to the cooks about what food to prepare, how much to make, and when to prepare meals on the Production Log.

3.3. Gains and Losses. The food manager must try to keep each food account within three percent of the monthly-earned income. If a manager records greater losses for three consecutive months, the following action is taken:

3.3.1. The Services Squadron Commander or Division Chief investigates the account and takes appropriate action to include a report of survey on DD Form 200, Financial Liability Investigation of Property Loss. The commander or division chief informs the Mission Support Group Commander with a summary of the deficiencies and the corrective action taken to bring the food account back within authorized tolerances.

3.3.2. The Mission Support Group Commander informs the MAJCOM Director of Services (SV) of the actions taken to fix the problem.

3.4. Small and Large Flight Meals. When FSOs and managers use a dining facility or flight kitchen to prepare meals that will be served away from the dining facility, the food cost for these meals must not

AFI34-239 20 FEBRUARY 2004 7

exceed 30 percent of the meal cost allowance for a small meal and 65 percent of the meal cost allowance for a large meal. Request meals on AF Form 79.

3.5. Field Feeding. Use a meal cost allowance determined quarterly by HQ AFSVA/SVOHF for field feeding.

3.5.1. Keep a weekly record of all types of meals served and a weekly monetary accounting on the AF Form 1119-1, Manual Monthly Monetary Report. For reporting procedures, refer to Attachment 5.

3.5.2. All accounting will be done on a weekly basis. Take a weekly physical inventory to determine the food expenses. Conduct monthly inventories in accordance with paragraph 5.4.

3.5.3. For base exercises or short-term contingencies; the food manager must try to keep the food ser-vice account three percent of the total earned income for the exercise. For field operations, which extend over a one-month period or consecutive months, the food manager must try to keep the food service account within three percent of the monthly-earned income. If a manager records greater losses for the timeline listed above:

3.5.3.1. The Services Squadron Commander or Division Chief investigates the account, takes appropriate action, to include a report of survey on DD Form 200. The commander or division chief informs the Mission Support Group Commander with a summary of the deficiencies and the corrective action taken to bring the food account back within authorized tolerances.

3.5.3.2. The Mission Support Group Commander informs the MAJCOM SV of the actions taken to fix the problem.

3.5.4. Each base food service activity conducting field feeding will carry forward gains/losses each month throughout the fiscal year.

3.5.5. For menu patterns, all field feeding operations must comply with the Air Force feeding plan as defined in United States Air Force War and Mobilization Plan, Vol 1 (WMP-1, Annex GG).

8 AFI34-239 20 FEBRUARY 2004

Chapter 4

AUTOMATED FOOD SERVICE ACCOUNTING

4.1. Accounting for Cash and Forms. FSOs and food service managers fully and accurately account for the meals they serve.

4.1.1. FSOs:

4.1.2. Safeguard cash register receipts, the Sales Offset Report, and AF Form 79 as applicable.

4.1.2.1. Verify the daily amount of cash collected and turned into the accounting and finance office.

4.1.2.2. Investigate if safeguarded forms are missing.

4.1.2.3. Account for signature records on AF Form 1254.

4.1.2.4. Use AF Form 282 each month to spot-check each cashier function for accurate customer count and cash control procedures.

4.2. Food Service Managers :

4.2.1. Account for any forms and cash issued to cashiers on AF Form 1305.

4.2.2. Report any cash overages or shortages on DD Form 1131.

4.2.3. Recap the number of meals served in dining facilities or flight kitchens on the Sales Offset Report or the Cash Reconciliation Report.

4.2.4. Keep a daily accounting of all food costs and meals served in all types of dining facilities on the Sales and Cost Report. Refer to Attachment 5 for reporting procedures.

4.2.5. Record all instructions to the cooks about what food to prepare, how much to make, and when to prepare meals on the Production Log.

4.2.6. Record raw and finished waste on the Waste Log.

4.3. Theoretical Cost Percentages. Food service managers in automated operations are responsible for ensuring the theoretical cost percentage, from the Sales and Cost Report, average between 75 percent and 85 percent with 80 percent being the target.

4.4. Gains and Losses. The food manager must try to keep each food account within three percent of the total sales. If a manager records greater losses for 3 consecutive months:

4.4.1. The Services Squadron Commander or Division Chief investigates the account, takes appropri-ate action, to include a report of survey on DD Form 200. The commander or division chief informs the Mission Support Group Commander with a summary of the deficiencies and the corrective action taken to bring the food account back within authorized tolerances.

4.4.2. The Mission Support Group Commander informs the MAJCOM SV of the actions taken to fix the problem.

AFI34-239 20 FEBRUARY 2004 9

4.5. Small and Large Flight Meals. When FSOs and managers use a dining facility or flight kitchen to prepare meals that are served away from the dining facility, the food cost for these meals must not exceed 30 percent of the meal cost allowance for a small meal and 65 percent of the meal cost allowance for a large meal. Ensure that meals are requested on an AF Form 79.

10 AFI34-239 20 FEBRUARY 2004

Chapter 5

FOOD ORDERING AND INVENTORY

5.1. Forecasting. The FSO gives the Defense Supply Center - Philadelphia (DSCP) account manager the forecast for food requirements 60 days in advance for Continental United States (CONUS) locations and 120 days for overseas (OCONUS) locations. The Prime Vendor (PV) forecast allows contracts to be tai-lored to the customer’s requirements and allows the customer maximum flexibility.

5.2. Ordering. For manual operations, the storeroom clerk uses E-mail to order food. Use DeCA Form 70-20, Subsistence Request for Issue, Turn-in, or Transfer, when purchasing from the Defense Com-missary Agency (DeCA) resale store. In automated operations, the storeroom clerk will input commissary purchases in Aloha’s inventory control. In automated dining facilities under PV, the user orders directly from the PV through an electronic catalog in Aloha’s inventory control that lists all the items available for the customer to order. Catalog updates, requisitions, purchase orders, acknowledgments, and receipts are transmitted electronically using a closed loop Electronic Commerce system between the customer, the DSCP, and the contractor.

5.3. Reconciliation. The storeroom manager will turn in all paperwork to the accountant within 24 hours of receipt of food items. The accountant will:

5.3.1. Record all types of purchases on the SF 1080, Voucher for Transfer Between Appropriation and/or Funds.

5.3.2. In automated operations, verify correct amounts on the Purchase (History) Journal and the Receipt Confirmation. If you do not receive receipt confirmation within 2 business days, contact STORES helpdesk for further assistance.

5.3.3. Correct any discrepancies using Inventory Control or STORES Web, as applicable. Refer to the CFS Handbook.

5.3.4. Coordinate discrepancies with the DSCP account manager.

5.4. Inventory Control. To make sure food is controlled from the time of receipt until it's served, store-room clerks:

5.4.1. Keep high dollar storage areas secured.

5.4.2. Record all food transferred between facilities, on AF Form 3516, Food Service Inventory Transfer Receipt at non-automated operations. For automated operations, a transfer-in will be an Invoice Entry and a transfer-out will be an Adjustment Entry. Use the CFS Handbook to manage transfers between food service operations.

5.5. Physical Inventory. The storeroom clerk will conduct a weekly inventory as defined by CFS. The FSO assigns a member other than the storeroom clerk to take a physical inventory of all food items at the close of business on the last day of the month.

5.5.1. The person taking the inventory:

AFI34-239 20 FEBRUARY 2004 11

5.5.1.1. In manual operations, record the inventory count on AF Form 3514, Inventory Count Worksheet. In automated operations, record the count on the Count Sheets. Enter counts in the Physical Count Entry under Inventory Control.

5.5.2. The FSO reviews and certifies the inventory.

5.6. End of Fiscal Year (FY) Inventory.

5.6.1. On the last day of the current fiscal year, the FSO assigns someone outside of food service to conduct the physical inventory using the following procedures:

5.6.1.1. The Food Service Manager will provide the inventory officer with the count sheet printed from CFS (Physical Count Entry).

5.6.2. The inventory officer will count all items in all storage locations, kitchen, and production areas assisted by storeroom personnel.

5.6.2.1. Once the inventory officer completes the counts, storeroom personnel will enter the counts into CFS (Physical Count Entry). The inventory officer will verify all counts are entered into CFS. Storeroom personnel will save the inventory and reconcile the overages and shortages.

Once complete, the storeroom clerk will print the Edit List Count Sheet. The inventory officer will sign the Edit List Count Sheet, certifying the inventory is correct. The Food Service Manager will also sign the Edit List Count Sheet.

5.6.3. Once inventory is complete save the inventory and close out.

5.6.3.1. The following day, the manager will process the physical counts. After processing physi-cal counts, verify all counts were processed (look in Physical Counts and the Event Viewer).

5.6.4. Once this process is completed food service manager will print out 3 copies of the On Hand Summary Report (RCS: HAF-SVO(A)0304)—this is your new fiscal year starting inventory. The FSO will sign all the On Hand Summary Reports. Provide one copy to the food service accountant— send one copy to your MAJCOM food service manager and one to HQ AFSVA/SVOHF. CONTINUE

REPORTING DURING MINIMIZE.

5.7. Cost Corrections. Any cost corrections, accomplished in automated operations, which exceed one percent of the total dollar value of the item class (i.e., beef items are 111, poultry 112, etc.) MAJCOM food service branch must approve. Cost corrections greater than one percent will be sent through the MAJCOM/SVX or SVP to HQ AFSVA/SVOHF for approval.

5.8. Uniform Requirements. Food Service personnel engaged in the preparation and serving of food shall be attired in appropriate food service uniforms as prescribed in AFI 36-2903, Dress and Personal Appearance of AF Personnel.

12 AFI34-239 20 FEBRUARY 2004

Chapter 6

WAR RESERVE MATERIEL (WRM) MANAGEMENT

6.1. Requirements. This section expands on responsibilities and policies in DoD Directive (DoDD) 3110.6, War Reserve Materiel Policy, and AFI 25-101, War Reserve Materiel (WRM) Program Guidance and Procedures. The War Consumable Distribution Objective (WCDO), USAF War and Mobilization Plan (WMP-1, Annex GG), and MAJCOM Ration Requirements summary specify the number of days, quantity, and type of rations to be maintained as WRM funded levels by the principle MAJCOM for stor-age and use at the operational level.

6.1.1. Only MAJCOM identified requirements are programmed and funded as WRM. Installations must coordinate all Air Force Operational Plan (OPLAN) requirements with their MAJCOM/SVX/ Logistics Plans Office (LGX) for identification.

6.1.2. MAJCOM/SVX/LGX provides their WRM ration requirements in writing to HQ AFSVA/ SVOHF by 15 March annually. Requirements identified for locations that do not have an Air Force food service activity assigned will be stored at the nearest Air Force installation that has a food service activity.

6.1.3. MAJCOM/SVX identifies and approves all self-sustaining unit ration requirements in their annual ration requirements summary. These units may store their rations instead of food service.

Rations and all accountable forms will be issued on a hand receipt.

6.1.4. The total Air Force wartime requirement for operational rations (Unitized Group Rations (UGR) and Meals Ready to Eat (MREs)) to support the Air Force two Major Theater War (MTW) Regional concept as identified in the Defense Guidance and WMP-1 are budgeted for by HQ AFSVA/ SVO for storage at active duty bases having a requirement and with the Defense Logistics Agency in CONUS and OCONUS.

6.2. Requisitioning. Congress specifically approves WRM ration Essential Station Messing (ESM) for-merly, Subsistence-in-Kind (SIK) funds (3500).

6.2.1. HQ AFSVA/SVO approves any new or increased WRM requirements and places annual requi-sitions for all CONUS bases. WRM rations are only approved for storage at active duty bases that have an Air Force food service activity.

6.2.2. Bases will not exceed WRM-funded levels.

6.2.3. HQ AFSVA/SVOHF approves the release of depot-stocked rations for exercise use before req-uisitioning.

6.3. Storage. Where feasible, store all WRM rations under refrigeration (ideal temperature is 35-50 degrees Fahrenheit) to extend their shelf life. The maximum storage life is 36 months at 80 degrees Fahr-enheit.

6.3.1. If current facilities are inadequate for storage of WRM rations, the installation commander will provide space elsewhere on base. The facility will be under lock and key control of food service per-sonnel and must provide adequate security. Erect a physical barrier (floor to ceiling) to prevent theft or pilferage should the facility be jointly used with another base activity.

AFI34-239 20 FEBRUARY 2004 13

6.3.2. Store WRM rations by lot number and date-of-pack on standard (40” X 48”) size pallets.

6.3.3. WRM rations may be stored in the same warehouse as food service stocks. However, they will not be commingled together. WRM and food service rations should not be stacked more than three pallets high, without warehouse rack shelving.

6.3.4. Food Service will not break down or store WRM rations individually on separate pallets for units.

6.3.5. Rations stored by self-sustaining units are issued on AF Form 3516, with a Memorandum of Understanding (MOU) signed by the services and self-sustaining unit commanders. Refer to Attach-ment 7. Food service must account for these rations in the WRM account and report monthly on the AF Form 28, War Reserve Materiel (WRM) Ration Report (RCS: HAF-SV(M)9601). Refer to Attachment 8 for reporting procedures.

6.4. Issues and Transfers. Do not issue rations directly from the WRM account. If sufficient rations are not available in food service and WRM rations have to be used for emergencies, transfer them to the food service account before issue. The Services commander or designated representative must approve the release of all WRM rations in coordination with the base War Reserve Materiel Officer (WRMO) on AF Form 3516.

6.4.1. Active duty Air Force units cannot use unit funds to purchase operational rations, except for survival packets and emergency drinking water. Active duty units must obtain rations through food service. Food service will then issue rations to the unit with accountable forms and guidance for con-trol of ESM funds when the rations are used. Survival packets and drinking water will not be stored in the food service warehouse. Storage of these items is the unit’s responsibility.

6.4.2. Issue all operational rations in full case lots only.

6.4.3. Include date-of-pack and lot number of the rations issued on AF Form 3516.

6.4.4. Transfer operational rations requiring Military Public Health inspection, in full cases only, from WRM to food service using AF Form 3516. Military Public Health inspectors provide DD Form 1222, Request for and Results of Tests, to food service personnel for the quantity of destroyed rations dur-ing inspection.

6.4.5. Return operational rations only to food service activities if there is a recurring demand for them. Accept full cases only and have Military Public Health inspectors to inspect the rations for ser-viceability before acceptance.

6.4.6. For support of exercises and contingencies, transfer operational rations from one base to another using DD Form 1149, Requisition and Invoice/Shipping Document. A document number must be obtained from HQ AFSVA/SVOHF and rations must be inspected by Military Public Health inspectors prior to shipment in accordance with DSCP Handbook 4155.2, Inspection of Meal, Ready-To-Eat (MRE) Rations (Appendix A). A copy of the inspection report will accompany the ship-ment.

6.5. Rotation. MAJCOM/SVX develops and monitors rotation of all pre-positioned WRM assets includ-ing those stored in food service. Rotate MREs annually. Program and requisition one-third of all WRM-funded levels of MREs annually (in November) based on storage conditions. HQ AFSVA/SVOHF

14 AFI34-239 20 FEBRUARY 2004

will also inform the MAJCOM/SVX of the quantities and types of WRM stocks stored by DSCP in CONUS that require rotation.

6.5.1. Identify rations not used in local exercises, to the MAJCOM/SVX for redistribution to other installations.

6.5.2. Place new rations in WRM upon receipt of annual replacement rations. Transfer the same quan-tity of the oldest date-of-pack in WRM to food service for rotation.

6.5.3. Use AF Form 28, to report each type of operational ration (MRE and UGRs) by lot number and date-of-pack in the WRM account monthly. Refer to Attachment 8 for additional guidance on report-ing periods.

6.6. Inventory. Conduct inventories to determine the monetary value of WRM assets, physical quantities on hand by date-of-pack, and lot number, to prepare inventory adjustments, or to certify the financial sta-tus of the WRM account. WRM assets will not exceed the funded-level established by HQ AFSVA. Per-form a inventory on the last workday of each month.

6.6.1. Self-sustaining units will inventory rations issued on an AF Form 3516 monthly, and report the results to food service personnel. Include these rations on all physical inventories and reports.

6.7. Revaluation. Each fiscal year when the case price of MREs changes, food service will revalue MRE inventories to account for the unit price change. Two AF Forms 28 will be submitted. Food Service will conduct an end of fiscal year inventory on 30 September at the old case price. The quantity will be trans-ferred to a new AF Form 28 for the next fiscal year on 1 October, with the new fiscal year case price.

6.8. Prescribed Forms. AF Forms 28, War Reserve Materiel (WRM) Ration Report, and 1119-1, Manual Monthly Monetary Report.

SUSAN A. O’NEAL

Assistant DCS/Installations and Logistics

AFI34-239 20 FEBRUARY 2004 15

Attachment 1

GLOSSARY OF REFERENCES, ABBREVIATIONS, ACRONYMS, AND TERMS

References

DoD Directive 3110.6, War Reserve Materiel Policy, 9 Nov 000

DoD Manual 1338.10, Manual for the Department of Defense Food Service Program, Nov 78

DoD Regulation 7000.14-R, Volume 12, Chapter 19, Financial Management Regulation, 23 Aug 02

AFI 25-101, War Reserve Materiel (WRM) Program Guidance and Procedures, 25 Oct 00

AFI 36-2903, Dress and Personal Appearance of Air Force Personnel, 1 Nov 01

AFI 40-104, Nutrition Education, 9 May 94

AFI 65-601, V1, Budget Guidance and Procedures

AFJMAN 23-210, Joint Service Manual for Storage and Materials Handling, 12 Apr 94

AFMAN 23-220, Reports of Survey for Air Force Property, 1 Jul 96

AFMAN 34-240, Food Service Program Management, 1 Apr 98

AFMAN 34-255, Directory of Government Quarters and Dining Facilities, 1 Jan 98

AFMAN 37-139, Records Disposition Schedule, 1 Mar 96

AFMAN 65-604, Appropriation Symbols and Budget Codes, 1 Oct 02

Corporate Food Service (CFS) Handbook

Federal Supply Catalog C8900-SL, Stock List

Federal Supply Catalog C8900-PL, Price List

DSCP Handbook 4155.2, Inspection of Meals, Ready-To-Eat (MREs) Rations (Appendix A)

War Consumable Distribution Objective (WCDO)

USAF War and Mobilization Plan, Vol I (WMP-1, Annex GG)

Abbreviations and Acronyms

AFI—Air Force Instruction

AFJMAN—Air Force Joint Manual

AFMAN—Air Force Manual

AFPD—Air Force Policy Directive

AFROTC—Air Force Reserve Officer Training Corps

ANGROC—Air National Guard Readiness Operational Center

APF—Appropriated Fund

BAS—Basic Allowance for Subsistence

16 AFI34-239 20 FEBRUARY 2004

CFS—Corporate Food Service

CONUS—Continental United States

DeCA—Defense Commissary Agency

DoDD—Department of Defense Directive

DoDI—Department of Defense Instruction

DSCP—Defense Supply Center - Philadelphia

DSCP-E—Defense Supply Center – Europe

DSCP-P—Defense Supply Center – Pacific

DSO—Defense Subsistence Office

ESM—Essential Station Messing

FSC 8900 SL—Food Service Catalog 8900 Stock Listing

FSO—Food Service Officer

FY—Fiscal year

HACCP—Hazardous Analysis Critical Control Point

HQ AFSVA—Headquarters Air Force Services Agency

ITD—Inspection Test Date

LGX—Logistics Plans Office

MAJCOM—Major Command

MILSTRIP—Military Standard Requisitioning and Issue Procedures

MOU—Memorandum of Understanding

MREs—Meals, Ready to Eat

MTW—Major Theater War

NROTC—Naval Reserve Officer Training Corps

OCONUS—Outside the Continental United States

OPLAN—Operational Plan

PC—Personal Computer

PFD—Present for duty

POS—Point of Sales

PV—Prime Vendor

QAE—Quality Assurance Evaluator

RDD—Required Delivery Date

ROTC—Reserve Officer Training Corps

AFI34-239 20 FEBRUARY 2004 17

SIK—Subsistence-in-Kind

SOW—Statement of Work

SV—Director of Services

SVO—Directorate of Operations

SVOHF—Air Force Food Service Branch

TDY—Temporary Duty

UGR—Unitized Group Ration

USAF—United States Air Force

USD/C—Under Secretary of Defense, Comptroller

WCDO—War Consumable Distribution Objective

WMP-1—USAF War and Mobilization Plan, Vol 1

WRM—War Reserve Materiel

WRMD—War Reserve Material Officer

Terms

Accounting Period—Normally, a period based on a calendar month, beginning on the first and ending on the last day of the month. The accounting period must not extend past the last day of the calendar month.

"A" Ration—Perishable and semi perishable foods used in food service facilities where refrigeration is available.

A La Carte System (ALACS)—A system in which the dining facility charges the Basic Allowance for Subsistence (BAS) guest and other cash guests for each menu item selected. Subsistence-In-Kind (ESM) guests are furnished their meals without charge.

Basic Allowance for Subsistence (BAS)—A monetary allowance, prescribed by law, paid to military personnel instead of subsistence at government expense.

Book Inventory—The dollar value of subsistence items on hand at any given time as determined from accounting records kept in connection with day-to-day business (On-Hand Summary).

Breakfast—The meal served during morning hours and normally the first meal of the day.

Carryout Service—Food available for takeout from a dining facility or independent facility (frequently located near the flight line). Also known as Grab-n-Go.

Closing Inventory—The dollar value of the physical inventory at the end of the subsistence accounting period. After this inventory, purchases are chargeable to the next accounting period.

Common Service—Service provided to members of another military service, which does not require reimbursement from the activity receiving support. The term is used in food service for members of the Army, Navy, and Marine Corps who are provided ESM.

Corporate—Headquarters, Air Force Services Agency, Directorate of Operations, Air Force Food Service Branch (HQ AFSVA/SVOHF)

18 AFI34-239 20 FEBRUARY 2004

Corporate Food Service—The overall Air Force Food Service Program.

Corporate Reporting—Elimination of manual printed reports through automatic data roll-ups to HQ AFSVA/SVOHF. The Food Service Superintendent or Food Service officer to determine the financial status of the food service operation uses the program. It gathers data from all facilities on base and provides centralized reporting.

Defense Logistics Agency (DLA)—Responsible single manager for a wide variety of common items of subsistence, fuels, and supplies required by the military services.

Defense Supply Center - Philadelphia (DSCP)—The center designated by DLA to provide subsistence support to all services worldwide.

Defense Supply Center - Europe (DSCP-E)—The supply point providing subsistence to a specific geographical area.

Defense Supply Center - Pacific (DSCP-P)—The supply point, which provides subsistence to a specific geographical area.

Defense Subsistence Office (DSO)—The DSCP perishable supply point, which provides fresh fruits and vegetables, frozen food, and chill items.

Dinner—The meal served during evening hours and considered the third meal of the day.

Discount Meal Rate—A meal rate that includes the cost of food only.

Earned Income—The monetary credit obtained from the number of customers served multiplied by the monetary cost allowance.

Enterprise Messenger—Software designed to use Web and E-mail technology for data transport between food service operations and report submission to higher headquarters. It bundles together standard attachments to be sent to corporate each night. Enterprise Messenger is also used for catalog updates from all vendors.

Essential Station Messing (ESM)—Formerly, Subsistence In Kind. Food furnished to enlisted personnel at government expense. ESM is also termed "Rations-In-Kind."

Finished Waste—Cooked product that has been discarded due to over preparation, excessive holding times, dropped or spilled. Managers must ensure this type of waste is minimal. It is an adjustment entry in Inventory Control.

Flight Meal Charge (Large and Small)—A rate to recover part of the food cost and subsistence allowance for a flight meal.

Food Handlers—Food service personnel who work where unsealed food or drink is handled, processed, prepared, or served, and who touch food or food contact surfaces in any way. Excluded are food service managers, cashiers, and delivery persons who do not handle unwrapped food or touch food contact surfaces.

Food Service Officer (FSO)—An officer, noncommissioned officer, or civilian responsible to the base military support flight chief for the management of the APF food service operations.

Full Meal Rate—A meal that includes the cost of food and a proportional charge (formerly known as surcharge) for operating cost.

Gain or Loss—The profit or loss in the food service account by individual dining facility, and by base, AFI34-239 20 FEBRUARY 2004 19 during a specific accounting period.

Head Count—The number of personnel who eat meals in dining facilities, according to AF Forms 79 or electronically recorded data.

Inventory—The physical count of subsistence items on hand at any given time.

Inventory Control—Software program, which operates stand alone or in conjunction with Aloha Table Service (point-of-sales) and a personal computer. It allows food service managers greater control over how inventory usage is reconciled and improves the ability to help identify theoretical food costs.

Line Item—Any item that carries a separate inventory item number or is otherwise identified for ordering, storing, and processing.

Lunch—The meal served during midday and considered the second meal of the day.

Meal Cost Allowance—A monetary figure used for ESM projections and determines earned income credit for manual APF facilities.

Military Standard Requisitioning and Issue Procedure (MILSTRIP)—Provides uniform supply procedures for requisitioning from DLA activities.

Night Meal—The meal served between the dinner and breakfast meals, sometimes referred to as the midnight meal.

Opening Inventory—The dollar value of the physical inventory of the subsistence account at the beginning of an accounting period. This figure must be the same as the closing inventory value of the preceding accounting period.

Operational Rations—Specially packaged, processed, or prepared food for operational or emergency conditions, as identified in Food Service Catalog 8900 Stock Listing (FSC 8900 SL). Packaged operational rations, designed for individual use in the field, are sometimes enhanced with beverages and other food items.

Perishable Item—A subsistence item, which normally requires some type of refrigeration to prevent spoilage during transportation and storage.

Physical Count—A list of inventory items that will be counted on a weekly or monthly basis. Count all items in all storage locations, kitchen, and production areas.

Present For Duty (PFD)—The number of enlisted personnel assigned to and on duty at a unit or installation.

Prime Vendor (PV)—A method of procuring subsistence. A single vendor provides all subsistence (except milk and bread) directly to dining facilities.

Progressive Food Preparation (Batch Cooking)—The preparation of food items at selective time intervals during the entire meal period as the food is consumed. The objective is to match the flow of customers through the serving lines so fresh, high quality food is always available.

Quality Assurance Evaluator (QAE)—A government person, military, or civilian, responsible for the surveillance of contractor performance.

Ration—A quantity of nutritionally adequate food required to subsist one person for one day. This normally consists of three meals.

20 AFI34-239 20 FEBRUARY 2004

Raw Waste—Inventory items that have been discarded due to over ordering, cooler/mechanical problems, spoilage, or mishandling. Managers must ensure this type of waste is minimal. It is an adjustment entry in Inventory Control.

Required Delivery Date (RDD)—The calendar date when merchandise is required.

Satellite—A food service location, operated as an annex of a parent dining facility that does not maintain a separate account. It provides operating data for the parent facility's AF Form 1119-1, Manual Monthly Monetary Record or the Sales and Cost Report in automated operations.

Seconds—The serving of a second portion, at the request of a customer, on items determined by base policy. The serving of a second portion is considered an additional head count.

Semi perishable Item—A subsistence item, which does not normally require refrigeration during transportation and storage.

Shipment—The movement of merchandise from point of origin to destination by any mode.

Statement of Work (SOW)—A document that accurately describes the essential and technical requirements for services, including the standards used to determine whether the requirements have been met.

Theoretical Costs—The amount of an item used in a recipe multiplied by the number of times the recipe was sold. This is actual food cost. The beginning inventory plus purchases minus (point of sales items sold multiplied by the recipe usage of items).

Transfers—The movement of subsistence supplies from one location to another within the overall food service division of the Air Force Defense Working Capital Fund.

Transient Diners—Enlisted personnel, authorized to eat at government expense, who eat in an Air Force dining facility located at other than their assigned base.

Unitized Group Rations (UGRs)—Used to sustain military personnel during worldwide operations that allow organized food service facilities. The UGR is designed to maximize the use of commercial items and to simplify the process of providing high quality food service in a field environment.

War Consumable Distribution Objective (WCDO)—A classified document that lists bases and war consumable items, including rations, that must be on hand to support current Air Force war reserve plans.

War Reserve Materiel (WRM)—Materiel required to augment peacetime assets to support wartime activities reflected in HQ USAF war and mobilization plans until the industrial base can meet wartime demands.

Year-End Formal Inventory—The actual physical count of all subsistence items on hand at the end of the FY to determine the exact accountability of the food service activity.

AFI34-239 20 FEBRUARY 2004 21

Attachment 2

WHAT PEOPLE DO

A2.1. HQ USAF/ILV.

A2.1.1. Issues policies for conducting the Air Force Food Management Program.

A2.1.2. Develops and implements nutritional awareness programs.

A2.1.3. Plans and programs new construction or modification of food service facilities.

A2.2. HQ AFSVA/SVO.

A2.2.1. Program manager for (3500) Military Appropriation.

A2.2.2. Develops food management program procedures.

A2.2.3. Sets, publishes, distributes, and provides technical assistance and guidance to MAJCOMs and bases on food service matters.

A2.2.4. Helps to introduce new food management systems by participating with other DoD agencies in the DoD Research, Development, Testing, and Engineering program.

A2.2.5. Approves changes to the food service program.

A2.2.6. Coordinates and approves food specifications and resolves problems involving food quality and service.

A2.2.7. Conducts food quality assurance and inspection training at the School of Aerospace Medi-cine.

A2.2.8. Develops and updates the Air Force Worldwide Menu.

A2.2.9. Runs training workshops for food service managers and MAJCOM representatives.

A2.2.10. Reviews plans for food service modification, renovation, and construction projects for func-tional adequacy and sizing.

A2.2.11. Establishes and monitors new food item tests and acceptability studies.

A2.2.12. Provides functional expertise for developing and using state-of-the-art automated food ser-vice systems.

A2.2.13. Oversees the Hennessy Trophy Awards Program to promote excellence in food service.

A2.2.14. Trains base food service personnel during Food Management Assistance Team visits and staff assistance visits to base food service operations.

A2.2.15. Develops customer service standards.

A2.2.16. Prepares SOWs, quality assurance plans, and other guidelines for food service contracts.

A2.2.17. Participates in the maintenance of the Armed Forces Recipe Service.

A2.2.18. Maintains centrally managed database.

A2.2.19. Provides WRM funding authorization to all MAJCOMs when Congress approves WRM funds.

22 AFI34-239 20 FEBRUARY 2004

A2.2.20. Coordinates supply of subsistence with MAJCOMs and deployed units.

A2.2.21. Aggregates and consolidates wartime subsistence pre-positioning requirements from MAJ- COMs.

A2.2.22. Coordinates food service and food service matters with the other military departments and DoD, and maintains contact with other government agencies and industrial associations.

A2.3. HQ AFSVA/SVF

A2.3.1. Submits and defends requirements for the Food Service Division, ESM Military Appropria-tion (3500) formerly, SIK budget including WRM.

A2.3.2. Submits and defends Second Destination Transportation funding for shipping overseas and rotating excess subsistence and WRM rations.

A2.4. MAJCOM/SV and ANGRC/SVX

A2.4.1. Supervises and oversees operations of food service activities as stated in established policies and procedures.

A2.4.2. Analyzes command problems.

A2.4.3. Provides direction for reaching MAJCOM and program goals.

A2.4.4. Provides training and staff assistance to the bases' food service and operations.

A2.4.5. Updates AFMAN 34-255, Directory of Government Quarters and Dining Facilities.

A2.4.6. Provides well-managed, quality food service activities for all customers.

A2.4.7. Maintains liaison with installation commanders.

A2.4.8. Acts as focal point on subsistence matters with HQ AFSVA/SVOHF and deployed units dur-ing wartime, contingencies, exercises, and emergencies.

A2.4.9. Advises HQ AFSVA/SVOHF of any significant subsistence problems encountered.

A2.4.10. Recommends policy or procedural improvements to the Air Force Food Service Program to

HQ AFSVA/SVOHF.

A2.4.11. Identifies their total pre-positioned wartime subsistence requirements to HQ AFSVA/ SVOHF by 15 March annually.

A2.4.12. Ensures WRM rations are requisitioned when notified by HQ AFSVA/SVOHF.

A2.4.13. Ensures food service activities do not exceed the WRM funded level.

A2.4.14. Obtains WRM and food service ration reports from assigned food service activities and sub-mits accurate consolidated reports to HQ AFSVA/SVOHF.

A2.4.15. Monitors inventory balances, date-of-pack, rotation, and expiration dates of all pre-posi-tioned WRM.

A2.4.16. Monitors inventory to sales ratio, inventory level, and gain or loss tolerance for each base.

A2.5. Installation Commander.

AFI34-239 20 FEBRUARY 2004 23

A2.5.1. Provides adequate facilities for storage of food service subsistence (both perishable and semi perishable) and WRM funded operational rations.

A2.5.2. Funds all food service equipment and supplies.

A2.6. Services Commander or Division Chief.

A2.6.1. Acts as accountable officer for all food service subsistence and WRM stocks.

A2.6.2. Oversees operation of food service activities.

A2.6.3. Advises the MAJCOM of any significant subsistence problems.

A2.6.4. Forwards recommendations to improve the Air Force Food Service Program to MAJCOM/

SV.

A2.6.5. Budgets for all food service equipment and supplies.

A2.6.6. Budgets in conjunction with the base transportation officer sufficient transportation funds for shipment of excess food service subsistence and MREs.

A2.7. FSO.

A2.7.1. Oversees the base APF food service program.

A2.7.2. Develops a program for replacing equipment and upgrading facilities.

A2.7.3. Ensures manual procedures are available for continued operations if the point-of-sales system or computer is down.

A2.7.4. Gives dining facility cashiers written instructions on safeguarding cash and forms, customer identification, and meal charges.

A2.7.5. Trains food service staff.

A2.7.6. Uses AF Form 1038, Food Service Evaluation Record, to rate the food service operation.

A2.7.7. Provides input for change to MAJCOM/SV on AFMAN 34-255, Directory of Government Quarters and Dining Facilities.

A2.7.8. Acts as responsible officer for food service.

A2.7.9. Reviews and approves food service requisitions before submission to DSCP.

A2.7.10. Ensures WRM rations are requisitioned when notified by the MAJCOM/SV.

A2.7.11. Reviews and forwards WRM and ration reports to the MAJCOM/SV.

A2.7.12. Gives instructions with the appropriate forms to any organization requesting MREs.

A2.7.13. Ensures Hazard Analysis Critical Control Point (HACCP) procedures are used for subsis-tence to include storage, food preparation, cooking, serving, and holding food products.

A2.8. Food Service Personnel.

A2.8.1. Orders, receives, stores, transfers, and issues subsistence to all authorized activities.

A2.8.2. Establishes controls for issue of subsistence to APF customers.

24 AFI34-239 20 FEBRUARY 2004

A2.8.3. Maintains inventories within approved variances to support current and projected needs.

A2.8.4. Reviews budget requests for new or replacement equipment.

A2.8.5. Develops a program for replacing and upgrading facilities and equipment.

A2.8.6. Keys all requisition, receipt, transfer, issue, and other documents affecting inventory by close of business daily.

A2.8.7. Forwards requisitions to the FSO for review and approval before submitting to DSCP.

A2.8.8. Establishes a schedule for submission of all food orders.

A2.8.9. Complies with procedures contained in AFJMAN 23-210 Joint Service Manual for Storage and Material Handling.

A2.8.10. Identifies by letter the quantity of WRM rations requiring rotation during the next 12 months to the installation plans office through the Services Commander or Division Chief no later than 15 October annually.

A2.8.11. Monitors inventory balances, date-of-pack, rotation, and expiration dates of all subsistence.

AFI34-239 20 FEBRUARY 2004 25

Attachment 3

USE OF AIR FORCE APF DINING FACILITIES

A3.1. The Air Force operates APF enlisted dining facilities in order to provide the subsistence entitle-ment to enlisted members who reside in dormitories, to provide a training environment for food service personnel to meet our war-fighting mission, and to provide flight meal service in support of daily opera-tions. Generally, use of dining facilities is restricted to enlisted members and those individuals authorized by the installation commander to meet mission requirements. Attachment 9 lists the meal rates for the following customers and other situations where it is appropriate for the installation commander to autho-rize other customers to eat meals in the dining facility. Meal rate charges are determined by the Under Secretary of Defense, Comptroller (USD/C), and are published annually. All waivers to meal charges must be approved by USD/C.

A3.2. Enlisted Members:

A3.2.1. Enlisted members who are essential station messing (ESM) are authorized to use the dining facility at no charge.

A3.2.2. Enlisted members who receive BAS are authorized to use the dining facility as a cash-paying customer.

A3.2.3. Enlisted members receiving the meal portion of per diem are authorized to use the dining facility as a cash-paying customer.

A3.3. Officers:

A3.3.1. Permanent party officers are not authorized to use the enlisted dining facility except as pro-vided below. The installation commander may authorize officers to eat meals in the dining facility after determining other facilities, including NAF food activities, base exchange cafeteria, and base restaurant, are not available, adequate, or readily accessible to the duty station.

A3.3.2. Officers receiving a meal portion of per diem are authorized to use the dining facility when the authorization is included in the TDY orders by the orders authorizing official. Officers may only be authorized to use the dining facility at locations where the installation commander has determined government meals are available for DoD TDY travelers. Locations where government meals are available to TDY travelers are listed in AFMAN 34-255.

A3.4. Civilians:

A3.4.1. Generally, permanent party civilian members of the DoD component are not authorized to use the enlisted dining facility. The installation commander may authorize DoD civilians to eat meals in the dining facility after determining other facilities, including NAF food activities, base exchange caf-eteria, and base restaurant, are not available, adequate, or readily accessible to the duty location.

A3.4.2. DoD civilians receiving a meal portion of per diem are authorized to use the dining facility upon presentation of their TDY orders. Civilians may only use the dining facility at locations where the installation commander has determined government meals to be available to DoD TDY travelers.

26 AFI34-239 20 FEBRUARY 2004

A3.5. Dependent family members of military personnel. Generally, dependent family members of military personnel are not authorized to use the enlisted dining facility. When family members of military personnel E1-E4 are authorized to eat in the enlisted dining facility, they are charged the discount meal rate (food cost only).