Tab 8. DAFI 34-160.pdf

BY ORDER OF THE SECRETARY

OF THE AIR FORCE

DEPARTMENT OF THE AIR FORCE

INSTRUCTION 34-160

3 MARCH 2022

Services

MORTUARY AFFAIRS PROGRAM

COMPLIANCE WITH THIS PUBLICATION IS MANDATORY

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

RELEASABILITY: There are no reliability restrictions on this publication

OPR: AF/A1S Certified by: SAF/MR

Supersedes: AFI34-501, 16 April 2019 Pages: 189

This Department of the Air Force Instruction (DAFI) implements Department of Defense

Instruction (DoDI) 1300.15, Military Funeral Support; Department of Defense Directive (DoDD)

1300.22, Mortuary Affairs Policy; DoDI 1300.29, Mortuary Affairs Program, DoDI 2310.5, Accounting for Missing Persons– Boards of Inquiry; DoDI 4515.13, Air Transportation Eligibility;

and Air Force Policy Directive (AFPD) 34-1, Air Force Services. This publication applies to all civilian employees and uniformed members of the regular Air Force, the Air Force Reserve, the

Air National Guard and the United States Space Force. In collaboration with the Deputy Chief of

Space Operations for Human Capital, Chief of the Air Force Reserve (AF/RE), and the Director of the Air National Guard (NGB/CF), the Deputy Chief of Staff for Manpower, Personnel, and

Services (AF/A1) develops personnel policy for the Mortuary Affairs Program. This Instruction requires the collection and or maintenance of information protected by the Privacy Act of 1974 authorized by Department of Defense Directive (DoDD) 5400.11, DoD Privacy Program. The applicable A0600-8-1c, AHRC DoD is available at http://dpclo.defense.gov/Privacy/SORNs.aspx. Ensure all records generated as a result of processes prescribed in this publication adhere to Air Force Instruction 33-322, Records

Management and Information Governance Program, and are disposed in accordance with the Air

Force Records Disposition Schedule, which is located in the Air Force Records Information

Management System. Compliance with the attachments in this publication is mandatory. This publication may be supplemented at any level; all Major Command (MAJCOM) and Field

Command (FLDCOM) level supplements require approval by the publication office of primary responsibility (OPR) prior to certification and approval. The authorities to waive wing or unit level requirements in this publication are identified with a tier (“T-0, T-1, T-2, T-3”) number following http://www.e-publishing.af.mil/ http://dpclo.defense.gov/Privacy/SORNs.aspx

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Section 8D—Mortuary Services Contracts.

8.15. Contracting for Mortuary Services. Award mortuary contracts to fully qualified, professional funeral directors to perform mortuary services as prescribed in the Standards for DoD

Mortuary Facilities and for Drafting a Performance Work Statement (PWS) for DoD Contracted

Mortuary Services, located on the AFMAO SharePoint. (T-0). MOs or MTs will not direct movement of remains unless the PADD authorizes the Air Force to assume custody of remains for preparation and movement to the destination designated by the PADD. (T-1). Establish a non-personal service contract or BPA with the funeral home in accordance with the Standards for DoD

Mortuary Facilities and for Drafting a Performance Work Statement (PWS) for DoD Contracted

Mortuary Services. (T-0).

8.15.1. For Air Force activities in CONUS, the MO will arrange for contract mortuary services through the contracting officer in accordance with the Defense Federal Acquisition Regulation

Supplement Subpart 237.70 (T-0). Contract mortuary services are provided via an annual non-personal service contract, BPA, a purchase order for individual cases or piggy back on a contract awarded to another service (Army or Navy) when authorized by the installation contracting officer.

8.15.2. Every two years, the mortuary office should purchase a commercially-published funeral home directory as a resource to assist the PADD for final arrangements of a fallen member.

8.15.3. When selecting a contract funeral home, the Mortuary Office will ensure potential contract funeral home(s) have the ability to accept a Government Purchase Card for payment.

(T-2)

8.16. Annual Mortuary Services Contracts or BPAs. Each year, the MO will submit requirements for mortuary services to the contracting officer in sufficient time to permit issuance of a solicitation and contract or BPA award prior to the beginning of the fiscal year. (T-3). The

Base Contracting Officer will use the document titled Standards for DoD Mortuary Facilities and for Drafting a Performance Work Statement (PWS) for DoD Contracted Mortuary Services as the basis for requirements for services and merchandise. (T-0).

8.16.1. Mortuary Offices considering the award of a contract will coordinate this action with other Air Force installations in the vicinity as well as nearby installations and activities of the other armed services, prior to issuing a solicitation. One contract for mortuary services can be awarded in a given area to handle the remains of all deceased military personnel, unless the local circumstances dictate the need for more than one contract. The installation with the largest potential need should execute the contract or BPA for use by all nearby installations

(within an agreed area of performance). The servicing Contracting Officer will advise as to whether or not that the contract or BPA can include a clause (contract line item numbers or letter of authorization) permitting sister services’ utilization. (T-1).

8.16.2. The Base Contracting Officer will ensure the contract or BPA specifies the installation, unit, or sister service in which the funeral home needs to provide mortuary services. (T-1).

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8.16.3. Activities having no contracting authority will arrange for mortuary services, as required, through the nearest activity holding such authority. (Activity with contract or BPA must assume responsibility for the use of the contract funeral home. (T-1). Legally, another activity cannot use a contracting vehicle unless specifically identified in that vehicle).

8.16.4. A team consisting of a contracting officer as chairperson, MO and a third officer designated by the Mission Support Group commander will conduct a Pre-Award Survey to evaluate the capability and responsibility of any contractor being considered for award. (T-1).

8.17. One Time Purchase Order. If an annual contract is not in effect at the place of death, submit a purchase order to the contracting officer requesting a contract award to handle the individual case. If the contracting officer or authorized representative cannot immediately go to the place where death occurred, he or she must telephone (contact) a funeral director at or near the place of death and make interim arrangements for mortuary services under this provision.

However, the contracting officer will exercise caution to ensure the necessary services and supplies are obtained at a fair and reasonable cost and performed in accordance with the Standards for DoD

Mortuary Facilities and for Drafting a Performance Work Statement (PWS) for DoD Contracted

Mortuary Services. (T-1).

8.17.1. Where there are no contracts in effect and the preparing funeral home does not accept the Government Purchase Card, or the cost is in excess of the Government Purchase Card micro-purchase threshold, the MO must submit an AF Form 9, Request for Purchase, to the local contracting office requesting a non-personal service contract award. Submit the invoice through Wide Area Workflow and payment through Defense Finance and Accounting System.

(T-1).

8.17.2. The Government Purchase Card or electronic funds transfer is used to pay primary preparation costs, using local purchase procedures.

8.18. Non-Contract Services. In some cases, recovery and preparation is accomplished by a non-contract funeral home before the Air Force activity is notified or learns of the death. If the PADD subsequently requests the Air Force assume custody of the remains and are then moved to a contract funeral home for reprocessing, dressing, casketing and shipment or delivery to final destination, the MO who handles disposition of the remains will advise the non-contract funeral home to submit a claim for services rendered. (T-1). The claim, if reasonable, is paid by that activity. When it cannot determine the amount due to the claimant, the MO will forward the claim to AFMAO for review and payment recommendation. (T-1).

Section 8E—Payment of Mortuary Supplies and Services.

8.19. Use of the Government Purchase Card. Use the Government Purchase Card to pay for mortuary supplies, equipment, and non-personal services under the micro purchase threshold, whenever possible. When there is a mortuary services contract or BPA in effect, with a pre-negotiated price over the micro-purchase threshold, the Government Purchase Card is authorized for use when specified as the method of payment within the contract. (T-1).

8.19.1. The Government Purchase Card is authorized for the government-to-vendor purchases only. The MO will ensure properly itemized invoices are promptly submitted by the contractor in order for validation and prompt payment processing. (T-1).

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8.19.2. The Government Purchase Card is not authorized to be used to directly reimburse the

PADD for expenses incurred through a receiving funeral home, cemetery, florist or newspaper.

8.19.3. Upon signature of the DD Form 1375, directing payment to the vendor, the

Government Purchase Card is authorized to pay the secondary funeral expenses incurred by the PADD, e.g. funeral home, cemetery florist or newspaper, providing the expenses are below the micro purchase threshold in accordance with DAFI 64-117. (T-1).

8.20. Payment of Mortuary Expenses.

8.20.1. Primary Expenses - Payment made to a funeral home under contract or BPA with the

Air Force. After receiving an initial death message, AFMAO will verify the death, assign an authorization number and send an authorization letter describing the entitlements specific to each case and a Cost Data Worksheet to the MO. (T-1). The MO will ensure correct fund citation, and Emergency and Special Program coding for reimbursement by the owning

MAJCOM or FLDCOM for authorized expenses. (T-1).

8.20.2. Secondary and Transportation Expenses - Payment made to a receiving funeral home which is not under contract or BPA with the Air Force. The MO will ensure authorized secondary and remains transportation expenses are processed for payment upon receipt of the

DD Form 1375, with an itemized invoice or Statement of Funeral Goods and Services

Selected/Funeral Purchase Agreement, signed by the PADD. (T-1).

8.20.3. When reimbursing the PADD for previously paid funeral expenses, the MO will ensure a SF 1034 is completed, the signed DD 1375 and receiving funeral home invoice are submitted to the FSS Resource Advisor. (T-1). The FSS Resource Advisor will process the SF 1034 against an accounting Miscellaneous Obligation Reimbursement Document (as applies in accordance with local guidelines) established to cover the mortuary expenses. Once accomplished, the FSS Resource Advisor will route the payment package to the local accounting and finance office for processing and payment distribution through the servicing

Defense Finance and Accounting Service office.

8.20.4. Once all purchases are complete and all reimbursement vouchers are paid, mortuary affairs personnel will scan and upload into the DCIPS case file the vouchers and Government

Purchase Card expenses. (T-1).

8.21. Payment of Reimbursable Services and Supplies. The MO at the installation or mortuary arranging for care and disposition of the remains will accomplish DD Form 2065, and obtain supplies and transportation. The MO will coordinate with the mortuary facility where the remains are prepared to determine the proper amount of reimbursement to collect. The MO will ensure item 14 of DD Form 2065 is completed with the appropriate Air Force funding classification. (T-

1). NOTE: DoD mortuary facility mortuary and embalming supplies cost list is located on

AFMAO SharePoint.

8.21.1. Cash, cashiers’ checks, bank drafts, certified checks and personal checks are acceptable types of payment for mortuary services and supplies. The MO will ensure personal checks are annotated with the printed name, grade and organization or home address of the writer. (T-1).

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8.21.2. In some instances, there is no sponsor or PNOK in the area to complete the DD Form

2065. For example, a sponsor or PNOK and the sponsor’s dependent(s) are killed in a common accident or disaster, or the sponsor or PNOK is not in the same geographical area where the dependent died. Make every effort locally to obtain reimbursement even though a DD Form

2065 cannot be accomplished. Promptly advise AFMAO of a case that cannot be resolved locally. The MO will not hold remains outside CONUS pending resolution of reimbursement problems. (T-1).

8.22. Depositing Proceeds from Reimbursement. The MO will immediately turn over to the

FSS/RA reimbursements collected for cost of mortuary services and supplies for deposit with the servicing Accounting and Finance Office. (T-1).

8.22.1. The DD Form 1131 is used to credit the appropriation and project under which these costs were financed (i.e., D059 for port costs, D046 for transportation). The MO will ensure a copy of this form is sent with the remains to AFMAO, Dover AFB. (T-1).

8.22.2. When the sponsor or PNOK elects the mortuary at Dover AFB to furnish services and supplies, the MO will ensure AFMAO charges are deposited to the credit of AFMAO account through AF/A1S in the same manner. (T-1).

8.23. Establishing Accounting Procedures. The MO will establish accounts receivable files, implement methods of requesting payment and process delinquent accounts. (T-1). Generally, the retained copy of DD Form 2065, constitutes the basis for an accounts receivable file. DAF Form

969 is used as a billing document by the Air Force and is used to request reimbursement for mortuary services. However, a form is very impersonal, so the MO will ensure a transit letter accompanies the DAF Form 969. (T-1). Attach a copy of the reimbursement request document to the DD Form 2065 in the file. Three requests for payment are made at 30-day intervals with the second and third request sent via certified mail, return-receipt requested. Accounts not paid within

90 days of the original billing are sent to the servicing Accounting and Finance Office. Should any questions arise, the local Accounting and Finance Budget Office can be contacted. All records listed in this paragraph should also be added to the DCIPS case file.