TE 6 Hand Receipt Standard Operating Procedures (SOP) (03-04-26).pdf

Unaccompanied Furnishings Movers & Handlers Technical Exhibit # 6

Hand Receipt Standard Operating Procedure (SOP)

1. Purpose: To establish and delineate standardized procedures on the contractor responsibilities for tracking, processing, and reconciling hand receipts during change-of-command inventories, ensuring timely submission, accurate property accountability, and compliance with FMO requirements. This SOP ensures all actions comply with applicable regulations and requirements.

2. Responsibilities Overview:

• Track submission of change-of-command inventories to FMO within 30 calendar days.

• Conduct follow-ups with commanders via email and phone when deadlines are missed.

• Manage extension requests, adjustment documents, eMH updates, and hand receipt renewals.

• Maintain the hand receipt tracker and all associated documentation in the FMO shared drive.

3. Inventory Submission Requirements: Outgoing/Incoming Commanders must submit the change-of-command inventory to FMO within 30 days. If not received by Day 30, the contractor must:

• Send the standard follow-up email.

• Call the commander to request status.

• Document all contact attempts.

4. Extensions to the 30-Day Requirement: Incoming Commanders may request two 15-day extensions (in writing) from the appointing authority. The Contractor is responsible for the following:

• Request a copy of the approved extension.

• Submit the extension to FMO for validation.

• Reschedule the hand receipt sign-over date accordingly.

• Update the tracker with new suspense dates.

5. Review of Submitted Inventories: Upon receiving the inventory, the contractor must determine whether:

• All items are accounted for, or

• Items are lost, damaged, or destroyed due to fault or neglect.

a) If discrepancies exist, the contractor must verify that the commander has initiated the correct property adjustment action:

• Statement of Charges (SOC), or

• Financial Liability Investigation of Property Loss (FLIPL).

b) If the commander has not provided required documents:

• Return the inventory without action, using the standard email template.

• Clearly state the reason for return.

• Follow up with the commander to obtain missing documents.

6. Follow-Up Requirements: The Contractor must pursue missing adjustment documents through email and phone, coordination with all UH staff is must. All follow-up actions must be completed within 3 days to ensure timely reconciliation.

7. Verification and Building Reset: The Contractor must verify the inventory against commander-identified items, including fair wear and tear, zero discrepancies and/or Documented losses. The Contractor must coordinate building reset within 72 hours of inventory receipt.

8. eMH Updates: The Contractor must enter all adjustment document data into eMH within 2 business days of receiving documents and verify the accuracy of the updated hand receipts. All updated hands receipts must be sent for commander review and signature within 24 hours of completing updates.

9. Final Hand Receipt Signature/Final Documentation: the contractor follow up on hand receipt sent to commander for signature, after receiving signed hand receipt contractor must update the hand receipt tracker, update corresponding files and monitor renewal due dates. All hand receipt trackers should be maintained in FMO shared drive.

10. The points of contact for this SOP are Irma Banks, email: Irma.banks.civ@army.mil and Mario a. Limon email: mario.a.limon2.civ@army.mil.

11. REFERENCE:

IAW DA PAM 710-2-1

IAW AR 735-5 Chapter 12(6) AR 735-5 Chapter 13-8 (a) mailto:Irma.banks.civ@army.mil mailto:mario.a.limon2.civ@army.mil

EXAMPLE OF EMAIL FORMAT-1

Email follow-up when Commander’s has not turned-in Inventory

Good morning/afternoon, Sir/Ma’am, our records indicate you received a Commanders Brief on xxxxx (04 Dec 22). During your in brief, you received information on the timeline to complete your furniture inspection. IAW regulation and local policy you are currently delinquent xxx days. It is imperative you initiate/complete your inspection, identify missing, broken or damaged furniture while holding Soldiers accountable. Whether that includes a statement of charges or initiating a FLIPL for these items. Please advise on status of your furniture inventory as soon as possible. Please refer to guidance below:

IAW DA PAM 710-2-1

9–3. Change of hand receipt holder inventory When the HRH is replaced, all property listed on hand receipts will be inventoried by the incoming and outgoing PHRH. Thirty (30) days will be allowed to conduct the joint inventory.

IAW AR 735-5 Chapter 12 When Government property is reported missing, commanders at all levels, primary hand receipt holder, or the accountable officer will initiate a preliminary investigation and search to be conducted to ensure the missing property is actually missing before an adjustment document in paragraph 12–1c (1) is initiated. The preliminary search will be aggressively pursued to meet the time limits in paragraph 13–8.

AR 735-5 Chapter 13-8 (a)

a. Active Army. The Active Army will initiate and present financial liability investigations of property loss to the appointing authority or approving authority as appropriate not later than fifteen (15) calendar days after the date of discovering the discrepancy.

Thank you in advance for your immediate response.

v/r Signature Block

Notes:

30 days- FMO staff send email to all UH Staff, Commander, Supply NCO, Barracks Manager(s) 30 days-UH Staff (including all UH Staff) Commander, Barracks Manager 35 days- UH Chief email BN XO, BN CSM, HD Chief 60 days - FMO Staff send email to include all UH Staff, Commander, Supply NCO, Barracks Manger(s) 60 days - UH Chief email BDE XO, BDE CSM, BN CSM, BN CSM, HD Chief 90 days- FMO Staff send email to all UH Staff, Commander, Supply NCO, Barracks Manager (s) 90 days- UH Chief- HD Chief 90 days – HD Chief- GCSM

EXAMPLE OF EMAIL FORMAT-2

Email Follow up – Commander has not returned final HR / signature

Good morning/afternoon, Sir/Ma’am, our records indicate a copy of your final Hand Receipt for Unaccompanied Housing facility xxxxx was emailed to you on xxxxxx. As of today, we have not received a signed hand receipt from you. Please advise if you require a second copy. Please refer to guidance below:

IAW DA PAM 710-2-1

9–3. Change of hand receipt holder inventory When the HRH is replaced, all property listed on hand receipts will be inventoried by the incoming and outgoing PHRH. Thirty days will be allowed to conduct the joint inventory.

IAW AR 735-5 Chapter 12 (6) When Government property is reported missing, commanders at all levels, primary hand receipt holder, or the accountable officer will initiate a preliminary investigation and search to be conducted to ensure the missing property is actually missing before an adjustment document in paragraph 12–1c (1) is initiated. The preliminary search will be aggressively pursued to meet the time limits in paragraph 13–8.

AR 735-5 Chapter 13-8 (a)

a. Active Army. The Active Army will initiate and present financial liability investigations of property loss to the appointing authority or approving authority as appropriate not later than fifteen (15) calendar days after the date of discovering the discrepancy.

Thank you in advance for your immediate response.

v/r

Signature Block

Notes:

30 days- FMO staff send email to all UH Staff, Commander, Supply NCO, Barracks Manager(s) 30 days-UH Staff (including all UH Staff) Commander, Barracks Manager 35 days- UH Chief email BN XO, BN CSM, HD Chief 60 days - FMO Staff send email to include all UH Staff, Commander, Supply NCO, Barracks Manger(s) 60 days - UH Chief email BDE XO, BDE CSM, BN CSM, BN CSM, HD Chief 90 days- FMO Staff send email to all UH Staff, Commander, Supply NCO, Barracks Manager (s) 90 days- UH Chief- HD Chief 90 days – HD Chief- GCSM

HAND RECEIPT ROUTING PROCESS