Attachment S- Headcount SOP.pdf

LRC McCOY SOP – I – 036 · 25 July 2022

ASPA – LMC LRC McCoy SOP – I – 036 Rev #: 03

DATE: 7 / 25 / 2022

FORT McCOY

LOGISTICS READINESS CENTER

SUPPLY AND SERVICES DIVISION

HEADCOUNT AND CASHIER

STANDARD OPERATING PROCEDURE (SOP)

(INTERNAL)

Approval:

TANYA L. MORENE, DIRECTOR LRC DATE

Proponent / Prepared by: ANDREW G. PISNEY

Supply & Services Division

LRC McCOY SOP – I – 036 Rev#: 03

Date: 7 / 25 / 2022

Table of Contents

TITLE PAGE

1. REFERENCES 3

2. PURPOSE 3

3. APPLICABILITY 3

4. GENERAL 3

5. RESPONSIBILITIES 3

5.a. Food Service Provider (FSP) 3 5.b. Food Program Manager (FPM) 4

6. PROCEDURES 4

6.a. Headcount / Cashier (General) 4 6.b. Headcount / Cashier (Dining Facilities) 5 6.c. Headcount / Cashier (Contingency Operating Locations – COLs) 6 6.d. Emergency Equipment Failure 6 6.e. Files 6 6.f. SOP Accessibility 6

7. CHANGES / REVISIONS 6

8. POCs 7

ANNEXES

ANNEX A – Subsistence (Meal) Authorization Flow Chart 8

ANNEX B – Completed Headcount Tracking Register (Example) 9

ANNEX C – Completed Headcount Sheet (Example) 10

Rev#: 03

Headcount and Cashier

Standard Operating Procedure (SOP) (Internal)

1. REFERENCES:

a. AR 30-22, The Army Food Program, 17 July 2019.

b. DA Pam 30-22, Operating Procedures for the Army Food Program, 17 July 2019.

2. PURPOSE: The purpose of this Standard Operating Procedure (SOP) is to prescribe directives and procedures for Food Service Provider personnel performing headcount/cashier duties at dining facilities and Contingency Operating Locations (COLs). Information contained herein will serve to foster efficient operations and administrative actions through standardization of procedures.

3. APPLICABILITY.

a. The contents of this LRC McCoy SOP and all associated references are applicable to all Food Service Providers that perform headcount / cashier duties for LRC McCoy Full Food Service Program operations at Fort McCoy, WI.

b. This LRC McCoy SOP is directive in nature and in case of conflict(s), Army Regulations take precedence.

c. Immediately, report through command channels any conflict regarding the contents of this SOP with instructions contained in publications of higher headquarters.

d. Immediately, report through command channels any abuse of organizational equipment, personal equipment; any known or discovered shortages; and any violations of this SOP.

4. GENERAL. Personnel performing headcount / cashier duties are responsible for accurately accounting for each individual admitted to the dining facility or service area during each meal. The headcount / cashier will identify each individual entering the dining facility or service area to determine the appropriate meal entitlement, (e.g.

whether authorized to eat free or if they must pay for the meal).

5. RESPONSIBILITIES.

5.a. Food Service Provider:

(1) Ensure proper briefing of headcount / cashier personnel and verify they have all required forms prior to performing headcount duties.

Rev#: 03

(2) Ensure all personnel paying for their meal, pay and sign (if applicable) the cash collection document whether consuming a full meal or only a portion of a meal.

5.b. Food Program Manager:

(1) Ensure adherence to procedures as outlined in this SOP and all applicable regulations.

(2) Provide technical guidance to the Food Service Provider as needed on headcount / cashier procedures.

6. PROCEDURES.

6.a. Headcount / Cashier (General). The individual performing headcount / cashier responsibilities will devote their full attention to accurately accomplishing headcount duties in accordance with the references cited in paragraph 1 and this SOP:

(1) During the meal period, headcount / cashier personnel will not have additional duties assigned, such as checking attire, maintaining order, and so forth. Headcount / cashier personnel may consolidate silverware/carts and replenish handwash stations when performing duty in dining facilities with these in close proximity to the headcount / cashier station. Headcount / cashier personnel will still comply with all headcount and cash security requirements when performing these duties.

(2) Headcount / cashier personnel may drink from a closed beverage container that prevents spilling while on duty. Headcount / cashier personnel will not eat at the headcount station.

(3) The headcount / cashier will be courteous and polite.

(4) Each headcount / cashier will receive a briefing regarding headcount procedures prior to assuming headcount / cashier duties, and will have a headcount SOP booklet available to aid in the performance of their duties. This booklet will remain at the headcount / cashier station during each meal period. This booklet will contain:

Current Department of Defense published meal rates.

Headcount and Cashier SOP (This SOP).

Fort McCoy Appropriated Fund Dining Facility Use Policy.

Appendix D, Standard Operating Procedures for Headcounters, DA Pam 30-22.

Rev#: 03

Example of and instructions for the preparation of DA Form 3032 (Signature

Headcount Sheet) and the DD Form 1544 (Cash Meal Payment Sheet).

List of civilian personnel authorized to subsist (if applicable).

Automated Headcount Point of Sale SOP.

6.b. Headcount / Cashier (Dining Facilities).

(1) The headcount / cashier will first determine authorization for an individual to eat in the dining facility. The headcount / cashier should use the headcount matrix at Appendix A to assist in determining if the individual has authorization to eat in the dining facility. All personnel will show identification to the headcount/cashier, whether in uniform or not. Personnel that have a Common Access Card (CAC) will show the CAC.

(2) The headcount / cashier will use the Point of Sale (POS) system to perform the headcount function. The POS system reads the Meal Entitlement Code (MEC) reflected on the CAC for each diner. The headcounter through use of the POS system will determine the meal entitlement for each diner as follows:

(a) If the POS indicates SIK, Field SIK (FLD), or Battle Assembly-4 Day (BA4), the diner may eat free of charge.

(b) If the POS indicates BASD or BAS, the diner must pay for their meal. BASD means the diner will pay the discount meal rate only. Dependents, whose sponsor is an E-4 or below, also may pay the discount meal rate. BAS means the diner will pay the standard meal rate. If the MEC indicates code BASD or BAS and they say their MEC is wrong, the headcount / cashier will follow these procedures:

1 Ask to see the orders for the diner. If the orders indicate meals are available at no additional cost to the diner, cancel the transaction and process the SIK transaction manually using the DA Form 3032 (Signature Headcount Sheet). Do not make the diner pay.

2 Look at the unit by-name roster for the diner. If roster does not reflect the name of the diner as required to pay, cancel the transaction and process the SIK transaction manually using the DA Form 3032 (Signature Headcount Sheet). Do not make the diner pay.

(3) Food Service Provider personnel will sign the DD Form 1544 in all dining facilities for accountability purposes.

(4) In addition to using the POS system, the headcount / cashier will use the Unit Headcount Tracking Register to track, separately, actual unit headcounts. Annex B provides an example of a completed Unit Headcount Tracking Register.

(5) Use DA Form 3546 (Control Record for Dining Facility – DD Form 1544) to document the issue of the DD Form 1544 and change fund from the dining facility supervisor to each headcount / cashier and back again after the meal period. Food Service Provider cashiers will put their company name in the organization block.

Rev#: 03

(6) At no time will the headcount / cashier leave the DD Form 1544 and cash unattended/unsecured.

6.c. Headcount / Cashier (Contingency Operating Locations – COLs).

(1) The headcount/cashier will document personnel authorized to dine without paying on the Unit Headcount Sheet and personnel paying cash for their meal will sign the DD Form 1544. Annex C provides an example of a completed Unit Headcount Sheet.

(2) Use DA Form 3546 to document the issue of the DD Form 1544 and change fund (if issued) from the dining facility supervisor to each headcount/cashier and back again after the meal period. Food Service Provider headcounts/cashiers will put their company name in the organization block.

(3) At no time will the headcount / cashier leave the DD Form 1544 and cash unattended/unsecured.

6.d. Emergency Equipment Failure Procedures.

(1) In the event that the POS System is not operational, the headcount / cashier will revert to using the DD Form 1544 for all cash meals and DA Form 3032 for all personnel authorized to dine without paying. Each dining facility will retain sufficient DA Form 3032 and DD Form 1544 documents on hand at all times to cover a minimum of two meals for such instances.

(2) At the conclusion of the meal, enter the headcount data collected manually into the AFMIS Back Office Server using the headcount / cash collected function.

(3) The manager will notify the Food Program Manager if any equipment does not work, immediately after the meal period.

6.e. Files. Dining facilities will retain copies of all headcount records in accordance with Army Records Information Management System (ARIMS).

6.f. SOP Accessibility. Post a copy of this SOP to all Fort McCoy dining facility headcount SOP books.

7. CHANGES / REVISIONS. We invite users of this publication to send comments, suggested improvements, or updates on Department of the Army (DA) Form 2028, Recommended Changes to Publications and Blank Forms, directly to: Logistics Readiness Center, ATTN: Plans and Operations Division, 209 Washrack Road, Fort McCoy, WI, 54656. Direct questions concerning this SOP to the FPMO at (608) 388-4739.

Rev#: 03

8. POINTS OF CONTACT:

Food Program Management Officer 490 East K Street Fort McCoy, WI 54656 Commercial Telephone: 608-388-4739

DSN: 280-4739

Mobile Telephone: (253) 363-5966 Email: andrew.g.pisney.civ@army.mil mailto:andrew.g.pisney.civ@army.mil

Rev#: 03

ANNEX A – Subsistence (Meal) Authorization Flow Chart:

Rev#: 03

ANNEX B – COMPLETED HEADCOUNT TRACKING REGISTER (EXAMPLE):

Rev#: 03

ANNEX C – COMPLETED HEADCOUNT SHEET (EXAMPLE):

LRC McCOY SOP – I – 038 · 23 May 2022

ASPA – LMC LRC McCoy SOP – I – 038 Rev #: 02

DATE: 5 / 23 / 2022

FORT McCOY

LOGISTICS READINESS CENTER

SUPPLY AND SERVICES DIVISION

UNIT FOOD SERVICE SUPPORT REQUESTS /

HEADCOUNT PROJECTIONS

STANDARD OPERATING PROCEDURE (SOP)

(INTERNAL)

Approval:

TANYA L. MORENE, DIRECTOR LRC DATE

Proponent / Prepared by: ANDREW G. PISNEY

Supply & Services Division

LRC McCOY SOP – I – 038 Rev#: 01

Date: 5 / 23 / 2022

Table of Contents

TITLE PAGE

1. REFERENCES 3

2. PURPOSE 3

3. APPLICABILITY 3

4. GENERAL 3

5. RESPONSIBILITIES 3

5.a. Food Program Management Office (FPMO) 3 5.b. Food Service Provider 4

6. PROCEDURES 4

6.a. Unit Food Service Support Requests 4 6.b. Headcount Projections 5

7. CHANGES / REVISIONS 5

8. POCs 5

ANNEXES

ANNEX A – Fort McCoy Dining Facility Unit Meal Schedule Request 6 ANNEX B – Unit Meal Schedule Request By-Name Roster 7

Rev#: 01

LRC McCoy Unit Food Service Support Requests / Headcount Projections

Standard Operating Procedure (SOP) (Internal)

1. REFERENCES:

a. AR 30-22, The Army Food Program, 17 July 2019.

b. DA Pam 30-22, Operating Procedures for the Army Food Program, 17 July 2019.

2. PURPOSE: The purpose of this Standard Operating Procedure (SOP) is to prescribe directives and procedures for coordinating unit requests for food service support and headcount projections to the Food Service Provider. Information contained herein will serve to foster efficient operations and administrative actions through standardization of procedures.

3. APPLICABILITY.

a. The contents of this LRC McCoy SOP and all associated references are applicable to all DoD civilians, contractor personnel, military personnel and all other individuals working for or coordinating through LRC McCoy Full Food Service Program operations for food service support at Fort McCoy, WI.

b. This LRC McCoy SOP is directive in nature and in case of conflict(s), Army Regulations take precedence.

c. Immediately, report through command channels any conflict regarding the contents of this SOP with instructions contained in publications of higher headquarters.

d. Immediately, report through command channels any abuse of organizational equipment, personal equipment; any known or discovered shortages; and any violations of this SOP.

4. GENERAL. Fort McCoy is an institutional, transient, and exercise training destination for over 125,000 Service Members annually. The Food Program Management Office (FPMO) processes over 800 different requests for food service support annually according to Fort McCoy training and FPMO developed processes. The FPMO is the single coordination point for all Food Service Provider-operated dining facility support. Upon completion of food service support coordination with the unit, the FPMO provides daily meal headcount projections to the Food Service Provider to order/prepare the food to support the requests. The headcount projection process is also necessary to satisfy Full Food Service contract requirements.

5. RESPONSIBILITIES.

5.a. Food Program Management Office (FPMO):

(1) Coordinate with units requesting contract-feeding support as indicated on Fort McCoy Form 38, Directorate of Plans, Training, Mobilization, and Security (DPTMS) Range and Training Support Request.

Rev#: 01

(2) Coordinate with institutional training course coordinators requesting contract-feeding support.

(3) Input unit/course projected headcounts into EXCEL projection headcount spreadsheets.

Identify in-house and remote site feeding requirements on the spreadsheet.

(4) Send headcount projections to the Food Service Provider each weekday for each operational dining facility.

(5) Send By-Name Rosters to the Food Service Provider for unit enlisted Service Members that must pay for their meal.

5.b. Food Service Provider:

(1) Order/Prepare food according to the FPMO provided headcount projections.

(2) Determine meal entitlement properly at each dining facility headcount station.

(3) Document actual unit headcount on the headcount projection spreadsheet. Send actual unit headcount back to the FPMO each weekday.

6. PROCEDURES.

6.a. Unit Food Service Support Requests:

(1) Institutional training course coordinators coordinate their class feeding requirements with the FPMO. The FPMO provides the course coordinators with the Fort McCoy Dining Facility Unit Meal Schedule Request (Annex A) and the Unit Meal Schedule Request By-Name Roster (Annex B). The Meal Schedule Request specifically details the support requested by meal and the By-Name Roster indicates those listed personal that have the entitlement to eat free of charge in the dining facility. Upon completion of the forms, the course coordinators returns the forms back to the FPMO.

(2) Units requesting to train at Fort McCoy must submit a Fort McCoy Form 38, DPTMS Range and Training Support Request. This request provides the unit with the capability to request full food service contract support. The FPMO receives these requests as part of an installation group email address.

(3) Upon determining full food service contract support requirements on the Fort McCoy Form 38, the FPMO contacts the unit and provides them with the Fort McCoy Dining Facility Unit Meal Schedule Request (Annex A) and the Unit Meal Schedule Request By-Name Roster (Annex B). Upon completion of the forms, the unit representative returns the forms back to the

FPMO.

Rev#: 01

6.b. Headcount Projections:

(1) The FPMO prepares a headcount projection spreadsheet for each operational dining facility each month. The headcount projection spreadsheet lists each unit requiring full food service support with their projected feeding strength. When requesting remote site feeding, the spreadsheet will reflect highlighting to appropriately alert the Food Service Provider to prepare these meals accordingly. The spreadsheet will total all unit projected headcounts for each meal.

(2) The FPMO will email the headcount projection spreadsheets to the Food Service Provider each weekday prior to 12:00 PM. When requiring remote site feeding, the FPMO will provide the unit point of contact and pick up time to the Food Service Provider. The Food Service Provider will use these spreadsheets to order and prepare the appropriate servings of food for each meal.

(3) The FPMO will email all Unit Meal Schedule Request By-Name Rosters (Annex B) to the Food Service Provider. The Food Service Provider will post all By-Name Rosters at each dining facility headcount station. The Food Service Provider Headcounts/Cashiers will utilize the By- Name Rosters to verify Service Member meal entitlements during each meal.

(4) The Food Service Provider Headcounts/Cashiers will document the actual number of unit service members who eat each meal, on tick sheets. At the conclusion of the meal, the Food Service Provider will transfer the actual unit numbers to the headcount projection spreadsheet.

(5) The Food Service Provider will email the headcount projection spreadsheets back to the FPMO with actual numbers each weekday prior to 11:00 AM.

7. CHANGES / REVISIONS. We invite users of this publication to send comments, suggested improvements, or updates on Department of the Army (DA) Form 2028, Recommended Changes to Publications and Blank Forms, directly to: Logistics Readiness Center, ATTN: Plans and Operations Division, 209 Washrack Road, Fort McCoy, WI, 54656. Direct questions concerning this SOP to the FPMO at (608) 388-4739.

8. POINTS OF CONTACT:

Food Program Management Officer 490 East K Street Fort McCoy, WI 54656 Commercial Telephone: 608-388-4739

DSN: 280-4739

Mobile Telephone: (253) 363-5966 Email: andrew.g.pisney.civ@army.mil mailto:andrew.g.pisney.civ@army.mil

Rev#: 01

ANNEX A – Fort McCoy Dining Facility Unit Meal Schedule Request

1. Unit Requiring Support: .

2. Type of Training: BDT (IDT) / ECT (AT)

3. Number of personnel requiring feeding:

Meal Card Holders (SIK)

Field Meal Cards (DFAS Action)

Cash Customer (Pay cash in DFAC) Total

4. Meal Schedule. The type of feeding and projected headcount required for each meal is per the following:

DATE

BREAKFAST LUNCH DINNER

Mermite Meals

Eat in

DFAC

Mermite Meals

Eat in

DFAC

Mermite Meals

Eat in

DFAC

5. Unit Food Service POC Information (Who we will be able to contact when you are on the ground at Fort McCoy. Please provide mobile telephone number.):

Name:

Signature:

Phone:

6. Immediately notify the Food Program Management Office (Commercial Telephone 253-363-5632 or 253-363-5966) when you determine there are changes necessary to your established unit feeding schedule when you are at Fort McCoy.

Rev#: 01

ANNEX B – Unit Meal Schedule Request By-Name Roster

Unit:

Dates of Training:

Dates and Authorized Meals:

The following enlisted personnel must pay to eat in the dining facility.

Enter in alphabetical order by last name. (e.g. AGR Enlisted Soldiers)

Last Name First Name Grade Last Name First Name Grade 1 41 2 42 3 43 4 44 5 45 6 46 7 47 8 48 9 49

10 50 11 51 12 52 13 53 14 54 15 55 16 56 17 57 18 58 19 59 20 60 21 61 22 62 23 63 24 64 25 65 26 66 27 67 28 68 29 69 30 70 31 71 32 72 33 73 34 74 35 75 36 76 37 77 38 78 39 79 40 80