USPFO FY27 IOB-CCDF Guidance_13OCT26.docx

Department of the Army

UNITED STATES PROPERTY AND FISCAL OFFICE FOR ILLINOIS

1301 N. MACARTHUR BLVD.

SPRINGFIELD, IL 62702-2317

NGIL-PFO-SS

SUBJECT: FY27 USPFO Central Clothing Distribution Facility (CCDF) Guidance

NGIL-PFO-SS 08 October 2026

MEMORANDM FOR RECORD

SUBJECT: FY27 USPFO Central Clothing Distribution Facility (CCDF) Guidance

1. References:

a. Army Regulation (AR) 670-1, Wear and Appearance of Army Uniforms and Insignia, 26 January 2021.

b. Army Regulation (AR) 700-84, Issue and Sale of Personal Clothing, 26 March 2025.

c. Army Regulation (AR) 710-2, Secondary Item Policy and Retail Level Management, 1 July 2024 (Rapid Action Revision, 21 November 2024).

c. Army Regulation (AR) 735-5, Property Accountability Policies / Financial Liability Investigations for Property Loss, 24 February 2025.

d. Army Directive 2025-02, Parenthood, Pregnancy, and Postpartum, February 2025.

e. Common Table of Allowance (CTA) 50-900, Clothing and Individual Equipment, 19 December 2023.

f. Federal Acquisition Regulation (FAR) Part 13, Simplified Acquisition Procedures.

2. Purpose: This guidance prescribes operating procedures, system access requirements, annual uniform ordering allowances, bulk requisitioning constraints, and alteration procurement mechanisms for military clothing issued through the Industries for the Blind (IOB) / Central Clothing Distribution Facility (CCDF) system and supporting logistics channels.

3. Applicability and Scope: This guidance applies to all assigned and attached units within the Illinois Army National Guard (ILARNG), specifically addressing distinct requirements for Traditional Drilling (M-Day) enlisted Soldiers and Active Guard Reserve (AGR) personnel.

4. Industry of the Blind (IOB) / CCDF System Access and Profile Management:

a. Full-Time Logistics Personnel Only:

(1) System ordering and personnel profile management access is restricted exclusively to authorized full-time staff (AGR Supply Sergeants, Title-32 Military Technicians, and Supervisory Supply Specialists).

(2) Full-time staff must be officially provisioned on an approved DA Form 1687 (Notice of Delegation of Authority – Receipt for Supplies) containing Transaction Unit Code (TUC) 950, validated and maintained on file with the supporting Supply Support Activity (SSA) and USPFO Material Management Branch (MMB).

b. M-Day Enlisted Personnel: Traditional M-Day drilling Soldiers do not receive login access or individual ordering accounts within the IOB/CCDF portal. All requisitions must be processed by the unit’s full-time supply representative.

c. Order Approver Role Restriction: No company, battery, troop, or battalion/brigade level personnel are authorized to hold the Approver role in IOB/CCDF. Approval permissions USPFO level only.

d. Adding and Updating Service Member Profiles:

(1) USPFO MMB holds the roles for adding and updating Service Member profiles. Units must coordinate with USPFO MMB when Soldiers transfer in or out of the unit to ensure that all authorized service members are in the system under the correct DoDAAC.

5. Annual Ordering Authorizations and Uniform Allowances:

a. M-Day Enlisted Soldiers (Issue-in-Kind)

(1) System: Supported under the Issue-in-Kind (IIK) system pursuant to AR 700-84, Chapter 15 and CTA 50-900.

(2) Accountability: Maintained on DA Form 4886 (Issue-In-Kind Personal Clothing Record)

(3) Replacement Cycle: Minimum-use replacement threshold is three (3) years from date of initial issue. Replacements are issued free of charge on a one-for-one basis due to fair wear and tear (FWT) or certified medical weight change (AR 600-9).

(4) Fiscal Allocation: Annual state uniform funding allocations typically average $250 per Soldier per Fiscal Year, accommodating routine replacement of approximately one complete OCP set and one APFU set annually across the unit footprint. This average funding allocation can fluctuate based on mission requirements.

b. AGR Enlisted Personnel (Clothing Replacement Allowance)

(1) System: AGR Soldiers receive an annual monetary Clothing Replacement Allowance (CRA) directly via DFAS after completing six (6) months (180 days) of active-duty service (AR 700-84, para 1-14 & 4-3).

(2) Issue-in-Kind Prohibition: Enlisted AGR Soldiers receiving CRA are strictly prohibited from receiving issue-in-kind clothing items through the CCDF portal.

(3) Maintenance Responsibility: AGR Soldiers must purchase replacement items at personal expense using Army Military Cloth Sales (AMCS/AAFES), Exchange Online, or other means.

(4) Exceptions: Initial issue shortages, required changes of command unit shoulder sleeve insignia, authorized gratuitous issues (AR 700-84 para 5-4), or supplemental items authorized under CTA 50-900 Table 3.

c. Commissioned Officers and Warrant Officers: Commissioned Officers and Warrant Officers are required to purchase and maintain all uniforms at personal expense and are not authorized issue-in-kind clothing from CCDF.

6. Annual Individual Ordering Allowances:

a. Clothing inspections will be completed annually along with uniform inspections. The intent is to update all clothing and OCIE records annually to ensure M-Day Soldiers have serviceable uniforms and equipment. It is recommended that DA Form 4886 and inspections/shake-downs be executed concurrently with OCIE shake downs and inspections. This documentation is inspectable up to 12 months after the Soldier has left the unit. When Soldiers transfer the losing unit will send copies of the Soldier clothing records to the gaining unit and make a copy for the Soldier to retain/carry.

b. The following tables starting on page four (4) list the maximum authorized quantity an individual enlisted M-Day Soldier may receiver per Fiscal Year (FY), organized by uniform component:

Table 6-1: Operational Camouflage Pattern (OCP) and Utility Uniforms

Table 6-2: Operational Camouflage Pattern (OCP) Insignia & Accoutrements

Table 6-3: Army Green Service Uniform (AGSU) – Garments & Headgear

Table 6-4: Army Green Service Uniform (AGSU) – Accessories, Footwear & Insignia

Table 6-5: Improved Physical Fitness Uniform (IPFU / APFU)

Table 6-6: General Issue & Field Items

7. Supply NCO Bulk Ordering & Shelf-Stock Management:

a. To comply with AR 700-84 (para 15-6) and DLA requirements, CCDF orders must be processed primarily as individual Soldier kits linked directly to an EDIPI. However, Unit Supply NCOs may order limited bulk shelf-stock for lateral promotions and immediate patching. When ordering bulk, the Unit Supply NCO will order against their individual EDIPI. Due to inconsistencies with DLA bulk order approvals, it is recommended to monitor the order status closely. In the event of a cancelation, the unit Supply NCO can either reduce the bulk order to the “individual” order authorized amount (reference tables 6-2 & 6-4), utilize GPC or order through GCSS-Army.

b. On-Shelf Physical Stock Limits (Unit Supply Rooms); ARNG units are authorized to establish an on-shelf inventory of rank and organization shoulder insignia. Inventory not to exceed five (5) sets of rank insignia per enlisted grade (subdued and brass) and 25 of each applicable type of shoulder-sleeve insignia. All other items referenced in Tables 6-1 through 6-6 are not authorized to be kept as on-shelf stock and must be ordered on an individual demand-supported basis by individual Soldier EDIPI. Comment by Hicks, Jeffrey P COL USARMY NG NGB (USA): Need to talk through this. Not straightforward

c. Bulk Order Quantities: Unit Supply Representatives are authorized to order no more than 35 shoulder sleeve insignias and 10 each of authorized items referenced in paragraph 7b total per fiscal year.

d. Federal Awards, Ribbons & Devices: Federal awards, ribbons and devices are requisitioned on an individual demand-supported basis through IOB/CCDF once permanent orders are published. Due to potential supply chain issues, unit supply representatives at the award approval level (i.e. BN, BDE, State) may bulk purchase via GPC to maintain a contingency stock. State awards, ribbons and devices must be purchased via GPC by the approval level supply representative.

8. AGSU Alterations and Tailoring:

a. Expense Responsibility:

(1) Government Expense:

· Enlisted initial issue alterations made during the first 180 days of active service (or completion of IET, whichever is later) “initial tour AGR”.

· M-Day enlisted personnel supported under the Issue-in-Kind system (ARNG funded). See paragraph 5.

· Enlisted grade promotions and lateral conversions (rank insignia re-attachment)

· Exchange due to fair wear and tear (FWT)

· Certified medical weight variance under an approved weight control program (AR 600-9).

(2) Individual Soldier Expense:

· All Commissioned Officers and Warrant Officers

· Commercially procured or optional uniform items

· All Active Guard Reserve Soldiers with the exception of initial AGR tour (must request before 180 days of active service)

· Unauthorized alterations (form-fitting, tapering, or pegging)

b. Authorized Uniform Alterations: Alterations funded by the Government must strictly comply with AR 700-84, Tables 13-1 and 13-2:

(1) AGSU Coat (Men’s & Women’s): Shortening/lengthening sleeves, hemline adjustments; taking in/letting out shoulders, collar, back waist length, side and back seams; button realignment; bust alterations (female); adjustment of sleeve ornamental braids.

(2) AGSU Trousers & Slacks: Waist adjustment; seat and crotch adjustments; bottom hemming.

(3) AGSU Skirt (Female): Waist adjustment; hemline alterations.

(4) Service Shirts (Short & Long Sleeve): Alteration of side or back seams;

sleeve shortening (only if excess length exceeds one inch; cuff buttons reset).

(5) Rank/Shoulder Sleeve Insignia/ Service and or overseas Service Stripes attachment.

(6) OCP Alteration Restriction: Tailoring on utility combat uniforms (OCP/IHWCU) is strictly limited to shortening trouser length. No other styling or pocket alterations are authorized.

(7) Funding level restrictions: AR 700-84, paragraph 14-19d explicitly mandates that for local alterations made at Government expense or for reimbursement, the costs cannot exceed the current AAFES (Exchange) alteration rates. Current AAFE’s rate as of 07 October 2026 are located in Table 8-1:

Table 8-1: AAFES Alterations/Tailoring Rates

c. Local Alteration Execution Mechanisms: Units will coordinate with the USPFO funds holder for the correct Line of Accounting for alteration/tailor expenses.

Funds for purchasing AGSU alterations/tailoring. Units can utilize Government Purchase Card (GPC) Micro-Purchase, Blanket Purchase Agreement (BPA), contracts, and Soldier reimbursement for authorized alterations/tailoring of AGSU:

(1) Government Purchase Card (GPC) Micro-Purchase

· Primary Application: Low-volume tailoring/alterations

· Micro-Purchase Threshold ($2,500): When utilizing the Government Purchase Card (GPC) to pay a local commercial vendor for tailoring/alteration services, single purchases cannot exceed the $2,500 services micro-purchase threshold under the Federal Acquisition Regulation (FAR Part 13).

· Split Purchases Prohibited: Units may not break alteration orders into multiple smaller jobs to circumvent the $2,500 GPC limit. Any requirement regularly exceeding this threshold must be competed and awarded via a Blanket Purchase Agreement (BPA) or formal commercial contract through the USPFO.

GPC Procedures:

· Unit Supply Sergeant created an itemized roster using DA Form 3078 or an official alteration work order listing Soldier name, EDIPI, rank, specific alteration operations (e.g., “Sew chevrons on AGSU coat, hem trouser bottom”), and unit price. Unit Supply Sergeant ensures that line-item costs do not exceed the AAFEs rates listing in Table 8-1.

· Submit the work order and cost estimate through appropriate approval chains to the unit GPC Cardholder.

· GPC Cardholder coordinates with USPFO Budget for funding Line of Accounting, verifies fund availability, and secures written approval from the Approving Official prior to making the purchase.

· Upon completion, the GPC Cardholder conducts a 100% inspection of altered garments, obtains an itemized vendor receipt, and reconciles the transaction in the monthly GPC record.

(2) Blanket Purchase Agreement (BPA): Established when a battalion, brigade, or geographic region demonstrates continuous, recurring alteration needs across multiple drills and/or the cost exceeds the micro-purchase threshold.

BPA Procedures:

· Battalion/Brigade S-4 coordinates with USPFO Purchasing and Contracting (P&C) Division to solicit and establish a BPA with qualified commercial tailors adjacent to identified armories/readiness centers. BN/BDE should develop their requirement along with regional areas where BPAs can be established.

· The agreement establishes a negotiated, fixed rates per alteration task aligned with AAFES pricing standards (Table 8-1).

· Authorized representatives “Callers” (appointed on DA Form 1687) place calls against the agreement as requirements are identified.

· Consolidated monthly invoices and receiving documentation are reviewed by the S-4 and certified for payment by the USPFO.

(3) Formal Commercial Service Contracts: Large-scale, one-time unit tailoring event exceeding the micro-purchase threshold.

Commercial Service Contract Procedures:

· Battalion/Brigade S-4 prepares a Procurement Request package including a Performance Work Statement (PWS) and Independent Government Cost Estimate (IGE).

· USPFO P&C solicits and awards a commercial service contract. Contractors establish on-site fitting, alteration, etc… at designated armories during scheduled UTAs.

· Quality Assurance, delivery acceptance, and contractor performance tracking are administered by an appointed Contracting Officer’s Representative (COR).

(4) Service Member Reimbursement: In the event a Soldier is unable to complete AGSU alterations by either GPC, BPA, or contract, individual reimbursement is available. This is not the preferred method due to the lengthy processing time. This process requires Battalions and/or Brigades to establish a pre-approval process.

Service Member Reimbursement Procedures:

· Battalion and/or Brigade establish pre-approval process. This requires the SM to submit a memorandum requesting approval for reimbursement. Once received, the BN/BDE will coordinate with USPFO Budget to ensure funds are available.

· After pre-approval, SM coordinates directly with the vendor to obtain AGSU alteration services and pay the vendor directly using personal funds.

· The SM will obtain a GFEBS Vendor ID (VID) as well as fill out at SF 1199 (Direct Deposit Form). Once the VID is obtained, the BN/BDE will submit the pre-approval memo, payment receipt, and SF 1034 with SM VID) to USPFO Budget for processing.

· Coordinate with USPFO Budget for detailed instructions.

9. Points of Contact:

a. USPFO MMB – CCD Coordinator: CW2 Donald Schoonover (217) 761-3531

b. USPFO Funds Manager: Mr. Eller / Comm (217) 761-3993

c. USPFO Budget: Ms. Wright / Comm (217) 761-3845

d. USPFO P&C: Mr. Keller/ Comm (217) 761-3553

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