STANDARD BASE SUPPLY CUSTOMERS' PROCEDURES
AFMAN23-110V2PT13 is supplemented as follows and applies to all customers of Air Force Space Command (AFSPC), and supply accounts operating on or supported by the USAF Standard Base Supply System. This publication does apply to Air Force Reserve and Air National Guard units.
SUMMARY OF REVISIONS
Changes AFM67-1 to AFMAN23-110 and all paragraph references. Identifies requirement for supply point reconciliation and inventories. Identifies functional area chief responsibilities for contract emergency buys. Lists when maintenance turn arounds (TRN) will be processed. Provides procedures for processing local purchase items for repair.
1.3.6. Prior to utilizing the International Merchant Purchase Authorization Card (IMPAC) or GSA programs (i.e., Advantage and Muffin), the customer must ensure the items are not on hand in Base Supply.
1.14.3 (Added). It is recommended that organizations obtain an IMPAC credit card in lieu of utilizing
SF 44 procedures (Reference AFMAN23-110V2PTCH21, Section Z).
1.14.4 (Added). SF 44, Local Purchase Procedures
(1) General: The Standard Form 44, Purchase Order Invoice Voucher, is a pocket-size purchase order form designed for on-the-spot, over-the-counter purchases of supplies.
(2) Restrictions and Limitations:
(a) The amount of the purchase is not over $2,500.
(b) Item(s) is/are not immediately available in Supply.
(c) Item(s) must be available "over-the-counter".
(d) Vendor must be a small business.
(e) The following items/commodities will not be purchased under this program:
1. Subsistence (i.e., food or clothing).
3. Nonappropriated funds items (i.e., Arts and Crafts Center, Officer/Enlisted clubs).
4. Purchases will not be made from AAFES, MWR, or other government agencies.
(f) Non-weapon system equipment, Budget Code 9, may be purchased provided a valid authorization and requirement exist.
(a) The SF 44 is a controlled item and must be secured/safeguarded under lock and key.
(b) The customer must provide a letter providing the following information. A DD Form 1348-6
must accompany the letter.
2. Cost and item(s) to be purchased.
(c) Upon determination that the item is not available in Supply, the CSE representative will
contact the vendor to ensure asset availability. If the item(s) is/are available, prepare the SF 44.
(d) Copies 1, 2, and 3 of the SF 44 will be provided to the customer. The customer will hand
carry the form to the vendor and pickup the property. The customer will be made aware that they must
return to Supply with the property within 24 hours for receipt processing.
(4) SF 44 Distribution:
(a) Copy 1 (White): Provided to the vendor for use as an invoice or as an attachment to their
(b) Copy 2 (Blue): Provided to the vendor as a record of the order.
(c) Copy 3 (Pink): Return to Supply, signed by both the vendor and the requester and utilized as
a receiving invoice to forward to Finance.
(d) Copy 4 (Green): Retained in file in the CSE.
(5) CSE will maintain a suspense file of all SF 44 purchases to verify receipt processing in accordance with AFR4-20V2, Table 10-2, Rule 5.
1.16. When a system is decommissioned or upgraded, a list of all items no longer required should be
provided to the host base supply to expedite the redistribution of these items.
1.21 (Added). Basic Storage Procedures:
1.21.1 (Added). General. The concepts of safe storage practices outlined in DoD4145.19R-1, Storage
and Materials Handling, and AFM23-210, Joint Service Manual for Storage and Materials Handling,
1.21.2 (Added). Range of Items Stocked. The two categories of property authorized for storage by a unit are bench stock and supply point items. The sites designate temporary storage areas for receiving and processing DIFM, turn-ins, shipments, etc.
1.21.3 (Added). Management and Storage of Supply Point Items. Supply point bin numbers usually reflect the supply point assets' four digit item number from the supply point detail record. These numbers should run consecutively from 0001 to 9999. However, do not request item number changes from the MSBS only for the purpose of realigning numbers, unless the sequence has become unmanageable. New numbers will normally be assigned the next available detail number in sequence. An exception to this policy would be when the site has different sizes of storage bins. If the new item will not fit into the bin represented by the next available number in sequence, notify the MSBS supply point monitor of the bin or item number you wish to have assigned to the item. Request any required changes to supply point item or detail numbers through the MSBS supply point monitor. A reconciliation of the items, quantities authorized and on-hand bust be conducted semiannually and a complete inventory annually.
1.21.4 (Added). Store items in or near the maintenance work area.
1.21.5 (Added). Cross reference odd sized items that cannot be placed in bin or rack sequence, to reserve locations.
1.21.6 (Added). Classified and hazardous items require special storage practices.
1.21.7 (Added). Management and Storage of Bench Stock Items. Bench stock should be located in or near the shop supported. Use a reserve location if there is not enough space in the primary location. Prime and reserve locations are cross referenced on bin labels. If complete rewarehousing of a bench stock is required, contact the Bench Stock Support Unit at the MSBS, for guidance and new bin labels. Bin labels may be locally procured if only a small number is required. Put the labels on the bin or bin subdivision. Bin labels for property stored in outside storage areas are prepared according to DoD 4145.19-R-1.
1.22 (Added). AFI25-201, Support Agreement Procedures. Tenant units negotiate agreements with their host support base in accordance with AFI25-201, Host-Tenant Support Responsibilities of US Air Force Organizations. Include unique procedures outlined in this regulation. Address agreement difficulties to HQ AFSPC/LGSP.
1.23 (Added). Receipt of Shipments From Other Than the MSBS:
1.23.1 (Added). Site Supply Specialist Responsibilities. The site supply specialist is the focal point for processing all receipts.
1.23.2 (Added). The site supply specialist signs the receipts for the property, annotating the receiving documents with the due-out document number, date received, quantity received, the date called in to the receiving section, and the individual contacted. Property received without paperwork requires the supply specialist to create a DD Form 1348-1 and a DD Form 1574, Serviceable Tag.
1.23.3 (Added). Notify the receiving section immediately by any electronic means and provide:
a. Stock number of the item received.
b. Quantity shipped.
c. Quantity received.
d. Requisition number.
e. Organization due-out document number if release of specific due-out is desired.
1.23.4 (Added). The supply specialist sends one legible copy of the receiving document by mail or telefax to the receiving section for verification.
1.24 (Added). Applicable to both the 30 SW and 45 SW:
1.24.1 (Added). If an item is not available through the standard base supply system to meet the required delivery date, the contractor is authorized to purchase materials, parts and supplies at the lowest price obtainable and in the quantity not to exceed the actual amount required to satisfy the immediate requirement. For material purchases exceeding $2,000, the contractor shall obtain prior verbal/written approval from the base supply accountable officer and contracting officer.
1.24.2 (Added). Once the requirement is received, the contractor will notify the base supply accountable officer of all emergency buys and provide the manufacturer's cage code, part number and quantity purchased.
22.214.171.124. Processing as fill or kill is not required.
3.4.16. and next higher assembly.
3.10.1. XB3 items will not be put on supply points unless they meet the following criteria:
(1) Item must be mission critical/single point failure.
(2) Item is a high cost item (unit cost of $2,000 or more).
(3) Exceptions must have approval of wing/NAF supply personnel.
3.25 (Added). Hazardous Materials (HAZMAT) and Ozone Depleting Chemicals (ODC) Issues:
3.25.1 (Added). HAZMAT issues will be processed by the HAZMART users and only in the quantity for the immediate requirement. These quantities will be tracked by the HAZMART until the empty container or unused quantity is returned for disposal as hazardous waste or reissue (reissue will be on a free-issue basis). Normal issue request procedures as outlined in paragraph 4 will be followed.
3.25.2 (Added). ODC issues will be processed by the HAZMART and only to customers with an approved waiver for continued use in file at the HAZMART or accompanying the request for issue. Use procedures in paragraph 4.
4.5.1. Equipment Management Element (EME) will not accept requests for turn-in over the phone.
6.3.3. TRNS will not be processed as the norm. (Exception would be when an item is procured outside the supply system and the demand data must be updated.) The preferred method is for the using organization to order the item from supply. This will (1) ensure that, if the required item is available in supply, it will issue, satisfying the using activities immediate need, (2) lessen the immediate impact on the repairing activity, (3) ensure that if the repair shop needs to order bits and pieces, they will already have an end item document number to order them against and (4) provide visibility of the broken item throughout the repair cycle process.
6.6. DIFM status and location will be verified on all issued DIFM details daily. The Air Force standard for issue DIFM is 10 days total.
6.7 (Added). When the maintenance activity determines that a non-stocklisted (part numbered) item needs to be repaired, and neither they nor any Air Force activity on base has the repair capability, then they will initiate an AF Form 9. The AF Form 9 will include appropriate fund cite, signatures, a suggested repair facility and a statement that the item will be returned to the maintenance activity preparing the AF Form 9. A copy of the AF Form 9 will be provided to the base supply repair cycle support element. Upon notification by base contracting of the shipping address of the repair vendor, base supply will assist the maintenance activity in preparing the DD Form 1149, shipping document, forward the asset and DD Form 1149 to base transportation for shipment, and change the DIFM status to CTR (contractor repair). If the item requires packaging, base supply will prepare the proper documentation to have the item packaged before shipment. When the repaired item is received from the repairing activity, the maintenance activity will fill out a DD Form 1574, attach it to the property and turn the item into the repair cycle support element. When an AF Form 9 is initiated to request repair of a part numbered item, base supply will coordinate with the maintenance activity to determine if an AF Form 86, Request for Cataloging Data/Action, needs to be initiated requesting assignment of a national stock number.
126.96.36.199.3 (Added). Military personnel have their own CA/CRL account and are not subaccounted under the contractor for items which require Equipment Authorized Inventory Data (EAID) accountability. Non-EAID items (desks, chairs, filing cabinets, etc.) which are government furnished equipment to the contractor and used by military personnel are accounted for by the contractor on summary records. A computer listing may be used with 1 copy signed by the military as a receipt.
188.8.131.52 (Added). All personal property in the workplace, such as refrigerators, televisions, microwaves, etc., must have written approval of the current commander or director (MAJCOM level) attached to document ownership and authorization for use in the workplace.
184.108.40.206 (Added). AFSPC units geographically separated from their support bases manage all EAID equipment, hand tools, and individual equipment using the single point and subaccount custodian concept described in paragraph 8.5.5 (Added) below.
8.5.4 (Added). Single Point Custodian at Geographically Separated Units (GSU):
(1) Is the single contact between all on-site organizations and the supporting EME.
(2) Establishes and maintains custody receipt jacket files for each equipment subaccount containing the following:
(a) Commander's letter appointing the primary and alternate custodian.
(b) Custodian Authorization/Custody Receipt Listing (CA/CRL) signed by the subaccount custodian.
(c) DD Form 1348-1, DoD Single Line Item Release/Receipt Document, documenting actions subsequent to the latest CA/CRL.
(d) Copy of AF Form 601, Equipment Action Request, with supporting documentation.
(e) Serialized list of weapons, if applicable, signed by the storage facility Officer-in-Charge (OIC) and/or Noncommissioned Officer-in-Charge (NCOIC).
(3) Provides equipment custodian training to subaccount custodians.
(4) Reviews and signs AF Form 601 prepared by the subaccount custodians prior to sending them to the commander for signature in block 9. Do not use block 22 of the AF Form 601 for internal coordination; leave blank.
(5) Assists subaccount custodians with equipment management problems.
(6) Uses AF Form 600, Equipment Control Register, to monitor and control AF Form 601 actions. Assigns a control number to each AF Form 601 received. The control number consists of the Julian date and a 4-digit numeric sequence beginning with 0001 each calendar year.
8.5.5 (Added). Subaccount Custodian of GSU:
(1) Prepares AF Form 601 for all actions pertaining to the subaccount and forwards to the single point custodian for review and signature.
(2) Reviews TA 002 monthly with the assistance of the single point custodian.
(3) Signs DD Form 1348-1, receipting for property, and forwards a copy to the single point custodian for filing with the applicable CA/CRL.
8.5.6 (Added). Contractor Operations.
a. Contractors may operate under the single point custodian concept. The commander appoints, in writing, with the concurrence of the site manager, a primary and alternate single point custodian.
b. Subaccounts are established at the discretion of the commander and/or the contractor.
c. Single point and subaccount custodian duties and responsibilities are defined in paragraphs 5c (Added) and 5d (Added) of this supplement.
d. Contractor-owned property must be clearly marked or tagged to indicate ownership.
8.22.17. Budget Code Z items. AFSPC units, tenant on other bases, forward Budget Code Z requirements (local purchase equipment items with unit price greater than $49,999) to the host base supply for inclusion in the host MAJCOM's 3080 submission.
8.23.4. The call-in point is determined locally by the chief of supply.
8.37. When the maintenance activity determines that an equipment item (not under warranty) needs to be repaired/calibrated, and neither they nor any Air Force activity has the repair capability and no government contract exists, then they will initiate an AF Form 9. The AF Form 9 will include appropriate fund cite, signatures, a suggested repair facility and a statement that the item will be returned to the maintenance activity preparing the AF Form 9. A copy of the AF Form 9 will be retained in the custodian's folder. Upon notification by base contracting of the shipping address of the repair vendor, base supply will assist the maintenance activity in preparing the DD Form 1149, Shipping Document, forward the asset and DD Form 1149 to base transportation for shipment. If the item requires packaging, base supply will prepare the proper documentation and have the item packaged before shipment. When the repaired item is received from the repairing activity, the maintenance activity will inspect the item to ensure it is serviceable.
RONALD L. ANDREA,Colonel, USAF
Deputy Director of Logistics
SSG/LGS, 200 East Moore Dr, Maxwell AFB-Gunter Annex AL 36114 1
HQ USAF/LGSP, 1030 Air Force Pentagon, Washington DC 20330-1040 1