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The DA 31 form, officially known as the Request and Authority for Leave, serves as a crucial document for military personnel seeking to take leave from their duties. This form is governed by the Privacy Act of 1974, ensuring that the information provided is handled with the utmost confidentiality. It is essential for service members to accurately fill out this form, as it includes vital sections such as personal identification details, the type of leave being requested, and the specific dates for the absence. The form categorizes leave into various types, including chargeable and non-chargeable options, which can range from annual leave to emergency leave or even leave associated with a permanent change of station. Additionally, the DA 31 requires signatures from the requestor, their supervisor, and an approving authority, making it a multi-step process that emphasizes accountability and approval at multiple levels. Understanding the intricacies of this form is vital for service members to ensure their leave is processed smoothly and in compliance with military regulations.
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Detailed Guide for Filling Out Da 31
After gathering the necessary information, you can proceed to fill out the DA 31 form. This form is essential for requesting leave and must be completed accurately to ensure proper processing. Follow the steps below to fill out the form correctly.
- Enter the Control Number in the designated field.
- In Part I - Requestor Information, fill in your Name (Last, First, Middle Initial).
- Provide your DOD ID.
- Indicate your Rank.
- Fill in the Date in the format YYYYMMDD.
- Complete the Leave Address section with your street address, city, state, ZIP code, and phone number.
- Provide details for your Organization, Station, and Point of Contact (POC) Email and Phone Number.
- Select the Type of Absence by checking the appropriate box (Chargeable, Non-Chargeable, or Combination) and specify the leave type.
- Fill in the From date (YYYYMMDD) and the Total Days Requested.
- Provide the To date (YYYYMMDD).
- In the Accrued Leave section, enter the current balance of accrued leave.
- Indicate the Chargeable Leave Requested and Non-Chargeable Absence Requested with the relevant dates and days requested.
- Sign the form in the Signature of Requestor section, and include the date.
- Have your supervisor fill in their Name, Title, and Rank/Grade, and indicate their recommendation by checking either Approval or Disapproval.
- Obtain the Approving Authority signature, name, title, and rank/grade, along with their action of Approved or Disapproved.
- For the Departure Authority, fill in the date, time, name, title, and signature.
- If applicable, complete the Extension and Return Authority sections with the required details.
- Lastly, add any Remarks if necessary.
Key takeaways
The DA 31 form, titled "Request and Authority for Leave," is essential for military personnel requesting leave. Below are key takeaways regarding its completion and use.
- Personal Information: Ensure all personal details, including name, DOD ID, and rank, are accurately filled out in Part I. This information is crucial for processing the request.
- Type of Absence: Clearly indicate the type of leave being requested. Options include chargeable, non-chargeable, or a combination. Each type has specific implications for leave balances.
- Dates and Duration: Specify the start and end dates of the requested leave. Also, include the total number of days requested. Accurate dates help in planning and approval processes.
- Signatures Required: The requestor must sign the form. If unavailable, a supervisor can sign on their behalf. Supervisor and approving authority signatures are also necessary for the request to be valid.
- Remarks Section: Utilize the remarks section to provide any additional information or context that may assist in the approval process. Clear communication can facilitate quicker approvals.
- Compliance with Privacy Act: Be aware that the DA 31 form is subject to the Privacy Act of 1974. Handle the form and the information contained within it responsibly to protect personal data.
Common mistakes
Filling out the DA 31 form, which is essential for requesting leave, can be a straightforward process. However, many individuals make common mistakes that can lead to delays or complications. Understanding these pitfalls can help ensure a smoother experience.
One frequent error is failing to provide complete personal information. The form requires the requestor's full name, DOD ID, and rank. Omitting any of these details can result in processing delays. It’s crucial to double-check that all fields in the Requestor Information section are filled out accurately.
Another mistake involves incorrect dates. The form asks for specific date formats, including the date of the leave request and the leave period itself. If the dates are not formatted correctly (YYYYMMDD), the request may be returned for correction. Ensuring that the dates are entered in the required format is essential for timely processing.
Many individuals also overlook the importance of specifying the type of absence. The form includes various categories, such as chargeable and non-chargeable leave. Not indicating the correct type can lead to misunderstandings regarding leave eligibility and can complicate approvals.
People often forget to calculate their accrued leave correctly. The sections for accrued leave and chargeable leave requested must reflect accurate balances. Miscalculating these figures can result in disapproval of the leave request, as it may appear that the individual does not have sufficient leave available.
Signature requirements can also be a stumbling block. The requestor must sign the form, and in their absence, a supervisor may sign on their behalf. Failing to obtain the necessary signatures can halt the process. It’s important to ensure that all required signatures are obtained before submitting the form.
Moreover, the remarks section is sometimes neglected. This space can be used to provide additional context or information that may support the leave request. Leaving this section blank may lead to questions or concerns from the approving authority.
Lastly, individuals often forget to keep copies of their submitted forms. Retaining a copy of the DA 31 form can be invaluable for tracking the status of the leave request and for reference in case of any issues that arise later.
By being mindful of these common mistakes, individuals can significantly enhance their chances of a successful leave request process. Attention to detail and thoroughness can make all the difference in navigating the complexities of the DA 31 form.
Documents used along the form
The DA 31 form, which is essential for requesting leave in the military, often accompanies several other important documents. Each of these forms serves a specific purpose in the leave process, ensuring that all necessary information is collected and approvals are obtained. Below is a list of commonly used forms and documents related to the DA 31.
- Leave and Earnings Statement (LES): This document provides a detailed account of a service member's pay, deductions, and leave balance. It is crucial for verifying accrued leave and financial status when applying for leave.
- DA Form 4856 (Developmental Counseling Form): This form is used for documenting counseling sessions between a service member and their supervisor. It can be relevant if a service member's leave request is related to performance issues or personal circumstances.
- DA Form 600-7 (Application for Leave): While the DA 31 is the primary form for leave requests, this form may be used in specific situations to provide additional details about the leave request.
- Travel Orders: If the leave involves travel, official travel orders may be required. These orders outline the destination, duration, and purpose of the travel, ensuring that it aligns with military regulations.
- Medical Documentation: For medical leave, a doctor's note or other medical documentation may be necessary. This supports the request for leave due to health-related issues.
- Power of Attorney (POA): In cases where a service member is unable to handle their affairs during their absence, a POA may be needed. This document designates someone to act on their behalf.
- Emergency Leave Documentation: If the leave is due to an emergency, supporting documents such as death certificates or hospital records may be required to validate the request.
- DA Form 4187 (Personnel Action): This form is used for various personnel actions, including leave requests. It may be necessary if the leave request affects the service member's status or assignments.
- Unit Leave Policy: Each military unit may have specific policies regarding leave requests. Familiarity with these policies can help ensure compliance and smooth processing of the DA 31.
- California Form REG 262: This form is required for the transfer of ownership of a vehicle or vessel in California and must accompany the title or application for a duplicate title; for more details, visit California Documents Online.
- Leave Authorization Letter: In some cases, a letter from a commanding officer may be required to authorize leave, especially for extended or special circumstances.
Understanding these forms and documents can streamline the leave request process and help ensure that all necessary information is provided. Each document plays a vital role in maintaining proper records and ensuring that service members receive the leave they need while adhering to military regulations.