Change of Command Helpful Hints
Documents needed for the inventory:
- Authorization documents
- Unit modification table of organization and equipment
- Table of distribution allowances
- Common table of allowances
- Commander's primary hand receipts
- All sub-hand receipts, shortage annexes, and component hand receipts
- Supply catalogs and technical manuals for each type of equipment
Responsibilities include the following:
- Battalion commander
- Supervise change of command inventories according to Department of the Army (DA) Pamphlet (Pam) 710-2-1, Using Unit Supply System (Manual Procedures), para 9-3.
- Inform commanders of the change of command inventory policies.
- Provide both commanders with a letter of intent.
- Allow 30 days for the change of command inventory.
- Allow commanders to request extension, in writing, if needed.
- Allow time on his/her calendar for an in-brief as well as an out-brief with incoming and outgoing commanders.
- Halt subsequent property book transactions, if possible, until inventory is completed.
- Out-going commander
- Pick up the dated primary hand receipt from both the organization and installation property book officers (PBOs).
- Publish a day-to-day schedule of change of command inventory.
- Follow inventory schedule during the change of command.
- Inventory smallest sections first to allow larger sections additional time to prepare.
- Initiate any relief documents according to Army Regulation (AR) 735-5, Policies and Procedures for Property Accountability, during the course of the inventory.
- Initiate any adjustment documents according to DA Pam 710-2-1, chapter 4.
- In-coming commander.
- Review the authorization documents to become familiar with the required equipment. For additional guidance see supply sergeant, supply and logistics officer, and/or PBO.
- Check required technical manuals and supply catalogs to verify which items have components.
- Ensure publications for sets, kits, outfits, and tools are available during inventories.
- Pick up shortage annexes for nonexpendable items from PBO.
- Insist the inventories are conducted jointly with the outgoing commander.
- Insist a disinterested officer be appointed on orders to represent the commander if he or she is not available.
- Ensure that shortages are on a valid requisition.
- Inventory like items at the same time.
- Count only what can be seen and touched.
- Check for serviceability of property.
- Assume the items are missing and the outgoing commander is responsible for initiating relief documents in accordance with AR 735-5 if shortages are not properly documented.
- Update DA Form 1687, Notice of Delegation of Authority, for all logistical support agencies such as the supply support activity and forward copies to the PBO.
- Type a memorandum documenting the results of the change of command inventory and forward it to the battalion commander prior to assuming command.
- Supply sergeant
- Prepare all signed sub-hand receipts and shortage annexes prior to inventories.
- Immediately correct any changes to the hand/sub-hand receipts and short annexes discovered during the inventories.
- Reconcile the commander's primary hand receipt and the user's sub-hand receipts.
- Review all sub-hand receipts for completeness and validity (signed).
- Ensure loaned property is recovered during inventories or made available for the incoming commander.
Phases following the change of command include the following:
- Follow-up phase.
- Have the sub-hand receipt holders immediately sign for their property.
- Match results of inventory against property records.
- Ensure shortages for sets, kits, and outfits and basic individual issue are validated and placed on order.
- Ensure the outgoing commander completes all adjustment and relief documents which were initiated during inventories.
- Request disposition for turn-in of all excess equipment.
- Keeping well phase.
- Conduct all required inventories: monthly sensitive items and cyclic. Commanders can develop short- and long-range calendars to assist in the planning phase of inventories.
- Conduct command supply discipline evaluations and ensure all discrepancies are corrected according to Army regulations.
- Enforce good supply economy and discipline standards.