BY ORDER OF THE SECRETARY OF THE AIR FORCE AIR FORCE INSTRUCTION 23-111 29 OCTOBER 2013 Materiel Management MANAGEMENT OF GOVERNMENT PROPERTY IN POSSESSION OF THE AIR FORCE COMPLIANCE WITH THIS PUBLICATION IS MANDATORY ACCESSIBILITY: Publications and forms are available on the e-publishing website at www.e-publishing.af.mil RELEASABILITY: There are no releasability restrictions on this publication. OPR: AF/A4LR Supersedes: AFI23-111, 7 January 2011 Certified by: AF/A4L (Maj Gen John B. Cooper) Pages: 12 This publication implements Air Force Policy Directive (AFPD) 23-1, Materiel Management Policy and Procedures. Management of non-appropriated fund (NAF) property is addressed in Air Force Instruction (AFI) 34-204, Property Management. This Instruction covers materiel for which accountability and inventory control requirements are prescribed in DoD 4140.1-R, DoD Supply Chain Materiel Management Regulation and DLM 4000.25-2-M, Military Standard Transaction Reporting and Accounting Procedures (MILSTRAP). It does not apply to intellectual property (e.g., software) or real property (land, facilities, and real property installed equipment). This publication prescribes basic guidance and responsibilities for managing government property under Air Force control through authorizing and directing commanders to manage government property under their command. It instructs personnel to responsibly manage and care for AF property under their control. This Instruction applies to all active duty military, civilian personnel, including the Air National Guard (ANG) and Air Force Reserve Command (AFRC). Refer recommended changes and questions about this publication to the Office of Primary Responsibility (OPR) using the AF Form 847, Recommendation for Change of Publication; route AF Form 847s from the field through the appropriate functional s chain of command. Major Commands (MAJCOMs) supplementing this Instruction must coordinate their supplements with AF/A4LR and will follow guidance in AFI 33-360, Publications and Forms Management. Ensure that all records created as a result of processes prescribed in this publication are maintained in accordance with AFMAN 33-363, Management of Records and disposed of in accordance with the Air Force Records Disposition Schedule (RDS) located at https://www.my.af.mil/afrims/afrims/afrims/rds/rds_series.cfm. For assistance with interpreting this Instruction, contact your MAJCOM.
2 AFI23-111 29 OCTOBER 2013 SUMMARY OF CHANGES This document has been substantially revised and must be completely reviewed. Major changes include the removal of Contractors responsibilities as well as the structure of roles and responsibilities. Also, Attachment 2, Appointment Qualifications for Accountable Positions, By Type, Section Munitions Supply (FK/FV), FK has been removed from A2.5. Finally, administrative revisions were made in the Title Page, to change DoD 4000.25-2-M to DLM 4000.25-2-M to accurately update this Instruction. Section A General Property Management 1. Statutory Authority. Title 10, U.S.C., 2788, authorizes the Secretary of the Air Force to prescribe publications for the accounting and assignment of responsibility for Air Force property. Title 32, U.S.C., 710 identifies the State s responsibilities for managing federal property issued to the National Guard. 1.1. All military and civilian personnel will operate and maintain government systems, equipment, and supplies in the best possible condition, in constant readiness, and in the absolute minimum quantities necessary to accomplish assigned tasks. (T-2) 1.2. Air Force property managers will provide the proper allocation, control, use, and safeguard of property under Air Force control. (T-2) All persons entrusted with the management of government property shall comply with paragraph 4 of DoDI 5000.64, Accountability and Management of DoD Equipment and Other Accountable Property. (T-2) 1.3. Supply Discipline is mandatory for all personnel. Subordinate Commanders are responsible to their commanders for ensuring effective Supply Discipline. 1.4. Government property includes equipment, military equipment, and other accountable property (e.g., administrative property, special tools, and special test equipment). Other types of personal property, such as supplies, material, and records, are not included unless expressly stated as being included. 1.5. Property management, in relation to property accountability referenced in Volume 1, Appendix 2 of DLM 4000.25, responsibility includes the determination or assessment of pecuniary liability for the loss, damage, or destruction of property resulting from negligence due to willful misconduct or deliberate unauthorized use. 1.6. In the Air National Guard, the United States Property and Fiscal Officers (USPFO) are the primary accountable officers in accordance with Title 32 U.S.C. 708. They are nominated by the Governor of each state and territory, Puerto Rico, or the commanding general of the National Guard of the District of Columbia, and appointed by the Secretaries of the Army and the Air Force. They are also commissioned officers of the Army/Air National Guard of the United States. They and their duly appointed assistant USPFOs for Property are responsible for receiving and accounting for all government property in possession of the Air National Guard. All other provisions of this Instruction, as it pertains to accountability and management of government property apply to the Air National Guard. Consistent with Title 32 U.S.C. 710, all military property issued by the United States to the National Guard remains the property of the United States.
AFI23-111 29 OCTOBER 2013 3 Section B Roles and Responsibilities 2. Roles and Responsibilities. DoD and Air Force policy provides for varying levels of roles and responsibility when managing or controlling government property. 2.1. In addition to the general responsibilities applicable to all Air Force personnel IAW DoDI 4140.1-R, establish the appointment, in writing, of the following property accountability echelons: 2.1.1. Accountable Property Officer (APO) (comparable to the Accountable Officer (AO)). An accountable property officer is an individual who, based on his or her training, knowledge, and experience in property management, accountability and control procedures, is appointed by proper authority to establish and maintain an organization s accountable property records, systems, and/or financial records, in connection with Government property, irrespective of whether the property is in the individual's possession. These responsibilities cannot be delegated. ANG is an exception as stated in Para 5 of this instruction. The Accountable Base Medical Supply Officer will adhere to guidance specified in AFI 41-209, Medical Logistics Support (T-2). Refer to DoD 4140.1-R for depot wholesale and depot retail responsibilities. 2.1.2. Property Custodian. An individual appointed by the APO, who accepts custodial responsibility for property, typically by signing a hand-receipt. The property custodian is directly responsible for the physical custody of accountable property under their control. 2.2. Wing or Group Commanders (or equivalent) Responsibilities for Management of Government Property. 2.2.1. Wing or Group Commanders (or equivalent) will: (T-1) 2.2.2. Appoint all property custodians in writing. 2.2.3. Include the identification of the specific record account or functional area of responsibility, specific expectations, and mandatory requirement to comply with policy and guidance in AFPD 23-1 and this Instruction. 2.2.4. Determine when re-appointment is necessary in absence of an accountable officer. 2.3. Accountable Property Officer Responsibilities for Management of Government Property. 2.3.1. Accountable Property Officers will: (T-2) 2.3.2. Oversee all appropriate record in an Accountable Property System of Record (APSR). See attachment 3 for list of APSR s. 2.3.3. Ensure property accountability is enabled by item unique identification (IUID) and Automatic Identification Technology (AIT) IAW DoDI 5000.54 and DoDI 8320.04. 2.3.4. Perform inventories of accountable property under their purview at periods prescribed in DoDI 5000.64. 2.3.5. Identify the proper urgency and validity of requests for material in accordance with DoD 4140.1-R.
4 AFI23-111 29 OCTOBER 2013 2.3.6. Properly identify, reporting, and determining correct disposition of unserviceable, reparable, or excess property. 2.3.7. Validate the accuracy of accountable records and the validity of property locations. 2.3.8. Provide effective management, direction, and controls for committing or obligating public funds. 2.3.9. Provide guidance and training on accountability standards to custodians, and other personnel, as required. 2.3.10. Provide guidance on required contingency location closure actions under their purview. 2.4. Property Custodian Responsibilities for Management of Government Property 2.4.1. Property Custodians will: (T-2) 2.4.2. Manually and/or automatically track and record transactions affecting Classes of Supply under their functional control. 2.4.3. Automatically and/or manually report APSR adjustments to the designated accountable officer. 2.4.4. Identify, report, disposition of serviceable, unserviceable, reparable, and excess materiel. 2.4.5. Maintain and secure auditable and/or accountable documents. 2.4.6. Initiate Reports of Survey. Refer to AFMAN 23-220, Reports of Survey for Air Force Property, for guidance on reports of survey. 2.4.7. Manage contingency location closure actions affecting their respective Classes of Supply. 2.4.8. Plan and forecast requirements to meet mission goals. 2.4.9. Prepare and forward materiel requests to the proper agency or individuals. 2.4.10. Sign custody receipts or listings for property charged to their organization. 2.4.11. Report losses or irregularities relating to property to immediate commanders and APO s. 2.4.12. Take action to reconcile and correct property records. 2.4.13. Report unusual purchase patterns to commanders. 2.5. Personnel having custodial responsibility may be held pecuniary liable for the loss, destruction, or damage to property caused by willful misconduct, deliberate unauthorized use, or negligence in the use, care, custody, or safeguard of the property from causes other than normal wear and tear. 2.6. Provide evidence of responsibility for management of government property at designated levels of command by:
AFI23-111 29 OCTOBER 2013 5 2.6.1. Properly documented and itemized physical inventories taken at required intervals. Inventories will be performed in a floor-to-book style. 2.6.2. Maintaining a copy of each document or computer record that confirms acquisition or movement of property. 2.6.3. Maintaining certificates of transfer between responsible/accountable personnel. Temporary issues will be tracked using the AF Form 1297, Temporary Issue Receipt. 2.7. Commanders/Directors will: (T-2) 2.7.1. Ensure all personnel carefully and economically use and safeguard property. 2.7.2. Provide adequate security, protection, and storage for property. 2.7.3. Ensure accountable property that is not identified on an APSR (i.e. items found on base) is recorded IAW DoDI 5000.64 regardless of how property was acquired and delivered to the owning organization. 2.8. Supervisors and Subordinates will: (T-2) 2.8.1. Accurately record/maintain accountable property in an APSR to reflect current inventory, location and condition. 2.8.2. Adjust records to reflect all discovered shortages and make adjustments IAW AFI 23-101, Air Force Materiel Management and AFMAN 23-122, Materiel Management Procedures (when published). 2.8.3. Make recommendations to accountable officers for the prevention and correction of Fraud, Waste, and Abuse activity. 2.8.4. Government property that does not require APSR recording, such as Government Purchase Card (GPC) will be recorded and accounted for at the unit level. 2.9. Relief from Custodial Responsibility. Commanders provide relief from custodial responsibility with: 2.9.1. Documents or computer records showing turn-in or transfer of items to another custodian. 2.9.2. Approved reports that provide for disposition of, or relief from responsibility for items that have become unusable due to damage, loss, deterioration, obsolescence, or destruction. 2.9.3. Approved inventory adjustments, or a prescribed document to adjust losses incidental to normal operations. JUDITH A. FEDDER, Lieutenant General, USAF DCS/Logistics, Installations & Mission Support
6 AFI23-111 29 OCTOBER 2013 References Attachment 1 GLOSSARY OF REFERENCES AND SUPPORTING INFORMATION Title 10, United States Code, Armed Forces, Section 2788, Property Accountability: Regulations, February 1, 2010 Title 32, United States Code, Armed Forces, Section 708, Property and Fiscal Officers, February 1, 2010 Title 32, United States Code, Armed Forces, Section 710, Accountability for Property Issued to the National Guard, February 1, 2010 DoDI 5000.64, Accountability and Management of DoD Equipment and Other Accountable Property, 19 May 2011 DoD 4140.25-M, DoD Management of Bulk Petroleum Products, Natural Gas, and Coal, 22 June 1994 DLM 4000.25-2-M, Military Standard Transaction Reporting and Accounting Procedures (MILSTRAP), 13 June 2012 DoD 4140.1-R, DoD Supply Chain Materiel Management Regulation, 23 May 2003 DoD 7000.14-R, DoD Financial Management Regulation, May 2009 AFPD 23-1, Materiel Management, 15 February 2011 AFI 20-110, Nuclear Weapons-Related Materiel Management, 18 February 2011 AFI 21-201, Conventional Munitions Maintenance Management, 7 March 2012 AFI 21-203, Nuclear Accountability Procedures, 23 November 2009 AFI 23-101, Air Force Materiel Management, (Not yet published) AFI 23-201, Fuels Management, 23 January 2012 AFI 34-204, Property Management, 27 August 2004 AFI 41-209, Medical Logistics Support, 30 June 2006 AFMAN 23-122, Materiel Management Procedures, (Not yet published) AFMAN 23-220, Reports of Survey for Air Force Property, 1 July 1996 AFMAN 33-363, Management of Records, 1 March 2008 DESC-P-7, Accountability and Custodial Responsibilities for Defense Working Capital Fund (DWCF) Inventory and Government Property, 4 August 2009 Prescribed Form AF Form 1297, Temporary Issue Receipt, 1 July 1987 Adopted Form AF Form 847, Recommendation for Change of Publication, 22 September 2009
AFI23-111 29 OCTOBER 2013 7 Abbreviations and Acronyms AFI Air Force Instruction AFMC Air Force Materiel Command AFSC Air Force Specialty Code AFSVA Air Force Services Agency ANG Air National Guard APSR Accountable Property System of Record COCOM Combatant Command (Command Authority) DAF Department of the Air Force DCS Deputy Chief of Staff DESC Defense Energy Support Center DLA Defense Logistics Agency DLM Defense Logistics Manual DMLSS Defense Medical Logistics Standard Support DoD Department of Defense DWCF Defense Working Capital Fund GPC Government Purchase Card IMM Integrated Materiel Manager LRO Logistics Readiness Officer LRS Logistics Readiness Squadron MAJCOM Major Command MASO Munitions Accountable Systems Officer MEDLOG Medical Logistics MILSTRAP Military Standard Transaction Reporting and Accounting Procedures NAF Non-appropriated Funds NCO Non-commissioned Officer NWRMAO Nuclear Weapons Related Materiel Accountable Officer OPR Office of Primary Responsibility PLMC Petroleum Logistics Management Course RDS Records Disposition Schedule SNCO Senior Non-commissioned Officer USC United States Code
8 AFI23-111 29 OCTOBER 2013 USPFO United States Property and Fiscal Officer Terms Accountable Property Officer An individual who, based on his or her training, knowledge, and experience in property management, accountability and control procedures, is appointed by proper authority to establish and maintain an organization s accountable property records, systems, and/or financial records, in connection with Government property, irrespective of whether the property is in the individual's possession. Accountable Property Property that meets accountability requirements and is recorded in the APSR. Accountable property is referenced in DoDI 5000.64. APSR The Government system used to control and manage accountable property records; a subset of existing organizational processes related to the lifecycle management of property; the system that is integrated with the core financial system. Property All references to property contained herein include equipment, military equipment, and other accountable property (e.g., administrative property, special tools, special test equipment). Other types of personal property, such as supplies, material, and records, are not included unless expressly stated as being included. Property Custodian An individual appointed by the APO, who accepts custodial responsibility for property, typically by signing a hand-receipt. The property custodian is directly responsible for the physical custody of accountable property under their control. Property Management A monitoring and control function, charged with assuring that organization processes related to the lifecycle of property support organization objectives, represent sound business practice, and are compliant with applicable standards, policies, regulations, and contractual requirements. Also, the system of acquiring, maintaining, using and disposing of the personal property of an organization or entity. Supply Discipline The control, cost-effective use, protection and availability of government systems, equipment, and supplies for operational requirements.
AFI23-111 29 OCTOBER 2013 9 Attachment 2 APPOINTMENT QUALIFICATIONS FOR ACCOUNTABLE POSITIONS, BY TYPE ACCOUNT A2.1. Logistics Readiness Squadron (LRS) (FB/FE). The LRS Commander is the accountable officer for supply system stocks in FB/FE accounts and also serves as the Nuclear Weapons- Related Materiel Accountable Officer (NWRMAO). At locations where an LRS is not assigned, the NWRMAO may be a US military officer, US SNCO, or Department of the Air Force (DAF) civilian (US Citizen) in the grade of GS-11 (minimum). They must complete the NWRMAO training requirement IAW AFI 20-110, Nuclear Weapons-Related Materiel Management. (T-1) Note: Contractor managed accounts must have a government accountable officer appointed. The government accountable officer can either be the functional area chief, quality assurance evaluator, or other appointed government individual who is qualified in the appropriate AFSC. The government accountable officer may sign for one or all of the different type accounts at a particular location as approved by the MAJCOM. (T-2) A2.2. By Type Account (FB/FE). Core AFSC 21R3/4 or their civilian equivalents, or fully qualified SNCO, AFSC 2S000/90/71, may be appointed when approved by the MAJCOM. (T-2) The MAJCOM A4R may waive the AFSC or qualification requirements for the accountable position if extenuating circumstances exist. Note: Contractor managed accounts must have a government accountable officer appointed. The government accountable officer can either be the functional area chief, quality assurance evaluator, or other appointed government individual who is qualified in the appropriate AFSC. The government accountable officer may sign for one or all of the different type accounts at a particular location as approved by the MAJCOM. A2.3. Contingency Supply Accounts (FB/FE). Air Force lead-major Command/Combatant Numbered Air Force A4R tasked for Combat Command (COCOM) support will appoint accountable and/or responsible officers for supply system stocks in the FB/FE accounts. (T-1) Accountable/responsible officers will be the senior core AFSC 21R3/4 logistics readiness officers, or SNCO s in AFSC 2S000/90/71 (i.e. Expeditionary LRS Commander or ranking Logistics Readiness Officer (LRO) as appropriate). The lead-major Command/Combatant Numbered Air Force A4R may waive the AFSC or qualification requirements for the responsible officer position of FB/FE accounts if extenuating circumstances exist. A2.4. Depot Supply (FD). Core AFSC 21R4 officer or permanent civil servant in grade GS-11 or higher. A2.5. Munitions Supply (FV). Refer to AFI 21-201, Conventional Munitions Maintenance Management, for all conventional munitions account Munitions Accountable Systems Officer (MASO) AFSC/experience/training requirements. Refer to AFI 21-203, Nuclear Accountability Procedures, for all nuclear munitions account Munitions Accountable Systems Officer AFSC/experience/training requirements. A2.6. Base Fuels/Satellite (FP). The Defense Logistics Agency (DLA) Energy is the DoD Integrated Materiel Manager (IMM) and the DoD Executive Agent for Defense Working Capital Funds (DWCF) owned Class III Bulk petroleum products. DLA Energy is the accountable office/officer for FP accounts. Correspondingly, the responsible officer, is a government employee who is a U.S. citizen (military or civilian) appointed by proper authority to exercise care, custody, and safe-keeping of Government property. In accordance with Defense Energy
10 AFI23-111 29 OCTOBER 2013 Support Center (DESC)-P-7 (DESC-P-7 supersedes DoD 4140.25M Chapter 10, Section B guidance regarding appointment and responsibilities for responsible officers) any AFSC 21R3/4 officer upon completion of Logistics Readiness Officer technical training; GS-9 equivalent civilians, or SNCOs with AFSC 2F000/91/71 may be the fuels responsible officer. AFSC 21R3/4 officers, GS-9 equivalent civilians (or higher) or SNCOs with AFSC 2F000/91/71 must also meet training requirements for responsible officers as indicated in DoD 4140.25-M, DoD Management of Bulk Petroleum Products, Natural Gas, and Coal, Volume II, Chapter 10 and AFI 23-201, Fuels Management. DESC-P-7. Additionally, NCOs and civilians must attend the Petroleum Logistics Management Course (PLMC). They must attend PLMC and complete DLA Energy responsible officer training. Exceptions to the minimum grade level may be waived by DLA Energy-FI on a case-by-case basis for small fuels accounts where the minimum grade level requirements cannot be met by an otherwise qualified person. (T-3) A2.7. Base Civil Engineer (FC). AFSC 21R3/4, or 32X3 officer. If an officer is not available, AFSC 2S071/90/00, 3EX7X/90/00, or civilian equivalent filling the position of Chief or Superintendent of Operations, may serve. Accountable officers will attend the Logistics Management Course, MGT 438, at the Air Force Institute of Technology, Civil Engineering and Services School. (T-3) A2.8. Medical Supply (FM). The base Medical Treatment Facility Commander will appoint a Medical Service Corps officer, AFSC 41AX, as accountable Base Medical Supply officer. If an officer is not assigned to the Medical Logistics Flight, the AFMOA/SGALS, in coordination with the Chief, Medical Logistics Division, Air Force Medical Support Agency, may waiver appointment of a civilian equivalent in the grade of GS-11 or higher, or a fully qualified SNCO (AFSC 4A1XX). For ANG units, the assistant USPFO serves as the accountable Medical Supply officer. A2.9. Weapon Systems Account (FW). Any AFSC 21R3/4 officer or civilian equivalent can be the accountable officer. Force Support Squadron: A2.10. Food Services (FT). AFSC 38F/38P3/4 officer or civilian equivalent. If a qualified officer or civilian is not available, a SNCO in any AFSC may be assigned upon approval of HQ AFPC/SV. Note: Contractor managed accounts must have a government accountable officer appointed. (T-2) The government accountable officer can either be the functional area chief, quality assurance evaluator, or other appointed government individual who is qualified in the appropriate AFSC. A2.11. Base Library (FL). The Force Support Squadron Commander or Civilian Leader appoints a professional librarian as the accountable property agent for all library materiel and services. The Force Support Squadron Commander/Civilian leader, or a specialized organization with a library of information center appoints an interim accountable property agent during periods when there isn t an assigned librarian. A2.12. Force Support Squadron (FF). The Force Support Squadron Commander (CC)/Civilian Leader (CL) (AFSC 38P or civilian equivalent) is the accountable officer for FF accounts. Note: Contractor managed accounts must have a government accountable officer appointed. (T-2) The government accountable officer can either be the functional area chief, quality assurance evaluator, or other appointed government individual who is qualified in the appropriate AFSC.
AFI23-111 29 OCTOBER 2013 11 A2.13. Miscellaneous Accounts (FX). No AFSC restriction. Note: Contractor managed accounts must have a government accountable officer appointed. (T-2) The government accountable officer can either be the functional area chief, quality assurance evaluator, or other appointed government individual who is qualified in the appropriate AFSC. The government accountable officer may sign for one or all of the different type accounts at a particular location as approved by the MAJCOM.
12 AFI23-111 29 OCTOBER 2013 Attachment 3 ACCOUNTABLE PROPERTY SYSTEM OF RECORD (APSR) TABLE Figure A3.1. Accountable Property System Of Record (APSR) Table. SYSTEM ACRONYM DSS D035 CDAS ILS-S REMIS RAMPODS APSR TITLE Distribution Standard System Stock Control System Cryptologic Depot Accountability System Integrated Logistics System- Supply Reliability & Maintainability Information System Reliability, Availability, Maintainability for Pods & Integrated Systems Integrated Missile Data Base ASSETS STORED Depot Wholesale/Depot Retail Assets (in warehouse only) AFMC managed assets in maintenance and at contractor facilities Communication Security (COMSEC)/Cryptographic Assets Base Level Retail Assets Aircraft, Intercontinental Ballistic Missiles (ICBM), Satellites, Cruise Missiles, Aerial Targets/Drones PODs Intercontinental Ballistic Missiles (ICBM),Uninstalled Missiles Rotors IMDB CAS Combat Ammunition System Munitions AFEMS DMLSS CEMS Air Force Equipment Management System Defense Medical Logistics Standard Support Comprehensive Engine Management System Equipment (including Government Furnished Equipment (GFE)) Medical Equipment Engines