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The DA 31 form is an essential document for military personnel seeking leave from their duties. It serves as a formal request and authority for various types of absences, including chargeable and non-chargeable leave. This form is governed by the Privacy Act of 1974 and is designed to ensure that all requests are processed in accordance with Army Regulation 600-8-10. Key sections of the form require the requestor to provide personal information such as their name, rank, and organization, as well as details about the type of leave being requested, whether it be annual leave, emergency leave, or rest and recuperation leave, among others. The form also includes spaces for supervisors and approving authorities to sign off on the request, ensuring that proper channels are followed. Additionally, the DA 31 allows for the documentation of accrued leave balances and any requests for advance leave. Understanding the structure and requirements of the DA 31 is crucial for service members to navigate the leave process effectively.

Common mistakes

  1. Incomplete Personal Information: Failing to fill in all required fields in the requestor information section can lead to delays. Ensure that the name, DOD ID, and rank are accurately provided.

  2. Incorrect Leave Type Selection: Selecting the wrong type of absence can complicate the approval process. Carefully review the options available and choose the one that best fits your situation.

  3. Missing Dates: Omitting the start and end dates for the leave request is a common mistake. Be sure to include the dates in the correct format (YYYYMMDD) to avoid confusion.

  4. Signature Issues: Not providing the required signatures can result in the form being rejected. Ensure that both the requestor and the supervisor sign the form, and check that the dates of signatures are included.

  5. Neglecting Remarks Section: Leaving the remarks section blank when additional information is necessary can lead to misunderstandings. Use this space to clarify any unique circumstances related to the leave request.

Misconceptions

Here are six common misconceptions about the DA 31 form, which is used for requesting and authorizing leave in the military.

  • Misconception 1: The DA 31 form can only be used for annual leave.

    • This is not true. The form is versatile and can be used for various types of leave, including emergency leave, PCS leave, and even environmental morale leave.

  • Misconception 2: Once submitted, the leave request is automatically approved.

    • Approval is not guaranteed. The request must go through the proper chain of command, and the supervisor or approving authority must sign off on it.

  • Misconception 3: You must have a certain amount of leave accrued to submit a DA 31.

    • While it’s important to have accrued leave for chargeable requests, you can also request non-chargeable leave without having accrued any days.

  • Misconception 4: The DA 31 form is not subject to privacy regulations.

    • In fact, this form is subject to the Privacy Act of 1974, which means personal information must be handled carefully.

  • Misconception 5: The DA 31 form can be submitted without a signature from a supervisor.

    • A signature from a supervisor is required unless the requestor is unavailable. In that case, the supervisor can sign on their behalf.

  • Misconception 6: There are no consequences for submitting a DA 31 form incorrectly.

    • Submitting the form incorrectly can lead to delays in processing or even denial of leave. It's crucial to fill it out accurately.

Da 31 - Usage Guide

Filling out the DA 31 form is an essential step for service members seeking leave. After completing the form, it will need to be submitted to the appropriate authority for approval. This process ensures that all necessary information is recorded accurately, facilitating a smooth leave request.

  1. Obtain the DA 31 form. You can find it online or through your unit's administrative office.
  2. Fill in the Control Number. This is typically assigned by your unit.
  3. Provide your personal information. Enter your name (last, first, middle initial), DOD ID, and rank in the designated fields.
  4. Enter the date. Use the YYYYMMDD format for clarity.
  5. Complete the Leave Address section. Include your street address, city, state, ZIP code, and phone number.
  6. Fill in your organization information. Include your station, point of contact (POC) email, and phone number.
  7. Select the type of absence. Check the appropriate box for chargeable, non-chargeable, or combination leave and specify the type of leave you are requesting.
  8. Indicate the dates of leave. Fill in the 'FROM' and 'TO' dates using the YYYYMMDD format and the total days requested.
  9. Complete the accrued leave section. Provide information on accrued leave, chargeable leave requested, and non-chargeable absence if applicable.
  10. Sign the form. The requestor must sign and date the form. If unavailable, a supervisor can sign on their behalf.
  11. Have your supervisor review. They will fill in their name, title, rank/grade, and indicate their recommendation for approval or disapproval.
  12. Get approval from the authority. The approving authority must sign and date the form, indicating whether the request is approved or disapproved.
  13. Complete any departure or extension signatures. If applicable, fill in the details for departure and extension approval.
  14. Submit the completed form. Ensure it is sent to the appropriate administrative office for processing.

Dos and Don'ts

When filling out the DA 31 form, it is important to follow certain guidelines to ensure accuracy and compliance. Below is a list of things you should and shouldn’t do.

  • Do fill in all required fields completely and accurately.
  • Do double-check the dates you enter for any errors.
  • Do provide a clear leave address, including your phone number.
  • Do specify the type of absence accurately to avoid confusion.
  • Do ensure your signature is present, even if your supervisor signs on your behalf.
  • Don’t leave any mandatory fields blank.
  • Don’t use abbreviations or shorthand that may not be understood.
  • Don’t forget to include your rank and DOD ID in the appropriate sections.
  • Don’t submit the form without reviewing it for any potential mistakes.

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Key takeaways

When filling out and utilizing the DA 31 form, several important considerations should be kept in mind to ensure a smooth process. Here are key takeaways that can guide you through this task:

  • Understand the Purpose: The DA 31 form is primarily used to request and authorize leave. It is essential to know that this form is subject to the Privacy Act of 1974, which protects personal information.
  • Complete All Required Sections: Ensure that every section of the form is filled out accurately. This includes your name, DOD ID, rank, and leave address. Missing information can lead to delays in processing your request.
  • Specify the Type of Leave: Clearly indicate whether your absence is chargeable, non-chargeable, or a combination. Be aware of the different types of leave available, such as annual leave, emergency leave, and terminal leave.
  • Signatures Are Crucial: The form requires signatures from the requestor, supervisor, and approving authority. If the requestor is unavailable, a supervisor may sign on their behalf. Missing signatures can result in disapproval.
  • Keep Copies for Your Records: After submitting the DA 31 form, retain copies of the completed document. This will help you track your leave request and provide a reference in case of any discrepancies.

By following these guidelines, individuals can navigate the process of filling out and using the DA 31 form more effectively.