Da 31 PDF Form

Detailed Instructions for Filling Out Da 31

Filling out the DA Form 31 accurately is crucial for processing your leave request efficiently. This document is necessary whenever an Army member needs to request leave, whether it is for chargeable leave, emergency leave, or any other type categorized under the form. Ensuring that all sections are completed correctly will facilitate a smooth approval process. Below are the steps needed to complete the DA Form 31:

1. Enter the Control Number at the top of the form, if known.
2. Fill in your Name (Last, First, Middle Initial) in field 2.
3. Provide your DOD ID number in field 3.
4. Indicate your Rank in field 4.
5. Enter the current Date (in YYYYMMDD format) in field 5.
6. Write your Leave Address (including Street, City, State, ZIP Code, and Phone Number) in field 6.
7. For field 7, provide your Organization, Station, POC Email, and Phone Number.
8. Select the Type of Absence in field 8 by checking the appropriate box for either Chargeable, Non-Chargeable, or a combination, and specify the leave type.
9. Enter the From and To dates for your leave (in YYYYMMDD format) in fields 9a and 9c, respectively, and the Total Days Requested in field 9b.
10. In fields 10a, 10b, and 10c, provide details on Accrued Leave (CR BAL), Chargeable Leave Requested, and Non-Chargeable Absence Requested, respectively, including any advanced or excess days.
11. Sign and date the form in field 11 as the requestor. If the requestor is unavailable, a supervisor may sign on their behalf.
12. Have the Supervisor provide their name, title, rank/grade, and select either approval or disapproval in field 12, followed by their signature and date.
13. Field 13 is for the Approving Authority to provide their name, title, rank/grade, action taken (approved or disapproved), signature, and date.
14. Fields 14 through 16 are for use by the departure, extension, and return authorities, respectively, to capture approvals, dates, times, names, titles, and signatures related to the leave.
15. Any additional remarks or specific details related to the leave request should be entered in field 17.

After filling out the form, review it carefully to ensure all information is correct and complete. Submit the form to the designated approving authority, keeping a copy for your records. A timely submission can expedite the approval process, allowing you to focus on your leave plans. Remember, accurate and comprehensive completion of the DA Form 31 is essential for a smooth leave request process.

1. What is the purpose of the DA Form 31?

   The DA Form 31, also known as the Request and Authority for Leave, is a document used by members of the United States Army to request authorization for temporary leave. Whether it's for vacation, personal time off, emergency leave, or other types of absence, this form serves as a formal way to obtain approval from the chain of command. Its use is regulated under the Privacy Act of 1974 and guided by AR 600-8-10, with oversight by the Deputy Chief of Staff, G-1 (DCS, G-1).

2. How do you fill out a DA Form 31 for leave?

   To properly fill out a DA Form 31, start by providing your personal and contact information in PART I. This includes your name, Department of Defense Identification (DOD ID), rank, date, and leave address. Next, detail your organization, station, and point of contact information, including email and phone number. Choose your type of absence from the options provided, such as annual, emergency, or terminal leave, and specify the dates for your proposed leave along with the total days requested. If relevant, include details about any chargeable or non-chargeable absence requested. Finally, the form must be signed by the requestor, supervisor, and approving authority in the designated areas to be processed.

3. Can a supervisor sign the DA Form 31 on behalf of a requestor?

   Yes, a supervisor is allowed to sign the DA Form 31 on behalf of the requestor in situations where the requestor is not available to sign the document themselves. This provision helps facilitate the processing of leave requests when service members are unable to personally complete the form due to operational duties, deployment, or other valid reasons. However, it is essential that the supervisor has the authority and approval to sign on the requestor's behalf to ensure the request is properly documented and processed.

4. What happens after a DA Form 31 is submitted and approved?

   Once a DA Form 31 is submitted and has received all necessary approvals, it serves as the official authorization for the service member to take the requested leave. The form is then used to document the departure and return of the service member, with respective authorities signing off on each action. It's crucial for military personnel to adhere to the approved leave dates and procedures for departure and return as outlined in the form. Upon returning, the service member must check in with the designated return authority to ensure their leave record is accurately updated. Any adjustments or extensions to the original leave period require additional approval, documented in the remarks section or through an updated DA Form 31.

One common mistake individuals make when filling out the DA Form 31 is neglecting to include their full legal name, exactly as it appears in official military records, in the section provided. This omission can cause delays or confusion in the processing of leave requests.

Another area often incorrectly completed is the block for the DoD ID number. This critical piece of information is essential for accurately identifying the service member, yet it is sometimes left blank or filled with incorrect digits.

The section that requests the leave address is frequently underestimated in its importance. Some individuals fail to provide a complete address, including street, city, state, and ZIP code, along with a reachable phone number. This can hinder the ability to contact the service member if necessary during their leave.

When selecting the type of absence, individuals sometimes check the wrong box or fail to specify the nature of their leave clearly. This ambiguity can impact the processing time and potentially affect the leave being charged appropriately.

The dates for leave commencement and return, along with the total days requested, must be filled out with precision. Errors in these fields, such as mismatched dates or incorrect calculations of the days requested, can complicate the leave approval process.

In the section detailing accrued, chargeable, and non-chargeable leave, individuals often miscalculate or misreport these values. Accurate reporting in this area is crucial for maintaining proper leave records and ensuring service members do not exceed their entitlements.

One of the most critical parts of the DA Form 31 is the signature section, yet it is sometimes overlooked or incorrectly filled. The requestor's signature, along with the supervisor and approving authority's endorsements, are essential for validating the leave request. Omissions or signatures in the wrong sections can invalidate the document.

Mistakes made in the departure, extension, and return sections, such as inaccurate dates and times or missing signatures from authorities, can have significant implications. These errors can affect travel plans and the accuracy of leave records, potentially leading to disciplinary action or discrepancies in leave balances.

Finally, the remarks section is often not utilized to its full potential. This section is an opportunity to provide additional information or clarification that could aid in the smooth processing of the leave request. Leaving it blank or not providing sufficient detail can result in unanswered questions and delays.

When military personnel embark on various types of leave, the DA Form 31 is their go-to document for processing and approval. However, to navigate through the intricacies of military leave or transitions, several other forms and documents often accompany or follow the DA Form 31. Each serves a distinct purpose, addressing different aspects of personnel management, travel, and financial procedures within the military framework.

• DA Form 4187: Personnel Action - This form is used for various personnel actions, including reassignments, extra rations, name changes, and more. It's versatile and allows service members to officially request or notify about changes affecting their military career.
• DA Form 5960: Authorization to Start, Stop, or Adjust Basic Allowance for Quarters (BAQ), and/or Variable Housing Allowance (VHA) - This document is crucial for service members who are making housing transitions or adjustments, especially in relation to leave that might affect housing allowances.
• DA Form 2062: Hand Receipt/Annex Number - Essential for the accountability and temporary issue of property, this form is often used by service members going on PCS (Permanent Change of Station) leave to ensure equipment and property are accounted for during their absence.
• DD Form 1351-2: Travel Voucher or Subvoucher - A must for those on PCS leave or any leave that involves reimbursable travel expenses. It facilitates the reimbursement process for official travel costs.
• DA Form 31A (theoretical form, does not exist as standard): Leave Extension Form - In a hypothetical scenario, this form would be used for requesting an extension on already approved leave, requiring additional approval from commanding officers.
• DA Form 5434: Sponsorship Program Counseling and Information Sheet - Used primarily during PCS moves, it helps in providing incoming personnel with a sponsor to ease transition and assimilation into new units or installations.
• DD Form 93: Record of Emergency Data - Although not directly related to leave, ensuring this form is updated before going on an extended leave is critical, as it contains emergency contact information and beneficiaries in case of an incident.
• DA Form 705: Army Physical Fitness Test Scorecard - While on leave, especially if it's PCS or terminal leave, maintaining physical standards is crucial. This form records an individual’s physical fitness test scores, which might be required upon returning or reporting to a new unit.

The efficient handling of these forms ensures smooth transitions for military personnel between duties, locations, or into civilian life, making the administrative aspects of military obligations less burdensome. From requesting leave to managing housing allowances, each form has a specific role in the military's bureaucratic fabric, ensuring clarity, order, and preparedness for service members and their families.

• The SF-50 Form, also known as the "Notification of Personnel Action," is similar to the DA Form 31 in that it documents employment-related actions in the government sector. While the SF-50 is used across various federal agencies to record appointments, reassignments, promotions, and separations, the DA 31 specifically records leave requests within the Army. Both forms are critical for personnel record-keeping and ensure accurate tracking of an employee's or soldier's career milestones.

• The Leave Request Form utilized in civilian workplaces shares similarities with the DA 31 form, as both are used to formally request time away from duty. While the DA 31 is specific to military personnel seeking different types of leave or passes, civilian leave request forms serve a similar purpose in the private sector or non-military government positions, allowing employees to apply for vacation, sick leave, or other absences.

• The DD Form 214, "Certificate of Release or Discharge from Active Duty," while not a leave form, parallels the DA Form 31 in its function of documenting crucial career information for military personnel. The DA 31 records short-term absences, but the DD 214 provides a comprehensive overview of a service member's military career upon separation, including periods of active duty and leave taken.

• The TDY (Temporary Duty) Travel Orders form is akin to the DA Form 31 as both document authorized absences from a usual place of duty. While the DA 31 focuses on leave, the TDY orders authorize travel for military personnel for official duty away from their home station, detailing the purpose, duration, and conditions of the assignment.

• The Request for Authorization for Rescheduled Training (RST) is comparable to the DA Form 31 in that it is used by National Guard and Reserve members to request approval for absences from scheduled drills or training, proposing alternative dates. Like the DA 31, it ensures that military personnel manage their duty obligations in coordination with personal and professional needs.

• The PCS (Permanent Change of Station) orders bear resemblance to the DA Form 31 by facilitating a service member’s authorized move from one duty station to another, including provisions for leave en route. Though primarily focused on the relocation process, PCS orders share the characteristic of officially sanctioned absences, akin to the leave documented by the DA 31.

• The Absence Request and Vacation Schedule Form used in many academic institutions mirrors the DA Form 31. Both forms manage the approval process for requested time away. In schools, this form allows educators and staff to schedule vacation periods or personal time off, similar to how soldiers use the DA 31 for leave planning.

• The Emergency Leave Request Form found in both military and civilian sectors is specifically comparable to the DA Form 31's section for emergency leave. This document facilitates the expedited processing and approval of leave under urgent circumstances, emphasizing the shared goal of addressing immediate personal or family emergencies.

• The Personnel Action Form commonly used in corporate environments resembles the DA Form 31 in terms of its function to communicate changes related to an employee's status, including leave of absence. Though broader in scope, including promotions, transfers, and terminations, its use for managing leave links it closely to the DA 31's purpose in the military context.

Completing the DA Form 31, the official Request and Authority for Leave document, requires accuracy and attention to detail. Here are essential dos and don'ts to ensure the process is smooth and error-free:

• Double-check your personal information: Ensure your name, DOD ID, rank, and leave address are correct to prevent processing delays.
• Clearly specify the type of leave: Mark the appropriate box for the type of absence you're requesting, such as Annual Leave or Emergency Leave, to avoid confusion.
• Include accurate leave dates: Fill in the exact dates of departure and return to ensure your leave is properly recorded and approved.
• Sign the form personally if possible: If you're available, make sure you sign the form yourself to authenticate your leave request.
• Consult with your supervisor: Before submission, review the form with your supervisor to catch any oversights and secure their approval ahead of time.
• Verify accrued leave balances: Check your current leave balance to avoid requesting more leave than you have accrued, unless applying for advance leave.

• Don’t leave sections blank: Incomplete forms are likely to be returned or delayed, so ensure every applicable section is filled out.
• Don’t estimate leave dates: Provide precise dates for your leave period to prevent misunderstandings or administrative errors.
• Don’t forget to specify chargeable vs. non-chargeable leave: Accurately indicate if your leave should be deducted from your balance to maintain correct records.
• Don’t overlook supervisor and approving authority sections: Leaving these signatures off can invalidate your request, as these are crucial for approval.
• Don’t submit without reviewing for errors: Take a moment to verify all information entered to avoid unnecessary corrections or resubmission.
• Don’t ignore instructions: It’s important to follow any specific instructions related to the DA Form 31 to ensure compliance with military protocols.

There are several misconceptions about the DA Form 31, Request and Authority for Leave, which can lead to confusion about its use and requirements. Below are six common misunderstandings clarified:

• Only for annual leave requests: It's often thought that the DA Form 31 is solely for requesting annual (ordinary) leave. However, this form is also used to request various types of leave, including emergency leave, permanent change of station (PCS) leave, and even paternity leave, among others.
• Approval is guaranteed: Completing and submitting a DA Form 31 does not guarantee approval. The requestor's supervisor and the approving authority must consider several factors, including the unit's mission requirements and the individual's leave balance, before granting leave.
• Instant approval process: Another misconception is that leave requests are approved instantly. In reality, the process involves multiple steps, including review by the requestor's immediate supervisor, the chain of command, and finally, the approving authority. This can take time, especially during busy periods or if additional information is required.
• Prior leave balance is irrelevant: The DA Form 31 requires information on accrued leave and any chargeable leave requested. Some individuals mistakenly believe that their past leave balance doesn't affect new leave requests. However, an overdrawn leave balance could impact the approval of future leave requests.
• No need for personal details: The form requires comprehensive personal information, including leave address and contact details. This is sometimes overlooked, but these details are crucial for maintaining contact and ensuring the well-being of personnel while on leave.
• Only the requesting individual can sign the form: In situations where the person requesting leave cannot sign the form (due to deployment, for example), misconceptions arise about who can sign on their behalf. In fact, the requesting individual's supervisor is authorized to sign the form when the requestor is unavailable.

Understanding these aspects of the DA Form 31 can help ensure that leave requests are completed accurately and processed efficiently, supporting personnel in planning and taking leave as needed.

Understanding the DA Form 31, the official form used by members of the Army to request leave, is critical for both new and seasoned personnel. Here are six key takeaways about filling out and effectively using the DA Form 31:

• Privacy is paramount: The DA 31 is subject to the Privacy Act of 1974. This means that the information provided in the form is protected and handled with confidentiality, emphasizing the importance of safeguarding personal information.
• Accurate requestor information is crucial: The form requires detailed requestor information, including full name, Department of Defense (DoD) Identification (ID) number, rank, and leave address. This information must be accurately provided to ensure the request is processed smoothly.
• Choosing the right type of absence is necessary: The DA Form 31 outlines various types of absences, including chargeable, non-chargeable, and combination leave. It's crucial to select the correct type of absence for your situation, as this affects your leave balance and pay.
• Understanding leave balances: Before requesting leave, you must know your accrued leave balance. The form requires you to indicate your current leave balance and the amount of leave you're requesting, which helps in planning and approving leave periods.
• Signature requirements: The DA Form 31 must be signed by the requestor, the supervisor, and the approving authority. If the requestor is unavailable, the supervisor can sign on their behalf. This chain of signature ensures that the leave request is reviewed and approved at multiple levels.
• Extensions and returns must be documented: If an extension of leave is required, it must be officially approved and documented in the form. Upon return from leave, the return authority must sign the form, finalizing the leave period. This documentation is essential for maintaining accurate personnel records.

By carefully filling out the DA Form 31 and understanding its components, Army personnel can ensure that their leave requests are properly recorded and approved, facilitating a smoother leave process.