Da PDF Form

Detailed Instructions for Filling Out Da

Filling out the DA Form 2062 requires a clear understanding of the items you're accounting for, be it equipment, tools, or any item listed in an annex. This form serves as an accountability document used by the Department of the Army, capturing details of the hand receipt items, ensuring both the giving and receiving parties have a written record of the items' transfer. It's paramount for tracking purposes and maintaining accountability within various units and departments. For a seamless experience, follow the outlined steps below carefully. The process is simplified to make sure the form is filled out correctly and efficiently.

1. Ensure you have the most current version of the DA Form 2062, which as of the last update is the JAN 82 edition.
2. Fill in the 'HAND RECEIPT/ANNEX NUMBER' at the very top of the form. If you're unsure about this number, consult with your superior or the property book officer in charge.
3. Under 'FROM' and 'TO', clearly note the parties involved in the transfer of the items. This should include official unit names or designations and, if applicable, specific individuals' names.
4. In the section labeled 'HAND RECEIPT FOR', specify the use of the form by entering the appropriate Hand Receipt Annex number, Condition Codes for quarters furniture, or Accounting Requirements Code (ARC) for annex/components receipt as applicable.
5. Input the 'END ITEM STOCK NUMBER', 'END ITEM DESCRIPTION', 'PUBLICATION NUMBER', 'PUBLICATION DATE', and 'QUANTITY' if you're accounting for a specific item or equipment piece.
6. For each item listed in the annex or component receipt, fill out the 'STOCKNUMBER', 'ITEM DESCRIPTION', and 'QUANTITY' in their respective columns.
7. Under each item listed, denote its designated section in the 'SEC' column, and the Unit of Issue (UI) in the 'UI' column.
8. Record the authorized quantity for every item in the 'QTY AUTH' column and the actual quantity you're handing over in the 'g. QUANTITY' section.
9. Make sure to double-check for accuracy across all entries to ensure that both the giver and receiver understand precisely what is being transferred.

After completion, it's crucial that both parties review the document carefully and acknowledge the transfer by signing at the designated sections (usually at the reverse side of the form). This reinforces accountability and ensures that both parties agree on the condition and quantity of the items listed. Should there be discrepancies or changes in the future, revisiting and updating the DA Form 2062 accordingly will be necessary.

1. What is a DA Form 2062?

   A DA Form 2062 is a document used by the U.S. Army for tracking the issue and receipt of equipment and property. It serves as a record for hand-receipts, annexes, and components. The form details essential information such as the hand receipt number, stock numbers, item descriptions, quantities, and condition codes. Its primary use is to ensure accountability and proper management of Army property.

2. When is the DA Form 2062 used?

   This form is used in various circumstances, including but not limited to:

   • When issuing equipment to individuals or units.
   • For recording the status of quarters' furniture.
   • While handling components or annex items that require detailed tracking.
   It plays a vital role in maintaining transparency and accountability in the handling of Army property.

3. Who is responsible for completing the DA Form 2062?

   The responsibility of completing the DA Form 2062 falls on the issuing authority or the unit's logistics or supply personnel. These individuals are tasked with accurately filling out the required information, ensuring the data matches the physical items issued or received. The recipient of the items also plays a role by verifying and acknowledging receipt.

4. What information is required on a DA Form 2062?

   Key information required on this form includes:

   • The hand receipt number or annex number.
   • Information about the issuing and receiving parties.
   • Details of the items being issued, such as stock numbers, item descriptions, quantities, security classification, and unit of issue.
   • Any conditional codes or accounting requirements codes (ARC) if applicable.

5. Can the DA Form 2062 be modified after being completed?

   Yes, modifications can be made to the DA Form 2062 as necessary, such as when equipment is turned in, exchanged, or otherwise changes hands. These adjustments should reflect the current status of the issued property, and it's important that both the issuer and receiver agree on and sign off on any amendments to maintain accountability.

6. What is the difference between a Hand Receipt and an Annex?

   The terms "Hand Receipt" and "Annex" refer to specific uses of the DA Form 2062. A Hand Receipt is used for the direct issue of items to an individual or unit, serving as proof of responsibility. An Annex, on the other hand, is typically an attachment that lists additional items or components that are part of a larger piece of equipment or kit. Both serve the purpose of tracking Army property but are applied in slightly different contexts.

7. How long should a completed DA Form 2062 be retained?

   Retention periods for the DA Form 2062 can vary depending on the policy of the specific Army unit or department. Generally, the form should be kept as long as it remains relevant to the issued items' accountability and until a proper audit trail is established. Consulting the relevant regulations or a unit's supply officer can provide more specific guidance.

8. Where can one find a DA Form 2062?

   The DA Form 2062 can be obtained through Army supply channels or downloaded from official U.S. Army websites that provide access to necessary forms and publications. Digital versions may also be available for completion and printout for those authorized to use them.

9. Is training required to complete the DA Form 2062?

   While not strictly required, training on the proper completion and handling of the DA Form 2062 is highly recommended. This ensures that individuals understand how to accurately record and manage Army property, thereby maintaining accountability and compliance with regulations. Many units offer guidance or training sessions on logistical and supply procedures, including the use of this form.

Filling out government forms can be a daunting task, and the DA Form 2062, which serves as both a hand receipt and an annex number document for tracking government property, is no exception. Mistakes in filling out this essential form can lead to discrepancies, lost items, and accountability issues. Here are seven common mistakes people make when completing the DA Form 2062 that you can avoid to ensure accuracy and compliance.

One mistake often made is not properly identifying the specific items by their stock number and item description. This form serves as a critical tracking document, and any error in these fields can cause confusion about what items are actually in possession. Ensuring each item is correctly listed by its designated stock number and description prevents misunderstandings or misplacement of property.

Another common error is inaccurately listing the quantity of items. Whether due to oversight or misunderstanding, incorrect quantities can lead to either surplus or deficit in accountability, complicating inventory management. It's pivotal to double-check the quantity of each item to mirror the actual count precisely.

Misunderstanding the purpose of specific sections, such as the 'Condition Codes' and 'Accounting Requirements Code (ARC),' also leads to inaccuracies. These sections have specific uses — for example, Condition Codes for quarters furniture and ARC for components receipts. Misuse or misunderstanding of these codes can result in faulty record-keeping.

Failure to input the correct hand receipt annex number when used as a hand receipt or annex can lead to documentation being misplaced or incorrectly filed. This annex number is crucial for tracking and should always be verified and correctly recorded.

Another overlooked mistake is neglecting to update the form when items are added or removed from the inventory. This form is a living document and should reflect the current status of all items listed. Regular updates ensure accountability and proper tracking over time.

Also, inadequately describing the items, especially when they have similar stock numbers or descriptions, can be problematic. Providing a clear and distinguishable item description helps to avoid confusion and ensures that each item is accurately tracked and accounted for.

Lastly, many forget to check the form for completeness, including ensuring that all required fields are filled and that the form is signed where necessary. An unsigned or incomplete DA Form 2062 lacks legal validity, potentially causing administrative issues or disputes over possession.

Avoiding these common mistakes not only ensures that the DA Form 2062 is filled out correctly but also safeguards the accurate accounting and management of government property. It's essential to approach this task with careful attention to detail and a clear understanding of the form's instructions and requirements.

When dealing with the DA Form, often referred to as the Hand Receipt/Annex Number form, it's integral to understand that it doesn't function in isolation within military logistics and inventory management. Several other forms and documents complement its use, ensuring thorough documentation and tracking of equipment and supplies. These documents each serve a specific purpose, contributing to a comprehensive and organized management system.

• DA Form 1687: Notice of Delegation of Authority - Receipt for Supplies. This form is used to delegate authority to individuals to request and receive supplies on behalf of a unit or organization, working in conjunction with the hand receipt to track accountability.
• DA Form 31: Request and Authority for Leave. Though not directly related to supply or inventory, this form is essential for personnel management, which indirectly impacts the tracking and responsibility of equipment assigned to individuals on leave.
• DA Form 4856: Developmental Counseling Form. This form is utilized for documenting counseling sessions between leaders and their subordinates, including discussions about the responsibility and accountability for military equipment.
• DA Form 3161: Request for Issue or Turn-in. This document complements the DA Form by documenting the issue or return of equipment and supplies, enabling units to maintain accurate records of inventory changes.
• DA Form 5988-E: Equipment Maintenance and Inspection Worksheet. This form is critical for recording the condition, maintenance, and inspection results of equipment listed on the Hand Receipt, ensuring that all items are serviceable and accounted for.
• DA Form 2404: Equipment Inspection and Maintenance Worksheet. Similar to the DA Form 5988-E, it's used for older equipment that doesn't require the electronic form. This worksheet ensures that equipment maintenance is properly documented.

Together, these forms create a robust framework for equipment management, supporting the DA Form's purpose to track and account for military assets effectively. Understanding and utilizing these documents ensure that every piece of equipment is properly accounted for, maintained, and ready for use, reflecting the thorough organization and operational readiness characteristic of military operations.

• The DD Form 1149, "Requisition and Invoice/Shipping Document," is similar to the DA Form in that it tracks the transfer of equipment and supplies between units or organizations. Both forms document the details of the items being transferred, including descriptions and quantities, providing a paper trail for accountability.

• The DD Form 1150, "Request for Issue or Turn-In," also shares similarities with the DA Form by being used for the management of equipment within the military. It records the issue or return of items, working alongside the DA Form to maintain accuracy in inventory records and ensure proper authorization for item movement.

• DD Form 1348-1A, "Issue Release/Receipt Document," is akin to the DA Form as it is involved in the logistical aspect of item distribution within the military. This form specifically deals with the issuing and receiving of military supplies, mirroring the DA Form’s role in tracking the hand receipt of items.

• The DA Form 3161, "Request for Issue or Turn-In," parallels the DA Form by being utilized within the Army for tracking the issuance or turn-in of equipment or supplies. Similar to the DA Form, it serves as a documentation tool to formalize transactions and maintain accountability of military assets.

• DA Form 1687, "Notice of Delegation of Authority - Receipt for Supplies," is another document that functions similarly to the DA Form in the context of supply chain operations. It is used to designate individuals authorized to request and receive supplies, supporting the DA Form in the control and tracking of material distribution.

• DA Form 2404, "Equipment Inspection and Maintenance Worksheet," while focused on the inspection and maintenance aspect, complements the DA Form by documenting the condition and maintenance needs of equipment. This ensures that items listed on a hand receipt are serviceable and accurately described, linking closely to the DA Form’s purpose of item accountability.

When filling out the DA Form 2062, commonly used for outlining the responsibility for Army property, careful attention must be paid to detail and accuracy to ensure accountability and proper record-keeping. Here are some dos and don'ts to consider:

• Read the instructions carefully: Given that the DA Form 2062 is a legal document, understanding every section is crucial to avoid any mistakes. The instructions, found in DA PAM 710-2-1, provide invaluable guidance on how to accurately fill out the form.
• Use clear and precise language: When listing items, make sure the descriptions are straightforward and specific. This reduces ambiguity and ensures that every item can be easily identified and accounted for.
• Double-check all entries: After completing the form, review it to confirm that all the information is correct and that no section has been overlooked. This includes checking the accuracy of stock numbers, quantities, and the item descriptions.
• Sign and date the form: An unsigned DA Form 2062 is invalid. Ensure that the relevant parties sign and date the form to officially endorse the accountability and receipt of the items listed.

• Don’t rush through the process: Filling out the DA Form 2062 requires attention to detail. Rushing can lead to errors or incomplete sections, which can have serious implications for property accountability.
• Don’t use abbreviations or codes that are not widely recognized: While it might be tempting to use internal abbreviations or codes, this can cause confusion. Stick to standard item descriptions and codes recognized in official Army publications.
• Don’t forget to include the annex number, if applicable: If the form serves as a hand receipt annex, the annex number must be entered. This links the document to the main hand receipt, ensuring a comprehensive tracking of items.
• Don’t lose or misplace the form: Once completed, the DA Form 2062 becomes an official record of property accountability. Losing or misplacing it can result in discrepancies in inventory records and potential legal complications.

When it comes to handling and understanding the Department of the Army (DA) Form 2062, several misconceptions commonly arise. These misunderstandings can lead to mismanagement and misuse of the form, which serves critical roles in inventory and property accountability within the Army. Let's clarify some of these misconceptions.

• It's only for military equipment: While the DA Form 2062 is frequently associated with tracking military equipment, it is equally important for managing all government property in possession, including office supplies and furniture. Its versatility is often overlooked.

• It's a complicated process to fill out: The form might appear daunting at first glance due to its detailed nature. However, the DA Form 2062 is designed to be straightforward once the user understands its layout and the significance of each section. Proper training and reference to DA PAM 710-2-1 simplify the process significantly.

• Digital versions aren't acceptable: In today's digital age, electronic records management is becoming increasingly common. Digital versions of the DA Form 2062 are acceptable and often encouraged for efficiency and ease of tracking, as long as they are managed in accordance with Army regulations.

• It's only necessary for high-value items: One common misconception is that the DA Form 2062 is only required for expensive or high-value items. In reality, it's necessary for tracking all equipment and property, regardless of value, to ensure accountability and proper record-keeping.

• Any soldier can sign it off: While it might seem that any service member can sign off on a DA Form 2062, only authorized personnel who have been designated by their commanding officer can legitimately sign and assume responsibility for the items listed on the form.

• Corrections are not permitted: It's often mistakenly believed that once a DA Form 2062 is filled out, it cannot be altered. Corrections are allowed and sometimes necessary as long as they are made clearly and the changes are initialed by the person responsible for the form.

• It's only used for permanent records: The DA Form 2062 is not solely for creating permanent records. It's also used for short-term loans of equipment between departments or individuals, which must be tracked and updated as items are returned or transferred.

• All fields must always be filled: Depending on the specific use and context, not every field on the DA Form 2062 might be applicable. Understanding which sections to complete is crucial, and unnecessary fields may be left blank if they do not apply to the situation at hand.

• It replaces other forms of accountability: The DA Form 2062 complements, rather than replaces, other forms of accountability. It works in conjunction with inventory controls, ledger books, and digital tracking systems to provide a comprehensive picture of an organization's assets.

• There’s no need to review it regularly: A DA Form 2062 should be reviewed and updated regularly to reflect any changes in inventory, condition of items, or responsible personnel. Regular audits ensure the accuracy and reliability of the information it contains.

Dispelling these misconceptions about the DA Form 2062 is crucial for its effective use. Proper understanding and management of this form are foundational to maintaining accountable, efficient, and responsible handling of property and equipment within the Army and other departments utilizing the form.

Understanding how to properly fill out and use the DA Form 2062 is crucial for accurate tracking and management of Army property. Here are some key takeaways to consider:

• Identify the Purpose: The DA Form 2062 serves multiple purposes, including as a hand receipt for assigning responsibility for Army property, for quarters furniture, and as an annex for component parts or accounting requirements.
• Proper Documentation: It is essential to document the hand receipt/annex number, the details of the transferring and receiving parties, stock numbers, item descriptions, and quantities accurately to maintain accountability.
• Understand the Codes: The form requires understanding various codes such as condition codes for quarters furniture and Accounting Requirements Code (ARC) for components or annex receipts, which help in defining the status and management requirements of the items.
• Publication References: Details like the end item stock number, description, publication number, and date are crucial for referring to the relevant Department of Army publications for guidance on managing the item.
• Edition and Page Numbering: Always ensure you are using the most current edition of the form (in this case, the JAN 82 edition, while the JAN 58 edition is obsolete) and correctly fill out the page numbers to keep documents organized.
• Quantity Sections: Clearly mark the quantity of items on hand and the authorized quantity to easily identify discrepancies or needs for reorder.
• Signatures Matter: Both the issuing and receiving parties must sign the form to validate the transfer of responsibility. This serves as a legal acknowledgment of custody and responsibility.
• Review and Update Regularly: Inventory and property status can change, thus it's important to review and update the DA Form 2062 as needed to reflect current holdings accurately.
• Utilize the Reverse Side: The reverse side of the form provides additional space for listing items. Make sure to use this space efficiently when necessary to ensure comprehensive documentation of all property.

Properly managing and documenting Army property is a significant responsibility. The DA Form 2062 is a key tool in this process, facilitating the clear and concise transfer of accountability. Individuals handling this form should take care to understand its requirements fully and to ensure that all entries are accurate and complete.