SK Questions Flashcards
What is the mode of shipment code for a motor, truck load?
A
What is the mode of shipment code for a bus?
E
What is the mode of shipment code for a rail, carload?
K
What is the PES transaction code for Direct Payment?
103
What is the PES transaction code for Cash Disbursement?
120
What is the PES transaction code for Record Payment Previously Recorded on UDO?
136
The symbol for the transaction status “a decrease”
2
The symbol for the transaction status “increase”
1
The symbol transaction status for “final payment”
F
What disposal code or higher is the item not eligible for A&D?
7 or higher
Who is responsible for the overall management of reporting excess personal property?
CG-844
The manual number for the Personal Property Management Manual?
M4500.5D
The disposal code for new or unused condition
1
Disposal code for property that shows some wear, but can be used without significant repair
Disposal code 4
The disposal code for property which is unusable in its current condition, but can be economically repaired
Disposal code 7
Disposal code for property which has value in excess of its basic material content, but repair or rehabilitation is impractical or uneconomical
Disposal Code X
Disposal code for property, other than aircraft, that has no value except for its basic material content?
Disposal code S
What form is the Report of Excess Property Form?
CG-4501
What form is used for Year End Reports for Personal Property
CG-6048
What form is used for Abandonment and Destruction?
CG-5598
How many witnesses are required for A&D?
2
For A&D, at what percentage is the item behind economical repair?
65% of acquisition cost
For A&D, who is the final approved if the property acquisition cost is $25k or more?
SILC
What form is used for the Report of Exchange/Sale of Property?
CG-4502
What form is used for the transfer of Excess Property
SF-122
How long do you have to file a Report of Survey when you realize the item is lost?
3 days
How long is the life expectancy of General Purpose Property
2 years
When receiving aircraft, how long do you have to notify CG-844 once it arrives?
30 days
Capitalized property is worth how much?
$50k or more
What manual number is the Supply Policy and Procedure Manual?
M4400.19B
Mode of shipment code for Air, small package carrier
J
Doc 11
Local travel, TDY, reserve orders
Doc 12
PCS travel orders
Doc 13
Continuous travel orders
Doc 15
GBL & CBL
Doc 20
Cash purchases
Doc 22
Purchase order/ invoice- voucher
Doc 28
MIPR and UNICOR
Doc 30
Training
Doc 37
Printing, GPO, GSA
Doc 44
Utilities- electric
Doc 48
GSA vehicle Billings
Doc 68
Debit voucher
Doc 71 & 72
Reserve orders
Who is responsible for initiating the excess property report?
Property Custodian (PC)
This person is responsible for reviewing and approving the Report of Excess Personal Property and identifying the program and final approving authorities on the CG-4501.
Accountable Property Officer (APO)
The APO (or survey Officer) must indicate ________ on a CG-4501 where the final approving authority signatures and dates are not required.
N/A
The ______ reviews and approves the CG-4501 and is responsible for making sure that the form is complete
CO/OIC
What are the job responsibilities for the Regional Managers/ Program Approval/ Final Approving Authority
Approve/disapprove the Report of Excess Personal Property (CG-4501) by signing and dating the form
On the CG-4501, how shall the date be formatted in Block (1) ?
DD/MM/YYYY
Who is the final approving authority of the property acquisition cost is $5k or less?
Unit CO, OIC, unit level supervisors and Staff element office chiefs
Who is the final approving authority if the property acquisition cost is between $5k and $25k?
CO’s at Base, DOG, ATC Mobile, TRACEN Petaluma, TRACEN Yorktown, TRACEN Cape May and Academy
How many days do you have to complete the Report of Excess Personal Property?
30 days
How many witnesses are required to execute an A&D?
2
Program approval for boats and boat trailers
- regional boat manager
2. CG-731
Program approval for vehicles and trailers
- Regional motor fleet manager
2. CG-434
Program approval for electronics
CG-643
Program approval for aircraft
CG-711
Program approval for vessels
CG-751
Program approval for voluntarily abandoned or unclaimed privately owned firearms
CG-721
Final approval for all types of property
CG-844
Who has the final approving authority if property acquisition cost is above $25k?
CO’s at: SILC, SFLC, C4IT-SC, Commandant (CG-6) and ALC
How long do you have to complete the A&D form(CG-5598)?
30 days
How long does the Property Custodian (PC) have to complete their responsibility in an A&D?
6 days
How long does the Accountable Property Officer (APO) have to complete their responsibility in an A&D?
5 days
How long does the HAZMAT officer (if applicable) have to complete their responsibility in an A&D?
2 days
How long does the Security Officer (if applicable) have to complete their responsibility in an A&D?
2 days
How long does the CO/OIC/Unit level Supervisor have to complete their responsibility in an A&D?
5 days
How long does the Regional/Program Manager have to complete their responsibility in an A&D?
5 days
How long does the Final Approving Authority have to complete their responsibility in an A&D?
5 days
For physical inventories: Waiver requests must be submitted within the first ______ of the physical inventory cycle.
4 weeks
What is another term when referring to inventory?
OM&S
Operating Materials and Supplies
The basic physical inventory elements include..?
1) planning and scheduling
2) preparation
3) conducting the physical count
4) reconciling accountability inventory record variances to physical count quantities
5) researching discrepancies and identifying causes for adjustments
6) ensuring required reports are created and results reported
7) ensuring accurate and complete documentation is placed on file
Types of physical inventories
1) Statistical Random Sample
2) Spot Count
3) wall to wall
4) post wall to wall
Responsibilities of CO’s/OIC’s in a physical inventory
- designate a Physical Inventory Control Officer (PICO) and an alternate PICO in writing
- approve physical inventory
- ensure team is trained
- certify results
Responsibilities of PICO’s in a physical inventory
- they must have access to inventory records & the storeroom/warehouse locations at all times
- schedule inventories
- plan all phases of inventory
- select, designate in writing, assign & train a Research/Adjustment Analyst (RA), alternate RA, and Count Teams (CTs)
- maintain records of physical inventory results in an audit ready state for 3 years plus the current fiscal year
Responsibilities of the RA in a physical inventory
- manages the physical count
- reconcile items to inventory record
- ensure CT signs all count sheets
- generate the physical inventory reports for PICO approval
Responsibilities of the TWO Count Team members in a physical inventory
- count items using the sight-touch method
- return all signed and dated count sheets to the PICO
Physical inventories are performed in the following sequence:
1) preparation
2) Count
3) reconciliation
4) reporting
5) documentation
Once the inventory starts with Prep phase, the unit has how many days to complete through the Reconciliation phase?
15 days
Units shall report results within _____ days of completing inventory or by the ____ month of each quarter, whichever comes first
15 days
Second month
Containers with broken seals but containing full quantities are verified by the ______, resealed, and then signed and dated by the ______
PICO
The PICO must determine the sample size of the physical inventory based on what?
The total number of line items maintained in the current inventory system of record
Sample sizes and allowed discrepancies for physical inventories
Total number of stocked inventory line items — total errors allowed
1-150 ——- 1 error 151-280 —— 1 error 281-500 ——- 2 errors 501-1,200 —- 4 errors 1,201-3,200 — 6 errors 3,201-10,000 - 11 errors 10,001- 35,000- 17 errors
The PICO must provide blind count sheets for which inventory?
How many copies?
Floor to Record
2: one master and one copy
* Blind Floor to Record Count sheets will list only the location.
What information must the PICO annotate on the count sheet?
1) unit name
2) days
3) page numbers
4) PICO’s name
5) RA’s name
6) CT’s members names
What method is used to count during an inventory?
Sight/touch
Physical inventories are ________ events
Continuous
A ________ Count is when the CT must count all items at all locations listed on the count sheet and verify it matches the information for the item in the location.
Record to floor
In a _______ Count, a CT will randomly select an item from the location listed and will annotate that information and later compare it to the count sheet.
Floor to Record
If weighing items in an inventory, the variance in weight can only be within (+/-) _____% of the on hand balance.
5%
If there are any discrepancies on the count sheet, what steps do you take next?
1) the RA must note the items w/ discrepancies on the first count sheet, sign & date
2) the RA must prepare additional blind count sheets with just the discrepancy items, ensuring no on hand quantities are listed and mark the count sheet as 2nd count.
3) the RA must forward 2nd count sheets to the PICO
4) the PICO must retain master copies and distribute 2nd count sheets to the second count team. The second count team must consist of 2 personnel, one of which must not have been assigned to the first count team.
5) the CT must perform 2nd counts and annotate count sheets w/ results
6) the CT members must sign, date and submit the count sheet to the PICO
7) the PICO must ensure all 2nd count sheets are accounted for & forward to RA.
Physical inventory reconciliation process
1) the RA must compare the 2nd count sheet to the inventory record. If the counts match, then the RA must process as a matching count.
2) if the count doesn’t match the inventory record, the count on the 2nd count sheet is compared to the 1st count sheet. If the counts on the 1st & 2nd count sheets match the RA must process the count as a discrepancy.
3) if the 1st count sheet & the 2nd count sheet have different quantities, the following steps apply:
- the RA must contact the PICO to verify the counts & create a 3rd Count sheet w/ only the discrepancies noted.
- the RA & PICO will check the on hand quantity at the location, annotate the 3rd Count sheet w/ the verified quantity & sign off on the verified quantity.
The RA must reconcile any discrepancies on the count sheet to the inventory record. What does not qualify as a discrepancy?
A price, or no price listed, discrepancy
What are examples of inventory discrepancies?
1) incorrect quantity
2) item in wrong location
3) item in non recorded location
4) an item found in NRFI condition (Not Ready For Issue)
The RA must conduct research on discrepancy items or locations. What are the 3 levels of research required, based on the dollar value or criticality of the item?
Post Count Validation: used to determine the validity of the account
Pre-adjustment Research: used to determine the correct balance.
Causative Research: an investigations of discrepancies (gains/losses)
_____ Research ends when the cause of the discrepancy has been discovered or when, after review of the transactions, no conclusive findings are possible & an inventory gain/loss transaction is posted to bring the records to balance.
Causative Research
Minimum research requirements for a discrepancy totaling less than $100
Post count validation
Minimum research requirements for a discrepancy totaling more than $100 but less than $1000
Post count validation & Pre-adjustment research
Minimum research requirements for a discrepancy totaling more than $1000 or any pilferable, classified/ sensitive items
Post count validation, pre-adjustment Research, causative Research
What must the PICO do at the end of a physical inventory reconciliation?
Compile and review inventory results & sign all count sheets.
Reporting requirements for inventory lost, damages or destroyed
$5k but $10k but $100k : same as above, CG-5269 and CG-3114 (approved by CG-842, copy to CG-441)
The PICO must report completion of the physical inventory. Units that fail 2 consecutive statistical random samples must complete a wall-to-wall inventory within how many days of the completion date for the last physical inventory ?
20 days
Physical inventory document retention. How long must you keep the documentation for physical inventories?
3 fiscal years plus the current fiscal year
For a wall-to-wall inventory, the PICO must inform whom?
CG-441
Once a wall to wall is completed, what must the PICO do?
Inform the CO/OIC and CG-441 of the results, document results and report the results in the current system of record.
_____ Research ends when the cause of the discrepancy has been discovered or when, after review of the transactions, no conclusive findings are possible & an inventory gain/loss transaction is posted to bring the records to balance.
Causative Research
Minimum research requirements for a discrepancy totaling less than $100
Post count validation
Minimum research requirements for a discrepancy totaling more than $100 but less than $1000
Post count validation & Pre-adjustment research
Minimum research requirements for a discrepancy totaling more than $1000 or any pilferable, classified/ sensitive items
Post count validation, pre-adjustment Research, causative Research
What must the PICO do at the end of a physical inventory reconciliation?
Compile and review inventory results & sign all count sheets.
Reporting requirements for inventory lost, damages or destroyed
$5k but $10k but $100k : same as above, CG-5269 and CG-3114 (approved by CG-842, copy to CG-441)
The PICO must report completion of the physical inventory. Units that fail 2 consecutive statistical random samples must complete a wall-to-wall inventory within how many days of the completion date for the last physical inventory ?
20 days
Physical inventory document retention. How long must you keep the documentation for physical inventories?
3 fiscal years plus the current fiscal year
For a wall-to-wall inventory, the PICO must inform whom?
CG-441
Once a wall to wall is completed, what must the PICO do?
Inform the CO/OIC and CG-441 of the results, document results and report the results in the current system of record.
Define: capitalized assets that can no longer be used for their intended mission and there’s no intention to repair.
Impaired assets
When should impaired assets be reported?
Within 60 days and/or prior to fiscal year end to CG-844
Who prepares, reviews and approves documentation supporting the impairment of assets? When should copies of the documentation be forwarded and to whom?
HQ program offices
Forwarded to CG-844 and FINCEN w/in 20 calendar days of the decision to declare an asset repaired
Property disposal condition codes
1: new
4: useable
7: repairable (can be economically repaired)
X: salvage (has value in excess of its basic material, but repair is impractical)
S: scrap (has no value except for basic material)
CG-5598 (A&D)
Block 15: method of disposal
What are the 3 disposal codes you can enter?
A: abandoned in place
T: disposed of in trash
D: destroyed
How long must forfeited/seized and abandoned property be in the CG’s possession before retention or disposal action can begin?
45 days
What rank is authorized to be Survey Board members for general purpose property?
E-6, GS-7 and WG-8
Who are not eligible to serve as Survey Board members for general purpose property?
Designated Survey Officers
Who does the unit send copies of the CG-5269 (report of survey) to?
Original and 2 copies to CG-842
One copy to CG-441
One copy to the ICS
When is a CG-5269 (report of Survey) used?
When government material is lost, damaged or destroyed.
*also for adjusting material from accountable records and to charge financial liability assets against someone or provide relief from financial liability.
Name 2 responsibilities of the APO (accountable property officer) for the CG-5269
1) forwarding evidential documentation for property transactions to FINCEN within 20 calendar days for Oracle recorded assets
2) ensuring that the PA makes all directed adjustments in Oracle FAM by reconciling change requests to Oracle reports within 30 days after acquisition, transfer or disposition
_______ is any item, excluding those under Command Security, that must be accounted for in the CG financial system of record.
Mandatory accountable personal property
What are the 10 items that are Mandatory Accountable Property?
1) Aircraft
2) electronics
3) general purpose property: greater than $5k, highly pilfer able, silver/silverware, canines, foreign gifts used for display purposes.
4) boats
5) internal use software greater than $2,500
6) vehicles (including trailers)
7) vessels
8) sensitive personal property
9) leased, rented or borrowed property
10) heritage assets
All CG field units holding inventory require a minimum of how many members to conduct the physical inventory?
5
The _______ has the responsibility of the physical inventory process, designation of personnel, documentation, root cause analysis, and reporting results. They have access to stock records on-hand quantities and the storeroom.
Property Inventory Control Officer (PICO)
The _______ is comprised of 2 individuals that have access to the storeroom for conducting counts. They do not have access before the stock record and on hand quantities before and during the count.
The Count Team (CT)
The ______ has access to the stock records. They do not have access to the storeroom during the count.
Research/Adjustment Analyst (RA)
All controlled and sensitive items counted annually require an accuracy of _____%. Pilferable items require an accuracy standard of ____%
100%
97%
What is the minimum frequency and time standard for a MRPI and floor to Record count?
Frequency: 1st, 2nd, and 3rd quarters
Time standard: 20 days
What is the minimum frequency and time standard for a statistical random and floor to record counts?
Frequency: 4th quarter
Time standard: 20 days
What is the minimum frequency and time standard for a spot count?
Frequency: unit discretion
Time standard: 1 day
What is the minimum frequency and time standard for a Controlled, Sensitive and Pilferable count?
Frequency: annually
Time standard: 10 days
What is the minimum frequency and time standard for a wall to wall count?
As directed for frequency and time standard
Who does the CO send a waiver to for physical counts, if required?
CG-441
No later than ____ days before commencing the inventory period, CG-842 shall prepare and release a message directing all APO’s to the personal property page for detailed inventory instructions.
10 days
SF- 364
Supply discrepancy report (SDR)
A minimum of ___% remaining shelf life is required at the time of receipt. (SDR’s)
85%
How much shelf life do Type I Non- Extendible Shelf-Life Items have remaining?
6 months or less
Type II Extendible Shelf-Life Items have how much life remaining?
Less than 3 months
A _____ is submitted upon receipt of incorrect items, quantities, shelf-life issues and poor packaging.
SDR, SF-364
Submit a _____ when procured CG items do not meet the fit, form or function of the mission for which they were intended.
QDR, SF-368
Submit a _____ when a shipment is astray, damaged, incomplete or improperly marked/labeled/documentation, shortage due to theft, pilferage, leakage or evaporation.
TDR, SF-361
What is excluded from a SDR?
Shipping discrepancies found while material is in storage
For ______ shipments/deliveries, each consigned will report Shipping discrepancies pertaining only to their receipt. (SDR)
Multi-stop
How will the ICP or distribution center send an action reply for discrepancy conditions? (SDR)
They will use the reverse side of the SDR
Allow ____ days from the date of the SDR response before initiating follow up action on credit adjustments.
60
For a SDR, when the originator discovers a report to be invalid, a copy of the initial report shall be annotated with what words above the Date block?
CANCELED or CORRECTED
Filling out an SDR:
For type of report: wrote shipping discrepancy or packaging discrepancy by doing what?
Placing an X in the appropriate box
How should the date look in the date block on the SF-364?
XX/XX/YYYY
CG-4940
Surf Requisition Log
DD 1348-1A
Receipt document
When is a narrative milstrip message used?
Used as required for exception type status messages
and for
requisitions requiring amplifying information
When do you use a formatted milstrip?
When requested by specific media
and
status code and for routine requisitions
If a data element is not applicable in a narrative message, what will be written in its place?
BLNK
If a data element is not applicable in a formatted message, what will be written in its place?
Nothing, the space will be left blank
What does an exception status do?
Notifies the requisitioned that the requisition has been affected and lists the reason
MILSTRIP messages are transmitted via what?
The Coast Guard Message System (CGMS)
How many RP’s per line are formatted messages limited to?
66
How man line items can a formatted message contain?
450
For narrative messages, document numbers should be separated into how many fields?
3
Z12345/7123/6123
Narrative messages shall NOT contain both _____ and ______ requisitions
CASREP and NON-CASREP
What are the time frames for when to review milstrips, based on priorities?
1-3: daily
4-8: weekly
9-15: monthly
Mandatory turn in repairables (MTR) pertain to…?
CG owner material
Depot level reparables (DLR) pertain to…?
DOD owned/managed items
How can a DLR be identified?
Their “7” series cognizant symbol
