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The DA Form 31, officially titled Request and Authority for Leave, serves as a critical document within the United States Army, enabling soldiers to officially request and authorize various types of absences. Governed by the Privacy Act of 1974 and detailed in Army Regulation 600-8-10, this form is a direct channel for soldiers to communicate leave requests to their superiors, ensuring transparency and adherence to military protocols. Updated in June 2020, the current iteration, recognized as DA FORM 31, JUN 2020, supersedes all previous versions to streamline the leave request process. The form encompasses sections for detailed requester information, including the destination during leave and contact information, clearly defined absence types ranging from chargeable, non-chargeable, to combinations thereof such as annual or emergency leave, and procedural endorsements by supervisors and approving authorities. Moreover, it accounts for accrued leave, specifying chargeable and non-chargeable requests, and includes dedicated sections for departure, extension, and return authorizations, complete with all necessary signatures to ensure a comprehensive leave record. In essence, the DA Form 31 embodies the structured approach of the United States Army towards managing soldiers' leave requests, balancing operational requirements with individual needs.

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File Attributes

Fact Detail
Purpose REQUEST AND AUTHORITY FOR LEAVE
Privacy Act This form is subject to the Privacy Act of 1974.
Regulation For use of this form, see AR 600-8-10.
Proponent Agency The proponent agency is DCS, G-1.
Form Number DA FORM 31, JUN 2020

How to Fill Out Da 31

Once you're ready to request some time off, the DA Form 31 is your go-to document if you're in the Army. This form is your formal request for leave, be it for vacation, emergency, or any other reason spelled out on the form. Below is a step-by-step guide to help you navigate through filling it out correctly, ensuring all your T's are crossed and I's are dotted before submitting it to your supervisor for approval.

  1. Enter the Control Number assigned to your request, if applicable.
  2. Fill in your Name (Last, First, Middle Initial) in the designated field.
  3. Provide your DOD ID number.
  4. Specify your military Rank.
  5. Enter the current Date in the format YYYYMMDD.
  6. Under Leave Address, input the street, city, state, ZIP code, and phone number where you can be reached while on leave.
  7. Provide details of your Organization, station, a point of contact email, and phone number.
  8. Select the Type of Absence by marking the appropriate box for chargeable, non-chargeable, or a combination, and specify the particular leave type.
  9. For the period of your requested leave, enter the start date (FROM), total days requested, and end date (TO) under items 9a, 9b, and 9c respectively.
  10. Detail your leave balance under ACCUMULATED LEAVE (10a), chargeable leave requested (10b), and any non-chargeable absence requested.
  11. Sign the form in the Requestor Signature section to confirm your request.
  12. Have your Supervisor fill out their name, title, rank/grade, recommendation for approval or disapproval, and sign with date.
  13. The Approving Authority will then complete their section with name, title, rank/grade, action taken (approved or disapproved), signature, and date.
  14. For the sections labeled Departure, Extension, Return, and Remarks (Sections 14 to 17), these will be filled out by the appropriate authority as your leave progresses or is finalized.

Remember, the DA Form 31 is more than just paperwork; it's your ticket to time off. Ensure you provide accurate and detailed information to avoid any delays in processing. Once your form is filled out and all necessary signatures have been collected, submit it to your designated authority for approval. Keep a copy for your records until your leave is officially granted, ensuring a smooth transaction from work to relaxation.

Frequently Asked Questions

What is the purpose of the DA Form 31?

The DA Form 31, officially titled "Request and Authority for Leave," is a document used by members of the United States Army to request and process leave (time off). Its usage is guided by the Privacy Act of 1974 and specifics for its application can be found in Army Regulation 600-8-10. The form outlines the type of leave requested, along with details such as the duration and reasons for the leave.

Who is the proponent agency for the DA Form 31?

The proponent agency for the DA Form 31 is the Deputy Chief of Staff, G-1 (DCS, G-1). This agency is responsible for the form’s creation, revision, and overall management in accordance with Army regulations.

What types of leave can be requested on a DA Form 31?

Various types of leave can be indicated on the DA Form 31, including but not limited to:

  • Annual (Ordinary) Leave
  • Emergency Leave
  • Consecutive Overseas Tour (COT) Leave
  • Permanent Change of Station (PCS) Leave
  • Environmental Morale Leave (EML)
  • Terminal Leave

These categories allow soldiers to specify the nature of their leave, ensuring the process aligns with their specific needs and situations.

How is chargeable and non-chargeable absence indicated on the DA Form 31?

On the DA Form 31, there are options to request both chargeable and non-chargeable absences. Chargeable absence refers to leave time that counts against the annual leave balance of the service member, while non-chargeable absence does not. Service members must indicate the type of absence they are requesting and fill in the respective dates and total days requested for each.

What is required for the approval of leave requested on a DA Form 31?

For leave requested on a DA Form 31 to be approved, the following steps and signatures are required:

  1. Completion of all relevant sections on the form by the requestor.
  2. Submission of the form to the requestor's supervisor for review and recommendation, who may also sign on behalf of the requestor if not available.
  3. Review and approval or disapproval by the approving authority, typically a higher-ranking officer in the requestor’s chain of command.

Can leave be extended through the DA Form 31?

Yes, leave can be extended through the DA Form 31. To apply for an extension, the service member must obtain approval from their supervisor and the approving authority. Details of the extension, including the number of additional days and the approval signatures, must be documented in the designated section of the form.

What happens if DA Form 31 is disapproved?

If a DA Form 31 is disapproved, the decision must be documented on the form, including the signatures of the supervisor and the approving authority. The service member then receives a notification of the disapproval and may discuss the decision with their supervisor or explore alternative options for leave.

How can someone obtain a DA Form 31?

A DA Form 31 can be obtained through the United States Army's digital forms library or by requesting a copy from their unit’s administrative office. It is essential to ensure that the latest version of the form is used, according to the most recent Army regulations and directives.

Common mistakes

Filling out the DA Form 31 correctly is crucial for military personnel seeking leave. However, some common mistakes can lead to delays and complications. A frequent error is not providing detailed leave address information. The form requires specific details under section 6, including the street, city, state, ZIP Code, and a contact number. Leaving out any of these details can delay the processing of the request.

Another common mistake involves selecting the type of absence. The form offers various options in section 8, such as Annual (Ordinary) Leave and Emergency Leave, among others. Often, individuals hastily check a box without considering the most accurate type of leave for their situation. This can lead to confusion and potential issues with leave authorization.

Inaccuracies in the dates requested, especially in sections 9a and 9c, are also prevalent errors. The DA Form 31 requires specific dates in the YYYYMMDD format for the leave start and end. Misinterpretation or incorrect formatting of these dates can complicate the approval process. It's essential to double-check these entries for accuracy.

There's also the matter of the accrued leave balance. Under section 10a, personnel must accurately report their current leave balance. Overlooking or misstating this figure can affect the chargeable leave requested, as mentioned in section 10b. An accurate account ensures the request aligns with available leave balances.

A signature might seem straightforward, but it's often a stumbling block. The DA Form 31 mandates signatures from the requester, the supervisor (section 11), and the approving authority (section 13). Sometimes, individuals forget one or more signatures, delaying the entire process. Ensuring all required signatures are obtained before submission is critical.

Confusion around non-chargeable absences, indicated in section 10c, presents another challenge. Those unfamiliar with the specifics might mistakenly request non-chargeable leave when it's not applicable. Understanding the distinction between chargeable and non-chargeable leave is vital for accurately completing this form.

Error in filling out the control number at the very beginning of the form (section 1) is another easily overlooked detail. This seemingly minor oversight can create identification and processing issues down the line. Ensuring this number is correctly filled in facilitates smoother processing.

Lastly, neglecting the extension and return sections (sections 15 and 16) when applicable is a mistake. For those needing to extend their leave or document their return accurately, overlooking these sections can impact official records and future leave requests. When an extension is needed or upon return, paying close attention to these sections is crucial.

Addressing these common errors before submitting the DA Form 31 can streamline the leave request process. Taking extra time to review and accurately complete each section ensures a smoother path to obtaining the necessary authorization for leave.

Documents used along the form

The DA Form 31, also known as the Request and Authority for Leave, serves a fundamental purpose within the framework of managing leave for members of the Army. It's a critical tool for both the individuals requesting leave and the administrative bodies processing these requests. To streamline the process and ensure all aspects of the leave are properly managed, several other forms and documents are often used alongside the DA Form 31. These additional forms enhance the leave management process, ensuring that all requirements are met and documented accurately.

  • DA Form 4187 - Personnel Action: This form is used to request or record personnel actions for which there is not a specific form. It can be used in conjunction with DA Form 31 for actions like extensions of leave.
  • LES - Leave and Earnings Statement: A monthly statement for military members that shows entitlements, deductions, leave balances, and other financial information. It's crucial for verifying leave balances before requesting leave.
  • DD Form 1351-2 - Travel Voucher or Subvoucher: Required for reimbursing travel expenses incurred during leave, especially if the leave involves official travel such as Permanent Change of Station (PCS) or Temporary Duty (TDY).
  • DA Form 6 - Duty Roster: Used for managing and documenting duty assignments. It's essential for ensuring coverage and accountability during the requestor's absence.
  • DA Form 5960 - Authorization to Start, Stop, or Change Basic Allowance for Quarters (BAQ), and/or Variable Housing Allowance (VHA): This might be needed if the leave affects the member's housing allowances.
  • Emergency Contact Information: Though not a standard form, having updated emergency contact information is critical during leaves, especially emergency leaves.
  • Medical Clearance Documents: Required for certain types of leave, such as convalescent leave, to ensure the member is fit for travel or return to duty.
  • Passport/Visa: Necessary for all leave involving international travel, whether for official duty or personal reasons.
  • Special Orders: In cases of PCS or TDY, special orders are issued detailing the assignment and are essential for processing leave in conjunction with these movements.

Collectively, these documents and forms complement the DA Form 31 by covering the various aspects of leave management, from personnel actions and financial entitlements to travel documentation and medical clearances. Proper utilization and management of these forms ensure a seamless and efficient leave process, supporting the well-being of Army personnel and maintaining operational readiness.

Similar forms

The DA Form 31 is primarily used in the military for requesting leave, but there are several civilian documents that share similarities in function and purpose. One such document is the Family Medical Leave Act (FMLA) paperwork. Both the DA Form 31 and FMLA forms are used to request time off, but for different reasons. The FMLA is designed to protect employees in the civilian workforce who need to take an extended period off for serious health conditions, to care for a sick family member, or the birth and care of a newborn, among other reasons. While the DA Form 31 isn't restricted to medical reasons, both documents require approval from a higher authority and include sections for personal information and the specifics of the leave requested.

Another document that shares similarities with the DA Form 31 is the standard business leave request form used in many civilian companies. This form, like the DA Form 31, is used by employees to formally request time off work. It typically includes sections for the employee's name, department, the reason for the request, and the dates of the proposed absence. While the purposes overlap, the standard business leave request form is usually less comprehensive than the DA Form 31, focusing more on the immediate needs of the workforce rather than the broad categories of leave available to military personnel.

The American Association of Retired Persons (AARP) provides documents for senior citizens to request various types of assistance, including health-related leave similar to the medical aspect of the DA Form 31. These documents often require detailed personal information and a clear statement of the leave or support being requested. They are similar in that both forms serve to officially request a period of absence for personal reasons, though the DA Form 31 is more specific to military needs and the AARP's forms cater to the elder community's unique needs.

Academic institutions also utilize leave request forms, akin to the DA Form 31, for students, faculty, and staff to request absences for a variety of reasons. These forms often require the individual's information, the reason for the absence, and the dates of the leave. Both documents represent a formal petition for time off, albeit in different contexts; one is rooted in the educational system, while the other is ingrained in the military establishment. The consenting authority varies between educational and military settings, underscoring the different hierarchies and procedures within each entity.

Government employees, excluding military personnel, often use the Standard Form 71 (SF-71), which is an Application for Leave. Much like the DA Form 31, the SF-71 is designed to formally request leave, providing sections for personal and leave-related information. Although it is utilized within the realm of government civil service, the parallels in the structure and necessity of both forms highlight the universal need within structured organizations—military or civilian—to have a formal process for requesting and approving leave.

Dos and Don'ts

When filling out the DA Form 31, there are several do's and don'ts to keep in mind to ensure the process goes smoothly and accurately. Below are some key points to consider:

Do:

  1. Ensure all personal information is accurate, including your name, DOD ID, rank, and leave address.
  2. Clearly specify the type of absence you are requesting, whether it is chargeable, non-chargeable, or a combination.
  3. Accurately fill in the dates of your leave request, including the from and to dates in the format YYYYMMDD.
  4. Double-check your accrued leave balance to make sure you have enough leave for your request.
  5. Obtain the necessary signatures from your supervisor or approving authority to validate your request.
  6. Provide a clear leave address where you can be reached during your absence.
  7. Review the form for any errors or missing information before submission.
  8. Keep a copy of the signed form for your records.

Don't:

  • Leave any required fields blank.
  • Guess on dates or provide inaccurate information.
  • Forget to select the type of leave you are requesting.
  • Submit the form without the necessary approval signatures.
  • Ignore the Privacy Act statement and instructions for completing the form.
  • Alter any pre-filled sections of the form.
  • Use this form for unauthorized types of leave.
  • Fail to inform your supervisor of any changes to your leave plan.

By following these guidelines, you can ensure your DA Form 31 is completed correctly, which will aid in the swift processing of your leave request.

Misconceptions

Misconceptions about the DA Form 31, commonly referred to as the leave form for Army personnel, can lead to confusion and errors. It's crucial to understand what the form is for and how it's used to ensure a smooth process when requesting leave. Below are four common misconceptions explained to provide clarity.

  • All leave requested is charged. Many believe that any leave taken will automatically reduce their leave balance. However, the DA Form 31 categorizes leave as chargeable and non-chargeable. Examples of non-chargeable leave include certain types of administrative leave or absences due to official duty that do not count against the soldier's leave balance.
  • The form is only for extended leave requests. This misconception might lead to the belief that short-term leaves or passes do not require documentation. In reality, the DA Form 31 is used for a variety of leave types, including short-term passes, emergency leave, and more, emphasizing the need for official requests regardless of the duration.
  • Immediate supervisors have the final approval. While immediate supervisors play a crucial role in the recommendation process, the final approval authority lies with the commander or designated approving authority. The form requires signatures from both the recommending supervisor and the approving authority to validate the leave request.
  • It's only for leaves within the United States. There's a common belief that the DA Form 31 is only applicable for leave requests within the U.S. However, the form is used for all types of leave, including overseas travel. Soldiers must ensure they provide accurate leave addresses and follow the appropriate protocols for international leave requests.

Understanding these misconceptions about the DA Form 31 is key to navigating the leave request process effectively. Soldiers and their supervisors should familiarize themselves with the form's instructions and categories of leave to ensure proper use and compliance with Army regulations.

Key takeaways

The DA Form 31, officially known as the "Request and Authority for Leave," is a document used by members of the U.S. Army to request leave from their post. It is governed under the Privacy Act of 1974 and is outlined in AR 600-8-10 with the proponent agency being DCS, G-1. Understanding how to fill out and use this form properly ensures that leave requests are processed efficiently and accurately. Here are seven key takeaways regarding the DA Form 31:

  • The form requires detailed personal information, including the service member's name, DOD ID, rank, date, and leave address. It's crucial for this information to be accurate to avoid delays or issues in processing the leave request.
  • It distinguishes between different types of absence: chargeable, non-chargeable, and combination. Identifying the correct type of leave is important as it affects the service member's leave balance and entitlements.
  • Service members must specify the type of leave they are requesting, such as annual (ordinary) leave, emergency leave, or others like Environmental Morale Leave (EML). Each type has specific guidelines and requirements.
  • Clear dates for the start and end of the requested leave period must be provided, along with the total days requested. This assists in accurate record-keeping and ensures the member's leave balance is correctly managed.
  • Sections concerning accrued leave, chargeable leave requested, and non-chargeable absence requested help in tracking the balance and type of leave used. This is essential for personnel and finance offices to accurately update service members' records.
  • The form includes sections for the signatures of the requestor, the supervisor, and the approving authority. Each signature is crucial as it represents a step in the approval process, from request to authorization.
  • The final portions of the DA Form 31 cover departure, extension, and return from leave, requiring authorization at each stage. These sections are key for officially documenting the service member's time away from and return to duty.

In summary, the DA Form 31 serves as an important tool for managing leave requests within the U.S. Army. Proper completion and understanding of the form promote a smooth leave process, ensuring service members' rights and responsibilities are upheld.

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