formerly possible. Such analyses and interpretations can
significantly help the CO make decisions about funding
shifts and program trade-offs.
The staff continually performs an obligation and
expenditure review to help headquarters components
control the obligation and expenditure of funds under
their administration. This review permits continuing
comparisons of obligations and expenditures with
authorized funds. In comparing the rate of obligation
with the budget plan, the staff investigates the reasons
for any variations. With the knowledge obtained from
such reviews, those responsible can better anticipate
future fund requirements. They can also avoid
overobligation and overexpenditure by making needed
adjustments or, when necessary, by placing timely
requests for reallocation or reapportionment.
PROPERTY ACCOUNTING
Operation of the naval establishment requires many
categories of materialaeronautical, electronic,
ordnance, ships parts, and subsistence items, to name a
few. These categories are inventory segments of our
Navys equipment and material system. Managing this
inventory and protecting the investment of the
government requires strict accountability. The Navy
accounts for property through the use of custody cards,
inventories, and plant and minor property accounting
systems.
Custody Cards
For each item of controlled equipment requiring
custody
signature,
you
must
have
a
Controlled-Equipage Custody Record (4442). Use
either the NAVSUP Form 306 or 460 (figs. 6-4 and 6-5).
Both cards are generally referred to as custody cards.
After sighting the item identified on the card, an
appropriate authority, usually the division officer or the
department head, signs the card to acknowledge custody
of the item. NAVSUP Form 306 fits into a three-ring
binder. NAVSUP Form 460 fits into the pocket of a
cardex file.
The original and at least one copy of the custody
card should be prepared for each item of equipment
requiring custody signature. The original should be
maintained by the suppl y officer or the department head.
If the supply officer maintains the original, it is generally
signed by the department head. Inmost units, however,
the department head maintains the original custody
cards, and the division officer signs them. For plant
property (plant account) items requiring custody
signature, the administrative branch or the comptroller
usually keeps the original.
Duplicate copies of custody cards are usually
maintained by the division supply petty officer for
subcustody purposes. When an item of equipment
requiring custody signature is issued to a member of the
crew, it is signed for on the duplicate copy of the custody
card. The person receiving the item is, therefore,
acknowledging subcustody of the item. Permanently
installed items should be subcustodied to the petty
officer in charge of the workcenter where the equipment
is located.
The duplicate or subcustody card is also used to
make periodic and required sight inventories of the
items. The card is signed (on the back) by the person
conducting the inventory. The original custody card
need only be signed once by the person having custody
of the item. It need not be signed each time an inventory
is conducted. The original custody card is signed by the
relieving authority when he or she initially sights the
custody item.
Inventory of Controlled (Custody) Equipage
All items of controlled equipage, including items
requiring a custody signature and plant property items,
must be inventoried at least annually during the period
15 February to 15 March. Inventories of controlled
equipage are also required when any of the following
situations occur:
A
The ship, station, or unit is commissioned,
inactivated, or reactivated.
Upon relief of the department head.
Upon change of command at the discretion of the
relieving CO. Although not specifically required
an inventory should also be conducted whenever
the division officer or division supply petty
officer is relieved of his or her duties.
Controlled-Equipage Custody Record (4442),
NAVSUP Form 306 or 460, is usually used to conduct
the controlled equipage inventory. Each article is sighted
and inspected for serviceability by the person making
the inventory. Articles identified by serial number are
checked by those numbers when inventories are taken.
As the inventory progresses, the person conducting
the inventory signs the custody record, acknowledging
custody or inventory, as appropriate, of all the items
sighted. All controlled equipage inventories must be
completed within 30 days after the date of
commencement. When taken jointly by the relieved and
6-15