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The DA Form 31, also known as the Request and Authority for Leave, is an essential document for military personnel seeking leave from duty. It is governed by the Privacy Act of 1974 and is designed to facilitate the process of requesting various types of absences, including annual leave, emergency leave, and terminal leave, among others. The form captures critical information such as the requestor's name, rank, and organization, as well as details about the type of leave being requested and the specific dates involved. Additionally, the form requires signatures from the requestor, their supervisor, and the approving authority, ensuring that all necessary approvals are documented. The DA Form 31 also includes sections for remarks and notes related to personnel and finance, providing clarity on chargeable and non-chargeable leave. Understanding the components and requirements of this form is crucial for military members to navigate the leave process effectively.

How to Use Da 31

Filling out the DA 31 form is an essential step for requesting leave. Once completed, this form needs to be submitted to the appropriate authority for approval. Below are the steps to guide you through the process of filling out the form accurately.

  1. Locate the CONTROL NUMBER section at the top of the form and enter the required number.
  2. In the PART I - REQUESTOR INFORMATION section, fill in your NAME (Last, First, Middle Initial).
  3. Enter your DOD ID number.
  4. Provide your RANK.
  5. Fill in the DATE in the format YYYYMMDD.
  6. Complete the LEAVE ADDRESS section with your street address, city, state, ZIP code, and phone number.
  7. Provide details about your ORGANIZATION, STATION, POC EMAIL, and PHONE NUMBER.
  8. Select the TYPE OF ABSENCE by checking the appropriate box (Chargeable, Non-Chargeable, or Combination) and specify the type of leave you are requesting.
  9. In the FROM section, enter the start date of your leave in YYYYMMDD format.
  10. Indicate the TOTAL DAYS REQUESTED.
  11. In the TO section, enter the end date of your leave in YYYYMMDD format.
  12. Fill in the ACCRUED LEAVE and CHARGEABLE LEAVE REQUESTED sections as applicable.
  13. Provide the NON-CHARGEABLE ABSENCE REQUESTED information, including dates and days requested.
  14. Sign the form in the SIGNATURE OF REQUESTOR section and include the date.
  15. Have your SUPERVISOR NAME, TITLE, and RANK/GRADE filled out, along with their recommendation for approval or disapproval.
  16. Ensure the APPROVING AUTHORITY NAME, TITLE, and RANK/GRADE sections are completed with their action and signature.
  17. Complete the DEPARTURE, EXTENSION, and RETURN sections as necessary, including dates and signatures.
  18. Add any REMARKS in the designated section if needed.

Key takeaways

When filling out the DA 31 form, it is essential to keep several key points in mind to ensure a smooth process for requesting leave.

  • Privacy Compliance: The DA 31 form is subject to the Privacy Act of 1974. Be mindful of the personal information you provide and ensure it is accurate and necessary.
  • Complete Requestor Information: Fill out all required fields in Part I, including your name, DOD ID, rank, and leave address. Incomplete information may delay the processing of your request.
  • Specify Type of Absence: Clearly indicate the type of leave you are requesting. Options include chargeable leave, non-chargeable leave, or a combination. Make sure to choose the one that accurately reflects your situation.
  • Accurate Dates: Provide the correct start and end dates for your leave. Be precise with the format (YYYYMMDD) to avoid confusion and ensure proper calculation of total days requested.
  • Signatures Matter: Obtain the necessary signatures from your supervisor and the approving authority. Without these, your request cannot be processed. If you are unavailable, your supervisor can sign on your behalf.
  • Follow Up: After submitting the form, keep track of its status. If there are any delays or issues, address them promptly to avoid complications with your leave plans.

By adhering to these guidelines, you can navigate the leave request process more effectively and minimize potential issues.

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Common mistakes

Filling out the DA 31 form can be a straightforward process, but many people make common mistakes that can lead to delays or complications. One frequent error is not providing complete information in the Requestor Information section. Missing details like the full name or DOD ID can create issues in processing the request.

Another mistake involves the Type of Absence selection. Some individuals fail to check the appropriate box or select multiple types of leave, which can confuse the approving authority. It is essential to be clear and precise about the type of leave being requested.

Dates are critical on the DA 31 form. Many people incorrectly fill out the From and To dates, leading to discrepancies in the requested leave period. Double-checking these dates ensures that the request accurately reflects the intended timeframe.

In addition to dates, the Total Days Requested field is often miscalculated. Applicants sometimes overlook weekends or holidays, resulting in an inaccurate total. It is important to count all days, including non-working days, to avoid confusion.

Another common error is neglecting to sign the form. The Signature of Requestor is crucial for validation. If the requestor is unavailable, a supervisor can sign on their behalf, but this must be clearly indicated to avoid misunderstandings.

Some people also forget to provide their Leave Address, which is necessary for communication during the leave period. This address should include a phone number to ensure that the requestor can be reached if needed.

Errors in the Accrued Leave and Chargeable Leave Requested sections can lead to complications. Requestors should verify their leave balances before submitting the form. An incorrect balance can result in disapproval of the leave request.

When it comes to the Remarks section, some individuals leave it blank or fail to provide additional context. This area can be vital for explaining special circumstances or requests, so it should not be overlooked.

Lastly, individuals sometimes forget to follow up after submitting the DA 31 form. Checking in with the approving authority can help ensure that the request is processed in a timely manner. Staying proactive can make a significant difference in the outcome of the leave request.

Documents used along the form

The DA 31 form, known as the "Request and Authority for Leave," is essential for military personnel seeking leave. However, several other documents often accompany it to ensure a smooth process. Understanding these forms can help service members navigate their leave requests more effectively.

  • DA Form 4187: This form is used for personnel actions and may be necessary to document changes in duty status, including requests for leave or other administrative actions.
  • DA Form 3349: The "Physical Profile" form provides information about a service member's medical condition, which may impact their ability to take leave or perform certain duties.
  • DA Form 4856: Known as the "Developmental Counseling Form," this document is used for counseling sessions and may be relevant if a service member’s leave request is linked to performance issues or personal matters.
  • Leave Orders: These official documents authorize a service member to take leave. They are typically issued after the DA 31 is approved and outline the specifics of the leave period.
  • Travel Orders: If the leave involves travel, travel orders may be necessary. These documents detail the travel itinerary and any allowances or reimbursements the service member may receive.
  • Form W-2: This tax form reports annual wages and the amount of taxes withheld. It may be relevant for service members taking extended leave or transitioning to civilian life.
  • Emergency Leave Documentation: In cases of emergency leave, additional documentation may be required to substantiate the request, such as medical records or death certificates.
  • California Homeschool Letter of Intent: This essential document notifies the state of a parent’s decision to homeschool their child, and for those looking to get started, resources like California Templates can be invaluable in guiding the process.
  • Military Leave Policy: While not a form, familiarity with the military's leave policy is crucial. This document outlines the rules and regulations governing leave entitlements and procedures.
  • Unit Leave Policy: Each unit may have specific guidelines regarding leave requests. Understanding these can help service members ensure compliance with their unit's expectations.

Being aware of these forms and documents can streamline the leave process and provide clarity to service members and their families. Proper preparation and understanding of the requirements will lead to a more efficient experience when requesting leave.

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Frequently Asked Questions

  1. What is the DA 31 form used for?

    The DA 31 form is a request and authority for leave for military personnel. It allows service members to formally request time off for various reasons, including vacation, emergencies, or changes in duty station. The form helps ensure that leave is documented and approved by the appropriate authorities.

  2. Who needs to fill out the DA 31 form?

    All military personnel who wish to take leave must complete the DA 31 form. This includes active duty members, reservists, and National Guard personnel. The form must be filled out accurately to facilitate the approval process.

  3. What information is required on the DA 31 form?

    The form requires several pieces of information, including:

    • Your name and rank
    • Your DOD ID number
    • The type of leave you are requesting
    • The dates of your requested leave
    • Your leave address and contact information

  4. What types of leave can be requested using the DA 31 form?

    There are several types of leave you can request, including:

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

    Each type of leave has specific guidelines, so it's important to select the correct option.

  5. How do I submit the DA 31 form?

    Once you complete the form, submit it to your immediate supervisor for approval. Your supervisor will review your request and either approve or disapprove it. After supervisor approval, the form must be forwarded to the approving authority for final action.

  6. What happens if my leave request is disapproved?

    If your leave request is disapproved, your supervisor will typically provide a reason for the decision. You may have the option to revise your request or appeal the decision, depending on the circumstances. It's advisable to discuss your options with your supervisor.

  7. Can someone else sign the DA 31 form for me?

    Yes, if you are unavailable to sign the form, your supervisor can sign on your behalf. However, it is essential that your supervisor is aware of your leave request and agrees to it before signing.

  8. Is there a deadline for submitting the DA 31 form?

    While there is no universal deadline, it is best to submit your leave request as early as possible. Many units recommend submitting the form at least 30 days in advance of your desired leave dates to allow ample time for processing and approval.

  9. What should I do if my leave needs to be extended?

    If you need to extend your leave, you must complete a new DA 31 form for the extension. This form should be submitted to your supervisor and the approving authority for review and approval. Be sure to provide a clear reason for the extension request.