Fill Your Da 31 Template

Detailed Instructions for Using Da 31

Filling out the DA Form 31 is a straightforward process that requires attention to detail to ensure that all information is accurately entered. This form is essential for members of the Army when requesting leave, including chargeable, non-chargeable, and other types of absences. The steps provided below guide you through each section of the form to help you complete it correctly.

1. Control Number: Begin with the control number if provided; otherwise, this can be left blank or filled out by administrative personnel.
2. Requestor Information: Enter your full name (last, first, middle initial), DOD ID number, rank, and the current date in the format YYYYMMDD in sections 2 through 5.
3. Leave Address: In section 6, provide the address where you will stay while on leave, including street address, city, state, ZIP code, and phone number.
4. Organization and Station Info: Fill out section 7 with your organization, station location, point of contact (POC) email, and phone number.
5. Type of Absence: Check the appropriate box in section 8 to indicate the type of absence you are requesting, such as annual leave, emergency leave, or terminal leave among others.
6. Leave Dates and Total Days Requested: In sections 9a, 9b, and 9c, specify the start date (FROM), total days requested, and end date (TO) of your leave, all in the format YYYYMMDD.
7. Leave Balances: Enter your accrued leave (CR BAL), chargeable leave requested, and non-chargeable absence requested in sections 10a, 10b, and 10c, respectively. Include dates and days requested for any advance or excess leave.
8. Signatures: The requestor (you) must sign in section 11. If you are not available, your supervisor may sign on your behalf. Include the date next to your signature.
9. Supervisor and Approving Authority: Your supervisor must fill out their name, title, rank/grade, and choose either approval or disapproval in section 12. The approving authority completes section 13 similarly, indicating their decision on your leave request.
10. Additional Sections: Sections 14 through 16 are to be filled out by the departure, extension, and return authorities as applicable. Section 17 is for remarks and is typically used by personnel or finance officers to note chargeable leave dates.

Once you have completed all the required sections of the DA Form 31, review the information for accuracy. Submit the completed form to the designated authority within your unit for processing. Remember, the approval of your leave is subject to the review and discretion of your supervisory chain and any specific requirements or conditions they may impose.

Filling out the DA Form 31, the official Request and Authority for Leave document, can be a straightforward task. However, individuals often encounter pitfalls that can delay approval or lead to incorrect processing of leave. To ensure a smooth and efficient process, it's crucial to avoid these common mistakes.

1. Incorrect personal information: One of the most common errors is entering incorrect details in the requester information section. This includes misspelling names, providing wrong DOD ID numbers, or incorrect rank. Such mistakes can lead to processing delays or even form rejection.
2. Failing to specify the type of leave: Neglecting to properly mark the type of absence (chargeable, non-chargeable, or a combination) and the specific category of leave can cause confusion and processing delays. It’s important to clearly indicate whether the leave is for ordinary, emergency, PCS, etc.
3. Inaccurate leave address: Providing an incomplete or inaccurate leave address, including the street, city, state, ZIP code, and phone number, can complicate matters, especially in case of an emergency or the need for official communication.
4. Miscalculating the total days requested: Incorrectly calculating the number of leave days requested, including failing to account for weekends or public holidays as per the specific leave type guidelines, can affect leave balances and authorization.
5. Omitting signatures and dates: Skipping the signatures and date sections at the end of the form is a crucial oversight. Without the requestor’s, supervisor's, and approving authority's signatures (as applicable) and corresponding dates, the leave request cannot be processed.
6. Unclarified or missing remarks: The remarks section is often overlooked. It's essential for clarifying any special circumstances or additional information relevant to the leave request that cannot be elaborated on elsewhere on the form.

By paying close attention to these details, individuals can ensure their DA Form 31 is completed correctly, minimizing potential issues and streamlining the leave request process.

In support of individuals seeking leave, the DA Form 31 is a crucial document for members of the Army to officially request and authorize their absence. To efficiently process one's leave or any related procedures, it's common for several other forms and documents to be used in conjunction. From permissions to medical evaluations, these documents collectively ensure that all aspects of the leave are well-documented, sanctioned, and in line with both the individual's needs and the organization's requirements. Below is a list of such documents often associated with the DA Form 31.

• DA Form 4187: Personnel Action form used for requests such as reassignments, extra rations, name changes, and reclassification. It can accompany a DA 31 when the leave involves a change in duty status.
• DA Form 2823: Sworn Statement used to officially record statements and gather evidence. Relevant in cases where incidents occur during leave necessitating official documentation upon return.
• DA Form 6: Duty Roster form used to manage and document the scheduling of duties. It's often cross-referenced to ensure duty coverage during an individual’s absence.
• Medical Evaluation Forms: Various health-related forms are necessary if the leave is due to medical reasons, including pre-leave evaluations or fitness-for-duty certificates.
• Travel Orders: Documents issued to authorize and detail official travel, especially for Permanent Change of Station (PCS) leave or when overseas travel is involved.
• DA Form 5960: Authorization to Start, Stop, or Change Basic Allowance for Quarters (BAQ), and/or Variable Housing Allowance (VHA). This is required if leave circumstances alter housing allowances.
• DA Form 31: Additional copies of the DA Form 31 may be required for multiple levels of command approval or for personal records.
• Emergency Contact Information: Although not a formal form, providing up-to-date emergency contact information is critical when taking leave, especially for emergency leave scenarios.
• Leave and Earnings Statement (LES): This statement is often reviewed in conjunction with leave requests to verify entitlements, deductions, and leave balances.

These documents, when used alongside the DA Form 31, facilitate a thorough and efficient process for requesting and approving leave. It's imperative that individuals preparing for leave familiarize themselves with these forms and gather the necessary information and approvals well in advance of their intended leave date. This preparation ensures that leave is both enjoyable and in compliance, allowing for a smoother transition back to duty upon return.

The Standard Form 52 (SF-52), often used within U.S. government agencies for requesting personnel actions, shares similarities with the DA Form 31 in structure and purpose. Like the DA Form 31, which is used by Army personnel to request leave, the SF-52 is a vehicle through which employees initiate a request — in this case, for personnel actions such as appointments, promotions, or reassignments rather than leave. Both forms require detailed information about the requester, including their identification and the specifics of the request, demonstrating how bureaucratic processes maintain consistency across different types of requests within the government.

The Leave Request Form commonly used in the private sector mirrors the DA Form 31’s intent and structure, albeit focused on civilian employment contexts. These forms collect essential data from the requester, such as personal information, the type of leave requested, and the duration of the leave. Similar to the DA Form 31, these forms also frequently require approval signatures from supervisors or HR departments, underscoring the parallel processes in leave management between military and civilian enterprises.

Another document with resemblances to the DA Form 31 is the Family and Medical Leave Act (FMLA) request form. The FMLA form is crucial for workers seeking leave for family and medical reasons, ensuring they have the right to job-protected leave under specific conditions. Both the FMLA request form and the DA Form 31 necessitate detailed information about the leave request, including duration and type of leave, and they must be duly authorized by the respective approval authorities, highlighting the formal procedural aspects of leave requests across both federal and civilian workforce spheres.

The Request for Authorization for Rescheduled Training (RST) form, used within the National Guard and Reserve components, also shares procedural kinship with the DA Form 31. It is designed for service members requesting to reschedule their drill periods or training. Both forms serve the purpose of formally requesting a deviation from scheduled duties, whether it be for leave or for training, and require details about the requestor, the time frame for which the request applies, and approval signatures, thereby facilitating a structured approach to managing personnel availability.

The Travel Authorization form, frequently used in both government and corporate sectors, bears similarity to the DA Form 31 in that it facilitates an official request process — in this instance, for travel rather than leave. These forms typically include detailed information about the traveler, the purpose of travel, and the travel dates, akin to how the DA Form 31 gathers information about the service member’s leave period. Approval signatures are requisite, emphasizing controlled oversight over personnel movements and absences in various organizational contexts.

Emergency Leave Request forms used in various settings, although non-standardized and differing broadly across organizations, share the cores of swift processing and immediate attention, akin to the Emergency Leave section of the DA Form 31. These documents capture essential details to expedite requests under urgent conditions, reflecting the DA Form 31’s accommodation for such circumstances through its specified leave types. This underscores the universal need within organizations to manage crises through a structured documentation process.

The Absent Without Leave (AWOL) documentation process, while it is the reverse of requesting leave, correlatively relates to the DA Form 31. Where the DA Form 31 facilitates a structured approach to officially request and document leave, the AWOL process involves documenting unauthorized absences, highlighting the administrative importance of accurately tracking personnel presence and absence within the military framework. Both processes emphasize the need for precise record-keeping and accountability in managing personnel whereabouts.

Finally, the Temporary Duty Assignment (TDA) request form used within various military and government bodies holds similarities to the DA Form 31. Though its primary function is to authorize temporary reassignments rather than leave, it requires detailed submission of the individual’s details, the assignment duration, and purpose, necessitating approval for execution. This form, like the DA Form 31, is instrumental in managing personnel assignments and absences, ensuring that all movements are duly authorized and recorded for official purposes.

When filling out the DA Form 31, a document widely utilized by members of the U.S. Army to request leave, attention to detail is crucial. Below are some essential dos and don'ts to guide you through the process:

• Do ensure all your personal information is accurate, including your name, DOD ID, rank, and leave address. Minor errors here can delay your request.
• Do select the correct type of absence. Mislabeling your leave can result in processing errors or even deny your request.
• Do accurately document your leave dates in the FROM and TO sections, ensuring clarity on your requested leave duration.
• Do check your accrued leave balance before making a chargeable leave request, to avoid requesting more leave than you're entitled to.
• Do acquire the necessary signatures from your supervisor and the approving authority to validate your request.
• Do provide a detailed leave address, including a reachable phone number, to maintain contact while on leave.
• Do review the entire form for completeness and accuracy before submission to prevent any returns or delays.
• Don't forget to sign and date the form where required. Your signature is essential for processing the leave request.
• Don't overlook any sections that require detailed information, such as the organization, station, Point of Contact (POC) email, and phone number.
• Don't submit the form without reviewing the Privacy Act statement and understanding how your personal information will be used.

Taking the time to carefully complete the DA Form 31 ensures your leave is processed efficiently, allowing you to focus on your time away from duty.

There are several misconceptions about the DA Form 31, which is crucial for service members when requesting leave from duty. Understanding these misconceptions can help ensure requests are filled out and submitted correctly.

• Misconception 1: The DA Form 31 is only for requesting vacation leave. While the form is often used for requesting annual or ordinary leave, it also covers other types of absence such as emergency leave, sick leave, and paternity leave among others. The form's versatility ensures all service members' leave types are accounted for appropriately.
• Misconception 2: Approval is guaranteed once the DA Form 31 is submitted. Submission of the form does not guarantee approval. The form requires the signature of a supervisor and an approving authority, who will evaluate the request based on current unit operations and other factors. Approval is at their discretion.
• Misconception 3: The form can be submitted at any time before the leave starts. While some may believe you can submit a DA Form 31 just before the leave starts, most units require it to be submitted well in advance. This allows for proper planning and coverage during the service member’s absence. The specific timeframe may vary by unit or command.
• Misconception 4: The DA Form 31 is only for active-duty members. This form is not exclusive to active-duty members. Reserve and National Guard members also use the DA Form 31 for requesting authorized leave. The form supports all service members within the Army's jurisdiction, ensuring their rights to leave are documented officially.
• Misconception 5: A service member’s leave address is not important. The leave address provided on the form is crucial. It ensures that the service member can be contacted if the leave is cut short or if there are changes in orders. The leave address must be filled accurately and updated if there are any changes during the leave period.

Understanding and addressing these misconceptions ensures that service members accurately complete the DA Form 31, which facilitates a smoother process for requesting and approving leave.

Understanding the DA Form 31, a crucial document for military personnel requesting leave, involves recognizing its purpose and proper completion. This form facilitates a structured way to request time off, whether for vacation, relocation, or emergencies. Below are key takeaways that elucidate the importance and use of this form:

• Privacy Protection: The DA 31 form is safeguarded under the Privacy Act of 1974, which emphasizes the commitment to maintaining the confidentiality of personal information. This legal framework ensures that details provided, including leave address and contact information, are handled with the utmost respect for privacy.
• Identification of Leave Type: The form distinctly categorizes leave into chargeable, non-chargeable, and combination types, spanning from annual (ordinary) leave to more specific ones like emergency leave or permanent change of station (PCS) leave. This segmentation aids in the transparent processing and recording of military leaves, clarifying for the individual and the administration the nature of the leave being taken.
• Detailed Request Information: It requires comprehensive requestor information, including the Department of Defense (DOD) ID, rank, and leave address, thereby ensuring that the leave request is thoroughly documented. This precision aids in the efficient management and approval of leave requests, catering to both administrative requirements and individual needs.
• Approval Process: The form encapsulates a structured approval process, including signatures from the requestor (or supervisor on behalf of the requestor), supervisor’s recommendation, and the final approving authority's decision. This formalized procedure underscores the importance of accountability and hierarchical consent in the leave request process, ensuring that all parties are informed and in agreement with the leave terms.

Effectively, the DA Form 31 is a critical tool in the administrative functioning of leave requests within the military, embedding procedural clarity, confidentiality, and a comprehensive approach to both request and authorization of leave.