Da 31 Form

What is the DA Form 31?

The DA Form 31, also known as the Request and Authority for Leave, is a document used by the United States Army. It allows soldiers to request a leave of absence from their assigned duties. The form covers various types of leave, including chargeable leave, non-chargeable leave, and combinations thereof. Types of leave include annual (ordinary) leave, emergency leave, and terminal leave, among others. It requires information such as the soldier's name, rank, leave address, and the total days requested.

How is the DA Form 31 submitted?

The DA Form 31 is submitted through the soldier’s chain of command. Initially, the soldier fills out the form with all required information, including the type of leave requested and the leave period. The form must then be signed by the requestor, the requestor's supervisor, and the approving authority. After these approvals are obtained, the form is submitted to the designated department for final processing and record-keeping. It is important for the soldier to keep a copy of the form after submission for their records.

Can a supervisor sign the DA Form 31 on behalf of a soldier?

Yes, a supervisor can sign the DA Form 31 on behalf of a soldier, but this is usually done when the soldier is not available to sign the form themselves. This provision ensures that requests for leave can be processed without undue delay due to the unavailability of the soldier. However, the supervisor's signature must be accompanied by the supervisor's name, title, rank, or grade, and the recommendation for approval or disapproval of the leave request.

What happens if a leave extension is needed?

If a soldier needs to extend their leave, they must request an extension through the proper channels before their originally approved leave ends. This is done by submitting another DA Form 31, indicating the request for an extension in the remarks section along with the number of additional days requested. The leave extension must be approved by the approving authority, similar to the original leave request. The form includes a section specifically for the extension approval authority’s signature, thus formalizing the extension. It's crucial for the soldier to communicate and file for an extension timely to avoid being AWOL (Absent Without Leave).

One common mistake made when filling out the DA 31 form is inaccurately stating the type of absence. Individuals often overlook or misinterpret the distinctions between chargeable, non-chargeable, and combination leaves, leading to errors in their requests. It's important to thoroughly review each option, such as Annual (Ordinary) Leave, Emergency Leave, or Terminal Leave, to accurately convey the nature of the leave being requested.

Another area prone to mistakes is the leave address section. People sometimes provide an incomplete or outdated address, which could lead to issues if official correspondence is necessary during their absence. Ensuring the leave address includes a current and complete street, city, state, ZIP Code, and phone number is crucial for maintaining contact.

Incorrectly calculating the total days requested is also a frequent error on the DA 31 form. This calculation must include the start and end day of leave, a detail often overlooked, resulting in either an understatement or overstatement of the leave period. Careful consideration and accurate counting of every day requested can prevent this mistake.

The signature sections are also critical parts of the form where errors are commonly found. It's essential for both the requestor and the supervisor/approving authority to sign in their respective sections. Sometimes, signatures are missing or placed in the wrong section, which can invalidate the request or delay the approval process.

Failing to accurately represent accrued leave in the designated section is another oversight. Individuals must enter the correct amount of accrued leave up to the date of request. Misrepresentation, whether intentional or accidental, can affect the calculation of chargeable leave requested and the balance of leave days available.

Mistakes in the leave type section, specifically when selecting between chargeable and non-chargeable types of leave, can also lead to processing delays or denials. Users must carefully assess the nature of their leave to select the appropriate category, especially when differentiating between options like Environmental Morale Leave (EML) and Environmental Morale Leave, Funded (FEML).

Incorrectly recorded dates in the form's date-related fields, especially in the 'FROM' and 'TO' dates of the requested leave period, are common. The correct format, YYYYMMDD, must be strictly adhered to, as failing to do so can lead to confusion about the leave period's duration and start and end points.

Lastly, providing outdated or incorrect contact information in the requester's organization, station, POC email, and phone number fields can significantly hinder communication. Ensuring that all provided contact details are accurate and current is essential for facilitating a smooth approval process and for any necessary follow-up during the leave period.

When military personnel decide to take leave, they often need to fill out and provide several forms and documents in addition to the DA Form 31, "Request and Authority for Leave." These documents are crucial for ensuring all aspects of their leave are properly documented and approved, covering everything from the type of leave requested to any financial implications it may have. Below is a list of four such forms and documents frequently used alongside the DA Form 31 to streamline and substantiate the leave process:

• LES (Leave and Earnings Statement): This document provides a comprehensive overview of a service member's pay, entitlements, deductions, and leave balance. It is critical for verifying the amount of leave an individual has accrued and is eligible to use, ensuring the requested leave does not exceed the available balance.
• DA Form 4187 (Personnel Action): Used to request or execute a wide range of personnel actions beyond leave, such as reassignments, transfers, or changes in duty status. When requesting leave for specific circumstances that also require personnel action (e.g., an emergency leave that necessitates a reassignment), this form accompanies the DA Form 31.
• Travel Orders: Typically required when the leave involves official travel, especially for assignments like Permanent Change of Station (PCS) or Temporary Duty (TDY). These orders authorize the travel and any associated allowances, outlining the service member's travel itinerary and duty locations.
• Medical Documentation: For medical or emergency leave, documentation from a healthcare provider may be required to substantiate the need for leave. This can include a statement of diagnosis, estimated recovery time, and any specific recommendations for care or convalescence.

Each of these documents plays a vital role in the leave authorization process, ensuring that all requests are thoroughly documented, justified, and in alignment with military regulations and policies. Together with the DA Form 31, they form a comprehensive package that addresses the administrative, financial, and operational considerations of a service member’s leave, facilitating a smooth transition from active duty to leave status and back again.

The SF-52, "Request for Personnel Action," parallels the DA Form 31 in function, focusing on changes in employment status rather than leave status. Both forms share a bureaucratic foundation, requiring detailed personal and professional information to process the requested action. The SF-52 is used across various federal agencies to initiate hiring, reassignment, promotions, or terminations, mirroring the DA Form 31’s purpose of documenting and authorization in the realm of military personnel leave.

Similarly, the SF-2809, "Employee Health Benefits Election Form," aligns with the DA Form 31 by collecting critical personal details and choices that affect an individual’s status – in this case, health benefits rather than leave. Both forms act as key administrative tools, ensuring personnel’s election or request adheres to policies and affects their status accordingly. The SF-2809 allows government employees to select, change, or cancel their health insurance plans, paralleling the DA Form 31's role in managing leave entitlements and approvals.

The OPM Form 71, "Request for Leave or Approved Absence," also closely resembles the DA Form 31, with both serving to formally request time off from duty. Each form captures essential information about the requester and the specifics of the requested time off, highlighting a structured approach to managing absences across both federal civilian and military domains. The OPM Form 71 is utilized by civilian federal employees, making it a counterpart in the broader government employment context.

The DD Form 1351-2, "Travel Voucher or Subvoucher," shares the DA Form 31's attention to the administrative aspects of personnel management, specifically in the context of travel reimbursements. Both forms necessitate detailed entries concerning personal and assignment information to facilitate a particular request or claim. While the DA Form 31 focuses on leave, the DD Form 1351-2 deals with the financial aspects of official travel, underscoring the procedural rigors found in government documentation.

The I-9 Form, "Employment Eligibility Verification," although primarily used for verifying the legality of employment in the civilian workforce, shares the DA Form 31's attribute of documentation for compliance purposes. Both forms require personal identification details to fulfill regulatory requirements—military leave requests and employment eligibility, showcasing routine documentation's significance in organizational operations.

The Leave and Earnings Statement (LES) provided to military personnel resonates with the DA Form 31's theme of entitlement and utilization of leave. The LES outlines an individual’s pay, entitlements, deductions, and leave status, including accrued leave days, thus complementing the DA Form 31 by detailing the outcomes of leave requests and their impact on personnel’s earnings and leave balances.

The W-4 Form, "Employee's Withholding Certificate," while focused on tax withholdings, shares procedural similarities with the DA Form 31, especially in gathering personal information that influences individual status—tax withholdings for the W-4 and leave status for the DA Form 31. Both forms serve as essential bureaucratic steps in managing personal circumstances that impact financial or duty status within a regulated framework.

Finally, the “Record of Emergency Data,” often a part of the service member’s personnel file, parallels the DA Form 31 in its role of recording critical personal information for administrative purposes. This document, essential for contacting next of kin in emergencies, requires up-to-date factual data, akin to the necessity of accurate information on the DA Form 31 for leave requests. Both documents underscore the importance of meticulous record-keeping in managing military personnel affairs.

When filling out the DA Form 31, which is used for requesting leave from the United States Army, individuals must pay close attention to detail and follow specific guidelines to ensure their request is processed smoothly. Here are several dos and don’ts to consider during the completion process:

• Do ensure you have the most recent version of the form. The current version as of June 2020 is the DA Form 31, Jun 2020. Using an outdated form can lead to processing delays.
• Do clearly print your personal information in the Requestor Information section, making sure to include your name, DOD ID, rank, and contact information while on leave.
• Do specify the type of leave you are requesting accurately. There are different types of leave, such as annual (ordinary) leave, emergency leave, or terminal leave, among others.
• Do enter the correct dates for your leave in the format YYYYMMDD under sections 9a (FROM), 9c (TO), and ensure the total days requested are accurate.
• Do obtain the necessary signatures from your supervisor and the approving authority as specified in the form. Your request will not be processed without these endorsements.
• Don't leave any fields blank that are applicable to your leave request. Incomplete forms may result in processing delays or outright denial.
• Don't guess on your accrued leave balance. Confirm your current leave balance before filling out the form to avoid errors in the chargeable leave requested section.
• Don't sign your supervisor's or the approving authority's section. These signatures must be provided by the respective individuals to maintain the integrity of the approval process.
• Don't forget to review your form for accuracy before submission. Errors or misinformation can lead to delays or complications in your leave approval.

By following these guidelines, individuals can ensure their DA Form 31 is filled out correctly, which aids in a smoother processing of their leave request.

Understanding the DA Form 31, which is used for requesting leave by Army personnel, is crucial but it is often accompanied by misconceptions. Here are five common ones:

• Myth 1: The DA Form 31 is only for chargeable leave. While the form is commonly used to request chargeable leave, such as annual leave, it can also be used to request non-chargeable leave types. This includes convalescent leave, emergency leave, and others that do not count against the leave balance.
• Myth 2: Approval of leave is guaranteed. Submission of the DA Form 31 does not guarantee approval of leave. Approval is subject to the discretion of the approver, who will consider factors such as mission requirements and personnel availability before making a decision.
• Myth 3: Any supervisor can sign off on the DA Form 31. Only designated supervisors and approving authorities have the right to sign the DA Form 31. This usually includes the soldier's immediate supervisor and the unit commander or a designated representative.
• Myth 4: The DA Form 31 is only for active-duty soldiers. While primarily used by active-duty personnel, members of the Army Reserve and National Guard may also use the form when they are on active-duty orders or under certain conditions that require official leave documentation.
• Myth 5: The form is too complex and cannot be corrected once submitted. While the DA Form 31 seems daunting due to its formal nature and the requirement for specific information, corrections can be made before final approval. Communicating with the approving authority or personnel office can help ensure any errors are rectified in a timely manner.

Understanding these aspects of the DA Form 31 can help service members navigate the leave request process more effectively, ensuring they use their leave entitlements appropriately and in accordance with Army regulations.

Filling out and using the DA Form 31, the official request and authority for leave document in the United States Army, requires attention to detail and an understanding of its key components. Here are seven essential takeaways to ensure the process is completed accurately and efficiently:

• Understand the Privacy Act of 1974 implications: The DA Form 31 is subject to these regulations, highlighting the importance of safeguarding personal information throughout the process.
• Correctly enter personal and contact information in Part I - Requestor Information, including full name, DOD ID, rank, and the leave address to ensure there is no delay due to incorrect or missing data.
• Determine the type of absence required, choosing between chargeable, non-chargeable, and combination options. This selection impacts how leave days are accounted for and could affect your leave balance.
• Provide accurate dates for the period of leave requested (sections 9a to 9c), including the total days requested. This clarity helps in planning and ensures your leave is properly recorded.
• Signature requirements underscore the importance of approval at multiple levels. The requestor, supervisor, and approving authority each play crucial roles in the authorization of leave.
• Pay attention to the sections on departure, extension, and return. These signatures and dates are crucial for officially documenting the start and end of the leave period, as well as any approved extensions.
• The remarks section is designated for any additional information that might be necessary for the personnel or finance departments to correctly process the leave, including details on chargeable leave dates.

Understanding these key takeaways ensures that individuals accurately complete the DA Form 31, facilitating a smoother approval process for military leave. Properly filled forms help in avoiding delays and potential discrepancies with leave records, thus maintaining operational efficiency and personal compliance within military protocols.