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Misconceptions

Understanding the DA 31 form, which is essential for requesting leave in the military, can be challenging. Here are nine common misconceptions about this form, along with clarifications to help individuals navigate the process more effectively.

  1. The DA 31 form is only for annual leave. Many believe that this form is exclusively for requesting annual leave. In reality, it can be used for various types of absences, including emergency leave, environmental morale leave, and terminal leave.
  2. Only officers can submit a DA 31 form. This misconception overlooks the fact that all service members, regardless of rank, can use this form to request leave. It is designed for anyone within the military structure.
  3. Once submitted, the request is automatically approved. Some may think that submitting the form guarantees approval. However, the request must go through a review process, and approval is at the discretion of the supervisor and approving authority.
  4. Leave must be taken immediately after approval. Many assume that once leave is approved, it must be taken right away. In fact, service members can plan their leave for a future date, as long as it complies with the regulations.
  5. The DA 31 form is not subject to privacy regulations. This form is indeed subject to the Privacy Act of 1974, which means that personal information provided is protected and should be handled with care.
  6. All types of leave are chargeable. A common misunderstanding is that all leave taken is chargeable. The DA 31 form allows for both chargeable and non-chargeable leave, depending on the circumstances.
  7. Only the requestor needs to sign the form. Some may think that only the individual requesting leave needs to sign the form. However, signatures from supervisors and approving authorities are also required to complete the process.
  8. Leave requests can be submitted verbally. While it might seem easier to request leave verbally, the DA 31 form must be completed and submitted in writing to ensure proper documentation and processing.
  9. Once a leave request is submitted, it cannot be changed. Many believe that modifications to the request are not allowed after submission. However, changes can be made if the requestor communicates with their supervisor and follows the proper procedures.

Clarifying these misconceptions can help service members better understand the DA 31 form and navigate their leave requests with greater confidence and ease.

Detailed Steps for Filling Out Da 31

Completing the DA 31 form is essential for requesting leave within the military. Once filled out, this form will be submitted to the appropriate authorities for review and approval. Ensuring accuracy and completeness is crucial, as any errors may delay the leave process.

  1. CONTROL NUMBER: Enter the control number if applicable.
  2. NAME: Fill in your last name, first name, and middle initial in the designated fields.
  3. DOD ID: Provide your Department of Defense Identification number.
  4. RANK: Indicate your rank.
  5. DATE: Enter the current date in the format YYYYMMDD.
  6. LEAVE ADDRESS: Write your leave address, including street, city, state, ZIP code, and phone number.
  7. ORGANIZATION: Fill in your organization, station, point of contact email, and phone number.
  8. TYPE OF ABSENCE: Check the appropriate box for chargeable, non-chargeable, or combination leave. Specify the type of leave you are requesting.
  9. FROM: Enter the start date of your leave in YYYYMMDD format.
  10. TOTAL DAYS REQUESTED: Indicate the total number of days you are requesting for leave.
  11. TO: Fill in the end date of your leave in YYYYMMDD format.
  12. ACCRUED LEAVE: Provide your accrued leave balance.
  13. CHARGEABLE LEAVE REQUESTED: Specify the amount of chargeable leave you are requesting.
  14. NON-CHARGEABLE ABSENCE REQUESTED: Complete the fields for non-chargeable absence, including dates and days requested.
  15. REQUESTOR SIGNATURE: Sign and date the form. Note that a supervisor can sign on your behalf if you are unavailable.
  16. SUPERVISOR NAME AND TITLE: Fill in the supervisor's name, title, and rank/grade. Indicate whether they recommend approval or disapproval and have them sign and date the form.
  17. APPROVING AUTHORITY NAME AND TITLE: Provide the name, title, and rank/grade of the approving authority. They will indicate whether the request is approved or disapproved and sign and date the form.
  18. DEPARTURE AUTHORITY SIGNATURE: Complete the section for the departure authority, including date, time, name, title, and signature.
  19. EXTENSION APPROVAL AUTHORITY SIGNATURE: If applicable, fill out the extension approval section with the number of days, date approved, name, title, and signature.
  20. RETURN AUTHORITY SIGNATURE: Complete the return authority section with date, time, name, title, and signature.
  21. REMARKS: Use this section for any additional remarks or information as needed.

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Dos and Don'ts

When filling out the DA 31 form, it’s essential to approach the process with care and attention to detail. Here are four things you should and shouldn't do to ensure your request is processed smoothly.

  • Do double-check your personal information for accuracy, including your name, DOD ID, and rank.
  • Don't leave any sections blank. Incomplete forms can lead to delays in processing your leave request.
  • Do clearly indicate the type of leave you are requesting. This helps the approving authority understand your needs.
  • Don't forget to sign the form. Your signature is crucial for validating your request and ensuring it is taken seriously.

Key takeaways

Here are key takeaways for filling out and using the DA 31 form:

  • Understand the Purpose: The DA 31 form is used to request and authorize leave for military personnel.
  • Privacy Matters: This form is subject to the Privacy Act of 1974, ensuring that personal information is protected.
  • Complete All Sections: Fill out all required fields, including your name, DOD ID, rank, and leave address.
  • Specify Leave Type: Clearly indicate whether the leave is chargeable, non-chargeable, or a combination of both.
  • Accurate Dates: Provide accurate start and end dates for your requested leave. This includes total days requested.
  • Signatures Required: Ensure that the requestor, supervisor, and approving authority all sign the form where indicated.
  • Use for Extensions: If you need to extend your leave, the form also accommodates extension requests, requiring additional signatures.

Similar forms

The DA Form 31, known as the Request and Authority for Leave, is similar to the SF-50, the Notification of Personnel Action. Both documents serve as official records within military and federal employment contexts. The SF-50 records various personnel actions, including appointments, promotions, and separations. Like the DA Form 31, it requires the employee's information and the specific action being requested or recorded. The SF-50 is essential for tracking an employee's status and entitlements, similar to how the DA Form 31 tracks leave requests and approvals.

Another document comparable to the DA Form 31 is the DD Form 214, Certificate of Release or Discharge from Active Duty. The DD Form 214 summarizes a service member's military career, including their time served and any leave taken. While the DA Form 31 focuses on requesting leave, the DD Form 214 provides a comprehensive overview of a service member's entire service record, including leave entitlements. Both documents are crucial for managing military personnel records and ensuring accurate leave accounting.

The Leave and Earnings Statement (LES) also shares similarities with the DA Form 31. The LES provides detailed information about a service member's pay, deductions, and leave balances. While the DA Form 31 is used to request leave, the LES reflects the outcomes of such requests, showing how much leave has been accrued or used. Both documents play a vital role in managing a service member's financial and leave status, ensuring that accurate records are maintained for both the individual and the military organization.

Lastly, the Form 1250, Request for Leave of Absence, is another document that aligns with the DA Form 31. This form is utilized by federal employees to formally request leave, similar to how military personnel use the DA Form 31. Both forms require the requester to provide personal information and details regarding the type and duration of leave requested. While the Form 1250 is specific to civilian federal employees, the purpose and structure mirror those of the DA Form 31, emphasizing the importance of formal leave requests in both military and civilian sectors.

Documents used along the form

The DA Form 31 is essential for military personnel requesting leave. However, there are several other forms and documents that often accompany it to ensure the leave process is handled efficiently and correctly. Below is a list of these documents, each serving a specific purpose in the leave request process.

  • DA Form 2-1: This form is the Personnel Qualification Record. It provides a comprehensive overview of a soldier's qualifications, assignments, and training history, which may be relevant when considering leave requests.
  • DA Form 4856: Known as the Developmental Counseling Form, it is used to document counseling sessions. This may be necessary if the leave request involves performance issues or other concerns that need to be addressed.
  • DA Form 268: This is the Report to Suspend Favorable Personnel Actions. It may be required if there are pending actions against a soldier that could affect their leave status.
  • DA Form 3349: The Physical Profile form outlines any medical conditions that may impact a soldier's ability to take leave or travel. It is crucial for ensuring the soldier's health is considered during the leave process.
  • DA Form 4037: This is the Request for a Change of Address form. It is often needed if a soldier's leave address differs from their duty station or if they are relocating.
  • DA Form 5305: The Family Care Plan is essential for soldiers with dependents. It ensures that appropriate arrangements are made for their care during the soldier's absence.
  • Leave Orders: These are official documents issued by the command that authorize the leave. They provide confirmation of the leave dates and any specific conditions that must be met.
  • Travel Orders: If the leave involves travel, these orders outline the logistics and funding for transportation. They are critical for ensuring that travel expenses are covered.
  • Medical Documentation: Any medical records or notes from healthcare providers may be required, especially if the leave is for medical reasons or involves a family member's care.
  • Unit Leave Policy: Each unit may have specific policies regarding leave requests. Familiarity with these guidelines is necessary to ensure compliance and proper submission of the DA Form 31.

Understanding these additional forms and documents can streamline the leave request process for military personnel. Proper preparation and submission of all required paperwork are crucial to avoid delays and ensure a smooth transition during the leave period.