Fill Out Your Da 31 Form

Steps to Using Da 31

Completing a form correctly is crucial, especially when it pertains to something as important as requesting leave from the military. The DA Form 31, formally known as "Request and Authority for Leave," is a document that service members use to request leave. This process ensures that their leave is officially recorded and properly authorized, facilitating a smoother transition into and out of their designated leave period. Below is a straightforward guide on how to fill out the form accurately.

1. Begin by locating the Control Number field and enter the control number assigned to your leave request if applicable.
2. In the section labeled REQUESTOR INFORMATION, fill in your Name (Last, First, Middle Initial) in the space provided.
3. Enter your DOD ID number in the corresponding field.
4. Indicate your current Rank in the appropriate space.
5. For the Date, use the format YYYYMMDD to record the current date.
6. Provide your Leave Address, including Street, City, State, ZIP Code, and a contact Phone Number where you can be reached during your leave.
7. Fill in your Organization, Station, POC Email, and Phone Number to ensure proper communication.
8. Select the Type of Absence by marking the appropriate box. Choose from options like Annual (Ordinary) Leave, Emergency Leave, or Terminal Leave, among others.
9. Under the schedule of your leave, input the From and To dates (in YYYYMMDD format) in sections 9a and 9c, respectively, and indicate the Total Days Requested in section 9b.
10. Detail your Accrued Leave in 10a, Chargeable Leave Requested in 10b, and any Non-Chargeable Absence Requested in 10c, following the same date and days requested format.
11. In the Requestor/Supervisor/Approving Authority Signatures section, sign your name to validate your request and have your supervisor and approving authority complete their portions of the form.
12. Ensure that every required signature holds the corresponding Date next to it for official record-keeping.

Once these steps are completed, your DA Form 31 will be ready for review and approval by your supervisor and approving authority. It is important to keep a copy of the completed form for your records. This documentation is essential for managing your leave effectively and ensuring compliance with military leave policies.

1. What is the DA Form 31 used for?

   The DA Form 31, also known as the Request and Authority for Leave, is a document utilized by members of the United States Army. It serves as the official means through which personnel can request leave, including chargeable, non-chargeable, or a combination of both. The form covers various types of leave such as Annual (Ordinary) Leave, Emergency Leave, Permanent Change of Station (PCS) Leave, among others. It's crucial for managing leave requests within the parameters set by the Army's regulations.

2. How do I submit the DA Form 31?

   To submit the DA Form 31, the requester must accurately fill out the required sections, including personal and leave request information. This involves specifying the type of leave, the desired leave period, and the leave address. The form must then receive the necessary signatures from the requester, their supervisor, and the approving authority. Submission procedures can vary by unit, so it's advisable to check with your specific Human Resources office or command for detailed guidance.

3. Is there a digital version of the DA Form 31, or do I need to submit it in paper form?

   Both digital and paper versions of the DA Form 31 are accepted, contingent upon the policies of the individual's unit or command. With advancements in technology, digital submissions are becoming more common, offering a more streamlined and eco-friendly process. However, it's essential to verify with your command which format they prefer and if digital signatures are acceptable for all parties involved in the approval process.

4. What happens if my DA Form 31 is approved or disapproved?

   Upon review, if your DA Form 31 is approved, the approving authority will sign the form, and you will be notified of the decision. Your leave schedule will be updated accordingly, and you are required to adhere to the departure and return dates listed. In cases where the form is disapproved, the disapproving authority must provide a reason, and you may seek guidance on the next steps, which could include adjusting the request or addressing any concerns raised. Communication with your supervisor or HR department is key to understanding and potentially rectifying any issues.

5. Can I request an extension on my leave using DA Form 31?

   Yes, an extension can be requested using the DA Form 31. To do so, you must fill out the extension section of the form, specifying the number of additional days requested and submit it for approval through the same process as the original leave request. It's important to submit the request well in advance of the original return date to allow sufficient time for review. Approval of extension requests is subject to the discretion of the approving authority and the operational needs of the unit.

Filling out the DA 31 form, also known as the Request and Authority for Leave, is a critical step for military personnel planning to take leave. Errors in this form can lead to delays or outright rejection of leave requests. Here are ten common mistakes made when completing this form:

1. Misunderstanding the Types of Leave: Individuals often select the wrong type of leave due to confusion between chargeable and non-chargeable options, or misunderstanding specific categories like emergency or environmental morale leave.
2. Incorrect Dates: A common error is entering incorrect dates for the start and end of the leave period, often mixing up the format required (YYYYMMDD).
3. Incomplete Leave Address: The leave address section requires detailed information, including street, city, state, ZIP code, and phone number. Leaving out any part can cause issues with the leave request.
4. Leaving the Signature Sections Blank: All sections requiring a signature – requester, supervisor, and approving authority – must be completed. Failure to sign can result in the form being considered incomplete.
5. Erroneous Personal Information: Incorrectly filling out personal details like the DOD ID number, rank, or full name can lead to confusion and delay in processing the form.
6. Forgetting to Specify Chargeable vs. Non-Chargeable Leave: Not specifying whether the leave requested is chargeable or non-chargeable can lead to administrative errors and potential issues with leave balances.
7. Failure to Indicate Total Days Requested: Not clearly stating the total days requested can lead to disputes or misunderstandings about the intended length of the leave.
8. Mixing Up the Control Number: The control number is crucial for tracking the request and must be accurately cited. Errors here can lead to filing and tracking issues.
9. Incomplete Supervisor/Approving Authority Information: Leaving out or inaccurately filling in the details of the supervisor or approving authority can halt the approval process.
10. Ignoring the Instructions: Each section of the DA 31 form comes with specific instructions that must be followed meticulously. Ignoring these instructions can lead to various errors in completion.

Understanding and avoiding these mistakes can greatly improve the process of requesting and receiving leave, ensuring that military personnel can take their deserved breaks without undue hassle or delay.

When processing leave and related administrative matters in the military, the DA Form 31 is a crucial document. However, it's often accompanied by other forms and documents, each serving its unique purpose in ensuring all aspects of a service member's leave, reassignments, and other personnel actions are accurately recorded and managed. Here's a closer look at some of these essential documents.

• DA Form 4187: Personnel Action form used for requests that aren't covered by other specific forms, such as duty reassignments, special training, and changes in personal information.
• DD Form 1351-2: Travel Voucher or Subvoucher, which is necessary for service members to file for reimbursement of travel expenses incurred during official travel, including Permanent Change of Station (PCS) moves or temporary duty assignments.
• DA Form 5960: Authorization to Start, Stop, or Change Basic Allowance for Housing (BAH), and other allowances. This form is used when there are changes in a service member's dependency status, or they are moving off-base.
• DD Form 93: Record of Emergency Data, serving as a critical document where service members list beneficiaries for various military benefits and provide contact information for their next of kin.
• LES (Leave and Earnings Statement): Not a form per se, but an important document showing a service member's pay, allowances, leave balance, and deductions. It's essential for verifying leave balances when applying for leave.
• DA Form 6: Duty Roster, used for recording and managing the duty roster of military personnel. This might be necessary to coordinate before taking leave.
• DA Form 2823: Sworn Statement, often required if there are any legal matters or investigations related to the member's leave, an eyewitness account, or as part of a request for emergency leave.
• DA Form 705: Army Physical Fitness Test Scorecard, which might be reviewed or updated before approving leave, ensuring service members meet physical fitness standards.
• DA Form 5500/5501: Body Fat Content Worksheets, used along with the DA Form 705 for service members who do not meet Army weight standards and must document their body fat content.
• SGLV 8286: Servicemembers' Group Life Insurance Election and Certificate, which might need updating before deployments or significant life events covered by taking leave.

Each of these documents plays a vital role in the administration and management of military personnel affairs. Whether it's for handling leave, financial matters, or personal data, ensuring the accurate completion and processing of these forms helps maintain order and efficiency within military operations.

The DA 31 form, officially titled "Request and Authority for Leave," is a vital document for military personnel wishing to take leave. Its structure and utility bear resemblance to other forms and documents used within various sectors, highlighting the universal need for clear processes surrounding leave requests. One such similar document is the FMLA (Family and Medical Leave Act) leave request form, commonly used in civilian employment. This form, like the DA 31, collects information on the leave applicant, the type of leave requested (e.g., medical, paternity), and the period of the leave. Both forms serve to officially document the leave request and serve as a formal record that can be referenced for approval, denial, and leave tracking purposes.

Another document akin to the DA 31 is the PTO (Paid Time Off) request form found in many private companies. Comparable to the sections requiring details of the leave period in the DA 31, PTO request forms also require employees to specify the start and end dates of their requested time off. Although used in a non-military context, the emphasis on official requests and the authority’s approval highlights a procedural similarity, ensuring that the absence has been duly authorized and recorded, which is crucial for manpower and resource planning.

Sick leave applications in civilian workplaces also share functionalities with the DA 31 form. These applications, designed for employees to formally request time off due to illness, often require similar information to that found on the DA 31, such as personal identification details, the specific dates of the leave requested, and a section for authority endorsement. While the context may differ — one focusing on health and the other on a range of leave types — both documents formalize the process of requesting leave, ensuring appropriate documentation and authorization.

Lastly, the request for Educational Leave of Absence forms, used by students in educational institutions, parallels the DA 31. These forms are utilized when a student needs to take a break from their studies for various reasons, needing to provide personal details, the reason for the leave, and the expected duration of the absence. Like the DA 31, these forms must be submitted for approval, ensuring that the institution is aware of the student’s absence and can make necessary adjustments. Despite differing contexts, the principle remains the same: a formal request must be made and approved to ensure a smooth process for both the requester and the institution.

When it comes to filling out the DA Form 31, a request and authority for leave for military personnel, both attention to detail and accuracy are paramount. This form not only facilitates the processing of leave requests but also ensures that military personnel's entitlements are correctly accounted for. To help navigate the process, here are some essential do's and don'ts:

• Do verify your personal information thoroughly, including your name, DOD ID, rank, and leave address. Accuracy in these fields is critical for identifying you and ensuring that your leave is properly processed and recorded.
• Do choose the correct type of absence from the options provided. Whether it's chargeable leave like annual (ordinary) leave or a non-chargeable absence such as emergency leave, selecting the appropriate type ensures that your leave balance is accurately reflected.
• Do accurately report the total days requested for leave, including the from and to dates in the format YYYYMMDD. Precision here is crucial for a clear leave record and to prevent any potential scheduling conflicts.
• Do ensure that the accrued leave (CR BAL) and the chargeable leave requested are correctly calculated. Misunderstandings in this section could affect your leave balance and entitlements.
• Do seek the necessary signatures from your supervisor and the approving authority. Their endorsements validate your leave request and are mandatory for the process.
• Don't omit or provide inaccurate contact information for your leave address. This information may be needed for official contact during your leave period.
• Don't forget to review the form for any errors or omissions before submitting it. A second look can catch mistakes that could delay the processing of your leave.

While these tips offer a guide through the completion of the DA 31 form, always refer to the latest instructions and guidelines from the Department of Defense and your specific branch to ensure compliance and accuracy.

Misconceptions about the DA Form 31, which is used by members of the Army to request and authorize leave, are common. Understanding this form correctly is crucial for both superiors and the requestors to ensure a smooth process for leave approval and documentation.

• DA Form 31 is only for vacation leave: A misconception exists that DA Form 31 is solely for vacation purposes. However, this form accommodates various types of leave, including emergency, paternity/maternity, adoption, and more, not just annual or ordinary vacation leave.

• Approval is guaranteed: Filling out DA Form 31 does not ensure approval. Approval is at the discretion of the supervisor and the approving authority based on the individual's service needs and circumstances.

• Any superior can sign the form: Not every superior in the chain of command has the authority to sign off on a DA Form 31. Only designated supervisors and approving authorities can endorse the leave request.

• Leave starts immediately after submission: Another common misunderstanding is that leave begins as soon as the DA Form 31 is submitted. Leave does not begin until the form is approved, signed, and all official procedures are followed.

• No need for documentation or reason: While the DA Form 31 does not require lengthy explanations, appropriate documentation (for example, for emergency leave) and a justified reason for absence are often necessary, especially if the leave could impact unit readiness or mission accomplishment.

• Paper form is the only option: With advancements in digital processing, the misconception that DA Form 31 must be submitted in paper form persists. Electronic submission methods are increasingly accepted and encouraged for efficiency and environmental reasons.

• DA Form 31 is only for active duty members: Some may believe that DA Form 31 is exclusively for active-duty personnel. However, reservists and National Guard members on active duty or training status also use this form to request leave.

• Accrued leave doesn’t need to be monitored: There's a false notion that there's no need to keep track of accrued leave when filling out DA Form 31. In reality, accurately reporting accrued, chargeable, and requested leave is necessary to avoid discrepancies or potential issues with pay.

• Supervisor approval is the final step: Quite often, individuals think that their immediate supervisor’s approval is the last step. Depending on the organization's structure and the reason for leave, additional approvals may be required from higher authority levels.

Dispelling these misconceptions about the DA Form 31 is important for ensuring that the process of requesting and approving leave is understood clearly and executed smoothly. This understanding benefits both the individuals requesting leave and their commands, ensuring that leave policies are applied fairly and consistently.

Filling out and using the DA Form 31, which is a request for leave document used by members of the Army, requires attention to detail and an understanding of how this document functions within the military leave system. Here are key takeaways to help navigate its use:

• The Privacy Act of 1974 applies to the DA Form 31, meaning personal information provided on the form is protected under this act.
• The form is used for various types of absences, including chargeable and non-chargeable leave, emphasizing its versatility for different leave situations such as emergency, annual, or terminal leave.
• Each request necessitates the inclusion of requestor information, such as name, DOD ID, rank, and leave address, ensuring that personal and contact details are accurately recorded.
• The need to specify the type of absence reflects the necessity for Army personnel to categorize their leave accurately, affecting how leave days are accounted for.
• Accurate dates for the start and end of leave (FROM and TO) are crucial for calculating the total days requested, influencing the approval process.
• Filling in the accrued leave section correctly helps in managing one's leave balance effectively, preventing discrepancies in leave records.
• The form requires signatures from the requestor, supervisor, and approving authority, signifying a multi-level review and approval process.
• Sections for departure, extension, and return verify accurate tracking of leave duration and any adjustments made.
• The remarks section is designated for additional notes or special instructions related to the leave request, offering space for clarification or extra information relevant to personnel or finance departments.
• Understanding that the DA Form 31 is governed by AR 600-8-10 and the proponent agency is DCS, G-1, helps in identifying the regulatory framework and administrative authority behind leave requests.

Properly completing the DA Form 31 is essential for Army personnel to ensure their leave is authorized and accurately recorded, highlighting the importance of understanding its components and requirements.