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The DA 31 form is an essential document for military personnel requesting leave from duty. It serves as both a request and an authority for leave, ensuring that all necessary information is collected and properly authorized. This form is governed by the Privacy Act of 1974, which means that personal information is handled with care and confidentiality. When filling out the DA 31, service members must provide details such as their name, rank, and Department of Defense ID, along with the type of leave they are requesting—whether it be annual, emergency, or for a permanent change of station, among others. The form also requires specific dates, including the start and end of the requested leave, and the total number of days off sought. Additionally, it includes sections for signatures from the requestor, their supervisor, and the approving authority, ensuring that the request goes through the proper channels for approval. Understanding the DA 31 form and its requirements is crucial for service members to navigate their leave effectively and to ensure compliance with military regulations.
How to Write Da 31
Filling out the DA 31 form requires careful attention to detail. This form is essential for requesting and authorizing leave. After completing the form, submit it to the appropriate authorities for approval. Ensure that all sections are filled out accurately to avoid delays in processing your leave request.
- Locate the CONTROL NUMBER section at the top of the form and enter the relevant number.
- In the PART I - REQUESTOR INFORMATION section, fill in your NAME (Last, First, Middle Initial).
- Enter your DOD ID number.
- Provide your RANK.
- Fill in the DATE in the format YYYYMMDD.
- Complete the LEAVE ADDRESS section with your street address, city, state, ZIP code, and phone number.
- In the ORGANIZATION, STATION, POC EMAIL AND PHONE NUMBER section, provide the required information.
- Select the TYPE OF ABSENCE by marking the appropriate box (e.g., Chargeable, Non-Chargeable, or Combination) and specify the type of leave.
- In the FROM section, enter the start date of your leave in YYYYMMDD format.
- Indicate the TOTAL DAYS REQUESTED.
- In the TO section, enter the end date of your leave in YYYYMMDD format.
- Fill out the ACCRUED LEAVE section with your current leave balance.
- Complete the CHARGEABLE LEAVE REQUESTED and NON-CHARGEABLE ABSENCE REQUESTED sections as applicable.
- In the REQUESTOR / SUPERVISOR / APPROVING AUTHORITY SIGNATURES section, sign your name as the requestor and enter the date.
- Have your SUPERVISOR NAME and title filled out, along with their recommendation of approval or disapproval, and obtain their signature and date.
- In the APPROVING AUTHORITY NAME section, provide the name, title, and rank/grade of the approving authority. They will mark their action as approved or disapproved and sign with the date.
- For the DEPARTURE - AUTHORITY SIGNATURE, fill in the date, time, name, title, and signature of the departure authority.
- Complete the EXTENSION - APPROVAL AUTHORITY SIGNATURE section if applicable, including the number of days, date approved, name, title, and signature.
- For the RETURN - AUTHORITY SIGNATURE, provide the date, time, name, title, and signature of the return authority.
- Finally, add any necessary remarks in the REMARKS section.
Misconceptions
The DA 31 form, formally known as the "Request and Authority for Leave," is an essential document for service members seeking to take leave. However, several misconceptions surround this form. Understanding these can help ensure that requests are processed smoothly and efficiently.
- Misconception 1: The DA 31 form is only for requesting annual leave.
- Misconception 2: A supervisor must always sign the DA 31 form.
- Misconception 3: Non-chargeable leave does not require approval.
- Misconception 4: The DA 31 form is not subject to privacy regulations.
Many people believe that this form is exclusively for annual leave requests. In reality, the DA 31 can be used for various types of absences, including emergency leave, environmental morale leave, and even terminal leave. This flexibility is crucial for service members facing different circumstances.
While a supervisor's signature is typically required, it is not always necessary for the requestor to sign the form themselves. If the requestor is unavailable, a supervisor can sign on their behalf. This provision ensures that leave requests can be submitted promptly, even in unexpected situations.
Some individuals think that non-chargeable leave can be taken without any formal approval. However, this is not the case. Even non-chargeable leave requests must go through the appropriate channels and receive approval to ensure proper record-keeping and compliance with military regulations.
Another common misunderstanding is that the DA 31 form does not have to adhere to privacy laws. In fact, this form is subject to the Privacy Act of 1974, which means that personal information must be handled with care. Proper safeguarding of this information is essential to protect the privacy of service members.
Da 31 Example
Key takeaways
Filling out the DA 31 form, which is the Request and Authority for Leave, is a crucial process for service members seeking to take leave. Here are some key takeaways to keep in mind:
- Understand the Purpose: The DA 31 form is used to request leave and document the approval process. It ensures that all necessary information is collected to manage absences effectively.
- Privacy Matters: This form is subject to the Privacy Act of 1974, meaning that personal information must be handled with care and confidentiality.
- Accurate Information: Fill in your name, rank, and DOD ID accurately. Any errors can lead to delays in processing your leave request.
- Specify Leave Type: Clearly indicate the type of absence you are requesting. Options include chargeable leave, non-chargeable leave, and various specific leave types like emergency leave or terminal leave.
- Dates Are Key: Provide precise dates for your leave request. This includes the start date, end date, and total days requested. Double-check these dates to avoid confusion.
- Signatures Required: The form requires signatures from the requestor, supervisor, and approving authority. Ensure that all necessary parties sign the form to validate your request.
- Keep Copies: Always keep a copy of your completed DA 31 form for your records. This can be helpful if any issues arise regarding your leave.
- Follow Up: After submission, it’s wise to follow up with your supervisor or approving authority to confirm the status of your leave request.
- Use Instructions: Utilize the instructions provided on the form. They offer guidance on how to fill it out correctly and can help prevent mistakes.
By keeping these points in mind, service members can navigate the leave request process more smoothly and ensure they receive the time off they need.
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Dos and Don'ts
When filling out the DA 31 form, it is important to follow specific guidelines to ensure the process goes smoothly. Here are ten things to do and not to do:
- Do provide your full name, including last, first, and middle initial, as required in the requestor information section.
- Do include your DOD ID number. This is crucial for identification purposes.
- Do specify the type of absence you are requesting. Be clear about whether it is chargeable or non-chargeable leave.
- Do enter the correct dates for your leave request. Make sure the format is YYYYMMDD.
- Do sign the form before submission. If you cannot sign, ensure your supervisor is available to sign on your behalf.
- Don't forget to include your leave address. This information is necessary for communication during your absence.
- Don't leave any sections blank unless they are not applicable. Incomplete forms may lead to delays.
- Don't forget to check the total days requested. Ensure it matches your planned leave duration.
- Don't submit the form without confirming that all required signatures are obtained. Missing signatures can invalidate your request.
- Don't ignore the remarks section. Use it to provide any additional information that may support your request.
Similar forms
The DA 31 form, which is used for requesting and authorizing leave in the military, shares similarities with the SF 50 form, also known as the Notification of Personnel Action. Like the DA 31, the SF 50 is a formal document that requires specific information about the individual, including their name, position, and dates relevant to the action being taken. Both forms serve as official records, ensuring that leave and personnel changes are documented and approved by the appropriate authorities. The SF 50, however, focuses on employment actions rather than leave requests.
Another document comparable to the DA 31 is the DD Form 214, Certificate of Release or Discharge from Active Duty. This form is issued upon a service member's retirement, separation, or discharge. Similar to the DA 31, it contains essential information about the service member, including their service dates and type of discharge. Both documents are critical for maintaining accurate military records and ensuring that the service member's status is clearly communicated within the military system.
The Leave and Earnings Statement (LES) is also similar to the DA 31 in that it provides important information about a service member's leave balance and earnings. While the DA 31 is a request for leave, the LES reflects the current status of leave accrual and usage. Both documents are essential for tracking leave and ensuring that service members are aware of their entitlements and obligations regarding time off.
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The Request for Leave (Form 1) used by the U.S. Coast Guard shares similarities with the DA 31 as well. Both forms require the requester to provide personal information, the type of leave being requested, and the dates of absence. The approval process for the Request for Leave in the Coast Guard mirrors that of the DA 31, with signatures required from supervisors and approving authorities to validate the request.
Lastly, the Air Force Form 988, which is a Leave Request and Authorization, is akin to the DA 31 in its purpose and structure. This form is utilized by Air Force personnel to request leave and includes sections for the requestor’s information, type of leave, and required signatures for approval. Both forms ensure that leave requests are formally documented and authorized, maintaining a consistent process across different branches of the military.