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Information Required.— Regardless of whether
an investigation was conducted, specific information is
necessary to provide a complete report of the
circumstances resulting in the irregularity. When an
irregularity occurs in a DO’s account, there is a
presumption of fault or negligence on the part of the
accountable person. It is the responsibility of the person
requesting relief to dispel any doubt that the irregularity
was not the result of any fault or negligence on his or
her part.
When not supplied in the findings of any court of
inquiry, board of investigation, court-martial, or other
proceeding, certain required information (including the
endorsements) must be supplied and considered in the
request for relief, as appropriate. Failure to provide all
the required information could contribute to an
unfavorable decision on the request. The accountable
person requesting relief of liability should furnish the
following documentation:
The specific duty assignment of the accountable
individual when the irregularity occurred.
A statement showing when, how, and by whom
the irregularity was discovered,
A description of the action taken to verify the
irregularity and establish how it occurred.
A statement of when the last cash count and
balancing was effected prior to the discovery of
the irregularity.
The prevailing circumstances when the
irregularity occurred. (Prevailing circumstances
could include the volume of money handled,
volume of transactions performed, number of
personnel involved, complexity of the
transactions, actual operating conditions, and
whether a shortage of disbursing personnel
existed.)
A copy of the appropriate standard operating
procedures in effect at the time the irregularity
occurred. (If no written procedures are
available, a statement must be provided setting
forth the known and used procedures followed
at the time the irregularity occurred.)
A statement indicating whether pertinent
regulations and instructions were followed. (Or,
if they were not followed, an explanation and
justification for any omissions or deviations.)
A statement of past involvement, if any, by the
individual requesting relief in any prior
irregularities.
A statement indicating whether theft or other
criminal acts may have been involved.
A description of the manner in which the
irregularity is being carried in the DO’s account
and the identity of the DO.
Endorsements Required.— Each addressee in the
requestor’s chain of command must provide a
forwarding statement.
(The chain of command
includes the accountable DO when the requestor is a
deputy, agent, or other accountable person under the
jurisdiction of the current, accountable DO.) This
endorsement should include a specific opinion as to
whether the irregularity occurred while the accountable
individual was in the line of duty. It should also contain
a specific opinion about whether the individual was
without fault or negligence in the matter.
The
e n d o r s e m e n t s h o u l d p r o v i d e a
specific
recommendation as to whether relief should be granted.
REVIEW PROCESS FOR RELIEF OF
RESPONSIBILITY.— Upon receipt of the request for
relief, DFAS-CL will review it. The DFAS-CL will
review all endorsements and the report of investigation
for such things as completeness, validity, and
acceptance. If the request or endorsements are not
considered adequate, further information will be
requested. Relief of liability will not be granted or
denied without review and coordination of the Office of
General Counsel at DFAS-CL.
Relief Granted.— If relief is granted, DFAS-CL
will provide a letter of instruction for removal of the
deficiency from the DO’s account.
Relief Denied.— If relief is denied, the CO will be
directed to take immediate collection action against the
accountable individual. Procedures for effecting
collection of irregularities and processing and
accounting for the collection are prescribed in the
DODFMR, Volume 5.
DEALING WITH THE ABSENCE OR
INCAPACITY OF A DISBURSING
OFFICER OR A DEPUTY AT A BRANCH
DISBURSING OFFICE
When a DO dies, is incapacitated, or is removed
from disbursing duty for cause (including unauthorized
absence), the CO must take the following actions:
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