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fig. 4-15.) The originals of NAVSUP Forms 306
applicable to items for which serial numbers are
required are reviewed to find out whether or not
serial numbers have been recorded. Any original
custody records that do not list required serial
numbers are annotated to indicate that serial
numbers must be determined during the prospec-
tive inventory. The custodial department heads
are advised to make the same notation, if
necessary, on their duplicate records. At least 1
month before 15 February, either you or the
supply officer should prepare an official notice
advising all department heads of procedural
details to be followed in conducting the annual
inventory.
IMPLEMENTATION OF THE INVEN-
TORY.— Each department head is responsible for
conducting the inventory of items in his or her
custody. A file of duplicate NAVSUP Forms 306
is used to conduct and record physical inventory
of these controlled equipage items. Each item
must be sighted and inspected for serviceability
by the person conducting the inventory. Any
differences between serial numbers and amount
of equipment recorded on the custody cards must
be investigated and reconciled. The date of the
inventory, the quantity inventoried, and the
signature of the person conducting the inventory
must be entered by pen in the inventory record
of the department head’s duplicate custody
record.
As the inventory progresses, or at the finish,
the inventory entries recorded on the department
head’s records should be transcribed to the
originals maintained by the supply officer. When
the inventory quantity of any item differs from
the originals, a recount or investigative research
is required as per the NAVSUP P-485.
Upon completion of the inventory, each
department head will submit a letter to the
commanding officer, with a copy to the supply
officer. When an inventory is held upon the
change of a department head, both the relieving
and relieved department heads must sign the letter.
DEFICIENCIES AND EXCESSES.— To ob-
tain more effective management of controlled
equipage assets, some TYCOMs maintain a com-
puterized program that is designed to accomplish
the following functions:
. Afford ready visibility of existing con-
trolled equipage deficiencies and excesses
Match the reported deficiencies of one ship
with the reported excesses of another
Facilitate the redistribution of reported
excesses
Point up deficiencies of urgently required
items that no excesses are available for
redistribution
Input to this program, if maintained, is provided
by deficiency/excess reports that are required to
be submitted by the individual ship of the
TYCOM as per the reporting procedures and
format prescribed in the NAVSUP P-485.
Presentation Silver
Title 10 U.S. Code, section 7221, authorizes
the Secretary of the Navy to accept and care for
gifts of silver and other valuable articles. These
gifts or articles can be presented to a U.S. Navy
ship by states, cities, organizations, individuals,
or other sources. This presentation process serves
as the basic authority to expend operational funds
to care for these gifts. Presentation silver can
consist of a single item or a group of items. Other
valuable articles can consist of paintings,
portraits, original historical documents, engraved
clocks, and other items that the commanding
officer considers to warrant continuing account-
ability. The historical value and material worth of
such items require the maintenance of detailed,
current, and accurate inventory records for all
items of presentation silver and other valuable
gifts.
RECORDS.— A controlled equipage custody
record prepared in an original and one copy will
be maintained for each presentation silver or other
valuable gift.
If all items included in a
presentation cannot be listed and properly
identified on one card, you will have to use a
custody card for each piece. Each custody card
will include the following information:
Custody department
Card number (consecutively assigned if
more than one on card)
A complete description of item(s)
Name of donor
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