survey is an expenditure document, and it should have
ship, or a copy if the original is required elsewhere.
Internal issue documents, NAVSUP Forms 1250-1,
an assigned serial number in the expenditure document
w i l l n o t b e i n c l u d e d i n t h e ex p e n d i t u r e fi l e .
Expenditure invoices will be filed by expenditure
document number. However, expenditure invoices for
MTR items will be placed on the opposite side from
other expenditure invoices. The expenditure invoice
Expenditure documents will be numbered in
file will be retained for 1 year after completion of
accordance with the Military Standard Requisitioning
transfer or survey action.
and Issue Procedures (MILSTRIP) numbering system.
The document number consists of the service
designator code, the ship's unit identification code
This file contains the original copies of transaction
(UIC), the four-digit Julian date, and a four-digit serial
documents processed by the activity. If the original is
number. For example: If the volume of expenditure
not available, the activity may use a copy of the
documents or the location and size of physical
transaction document. The transaction documents
facilities warrants, the serial numbers may be divided
referred to in this section are the forms used for each
into separate blocks of numbers for assignment to
transfer, cash sale, or survey. The sequence for filing
categories, such as ordnance, food, ship's stores, and
the invoices is Julian date and serial number sequence.
clothing items, and other expenditures. Expenditure
The retention period of the expenditure invoice file is 3
document numbers will not duplicate document
years after completion of the expenditure transaction.
numbers assigned to requisitions unless the
requisitions are for replacement mandatory turn-in
repairable (MTR) items. Through the fiscal year, all
serial numbers, except for MTR items, run
The term issue means the process of expending
consecutively within each block for each type of
material in response to a requisition from a user,
supported unit, or activity. Refer to issue processing
p r o c e d u r e s d e s c r i b e d i n NAV S U P P - 4 8 5 . Fo r
EXPENDITURE RECORD LOG
mechanized activities, refer to the publications and
procedures for prescribed system.
The expenditure record log is used to control
expenditure document number assignments and to
provide a record of all expenditures. The expenditure
record log is divided into two segments described in
Heads of departments have authority to request
the following paragraphs.
m a t e r i a l f o r t h e o p e r a t i o n o f t h e i r r e s p e c t ive
Expenditures, Except for MTR Items--This
departments, Normally, department heads authorize
s e c t i o n o f t h e ex p e n d i t u r e r e c o r d l o g w i l l b e
someone in the department to submit issue requests
maintained for recording all transfers and surveys. If
and receive material. This may be done by submitting a
list to the supply officer, naming the individuals
the ship assigns blocks of serial numbers, this segment
authorized. The department head may use a credit card
will be subdivided to include a separate section for
system that authorizes the bearer to request and receive
each material category. The serial numbers in each
material. Either method serves not only as an
section will run consecutively throughout the fiscal
authorization for you to accept the request but also as a
control over requests submitted by departments.
MTR Items.--This section will be maintained for
Control of issues is necessary to make sure that the
recoding all shipments of unserviceable MTR items.
ship stays within the OPTAR granted by the TYCOM
Document numbers in this section will duplicate
and that only essential material is requested. The
document numbers assigned to replacement
c o m m a n d i n g o ffi c e r n o r m a l l y p r ov i d e s f o r a n
equitable distribution of the OPTAR to the various
departments by means of a departmental budget. Each
EXPENDITURE INVOICE FILES
head of department is required to operate within this
The expenditure invoice file will contain the
budget. The budget may be exceeded only with the
original of each expenditure invoice prepared by the
approval of the commanding officer.