Free Da 31 PDF Template

1. What is the purpose of the DA Form 31?

   The DA Form 31, also known as the Request and Authority for Leave, is a crucial document used within the United States Army. It serves the fundamental purpose of facilitating requests for leave by military personnel. Whether an individual intends to take chargeable leave, non-chargeable leave, or a combination of both, this form acts as the official means to seek approval. It covers a variety of absence types including annual (ordinary) leave, emergency leave, and terminal leave, among others. The form ensures that the leave is formally requested and approved, documented correctly, and that all related information is accurately captured and processed in compliance with the Privacy Act of 1974.

2. What information is required when filling out a DA Form 31?

   To complete a DA Form 31 accurately, several pieces of personal and leave-related information are necessary. Initially, the requester must provide their name, Department of Defense Identification (DoD ID), rank, and the date of request. Other critical details include the leave address, the organization, station, and point of contact information. Regarding the leave specifics, the form asks for the type of absence requested, the dates from which the leave starts and ends (including total days requested), and details regarding accrued, chargeable, and non-chargeable leave. Finally, the form requires signatures from the requester, their supervisor, and the approving authority, along with departure, extension, and return authorizations to be completed as appropriate.

3. How is leave categorized on the DA Form 31?

   Leave on the DA Form 31 is categorized into three main types: chargeable, non-chargeable, and a combination of both. Chargeable leave is time off that counts towards the service member's allocated leave balance, deducting from the total amount of leave they are entitled to annually. Non-chargeable leave does not affect this balance and may include circumstances like emergency leave or convalescent leave, under certain conditions. A combination implies that part of the leave requested will be deducted from the service member's balance, while the other part will not. The form includes various options under each category, allowing military personnel to specify the exact nature of their absence.

4. Who approves the DA Form 31 and what are the steps for approval?

   Approval of the DA Form 31 involves several key individuals within the requester's chain of command. Initially, the supervisor examines the request, providing a recommendation for approval or disapproval by signing the form. The final authority lies with an approving officer, who evaluates the supervisor's recommendation and the necessity of the leave, making the ultimate decision to approve or disapprove the leave request. Once approved, departure, extension, and return sections are completed by designated authorities at the relevant stages of the leave period. The process is designed to ensure that leave is granted appropriately and that military readiness is maintained.

1. Failure to correctly fill out the requestor information, including name, DOD ID, and rank, can lead to delays or rejection of the DA 31 form. Every piece of information in the requester section is crucial for accurately processing the leave request.

2. Incorrectly entering leave address details, including an outdated or incomplete address, might complicate contact efforts or misunderstandings regarding where the requester will be during the leave period.

3. Omitting or inaccurately providing the organization, station, POC email, and phone number can sever essential communication lines needed for any follow-up or clarification.

4. Not specifying the type of absence correctly, such as mistaking non-chargeable leave for chargeable, affects the leave balance and could lead to unintentional discrepancies in record-keeping.

5. Errors in the leave period dates, including the ‘from’ and ‘to’ dates, can lead to administrative complications, impacting the total days requested and potentially affecting the approval of the leave.

6. Miscalculating the total days requested or failing to correctly distinguish between chargeable and non-chargeable leave days could affect the requester’s leave balance and eligibility for future leave.

7. Leaving the signature sections (requestor, supervisor, and approving authority) incomplete. Each signature is vital for the form’s validation and the processing of the leave request.

8. Inaccuracies in the departure, extension, or return sections, including missed signatures and incorrect dates, could disrupt the tracking of the leave period and the requester’s official status, potentially leading to unauthorized absence repercussions.

Attention to detail when completing the DA 31 form is paramount. Every section and entry demands careful consideration to ensure the form is processed smoothly and the requested leave is granted without unnecessary delay or complications.

When processing a DA Form 31, or Request and Authority for Leave, there are often accompanying forms and documents required to complete or support various leave requests within the U.S. Military. These forms are essential for various procedures, such as travel approval, health assessments, or service member reassignment. Below is a list of documents frequently used alongside the DA Form 31, each serving a unique purpose in the administrative process.

• DD Form 1351-2: Travel Voucher or Subvoucher – Used by military members to apply for reimbursement for travel expenses incurred during temporary duty travel (TDY) or when relocating for a Permanent Change of Station (PCS).
• DA Form 5960: Authorization to Start, Stop, or Change Basic Allowance for Quarters (BAQ), and/or Variable Housing Allowance (VHA) – Utilized to adjust housing allowance based on changes in dependency status, which may occur with PCS moves or changes in living circumstances.
• Leave and Earnings Statement (LES): A monthly statement provided to military members detailing pay, entitlements, deductions, leave balance, and other financial information. It is often reviewed in conjunction with leave requests to verify leave balances.
• DA Form 5888: Family Member Deployment Screening Sheet – Required for verifying the medical and educational suitability of family members for overseas travel. It is crucial for service members applying for accompanied PCS leave.
• DD Form 93: Record of Emergency Data – Ensures emergency contact information and beneficiary details are up-to-date. It is important to review and update this form before extended leave or deployments.
• DA Form 31, Appendix: Command-required supplements or attachments specifying additional instructions or requirements for leave request processing specific to certain installations or units.
• PCS Orders: Official orders detailing the reassignment of a service member to a new duty station, including any authorized travel time and temporary duty (TDY) en route. These orders are necessary for processing PCS leave on the DA Form 31.
• Medical and Dental Records: Required for service members and their families when preparing for relocation to ensure continuity of care. These documents are especially imperative for overseas assignments where specific medical clearances may be needed.
• Passport/Visa Documentation: Necessary for international travel, whether for official duty or personal leave. Service members and their families must ensure these documents are valid and in order for any travel outside of the United States.

Understanding and obtaining these documents, when applicable, is vital for a smooth leave process. They each serve to streamline approvals, ensure compliance with military regulations, and facilitate financial and logistical preparations for both the service member and their dependents. Proper preparation and knowledge of these documents can significantly simplify the administrative burden associated with leave requests.

• The Family and Medical Leave Act (FMLA) Request Form is similar to the DA Form 31 because it is also used by employees to request time away from work for qualifying family and medical reasons. Like the DA Form 31, it requires specific personal and organizational details, the type and duration of the leave requested, and must be approved by the employer.

• Travel Authorization Form shares similarities with the DA Form 31 in that it is used to request and authorize official travel, detailing the traveler's information, purpose of travel, and dates. Both forms necessitate approval from a higher authority before the requested action can be taken, ensuring oversight and proper documentation of absence or travel.

• The Leave of Absence Request Form used in various workplaces resembles the DA Form 31 as it facilitates employees' requests for time off from work. This form collects information on the leave duration and reason, requiring manager or HR department approval, similar to how military leave must be approved within the military's chain of command.

• Pass Request Form often found in educational institutions for requesting permission to leave the premises temporarily, mirrors the DA Form 31 in structure and purpose, requiring details about the requester, the duration and reason for the pass, and necessitating approval from the institution’s authority figures.

• A Sick Leave Application Form is akin to the DA Form 31 as it is utilized by employees to apply for leave due to health issues. It includes sections for personal and official information, the period of leave requested, and needs to be sanctioned by a supervisor or relevant authority, similar to the layered approval process of the DA Form 31.

• The Emergency Leave Request Form, specifically for urgent leave situations, shares its purpose with the emergency leave option in the DA Form 31. It requires detailed information on the emergency, the relationship to the affected individual, and approval from the organization’s leadership, emphasizing the need for swift processing and consideration.

Filling out the DA Form 31, which is used for requesting leave from military duty, requires attention to detail and an understanding of the process. Below are lists of things you should and shouldn't do to help ensure the form is completed correctly and efficiently.

Things You Should Do:

• Ensure accuracy in all sections: Double-check that your name, DOD ID, rank, and the leave address are correct. Mistakes in these fields can delay or invalidate your leave request.
• Specify the type of absence correctly: Choose the right category for your leave, whether it's chargeable, non-chargeable, or a combination, and specify the type, such as annual leave or emergency leave.
• Sign and date the form: Your signature and the date are crucial for the form's validity. Ensure you sign it before submitting, provided you are available to do so. If you're not available, ensure your supervisor can sign on your behalf.
• Communicate with your supervisor or approving authority: Discuss your leave plans with them in advance. They need to be informed to make the approval process smoother.

Things You Shouldn't Do:

• Leave fields blank: Incomplete forms are likely to be returned or delayed. If a section does not apply to you, consider filling it with 'N/A' or 'None', as per the instructions.
• Forget to include your leave address: This information is crucial for your unit to contact you if necessary during your leave. Ensure the address and phone number are current and accurate.
• Submit without reviewing: After filling out the form, review it thoroughly. Look for incorrect data, typos, and ensure that all sections are completed as required.
• Disregard the Privacy Act Statement: Remember, this form is subject to the Privacy Act of 1974. Be aware of how your personal information is used and protected throughout this process.

There are several misconceptions about the DA Form 31, which is crucial for service members requesting leave from the military. Understanding these misconceptions can help ensure the process is as smooth as possible.

• It's only for vacation: The DA Form 31 isn't just for vacation. It covers various types of leave, including emergency, paternity, PCS, and more. Each type addresses different needs.

• Approval is guaranteed: While many may think filling out the form correctly ensures approval, it's subject to command discretion based on operational needs and the individual's standing.

• Any supervisor can sign: Only specific individuals have the authority to approve leave. This typically means your direct supervisor or someone in your chain of command with designated authority.

• No need to specify the type of leave: The form clearly requires specifying the type of leave, such as chargeable, non-chargeable, or a combination. This is crucial for accurate record-keeping and entitlements.

• Accrued leave doesn’t matter: Understanding your accrued leave is essential. It ensures you don’t request more leave than you have earned, potentially leading to unauthorized absence.

• Emergency leave has an automatic approval: While emergency leave is often prioritized, it still requires the same approval process and documentation, especially proof of the emergency situation.

• DA Form 31 covers any absence: DA Form 31 is specifically for leave. Other forms are used for different types of absences, such as TDY (temporary duty) assignments.

• Leave starts immediately after approval: The leave period stated on the form indicates when leave starts and ends. Approval does not mean leave begins instantly; planning must account for the approved dates.

Correctly understanding the DA Form 31 helps service members navigate their leave requests accurately and efficiently, ensuring they comply with military regulations while taking the time off they are entitled to.

Filling out and using the DA Form 31, the official Request and Authority for Leave document for the United States Army, is essential for soldiers who are planning to take leave. Understanding the key components and procedures associated with this form can ensure a smooth process for both the requestor and the administrative staff handling the leave requests. Here are six key takeaways:

• Privacy Act of 1974: It's important to recognize that the DA Form 31 is subject to the Privacy Act of 1974, meaning that personal information provided on the form is protected under federal law. This emphasizes the importance of handling the form with the necessary confidentiality.
• Diverse Types of Leave: The form accommodates various types of leave such as annual (ordinary) leave, emergency leave, and terminal leave, among others. The specific type of absence (chargeable, non-chargeable, or a combination) must be accurately identified to ensure the leave is properly documented and processed.
• Accurate Information is Crucial: When filling out the form, providing accurate and detailed information, such as the leave address and the precise dates of the intended leave period, helps to avoid delays. Incorrect information can complicate the approval process and potentially affect the leave authorization.
• Approval Process: The DA Form 31 must be signed by the requestor, the supervisor, and the approving authority. This tiered approval process underscores the importance of planning ahead and allowing sufficient time for each party to review and sign the document.
• Advance Leave and Extension Policies: Soldiers can request advance leave or an extension of their leave. The form includes sections for documenting these specifics, highlighting the versatility of the form in accommodating different leave-related requests.
• Documentation of Departure and Return: The form provides space for documenting the actual dates and times of departure and return. This feature facilitates accurate record-keeping and ensures compliance with the leave policy.

Proper completion and understanding of the DA Form 31 are vital for all involved parties. The form not only serves as a request for leave but also functions as a key tool for managing and tracking leave within the U.S. Army. Following the outlined procedures and ensuring complete accuracy minimizes the potential for errors and ensures a smoother process for obtaining leave approval.