Free Da 5840 PDF Template

FAQ about the DA Form 5840: Certificate of Acceptance as Guardian or Escort

1. What is DA Form 5840?

   DA Form 5840 serves as a Certificate of Acceptance as Guardian or Escort. It is a document used by the United States Army to officially record an individual's agreement to act as a guardian or escort for the children of a soldier in the event of the soldier's absence. This form is part of a soldier’s Family Care Plan, ensuring care for dependents is arranged and documented.

2. Why do I need to complete DA Form 5840?

   Completing DA Form 5840 is essential for soldiers who must arrange for the care of their dependents during their absence due to deployment, training, or other military duties. It formalizes the appointment of a guardian or escort, helping to facilitate access to necessary support and benefits for the dependents involved.

3. What information is required on DA Form 5840?

   The form requires detailed information about the appointed guardian or escort, including their name, address, telephone number, and email address. It also requires details about the family members under their care, including their names and ages, a statement of acceptance by the guardian, and acknowledgment of the responsibility for the soldier’s child(ren). A notary public must also acknowledge the form.

4. How do I submit DA Form 5840?

   After completing and signing DA Form 5840, and obtaining the necessary notary acknowledgment, you must submit the form as directed by your unit’s Family Care Plan coordinator or according to Army Regulation 600-20 instructions. Submission processes can vary by unit, so it’s important to check specific requirements with your superior.

5. Can DA Form 5840 be revoked or changed?

   Yes, DA Form 5840 can be revoked or changed if circumstances change, such as the guardian or escort being unable to fulfil their duties, or if the soldier wishes to appoint a different individual. Such changes require completing a new form and going through the necessary notarization and submission process again.

6. What happens if I fail to provide all requested information on DA Form 5840?

   Failure to provide all the requested information on DA Form 5840 may lead to the rejection of the soldier’s Family Care Plan. This can have serious implications, potentially affecting the soldier’s duty status and responsibilities. It’s crucial to carefully review and accurately complete the form to ensure it meets all requirements.

Completing the DA Form 5840, the Certificate of Acceptance as Guardian or Escort, requires careful attention to detail and thoroughness. Missteps in this process can lead to unnecessary delays or the outright rejection of the form. Here are four common mistakes people make:

1. Failing to provide complete information: Every section of the DA Form 5840 must be filled out with accurate and complete information. Leaving sections blank or providing partial information undermines the form's purpose and can result in its rejection. This is particularly true for sections that require detailed information about the family members under the guardian or escort's care.

2. Inaccurate or unclear legal documentation: Guardians or escorts must provide legally sufficient authority, typically through a DA Form 5841 (Power of Attorney) or similar document, that names them as the designated guardian. Submitting documents that are outdated, hard to read, or legally insufficient can impede the process.

3. Forgetting to include necessary supporting documents: The acceptance process requires additional documentation to ensure the guardian or escort can provide for the financial, medical, educational, and general welfare of the family members. Neglecting to attach these documents can lead to delays or denial of the application.

4. Overlooking the notarization requirement: The bottom section of the form must be acknowledged before a notary and include the notary's signature, seal, and commission expiry. This step is crucial for the document's legal standing and validity. Failing to have the document properly notarized is a common oversight that invalidates the submission.

It's essential to approach the completion of the DA Form 5840 with diligence and attention to detail. By avoiding these common mistakes, guardians or escorts can ensure a smoother process in their role of supporting the service member's family members.

When managing responsibilities as a guardian or escort, particularly under circumstances outlined by the DA Form 5840, one might find themselves navigating through various other documents and forms that are crucial in ensuring the comprehensive care and legal standing for the family members involved. These forms serve as tools to reinforce the guardian’s capacity to effectively manage the welfare of the soldier’s dependents in areas ranging from healthcare and financial support to education and housing.

• DA Form 5841: Often paired with DA Form 5840, this is essentially a Power of Attorney (POA) form that officially authorizes the guardian or escort to act on behalf of the service member’s family members, allowing them to make important decisions, especially in financial and medical matters.
• DD Form 1172-2: Essential for obtaining a Department of Defense (DoD) ID card for eligible family members, which grants access to military facilities and services such as healthcare and commissary privileges.
• DA Form 31: Request and Authority for Leave form that service members use to request a leave of absence. This form is crucial for guardians to understand the service member’s leave status and make arrangements accordingly for the family's care.
• DD Form 2656: Data for Payment of Retired Personnel form, crucial for situations involving retired service members. It contains information necessary for the processing of retirement pay, which could be relevant for long-term financial planning for the dependents.
• DA Form 7566: Composite Risk Management Worksheet, used to document and manage risks associated with field activities or missions, can be relevant when dependents are involved in certain military community activities or when evaluating the overall safety of the family's living environment.
• SF 86: Questionnaire for National Security Positions. While not directly related to the guardianship, understanding the service member’s security clearance and any potential implications it might have on family members is valuable.
• DD Form 2775: Personnel Security Program Access Acknowledgement. This form acknowledges an individual's access to sensitive information, which could again have indirect implications for the family members, especially concerning living arrangements and security measures.
• DD Form 1380: U.S. Field Medical Card, which documents care provided to an individual in a field environment. This could be relevant for guardians in understanding the medical history or care received by the dependents during military operations.
• DD Form 2058: State of Legal Residence Certificate, used to declare the official state of residence for tax purposes. It’s crucial for guardians to keep this information current and accurate for dependents, especially for tax filing purposes.
• DD Form 2558: Authorization to Start, Stop or Change an Allotment, which allows service members to designate a portion of their pay to be automatically directed towards another account. This can be critical for financial planning and ensuring the dependents' needs are adequately met.

In essence, each of these forms and documents complements the DA Form 5840 by providing a structured and legal framework to ensure that the care and support provided to the dependents of service members are handled with the utmost diligence and in accordance with all regulatory requirements. Navigating these documents with precision not only ensures compliance but also enhances the welfare and stability of the service member's family, reflecting the seriousness and respect with which such duties ought to be approached.

• DA Form 5841 (Power of Attorney): This document is closely related to the DA 5840 form as it directly names a guardian or escort for a service member's family in their absence, establishing legal authority. Both forms are essential parts of the military's Family Care Plan, with the DA 5841 providing the legal authorization that the DA 5840 acknowledges and accepts.

• Family Care Plan: This plan is a collection of documents that includes, but is not limited to, the DA 5840 and DA 5841 forms. Its principal purpose is to outline care arrangements for military members' dependents when they are unavailable due to deployment, training, or other duties. The DA 5840 serves as a vital component, affirming a guardian's agreement to these responsibilities.

• Service Members’ Group Life Insurance (SGLI) Beneficiary Designation forms: Similarly, these forms also deal with future planning in the context of a service member’s absence or incapacity but focus on financial aspects, particularly the designation of beneficiaries for life insurance proceeds. The DA 5840 complements these by ensuring dependents have a designated guardian for their care, linking financial provision to personal care.

• Last Will and Testament: While not limited to military members, a Last Will and Testament shares a fundamental similarity with the DA 5840 in that it involves making preparations for the care and support of dependents in the event of the drafter’s death. The DA 5840 form, in providing for the appointment of a guardian or escort, addresses a similar concern for ensuring a continuity of care and support for family members.

When completing the DA Form 5840, it's essential to follow specific guidelines to ensure accuracy and compliance. Here are the dos and don'ts one should keep in mind:

Do:

1. Ensure all the information provided is accurate and up to date, including the names and ages of the family members, and your contact details.
2. Obtain and include an original DA Form 5841 (Power of Attorney) or other legally sufficient authority naming you as the guardian/escort.
3. Confirm you have received all necessary documents to provide comprehensive support for the family members listed.
4. Have the form notarized to validate its authenticity and your agreement as the guardian or escort.

Don't:

• Leave any required fields blank. Incomplete forms may result in rejection of a soldier's Family Care Plan.
• Forget to check the accuracy of the typed or printed name of the guardian, as well as the address and contact information.
• Overlook the requirement for the form to be notarized; it's a crucial step for the document's legal validity.
• Fail to update your information if any changes occur after the form has been submitted. Keeping your details current is essential for maintaining the validity of the Family Care Plan.

When discussing the DA Form 5840, it's easy to encounter misinformation. Clarifying these misconceptions can help ensure those filling out the form understand its purpose and requirements fully. Here are ten common misconceptions and the truths behind them:

• The DA Form 5840 is only for Army personnel. While it's designed for use within the Army, as indicated by its governing body, the Department of the Army (DA), its purpose extends to the guardians or escorts taking responsibility for a soldier's family members, not just the soldiers themselves.
• It acts as a Power of Attorney (POA). This is incorrect. The form serves as a certificate of acceptance for an individual already named as a guardian or escort via a Power of Attorney (DA Form 5841) or other legal document. It does not grant legal authority by itself.
• Filling out the form is voluntary without consequences. While submission is technically voluntary, failing to provide complete information can result in the rejection of a soldier's Family Care Plan. This underscores the form's importance in military readiness and family welfare.
• The form is complex and requires legal expertise to complete. While understanding legal documents is always beneficial, the DA Form 5840 is straightforward in its purpose: to document a guardian's acceptance and capability to care for a soldier’s family members. However, ensuring accuracy and understanding the commitments involved may require advisement.
• Any guardian can sign the form. Only individuals who have been legally designated in a Power of Attorney (DA Form 5841) or similar document, and who have agreed to take on the responsibilities outlined, should sign the DA Form 5840.
• The form provides financial support to the guardian. The DA Form 5840 itself does not provide financial, medical, or educational support. It certifies that the guardian has received the necessary documents and has been briefed on how to access support services for the family members in their care.
• There's no need for a notary. The form requires notarization to verify the guardian's signature and commitment, making the documentation legally binding and credible.
• All family members must be listed on one form. Each family member being cared for under the Family Care Plan requires acknowledgment in the designated section of the form. This ensures all individuals under the guardian or escort's responsibility are accounted for and supported.
• Submitting the form guarantees access to military benefits. While the form outlines the guardian's ability to access military/civilian facilities and entitlements, actual access to benefits depends on proper registration and eligibility. The DA Form 5840 is part of the process but not the sole determiner.
• Privacy is not a concern with this form. The Privacy Act Statement at the beginning emphasizes the voluntary nature of disclosure and the protection of the individual’s information. Completing this form respects the individual's privacy while ensuring the necessary sharing of information for the well-being of the soldier's family members.

Understanding these aspects ensures proper completion and submission of the DA Form 5840, fostering the well-being of military families and compliance with Army regulations.

When it comes to completing and utilizing the DA Form 5840, there are several key points to bear in mind to ensure it’s done correctly and effectively. Here’s what you need to know:

• Understand the Purpose: The DA Form 5840 serves as a Certificate of Acceptance as Guardian or Escort. Its primary use is to document a guardian's agreement to care for a soldier's child or children in the soldier's absence, in line with Army Regulation 600-20.
• Legal Authority: The form derives its authority from 10 U.S.C. Section 3013, which empowers the Secretary of the Army to enact regulations concerning family care plans within the Army.
• Necessity of Completion: Filling out the form is voluntary. However, not providing all the requested information, or failing to submit this form, could lead to the rejection of a soldier’s Family Care Plan, significantly impacting the soldier’s career and family wellbeing.
• Required Documents: The guardian or escort needs to ensure possession of all necessary documents required to provide comprehensive support for the family members. This includes documents for financial, medical, educational, quarters, and subsistence support.
• Briefing on Procedures: The form states that the guardian or escort has been briefed on how to access military and civilian facilities, services, benefits, and entitlements. This briefing is crucial for the guardian to fulfill their responsibilities effectively.
• Legal Significance: By signing the DA Form 5840, the individual officially accepts the responsibility of caring for the named family members. This agreement is legally binding and requires a notary's acknowledgment to affirm its authenticity and the signatory’s commitment.
• Accuracy and Updates: It’s essential to ensure that all information provided on the form is accurate and up-to-date. Any changes in the guardian’s or dependent’s circumstances should prompt an update of the form to reflect the current situation.

By keeping these key points in mind, guardians or escorts can complete the DA Form 5840 properly, ensuring that they adhere to the legal and procedural requirements necessary to care for a soldier’s family members during their absence.