User Handbook

Transcription

User Handbook

Central Clothing Distribution
User Handbook
Version 1.4
Prepared by
KYLOC
August 2006
PREFACE
This User Handbook provides detailed information needed by Unit level personnel
ordering military clothing and accessories from the ARNG Central Clothing Distribution Facility
(CCDF).
To maximize its usefulness to Unit Supply Sergeants, this handbook integrates “how to”
information as well as providing regulatory and policy guidance. No two states will choose to
have identical issue policies and regulatory guidance. To accommodate this fact, this handbook
is provided to states in electronic format, with Appendix D reserved for insertion of individual
state policy guidance.
CCDF provides expedient and reliable service to soldiers. BDU Uniforms are supplied
with name patches, organization patches, and US Army tapes attached; units will not incur
charges for sewing of these items to uniforms. The Army Combat Uniform (ACU) is also
available at CCDF. For each ACU order, units must purchase the following: nametapes, insignia
rank, insignia shoulder sleeve, and US Flags.
Units have two choices, routine and emergency, when considering delivery times of their
orders. The delivery time for routine is 10 days and emergency is 3-6 days. The preferred method
for placing orders is via the Internet, however orders may be placed via facsimile (fax) in
emergency situations only.
Stewardship is central in doing business with CCDF. To a large degree, business success
is dependent on the supply sergeant’s stewardship. A supply sergeant’s order is not reviewed
prior to be submitted to CCDF. If the unit has funds available and an order is placed, then the
order at hand will be shipped with no review from CCDF. Scrutiny of the supply sergeant’s
stewardship is an after-the-fact event. In addition, supply sergeants may use the clothing report
engine to generate a large number of detail specific reports and forward any of these reports to
their headquarters or maintain them locally for the annual on-site review as directed by the
Command Supply Discipline Program (CSDP).
This handbook will provide the Supply Sergeant with all of the information, forms, and
tools needed to provide outstanding service to the unit’s soldiers. The three keys to success are as
follows:
i
•
Understand the mechanics of the program by reading these instructions.
•
Know and apply command policies concerning military clothing.
•
Exercise stewardship by providing the soldier with the uniforms he/she needs while at
the same time thinking like a taxpayer.
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CONTENTS
CONTENTS................................................................................................................................... iii
1.0
GENERAL...........................................................................................................................9
1.1
PURPOSE OF THE USER HANDBOOK ......................................................................9
1.2
BACKGROUND .............................................................................................................9
1.3
REFERENCE...................................................................................................................9
1.4
TERMS AND ABBREVIATIONS ...............................................................................10
1.5
REQUESTS FOR AND CHANGES TO THIS HANDBOOK.....................................12
1.6
POINTS OF CONTACT................................................................................................12
1.6.1
CENTRAL CLOTHING DISTRIBUTION FACILITY ...........................................12
1.6.2
STATE ADMINISTRATORS AND CONTACT INFORMATION ........................14
2.0
SYSTEM SUMMARY ......................................................................................................14
2.1
OVERVIEW ..................................................................................................................14
2.2
SYSTEM ENVIRONMENT .........................................................................................14
3.0
ACCESS TO THE SYSTEM.............................................................................................16
3.1
REGISTRATION ..........................................................................................................16
3.2
CONFIRMATION OF REGISTRATION.....................................................................16
3.3
CHANGES TO DODAAC REGISTRATION DATA..................................................17
4.0
INTERNET ORDERING PROCESS ................................................................................18
4.1
INTRODUCTION .........................................................................................................18
4.2
LOGGING IN ................................................................................................................18
4.3
ORDERING...................................................................................................................21
4.3.1
FOR AN INDIVIDUAL ............................................................................................21
4.3.2
BULK ORDERS........................................................................................................35
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4.3.3 ORDER FOLLOWUP ..................................................................................................38
4.4
ON-LINE DOCUMENT REGISTER............................................................................38
4.4.1
GENERAL.................................................................................................................38
4.4.2
PENDING REGISTER..............................................................................................39
4.4.3
SHIPPED REGISTER ...............................................................................................40
4.4.4
RECEIVED REGISTER............................................................................................41
4.4.5
TURN-IN REGISTER ...............................................................................................41
5.0
ALTERNATIVE ORDERING PROCESSES ...................................................................42
5.1
GENERAL.....................................................................................................................42
5.1.1
5.2
CATALOGS .............................................................................................................42
ORDERING BY FACSIMILE (FAX) ..........................................................................43
5.2.1
GENERAL.................................................................................................................43
5.2.2
ORDERING...............................................................................................................44
5.2.3
RESOLUTION OF ERRORS ON FAXED ORDERS..............................................49
5.3
ORDERING BY ELECTRONIC MAIL (E-MAIL)......................................................49
5.4
ORDERING BY TELEPHONE ....................................................................................50
5.5
ORDERING BY US MAIL ...........................................................................................50
5.6
SPECIAL ORDER CLOTHING ...................................................................................51
5.6.1
GENERAL.................................................................................................................51
5.6.2
INSTRUCTIONS.......................................................................................................51
5.6.3
RECORDING MEASUREMENTS AND OTHER DATA.......................................52
5.6.4
SUBMITTING THE ORDER....................................................................................52
6.0
CHECKING ORDER STATUS .......................................................................................53
6.1
GENERAL.....................................................................................................................53
6.2
ACCESSING ONLINE REPORTS...............................................................................57
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6.3
ONLINE REPORTS ......................................................................................................58
6.3.1
BULK ORDER REPORT......................................................................................60
6.3.2
EMERGENCY URGENCY REPORT ..................................................................61
6.3.3
SOLDIER DEMAND REPORT............................................................................62
6.3.4
SOLDIER ORDER HISTORY REPORT .............................................................63
6.3.5
STATE DEMAND REPORT ................................................................................64
6.3.6
UNIT DEMAND HISTORY REPORT………………………………………….65
6.3.7
UNIT ORDER HISTORY REPORT…………………………………………….66
6.3.8
UNIT HISTORY - DETAILED REPORT………………………………………67
6.4
7.0
MANIPULATING THE DATA….………………………………………….……..
BILLING……………………………………………………………………………..…..
7.1
GENERAL.....................................................................................................................69
7.2
AUTOMATED VALIDATION………………………………………………………
7.2.1
BY E-MAIL .............................................................................................................70
7.2.2
BY SURFACE MAIL ..............................................................................................71
9.0
CLOTHING TURN-INS AND RECYCLING..................................................................73
9.1
9.2
CLOTHING TURN-IN PROCEDURES.......................................................................73
9.1.1
GENERAL................................................................................................................73
9.1.2
UNSERVICEABLE TURN-INS ..............................................................................73
9.1.3
SERVICEABLE TURN-INS....................................................................................74
9.1.4
DOCUMENTING TURN-INS .................................................................................75
CLOTHING RECYCLING ...............................................................................................78
APPENDIX A................................................................................................................................79
APPENDIX B .........................................................................................................................81
FACSIMILE AND MAILORDER……..…………………………………………………...81
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TAB A .................................................................................................................................82
CCDF FORM 3078 ................................................................................................................82
(NEW GARMENTS) ..............................................................................................................83
TAB B .....................................................................................................................................84
CCDF FORM 3078-2 ..............................................................................................................84
(RECYCLED GARMENTS) ..................................................................................................84
APPENDIX C ................................................................................................................................86
PROCESSING UNIFORM TURN-INS AND RECYCLING ......................................................86
TAB A .....................................................................................................................................87
PROCESS FLOW CHARTS.....................................................................................................7
TAB B ......................................................................................................................................98
DOCUMENTING FWT DETERMINATION FOR UNSERVICEABLE ITEMS .................98
TAB C ....................................................................................................................................101
DISPOSITION OF TURN-INS..............................................................................................101
TAB D ....................................................................................................................................103
CCDF TURN-IN PROCESS ..................................................................................................103
C.D.1 GENERAL ...................................................................................................................104
C.D.2 DOCUMENTING THE TURN-IN..............................................................................106
C.D.2.1 OVERVIEW............................................................................................................106
C.D.2.2 AUTOMATED TURN-IN PROCESS ....................................................................106
C.D.2.3 MANUAL TURN-IN PROCESS ............................................................................111
C.D.2.4 HISTORY AND RECEIPT GENERATION PROCESSES ...................................116
TAB E.....................................................................................................................................117
CCDF FORM 3161M.............................................................................................................117
SOLDIER’S SIGNATURE.....................................................Error! Bookmark not defined.
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TAB F .....................................................................................................................................122
MARKING ITEMS RETAINED BY SOLDIER...................................................................122
APPENDIX D..............................................................................................................................124
STATE POLICIES..................................................................................................................124
D.1 ISSUES TO NON-PRIOR SERVICE ENLISTEES .......................................................125
D.1 ISSUES TO NON-PRIOR SERVICE ENLISTEES .......................................................125
D.2 OBTAINING SPECIAL ORDER ITEMS ......................................................................125
D.3 OBTAINING ORDERING AUTHORITY INCREASE ................................................125
D.4 BULK ORDERING.........................................................................................................125
D.5 ALTERATIONS..............................................................................................................125
D.6 BILLING RECONCILATION........................................................................................125
D.7 CLOTHING TURN-INS .................................................................................................125
D.8 USE OF RECYCLED CLOTHING ................................................................................126
D.9 IN-STATE RECYCLING OF UNIFORMS....................................................................126
APPENDIX E ..............................................................................................................................127
ORDERING FROM................................................................................................................127
THE AAFES WEB SITE........................................................................................................127
E.1 INTRODUCTION ...........................................................................................................128
E.2 ACCESSING THE WEB SITE .......................................................................................128
E.3 SELECTING ITEMS ......................................................................................................128
APPENDIX F...............................................................................................................................131
ALTERING AND FITTING ARMY UNIFORMS…............................................................131
A HANDBOOK FOR TAILORS ...........................................................................................131
TAB A ....................................................................................................................................132
MALE UNIFORM .................................................................................................................131
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TAB B ....................................................................................................................................139
FEMALE UNIFORM.............................................................................................................138
INDEX .........................................................................................................................................151
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1.0 GENERAL
1.1
PURPOSE OF THE USER HANDBOOK
The purpose of this user handbook is to provide the Unit Supply Sergeant with detailed
instructions on processes to be used in obtaining and accounting for military uniforms and
accessories from Central Clothing Distribution Facility (CCDF).
1.2
BACKGROUND
Establishment of CCDF was based upon results from a study. This study investigated
Army National Guard procurement methodologies for enlisted military clothing. The purpose of
the study was to seek out cost effective solutions in providing enlisted military clothing while
meeting the following requirements.
•
Allow electronic submission of orders from the unit to the distribution facility.
•
Issue BDU uniforms with nametapes, US Army tapes, US flags, and unit patches
affixed.
1.3
•
Issue ACU uniforms with US Army tapes and nametapes.
•
Ship uniforms to units as soldier kits.
•
Ship routine orders to arrive at units within 10 business days of ordering.
•
Ship urgent orders to arrive at units within 3 business days of ordering.
•
Generate backorders based on an original document number.
•
Facilitate recycling of used, serviceable uniforms.
REFERENCE
Regulatory guidance for the ARNG clothing program is provided by Army Regulation
(AR) 700-84, Issue and Sale of Personal Clothing, dated 28 February 1994. Using its authority as
a Reinvention Center, the National Guard Bureau (NGB) secured a waiver of provisions of AR
9
700-84 governing how support is requested and received from a Clothing Issue Point (CIP) and a
later waiver of provisions covering uniform exchange/replacement/turn-in processes. The
revision of AR 700-84 now in process will be consistent with this Handbook.
In the event that instructions in this handbook conflict with the guidance in AR 70084, the guidance in this handbook will be followed.
1.4
TERMS AND ABBREVIATIONS
AAFES – Army and Air Force Exchange Service
ACU – Army Combat Uniform
AG – Army Green
AGR – Active Guard/Reserve
AO – Action Officer
AR – Army Regulation
ARNG – Army National Guard
ARNGUS – Army National Guard of the United States
BDU – Battle Dress Uniform
CCA- Classification Code “A”
CCB – Classification Code “B”
CCD – Central Clothing Distribution
CCDF – Central Clothing Distribution Facility
CCDUH – Central Clothing Distribution User Handbook
CIP – Clothing Issue Point
CML – Commercial
CSD – Command Supply Discipline
CSDP – Command Supply Discipline Program
DA – Department of Army
DEERS – Defense Eligibility & Enrollment Reporting System
DODAAC – Department of Defense Activity Address Code
DOIM – Director of Information Management
DSCP – Defense Supply Center- Philadelphia
DSN – Defense Switched Network
10
DUI – Distinctive Unit Insignia
EHWBDU – Enhanced Hot Weather Battle Dress Uniform
EOF – Electronic Order Form
FAX – Facsimile
FEDLOG – Federal Logistics Data
FSC – Federal Supply Class
FY – Fiscal Year
HWBDU – Hot Weather Battle Dress Uniform
IAW – In Accordance With
ID – Identification
ING – Inactive National Guard
LIRMan – List of Issues Report Manager
LTL – Less-Than-Truckload
MOA – Memorandum of Agreement
NGB – National Guard Bureau
NIIN – National Item Identification Number
NLT – Not Later Than
NSN – National Stock Number
OA – Ordering Authority
OIC – Officer in Charge
OST – Order Ship Time
PM – Program Manager
POC – Point of Contact
RDD – Required Delivery Date
SSAN – Social Security Account Number
TBD – To Be Determined
TM – Technical Manual
ULLS-G - Unit Level Logistics System – Ground Module
ULLS-S4 – Unit Level Logistics System – S4 Module
UPS – United Parcel Service
USAR – United States Army Reserve
11
USPFO – United States Property and Fiscal Office(r)
USPS – United States Postal Service
1.5
REQUESTS FOR AND CHANGES TO THIS HANDBOOK
Suggestions for changes to this handbook may be submitted to Kentucky Logistic
Operation Center (KYLOC) [email protected]. Please send a copy of your suggestion, with
rationale, to your state’s Central Clothing Distribution (CCD) Administrator listed in paragraph
1.6. Suggestions need not be submitted on DA Form 2028.
1.6
points of contact
1.6.1 Central Clothing Distribution Facility
Internet Web Site Addresses: www.ngmmc.ngb.army.mil or www.ngmmc.com are the
two Internet web addresses you may use in navigation to CCDF. If your computer is on the .mil
network, you must use the www.ngmmc.ngb.army.mil web address. The .mil network
architecture is not compatible with the .com web address and errors will result if you attempt to
use the .com website from a computer on the .mil network.
Prospective users must complete an Application for User Identification (ID), as
prescribed by their state CCDF Administrator. Access to both .mil and .com web addresses are
password protected and please remember that passwords are case sensitive.
Informal questions and suggestions to CCDF may be posted on the Customer Talk
website bulletin board. The bulletin board can be accessed at www.ngmmc.ngb.army.mil or
www.ngmmc.com by clicking the icon. No password is required for access to the bulletin board.
Mailing Address:
Bluegrass Station
Attn: Chris Ripy, MIS Director
KY LOC, Building 6
5751 Briar Hill Road
Lexington, KY 40516-9721
Shipping address (via the US Postal Service) for returned military clothing:
Bluegrass Station
Attn: Danny Neikirk
12
KY LOC, Building 14
Telephone:
To place an order by voice or for any other necessary voice communication with the
CCDF: Toll Free: (888) 255-1131 (This is NOT a fax number.)
FAX: (For other than orders) DSN 745-3133; CML (859) 293-3133.
FAX: (For orders only) DSN 745-3670 Toll Free (888) 356-2443; CML (859) 293-3670
E-mail:
Points of Contact for Specific Questions:
NAME / TITLE / SUBJECT
Jasper Carpenter
Director, KYLOC
Program Administration
PHONE E-MAIL
DSN 745-3857/3471
CML (859) 293-3857/3471
E-mail:
[email protected]
Heath Tucker
Information Systems Supervisor
Computer Support
DSN 745-3868
CML (859) 293-3868
E-mail:
[email protected]
Connie Spicer
Customer Service Supervisor
Unit Orders and Shipments to Units
DSN 745-3988/3688
CML (859) 293-3988/3688
Email:
[email protected]
13
1.6.2 State (A list of State Administrators and contact information for each can be accessed from
the CCDF Main Menu by clicking the STATE CONTACTS button.)
State Administrator for the Central Clothing Distribution Program:
Mailing Address:
FOR COMPLETION
BY STATE
Telephone:
E-mail:
Points of Contact for Specific Questions:
SUBJECT
POC
PHONE
E-MAIL
2.0 SYSTEM SUMMARY
2.1
OVERVIEW
The ARNG central clothing distribution system is designed to provide consistent and
responsive military clothing support to ARNG enlisted soldiers by allowing units to order
directly from the distribution facility and delivering orders directly to the unit via commercial
carrier.
The ordering system is Internet-based. Units without an Internet capability can submit
orders and check an order status via facsimile, telephone, or US Mail.
2.2
SYSTEM ENVIRONMENT
Use of the Internet ordering capability requires a Pentium 1 processor or higher, IBM-
compatible computer, and Netscape version 3.0 or higher or Microsoft Internet Explorer version
14
5.0 or higher. AOL users should be aware that AOL provides its customers with an AOL web
browser. This browser may not be compatible with making orders but you may use AOL for
logging onto the Internet and select either Internet Explorer or Netscape browser from your
computer if so equipped.
Users are strongly encouraged to perform a one-time check to ensure their browser is
adequate. The check is as follows:
•
Log onto the site.
•
Follow the ordering instructions in this handbook (Section 4.3) until the Common
Items Screen is displayed.
•
On that screen, highlight a size other than the size on the top line of the pull-down
size box. Watch whether the NSN changes when you highlight the other size.
•
If the NSN does change, your browser is adequate. If not, the browser must be
upgraded before using the Internet for ordering from CCDF.
•
Browser issues/problems should be referred to your DOIM.
15
3.0 ACCESS TO THE SYSTEM
3.1
REGISTRATION
Before a unit can receive support from CCDF three actions must be completed.
•
CCDF must be provided with contact and shipping address information for the unit.
When a unit first transitions to this support, the State Administrator manages the
process.
•
Ordering access is controlled. This requires each individual be registered and
authorized to submit orders through CCDF. State Administrators manage this process.
Normally, the individual authorized to order for a unit will be the fulltime supply
sergeant. An alternate authorized individual may be registered for a unit as well, this
allows ordering to continue in the absence of the supply sergeant. It is the unit’s
responsibility to initiate any required changes by forwarding their request to their
State Administrator. A template for the Request for Access form is provided in
Appendix A.
•
Please contact the State Administrator to terminate an individual’s access to CCDF.
•
The State Administrator is solely responsible for inputting the Ordering Authority
(OA) information, ceiling against which the unit/DODAAC can order, into the CCDF
system. The OA is the dollar amount an unit is authorized to spend with CCDF
during the fiscal year. CCDF cannot adjust unit-ordering authority.
3.2
CONFIRMATION OF REGISTRATION
State Administrators will notify new users when they are granted access to CCDF. The
State Administrator will give new users a user identification (User ID) and password for
accessing the CCDF website. If a user’s password is lost or forgotten, please contact the State
Administrator to have the password reset.
16
3.3 CHANGES TO DODAAC REGISTRATION DATA
Changes to a DODAAC’s shipping address or any other DODAAC registration data must
be sent to the State Administrator. Requests sent directly to CCDF will not be honored. This is a
fraud-prevention requirement.
17
4.0 INTERNET ORDERING PROCESS
4.1
INTRODUCTION
Use of the Internet is the preferred method of accessing and ordering from CCDF. The
CCDF Internet site may be accessed through government-provided or personal Internet accounts.
Procedures used to order via fax, telephone, or US Mail are addressed in Section 5.
4.2
LOGGING IN
Bring your Internet browser up on your computer. In the address line, type
www.ngmmc.ngb.army.mil or www.ngmmc.com (If you are accessing on a commercial
connection) and press Enter. The initial screen is displayed in Figure 4-2-1.
Figure 4-2-1. NGMMC Entry Screen
18
PROBLEMS CONNECTING?
If you are on a military network (RCAS) and are unable to connect using the
www.ngmmc.ngb.army.mil address, please contact the .mil help desk at DSN 327-9614, Ext. 3
or 1-800-821-3097, Ext. 3. (Help desk hours are 0600-1800 M-F and 0800-1800 Sat and Sun.)
Let the help desk know that they should refer to their ticket as a “CCDF Problem”.
Click on the
button. The screen in figure 4-2-2 will be displayed after selecting the
CCDF button.
Figure 4-2-2. CCDF User Login Screen
Enter your User ID and Password. (Both are unique to individual users. To have website
access, your unit must be registered and each authorized individual must have applied for and
received a user ID and password. Please do not forget that passwords are case sensitive)
If a password is lost or forgotten, contact the State Administrator who can solve the
problem.
Click the
button. The Main Menu screen is displayed (Figure 4-2-3).
19
Figure 4-2-3. CCDF Main Menu Screen
This screen provides you with eight options:
•
Place an individual order for military clothing.
•
Place an order for military clothing in bulk quantity.
•
Check the status of a previously placed order.
•
Research information for pending, shipped, and received orders.
•
Generate reports, and Turn-in Clothing.
•
Get the name, e-mail address, and phone number of a State Administrator.
•
State Admin section.
•
Clothing turn-in Home Page.
20
4.3
ORDERING
4.3.1 FOR AN INDIVIDUAL
At the Main Menu (Figure 4-2-3), click on
and the Personal Clothing
Request Screen, shown in figure 4-3-1, begins the order process.
Figure 4-3-1. Personal Clothing Request Screen
Complete the fields as follows.
•
DODAAC – The dropdown menu lists all the DODAACs for which you are
authorized to order. Select the appropriate dodaac for which you are placing an order.
Once a DODAAC is selected, you may review the dodaac financial history for the
current fiscal year by clicking on the
Figure 4-3-2 is displayed.
21
button. The screen shown in
Figure 4-3-2. Ordering Authority Information Screen
– Current FY OA – The current amount your state has allocated for purchasing
required military clothing from CCDF.
− State Adjustments – Used by the State Administrators. Used to adjust unit OA
amounts based on state needs or requirements.
− CCDF Adjustments – Used by CCDF to adjust unit OA based on cancellation
of unshipped orders or post credit for returned/unused items.
– Orders – This is the FEDLOG value of all Condition Code A items ordered
from CCDF by the DODAAC during the current FY.
– Available Balance – This is the total amount remaining available to your DODAAC for the
current Fiscal Year (Available Balance = FY0A - Orders + Adjustments + Returns.)
•
GENDER – The default is
. If ordering for a female soldier, select
.
•
LAST NAME – Enter the last name of the soldier requiring clothing.
•
FIRST NAME – Enter the first name of the soldier requiring clothing
•
MIDDLE INITIAL – If none, leave blank.
•
SSAN – Enter the 9 digit Social Security number, WITHOUT dashes.
•
GRADE – Select pay grade (E.g., E-6) from drop-down menu.
22
•
URGENCY – Select the urgency of your order as follows:
- Emergency Ground – Order must be delivered within 3-6 business
days. This order will be shipped the business day after the customer
submits it. Delivery time will be the UPS ground standard for the state.
For example, PA will receive the order 3 business days after they
submit it, FL 4 business days, NV 5 business days, etc.
- Emergency Air – Order must be delivered within three business days after it is
submitted. This order will reach any customer within 3 business days after the
customer submits it. This option is VERY EXPENSIVE. Emergency Air
service is not available to OCONUS customers.
− Routine – Order must be delivered within 10 business days after it is
submitted.
− Deferred – Order can take longer than 10 days but must be delivered by a
specified Required Delivery Date (RDD). Note: If this option is selected, also
enter the Julian RDD in the box. Deferred orders allow multiple orders to be
consolidated by CCDF and save shipping dollars.
•
CATEGORY – Select
•
TRANS TYPE – Select the appropriate transaction type from the dropdown menu. If
.
the order is a supplemental issue for a soldier about to enter AGR status or initial issue
please select
. If the soldier is turning in a serviceable or an
unserviceable FWT used item and ordering a replacement, select
. If
the order is an item that does not replace a similar existing item, select [Supplemental].
If the order is for a Prior Service Initial Issue, select
Service Initial Issue, select
select
; Non-Prior
; equipping a soldier for a Service school,
. Each of these last three types of issue will receive service
equivalent to Routine Urgency (10 business days). The difference between this and
normal Routine Urgency is that these three transaction types will be guaranteed ten
business days service, even when surges of orders are resulting in late delivery of other
routine urgency shipments. In the rare instances when faster service is required, select
either Emergency Ground or Emergency Air Urgency.
23
STATE POLICY ON
ISSUES TO NON-PRIOR SERVICE ENLISTEES
See Appendix D
When all information has been entered, choose the first page with items you desire to
order and click that button. It is recommended that, if you wish to order recycled items, you
move to that page first.
4.3.1.2 Like New Free Items Screen
The Like New Free Items Screen (Figure 4-3-1-2-A) lists all items that are currently
available in (Like-new) condition. The only sizes that are listed in the Like New Free Items
Screen are those currently in stock in recycled condition. (Not all sizes are available in (Likenew) condition at any point in time – it depends on what has been turned in). Select a quantity
and size. Notice that the unit price is zero. Recycled items are provided as free issue. Also note
that the NSN has FSC of “9999”, this is used by CCDF’s system to distinguish used items from
new items. Ensure that appropriate Insignia, Shoulder, Sleeve are ordered on the Common Items
and/or Male&Female pages. If shoulder sleeve insignia for the left shoulder is ordered, it is sewn
free. When the ordering of Like New Free items has been completed, select the appropriate
button to proceed to the next screen required for your order. If the recycled items are the last
button.
items you are ordering, select the
Figure 4-3-1-2-A. Like New Free Items Screen
24
Due to system limitations, it is not possible to ensure that all sizes listed on the recycled
items screen are actually in stock. The stockage position is updated weekly. If an item selected is
out of stock, the Order Summary Screen, viewed near the end of the ordering process (Figure 43-1-2-B), will indicate the out of stock item and you will have the option of going back and
ordering an unused item or of waiting and reordering the recycled item later.
Figure 4-3-1-2-B. Order Summary Screen Like New Free Out-of-Stock
25
4.3.1.3 Common Items Screen
The Personal Clothing Request Common Items Screen is shown in Figure 4-3-1-3-A.
Figure 4-3-1-3-A. Personal Clothing Request (Common) Screen
For each item desired, use the dropdown menus to select the quantity and size required.
To choose a size, you must click on the size so that it is highlighted in blue! The program
automatically selects the correct National Stock Number (NSN), calculates the total price, and
populates those fields. If a size is not selected, the item may appear on the order with a Federal
Supply Class (FSC) of “0000”. You will not receive it. If a recycled item is stocked by CCDF, it
is listed on the page entitled “Recycled Items”.
CCDF is not authorized to provide:
•
Special order personal clothing. Individuals who cannot be fit with standard sizes of
military clothing must have these clothing items special-ordered. Special order
requests are submitted by the unit through the USPFO or DOL to DSCP and are not
filled by CCDF. Special order procedures are described in Section 5.6 of this
Handbook.
26
•
Non-NSN personal clothing (including loose nametapes, embroidered US Army tapes
and nameplates).
•
Maternity Green uniform components.
•
Organizational Clothing and Individual Equipment (OCIE) including Maternity
Camouflage Uniforms.
•
Nametapes, other than those affixed to uniforms issued by CCDF, cannot be ordered
separately from CCDF. State policy on obtaining nametapes for uniforms in soldiers’
possession is found in Appendix D.
If in accordance with State policy, maternity green uniform components, nameplates,
nametapes, and US Army tapes can be obtained from the Army and Air Force Exchange Service
(AAFES) if charged to an IMPAC VISA or personal credit card. AAFES provides free shipping.
Orders may be placed as follows:
•
By telephone (800-527-2345)
•
By Fax (214-583-5006)
•
By Internet (www.aafes.com). See Appendix E for the Internet ordering procedure.
Note that the Internet ordering screen does not allow for ordering nametapes for more
than one last name on a single order.
Distinctive Unit Insignia (DUI), sometime referred to as unit crests, will not be stocked
by CCDF unless (1) it possesses a standard NSN and (2) a state has requested that it be stocked.
Personal clothing assigned a standard NSN but not listed on the CCDF Internet ordering screens
may be ordered by fax (CCDF Form 3078) or phone.
STATE POLICY ON
OBTAINING SPECIAL ORDER ITEMS, NAMETAPES AND
DISTINCTIVE UNIT INSIGNIA (CRESTS)
See Appendix D
27
When you have ordered all of the common items needed by the soldier, go the next
appropriate ordering screen or, if finished, click on the
button at the bottom of
the screen.
Make sure you select any required organization shoulder patches (Insignia, shoulder,
sleeve) or sewn-on tabs (E.g. special forces). If tabs are ordered, they will be sewn on at no
additional charge, the same as the organizational patch. If ordering the Special Forces patch,
ensure that an airborne tab is also ordered.
State Tabs are not stocked or issued. However, if the soldier is entitled to one or more
state tabs, select the appropriate number of state tabs on the Accessories page. State tabs will not
be provided, but CCDF sewing personnel will sew the Insignia, Shoulder, Sleeve (Unit patch)
lower to accommodate later (Local) affixing of the tab.
UNIT PATCHES
Subdued insignia, shoulder, sleeve (Unit Patch) for wear on the left sleeve is found on the
Common Items Screen. Full color insignia, soldier, sleeve for wear on the left sleeve is found on
the Male and Female Item screens. Former wartime service unit insignia, shoulder, sleeve for
wear on the right sleeve is found on the Accessories Screen. Sewing for shoulder sleeve insignia
and tabs worn on the left sleeve is provided and is free (While combat unit patches worn on the
right sleeve can be requisitioned, sewing is not provided at this time).
4.3.1.4 Male/Female Screens
Based on the gender selection you select on the Personal Clothing Request Form Screen,
a listing of authorized male-specific or female-specific items is displayed (Figure 4-3-1-4-A).
28
Figure 4-3-1-4-A. Men’s and Women’s Clothing Screens
29
Use the dropdown menus to select the quantities and sizes required. The program
automatically selects the correct NSN, calculates the total price, and populates those fields.
When all common items needed for the soldier are ordered, go the next appropriate
button at the bottom of the screen.
ordering screen or, if finished, click on the
Make sure you order any organization shoulder patch (Insignia, shoulder, sleeve) or sewn-on
tabs (E.g., special forces). Sewing is provided free of charge.
4.3.1.5 Accessories Screen
The Accessories screen is shown at figure 4-3-1-5-A. Items available include various
types of insignia. This form can also be used to order sewn-on tabs (E.g., special forces). If state
tabs are needed, see paragraph 4.3.1.3.
Figure 4-3-1-5-A. Accessories Screen
Use the dropdown menus to select the quantities and sizes required. The program
automatically selects the correct NSN, calculates the total price, and populates those fields.
When all accessories needed for the soldier are ordered, go the next appropriate ordering
screen or, if finished, click on the
30
4.3.1.6 Ribbons and Attachments Screen
The Ribbons and Attachments screen is shown in figure 4-3-6-1-A. Use the dropdown
menus to select the quantities and types required. The program automatically selects the correct
NSN, calculates the total price, and populates those fields.
Figure 4-3-6-1-A Ribbons and Attachments Screen
When all awards needed for the soldier are ordered, go the next appropriate ordering
screen or, if finished, click on the
4.3.1.7 Order Summary Screen
Clicking the
button displays a screen that summarizes the items
ordered and their total price (Figure 4-3-1-7-A). Check carefully to ensure that you are
ordering the correct items and sizes. Should you need to add or change items for the current
order, click the
button and you will return to the common form ordering page.
If you fail to select a size for any item, a pop up window appears reminding you to select a size.
31
Figure 4-3-1-7-A. Order Summary Screen
4.3.1.8 Purchase Confirmation Screen
Click on
to display a Purchase Confirmation screen (Figure 4-3-1-8-
A). Clicking on
transmits your order to CCDF. From that point on, the only
way to change, correct or cancel your order is to telephone CCDF’s customer service.
Figure 4-3-1-8-A. Purchase Confirmation Screen
The purpose of this screen is to ensure that the CCDF database contains the correct
shipping address for the DODAAC. If the shipping address is incorrect, immediately contact
32
CCDF’s customer service at DSN 745-3988 or, if lacking DSN access, toll free at 888-255-1131
or (859) 293-3988.
If the cost of your order exceeds your remaining OA, or would exceed the state’s
ordering limit (Even if your unit did not exceed its limit), a warning screen (Figure 4-3-1-8-A)
will be displayed. The State Administrator must be contacted to increase the OA allotment
before the order can be processed.
Figure 4-3-1-8-A. Insufficient OA Screen
STATE POLICY ON
OBTAINING AN INCREASE IN ORDERING AUTHORITY
See Appendix D
4.3.1.9 Receipt Screen
If you desire to obtain a receipt (CCDF Form 3) for your order (Figure 4-3-1-9-A), click
on the Purchase Confirmation Screen.
Use the “File” “Print” function in your Internet browser to print the receipt.
33
Figure 4-3-1-9-A. Receipt Screen.
Urgency Codes found on CCDF Form 3 are as follows:
CODE
1
4
2
3
URGENCY
Emergency Air
Emergency Ground
Routine
Deferred
4.3.1.10 Options Upon Completing the Ordering Process
CCDF’s automated system creates a document register entry for each order. (See
paragraph 5.2.2.) Upon completion of an order, the receipt screen presents three options:
•
Confirmation Page (Returns to the Confirmation screen).
•
Shop for Another Soldier (Returns to the Personal Clothing Request screen).
•
Exit the Ordering Screen (Returns to the Login screen).
34
If, after completing the order, you discover a mistake, call CCDF’s customer service
immediately. The mistake can be fixed if it is reported before the order is shipped.
4.3.1.11 System-imposed Limitations on Internet Ordering
In some circumstances, two or more sizes of the same item cannot be ordered on a single
document unless one is new and the other is recycled. Solution: Use multiple fax orders (See
paragraph 5.2) or multiple Internet orders.
In addition, two or more decoration or insignia sets may also not be available for order on
a single document. Solution: Use multiple fax orders (See paragraph 5.2) or multiple Internet
orders.
4.3.2 BULK ORDERS
4.3.2.1 Definition
A bulk order is a single requisition for one or more NSNs for either (1) immediate issue
to two or more soldiers or (2) for authorized stockage at the unit level to meet anticipated future
demands.
4.3.2.2 General
The CCDF ordering system will accept bulk orders from any DODAAC/unit authorized
to order from CCDF. Paragraph 15-2b of AR 700-84 specifically allows unit stockage of up to
five sets of rank insignia per enlisted grade and 25 insignia, organization, shoulder and
specifically prohibits the ordering of socks for stockage at unit level. State policy on bulk orders
is addressed in Appendix D. Recycled items may not be ordered in bulk.
No more than 25 Insignia, shoulder sleeve and no more than ten of any other one
item/NSN may be ordered on a single bulk order. If a larger quantity is requested, it will be
reduced to 25 or ten by CCDF before the order is processed and no backorder will be created for
the difference between the ordered and the issued quantities.
STATE POLICY ON
35
BULK ORDERING
See Appendix D
4.3.2.3 Bulk Ordering Procedure
At the Main Menu screen (Figure 4-2-3), click on
.
The Personal Clothing Request Form, configured for a bulk order, is displayed (Figure 43-2-3-A).
Figure 4-3-2-3-A. Bulk Clothing Request Screen
Enter the information requested.
•
DODAAC – Select from the drop-down box.
•
SUPPLY SGT LAST NAME – Self-explanatory.
•
SUPPLY SGT FIRST NAME – Self-explanatory.
36
•
MIDDLE INITIAL – If none, leave blank
•
URGENCY – Refers to speed of delivery.
When you have completed the form, click
.
The Personal Clothing Request (Common) screen is displayed (Figure 4-3-1-3-A). If this
is needed for your bulk order, complete it as described in paragraph 4.3.1.3. However, instead of
selecting a quantity from the drop-down menu, enter it in the quantity field. To choose a size, you
must click on the size so that it is highlighted in blue.
When finished with the Common Personal Clothing Request screen, select the next
required ordering screen, or the
button if the order is complete.
will display a summary of your order. Check carefully to ensure that you are ordering the
correct items and sizes. The remainder of the process is the same as that described in paragraphs
4.3.1.7 through 4.3.1.11.
4.3.2.4 Ordering Like New Free Items
Recycled items may not be ordered in bulk.
4.3.2.5 System-imposed Limitations on Bulk Ordering
No more than 25 Insignia, shoulder, sleeve and no more than ten of any other one
item/NSN may be ordered on a single bulk order.
Two or more sizes of the same item cannot be ordered on a single document.
Multiple types of decoration sets and ribbon attachments are not available for order on a
single Internet order. Solution: Use multiple fax orders (See paragraph 5.2) or multiple Internet
orders.
Two or more ranks of the same type (I.e., pin-on) rank insignia, multiple branch insignia,
multiple miscellaneous insignia, and multiple qualification badges cannot be ordered on a single
Internet order. Solution: Use multiple fax orders (See paragraph 5.2) or multiple Internet orders.
37
4.3.3 ORDER FOLLOW UP
Shortly after an order is submitted via Internet, fax or telephone, the order will appear on
the Order Status screen (See Chapter 6) and in the Pending Order Document Register (Figure, 60-B).
Units are invited to monitor order status using the Document Register or Order Status
Screen.
4.4
ON-LINE DOCUMENT REGISTER
4.4.1 General
CCDF maintains a suite of three on-line document registers that automatically posts unit
orders; backorders created, and order status. Unit involvement is limited to a requirement to
acknowledge receipt. The requirement to maintain a separate document register at unit level is
terminated.
The document registers are accessed from the main menu by clicking the document
register
button. The Document Register home page (Figure 4-4-1-A) is displayed. A
brief description of each register is provided; select the appropriate register.
Figure 4-4-1-A. Document Register Home Page
38
4.4.2 Pending Orders Register
The Pending Orders Register (Figure 4-4-2-A) lists orders received by CCDF and that are
in the process of being filled. Pending Orders are defined as, “Orders that are in the process of
being assembled and packaged but have not shipped.”
Please note the status column in Figure 4-4-2-A. The figure shows three orders and each
of these orders has “Processing” listed for the status. “Processing,” indicates an order has been
submitted, received, and is currently being assembled and packaged for shipment. If an order has
been submitted to CCDF and is later deleted by the customer, it will have “Deleted.” listed in the
status column.
An order will remain on the Pending Orders Register until it is shipped or cancelled by
the customer. In addition, when an order is shipped from CCDF it automatically migrates from
the Pending Orders Register to the Shipped Orders Register.
Figure 4-4-2-A. Pending Orders Register
39
4.4.3 Shipped Orders Register
The Shipped Orders Register (Figure 4-4-3-A) displays document register entries for
orders CCDF has shipped and have not been received by the ordering unit. When units receive
shipments, unit supply sergeants must access and update their document register to acknowledge
these shipments as being received. Updating the Shipped Orders Register is of the utmost
importance! Updating the Shipped Orders Register is extremely easy and is accomplished by
clicking on the
button for the appropriate order listing. The Shipped Orders
Register also has a text field in which supply sergeants can enter notes or comments relating to
the order at hand.
After marking an order as being received, the order listing automatically migrates to the
Received Orders Register. Orders that were shipped with no backordered items in pending status
will have an ‘X’ suffix located at the end of the document number.
If you see an order that has shipped but not yet received, please select the tracking
number link for the order at hand. The tracking number link will take you to United Parcel
Service (UPS) website and list the shipping history and current location of your shipment.
Figure 4-4-3-A. Shipped Orders Register
40
4.4.4 Received Orders Register
Documents acknowledged as received by supply personnel (Figure 4-4-3-A) migrate to the
Received Orders Register (Figure 4-4-4-A) and remain displayed on that register for 30 days
following receipt. Concurrently, the document record is posted to the Unit Order History File and
may be accessed by using the Unit Order History Report function (Figure 6-3-7-A). Thirty days
after the receipt date, the document entry is automatically removed from the Received Orders
Register, but the transaction information remains accessible by using the Unit Order History
Report function.
Figure 4-4-4-A. Received Orders Register
4.4.5 Turn-in Register
The Turn-in Register lists clothing turn-ins made to CCDF and that have been processed
using CCDF’s automated turn-in process. Turn-ins using the optional manual documentation
process are not documented in the turn-in register. Appendix C (Paragraph C.D.2.4) provides a
detailed description of the Turn-in Register. The user can display either all turn-ins for the
DODAAC (Figure C-D-6) or all turn-ins for a specific soldier, identified by SSAN (Figure C-D8).
41
5.0 ALTERNATIVE ORDERING PROCESSES
5.1
GENERAL
While the Internet is the preferred ordering medium, units lacking Internet access can
order by facsimile, e-mail, telephone, or US Mail. DSN and toll free numbers are available for
facsimile or telephone ordering (Section 1.6.1).
ORDERING BY INTERNET IS THE FASTEST WAY TO GET AN ORDER INTO THE
CCDF SYSTEM!
Units ordering by fax, e-mail, phone, or mail must be registered with CCDF (1) their
DODAAC and (2) the person(s) authorized to order. Units also must have received an OA from
the state (Section 3.1).
5.1.1 Catalogs
Given the assumption that units placing facsimile and telephone orders do not have
access to the Internet, they will need access to a catalog to determine prices and the correct NSN
for each item ordered. Please contact customer service if you are unable to access the online
catalog (Section 1.6.1).
5.1.1.1 CCDF Stocked Items
The CCDF Web Site provides a downloadable catalog of items stocked by CCDF. This
electronic catalog includes: Article name, size, NSN, gender, unit of issue (UI), and unit price.
To access the catalog, follow these steps:
•
Access the NGMMC’s opening web page at www.ngmmc.ngb.army.mil or
www.ngmmc.com.
•
Click
•
Click
.
.
42
•
To view the catalog, click “Detailed Catalog0175.xls”. To download the catalog,
click “Detailed Catalog0175.xls” while pressing the “Control” key. Users may use
their Internet browser’s file print function should they decide to print the catalog.
5.1.1.2 AAFES
Customers requiring a catalog may request a free Army Military Clothing Catalog from
AAFES at 800-527-2345 (The AAFES catalog does not list NSNs). Since officers, warrant
officers, and AGR personnel are not served by CCDF, units may wish to have an AAFES catalog
available for their use. Guardsmen can also order from AAFES via the Internet (Appendix E).
The AAFES Web Site includes an interactive online military clothing catalog.
5.2
ORDERING BY FACSIMILE (FAX)
5.2.1 GENERAL
Ordering by facsimile is an option that should be used only by units lacking Internet
capabilities. It is the preferred method of ordering for those units without Internet access. A fax
order uses the (Reproducible) order form (CCDF Form 3078 at figure 5-2-1-A ).
CCDF customers ordering by fax must have valid User Ids and passwords.
Telephone numbers that may be used to contact CCDF for fax orders are as follows:
DSN 745-3670
Toll Free (888) 356-2443
CML (859) 293-3670
If you have DSN access, please use that rather than the toll free number.
43
Figure 5-2-1-A. CCDF Mail or Fax Request Form CCDF Form 3078)
5.2.2 ORDERING
5.2.2.1 New (Unused) Uniforms
CCDF Form 3078 is found in Appendix B of this handbook and is available for download
from the “KY LOC News” Section of the CCDF website. Complete Form 3078 Fax Request
Form as follows (As an alternative, CCDF Form 3078 template is provided in Appendix A of the
electronic version of this handbook. This template can be used to fill out and print a copy of the
order form, which can then be faxed or attached to an e-mail)
If the fax order form is incomplete, CCDF may reject the order. Orders that exceed
available OA will be cancelled and the submitter will be notified.
44
•
DODAAC – Self-explanatory
•
DOC # – Insert a document date and serial from your clothing document register.
The format is Julian date + 4 digit serial. The CCDF system does not use the
document numbering system previously used to order clothing (first 4 letters of
individual’s name + last four of SSN). Ensure that the document number serial does
not duplicate a number assigned to other documents by ULLS-G or ULLS-S4.
Units should create the document numbers for FAXED documents by using the
numeral 9 in the second position of the serial field. This will result in a document
number looking similar to the following: W7MBBC00350900. This allows CCDF to
discretely track faxed documents within its system.
If CCDF receives a faxed document without a “9” in the second position of the
serial, CCDF will alter the number by changing whatever character is in the second
position of the serial to a “9” before entering it in their system.
•
GRADE - Enter pay grade (E.g., E-6).
•
GENDER – Check “M” (Male) or “F” (Female).
•
LAST NAME – Self-explanatory.
•
FIRST NAME – Self-explanatory.
•
•
SSAN – Enter the soldier’s 9-digit Social Security number.
•
URGENCY – Select the urgency of your order (See paragraph 4.3.1).
•
TRANSACTION TYPE – Select the type of transaction (See paragraph 4.3.1).
•
QTY – Enter the quantity requested.
•
SIZE – Enter the size for those items available in multiple sizes.
45
•
NSN – Enter the NSN of the item you are requesting (Refer to a catalog). (If you
enter the size using a typewriter or computer, you may omit the NSN. NSN is used to
verify size and/or nomenclature when it is difficult to read due to poor handwriting or
fax quality).
•
REQUESTOR INFORMATION:
– User’s Fax Number – Enter the area code and phone number of the unit’s fax.
– Requestor’s Name – Print the name of the person submitting this request.
– User ID – Enter the CCDF User ID assigned to the person preparing the
requisition (This is the same ID used to gain access to the CCDF’s Internet
website).
– Telephone #: Enter the unit’s telephone number.
– E-mail – Print the e-mail address of the person who should be contacted if
there are problems with the order.
− Signature – The individual identified by the User ID must sign here.
•
INSIGNIA, SHOULDER, SLEEVE INFORMATION – Print the name of the unit’s
patch and the NSN for the colored and subdued varieties (If patches are being
ordered).
5.2.2.2 Recycled Uniforms
Complete CCDF Form 3078-2 (Fax or Mail Request Form) as follows. (As an alternative,
CCDF Form 3078-2 template is provided in Appendix A of the electronic version of this
handbook. This template can be used to fill out and print a copy of the order form, which can
then be faxed or an electronic copy can be attached to an e-mail).
•
DODAAC – Self-explanatory
•
DOC # – Insert a document date and serial (See paragraph 5.2.2.1).
46
Figure 5-2-2-2-A. CCDF Form 3078-2
•
GRADE – Enter pay grade (E.g., E-6).
•
GENDER – Check Male or Female.
•
LAST NAME – Self-explanatory.
•
FIRST NAME – Self-explanatory.
•
47
•
SSN – Enter the soldier’s 9-digit Social Security number.
•
URGENCY – Select the urgency of your order (See paragraph 4.3.1.1).
•
TRANSACTION TYPE – Select the type of transaction (See paragraph 4.3.1.1).
•
QUANTITY – Enter the quantity requested.
•
SIZE – Enter the size for those items available in multiple sizes.
•
NSN – Enter the NSN of the item you are requesting (Refer to a catalog). (If you
enter the size using a typewriter or computer, you may omit the NSN. NSN is used by
CCDF to verify size and/or nomenclature when it is difficult to read due to poor
handwriting or fax quality.)
•
REQUESTOR INFORMATION:
– User’s Fax Number – Enter the area code and phone number of the unit’s fax.
– Requestor’s Name – Print the name of the person submitting this request.
– User ID – Enter the CCDF User ID assigned to the person preparing the
requisition (This is the same ID used to gain access to the CCDF’s Internet
website).
– Requestor’s Telephone Number – Enter the unit’s telephone number.
– Requestor’s E-mail – Print the e-mail address of the person who should be
contacted if there are any problems with the order.
− Requestor’s Signature – The individual identified by the User ID must sign
here.
•
INSIGNIA, SHOULDER, SLEEVE INFORMATION – Print the name of the unit’s
patch and the NSN for the colored and subdued varieties (If patches are being
ordered).
48
5.2.3 Resolution of Errors on Faxed Orders
ORDERING ERROR
CCDF ACTION
Header information is unreadable or missing.
Processing of order will be suspended and the unit will be notified
by e-mail, fax or phone.
The size for an item that is issued by size is not readable, is
missing, or the size entered does not exist.
The item will be deleted from the order. The unit will not be made
aware of the deletion until it receives the order marked “Issue
Complete” on the CCDF Form 3078-1.
Unit patches are ordered without unit patch information being
legibly entered at the bottom of the form.
Patches will be deleted from the order and the garment will be
shipped without patches. The unit will not be made aware of the
deletion until it receives the order, marked “Issue Complete” on
the CCDF Form 3078-1.
UserID or Requestor Signature is omitted or UserID is illegible.
The order will be cancelled and the unit will be notified by fax, email or telephone.
The dollar value of the items ordered exceeds the OA available to
the unit or to the state.
The order will be cancelled and the unit will be notified by fax, email or surface mail. Unit must take action specified in Appendix
D (3) of the User Handbook and resubmit using a different
document number when OA is available.
Recycled garments are ordered with CCDF Form 3078-2 and the
sizes ordered are not available when the order is processed.
The item will be deleted from the order. The unit will not be made
aware of the deletion until it receives the order marked “Issue
Complete” on the CCDF Form 3078-1. If none of the items on the
order are available, the entire order will be cancelled and the unit
will be notified by fax, e-mail or telephone.
Figure 5-2-3-A. Resolution of Errors on Faxed Orders
5.3
ORDERING BY ELECTRONIC MAIL (E-MAIL)
Ordering by e-mail is an option that should be used only by those lacking Internet
browsing capabilities.
CCDF customers ordering by e-mail must have completed the actions described in
section 3.1. That is, the DODAAC and individual authorized to place orders must be registered
with CCDF and the unit must have OA allocated by the state.
To submit an e-mail order, make a copy of CCDF Form 3078 or 3078-2 templates
provided in Appendix A of the electronic version of this User Handbook. The CCDF Form 3078
template can also be downloaded from http://www.ngmmc.com/downloads/elec3078.dot. (If you
have not been provided with the electronic version of this Handbook and do not have Internet
access to download it, contact your State Administrator who can e-mail you the electronic
version of the template. Then follow the instructions in Appendix A). Fill out the template, to
include NSNs. Once the order is complete, save it as a Microsoft Word document, and then
49
attach the Word document to an e-mail addressed to [email protected]. In the e-mail’s
subject line, enter “E-Mail Order”.
Errors in e-mailed orders will be resolved as described in Figure 5-2-3-A.
5.4
ORDERING TELEPHONE
Ordering by telephone is an option that should be used only by those lacking
Internet and fax capabilities.
CCDF customers ordering by telephone must have completed the actions described in
section 3.1. That is, the DODAAC and individual authorized to place orders must be registered
with CCDF and the unit must have OA allocated by the State Administrator.
Telephone orders should be documented on CCDF Form 3078 or 3078-2 (See Appendix
B). Either of these forms may serve as a worksheet and as the document supporting the entry on
the document register.
Telephone numbers that may be used to order from CCDF are:
DSN: 745-3988/4171
Toll Free: (888) 255-1131 (This is NOT a fax number.)
Commercial: (859) 293-3988/4171
If you have DSN access, please use that rather than the toll free number.
5.5
ORDERING US MAIL
Ordering by US Mail is an option that should be used only by those lacking
Internet, fax, e-mail and telephone capabilities. It is the slowest ordering medium.
CCDF customers ordering by US Mail must have completed actions described in section
3.1. That is, the DODAAC and individual authorized to place orders must be registered with
CCDF and the unit must have OA allocated by the state.
Do not use mail order for items having an urgency of “Emergency.” Use Internet, e-mail,
telephone or fax for these requirements. Mail orders will be processed as “Routine” or
“Deferred” urgency. With routine urgency, items will be delivered within 10 days of the date
your order is received by CCDF.
50
Mail orders should use the (Reproducible) CCDF Form 3078 or 3078-2 in Appendix B.
(As an alternative, the CCDF Form 3078 or 3078-2 template provided in Appendix A of the
electronic version of this handbook can be used to fill out and print a copy of the order form,
which can then be mailed). Mail the order to:
Bluegrass Station
KY LOC, Building 6
Errors in mailed orders will be resolved as described in Figure 5-2-3-A.
5.6
SPECIAL ORDER CLOTHING
5.6.1 General
Soldiers who cannot be fitted with standard clothing items (Those sizes assigned an
NSN) must be provided specially made clothing, which is ordered from Defense Supply Center
Philadelphia (DSCP). DSCP has established an Internet-based ordering process for special
measure clothing. If your state authorizes use of this process, Appendix D of this Handbook,
please follow the procedures described therein.
Remember that correctly fitting clothing is absolutely dependant on precise
measurements. Do not attempt to shortcut any procedures in the measuring process. The process
used and appropriate Internet links to the instructions and forms you need, are provided below.
5.6.2 Instructions
The first step in the measuring process is to read the instructions. There are separate
instructions for men’s clothing and for women’s clothing. Use the appropriate Internet link
below:
Women: http://www.dtic.mil/whs/directives/infomgt/forms/eforms/dd1111.pdf
Shoes: http://www.dtic.mil/whs/directives/infomgt/forms/eforms/dd0150.pdf
•
Men: http://www.dtic.mil/whs/directives/infomgt/forms/eforms/dd0358.pdf
The instructions contained in the links above use great detail in describing how to obtain
precise measurements for a soldier’s body. Before beginning to measure, scan to near the end of
51
the instructions, where it tells which of the multiple measurements are required for a specific
garment (Not all measurements need to be taken for any one type of garment).
5.6.3 Recording Measurements and Other Data
Measurements and other required data should be recorded in an electronic form, which
will subsequently be forwarded as your State Administrator specifies. Again, there are separate
Electronic Order Forms (EOFs) for men and for women:
Women: http://www.dtic.mil/whs/directives/infomgt/forms/eforms/dd1111.pdf
Shoes: http://www.dtic.mil/whs/directives/infomgt/forms/eforms/dd0150.pdf
Men: http://www.dtic.mil/whs/directives/infomgt/forms/eforms/dd0358.pdf
The following sections on the electronic order form should be left blank and are to be
completed by the State Administrator or other USPFO/DOL personnel:
•
Ordering Officer
•
Other Information
5.6.4 Submitting the Order
Upon completion, the EOF should be submitted as directed in Appendix D. It can be
printed and sent in hard copy or, more preferably, sent as an e-mail attachment.
STATE POLICY ON
SUBMITTING SPECIAL ORDERS
See Appendix D
52
6.0 CHECKING ORDER STATUS
6.1 GENERAL
Order status may be accessed from the CCDF website by clicking the
button in the Main Menu screen. After clicking the Order Status button, the following screen will
appear (Figure 6-1-A).
Figure 6-1-A. Order Status Screen
Once arriving at the Order Status page (Figure 6-1-A), select the dodaac drop-down box,
and choose the appropriate dodaac and then select the “Get Order Status” button. This will return
document number(s) for the dodaac you selected in the dodaac drop-down box, shown in figure
6-1-B.
53
Figure 6-1-B. Order Status Report
The order in which document numbers and number of documents are displayed in the
screen at any given time may be adjusted to accommodate user preferences. Select the “Sort By:”
and “Show” drop-down menus to change the sort order and number of document numbers to be
displayed. After making these selections, click the
button and your selection will be
displayed according to drop-down menu choices.
Clicking on a document number will display all the individual clothing items by NSN
associated with that particular document number. Backorder is a term used to describe an item
that a unit orders but CCDF does not have in stock at that particular moment in time. A
backorder is created automatically by the CCDF system and the system assigns the suffix “B” to
the end of the document number. Both the original document number and the document number
with a “B” suffix will appear on the report. If none of the items ordered are on hand, the CCDF
system will convert the entire order to a backorder. In this case, the order status report will
contain a single entry consisting of the original document number without a “B” suffix appearing
on the report. If there is a further backorder, another “B” is added, resulting in a document
number with a “BB” suffix.
54
Most order shipments will be made via UPS. Very light packages shipped to OCONUS
customers will be sent via the United States Postal Service (USPS). Packages with a low
monetary value may be sent via USPS without deliver confirmation service. The “Tracking
Number”, Figure 6-1-B, will be the UPS shipping number or USPS delivery confirmation
number and either tracking numbers may be used to trace/confirm delivery of shipments. Click
on the appropriate tracking number listed in the order status screen to trace/confirm delivery of a
shipment. Packages shipped by USPS without delivery confirmation service will be indicated as
“FIRST CLASS” on the order status screen.
Another option for tracking a UPS shipment is calling (800) 742-5877 and selecting the
track package option through Voice Recognition Services.
The automated ”Click the tracking number” feature from the order status page is a timesavings tool. Selecting this link will take you directly to the UPS website where you will find the
following information about your package: Date of Shipment, Time of Shipment, Current
Location, Quantity of Packages, and Name of individual signing for the package. Please refer to
Figure 6-0-C for an example of the UPS tracking information made available.
Figure 6-1-C. UPS Track by Tracking Number
55
If you need additional information about your shipment, select the
,
link, as shown in Figure 6-1-C, and detailed information about your package’s shipment will be
listed in the format shown below in Figure 6-1-D. The “View Package Progress” link contains
information that is extremely helpful in determining if a shipment has been received or
identifying the current location of a shipment not yet received.
Figure 6-1-D. UPS View Package Progress
56
6.2
ACCESSING ONLINE REPORTS
To access online reports, click on the
button located in the CCDF main menu
screen (Figure 6-2-A). Eight reports are available online and these reports are designed to aid
customers in by providing many different types of information concerning orders made through
CCDF.
Figure 6-2-A. CCDF Main Menu
57
6.3
ONLINE REPORTS
The Clothing Report Engine screen (Figure 6-3-A) will appear after selecting the
Reports button from the CCDF main menu. Select one of the eight report options from the
Report Name drop-down menu.
Figure 6-3-A. Clothing Report Engine
To the right of the Report Name drop-down menu, you will see another drop-down menu
labeled Report Format. The Report Format drop-down menu allows users to select from one
of three formatting options used in generating reports.
The first report format option is pdf (.pdf format/portable document format), your
computer must have Adobe Acrobat Reader 6.0 or higher to view reports generated in the pdf
format. Adobe Acrobat Reader is free of charge and may be downloaded at
http://www.adobe.com.
The second report format option is Excel (.xls format), your computer must have
Microsoft Excel 97 or higher to view results of any report generated in the Excel format.
58
The last format option available in the Report Format drop-down is Text (.txt format).
You may use any basic text editor to view reports generated in the text format. The most
common programs used for viewing or formatting a text document is Notepad and Wordpad.
Define the time period to be covered for the report using the Start Date and the End
Date drop-down menus (Note: You must select the year in Start date and End Date drop-down
menus before selecting the day of the month).
Select the State or DODAAC drop-down menu. The State drop-down menu will
generate report information for your state and the dodaac selection will return information for the
dodaac you select (The DODAACs appearing on the drop-down menu are those that the user’s
LOGIN ID allows them to access). When all the report option fields are complete, click the Run
Report button.
Note: the Soldier Demand History and Soldier Order History reports are accessed slightly
differently. You must enter the soldier’s SSN rather than selecting parameters from the State or
DODAAC drop-down menus.
59
6.3.1 BULK ORDER REPORT
The Bulk Order report will generate a list of items that have been bulk ordered through
CCDF. The Bulk Order report allows users to generate reports specific to state or dodaac. Please
refer to (Figure 6-3-1-A) for an example of a Bulk Order report.
The Bulk Order report provides the dodaac, document number, NSN, nomenclature,
quantity, and extended price. The report also generates total price for items relating to a single
document number.
Figure 6-3-1-A. Bulk Order Report
60
6.3.2 Emergency Urgent Report
This report (Figure 6-3-2-A) displays the urgency value used for order shipments. In
addition, this report also lists dollar values with respect to the appropriate document number.
This report is extremely helpful in viewing and monitoring urgency values assigned to
shipments.
Frequent use of emergency (Air or ground) urgency by a unit indicates a broken process
or a lack of prior planning at the unit level. One such example may include late notification of
school training and this unnecessary imposes higher shipping costs on the supply system.
Figure 6-3-2-A. Emergency Urgency Report
61
6.3.3 Soldier Demand History Report
The Soldier Demand History report (Figure 6-3-3-A) displays items issued to a specific
soldier. This report allows you to enter an individual soldier’s SSAN and the report will return
NSN, nomenclature, quantity, and size of all items issued to the specified soldier. The report also
gives you a total dollar amount of all issues made to an individual soldier as well.
Figure 6-3-3-A. Soldier Demand History Report
62
6.3.4 Soldier Order History Report
The Soldier Order History report is very similar to the Soldier Demand report (Figure 63-4-A). This report displays a list of clothing items issued to an individual soldier for a specified
period of time.
Soldier Order History returns document numbers, date entered, first name, last name,
SSAN, NSN, article and total quantity.
Figure 6-3-4-A. Soldier Order History Report
63
6.3.5 State Demand Report
This report (Figure 6-3-5-A) displays a history of items ordered by a state for a specific
date range. The report returns PGC, nomenclature, quantity, and extended sales totals for each
PGC code. In addition, this report also returns a total sales amount, which is comprised of PGC
extended sales totals.
This report will most generally be large in size and may require a substantial amount of
time for the results to be returned.
Figure 6-3-5-A. State Demand Report
64
6.3.5 Unit Demand History Report
This report generates items that a specific dodaac has ordered (Figure 6-3-5-A) for the
time period you choose. The Unit Demand report returns the PGC, nomenclature, and quantity of
items issued.
Figure 6-3-6-A. Unit Demand History Report
65
6.3.7 Unit Order History Report
This report displays a history of items ordered by a dodaac for the date range you input
(Figure 6-3-7-A). The Unit Order History report returns the state, document number, last name,
first name, middle initial, SSAN, total cost, ship date, received date, and any remarks a supply
sergeant may have input concerning the shipment.
Please note if a supply sergeant does not enter information for a shipment when received,
the report will return “remarks” as a default.
Figure 6-3-7-A. Unit Order History Report
66
6.2.8 Unit Order History – Detailed Report
The Unit Order History – Detailed report (Figure 6-3-8-A) is similar to the Unit Order
History report (Figure 6-3-7-A). The major difference between these two reports is that orders
are detailed by individual item in the Unit Order History – Detailed report.
Command Supply Discipline Teams desiring a list of all items issued to a unit during a
specified period, arrayed by soldier, will likely select this report.
Figure 6-3-8-A. Unit History – Detailed
67
6.4 MANIPULATING THE DATA
Reports cannot be manipulated online. However, it is fairly easy to manipulate data if the
report has been saved to your computer and the report was generated using the Microsoft Excel
formatting option.
After saving the report locally, open the Excel spreadsheet, and follow the directions
below for data manipulation:
•
Highlight all the data in the worksheet including column titles.
•
Select Data from the standard toolbar and the option Sort will appear.
•
After selecting Sort, a window will appear in your screen and the name of this
window is “Sort”. Select the “Sort by” drop-down menu and make your selection by
column and select okay. Your data will now be sorted according to the selection(s)
made in the Sort window. Using the Sort option to manipulate data will maintain
row-level integrity for the information.
Data manipulation is not available with the .pdf and .txt formats. Although, you can
search for specific text or numbers that you want view with these two formats. To search for
specific text, select Edit from the standard toolbar and then choose the Find option.
After choosing the Find option, a window appears and you will enter the specific text or
numbers that you want the program to search for. You may also use the keyboard shortcut “Ctrl
+ F” to search for specific text or numbers.
68
7.0 BILLING
7.1
GENERAL
States are billed monthly for issues made to their units. The billing period begins on the
16th of any month through the 15th of the following month. There is one exception to this billing
cycle.
October 1st is always the first day of the new Fiscal Year. Since the new Fiscal Year does
not begin on the 16th of October, CCDF will have a short billing period to accommodate this fact.
The short billing period will cover the days of October 1st to October 15th.
Since the location where receipt records are maintained is the DODAAC/unit,
USPFOs/DOLs must involve the unit in validating and reconciling billing information.
The USPFO/DOL will receive a List of Issues Report (Figure 7-1-A) for each DODAAC,
listing the document numbers of orders shipped the previous billing cycle, the cost of each order,
and the total charges by that DODAAC for the month. As stated above, the billing cycle runs
from the 16th of any month to the 15th of the following month.
Figure 7-1-A. List Of Issues Report
69
7.2
AUTOMATED VALIDATION
7.2.1 By E-Mail
USPFOs/DOLs having e-mail connectivity with units will normally validate bills using a
software program called “List of Issues Report Manager (LIRMan).” This program sends an email message similar to that shown in (Figure 7-2-1-A) to the designated DODAAC point of
contact (POC). The e-mail lists all the monthly orders that CCDF has reported as being shipped
for concerned DODAAC(s).
Figure 7-2-1-A. List of Issues Validation E-mail
The e-mail requests that units annotate the message one of three ways:
•
“Y” – if the shipment was received and the dollar amount on the shipment’s CCDF
Form 1348-1 matches the dollar amount on the bill.
•
“N” – if the shipment was not received. [Prior to responding with a “N”, it is a good
idea to check the CCDF site’s “Shipping Status” screen and track the shipment using
the carrier’s tracking number (see Chapter 6). There have been instances of someone
else at the armory/installation having signed for and storing “missing” shipments. If
70
the UPS tracking number indicates that the shipment was delivered, the system will
also identify the name of the person who signed for the shipment.]
•
With the dollar amount on the shipment’s CCDF Form 3078-1 (I.e.; “121.15”), if the
amount on that form does not match the amount shown as “Order Cost”.
To respond to the e-mail message:
•
First – Click the
•
Second – Make an entry in each set of brackets in the “Received?” column (see
button. Do not click the
button.
above).
•
Third – Click the
button.
IMPORTANT NOTE: Before using the reply function on your e-mail, please take the
following steps to check/change a setting in your computer’s Microsoft Outlook e-mail
program:
a. Go to your Outlook mailbox.
b. Choose TOOLS
c. Choose OPTIONS
d. Choose the READING tab (at top)
e. Clear the box that says, “Mark my Comments With” (Make sure that the box does not
have a check mark in it.)
f. Click APPLY
g. Click OK
7.2.2 By Surface Mail
USPFOs/DOLs lacking e-mail connectivity with one or more DODAACs may choose to
validate a billing by printing the form generated by LIRMan and faxing or mailing it to the
DODAAC’s POC. Upon receipt, the POC should annotate the form as explained in section 7.2
and fax or mail it back to the USPFO/DOL POC.
71
STATE POLICY ON
BILLING RECONCILIATION
See Appendix D
72
9.0 CLOTHING TURN-INS AND RECYCLING
9.1
CLOTHING TURN-IN PROCEDURES
9.1.1 General
Return of specified garments types to CCDF is mandatory. For other types, States
may concurrently operate internal redistribution programs that comply with NGB procedures,
relative to which garments may be internally redistributed. If your state is operating such a
program, it will be described in Appendix D.
Recoverable garments turned in by the soldier that can potentially be cost-effectively
recycled through CCDF are shipped by the unit directly to CCDF or forwarded by the unit to the
USPFO/DOL for transshipment to CCDF.
Recoverable garments and all footwear that are not returned to CCDF or recycled in-state
are marked to prevent reintroduction into the supply system and returned to the soldier.
Supply personnel must follow the processes shown in the flow charts in Tab A to
Appendix C to process soldier turn-ins. There are three flow charts, each applying to a different
situation:
•
Turn-in of an Unserviceable item, for replacement.
•
Turn-in of a Serviceable item, for replacement.
•
Turn-in of a complete issue by a soldier leaving the Army (Soldier is not transferring
to ING, USAR or entering active duty).
9.1.2 Unserviceable Turn-ins
32 USC 710(f) requires that a Fair Wear and Tear (FWT) determination for all
unserviceable uniforms be made by an Active or Army National Guard of the United States
(ARNGUS) Officer. Any ARNGUS officer with a federal commission can perform this task.
Unserviceable uniforms turned-in by soldiers normally have the FWT determination made at unit
level. Uniforms classified as non-FWT require initiation of an adjustment document IAW AR
735-5.
73
CCDF Form 3161 or 3161-M is used to document soldier turn-ins and, where all or part
of the turn-in is unserviceable, the FWT determination by an Active or ARNGUS officer.
See Tab A of Appendix C for a flow chart depicting all steps used in processing unserviceable
garments.
9.1.3 Serviceable Turn-ins
9.1.3.1 General
In the case of the turn-in of serviceable uniforms, units are encouraged to allow an
informal one-for-one exchange of those components with unserviceable uniform components of
other soldiers. Recycling serviceable uniform components at the unit level is a cost-effective way
of maximizing the value of those items. Units are not, however, authorized to retain a shelf stock
of turn-ins for later exchange. This encouragement of informal exchange does not authorize free
issue of clothing. The process authorized is a one-for-one swap.
The chart at Tab C to Appendix C specifies the disposition of serviceable clothing.
See Tab A of Appendix C for a flow chart depicting all steps used in processing
serviceable garments.
9.1.3.2 Unused Clothing
Clothing and footwear returned by soldiers in unused condition will be reutilized. The
chart at Tab C to Appendix C specifies the disposition of unused clothing.
The following items, if returned by soldiers in unused condition, may be retained as shelf
stock at unit level for later reissue to another soldier:
•
Belt, black.
•
Buckle, brass or black.
•
Cap, camouflage.
•
Cap, garrison.
•
Cap, knit blue wool.
74
•
Drawers, man’s.
•
Inserts, glove.
•
Neck tab, woman’s.
•
Necktie.
•
Socks.
•
Trunks, general purpose (PFU) or black (IPFU).
•
T-shirt, athlete’s (PFU) or Gray (IPFU).
•
Undershirt, men, brown.
9.1.4 Documenting Turn-ins
9.1.4.1 General
Turn-ins of recoverable items and footwear will generate an audit trail. CCDF Form 3161
or 3161M (Manual) is used to provide that audit trail.
Generally, soldiers will hold garments to be exchanged until the replacement garments
arrive and then accomplish the physical exchange at that time.
Entries will be made in numbered columns of the soldier’s DA Form 4886 to record turnins that do not occur at the same time a new garment is issued. When issues and turn-ins are not
concurrent, each supply action will be reflected in a new column by adjusting the issued quantity
to reflect the issue or the turn-in. The last filled and signed column will always reflect the total
quantities in the hands of the soldier.
Turn-ins of the following types of items will be documented using CCDF Form 3161
available on the CCDF web site or CCDF Form 3161M found at Tab E to Appendix C. When
completed, the form will be printed, signed and placed in the soldier’s clothing record, pending
review by the next CSDP team. Items documented:
•
Recoverable clothing.
75
•
Footwear.
•
Other Non-recoverable items if in new, unused condition.
To provide continuing visibility of each exchange with concurrent issue and turn-in,
entries will be made on the soldier’s DA Form 4886 as follows:
•
Insert, in pencil, in the available blank space in the “PERSONAL CLOTHING
ITEMS” column for the affected item, the Julian date of the exchange and, in
parentheses, the quantity exchanged. [Example: “0067(1)” would denote an exchange
of one item on 7 March 2000]. See figure 9-1.
Figure 9-1. DA Form 4886
76
•
Maintain a maximum of three exchange notations for each type of item. When a
fourth exchange takes place, erase the oldest notation and replace it with the new one.
9.1.4.2 Turn-ins to the CCDF
Tab C to Appendix C specifies clothing that must be returned to CCDF.
CCDF will provide a manual or automated receipt for items returned to CCDF. A copy
of the receipt may be filed in the clothing record.
States may elect (1) to have units package CCDF turn-ins and return them to a central
warehouse for consolidation and shipping to the CCDF or (2) to allow units to ship directly to
CCDF, using a US Postal Service Return label provided by the CCDF web site.
The process of reporting and shipping returns to CCDF and getting a receipt when the
items are received by CCDF is described in Tab D to Appendix C.
9.1.4.3 Items a Soldier May Retain
Recoverable items and all footwear that the soldier presents for exchange or turn-in and is
allowed to retain will be marked to prevent reintroduction into the supply system. The marking
will consist of the letter “X”, approximately two inches wide, made with a prescribed indelible
marker. The location to apply the marking on each type of article is specified in Tab F to
Appendix C. CCDF Form 3161 or 3161M will be used to document turn-ins, to include items
marked and returned to the soldier.
9.1.4.4 Items Retained in the Unit for Later Issue
Non-recoverable items returned by a soldier that are unused and to be retained at the unit
as shelf stock for later issue to another soldier (See paragraph 9.1.3.2) are documented on CCDF
Form 3161 or 3161M.
STATE POLICY ON
CLOTHING TURN-INS
See Appendix D
77
9.2
CLOTHING RECYCLING
CCDF customers have the option of requesting recycled uniform components in lieu of
new components. Recycled uniforms issued by CCDF will be limited to those a soldier can wear
with pride and will be indistinguishable in serviceability from those worn by his/her fellow
soldiers.
The condition of recycled uniforms issued by CCDF will significantly exceed the
Classification Code B serviceability standards of TM 10-8400-201-23. In most cases, recycled
uniform components will be near new.
All uniforms issued by CCDF, whether new or recycled, will be issued (If appropriate)
with patches and nametapes affixed.
Items of clothing available in recycled condition, to include the specific sizes available,
are listed on a “Recycled Items” page of the Individual Clothing Order Form on the CCDF’s web
site.
Recycled uniform components are issued as FREE ISSUE.
STATE POLICY ON
THE USE OF RECYCLED CLOTHING
See Appendix D
78
APPENDICES:
A. Form Templates
B. Facsimile and Mail Order Forms
C. Processing Uniform Turn-ins and Recycling
D. State Policies
E. Ordering From the AAFES Web Site
F. Altering and Fitting Army Uniforms: A Handbook for Tailors
APPENDIX A
FORM TEMPLATES
79
Request For Access
Form.dot
CCDF Form 3078.dot
(Figure A-1. CCDF Form 2*)
(Figure A-2. CCDF Form 3078**)
CCDF Form
3078-2.dot
CCDF Form
3161M.dot
(Figure A-3. CCDF Form 3078-2**)
(Figure A-4. CCDF Form 3161 M)
* Form may be used to register as an authorized user. See paragraph 3.1.
** Form is used to order via e-mail, fax or mail. See paragraphs 5.2 through 5.5.
These documentscan be used to submit requests via electronic mail. To utilize a
document, double-click on an icon above. It will open in Microsoft Word. A pop- up menu will
appear prompting if you to enable or disable macros. ALWAYS select Enable Macros. This
action allows you to type into the fields displayed in the forms.
Since you will want to use and reuse this form, save the document above as a template.
Once the document has been opened, this can be achieved by proceeding with the following
steps: Go to your File drop menu and select Save Copy As. Rename this document. At the
bottom of the pop-up menu, select the drop menu to the right of Save as type. Change the Word
Document to Word Template (*.dot), then select Save. This action will automatically save the
new template to your templates folder (C:\ Program Files \ Microsoft Office \ Templates).
Then, when you need to use a template, simply go to your File drop menu in Microsoft
Word and select New. Select the template you need to use to submit your request and click OK.
The form you have chosen will be blank and ready to fill in as needed. The form you will have
opened is a document form of the template you selected (a “.doc” copy) that you can name and
save as a MS Word document. The template can be reused to create an infinite number of
documents.
80
APPENDIX B
FACSIMILE AND
MAIL ORDER FORMS
Tab A CCDF Form 3078 (New Garments)
Tab B CCDF Form 3078-2 (Recycled Garments)
81
TAB A
CCDF FORM 3078
(NEW GARMENTS)
82
CCDF Mail or FAX Request – NEW Items ONLY
CCDF Form 3078 (24 Mar 00)
FAX# DSN 745-3670 or 1-888-356-2443
PRINT LEGIBLY! DO NOT USE THIS FORM IF YOU CAN ORDER BY INTERNET!
DODAAC: ____________ DOC #(Date-Serial):__________-____________ GRADE: ______SEX: M ___ F ____
Last Name: _____________________ First: ______________ MI: __ SSAN: _ _ _ - _ _ - _ _ _ _
TRANSACTION TYPE: ___Exchange___Replacement ___PS Enlistment ___NPS Enlistment ___School Requirement ___Supplemental
URGENCY: __ Routine 10 Days __ Emergency Ground 3-6 Days __ Emergency Air 3 Days __ Deferred (RDD________________)
NOTE: You are encouraged to refer to a catalog to determine the sizes available. If you order a size that does not exist, that item will be
cancelled. If you fail to specify the size you want, the item will be cancelled. Items with preprinted NSNs come in only one size.
COMMON ITEMS:
Qty
Size
XXX
Article
Bag,Duffel
Belt,Trousers
Boots,Combat
Buckle,Black
Cap,Camo, Temp
Cap,Hot Weather
Coat,Camo Pt-EHW
Coat,Camo Pat-Temp
Ins, Shoulder, Sleeve
Subdued (U Patch)
Coat, Cold Weather
Glove-Inserts, Cold
Gloves, M&W-Lthr Flx
Gloves, M&W Dress
Sock, Liner or Dress
Socks Cush Sole Blk
Trousers,Camo-EHW
Trousers,Camo-Temp
Undershirt, Man’s
Jacket IPFU
Pants IPFU
Trunks, Blk IPFU
T-Shirt LS IPFU
T-Shirt SS IPFU
MALE
NSN
8465-01-117-8699
8440-01-204-2610
Qty
8315-00-300-0327
XXX
(See bottom of
form)
Size
Articles
Insignia, Rank,Subdued
Article
Buckle-Brass
Cap,Garrison
Coat,All-Weather
Coat,Man’s AG489
Ins, Shld Slv Col (U Patch)
Drawers,Men’s
Necktie
Shirt,Man’s, Long Sleeve
Shirt,Man’s-Short Sleeve
NSN
8315-00-275-4513
(see bottom of form)
8440-01-171-7571
Shoes,Man’s
Socks,Man’s Str Blk
Trousers,Man’s AG489
FEMALE
Qty
Size
XXX
ACCESSORIES
Qty
Size
NSN
Article
NSN
Belt,Waist,Woman’s
Buckle-Brass
Cap, Garrison
Coat,All-Weather
Coat, Woman’s AG489
Ins, Shld Slv Col (U Patch)
Handbag,Woman’s
NeckTab,Woman’s Sh
Shirt, Woman’s, Long Slv
Shirt, Woman’s-SS
Shoes,Woman’s
Skirt, Woman’s AG489
Slacks, Woman’s AG489
User’s Fax Number (
8445-01-075-0015
8315-01-075-1818
(see bottom of form)
8445-01-349-2708
8445-01-396-8105
)
REQUESTOR NAME: _______________________________ USERID: __________________
TELEPHONE #: (
) ______________ EMAIL: ___________________________________
REQUESTOR SIGNATURE: ________________________________________
FILL IN INSIGNIA, SHOULDER, SLEEVE (UNIT PATCH) INFORMATION:
Unit Patch Designation (i.e., 45 Inf Bde; or CA STARC) __________________________
Subdued Patch NSN 8455-___________________ Full Color NSN 8455-_______________
83
TAB B
CCDF FORM 3078-2
(RECYCLED GARMENTS)
84
CCDF Form 3078-2 (10 Apr 00)
CCDF Mail or FAX Request
FAX# DSN 745-3670 or 1-888-356-2443
DO NOT USE THIS FORM IF YOU CAN ORDER BY INTERNET!
USE THIS CCDF FORM 3078-2 TO ORDER RECYCLED UNIFORM ITEMS ONLY!
DODAAC: ____________
Male
____
DOC #: (Date-Serial)_______________ GRADE: _______ Female ____
Last Name: _____________________ First: ________________ MI: ____ SSAN:___________________
TRANSACTION TYPE: ___Exchange ___Replacement ___PS Enlistment ___NPS Enlistment ___School Requirement ___Supplemental
URGENCY: __ Routine 10 Days __ Emergency Ground 3-6 Days __ Emergency Air 3 Days __ Deferred (RDD________________)
NOTES
1. If you have the ability to order via Internet, do not use this form. Order via Internet. If you order by Internet, you are able to
determine the sizes available at the time you order. Using this faxed order, you will not know whether the size you want is available
until you receive the order or a cancellation, typically 10 business days after you order.
2. You are encouraged to refer to a catalog to determine the standard garment sizes that may be available.
3. If you order a size that does not exist, or that is not in stock in recycled condition, that item will be automatically cancelled.
4. If you fail to specify the size you want, the item will be cancelled.
5. Bulk orders for recycled items are not accepted. Each order must be for a single soldier.
QUANTITY
SIZE
ARTICLE
NSN
Coat, Camouflage, BDU, Temperate
8415Coat, Camouflage, BDU, EHW
8415Coat, Cold Weather (Field Jacket)
8415Coat, All Weather (female)
8410Coat, All Weather (male)
8405Coat, Man’s, AG 489
8405Coat, Woman’s, AG 489
8410Jacket, IPFU
8415Pants, IPFU
8415Trousers, Camouflage, BDU, Temperate
8415Trousers, Camouflage, BDU, EHW
8415Below
Insignia, Shoulder, Sleeve (Colored) *
See Below
Below
Insignia, Shoulder, Sleeve (Subdued) *
See Below
* These items are new and billed at FEDLOG price. They may be ordered on this form only if ordered
with the same number of Coats requiring patches.
FILL IN THIS SHOULDER SLEEVE INSIGNIA (UNIT PATCH) REFERENCE INFORMATION:
Unit Patch Designation (i.e., 45 Inf Bde; or CA STARC) __________________________
Subdued Patch NSN 8455-___________________ Full Color NSN 8455-_________________________
****************************************************************************************
USER FAX NUMBER_______________________________________
USER ID: ___________________ REQUESTOR’S NAME______________________________
REQUESTOR’S E-MAIL: ___________________________
REQUESTOR’S TELEPHONE # __________________________
REQUESTOR’S SIGNATURE ______________________________
85
APPENDIX C
PROCESSING UNIFORM TURN-INS AND RECYCLING
TAB A: PROCESS FLOW CHARTS
TAB B: DOCUMENTING FWT DETERMINATION FOR UNSERVICEABLE ITEMS
TAB C: TURN-INS
TAB D: CCDF TURN-IN PROCESS
#1: PROCESS DESCRIPTION
#2: CCDF TURN IN DOCUMENT (MANUAL) CCDF FORM 3161
TAB E: CCDF FORM 3161M
TAB F: MARKING ITEMS RETAINED BY SOLDIER
86
TAB A
PROCESS FLOW CHARTS
87
RECYCLING UNIFORMS - OBJECTIVE PROCESS WITH STATE
RECYCLING/DIVERSION PROGRAM
Turn-in Unserviceable
for Replacement.
Soldier present garment to
Supply Personnel.
ORDER REPLACEMENT
GARMENT.
Soldier retains garment pending
arrival of replacement garment.
NEW GARMENT ARRIVES.
Supply personnel ender Header
and Qty information on CCDF
Form 3161/3161-M.
Are both
CCDF-Recyclable
and Unserviceable items being
turned in?
Yes
No
Make or print 1 copy.
If CCDF Form 3161-M, fill out
1 copy.
FWT determination by Officer
(at time of exchange).
NOTE - Make 2 additional
copies after signatures and
FWT certification completed.
88
Officer complete certificate on
CCDF Form 3161/3161-M.
Yes
FWT?
No
Provide soldier with receipt.
Retain garment in holding area.
Initiate Cash Collection, S/C or
Report of Survey.
Yes
Report of Survey?
No
When relased by surveying
officer-.
When S/C signed by soldier or
payment received -.
Mark Garment.
Soldier and supply personnel
sign certificates on CCDF
Form 3161/3161-M.
Place one copy of compeleted
CCDF 3161/3161-M in clothing
record.
89
If CCDF Form 3161, print 2
copies
Yes
Is transaction a
one-for-one exchange?
No
Give soldier new garment.
Record turn-in on soldier's DA
Form 4886.
Annotate exchange on soldier's
DA Form 4886.
Place one copy of CCDF Form
3161 or 3161M in clothing
record.
Return garment to soldier.
90
RECYCLING UNIFORMS - OBJECTIVE PROCESS WITHOUT
STATE RECYCLING/DIVERSION PROGRAM
Turn-in Serviceable
for Replacement.
Supply Personnel to validate
need.
ORDER REPLACEMENT
GARMENT(S).
Soldier retain garment
pending arrival of replacement
item.
Exchange replaced item for
replacement item.
Complete, print and sign
copy/copies of CCDF Form
3161 or 3161M.
Yes
Is garment one
of lines recycled by
CCDF?
No
Turn-in to CCDF using
specified procedure.
Mark Garment.
Place CCDF Form 3161 or
3161M in clothing record.
91
RECYCLING UNIFORMS - OBJECTIVE PROCESS WITHOUT
STATE RECYCLING/DIVERSION PROGRAM
Adjust Clothing
Record - Soldier
Leaving Army.
Soldier present entire
recoverable clothing issue +
footwear to Supply Personnel.
Report of Survey for shortages.
Yes
Is soldier retiring
w/20 yrs service?
No
No
Soldier retains all uniform
items.
Is garment one
CCDF?
Yes
Mark Garment.
3161 or 3161M and place in
clothing record.
Post turn-in of items withdrawn
from soldier to the clothing
record.
File clothing record in MPRJ.
92
RECYCLING UNIFORMS - OBJECTIVE PROCESS WITH STATE
RECYCLING/DIVERSION PROGRAM
Turn-in Unserviceable
for Replacement.
Supply Personnel.
ORDER REPLACEMENT
GARMENT.
Soldier retains garment pending
arrival of replacement garment.
NEW GARMENT ARRIVES.
Supply personnel ender Header
and Qty information on CCDF
Form 3161/3161-M.
Are both
CCDF-Recyclable
and Unserviceable items being
turned in?
Yes
No
Make or print 1 copy.
If CCDF Form 3161-M, fill out
1 copy.
FWT determination by Officer
(at time of exchange).
NOTE - Make 2 additional
copies after signatures and
FWT certification completed.
93
Officer complete certificate on
CCDF Form 3161/3161-M.
Yes
FWT?
No
Provide soldier with receipt.
Retain garment in holding area.
Report of Survey.
Yes
Report of Survey?
No
When relased by surveying
officer-.
When S/C signed by soldier or
payment received -.
Mark Garment.
Soldier and supply personnel
sign certificates on CCDF
Form 3161/3161-M.
Place one copy of compeleted
CCDF Form 3161/3161-M in
clothing record.
94
If CCDF Form 3161, print 1
copy.
Yes
Is transaction a
one-for-one exchange?
No
Give soldier new garment.
Record T/I on soldier's DA
Form 4886.
Annotate exchange on soldier's
DA Form 4886.
Place one copy of CCDF Form
3161 or 3161M in clothing
record.
Is garment designated for state/command
operated recycling program?
Yes
No
95
Disposition per state/command
SOP.
RECYCLING UNIFORMS - OBJECTIVE PROCESS
WITH STATE RECYCLING/DIVERSION PROGRAM
Turn-in Serviceable
for Replacement.
Supply Personnel to validate
need.
ORDER REPLACEMENT
GARMENT(S).
Soldier retain garment
pending arrival of replacement
item.
Exchange replaced item for
replacement item.
Is garment designated
for state/command operated
recycling program?
No
Mark Garment.
No
Is garment one
CCDF?
Yes
3161 or 3161M.
Place CCDF Form 3161 or
3161M in clothing record.
96
Yes
Disposition per state/command
SOP.
RECYCLING UNIFORMS - OBJECTIVE PROCESS
WITH STATE RECYCLING/DIVERSION PROGRAM
Adjust Clothing
Record - Soldier
Leaving Army.
Soldier present entire
recoverable clothing issue +
footwear to Supply Personnel.
Report of Survey for shortages.
Is soldier retiring
w/20 yrs service?
Yes
Soldier retains all uniform
items.
No
Identify garments
designated for
state/command operated
recycling program:
Garments designated for
state/command recycling
Garments not designated for
state/command recycling
program
Make disposition of garment(s)
per state/command SOP.
Is garment one
CCDF?
No
Mark Garment.
Yes
3161 or 3161M and place in
clothing record.
Post turn-in of items withdrawn
from soldier to the clothing
record.
File clothing record in MPRJ.
97
TAB B
DOCUMENTING FWT DETERMINATION FOR UNSERVICEABLE ITEMS
98
BLOCK
DA Form 2402
BLOCK
Use: Single Unserviceable Item
DA Form 3161
Use: Multiple Unserviceable Items
1
Soldier’s Rank and Name
2
Soldier’s Rank and Name
3
Unit Designation
1
Unit Designation
6
Garment Nomenclature (size not
required)
12 c
Garment Nomenclature (size not
required) “Last Item” on line after
last item listed
12
“UNSVC”
12 f
“UNSVC”
13
Julian date received by Supply Personnel
15
14
Supply Personnel Signature
18
“FWT Yes” or “FWT No”
19
Initials of Certifying Officer
12 b
“FWT Yes” or “FWT No” and
Initials of Certifying Officer
12 d
Unit of Issue
12g
Quantity
Blocks not listed are left unfilled.
Blocks not listed are left unfilled.
Note:
Julian date received and
DISPOSITION IF USED AS HAND RECEIPT
DA FORM 2402
DA FORM 3161
Soldier
Copy 1
Soldier
Attach to property.
File in soldier’s clothing
record after Blocks 18-19
are completed.
Copy 2
Attach to property.
File in soldier’s clothing
record after Block 12b is
completed.
Destroy after blocks 18 + 19
are completed.
Copy 3 + 4
Not Applicable
DISPOSITION IF USED SOLELY TO DOCUMENT FWT “NO”
DA FORM 2402
DA FORM 3161
Soldier
Copy 1
Soldier
Attach to property.
Attach to adjustment
document when document
is complete.
Copy 2
Attach to property.
Attach to adjustment
document when document
is complete.
Destroy after blocks 18 +
19 are completed.
Copy 3 + 4
Not Applicable
Figure C-B-1. DA Forms 2402 and 3161 Preparation Instructions
99
Figure C-B-2. DA Form 2402
Figure C-B-3. DA Form 3161
100
TAB C
DISPOSITION OF TURN-INS
101
WHICH ITEMS ARE RETURNED TO THE CCDF? (20 Yr Retirees Excepted)
Article
Bag, Duffel
Belt Man’s or Woman’s
Boots, Combat
Buckle, Black or Brass
Cap, Camo (All types)
Cap, Garrison
Cap, Knit, Blue Wool
Coat, All Weather, Male & Female (65/35)
Coat, All Weather, Male & Female (others)
Coat, Camo EHW
Coat, Camo HW (old)
Coat, Camo Temperate
Coat, Cold Weather
Coat, Man’s AG 489
Coat, Woman’s AG 489
Drawers, Man’s
Glove Inserts, Cold
Gloves M&W Leather Flexor & Dress
Handbag, Woman’s
Jacket, IPFU
Neck Tab, Woman’s
Necktie
Pants, IPFU
Shirt, Mans Long Sleeve or Short Sleeve
Shirt, Woman’s Long Sleeve or Short Sleeve
Shoes, Man’s or Woman’s
Skirt, Woman’s AG 489
Slacks, Woman’s AG 489
Socks, All Types
Sweat Pants
Sweat Shirts
Trousers, Camo EHW
Trousers, Camo, HW (old)
Trousers, Camo Temperate
Trousers, Man’s AG 489
Trunks Gen Purpose (PFU) or Black (IPFU)
T-Shirt Athletes(PFU) or Gray (IPFU)
Undershirt Man’s Brown
Uniform Components, AG 344
Return
All
Return
only if
new
X
Return if
undamaged and
minimal fading
Never
Return
See State
Policy *
X
X
X
X
X
X
X
NA
X
X
X
X
X
X
X
NA
NA
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
NOTES:
1. Items with nomenclature in italics are NEVER returned to the CCDF.
2. Items with nomenclature in bold are ALWAYS returned to the CCDF.
The following items, if NEW, should be held in the supply room for later issue to soldiers who might
require them (see 9.1.3.2): Belt, black; Buckle, brass or black; Cap, camouflage; Cap, garrison; Cap, knit
blue wool; Drawers, man’s; Inserts, glove; Neck Tab, woman’s; Necktie; Trunks, general purpose or
black; T-shirt, athlete’s or gray; Undershirt, man’s (brown).
*
See Appendix D
102
TAB D
CCDF TURN-IN PROCESS
103
C.D.1 GENERAL
The purposes of this section are to describe the processes a unit uses to document soldier turn-ins
and to return specified items to CCDF for recycling and/or credit.
Tab C to this appendix lists the specific items that must be returned CCDF. The principles
behind Tab C are that all items the ARNG can cost-effectively reuse are returned for recycling, with the
following exceptions:
•
New, unused items are not returned if the cost of return, restocking and reissuing would
exceed the FEDLOG value of the item.
•
Used, serviceable items are not returned if the cost of return, processing and reissue would
exceed 50 percent of their FEDLOG value.
Units receive no dollar credit for used items that are returned, but participating by returning
garments allows them to draw recycled items, with patches and tapes attached, as free issue (except for
the cost of the patch). Units receive credit of approximately 80 percent of FEDLOG prices for new,
unused clothing that is returned to the CCDF (but only if listed in Tab C as returnable).
C.D.2 DOCUMENTING THE TURN-IN
C.D.2.1 Overview
The system is designed to document the turn-in of all items returned by a single soldier, whether
they are to be returned to CCDF or not, on a single turn-in form. After filling in the on-line version or
manual version of the form (CCDF Forms 3161 or 3161M), the unit can print a copy to document for
placement in the soldier’s clothing as a record of the turn-in. Those units with Internet access must use
the automated turn-in process (and CCDF Form 3161) located on the CCDF web site. The automated
process is the most cost-effective way of administering turn-ins and provides the user with several
features not available to those using the manual turn-in process.
C.D.2.2 Automated Turn-in process
C.D.2.2.1 General
The automated turn-in process is accessed from CCDF’s web site. From the main menu, click the
CCDF button and enter your User ID and password on the following screen. Click the [Turn-in] button.
The screen in Figure C-D-1 will appear.
104
Figure C-D-1. Clothing Turn-in Home Page Screen
This page provides access to three processes.
•
Soldier Turn-in – This process allows the documentation of a turn-in from a single soldier.
To begin the process, enter the soldier’s SSAN and click the
•
button.
DODAAC Turn-in History – This process allows the review of all individual AUTOMATED
turn-ins from a DODAAC. To begin the process, enter the unit’s DODAAC and click the
button.
•
Soldier Turn-in History - This process allows the review of all AUTOMATED turn-ins from
a single soldier, identified by SSAN. To begin the process, enter the soldier’s SSAN and
click the
button.
105
C.D.2.2.2 Soldier Turn-in
Having clicked the
button, the form at Figure C-D-2 will appear.
106
Figure C-D-2. Soldier Turn-in Form Screen
107
Select the unit’s DODAAC, enter the soldier’s name and select the reason for turn-in from the
drop-down menu. Enter the condition and quantity of each item turned-in the appropriate condition
column(s). The sum of the five condition columns will equal the number in the total column. After you
have entered all the items, click the "CONTINUE" button. That will send you to a confirmation page
(Figure C-D-3). You can print a copy to document the turn-in for the soldier’s clothing record.
Note that items cannot be classified as being in a particular condition if that condition field is
omitted from the form. For example, sweat pants cannot be classified as “Used-Recyclable”, because
used sweat pants are never recycled. Thus, there is no blank in the “Used – Recyclable” column for
sweat pants. Also note the difference between “USED – RECYCLABLE” AND “USED –
SERVICEABLE”:
•
USED – RECYCLABLE: The item is used, serviceable, and qualifies for recycling due to its
like-new condition or because all serviceable items of that type are mandated for recycling.
•
USED – SERVICEABLE: The item is used and serviceable but not in the like new condition
required for it to be recycled.
108
Figure C-D-3. Clothing Turn-in Confirmation Screen
Enter an email address that you check regularly if you would like to receive a message when
your turn-in has been processed by the CCDF. The message you receive will contain the confirmation
of what we actually received along with any comments or changes. If you leave this address blank, no
notice will be sent but you will still be able to check the status of the turn–in using the history function
on the Clothing Turn-in Home Page.
If the turn-in information displayed on this page is correct, click
to print a
copy for signature and placement in the soldier’s clothing record. If you need to make changes, click
. You will be returned to the previous form, and be able to make changes. Once the
109
list is correct and you have printed a copy, click
. The next screen to appear will be
the “FINAL INSTRUCTIONS” page, Figure C-D-4.
Figure C-D-4. Final Instructions Screen
This page lists only the items that will be returned to CCDF. Click the “Print Turn-in Document”
to print a copy of the document below to sign and enclose with your turn-in. If you need another copy
for your suspense file, click the “Print Turn-in Document” button again.
If you will be returning the items by mail, click “Print USPS Label” to print a USPS return label
(figure C-D-5).
110
INSERT FIGURE C-D-5 HERE
Then, Click either “New Turn-in” to prepare a turn-in for another soldier or “Return to Main
Menu” to return to the CCDF Main Menu or exit the web site. YOUR ELECTRONIC TURN-IN IS
NOT COMPLETE UNTIL YOU CLICK ONE OF THOSE BUTTONS. Clicking either button enters a
mirror copy of the turn-in document in the CCDF database and prepares CCDF to receive the turn-in.
When the turn-in is received by CCDF, the items will be classified. Thus, when you check the
history, after the turn-in has been processed by CCDF, you may find that some of the items returned as
“New, Unused” failed to meet that standard and were reclassified to “Used – Serviceable.”
C.D.2.3 Manual Turn-in Process
Units not having Internet access may process turn-ins manually. [NOTE: Manually processed
turn-ins will not generate a history file in CCDF’s automated system.] To process a turn-in manually,
complete CCDF Form 3161M (figure C-D-6). The form is provided in Tab E. All blanks in the header
must be filled, with the exception of the one marked “For CCDF Use Only”. Note that the turn-in
document serial must begin with the letter “T”, followed by three digits.
111
Figure C-D-6. CCDF Form 3161M
Fill in quantities and then make two or three additional copies of the document. TWO copies
must be sent with the turn-in; one maybe given to the soldier and one copy, with the certifications on the
second page signed, must be placed in the soldier’s clothing record. Upon receipt of the shipment by the
CCDF, one copy of your document will be stamped “RECEIVED BY CCDF” and dated. It will be
returned to you via your CCD State Administrator.
For shipping instructions, see paragraph C.D.2.5.
When the turn-in is received by CCDF, the items will be classified. Thus, when you receive your
hard-copy receipt, you may find that some of the items returned as “New - Unused” failed to meet that
standard and were reclassified to “Used – Serviceable.”
112
C.D.2.4 History and Receipt Generation Processes
C.D.2.4.1 For a DODAAC
The history of AUTOMATED turn-ins by a soldier or DODAAC can be reviewed. Begin at the
Clothing Turn-in Home Page (Figure C-D-1) To track the turn-ins from a DODAAC, select the
DODAAC from the drop-down menu and click
. A DODAAC Turn-in History screen will
appear (Figure C-D-7).
Figure C-D-7. DODAAC Turn-in History Screen
A date appearing in the
column means that CCDF has completed in
processing that turn-in. “Pending” means that in processing has not yet been completed. Clicking the
document number will display the detail of the turn-in (Figure C-D-8).
113
Figure C-D-8. Turn-In Detail Screen
C.D.2.4.2 For a Soldier
Tracking turn-ins by a specific soldier is similar to tracking turn-ins for a DODAAC. From the
Clothing Turn-in Home Page, insert the soldier’s SSAN and click
history will appear (Figure C-D-9).
114
. The soldier’s turn-in
Figure C-D-9. Soldier’s Turn-In History Screen
Clicking on a document number will display the turn-in in detail (Figure C-D-10).
Figure C-D-10. Turn-In Detail Screen
115
C.D.2.5 Shipping to CCDF
C.D.2.5.1 General
Shipments of turn-ins to CCDF will be at no expense to the unit. There are two options for
returns. Each state will select the option that best fits that state’s infrastructure. Units will package turn–
ins so that all of the items on a single turn-in are in a single container (Box, bag, etc.) or secured with
string, with one or two copies of the turn-in document (One copy for AUTOMATED turn-ins and two
copies for MANUAL turn-ins) in the package, on top of the items being returned.
C.D.2.5.2 State Route Truck
States which operate scheduled distribution runs by government-owed trucks may choose to have
turn-ins from units consolidated at a single site and shipped from there to CCDF by Less-ThanTruckload (LTL) common carrier. In this case, unit turn-ins are not opened or processed at the
consolidation point. Units may package turn-ins in any suitable container, to include duffel bags.
C.D.2.5.3 United States Postal Service (USPS) Merchandise Return Service
Units in states not choosing to consolidate shipments will return garments to CCDF by using the
USPS Merchandise Return Service. Turn-ins must be packed to withstand handling by the USPS.
Units are strongly encouraged to pack multiple soldier turn-ins in a single carton. If
necessary, accumulate turn-ins for up to 45 days with the goal of a package weighing at least 20 lbs. The
postage cost per pound is much less for a heavy box than it is for a light box. For example, a 5 lb box
shipped from California to CCDF costs the ARNG $1.29 per pound; a 40 lb box costs 82 cents per
pound and a 70 lb box costs only 53 cents per pound. Segregate soldier turn-ins and their accompanying
turn-in paperwork within a single carton by rolling and securing them with string, or by packing each in
a paper bag, or another segregating method.
Units using CCDF’s automated turn-in system are provided with the capability of printing a
(Postage paid) pre-addressed Merchandise Return Label. The unit fills out the return address (Its mailing
address) on the label, then securely affixes it to the shipping container and presents the parcel to their
carrier or any post office. The parcel is transported via 4th Class Mail (Parcel Post).
Units using the manual turn-in process MUST obtain the Merchandise Return Label by e-mail
request to their State Administrator. The unit can copy the copy provided by the State Administrator for
use with succeeding shipments.
116
TAB E
CCDF FORM 3161M
(MANUAL TURN-IN FORM)
117
DO NOT USE THIS FORM IF YOU CAN ACCESS THE INTERNET-BASED TURN-IN FORM.
CCDF REQUEST FOR TURN-IN
Manual Form
STATE:
__
CCDF Form 3161M
SEND TO:
NGMMC – CCDF RECYCLE
SUBMITTED BY:
______________________________
DATE SHIPPED:
_ _/_ _ _/_ _
DODAAC:
DOCUMENT DATE & SERIAL:
W_ _ _ _ _
____-T___
SOLDIER SSAN: _ _ _ - _ _ - _ _ _ _
SOLDIER NAME: ____________________________________
LAST NAME /FIRST NAME /MI
UNIT
PGC
DATE RECEIVED:
(For CCDF Use ONLY )
Article
Return
to
CCDF
Do Not
Return to
CCDF
Total
New
01695
01703
02253
02252
02162
02198
02111
02110
01730
02621
02622
17632
01895
02113
01834
21039
Coat, Camo Pat- Temp
Trousers, Camo-Temp
Coat, Camo EHW
Trousers, Camo EHW
Coat, Mans AG 489
Coat, All Weather Male [belted]
Coat, All Weather Female [belted]
Coat, Cold Weather
Jacket, IPFU
Pants, IPFU
Bag, Duffel
Belt, Black
Boots, Combat
Buckle, Black
Buckle, Brass
Cap, Camouflage
Cap, Garrison
Coat, All Weather [unbelted]
Coat, Camo, HW (old)
Drawers, Men’s
Gloves M&W leather flexor
Gloves, M&W Dress
Handbag, Woman’s
Insert, Glove
118
Used
PGC
Article
Return
to
CCDF
Do Not
Return to
CCDF
Total
New
02120
01672
02282
02281
02303
02429
02311
02280
01946
01845
02195
Used
Neck Tab
Necktie
Shirt, Man’s Long Sleeve
Shirt, Man’s Short Sleeve
Shirt, Woman’s Long Sleeve
Shirt, Woman’s Short Sleeve
Shoes, Men’s
Shoes, Woman’s
Skirt, Woman’s AG 489
Sweat Pants
Sweat Shirt
Trousers, Camo HW (old)
Trousers, Men’s AG 489
Trunks, General Purpose (PFU)
Trunks, Black (IPFU)
T-Shirt, Athlete’s (PFU)
T-Shirt, LS, (IPFU)
T-Shirt, SS, (IPFU)
Undershirt, Man’s Brown
SEND TWO COPIES OF THIS DOCUMENT WITH YOUR SHIPMENT TO THE CCDF.
I certify that the items listed in the Used Serviceable (not Recyclable) and Used Unserviceable columns above were
marked as prescribed in the CCD User Handbook to prevent reintroduction into the supply system and returned to the
soldier.
____________________________________________
I certify that the items listed in the Used Serviceable (not Recyclable) and Used Unserviceable columns were marked and
returned to me. I understand that I am no longer accountable for those items.
____________________________________________
Soldier’s Signature
DISTRIBUTION:
Soldier’s Clothing Record (1)
Soldier (1)
CCDF (if any items are T/I to CCDF) (2)
FAIR WEAR AND TEAR CERTIFICATE
I have personally inspected each clothing item identified above as
“Unserviceable” and (Check ONE):
All are unserviceable due to fair wear and tear.
119
All except the item(s) with the quantity circled above
are unserviceable due to fair wear and tear.
Initials or signature of Commissioned Officer:
120
121
TAB F
MARKING ITEMS RETAINED BY SOLDIER
122
WHERE TO MARK ITEMS THAT ARE RETAINED BY THE SOLDIER
Article
Location to Mark
Bag, Duffel
Boots, Combat
Cap, Camouflage (All types)
Cap, Garrison
Coat, All Weather, Male & Female
(belted 65/35 poly/cotton)
Coat, All Weather, Male & Female
(unbelted & belted 50/50 poly/cotton)
Coat, Camo EHW
Coat, Camo Temp
Coat, Cold Weather
Coat, Man’s AG 489
Gloves M&W Leather Flexor & Dress
Handbag, Woman’s
Jacket, IPFU
Necktie
Pants, IPFU
Shirt, Man’s Long Sleeve
Shirt, Man’s Short Sleeve
Shirt, Woman’s Long Sleeve
Shirt, Woman’s Short Sleeve
Shoes, Man’s & Woman’s
Skirt, Woman’s
Sweat Pants
Sweat Shirts
Trousers, Camo EHW
Trousers, Camo Temp
Trousers, Man’s AG
Trunks, Gen Purpose & Black
(PFU/IPFU)
T-Shirt, Athletes & Gray (PFU/IPFU)
Undershirt, Man’s Brown
Outside, on bottom of bag
Inside, near top of each boot
Inside top of cap
Inside cap
NEVER MARK – RETURN ALL TO THE CCDF
Inside, near label area
Inside each glove
Inside flap
Inside, at back of jacket, approx ½ inch from bottom of jacket
On the back of the widest part of the tie
Inside waistband
Tip of shirttail
Tip of shirttail
Tip of shirttail
Tip of shirttail
Inside each shoe on side
Inside waistband
Inside waistband
Inside waistband
Inside, at back of shirt, approx ½ inch from bottom of shirt
Inside waistband
Inside waistband
Inside waistband
Inside waistband
NOTES:
Marking must be done only with special ink that is resistant to laundry and dry cleaning.
Commonly available markers (including ones marked “permanent”) are not laundry/dry cleaning
resistant. One specific (orange) ink pen is prescribed for marking clothing. It is the only
acceptable marker. The ink is solvent-based and the cap should be on when not in use.
To use the marker, shake it, remove the plastic cap (exposing a metal tube with a small ball point),
invert the bottle and squeeze it gently as you draw the “X”. Replace the cap when finished.
Clothing is marked with an “X” approximately two inches in diameter, applied at the location
specified above.
123
APPENDIX D
STATE POLICIES
124
D.1 Issues to Non-prior service enlistees
D.2 OBTAINING SPECIAL ORDER ITEMS, NAMETAPES AND DISTINCTIVE UNIT INSIGNIA
(UNIT CRESTs)
D.3 OBTAINING ORDERING AUTHORITY INCREASE
D.4 BULK ORDERING
D.5 ALTERATIONS
D.6 BILLING RECONCILATION
D.7 CLOTHING TURN-INS
125
D.8 USE OF RECYCLED CLOTHING
D.9 IN-STATE RECYCLING OF UNIFORMS
126
APPENDIX E
ORDERING FROM
THE AAFES WEB SITE
127
E.1 INTRODUCTION
An excellent source of military clothing to support the needs of soldiers not entitled to support
from CCDF is the web site operated by the Army and Air Force Exchange Service. AAFES stocks a
large selection of military clothing, which is sold at FEDLOG price. Shipping is free and purchases may
be charged to a major credit card or AAFES Deferred Payment Plan (DPP) card. All Guardsmen are
eligible to purchase from AAFES.
The basic steps are:
•
Access the web site.
•
Select the clothing items you wish to order, including quantities and sizes.
•
Provide shipping and billing information.
•
Enter the order.
E.2 ACCESSING THE WEB SITE
To access the AAFES website, type www.aafes.com into the address bar on the Internet browser.
This website is password-protected and for authorized customer use only. Instructions for log-on
for new users is provided on the log-in screen. This screen is accessed by clicking on the shopper log-in
link on the screen.
128
Figure E-2. Log-On Instructions
Your nine-digit SSN (without dashes) is your user name. Your birthdate, typed in as a four-digit
year (19__), two digit month and two digit date combination, is your password. Once this information is
inserted, press the
button. The Online Shopping page will appear once clearance is
acquired.
The login process checks your SSAN against the Defense Eligibility & Enrollment Reporting
System (DEERS) database. Logon failure is normally due to incorrect entry of SSAN and Date of Birth
(DOB), problems with DEERS validation or not having a secure browser.
E.3 SELECTING ITEMS
Once the password is accepted, the on-line shopping screen will appear. The on-line shopping screen is a
main menu where one can select the category of the item that he/she is shopping for, and select the item
from that menu.
129
To shop for Army Military Clothing, Select the Army Military Clothing/Accs link and click once
on it. Then complete your shopping.
130
APPENDIX F
ALTERING AND FITTING ARMY UNIFORMS A HANDBOOK FOR TAILORS
The purpose of this appendix is to provide tailors who alter military uniforms
with the information they need to ensure that their alterations result in uniforms
that meet Army standards for fit. The appendix consists of two excerpts from
Technical Manual 10-227, Fitting of Army Uniforms and Footwear. One excerpt
describes proper fit of male uniforms and the other describes proper fit of female
uniforms. This primarily applies to alterations of the Army Green uniform.
Alterations of Battle Dress uniforms are not authorized.
It is recommended that a copy of this appendix be provided to each tailor who
alters military uniforms.
131
TAB A
MALE UNIFORM
132
MALE UNIFORM
FITTING INFORMATION IS PROVIDED FOR THE THREE
COMPONENTS OF THE MALE UNIFORM WHICH MAY REQUIRE
ALTERATION:
•
Army Green Shade 489 Coat
•
Army Green Shade 489 Trousers
•
Black All-Weather Coat (Authorized alterations limited to sleeve and hem length)
Trousers.
•
Crotch. Check to see that the crotch of the trouser has sufficient ease to allow enough
comfort for the soldier. The properly fitted crotch in a trouser will exhibit no vertical breaks,
display no drooping or appear to have a tight binding effect to the wearer.
•
Length. The trousers must hang straight from the seat so the bottom of the front crease of the
trousers will reach the top of the instep and be cut on a diagonal line to reach a point
approximately midway between the top of the heel and the top of the standard shoe in the
back. The trousers may have a slight break in the front.
133
Figure F-1. Fit of Men's Uniform Coat and Trousers.
1. Coat fits easily over chest and shoulders.
2. Sleeves fall 1 inch below bottom of wrist bone, covering the shirtsleeve.
3. Bottom edge of coat extends below crotch (Approximately to the tip of the
thumb).
4. Shirt collar shows at least 1/4-inch to 1/2-inch above coat collar at the center
back of the coat.
5. The trousers may have a slight break in the front.
6. The bottom of the front crease of the trousers will reach the top of the instep
and be cut on a diagonal.
7. Back edge of the trousers will fall approximately midway between the top of
the heel and the top of the standard shoe in the back.
134
Figure F-2. Fit of Men'sShirt and Trousers.
1. Collar fits snugly but not uncomfortably.
2. Fits easily over back and chest allowing free use of the arms.
3. Sleeves fall to lower part of the wrist bone.
4. Rise should fit without looseness or constriction.
5. Crotch must have slight ease.
6. Seat must be an easy fit; no wrinkles below back waist.
7. Waist must have about 1/2-inch of ease.
8. Waistband bottom is at top hipbone, plus or minus 1/2-inch.
9. Waist measure must be taken over shirt snug, not tight.
10. Trousers crease must hang straight, not twisted. The trousers may have a
slight break in the front.
135
•
Rise. Make sure the bottom of the trouser waistband is at the top of the hipbone, plus
or minus 1/2-inch, and the trousers are well up into the crotch. A short rise may cause
tightness and discomfort and a long rise may cause trousers to be baggy in the seat
and crotch.
•
Seat. The trousers must fit easily around the seat without wrinkles below the back
waist. They must be full enough around the hips to prevent the side pockets from
spreading and to allow for comfort in normal movements, such as sitting, climbing
stairs and walking. When deciding which of two sizes is more suitable, select the
trousers that provide the best fit around the seat, even though an alteration at the waist
may be required.
•
Waist. The trousers must be fitted with about a 1/2-inch of ease, fitting easily around
the natural waist without bulging.
Coat.
Completely button coat and inspect for proper concept of fit by checking the following:
•
Collar. The shirt collar must show about 1/4 to 1/2 inch above the coat collar at the
center back of the coat. The coat collar should fit close around the neck without
gapping or overlapping.
•
Back, Shoulders, and Chest. The coat must fit easily over the chest and shoulders,
giving a slight draped effect in the front and back. Four to seven inches of looseness
should be equally distributed around circumference of the waist to provide comfort
when moving.
•
Hips. Coat fronts should be smooth and even at the bottom edges. The bottom edges
in the front of the coat will protrude and the back vent will spread if the coat is too
snug at the waist and hips.
•
Lengths. The bottom edge of the coat must extend below the crotch but not less than
1 inch. Have the individual stand erect with his arms at his side and bend his fingers
at the knuckle, forming a semi-fist and keeping his thumbs straight. The bottom edge
136
of the coat should fall into the pocket made by bending his fingers, approximately to
the tip of his thumb.
•
Sleeves. The sleeves of the coat should fall about 1 -inch below the bottom of the
wrist bone, covering the sleeves of the shirt.
All Weather Coat.
To ensure proper concept of fit, attach liner and completely button the coat (Fig. F-3), checking
the points:
•
Collar. The collar of the coat should fit close at the neck without gapping or
overlapping. The back of the collar should cover the collars of all subgarments.
•
Back, Shoulders, and Chest. The coat, with liner attached, must fit easily and
comfortably over the shoulders and chest to allow free use of the arms without pulling
or giving discomfort to the wearer.
•
Hips. The coat must hang freely from the shoulders without waist suppression or
tightness around the hips.
•
Length. The coat should fall approximately 1-1/2 inches below the mid-point of the
knee.
•
Sleeves. The coat sleeves must be 1/2-inch longer than the green coat and cover the
sleeves of all subgarments.
•
Belt. The belt shall be at natural waistline.
137
Figure F-3. Proper Fit of Men's All Weather Coat.
1. Sleeves cover all subgarment sleeves by 1/2 inch.
2. Length falls about 1- 1/2 inches below the midpoint of the knee.
3. Back of collar covers all subgarment collars without gapping.
4. Coat hangs freely without waist suppression.
5. Coat must fit easily and comfortably over the shoulders and chest, allowing
free use of arms.
6. Belt at natural waistline.
138
TAB B
FEMALE UNIFORM
139
FEMALE UNIFORM
FITTING INFORMATION IS PROVIDED FOR THE FOUR
COMPONENTS OF THE FEMALE UNIFORM WHICH MAY
REQUIRE ALTERATION:
•
Army Green Shade 489 Coat
•
Army Green Shade 489 Skirt
•
Army Green Shade 489 Slacks
•
Black All-Weather Coat (Authorized alterations limited to sleeve and hem
length)
Skirt Alterations.
•
Hips, Waist and Waistband. Seams and waistband may be altered to hip and waist
size, as long as the skirt balance is maintained.
•
Length. The skirt length may be altered to desired length by adjusting the skirt hem
the finished hem should be uniform and 2- ½ to 3 inches wide.
Slacks Alterations.
•
Waist and Waistband. The waistband and darts may be altered as long as the slack
balance is maintained. The two-piece waistband has a center back outlet, which can
be opened and allows the slacks to be taken in or let out without having to remove the
waistband.
•
Length. Measure and mark both slack legs individually. No more than a two- inch
turn up is permissible. The front crease of the slacks will reach the top of the instep
and be cut on a diagonal line to reach a point approximately midway between the top
140
of the heel and the top of the oxford shoe in the back. The slacks may have a slight
break in the front.
•
Hip and Seat. Let out or take in at the back outlet to adjust hip and seat sides. The
side seams may be adjusted to hip size. Side seams must be centered at the sides and
hang straight to the bottom. Note that if the seat needs to be altered, the crotch of the
slacks must also be altered.
•
Crotch and Thighs. The crotch and thigh seams have an outlet. The outlet may be
used to let out or take in the crotch and thigh areas to improve fit while maintaining
the balance of the slacks.
Coat Alterations.
•
Hemline. The coat hemline may be shortened no more than 1 inch. Shortening is
authorized only when the coat is out of proportion to the individual' s height. For
example, if a short woman requires a regular length to fit her back waist length, the
coat will require shortening so the length is correctly proportioned for her height.
•
Backwaist Length. The waistline may be raised or lowered by adjusting the
side-back seams.
•
Bust. The front bust seam may be taken in and front side body seams let out or taken
in.
•
Waist. Waist may be tapered or let out at side-front and side-back seams.
•
Hip. Side-back seams may be adjusted to hip size, as long as the balance is
maintained.
•
Shoulders. The coat shoulders may be raised or lowered by adding or removing
shoulder pads.
141
•
Sleeves. The sleeves may be adjusted to reach a point 1 inch below the bottom of the
wrist bone. The sleeves of the green shirt should not show below the coat sleeves.
•
Collar. In cases of long or short necks, raising or lowering the collar improves fit and
appearance. This alteration consists of ripping out the seams on under and top collar,
repositioning the collar or the back of the coat for the desired length, resewing the
collar and pressing. The collar must not be raised or lowered over 1.4 inch.
•
Button Alignment. The position of the buttons on the front of the coat may be
adjusted no more than 1/4-inch to improve the front closure, as long as the row of
buttons is straight from the top to bottom when buttoned, and the coat balance is
maintained.
All Weather Coat Alterations.
•
Hemline. The all weather coat hemline may be adjusted to about 1 inch longer than
the skirt worn under it but not more than three inches below the midpoint of the knee
(Fig. F-6).
•
Sleeves. The coat may be shortened or lengthened so sleeves will be about 1 inch
longer than the sleeves of the Army Green 489 uniform coat. When shortening the
sleeves, measure and mark each sleeve individually. The sleeves of the liner can only
be shortened.
•
Button Alignment. The position of the buttons on the front of the all weather coat
may be adjusted no more than 1/4-inch to improve the front closure as long as the row
of buttons is straight from the top to bottom when buttoned, and the coat balance is
maintained.
142
FINAL CHECK FOR PROPER CONCEPT OF FIT
The uniform is designed to fit the figure easily with smooth tailored lines.
Skirt.
The skirt viewed from the front and back should continue the slender lines of the coat, tapered
slightly at the sides.
•
Waist and Hips. The skirt should fit snugly at the waist and smoothly over the hips
so that it does not drape in folds. The center of the skirt waistband should be at the
natural waistline.
•
Length. The skirt length is determined by the individual's height, but must fall
somewhere between 1 inch above and 2 inches below the mid-point of the knee (Fig.
F-4).
143
Figure F-4. Fit of Women’s Uniform Shirt and Skirt
144
Figure F-5. Fit of Women’s Uniform Shirt and Slacks
145
Slacks.
•
Hips and Waist. The slacks must fit snugly at the waist and should have
approximately two-inches of ease over the hips. This shall be determined by pinching
1/2-inch excess cloth on the double on each side. The center of the waistband should
be at the natural waistline (Fig. F-5). Side pockets must lay flat without bulging.
•
Length. The bottom of the slacks will reach the top of the instep in the front, and
reach a point approximately midway between the top of the heel and the top of the
oxford shoe in the back. When wearing the optional pump, this figure may vary
slightly depending on heel height (Fig. F-5).
•
Crotch. The crotch of the slacks should not bind fit with a slight ease and allow for
squatting and bending.
Coat.
The coat has been designed to look equally well over both slacks and skirt, hence the longer than
average length. Completely button the coat before checking the following:
•
Back and Shoulders. The coat should fit smoothly across the back and shoulders
(Fig.F-6).
•
Bust. The coat should fit across the bust without strain (Fig. F-6).
•
Hips and Waist. The coat should fit easily over the hips and conform to the waistline
curve without blousing. The bottom button of the coat should fall approximately 1
inch below the natural waistline. The coat front, below the waist, must overlap
without pulling or gapping so the front of the coat will present a straight line from the
top button to the coat hem. The back vent must also overlap without pulling or
gapping (Fig. F-6).
146
•
Length. The coat is designed so that if the coat size is correct in other areas, the coat
length, with few exceptions, will be correctly proportioned (Fig. F-6).
•
Sleeves. The sleeves of the coat should fall about 1 inch below the bottom of the wrist
bones (Fig. F-6). The sleeves of the green shirt should not show beneath the coat
sleeves.
147
Figure F-6. Fit of Women’s Uniform Coat and Slacks/Coat and Skirt
148
All Weather Coat.
To ensure proper concept of fit, attach liner and completely button the coat. Check the following
points:
•
Collar. When buttoned, the all weather coat collar must fit close at the neck without
gapping or overlapping. The collar must cover the collar of all sub garments (Fig. F7).
•
Back, Shoulders and Bust. The all weather coat must fit comfortably over the
shoulders and bust and lie smoothly across the back. When properly fitted, the all
weather coat will allow free use of the arms without pulling or giving discomfort to
the wearer (Fig. F-7).
•
Hips and Waist. The all weather coat must hang freely from the shoulders without
waist suppression or tightness around the hips (Fig. F-7).
•
Length. The all weather coat should fall approximately 1-1/2 inches below the
midpoint of the knee and must cover the skirt worn under it (Fig. F-7).
•
Sleeves. The all weather coat sleeves must be 1/2-inch longer than and cover the
sleeves of all subgarments (Fig. F-7).
149
Figure F-7. Fit of Women’s All Weather Coat
150
INDEX
AAFES
Detailed Ordering Procedure, 114
Ordering, 35, 114–22
, 92
Abbreviations, 7
Alterations, 53
, 132
Female Uniforms, 131–42
, 125
Male Uniforms, 124–30
AR 700-84
User Handbook takes precedence over, 6
Awards
Ordering Multiple, 30
Backorders, 46, 47
Billing
Automated Validation, 54
General, 54
Browser
Check, 11
Requirement, 11
Bulk Ordering
Definition, 30
, 32
, 32
Cancelling an Order After Submitting, 30, 32
Catalogs
AAFES, 35
CCDF Stocked Items, 34
CCDF
Access, 12
Catalogs, 34
Mailing Address, 9
Points of Contact, 10
Shipping Address, 9
Telephone Numbers, 9
Certificate
For Items Soldiers Retain, 106
Supply Sergeant's, 106
Changing An Order
After Submitting, 30, 32
Before Submitting, 27, 32
, 87
Documenting, 87–89
Follow-up
Order Status, 46
Forms
CCDF Form 2, 12, 67
, 32
CCDF Form 3078, 37, 67, 71, 72
CCDF Form 3078-1, 52
DA Form 2064, 52
DA Form 2402, 89
DA Form 3161, 89
DA Form 4886, 53
E-mail and Fax Template, 67
Fax and Mail Order Form, 68
Receipt Form (Internet Order), 29, 32
Templates, 66
Glossary, 87–108
Handbook for Tailors, 123–42
, 123
Internet Ordering
Logging In, 14
Issue Priority Designator, 35
Item Availability
Items CCDF Will Not Provide, 21
Marking
Items Retained By Soldier, 109
Maternity Uniforms
Maternity Greens, 22
Nameplates, 22
Order
Cancelling After Submitting, 30, 32
Changing After Submitting, 30, 32
Changing Before Submitting, 27, 32
Follow-up, 32
Ordering Authority
Adjustments, 18, 31
Available Balance, 18
Checking a DODAAC, 17
Current FY OA, 17
Orders, 18, 31
Returns, 18, 31
Ordering-Alternatives
E-mail, 42
Facsimile, 36
General, 34
Telephone, 42, 43
U.S. Mail, 43
Ordering-Bulk
General, 30
Procedure, 31
Ordering-Individual
Accessories Screen, 26
, 62
, 62
, 62
, 32
Codes
Urgency-CCDF Form 3, 29
Urgency-Doc Register, 35
, 23
Disposition of Turn-ins, 91
Document Registers
All Clothing Orders sent to the CCDF, 35
151
Common Items Screen, 20
Male/Female Screens, 25
Order Summary Screen, 27
Personal Clothing Request Screen, 16
Purchase Confirmation Screen, 27
Receipt Screen, 29
Passwords, 12
Points of Contact
Central Clothing Distribution Facility, 9
State, 10
Priority, 35
Receiving
Acknowledgement of Receipt, 50
General, 50
Inspection, 50, 52
Size Discrepancies, 52
Recycled Items
Availability, 24
Characteristics, 23
Condition, 62
Free Issue, 62
Ordering, 32
Registration
DODAAC, 12
Individual, 12
Terminating, 12
Reinvention Center, 6
Reports
List of Issues, 54
Request For Access (template), 67
How to request, 63
Soldier Demand History, 64, 65
Unit Order History, 63, 64
Shipment
Discrepancy, 52
Shipment Status
Checking, 46
Shipping Address, 28
Bulk Ordering, 111
Clothing Turn-Ins, 112
In-State Recycling/Reuse of Uniforms, 112
Insufficient OA, 111
Issues To Non-Prior Service Enlistees, 111
Recycled Clothing, 112
Special Order Items, 111
Suggestions For Changes, 8
Table
Urgency to Priority Conversion, 29
Urgency to Priority Designator Conversion, 35
Tabs
Federal, 24
State, 24
Terms, 7, 69, 71, 74, 90, 93, 104, 107, 108
Tracking
UPS shipments, 47
USPS shipments, 48
Transaction Types, 19
Turn-in Procedures
Disposition - By Item, 91
Documentation, 59
Documenting FWT Determination, 87
General, 57
Items Retained In Unit, 61
Iitems Soldier Allowed To Retain, 61
Marking, 57
Marking Items Retained By Soldier, 109
Serviceable Items, 58, 78
Soldier Leaving Army, 83, 85
Unserviceable Items, 57, 75
Unused Clothing, 58
Unit Crests, 22
Unit Patches, 23
Urgency, 18
Codes-CCDF Form 3, 29
Codes-Doc Register, 35
Deferred, 19, 31, 39
, 39
Emergency Ground, 18, 31, 39
Emergency Air, 19, 31, 39
Routine, 19, 31, 39
Urgency to Priority Conversion, 35
User Identification, 12
, 52
Special Order Clothing, 44
State Policy
Alterations, 111
Billing Reconciliation, 111
152

User Handbook

Transcription

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