Free Da 31 PDF Form

Da 31: Usage Guide

Before you begin filling out the DA Form 31, it's important to gather all necessary information to ensure a smooth process. This form is utilized by military personnel to request leave, covering a range of leave types from chargeable, non-chargeable, to a combination of both. Whether you're planning a well-deserved vacation or you need emergency leave, completing this form accurately is the first step towards getting your request approved.

1. Start by entering the CONTROL NUMBER if you have been provided one, though it's often applicable for internal tracking purposes.
2. Fill in the REQUESTOR INFORMATION, beginning with your NAME (Last, First, Middle Initial), followed by your DOD ID, RANK, and DATE in the format (YYYYMMDD).
3. Under LEAVE ADDRESS, input the address where you will be during your leave, including Street, City, State, ZIP Code, and a reliable Phone Number.
4. Provide your ORGANIZATION, STATION, POC EMAIL AND PHONE NUMBER, ensuring your point of contact can be reached if necessary.
5. Select the TYPE OF ABSENCE from the options provided, marking it as chargeable, non-chargeable, or a combination noting the specific type such as Annual Leave, Emergency Leave, PCS Leave, among others.
6. For section 9, specify the leave period: enter the start date in 9a. FROM (YYYYMMDD), then detail the TOTAL DAYS REQUESTED in 9b, and lastly, the end date in 9c. TO (YYYYMMDD).
7. In item 10, fill out your ACCRUED LEAVE details, including current balance (CR BAL), and in the subsequent fields, distinguish between chargeable and non-chargeable leave requested, if applicable.
8. Signatures are crucial. The requestor's signature is entered first; however, if the requestor is unavailable, a supervisor can sign on their behalf. This is followed by the supervisor’s name, title, rank/grade, recommendation, and signature, alongside the date.
9. The APPROVING AUTHORITY section requires the name, title, and rank/grade of the individual approving the leave, their decision (approved or disapproved), signature, and date.
10. For sections involving DEPARTURE, EXTENSION, and RETURN information, these are usually filled out by the relevant authority as per the leave progression and do not need to be completed at the time of application.
11. Lastly, if there are any additional remarks or specific details that need to be communicated to the personnel or finance department regarding the leave, use the REMARKS section.

After filling out the DA Form 31, it’s advisable to review the form to ensure all information is correct and no section has been inadvertently missed. The completed form should then be submitted to your supervisor or the designated approving authority for review and approval. Keep a copy of the form for your records and be prepared for any follow-up or additional information that might be required. Remember, submitting your leave request well in advance of the planned leave date can facilitate a smoother approval process.

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

   The DA Form 31, officially titled "Request and Authority for Leave," is a document used by members of the United States Army to request a leave of absence. It is utilized for various types of leave, including annual (ordinary) leave, emergency leave, and permanent change of station (PCS) leave, among others. Its primary purpose is to formally document the leave request and to ensure that it is processed in compliance with the Army's regulations.

2. How does one fill out the DA Form 31?

   To accurately complete the DA Form 31, one must fill in specific sections with personal and leave-related information. This includes the requester's name, Department of Defense (DOD) identification number, rank, and leave address. Additionally, details regarding the type of leave requested, such as chargeable, non-chargeable, or a combination, along with the date range for the requested leave period, must be provided. The form also requires the signature of the requesting individual, their supervisor, and the approving authority to validate the leave request.

3. Can a supervisor sign the DA Form 31 on behalf of the requester?

   Yes, a supervisor has the authority to sign the DA Form 31 on behalf of the requester. This provision is in place to accommodate situations where the requester is not available to sign the form themselves. Despite this allowance, it is highly recommended that the requester sign the form personally whenever possible to ensure the accuracy and authenticity of the leave request.

4. What happens if the DA Form 31 is disapproved?

   If the DA Form 31 is disapproved, the disapproval must be formally noted on the form by the approving authority, including the signature and date of decision. The individual requesting leave should be notified promptly of the decision, allowing them to address any issues or to explore alternative arrangements. It's important for the requester to communicate with their supervisor or the approving authority to understand the reasons for disapproval.

5. Are there different types of leave that can be requested with the DA Form 31?

   Yes, the DA Form 31 accommodates requests for various types of leave, which are reflected in the "Type of Absence" section of the form. Available options include, but are not limited to, Annual (Ordinary) Leave, Emergency Leave, Advance Leave, Permanent Change of Station (PCS) Leave, and Rest and Recuperation Leave. The appropriate type of leave should be indicated based on the specific circumstances and need of the individual requesting the leave.

1. One common mistake is not providing a complete leave address, including the street, city, state, ZIP code, and phone number. This information is crucial for maintaining accurate records and ensuring that personnel can be reached if necessary during their leave period. Failing to include any part of this information can cause delays in the approval process or issues in contacting the personnel if an urgent need arises.

2. Another frequent error occurs with the dates of leave (items 9a. and 9c.). Personnel often enter incorrect formats or miscalculate the total days requested, impacting the processing of their leave request. It is important to double-check these fields for accuracy and ensure they align with the desired period of absence. The total days requested should reflect all days away from duty, including weekends and holidays.

3. Incorrectly identifying the type of absence can also lead to procedural complications. With various options available, such as Annual Leave, Emergency Leave, or Terminal Leave, selecting the wrong category might affect the entitlements or approval of the leave. Personnel should carefully review their leave type option to make sure it accurately reflects the nature of their absence and any related entitlements.

4. Lastly, the oversight of supervisor and approving authority signatures causes a significant number of delays. Section 11 requires the signature of the requestor, or the supervisor if the requestor is not available. Without these approvals, the request cannot proceed to the next stage, leaving the leave request in limbo. Ensuring that all necessary signatures are obtained and clearly legible is crucial for the timely processing of leave.

In addition, when filling out the DA Form 31, attention to detail across every section is essential. From personal information in the Requestor Information section to properly marking the type of absence and securing all relevant signatures, each step is integral to the successful granting and processing of leave requests. Personnel are encouraged to review their forms closely before submission to avoid these common mistakes.

The DA Form 31, widely recognized for its purpose of requesting and documenting leave within the military, serves as a pivotal document for service members seeking various types of absence from duty, including annual leave, emergency leave, and temporary duty travel. Yet, this form doesn't stand alone; it is often accompanied by a series of other documents and forms that help to facilitate specific types of leave or administer additional related procedures. Understanding these related documents can provide a comprehensive insight into the procedural intricacies of military leave requests.

• DA Form 4187: Known as the Personnel Action form, it's used for various personnel requests beyond leave, like reassignments, duty reclassifications, or extra rations. Its versatility makes it a common companion to DA Form 31 when seeking approvals for actions related to leave.
• LES (Leave and Earnings Statement): This document provides a detailed account of a service member's leave balance, earnings, deductions, and entitlements. It's crucial for verifying the available leave balance before requesting time off.
• DD Form 1351-2: The Travel Voucher or Subvoucher is necessary for service members who are requesting leave in conjunction with official travel, helping them to claim reimbursement for travel expenses.
• Medical Evaluation Forms: When leave is requested for medical reasons, medical evaluation documentation may be required to support the leave request, detailing the condition and necessity of the absence.
• Emergency Leave Request and Authorization: For emergencies, this form provides detailed information regarding the nature of the emergency and the necessity of the leave, supplementing the DA Form 31 request.
• PCS Orders: When leave is requested in conjunction with a Permanent Change of Station, the PCS orders must accompany the leave request to justify the absence and facilitate the move.
• Family Care Plan: For service members with dependents, a Family Care Plan might be necessary when requesting leave, especially if the leave involves assignment to locations where dependents cannot accompany them.
• Passport/Visa Documentation: For international leave, especially in cases of emergency leave or when stationed overseas, the inclusion of passport or visa documentation might be necessary to expedite travel and verify identity.

Each of these documents serves a unique role in the leave process, ensuring that requests are well-documented, justified, and in compliance with military regulations. Whether for routine annual leave, emergency situations, or travel-related absences, these forms and documents work in tandem with DA Form 31 to streamline the approval process and provide a structured approach to managing military leave.

• The DD Form 1351-2, also known as the Travel Voucher or Subvoucher, is similar to the DA Form 31 as both are used by military personnel. While the DA Form 31 is requested for leave purposes, the DD Form 1351-2 is used to document travel costs and request reimbursement for official travel. Both forms require detailed personal and trip information and need to be approved by a supervisor or commanding officer.

• The Leave and Earnings Statement (LES) shares similarities with the DA Form 31 in managing military members' leave balances. The LES provides a detailed breakdown of a member's leave status, including accrued, used, and remaining leave, while the DA Form 31 is the application to request leave. Together, they facilitate the administration of leave within military protocols.

• PCS Orders, or Permanent Change of Station orders, have a notable connection to the DA Form 31. Both documents are essential for military transitions; where the DA Form 31 requests leave associated with or without a PCS move, the PCS Orders authorize and detail the move itself. They work in tandem for smooth transitions in military postings.

• The SF-50, Notification of Personnel Action, relates to the DA Form 31 as it records employment actions within the federal service, which can include leave without pay status for military personnel. Though the SF-50 is broader in scope, covering a wide range of personnel actions, it also intersects with leave management similarly addressed in the DA Form 31.

• The DA Form 4187, Personnel Action form, is similar to the DA Form 31 due to its use in processing various personnel requests within the Army, including reassignments, special pay, and changes in duty status. Like the DA Form 31's specific focus on leave, the DA Form 4187 allows for a wide range of personnel actions but necessitates approval from a commanding officer.

• DA Form 5671, or Parental Consent, parallels the DA Form 31 by requiring approval for a specific action— in this instance, for minors to enlist. Both forms formally document a request needing approval from authorities, underlining the theme of consent and acknowledgment within military procedures.

• The Emergency Leave Request and Authorization, encompassed within various military forms, is similar to the DA Form 31’s section on emergency leave. It illustrates a focused procedure for obtaining leave due to urgent family or personal situations, emphasizing the structured approach the military takes concerning leave for emergencies, akin to processes detailed in the DA Form 31.

When filling out the DA Form 31, which is used by members of the Army to request leave, there are specific dos and don'ts that streamline the process and ensure accurate handling of the leave request. Understanding these can make the difference between a smooth approval process and unnecessary delays or questions.

• Double-check personal information: Ensure that your name, DOD ID, rank, and other personal information are correctly entered to match your official records. Incorrect information can lead to processing delays.
• Clearly specify the type of absence: Indicate clearly whether your leave is chargeable, non-chargeable, or a combination. Understanding the nature of your leave affects how it’s processed and recorded.
• Accurately report leave dates and total days requested: Be precise with the dates you plan to start and end your leave. Ensure the total days requested are accurately calculated to avoid confusion or disputes about leave balances later on.
• Sign and date the form correctly: Your signature and the date are essential for the form's validity. If you are not available to sign, ensure your supervisor does so on your behalf, as indicated in the instructions.

• Leave sections blank: Do not skip parts of the form that are applicable to your request. Incomplete forms can be returned for corrections, delaying your leave approval.
• Estimate leave balances: Avoid guessing your accrued leave. Verify your current leave balance through official channels to provide accurate figures in the form. Incorrect information can cause issues in leave accounting.
• Forget to include your leave address: Failing to provide a complete leave address, including phone number, may complicate efforts to contact you during your leave if necessary. This information is crucial for accountability and emergency contact purposes.
• Disregard supervisor or approving authority sections: Ensure your supervisor and the approving authority have signed the form where required. Unsigned or improperly signed forms are not processed until rectified, leading to delays in approval.

By following these guidelines, soldiers can facilitate a smoother processing of their leave requests, ensuring that administrative hurdles do not hinder their well-deserved time off.

Understanding the DA Form 31, essential for military personnel requesting leave, involves clearing up several misconceptions about its use and requirements. Below are seven common misunderstandings:

• The DA Form 31 is only for taking emergency leave. Misconception: This form is solely utilized for emergency situations. Clarification: The DA Form 31 is utilized for various types of leave, not just emergency leave. It covers annual (ordinary) leave, emergency leave, accession leave, advance leave, environmental morale leave (EML), permanent change of station (PCS) leave, reenlistment leave, funded environmental morale leave (FEML), rest and recuperation leave, consecutive overseas tour (COT) leave, and terminal leave.
• Leave granted through DA Form 31 is always chargeable. Misconception: All leave requests approved via this form deplete the service member’s leave balance. Clarification: The form allows for both chargeable and non-chargeable leave, including options like environmental morale leave, and certain situations under PCS or emergency conditions where the leave may not be charged against the soldier’s leave account.
• Any rank can sign off on the DA Form 31 as an approving authority. Misconception: The rank of the personnel is not a factor in granting leave approvals. Clarification: Approval authority is generally reserved for supervisors or commanders who hold a specific title, rank, or grade, as detailed in the form's sections for supervisor and approving authority recommendations and actions.
• The leave address is optional. Misconception: Providing a detailed leave address on the form is not mandatory. Clarification: The leave address, including street, city, state, ZIP code, and phone number, is a crucial part of the form. It ensures the military can contact the service member if needed during their leave.
• Submitting a DA Form 31 guarantees leave approval. Misconception: Once submitted, leave approval is certain. Clarification: Submission only starts the review process; leave is not guaranteed until it has been approved by the proper authority, as indicated by the approving signature and date on the form.
• The DA Form 31 only covers the service member. Misconception: Leave requests via this form are strictly for the individual service member. Clarification: While the form primarily facilitates leave for the service member, certain types of leave, such as emergency leave, may also consider immediate family situations, thereby indirectly covering family members under specific circumstances.
• Digital signatures are not acceptable on the DA Form 31. Misconception: The form must be signed in pen and ink only. Clarification: As processes modernize, digital signatures are increasingly accepted, especially in situations where physical presence is not possible. However, the acceptability of digital signatures can depend on the specific command’s policy or the circumstances under which the form is being submitted.

Understanding these points helps clarify the purpose, flexibility, and requirements of the DA Form 31, aiding military personnel in properly requesting and managing their leave.

Filling out and using the DA Form 31, which is vital for military personnel seeking leave, requires attention to detail and an understanding of its various parts. Here are key takeaways to ensure the process is handled smoothly:

• The DA Form 31 serves as a Request and Authority for Leave, governed by the Privacy Act of 1974, and is crucial for all types of leave within the military.
• Understanding the purpose behind each section is critical. For instance, PART I includes Requestor Information, highlighting the necessity of providing accurate personal and contact information.
• The form outlines several types of absence, including chargeable, non-chargeable, and a combination thereof, which cater to various situations, such as emergency leave, accession leave, or permanent change of station.
• When filling out the form, attention to leave dates and the total number of days requested is paramount to avoid confusion and ensure proper planning.
• Accrued leave and chargeable leave requested are accounted for, making it important for the applicant to be aware of their leave balance to avoid any discrepancies.
• The section for supervisor and approving authority signatures underlines the need for approval before leave can be officially taken, highlighting the chain of command’s role in the process.
• The form also requires detailed information about the leave address, ensuring that the requester can be contacted if necessary during their leave period.
• Sections dealing with departure, extension, and return from leave are crucial for official records, ensuring that any adjustments to the leave period are properly documented.
• The DA Form 31 must be properly signed and approved at several levels, underscoring the importance of planning leave well in advance to accommodate this process.
• The remark section is designated for any additional information that might be relevant to the requestor’s leave, giving room for explanations or special requests that don't fit into the standard fields.

With careful attention to these aspects, filling out and using the DA Form 31 can be a straightforward process. It ensures military personnel have their leave properly documented and approved, aligning with both personal needs and professional requirements.