Fill Out a Valid Da 31 Form

Da 31 - Usage Guide

Filling out the DA Form 31 is a straightforward process that individuals typically complete to request leave from military duties. The form requires precise information about the requester, type of leave requested, and signatures for approval. Understanding each step can make filling out the form less daunting and ensure all necessary details are correctly provided to prevent any delays in the leave approval process.

1. Start by entering the Control Number in the designated space, if known.
2. In the Requestor Information section, fill in your Name (last, first, middle initial).
3. Provide your DOD Identification Number.
4. Enter your Rank.
5. Fill in the current date using the YYYYMMDD format.
6. Under Leave Address, input the street, city, state, ZIP Code, and a contact phone number for where you will be during your leave.
7. Specify your Organization, Station, Point of Contact Email, and Phone Number.
8. For the Type of Absence, mark the appropriate box that corresponds with the nature of your leave (e.g., Annual, Emergency, PCS).
9. In fields 9a, 9b, and 9c, indicate the leave period by entering the start date, total days requested, and end date, respectively, using the YYYYMMDD format.
10. Under section 10, fill out the information related to accrued leave (CR BAL), chargeable leave requested, and non-chargeable absence requested, if applicable.
11. In the signature section (11), the requestor or supervisor (if the requestor is unavailable) should sign and date the form.
12. The Supervisor's Name, Title, Rank/Grade, and recommendation (approval or disapproval) with signature and date are entered in section 12.
13. The Approving Authority details, action taken (approved or disapproved), with their signature and date are completed in section 13.
14. If relevant, fill in the departure, extension, and return details in sections 14, 15, and 16, including authority signatures and dates.
15. Any remarks or additional information required by personnel or finance should be noted in section 17.

Once the DA Form 31 is filled out completely and accurately, it should be submitted to the designated approving authority. The next steps involve waiting for the form to be reviewed and either approved or disapproved. It's essential to provide clear and correct information to facilitate a smooth approval process. Always keep a copy of the submitted form for personal records.

What is a DA Form 31?

A DA Form 31, officially titled "Request and Authority for Leave," is a document used by members of the Army to request leave from their duties. It's governed by the Privacy Act of 1974 and detailed in Army Regulation 600-8-10. The form is utilized to apply for different types of leave, including ordinary, emergency, and others, while also recording the authorization process.

How do I fill out a DA Form 31?

To fill out a DA Form 31, you start by providing your personal and contact information, including your name, Department of Defense Identification (DOD ID), rank, and leave address. You are then required to select the type of absence you're requesting—chargeable, non-chargeable, or a combination—and specify the period of leave. The form also asks for accrual and chargeable leave details, with sections for supervisor and approving authority signatures to approve or disapprove the request.

What types of leave can I request using DA Form 31?

Using DA Form 31, soldiers can request various types of leave such as Annual (Ordinary) Leave, Emergency Leave, Permanent Change of Station (PCS) Leave, Accession Leave, Advance Leave, among others. The form also accommodates requests for specific situations like Environmental Morale Leave (EML) and Rest and Recuperation Leave.

Can a supervisor sign the DA Form 31 on behalf of the requestor?

Yes, a supervisor is allowed to sign the DA Form 31 on behalf of the requestor in situations where the requestor cannot sign the form themselves. This provision ensures that the process can continue without unnecessary delays.

What happens after a DA Form 31 is approved?

Once a DA Form 31 is approved, the leave period officially commences on the specified start date. Departure and return are recorded on the form by the authority figures responsible for overseeing the start and end of the leave period, ensuring that the actual leave taken matches the approved request.

Who can approve a DA Form 31?

Approval authority on a DA Form 31 typically lies with the soldier's supervisor and the approving authority within their chain of command. The form has specific sections for the supervisor's recommendation and the official approval or disapproval from the approving authority, including their names, titles, and signatures.

Is DA Form 31 only for the Army?

Yes, DA Form 31 is specifically designed for use within the United States Army. Members of other military branches use different forms pertinent to their service's regulations and procedures for leave requests.

What should I do if my DA Form 31 is disapproved?

If a DA Form 31 is disapproved, it's important to discuss the reasons for disapproval with your supervisor or the approving authority. Understanding why the leave request was denied can help address any issues or provide clarification, potentially leading to a resubmission of the form with necessary adjustments.

Filling out the DA Form 31, the Request and Authority for Leave, seems straightforward, but several common mistakes can lead to delays or even rejection of the request. Firstly, an often overlooked error is inaccurately filling out the control number. This might seem like a small detail, but it is crucial for tracking and processing the leave request efficiently.

Another frequent mistake is not providing a complete leave address. It's essential to include the full address where you will be during your leave, including the street, city, state, ZIP code, and a phone number. This information is vital in case you need to be contacted while on leave. Missing or incomplete details can result in unnecessary complications.

When it comes to specifying the type of absence, some individuals mistakenly check the wrong box or leave this field blank. Whether it's chargeable, non-chargeable, or a combination, clearly indicating the type of leave ensures that the time off is recorded correctly and affects your leave balance appropriately.

The dates requested for leave are often entered incorrectly. It's imperative to use the correct format (YYYYMMDD) and to ensure that the dates accurately reflect the desired period of leave. Mismatched, unclear, or inaccurately formatted dates can delay approval.

A misunderstanding of accrued leave versus chargeable leave requested leads to errors in sections 10a and 10b. It’s important to know your current leave balance and to request only the amount of leave that is available to you, unless you are requesting advance leave.

Another mistake is neglecting to request non-chargeable absence when applicable, thereby missing out on entitled benefits. If you're eligible for non-chargeable leave, like certain types of administrative leave, failing to request it can lead to unnecessary depletion of your chargeable leave balance.

In terms of signatures, a common error is the requestor's failure to sign the form or obtaining the necessary approval signatures. Each signature is mandatory for the leave request to proceed. In addition, the supervisor has the authority to sign for the requestor if the requestor is unavailable, but this contingency is often overlooked.

The supervisor and approving authority's information, including the name, title, and rank/grade, is sometimes incompletely filled out or entirely missed. This information is necessary for validating the approval chain and ensuring that the request is processed by the correct personnel.

Lastly, the departure and return sections are frequently left blank. These sections are crucial for officially documenting the start and end of the leave period. Proper documentation here ensures that the leave period is accurately recorded, which helps in preventing discrepancies.

When military personnel fill out the DA Form 31 for Request and Authority for Leave, they often need additional forms and documents to ensure their leave process goes smoothly. These documents support various aspects of the leave request, such as travel arrangements, financial considerations, and personal affairs. Below is a brief overview of four such forms and documents commonly used alongside the DA Form 31.

• DA Form 4187: Personnel Action Form. This form is used by soldiers to request actions such as reassignments, additional training, or changes in duty status. It's particularly relevant when the leave involves a change in the soldier's current assignment or location.
• LES (Leave and Earnings Statement): This document provides a detailed breakdown of a soldier's pay, allowances, and leave balance. It is essential for verifying the available leave balance before taking leave, ensuring that the soldier has enough leave accrued to cover the requested time off.
• Travel Orders: When the leave involves official travel, such as a Permanent Change of Station (PCS) or Temporary Duty (TDY), Travel Orders are issued to authorize the travel and outline the specifics, including travel dates, destinations, and any allowances for the soldier and dependents.
• Emergency Contact Information: While not a formal form, soldiers are often required to provide updated emergency contact information before going on leave. This ensures that the command can reach them or their designated contacts in case of an emergency.

Together with the DA Form 31, these documents create a comprehensive package that addresses the logistical, financial, and administrative aspects of military leave. Understanding each document's purpose and how it complements the leave request can help service members navigate the leave process more effectively.

The Leave Request form commonly used in civilian workplaces is similar to the DA Form 31. Both serve the function of formally requesting time off from work, but the Leave Request form is adapted for non-military use. It typically includes sections for personal information, the type of leave requested (such as vacation, sick leave, or personal time), and approval signatures, paralleling the DA Form 31's structure for managing leave within the military context.

An Absence Request form used in academic institutions mirrors the DA Form 31 in its purpose of requesting permission for an absence but is tailored for students. This form often requires details about the student, the duration of the absence, and the reason, mirroring the military form's necessity for detailed leave information but applied within an educational environment, highlighting the universality of structured leave requests across different fields.

The Family and Medical Leave Act (FMLA) paperwork shares similarities with the DA Form 31 in its provision for extended leave due to personal or family medical situations. The FMLA forms are more comprehensive in terms of the documentation needed to justify the leave (such as medical certification) but align with the DA Form 31 in facilitating a regulated absence from a professional obligation, focusing specifically on health-related needs.

Time Off Request forms in online HR platforms offer a digital alternative to paper-based forms like the DA Form 31, streamlining the process of requesting and approving leave. These platforms often feature fields for entering detailed leave requests, tracking leave balances, and receiving electronic approvals, which modernize the traditional aspects of the DA Form 31 by leveraging technology for efficiency and accessibility.

Emergency Leave forms in various organizations, designed for sudden, unplanned absences like the emergency leave option in the DA Form 31, also prioritize the quick processing and approval of urgent leave requests. They require information on the reason for the emergency, similar to how the military form may necessitate details for emergency leave, illustrating a shared understanding across sectors of the importance of supporting individuals in times of crisis.

Permanent Change of Station (PCS) Leave forms, specific to the military but parallel in nature to civilian relocation leave requests, cover the period when service members are transitioning between assignments. While civilian versions might be less formal, both sets of documents facilitate a necessary break during major life changes, emphasizing the importance of managing personal affairs during significant transitions.

Professional Development Leave applications, used in both public and private sectors for educational pursuits or skill enhancement, resemble the DA Form 31’s provisions for advanced or accession leave. These documents outline the purpose, duration, and benefits of the leave, underscoring the shared value of continuous learning and improvement across various professions.

Sabbatical Leave applications in academic or research institutions permit extended absences for study, research, or exploration in one’s field, reflecting aspects of the more specialized types of leave on the DA Form 31, such as FEML. While the purposes differ, both forms recognize the importance of granting time for professional and personal growth within structured frameworks.

Voluntary Leave Transfer Program paperwork allows employees to donate leave to a colleague experiencing a medical emergency, akin to some aspects of the non-chargeable leave options in the DA Form 31. This process emphasizes community support within the workplace, reflecting a collective approach to handling individual crises, a principle inherently understood in both military and civilian contexts.

Military Leave forms used by reservists or National Guard members employed in civilian careers illustrate a direct connection to the DA Form 31, delineating a process for requesting time off for military duty. These forms ensure that employees serving in the military can fulfill their obligations without penalty, highlighting the mutual respect between civilian employment and military service, a balance the DA Form 31 seeks to maintain within the armed forces.

When you're filling out the DA Form 31, it's essential to pay attention to both the details and the overall process to ensure everything goes smoothly. Here are four things you should do, along with four things you shouldn't:

• Double-check your personal information: Ensure that your name, DOD ID, rank, and leave address, including the street, city, state, ZIP code, and phone number, are accurate and up to date.
• Clearly specify the type of absence: With various options available, like Annual Leave, Emergency Leave, or PCS Leave, select the one that accurately corresponds to your situation.
• Include accurate dates: For the “FROM” and “TO” dates of your requested leave, ensure these are entered in the correct format (YYYYMMDD) and reflect your actual plans.
• Sign and date the form: Your signature is a necessary part of the request. If you're unavailable to sign, ensure your supervisor can sign on your behalf, and don’t forget to date the signature.

• Leave sections blank: Ensure all relevant sections of the form are filled out. Incomplete forms can cause delays or outright rejection of your leave request.
• Guess on details: If you’re unsure about information, such as your leave balance or specific travel plans, verify these details before filling them in. Accuracy is crucial.
• Forget to notify your supervisor: Even before you submit the form, discuss your leave with your supervisor to alleviate any potential scheduling conflicts or concerns.
• Assume automatic approval: After you submit your DA Form 31, stay in touch with your chain of command about the status of your leave. Approval is not guaranteed, and follow-up may be necessary.

Understanding the DA Form 31, the official leave form used by the United States Army, is crucial for service members but is often surrounded by misconceptions. Let’s clear up some common misunderstandings.

• Misconception 1: It's only for long-term leave.

  The DA Form 31 can be used for any length of leave, from a single day to extended periods, encompassing various types of absence including annual leave, emergency leave, and more.

• Misconception 2: It's a complicated process.

  Filling out the DA Form 31 is straightforward, as long as you have all necessary information on hand, including your leave address and the type of leave requested.

• Misconception 3: Supervisors can’t sign for you.

  In cases where the requestor isn't available to sign, supervisors are indeed authorized to sign the form.

• Misconception 4: Leave is automatically approved.

  Submission of the DA Form 31 doesn’t guarantee approval; it requires consent from both your supervisor and the approving authority.

• Misconception 5: All leave is chargeable.

  The form distinguishes between chargeable and non-chargeable leave, depending on the situation and type of absence.

• Misconception 6: It's only for active-duty soldiers.

  While primarily used by active-duty personnel, reservists and National Guard members may also use the DA Form 31 under certain circumstances.

• Misconception 7: Privacy isn't a concern.

  The form is subject to the Privacy Act of 1974, ensuring that personal information is handled with confidentiality.

• Misconception 8: Terminal leave doesn't require a DA Form 31.

  Even for terminal leave, service members must complete and submit a DA Form 31 to document their absence properly.

• Misconception 9: It’s only for emergencies.

  While emergency leave is one of the many uses of the DA Form 31, it’s not limited to emergencies. Various types of leave, including annual and training leave, are covered.

• Misconception 10: Any DA Form 31 version is acceptable.

  The most recent version, as of June 2020, must be used since previous editions are obsolete. This ensures that all submissions are aligned with current regulations.

By dispelling these common myths, service members can better understand how to utilize the DA Form 31 and plan their leave more effectively. It’s always best to review the latest directives and consult with your chain of command if you have questions regarding leave policies.

Filling out the DA Form 31 correctly is essential for military personnel seeking leave. Here are some key takeaways to ensure its proper use and completion:

• Understand the purpose: The DA Form 31 is used within the United States Army for requesting and authorizing leave. It covers several types of absences, including chargeable, non-chargeable, and combination leave.
• Provide accurate personal information: It’s critical to enter your full name, DOD ID, rank, and leave address completely and correctly. Any errors can delay processing.
• Privacy Act Notice: The form is subject to the Privacy Act of 1974. Users should be aware of this when filling out the form, ensuring the protection of their personal information.
• Select the correct type of absence: Clearly indicate the type of leave you are requesting, as there are many categories, including annual (ordinary) leave, emergency leave, and more. This selection will impact how your leave is processed and charged.
• Be specific with dates: Include precise dates for the start and end of your leave. This helps in calculating the total days requested and ensures clarity for processing.
• Complete the signature sections: The form requires signatures from the requestor, the supervisor, and the approving authority. Ensure that all parties sign and date the form appropriately to validate the request.
• Understand chargeable vs. non-chargeable leave: Differentiate between chargeable and non-chargeable requested absences, as this affects your accrued leave balance.
• Check your accrued leave balance: Before submitting the form, verify your current accrued leave (CR BAL) to understand how the requested leave will affect your balance.
• Compliance with AR 600-8-10: Familiarize yourself with AR 600-8-10, the regulation governing leave and absences, to ensure your request is in compliance.

By paying attention to these details and following the instructions, military personnel can navigate the leave request process more effectively, ensuring a smoother and quicker response to their needs.