Printable Da 31 Form

How to Fill Out Da 31

Once the DA Form 31, which is used for requesting leave within the U.S. Army, is ready to be filled out, the process should be approached with attention to detail to ensure all parts are completed accurately. This will facilitate a smooth approval process. Knowing the steps in advance assists in organizing the necessary information and expediting the completion of the form.

1. Start by filling out the CONTROL NUMBER, if known.
2. Enter the REQUESTOR INFORMATION section:
   • Input your NAME as Last, First, Middle Initial.
   • Provide your DOD ID number.
   • Fill in your RANK.
   • Write the current DATE in the YYYYMMDD format.
3. For your LEAVE ADDRESS, include the full address where you can be reached while on leave, along with a phone number.
4. In the section labeled ORGANIZATION, STATION, POC EMAIL AND PHONE NUMBER, input the relevant details of your unit or command.
5. Select the TYPE OF ABSENCE by marking the appropriate box next to the leave type you are requesting.
6. Under the LEAVE DATES section:
   • Fill in the dates for your leave request in the FROM (9a) and TO (9c) fields using the YYYYMMDD format.
   • Enter the TOTAL DAYS REQUESTED (9b).
7. Document your LEAVE BALANCE:
   • Provide the number of accrued leave days in field (10a).
   • Specify the number of chargeable and non-chargeable days requested respectively in fields (10b) and (10c).
8. Signatures are necessary to complete the form:
   • The REQUESTOR must sign and date the form (field 11).
   • The SUPERVISOR then needs to provide their recommendation by selecting approval or disapproval, signing, and dating (field 12).
   • The APPROVING AUTHORITY indicates their decision, signs, and dates the form (field 13).
9. Complete sections 14 (DEPARTURE), 15 (EXTENSION), and 16 (RETURN) as applicable, following the instructions for each, including dates, times, and signature requirements.
10. If any additional remarks are necessary, enter them in the REMARKS section (field 17).

After the DA Form 31 is filled out and all required signatures are obtained, it should be submitted according to your unit's specific submission protocol. The approving authority will then review the form, make a decision, and ensure that the request is processed in accordance with Army regulations. Keep a copy of the completed form for your records until the leave has been officially approved and all relevant parties have been notified.

What is the purpose of the DA Form 31?

The DA Form 31, also known as the Request and Authority for Leave, is a document used by members of the Army to request leave from their service. This form is utilized to apply for various types of leave, including annual (ordinary) leave, emergency leave, and leave related to a permanent change of station, among others. It serves two main purposes: first, to officially document and process leave requests within the military's administrative framework, and second, to ensure the rights and responsibilities of the service members are clearly communicated and upheld, in accordance with the Privacy Act of 1974.

How does one fill out the DA Form 31?

To properly fill out the DA Form 31, one must provide comprehensive and accurate information in various sections of the form, including:

1. Requestor Information: This includes the service member’s full name, Department of Defense ID number, rank, date, and leave address, along with their organization, station, and point of contact information.
2. Type of Absence: One should indicate the specific type of leave they are requesting, such as chargeable, non-chargeable, or a combination. Examples include Annual Leave, Emergency Leave, or Permanent Change of Station Leave.
3. Leave Period: The requested start date, total days requested, and end date of the leave must be specified.
4. Signatures: The form requires signatures from the requestor, a supervisor, and an approving authority to validate the leave request.

Finally, details about departure, any extension of leave, and return from leave are finalized and recorded in the latter sections of the form. These steps are crucial to ensure that the leave is officially authorized and properly documented.

What types of leave can be requested using the DA Form 31?

Using the DA Form 31, a variety of leave types can be requested, catering to the diverse needs of Army personnel. These types are:

• Annual or Ordinary Leave
• Emergency Leave
• Permanent Change of Station (PCS) Leave
• Rest and Recuperation Leave, especially for those deployed overseas
• Environmental Morale Leave (EML), including funded EML
• Advance Leave and Accession Leave
• Terminal Leave
• Consecutive Overseas Tour (COT) Leave
• Pass Termination with Leave Charged After

Each type of leave addresses different circumstances, offering flexibility for personnel to manage their work-life balance and attend to personal matters.

What happens after submitting the DA Form 31?

After a service member submits the DA Form 31, it goes through a series of approvals from their supervisor and the approving authority within their chain of command. Upon approval, the form serves as an official authorization for leave, allowing the member to be absent from duty for the specified period. During this period, it is expected that the service member will be reachable at the leave address provided, unless emergent circumstances arise. Upon completion of their leave, personnel are required to report back to their duty station, as specified in the return section of the form. Failure to return on time or to follow the outlined process could result in disciplinary actions, emphasizing the importance of adhering to the prescribed leave protocol.

Filling out a DA Form 31, the official leave request form used by the Department of Defense, can be straightforward, but mistakes are not uncommon and can lead to unnecessary delays or even the denial of leave. First, one common mistake is not providing detailed contact information in the leave address section. It's crucial to include a complete address and phone number so you can be reached if necessary during your leave period.

Another frequent error is incorrectly specifying the type of absence. The DA Form 31 includes various options such as chargeable leave, non-chargeable leave, and others. It's important to understand the difference and select the appropriate type for your situation. Selecting the wrong type can affect your leave balance and your pay.

Often, service members inaccurately report the total days requested. This figure must include all leave days, without counting the departure and return days as non-leave days. This calculation error can lead to discrepancies and potential penalties for overstaying authorized leave.

Incorrectly entering dates, such as the leave start and end date (items 9a and 9c), is another common mistake. Dates must be in the YYYYMMDD format. Providing the wrong dates can complicate the approval process and affect your leave status.

For some, there's confusion around the accrued leave (item 10a) and chargeable leave requested (item 10b). Accurately reporting your accrued leave is essential for the approval authority to determine the legitimacy and duration of your requested leave. Similarly, accurately reporting chargeable leave is required to reflect the actual days you intend to be on leave correctly.

A significant error occurs when service members fail to get the necessary signatures, including their own (item 11), their supervisor's (item 12), and the approving authority's (item 13). Each signature is necessary for the form to process, and missing any can stall your leave request.

Not specifying a leave address can also be problematic. The leave address (item 6) informs your command where you can be contacted in case of emergencies or recalls. Leaving this section blank or incomplete can lead to issues, especially in instances requiring quick recall.

A mishap often seen is not properly indicating the type of leave in item 8. Whether it's annual, emergency, or another type, specifying the nature of your leave helps your command understand the context and urgency of your request.

Last but not least, overlooking the remarks section (item 17) is a missed opportunity for providing additional information that could support your leave request. This could include the reason for an emergency leave, further contact details, or any other pertinent information to guarantee the approval of your leave.

Addressing these common errors when completing a DA Form 31 can significantly streamline the approval process, ensuring service members can take their well-deserved leave without unnecessary interruption or delay.

When service members fill out the DA Form 31 for a request and authority for leave, they often need to complete additional forms and documents to ensure their leave is properly processed and coordinated with other administrative actions. Here’s a list and description of up to nine forms and documents often used in conjunction with the DA Form 31.

• DA Form 4187: Personnel Action request. This form is used to request a change in duty status, including reassignments, transfers, and adjustments in service records.
• LES (Leave and Earnings Statement): A monthly statement provided to military personnel showing leave balances, pay, allowances, and deductions. It's crucial for verifying leave balances before submitting a DA Form 31.
• DA Form 2823: Sworn Statement. This may be required if the leave involves legal matters or investigations, providing official documentation of statements made by the service member or other parties.
• DD Form 1351-2: Travel Voucher or Subvoucher. This is used to claim reimbursement for travel expenses incurred during official leave or temporary duty travel.
• DA Form 6: Duty Roster. Often coordinated with leave requests to ensure coverage and proper allocation of personnel during the service member's absence.
• Medical Documentation: Required for medical or emergency leave requests, including letters from doctors or medical facilities detailing the necessity of the leave.
• DA Form 5960: Authorization to Start, Stop or Change Basic Allowance for Quarters (BAQ), and/or Variable Housing Allowance (VHA). This form may be needed if the leave affects the service member’s housing allowances.
• PCS Orders: Permanent Change of Station orders. If the leave is in conjunction with a PCS move, the service member will need their orders as it affects the type and length of leave granted.
• Family Care Plan Documents: For service members with dependents, updated family care plan documentation may be required when the leave involves extended travel or absence from the home station.

Together, these forms and documents facilitate a smooth leave process, ensuring all personnel, financial, and legal considerations are adequately managed. Service members are encouraged to consult their unit's administrative staff to verify specific requirements and procedures associated with their leave request.

The Family Medical Leave Act (FMLA) Request form is quite similar to the DA Form 31 in terms of its use for requesting leave, but for medical reasons within civilian employment. Both forms require detailed personal information, the duration of the leave requested, and approval signatures from authorities. While the DA 31 is for military personnel seeking various types of leave, the FMLA form is specifically for employees needing time off for family and medical reasons, reflecting the difference in their underlying purposes.

The Leave Request Form used in many civilian companies also shares similarities with the DA Form 31, as both are utilized to request time away from duty. They both collect the requester’s information, the type of leave, and the dates of the leave period. However, civilian leave request forms are less likely to differentiate between chargeable and non-chargeable leave types, focusing instead on whether the leave falls under vacation, personal, or sick categories.

The Travel Authorization Form, used by businesses for employees who need to travel for work, parallels the DA Form 31 in its structure for requesting authorization ahead of a trip. While the DA 31 may include leaves involving travel, such as PCS (Permanent Change of Station) leave, the Travel Authorization Form is specific to work-related travel expenses and logistics, highlighting the targeted use of each form within their respective frameworks.

The Request for Absence from Duty Form, specific to educational institutions, is akin to the DA Form 31 as it allows faculty or staff to formally request leave. Similar sections like personal information, absence type (such as personal or professional development), and approval signatures are common in both. The context of use—academic versus military—marks their primary distinction.

The Emergency Leave Request Form in civilian contexts is comparable to DA Form 31's segment on emergency leave. Both forms necessitate stating the reason for the urgency, requiring approval for a swift departure. The primary difference lies in the specific conditions and procedures in military operations versus more varied reasons in civilian life, such as family crises.

The Advance Leave Request Form used in some organizations mirrors the advance leave portion of the DA Form 31, where individuals can apply for leave ahead of accruing it. Both require justification for the request and approval by superiors, ensuring the leave is necessary despite the lack of currently available leave balances.

The Sabbatical Leave Application, often found in academic or research institutions, shares the concept of requesting an extended absence, similar to long-term leave options available in the DA Form 31. Both forms involve a detailed application process, justifications for the leave's purpose, and the impact on the individual’s duties, albeit serving different professional development goals.

The Personnel Action Form, though broader than the DA Form 31, often includes sections for leave requests along with other personnel actions such as promotions or reassignments. Both forms play crucial roles in managing an individual’s career trajectory and benefits, but the Personnel Action Form encompasses a wider range of personnel updates.

The Annual Leave Donation Form, unlike DA Form 31, is used for donating annual leave to other employees in need, particularly in programs allowing such transfers. While fundamentally different in purpose—requesting versus donating leave—both forms deal with the management of leave balances and require detailed documentation and approvals.

The Time Off Request Form, a staple in both part-time and full-time civilian employment settings, resembles the DA Form 31 in its function for requesting short-term absences. Like the military form, it includes details about the leave period and requires employer approval. The distinction mainly lies in the workplace environment: military versus civilian.

When filling out the DA Form 31, which is a request and authority for leave document used by the United States Department of Defense, there are several best practices to follow as well as common pitfalls to avoid. These guidelines will help ensure that the form is completed accurately and processed smoothly.

Do:

1. Double-check that all personal information (such as name, DOD ID, rank, and leave address) is filled in correctly and matches your military records.
2. Clearly mark the type of absence you're requesting—be it chargeable, non-chargeable, or a combination—to avoid confusion.
3. Include accurate dates for the start and end of your leave in the format YYYYMMDD, ensuring there are no errors that could delay processing.
4. Specify the total number of days requested for both chargeable and non-chargeable leave accurately to prevent discrepancies.
5. Ensure the accrued leave balance is correctly stated to avoid any misunderstanding about available leave days.
6. Sign the request in the designated area. If unavailable to sign, the supervisor may sign on the requestor's behalf, but this should be clearly noted.
7. Include supervisor and approving authority names, titles, and signatures where required to validate the leave request.
8. Check all entered information for accuracy before submitting to minimize the chances of delays or rejections.

Don't:

• Leave any fields blank that are applicable to your leave request. Incomplete forms can result in processing delays.
• Fill out the form in a hurry. Taking your time will help avoid errors that can complicate the leave approval process.
• Forget to specify the type of leave you are requesting. This information is crucial for processing your leave appropriately.
• Overlook the need to obtain all necessary signatures, including those from your supervisor and approving authority, as lacking signatures can invalidate your request.
• Misstate your accrued leave balance. It is important for planning purposes and to avoid potential disputes.
• Submit the form without a leave address or with an incorrect leave address, as this information is necessary for contact purposes during your leave.
• Ignore the instructions provided within the form or by your military unit, as failure to comply with these guidelines can affect your leave.
• Alter any pre-filled sections of the form without proper authorization, as this could lead to issues with your leave request’s validity.

Understanding the complexities of military leave can often be a challenging task, especially when navigating through the details of the DA Form 31, Request and Authority for Leave. There are several misconceptions about this form that could potentially create confusion. Let's dispel some of these myths for a clearer understanding.

• Misconception 1: The DA Form 31 is only used for extended periods of leave.

This isn’t entirely accurate. While the DA Form 31 is commonly associated with extended leave, it is required for any type of official leave from the military, including short-term absences, passes, and emergency leaves. The form provides a record of the leave, ensuring that all absences are properly documented and authorized.

• Misconception 2: Leave approved on the DA Form 31 is always chargeable.

The form differentiates between chargeable and non-chargeable leave. For instance, certain types of leave, like emergency leave or convalescent leave, may not count against a service member's leave balance under specific circumstances.

• Misconception 3: Completing and submitting the DA Form 31 is the responsibility of the individual service member alone.

While the service member must fill out the form and initiate the request, the process involves multiple levels of approval. Supervisors and unit commanders play critical roles in reviewing and approving or disapproving leave requests. Additionally, a supervisor can sign the form on behalf of a requestor if the latter is not available to do so.

• Misconception 4: The DA Form 31 is the final step in the leave process.

Submission and approval of the DA Form 31 is a critical step, but not the last one. Upon returning from leave, service members must complete the return portion of the form. This process ensures that their leave is properly documented and reconciled within their leave balance.

• Misconception 5: Any type of absence can be requested through the DA Form 31.

While the DA Form 31 covers a wide range of absence requests, not all leave types are facilitated through this form. Specialized leave, such as paternity leave or professional development leave, may require additional documentation or approval processes beyond the DA Form 31.

• Misconception 6: A service member’s leave address is optional on the DA Form 31.

Providing a leave address is actually a mandatory requirement on the DA Form 31. This ensures that the military can contact the service member if necessary during their leave. It’s a critical piece of information for accountability and emergency purposes.

• Misconception 7: The DA Form 31 is used for official travel authorization.

This is a misconception. The DA Form 31 is specifically for leave purposes. Official travel, especially when it involves Temporary Duty (TDY) or Permanent Change of Station (PCS), typically requires separate documentation and approval through different channels.

• Misconception 8: Digital signatures are not permitted on the DA Form 31.

Contrary to this belief, digital signatures are widely accepted and used for the DA Form 31, especially within digitally advanced units. This practice supports the efficient processing of leave requests and aligns with modern digital administration methods.

Clearing up these misconceptions can streamline the leave process for both service members and their commanders, ensuring that all parties have a thorough understanding of the policies and procedures. Proper use of the DA Form 31 not only facilitates a smoother leave process but also maintains the integrity and accountability of leave practices within the military.

Understanding the DA Form 31, the official Leave Form for the U.S. Army, is pivotal for service members planning to take leave. Whether for vacations, personal emergencies, or permanent changes of station, correctly completing this document is essential. Here are five key takeaways that service members should keep in mind when filling out and using the DA 31 form:

1. Accurate Personal Information is Crucial: The form requires detailed personal information including the service member’s name, rank, Department of Defense (DoD) ID number, and leave address. Ensuring this information is accurate is fundamental for the leave request to be processed smoothly. Mistakes could lead to unnecessary delays or complications.

2. Understanding Types of Leave: The DA Form 31 outlines various types of leave, such as chargeable, non-chargeable, and different categories like annual, emergency, or terminal leave. Service members must accurately identify the type of leave they are requesting. Selecting the incorrect type can affect pay, benefits, and how leave days are counted.

3. Advance Planning: When requesting leave, the form asks for the intended dates of departure and return. It’s important to plan in advance and consider any official holidays, training schedules, or duty requirements that might affect the availability to take leave. Communicating with supervisors and chain of command early in the process can facilitate approval.

4. Signature Requirements: The DA 31 form requires signatures from the requestor, the supervisor, and the approving authority. In scenarios where the requestor is unable to sign (e.g., due to deployment or mission requirements), supervisors may sign on their behalf. This process underscores the importance of maintaining good communication with the chain of command.

5. Keep Records of the Leave Form: Both the service member and their unit should keep copies of the completed and signed DA Form 31. This documentation is necessary for personal records, pay and benefits processing, and resolving any discrepancies regarding leave days or entitlements. Ensuring both the member and the unit have the leave form helps protect the interests of all parties involved.

In conclusion, accurately completing the DA Form 31 and understanding the administrative process it entails can significantly impact a service member's leave experience. By taking these key aspects into account, individuals can ensure a smoother, more efficient leave process.