Free Da 31 PDF Form

What is the purpose of the DA Form 31?

The DA Form 31, also known as the Request and Authority for Leave, serves a critical function within the United States Army. It is used by service members to request and obtain approval for leave, whether it's for vacation, emergency, or other forms of absence. This form is subject to the Privacy Act of 1974 and follows the guidelines outlined in AR 600-8-10. It ensures that all leave requests are formally documented and processed, providing a clear record for both the service member and their commanding officers.

How do I fill out the DA Form 31?

To properly fill out the DA Form 31, you must complete several key sections. Start with PART I - REQUESTOR INFORMATION, where you need to provide your full name, Department of Defense Identification (DoD ID), rank, and the date. Also, include your leave address and contact information for your organization, station, and point of contact, including email and phone number. In the TYPE OF ABSENCE section, you must specify the nature of your leave by ticking the appropriate box. It’s crucial to indicate your leave period accurately in the spaces provided for the dates and total days requested. Finally, signatures from the requestor, supervisor, and approving authority are necessary to validate the form. Make sure all information is accurately entered to avoid any delays in the approval process.

Who can sign the DA Form 31 on behalf of the requestor?

In cases where the requestor is not available to sign the DA Form 31, a supervisor is authorized to sign on their behalf. This provision ensures that requests for leave can still be processed even in the absence of the service member, provided there is sufficient reason for their unavailability. The supervisor's signature must be accompanied by their name, title, and rank/grade, and it indicates their agreement with the information presented in the request for leave. This supports the efficient processing of leave requests while maintaining accountability and proper documentation within the organization.

What happens if a DA Form 31 is disapproved?

When a DA Form 31 is disapproved, the service member will be notified of the decision, typically through their chain of command. The reasons for disapproval should be clearly stated, allowing the service member to understand the considerations taken into account by their commanding officers. It is important for the service member to communicate with their supervisor or approving authority to address any factors that led to the disapproval. Depending on the circumstances, the service member may be advised to modify their leave request accordingly and resubmit the DA Form 31, taking into account any feedback or requirements specified by their commanders.

Filling out the DA Form 31 correctly is vital for service members when requesting leave. However, mistakes can occur, which can delay or even jeopardize the approval of the leave request. Here are five common errors made:

1. Failing to provide complete information in the Requestor Information section: It's essential to supply all requested details, including the full name, DOD ID, rank, and leave address. Missing information can lead to unnecessary delays.

2. Incorrectly selecting the type of absence: The DA Form 31 includes various absence options, such as annual leave, emergency leave, and PCS leave. Accurately identifying the type of leave is crucial because different rules and policies may apply.

3. Miscalculating the total days requested: When filling out sections 9b and 10b, service members sometimes mistakenly calculate the number of leave days. This can result in requesting more days than available or intended, leading to complications.

4. Omitting or incorrectly entering dates: The leave period requested must be clearly defined, with accurate FROM and TO dates in sections 9a and 9c. Inaccurate or missing dates can lead to confusion and processing delays.

5. Signature issues: Each section that requires a signature must be completed appropriately. For example, if the requestor is unavailable to sign, the supervisor may do so, but this must be clearly indicated. Missing or incorrect signatures can invalidate the entire request.

To ensure a smooth leave process, service members should carefully review the DA Form 31 before submission, double-checking each section for accuracy and completeness. Taking these precautions can help avoid delays and ensure that the leave request is processed timely and accurately.

The DA Form 31, widely recognized among military members, serves as the primary document for requesting leave from the United States Army. However, this form often travels in a pack, accompanied by additional documents that either support the leave request or fulfill other administrative requirements. Understanding these documents can greatly aid service members and their families in navigating the administrative processes involved with leave requests.

• DA Form 4187: Personnel Action Form - This document is used for a variety of personnel actions, not just for leave. It can request changes in duty, special programs participation, or adjustments in personnel records. However, it can also be used in conjunction with the DA Form 31 to request leave extensions or changes not originally anticipated in the initial leave request.
• LES (Leave and Earnings Statement): While not a form filled out like the others, the LES is crucial. It provides a record of accrued leave and earnings, giving both the service member and the approving authority a clear picture of available leave. This document ensures that leave requests are in line with what is actually available.
• DA Form 6: Duty Roster - This form might be needed alongside a leave request to record who will cover the duties of the service member while they are away. It helps in planning and ensuring that there are no gaps in necessary coverage.
• Travel Orders: If the leave involves official travel - especially in cases of Permanent Change of Station (PCS) or Emergency Leave - the service member will receive travel orders. These orders are needed to arrange transport and accommodations, and to justify the leave period related to the official movement.
• Medical Documentation: For medical or compassionate leave, accompanying medical documentation might be necessary. This could include letters from doctors, hospital admission forms, or other medical records that substantiate the need for leave.

Each document plays its role within the larger bureaucratic ecosystem, ensuring that leave is properly granted, accounted for, and documented. For service members, understanding these documents and their interplay with the DA Form 31 is crucial for a smooth process, whether planning a well-deserved break or responding to an emergency. Beyond just forms, these documents represent the structure and support that enable our service members to balance their demanding professional obligations with their personal lives.

• The FMLA (Family and Medical Leave Act) Leave Request Form is used by employees to request time off under FMLA, similar to how the DA 31 form is used by military personnel to request various types of leave. Both forms require detailed information about the type of absence and the duration.

• The PTO (Paid Time Off) Request Form used in many private-sector organizations also mirrors the DA 31 form in functionality. Employees fill out this form to request paid leave, detailing the start and end dates of their leave, akin to the DA 31's requirements for chargeable leave.

• Leave Authorization Form for Government Employees bears resemblance to the DA 31 form. It's used by civil service employees to request leave, specifying the kind of leave and duration, much like the DA 31 form does for military personnel.

• The Emergency Leave Request Form often found in private and public sectors, is specifically for situations requiring immediate attention, such as family emergencies. This is parallel to the DA 31's provision for emergency leave, requiring similar justifications and approvals.

• PCS (Permanent Change of Station) Leave Request Form in the military context is close to a segment of the DA 31 which deals with PCS leave. Both documents facilitate a service member’s request for leave associated with relocating to a new duty station.

• Sabbatical Leave Application, typically used in academic institutions, shares similarity with DA 31's approach to non-chargeable leave. Both involve an application process detailing the purpose, timings, and approval routes.

• The Advance Leave Request Form, like its military counterpart within the DA 31, is used by workers in various industries to apply for leave before actually earning it. This parallels the provision within the DA 31 for advance leave under specific circumstances.

• Terminal Leave Request Form, specific to the military context, is akin to the terminal leave option in the DA 31. It's used by service members approaching the end of their service to request the use of their remaining leave.

• The Rest and Recuperation (R&R) Leave Application closely aligns with the DA 31's R&R leave provision. This form is used in stressful or extended deployments to request a short-term break, emphasizing the well-being of personnel.

• Accession Leave Form for New Recruits, similar to the DA 31’s provision for accession leave, is employed at the beginning of a military career. It grants new recruits a period of leave before they report to their first assignment, requiring submission of dates and duration as the DA 31 does.

When completing the DA Form 31, there are specific dos and don'ts to keep in mind to ensure your request is processed smoothly and efficiently. Here’s a concise guide:

1. Ensure all personal information is accurate and matches your official records. This includes your name, DOD ID, rank, and leave address.

2. Select the correct type of absence, indicating whether your leave is chargeable, non-chargeable, or a combination. Ensure you understand the distinctions between them.

3. Fill in the dates of leave accurately in the format YYYYMMDD for the sections FROM and TO under the total days requested, ensuring there’s no ambiguity about your leave period.

4. Sign the form yourself unless you are unable to do so. If that’s the case, ensure your supervisor is authorized to sign on your behalf.

• Avoid leaving sections blank. If a section does not apply to you, write "N/A" to indicate this explicitly.

• Do not estimate or guess your accrued leave balance; confirm your current balance to avoid requesting more leave than you have available.

• Refrain from submitting the form without the necessary signatures from your supervisor or approving authority, as their endorsement is crucial for the processing of your leave request.

• Never alter the form after it has been signed by the approving authority, as this can invalidate the request or lead to disciplinary action.

Understanding the DA Form 31, used for requesting leave in the military, is crucial for both service members and administrators. However, there are several misconceptions about this form that need clarification.

• Only for long-term leave: It's often thought that the DA 31 is solely for requesting extended periods of leave. However, it is also required for short-term leave, passes, and any absence from duty.
• Privacy concerns: Given it's subject to the Privacy Act of 1974, some worry about personal data misuse. The form has strict guidelines to ensure the information is protected and used appropriately.
• Approval is guaranteed: The notion that submission guarantees approval is false. Leave is subject to approval based on the military's needs, the requestor's status, and other considerations.
• For emergency leave only: While used for emergency leave, the DA 31 also covers ordinary, terminal, and other leave types, reflecting its broad applicability across different absence scenarios.
• Chargeable vs. non-chargeable: A common misunderstanding is all leave requested via DA Form 31 is chargeable against the service member’s leave balance. However, certain types, like some emergency or convalescent leaves, may be non-chargeable.
• One size fits all: Some assume a single form layout for every request, but the DA 31 must be tailored to the specific type of leave, such as PCS or EML, with relevant sections completed accurately.
• Electronic signatures are not acceptable: With advancements and updates to regulations, electronic signatures are now widely accepted for the DA Form 31, facilitating quicker submissions and processing.
• Immediate family only for emergency leave: While emergency leave generally pertains to immediate family issues, the approving authority can consider other significant relationships and circumstances on a case-by-case basis.
• Unused leave is lost if not taken: Service members may worry about losing leave if not taken within a fiscal year. However, under certain conditions, leave can be carried over or, in special cases, even paid out.

Dispelling these misconceptions is key to properly utilizing the DA Form 31 and ensuring service members can effectively manage their leave and understand their rights and obligations.

When filling out and using the DA Form 31 (Request and Authority for Leave), it's important to grasp its key features and procedures to ensure a smooth and compliant processing experience. Here are five takeaways to bear in mind:

• Understand the types of leave available: The DA Form 31 covers various leave types, including annual (ordinary) leave, emergency leave, and permanent change of station (PCS) leave, among others. Identifying the correct type of leave is crucial for accurately processing your request.
• Accurately complete all required information: Sections such as your name, DoD ID, rank, leave address, and the specifics of the leave requested (duration, type, etc.) are mandatory. Providing complete and accurate information prevents delays in leave approval.
• Pay attention to chargeable vs. non-chargeable leave: The form distinguishes between chargeable and non-chargeable leave. Understanding the difference impacts your leave balance and how your leave is recorded, whether it counts against your accrued leave or is considered special non-chargeable leave.
• Ensure all signatures are in place: The requestor, supervisor, and approving authority must sign the DA Form 31. In instances where the requestor cannot sign, a supervisor may sign on their behalf. These signatures are vital for validating and processing the leave request.
• Keep track of your leave record: Upon leaving and returning, certain sections of the form are filled out by the departure and return authorities. These records are essential for accurately recording your leave duration in official records and must be properly managed to avoid discrepancies.

Understanding these aspects of the DA Form 31 helps in ensuring that your leave request is properly documented and processed, aligning with official policies and procedures.