Battalions are responsible for the initial inventory, the establishment of a record system, and the accountability and management of camp assets. To establish equipment records and controls, BEQ/BOQ managers, department heads, and company commanders are required to maintain the following:

PSE and bedding custody cards

Camp collateral and PSE inventory

Maintain a complete inventory by building and room/office number during the deployment. Verify manufacturer's serial numbers and equipment condition. Post copies of personnel support and collateral equipment inventories on the back of the doors or near the entries. Note any addition or deletion of furnishings or equipment. Remove unserviceable equipment. Complete survey forms per supply department procedures and forward to the 2ndNCB/3rdNCB DET OIC for approval prior to supply department action. Do not retain equipment for reuse without 2ndNCB/3rdNCB DET OIC approval. During turnover, conduct a joint inventory of all collateral equipment/PSE including designating condition codes. Reconcile differences with the 2ndNCB/3rdNCB on-site representative. Note the value of damaged or lost items in the turnover report. Do the internal custody with a person from the advance party. Initial the listing and accept custody for later reassignment to the final custodian. Original copies of equipment inventories are held by the resident battalion. Duplicate copies are provided to the CMO and the 2ndNCB/3rdNCB DET OIC.

Identification/stenciling is required on each piece of camp equipment. You should mark collateral/PSE with space identification codes to maintain accountability. Place markings on a visible but unobtrusive surface such as side or back. Plant property tags/labels are encouraged as an additional measure to maintain adequate inventory records. Look at this example of a properly identified piece of equipment. (The building number is 7212 and the room is A.)

ACCOUNTING

S-4 maintains the official records for all OPTAR accounts. The CMO tracks and controls all expenditures of 03 OPTAR funds. The CMO also tracks and controls host MRP funds to make fiscally responsible decisions about camp maintenance. All 1250-1s using 03 OPTAR funds must be signed by the CMO and logged into the BRAVO company's 03 OPTAR log when approved. Individual requisitions exceeding 0 in total extended cost must be reviewed by the 2ndNCB/3rdNCB DET before obligating funds. It is critical that all quarterly 03 OPTAR funds provided be obligated in the designated quarter. The supply department provides a report every 10 days to the CMO showing 03 OPTAR funds obligated. This report contains the dates, the balance remaining, and all 1250-1 pink copies. This report should cross-check and confirm the CMO's records.

BRAVO Company Fund Logs

In 3rdNCB camps, the BRAVO company expediter maintains two fund logs. One is for host MRP funds and the other for 03 OPTAR funds. The 03 OPTAR logs track 1250-1 actions using date, requisition number, item description, date received, cost, and such. A running balance is kept on the right side of each log to show funds remaining at any time during the quarter. Every 1250-1 entry must include the MCD, SJO, or ESA number. With the exception of collateral equipment purchases using 03 OPTAR funds, all 1250-1s using MRP or 03 OPTAR funds should have a job number assigned. The 2ndNCB camps use only 2ndNCB funding and do not require any host MRP log.

Budget

The CMO submits a budget request for the next two quarters to the supply officer via the 2ndNCB/3rdNCB DET. This budget request is submitted no later than 45 days before the end of the quarter. The request is due to the 2ndNCB/3rdNCB by the first day of the last month of each quarter. This budget request includes continuing expenses as well as a prioritized list of projects to be completed or equipment to be replaced. The budget submittal is in the camp maintenance plan format, but includes only entries involving 03 PPTAR fund use. No other fund sources are to be shown on the budget request.