2-5. DD Form 1131, Continued
A cash overage or shortage may occur in a dining facility. In this case, ensure
that designated personnel reflect the amount of overage or the shortage on the DD
Form 1544. Make sure that these personnel explain fully, on the back of DD
Form 1544, the circumstances that caused the overage or the shortage. Also
ensure that they explain fully, on the back of DD Form 3546-R, the same
Ensure that designated personnel record the serial number of the DD Form
1544 book at the bottom of DD Form 1131. Also ensure that they record the
sheet numbers of all the sheets that are being submitted. Make sure that they
prepare sufficient copies to meet the needs of the FAO. The officer who deposits
the funds receives two copies. If the DD Form 1544 sheets are from two different
books, ensure that designated personnel prepare a separate set of DD Forms 1131
for the sheets from each book. Have them attach the applicable DD Form 1544
sheets to the last copy of DD Form 1131. Together with the cash, turn in the
applicable DD Form 1544 sheets and the last copy of DD Form 1131 to the FAO.
The Finance and accounting officer (FAO) verifies the accuracy of the
amounts that are listed on the last copy of the DD Form 1131. The following
steps are performed during verification:
The FAO checks these amounts against the "Cash Turned In" blocks of
the attached DD Form 1544.
If the figures on the DD Form 1131 and the DD Form 1544 reflect the
same dollar amounts, the FAO stamps each DD Form 1544 sheet
He then enters a collection voucher number in the "Disbursing Office
Collection Voucher No." block.
He signs or validates DD Form 1131 with the proper cash control
equipment as specified in AR 37-103.
He then returns two copies of the vouchered DD Form 1131 and all DD
Forms 1544 to the unit.
He files one copy of DD Form 1131 in the dining facility.
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