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Supervisors must ensure that internal control procedures are being followed. These controls are established to monitor all pending issue requests until they are completed. The purpose of internal control is to ensure that the following are obtained: . Process all customer requirements within prescribed time frames c Preserve the highest possible inventory accuracy . Assure the integrity of computer files The SUADPS-RT assists in this monitoring function through the issue pending file and daily unprocessed picking ticket (issue document) report. This report must be reviewed daily and a follow-up action initiated to complete all outstanding issue transactions. Issue requests processed off-line are monitored using copies of issue documents retained in the issues pending file (manual). This file must be reviewed daily, and follow-up action must be taken for all documents not returned within the 72-hour time frame. Material transfer is the movement of material from the custody and records of the activity to a nonsupported Navy ship or shore activity. Material transfers are made only upon receipt of an official request document. However, material in excess of the activity's needs may be off-loaded to a shore activity. Responsibility The Standard Organization and Regulations of the U.S. Navy, OPNAVINST 3120.32, paragraph 328, defines the general duties of the supply officer. These duties include the responsibility for managing material transfer. The supply officer or designated assistant must approve transfer of material from the command, However, the management responsibility for some special material is delegated by the commanding officer to other officers. In this case, the delegated officer is responsible for approving transfer of these materials. Although such responsibility may not be delegated in a commanding officer's letter, it should be specified in the activity's organization and regulations manual. Before transferring any material (except for excess items) to another activity, the supply officer should make sure that the material is not currently needed by the departments that normally use it. In the absence of the supply officer or the designated assistant, material transfers may be approved by the duty supply officer or the command duty officer. Department heads and responsible officers other than the supply officer, are not authorized to transfer stock or operational support inventory material in their custody. When transfer of such material is necessary, the custodial department head is responsible for turning the material into supply for documentation and transfer. Other department heads or responsible officers are also responsible for notifying the supply officer of existing or anticipated needs they have for the RFI material that is being considered for transfer. Files Updated Under automated procedures, the following files are updated at the completion of all transfer transactions: l The on-hand quantity in the basic material file (BMF) is reduced by the quantity actually transferred. l Upon completion of a transfer, the record of the transaction is added to the financial holding file and held until all financial posting and reporting has been completed by the end of the month's financial processing. l Upon completion of a transfer, the transaction is recorded in the material transaction ledger file. This file can be used for subsequent research concerning the transaction through SUADPS-RT. Transactions involving cash sales must be reviewed to ensure they meet the requirements of NAVSO P-3013-2. With the approval of the commanding officer, transfers of material by cash sale maybe made to the following: U.S. Air Force and Army activities (See NAVSO P-3013-2, paragraph 6103) Marine Corps (See NAVSO P-3013-2, paragraph 6101) Military Sealift Command commissioned ships (See NAVSO P-3013-2, paragraph 6102-2) l l l l l Merchant ships (See NAVSO P-3013-2, paragraph 6103-2) Foreign merchant ships, naval ships, and aircraft (See NAVSO P-3013-2, paragraph 6104) Other government departments and foreign governments (fuels and lubricants) (See NAVSO P-3013-2, paragraphs 6104-3 and 6200) U.S. Coast Guard activities (See NAVSO P-3013-2, paragraph 6103) Sales to U.S. Government Activities and Organizations Before transfer of material, an official order or requisition signed by proper authority must be received from the requesting activity. The order or requisition must provide the appropriation of the department to be charged and the fiscal officer from which reimbursement is to be obtained. When possible, cash is collected locally from the activity receiving the material. When it is not possible to collect cash locally, appropriate documentation is forwarded to Defense Finance and Accounting Service (DFAS), Mechanicsburg, PA 17055, code XDN, for collection. Sales to Other Governments and Organizations Material may be transferred by cash sale when the conditions in NAVSO P-3013-2 are met. Material may be sold for cash to foreign naval vessels and military aircraft, allied armed forces, merchant vessels, nonmilitary aircraft, civilian organizations, and foreign countries (during civil disaster or emergencies). The commanding officer of the selling activity must approve the sale in writing and certify the circumstances that require the sale. Sales should be made for cash, which will be collected locally whenever possible. When it is not possible to collect cash locally, the procedures outlined in the following paragraphs should be used. |
 
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