DEPARTMENT OF THE ARMY
G4/ Director of Logistics
4300 O’Connell Boulevard
Fort Carson, Colorado 80913-4003
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MEMORANDUM FOR SEE DISTRIBUTION
SUBJECT: (Small Arms Repair Parts SARP Procedures)
1. REFERENCES:
a. AR 190-11, Physical Security of Arms, Ammunition, and Explosives, dated 30 Sep 93, Ch 1, 12 Feb 98.
b. AR 190-51, Security of Unclassified Army Property (Sensitive and Non-Sensitive), dated 30 Sep 93.
c. AR 710-2, Inventory Management Supply Policy Below the Wholesale Level, dated 31 Oct 97.
d. AR 735-5, Policies and Procedures for Property Accountability, dated 31 Jan 98.
e. Memorandum, AFZC-GL-S, Subject: Small Arms Repair Parts (SARP), dated Apr 98.
2. PURPOSE: To establish procedures to control requisitioning, receipt, issue and storage of SARP within the Mountain Post. This SOP applies to all Fort Carson units, directorates, and agencies.
3. GENERAL: The intent of these procedures is to outline unique SARP requirements and eliminate diversion of small arms repair parts for personal use. Implementation of this SOP should not delay repair or impact readiness of small arms. The primary differences between SARP and ordinary repair parts stocked on the PLL are inventory requirements and incorporation of the two-person rule. AR 710-
2, par 3-16k states, "no one individual will perform duties as a materiel repairer and shop clerk at the same time." At least two individuals must conduct each SARP transaction.
4. COMMANDER'S RESPONSIBILITIES: Commanders at unit level will ensure compliance with the above references. Furthermore, commanders will ensure that:
AFZC-DL
SUBJECT: Small Arms Repair Parts (SARP) Standing Operating Procedures
a. Personnel not directly responsible for receiving, storage, issue, repair, and demilitarization functions of SARP do not have physical access to those parts prior to issue by authorized personnel. The parts clerk will issue parts for immediate repair application to the repairer. Use the two-person
b. Ensure unit armorers, DS/GS shop stock clerks, and bench stock users, do not requisition, request, or store SARP above their echelon of maintenance. This includes the removal and repair of SARP, as indicated by the source maintenance and recoverability codes contained in the parts manual for the two man rule when handling all small arms parts.
c. To prevent requisitioning quantities above the Requisitioning Objective (RO) and above the level of maintenance authorized the specific weapon.
d. SARP on hand that exceed the RO or authorized level of maintenance will be immediately turned into the supporting DSU. Excess Small Arms Repair Parts are only authorized if the excess condition results from ordering 1 each and receiving a unit of issue greater than 1 each (i.e. ordered 2 each and received 1 package of 10 each. (UI=PK). Units that are able to use the excess SARP within a reasonable period of time may retain that excess.
e. SARP will not be commingled with other Class IX when SARP are coded sensitive or pilfer- able. Parts can be co-located as long as security requirements.
f. An inventory and reconciliation of SARP is completed on quarterly basis. The inventory will be conducted by a disinterested party. The SARP inventories will not be conducted by the armorer, PLL clerk, or their immediate supervisor.
g. Maintain the inventory and reconciliation results in unit files for one year or until reviewed during the next Command Supply Discipline Program (CSDP) evaluation. A copy of the inventory will be forwarded to the next higher headquarters for review. Inventory and reconciliation documentation are inspect able items during CSDP inspections.
h. Commanders should designate on orders an SFC E7 or above as the SARP reviewing officer.
1. Designate him or her on a DA Form 1687.
(1) two separate disinterested individual(s), one to requisition and one to receive SARP.
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SUBJECT: Small Arms Repair Parts (SARP) Standing Operating Procedures
g. If someone attempts to request or receive a part and they are not on the DA Form 1687, the parts clerk must notify the company commander and S-2 immediately.
DO NOT ISSUE THE PART.
(2) The PLL clerk is authorized to request/receive SARP from Direct Support.
j. Restrict access to SARP by establishing access and key control procedures.
k. Ensure passwords to automated equipment are changed at least semi-annually to restrict access to unauthorized users and to prevent unauthorized access.
1. Conduct causative research on any discrepancy involving SARP assigned as sensitive or pilfer able code on the AMDF regardless of value.
m. Insure that only personnel directly responsible for SARP receiving, storage, issue, and repair, have physical access to those parts prior to issue.
n. Conduct an unannounced quarterly inspection lAW AR 190-51 and AR 11-2 (Encl 3) on SARP management and control. Results of the inspection will be retained on file for one year or until the next Physical Security Inspection.
5. INSTRUCTIONS FOR PLL, BENCH, AND SHOP STOCK CLERKS:
a. Identify and turn in all quantities of SARP above authorized stockage level and not demand supported.
b. Highlight and annotate all SARP on the PLL/Shop Stockage Listing generated by ULLS or SAMS for easy identification.
c. Maintain a separate listing of all SARP on the PLL, Bench, or Shop stockage.
d. The SARP will not be commingled with other Class IX assets. If SARP is located in the same cabinet as other Class IX, the SARP must be protected by an additional lock and key.
e. The parts clerk will verify the third position of the Source, Maintenance and Recoverability (SMR) code and the Maintenance Use Code (MUC) to ensure that the requested parts are authorized at unit level.
f. The parts clerk will verify the DA Form 1687 (Notice of Delegation of Authority) to ensure the requester is authorized to request/receive SARP.
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SUBJECT: Small Arms Repair Parts (SARP) Standing Operating Procedures
h. All controlled item inventory code (CIIC) parts coded "J" or with a more restrictive code will be signed for in a control book when the parts are picked up. The book will be maintained by the parts clerk's supervisor showing control of the SARP parts. See paragraph 10 below.
i. Establish a non-serviceable SARP accumulation point.
6. ARMORER
a. Armorer will ensure that operator level Preventive .Maintenance Checks and Services (PMCS) is conducted on all weapons. If SARP is required;
(1) Prepare DD Form 2404 or automated ULLS Form 5988 and identify the weapon(s) and the SARP required.
(2) Tag the weapon with the same information and data as the DD Form 2404.
(3) Notify the commander of the fault. SARP is only to be requested by SMR code contained in the parts manual for specific weapon(s) at organizational level. If the item is identified as direct or general support level, prepare DA Form 2407. or DA Form 5504.
(4) Armorer will annotate unserviceable weapon on DD Form 314 lAW DA Pam 750-8 or ULLS System.
b. After the requested SARP has been received by the Armorer, the armor will make the necessary repair, then annotate DA Form 2404 when the repair is made. Maintain the DA Form 2404 until the next CSPD.
7. INDIVIDUAL
a. U. S. Army property will not be used to support any private, civilian, alternate service, or any other national activity without the approval of the commander.
b. Individuals who misappropriate or contribute to the loss or damage of Government property are subject to The Uniform Code of Military Justice. Persons found negligent in the loss or damage of the property may be found liable for purchase, replacement, and/or repair cost lAW AR 735-5.
c. Individuals who are signed for equipment will not transfer or dispose of that equipment.
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SUBJECT: Small Arms Repair Parts (SARP) Standing Operating Procedures
8. PROCEDURES FOR CONTROL OF SARP:
a. Incorporate the two person rule in all procedures involving the control of SARP.
b. Secure all SARP in accordance with AR 190-51, having at least double barrier protection.
c. The Armorer/repairer will fill out a request and validation form when requesting SARP. This form will be signed by the commander or designated representative prior to submitting it to the parts clerk.
d. The parts clerk will maintain on file a DA Form 1687 (Notice of Delegation of Authority) signed by the commander stating who is authorized to request and receive SARP.
e. Unauthorized requests are not processed or canceled and the unit commander is notified· by memorandum.
f. The clerk will require the requester to turn in the unserviceable part prior to issuing the replacement.
(1) when a controlled part has been lost or is destroyed without scrap available, the commander will cite appropriate actions required by AR 735-5.
(2) when a damaged part is not available for immediate turn in, the requester must present a statement signed by the commander stating when the damaged part will be turned in.
(3) A copy of the inventory conducted by the disinterested person must accompany all requests for lost or destroyed SARP prior to issuing the part.
g. The keys to the SARP container will not be under the direct control of the parts clerk.
Commanders will appoint designated representatives to open SARP containers. Access to SARP containers will be restricted by proper key control procedures.
h. In accordance with AR 735-5, if SARP is lost, damaged, or destroyed, personnel responsible will immediately report the incident to their chain of command. A statement will be prepared detailing the circumstances surrounding the loss, damage, or destruction of the SARP and the corrective action taken to prevent further mishaps. This statement must be signed by the company commander before the new part is issued. This statement will be placed on file for one year at the issue level.
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SUBJECT: Small Arms Repair Parts (SARP) Standing Operating Procedures
9. REQUISITIONING PROCEDURES:
a. The repairer will perform a 100% technical inspection on the weapon identifying all required part(s). A separate SARP request form will be filled out for each NSN and reviewed by the commander or designated representative prior to processing by the parts clerk.
b. The repairer's supervisor will review the SARP request verifying the items, quantities, and SMR codes are correct. Supervisors will also ensure the unserviceable SARP is tagged and secured prior to turn in.
c. Supervisors will sign the SARP request and forward the request to the commander or the designated representative for approval.
d. Turn in approved requests and tagged unserviceable SARP to the parts clerk for processing.
10. ISSUE PROCEDURES:
a. Once a request has been verified. as authorized lAW DA Form 1687, SARP will be issued to the repairer by the parts clerk.
b. The repairer will sign for the parts received in the SARP control book.
c. The SARP control book entries will include:
(1) Legible printed name, rank and signature of issuer and receiver
(2) Date and time of issue and receipt
(3) Nomenclature, NSN or part number of the SARP item
(4) Quantity and unit of issue of issued or received
11. STORAGE PROCEDURES:
A IAW AR 190-51, double barrier protection is required in the following manner:
(1) Items are secured in a locked or enclosed van, trailer, or armored vehicle and protected by a perimeter fence.
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SUBJECT: Small Arms Repair Parts (SARP) Standing Operating Procedures
(2) Items locked in a steel cage are also locked in a separate building or room.
b. All parts (serviceable or unserviceable) will be safeguarded and maintained in a locked container. If the container is portable, it will be secured or chained to the building or permanent structure.
c. Unserviceable SARP 'will be maintained in a locked demilitarized container (and separate from serviceable SARP) until it is turned in to DRMO. An ammunition can that is modified to be locked is an example of an acceptable demilitarized container.
12. INVENTORY PROCEDURES:
a. A least once a quarter, the commander shall designate a disinterested person, in the grade of SSG or above to inventory SARP in the unit. The inventory of SARP will be conducted by National Stock Number (NSN) or part numbers.
b. When the inventory is complete, a statement from the commander, verifying that the inventory was conducted and discrepancies have been resolved will be forwarded to the next higher headquarters. Units will. also retain a copy of the statement on file for one year.
c. The commander will resolve all discrepancies found during the inventory IA W AR 710-2 and AR 735-5, regardless of the dollar amount.
d. The statement must be forwarded NL T the first working day of the last month of each quarter (i.e. statements will be due 1 Dec, 1 Mar, 1 Jun, and 1 Sep).
e. MSCs will report in writing to DOL/G4 by the third working day of the reporting month (i.e. 3 Dec, 3 Mar, 3 Jun, and 3 Sep) that all subordinate units have conducted the quarterly SARP inventory. Any discrepancies noted during the inventory will be addressed and the corrective action taken.
f. SARP that is on hand: but not authorized, will be turned in within ten days of discovery.
13. TURN IN DISPOSITION PROCEDURES OF UNSERVICEABLE SARP:
a. The repairer will tag the unserviceable SARP with its NSN and nomenclature will deliver the unserviceable SARP with the request for turn in to the parts clerk.
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SUBJECT: Small Arms Repair Parts (SARP) Standing Operating Procedures
b. Parts clerk will verify NSNs and nomenclatures and complete DD Form 1348-1 in six copies
c. After the paperwork is completed, the parts clerk will secure the unserviceable SARP in a locked container until turned in to DRMO.
d. Parts clerk will handle the turn in of SARP like any other turn into DRMO (regular turn in times and days). Clerks will bring unserviceable SARP and the six copies of DD Form 1348-1 to DRMO for turn in. Clerks will receive a copy of the DD Form 1348-1 verifying turn in.
e. Parts clerk are accountable for SARP turn in quantities until turn in and remaining inventories are verified on a periodic small arms repair parts inventory. Parts clerks will maintain the stamped copy of DD Form 1348-1 until the next SARP inventory, to account for quantities turned in.
f. In the event the SARP is demilitarized prior to turn in, one copy of the demilitarization certificate (DRMS Form 145) must accompany the normal turn in documents. Approximately two weeks later, a DRMO stamped DD Form 1348-1 copy will be sent to the unit.
14. KEY CONTROL
b. the keys to the SARP container will not be under the direct control of the parts clerk. Commanders will appoint a designated representative to, open SARP containers. Access to SARP containers will be restricted by proper key control procedures.
15. DEMILITARIZED SARP
Demilitarization of SARP is a-DS/GS mission. Demilitarization is IAW AR 710-2, Chapter 1-16 (h) and DOD Manual 4160.21-M-1. This manual imposes a two person rule requiring one person to demilitarize the repair part and the second person to certify in writing that the repair part was demilitarized. The two person rule applies to both demilitarization and disposal. Retain a copy of the certification with the turn-in document. Dispose of the certification in the same manner, and at the same time, as the turn in document.
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SUBJECT: Small Arms Repair Parts (SARP) Standing Operating Procedures
16. SARP Checklist at attachment 1.
17. POC for this action is LTC Flanagan 526-9055 or MSG Cordero, 526 2558
HARRY D. FLANAGAN
LTC, OD
G4
DISTRIBUTION:
A