Unit Commander's Guide to Paying Agents Handbook
Handbook 10-39
April 2010
Chapter 5: Drawing Funds
The following procedures apply when drawing funds, unless modified by the disbursing officer.
Unit and Paying Agent
- Unit determines equipment or service requirement.
- Unit provides the original copy of paying agent appointment orders to the supporting financial management unit (signed by lieutenant colonel [0-5] or higher).
- Unit provides the paying agent certificate of training (issued by the financial management unit).
- Unit provides the original copy of paying agent Department of Defense (DD) Form 577, Appointment/Termination Record-Authorized Signature (signed by O-5 or higher).
- Unit requesting goods or services provides a completed Department of the Army (DA) Form 3953, Purchase Request and Commitment (PR&C).
- Paying agent will ensure the following four required signatures are obtained on DA Form 3953:
- Initiating signature (PR&C, block 27)
- Approving officer signature (PR&C, block 34):
- O-6 (colonel) or above for purchases under $200,000
- O-7 (brigadier general) for purchases over $200,000
- Property book officer signature (PR&C, blocks 31, 32, and 33) and requisition number (PR&C, block 2) (Note: Not applicable for rewards or Iraqi quick response funding [QRF]; the requisition number block is completed by the G8 or C8 executing fund certification.)
- Signature from resource manager (PR&C, blocks 19-22) and accounting classification data
- Paying agent must possess a valid military identification card.
- Drawing from the Commander's Emergency Response Fund (CERP). Every time a paying agent draws funds on a CERP contract, the paying agent provides the following:
- Completed DA Form 3953
- CERP contract and any modifications
- Payment progress report
- Drawing rewards funds. In addition to the above, the following documents are required to draw small or large rewards funds:
- Reward payment memorandum signed by the unit's rewards authorization officer (RAO)
- DA Form 3953 signed by the RAO in block 35
- Staff judge advocate (SJA) legal review
- Mission or story board describing details of operation
- Bulk funding of micro rewards. In addition to the above, the following documents are required to draw micro reward funds:
- Bulk fund request signed by the unit's RAO
- DA Form 3953 signed by the RAO in block 35
- Drawing QRF. In addition to the above, the following documents are required to draw QRF: (Note: No bulk funding allowed.)
- DA Form 3953 signed in block 35 by an O-6
- Letter of justification (LOJ), with endorsement by an O-6 if the LOJ is signed by a lower-ranking officer
- SJA legal review
- Independent government cost estimate or other documentation to substantiate the requested amount
Field Ordering Officer
The following documents are required to support the field ordering officer's (FOO) actions:
- Copy of FOO appointment orders (signed by contracting command)
- FOO's Certificate of Training (issued by contracting)
- FOO DD Form 577 (signed by O-5 or higher)
- FOO prepared spending plan for initial funding.
Financial Management Company
The following actions are required from the financial management company:
- Paying agent attendance class memorandum
- Provide funds and DD Form 1081, Statement of Agent Accountability
Required documents needed to make subsequent funds draw, except CERP
- DA Form 3953 approved and signed by resource manager (blocks 19-22)
- Valid military identification card
Note: Funds issued may be U.S. currency, foreign currency, or a combination of both. If the paying agent receives foreign currency, the disbursing officer will provide the exchange rate on DA Form 3953 and guidance on using the foreign currency.
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