Unit Commander's Guide to Paying Agents Handbook
Handbook 10-39
April 2010
Chapter 8: Clearing Accounts
The following guidance is for paying agents to clear their funds. (Note: Field ordering officers are not authorized to clear funds.) During the clearing process, the disbursing officer (deputy disbursing officer or disbursing agent) performs the following functions:
- Receives the return from the paying agent.
- Verifies the accuracy of paid documents and signatures.
- Totals all pay documents.
- Determines the cash amount to be turned in.
- Prepares and verifies the correct balance for return on Department of Defense (DD) Form 1081, Statement of Agent Officer's Account.
- Ensures the paying agent signs DD Form 1081 with the disbursing officer, returning the paying agent's account to zero.
Clearing Funds Process for Operation and Maintenance, Army; Other Procurement Army; Field Ordering Officer Funds; Quick Response Funding; and Afghanistan Security Force Funds
The process for clearing funds needs to occur in the following order:
- Prior to clearing:
- Separate classified materials from packet. The paying agent contacts the unit intelligence officer (S-2) to pull all classified material.
- Obtain a memorandum from the battalion commander stating that all purchases are verified on Standard Form (SF) 44, Purchase Order-Invoice-Voucher.
- Bring the battalion commander memorandum and original SF 44s with receipts to the property book officer (PBO) to receive a memorandum of clearance and a PBO stamp on all SF 44s for operations and maintenance, Army and other procurement, Army funds (does not apply to quick response funding).
- Make copies of SF 44s and receipts.
- Verify remaining funds.
- Clearing contracting:
- Bring the memorandum signed by the battalion commander (O-5 or higher), a copy of the installation PBO memorandum, all copies of SF 44s with PBO stamps, and receipts to receive a contracting clearance memorandum from Contracting Command.
- The paying agent will receive a clearance memorandum.
- Clearing financial management units:
- Bring the following:
- Original SF 44s with a PBO stamp plus two copies
- Ledger of SF 44s plus two copies
- Original receipts plus two copies
- Original clearance memorandum from Contracting Command plus two copies
- Copy of the PBO memorandum plus two copies
- Any remaining funds not spent
- The paying agent will receive a copy of DD Form 1081.
- Clearing Resource Management:
- Bring the following:
- Copy of the PBO memorandum
- Copy of SF 44s with a PBO stamp and receipts
- Copy of the Contracting Command memorandum
- Copy of DD Form 1081
Clearing Funds Process for Bulk and Non-Bulk Funded Projects
The clearing process takes place in the following order:
- Prior to clearing:
- Separate classified materials from packet. The paying agent contacts the unit S-2 to pull all classified material.
- Obtain a memorandum from an O-6 or higher stating that the paying agent has verified all purchases on the SF 44s.
- Have the following:
- Original invoice
- Copy of Department of the Army (DA) Form 3953, Purchase Request and Commitment
- Contract if over $200,000
- Memorandum of agreement or contract if under $200,000
- Original SF 44s
- Memorandum for refusal of local national to sign SF 44 (if needed)
- Verify remaining funds.
- Clearing financial management units:
- Bring all documents listed above plus one copy.
- The paying agent will receive a copy of DD Form 1081.
- Clearing Resource Management: Bring a copy of the above listed documents.
Clearing Funds Process for Condolence and Battle Damage Payments
The clearing process occurs in the following order:
- Prior to clearing:
- Separate classified materials from packet. The paying agent contacts the unit S-2 to pull all classified material.
- Have the following:
- DA Form 3953
- DD Form 1351-6, Multiple Travel Payments List, for multiple payments or an SF 44 for a single payment
- Original clearance memorandum
- Legal justification memorandum
- Brigade combat team justification memorandum
- Memorandum for refusal of local national to sign SF 44 (if needed)
- Verify remaining funds.
- Clearing financial management units:
- Bring all documents listed above.
- The paying agent will receive a copy of DD Form 1081.
- Clearing Resource Management: Bring a copy of the above listed documents.
Clearing Process for Detainee Labor Payments
The following is the clearing process for detainee labor payments:
- Prior to clearing:
- Separate classified materials from packet. The paying agent contacts the unit S-2 to pull all classified material.
- Have the following:
- DA Form 3953
- DD Form 1351-6 for multiple payments with original signatures (Note: The row below the last payee on DD Form 1351-6 should state, "nothing follows" and be initialed by the certifying officer.)
- A detainee labor register signed and dated by the accountable official that shows the hours worked and the pay rate for each detainee payment
- An individual detainee pay record showing the amount due the payee at the time of the disbursement (Note: The individual detainee pay record must be signed and dated by the accountable official.)
- Verify remaining funds.
- Clearing financial management units:
- Bring original and one copy of all documents listed above.
- The paying agent will receive a copy of DD Form 1081.
- Clearing Resource Management: Bring a copy of the above listed documents.
Clearing Funds Process for Claims
The following is the clearing funds process for claims:
- Prior to clearing:
- Separate classified materials from packet. The paying agent contacts the unit S-2 to pull all classified material.
- Have the following:
- Original SF 44 or SF 1034, Public Voucher for Purchases and Services Other Than Personal, prepared by the staff judge advocate
- Action of Claim Memorandum from judge advocate general's office
- Settlement agreement form
- Legal justification memorandum
- Clearing financial management units:
- Bring all documents listed above.
- The paying agent will receive a copy of DD Form 1081.
- Clearing Resource Management: Bring a copy of the above listed documents.
Clearing Funds Process for Detainee Release Payments
The following are the steps in the detainee release payment clearing funds process:
- Prior to clearing:
- Separate classified materials from packet. The paying agent contacts the unit S-2 to pull all classified material.
- Have the following:
- DA Form 3953
- DD 1351-6 for multiple payments with original signatures or an SF 44 with a list of payees and their original signatures
- Memorandum for refusal of local national to sign SF 44 (if needed)
- Verify remaining funds.
- Clearing financial management units:
- Bring original and one copy of above listed documents.
- The paying agent will receive a copy of DD Form 1081.
- Clearing Resource Management: Bring a copy of the above listed documents.
Clearing Funds Process for Small and Large Rewards
The following is the clearing funds process for rewards:
- Prior to clearing:
- Separate classified materials from packet. The paying agent contacts the unit S-2 to pull all classified material.
- Have the following:
- DA Form 3953
- Original SF 44 (Note: The payee should never be asked to sign, nor should the payee's name ever appear on the SF 44. Doing either makes this a classified document, exactly what you're trying to prevent. The paying agent and a witness print their names and sign the SF 44.)
- Legal review/recommendation/justification memorandum signed by rewards authorization officer (RAO) or major subordinate command commander.
- Clearing financial management units:
- Bring all documents listed above and a copy.
- The paying agent will receive a copy of DD Form 1081.
- Clearing Resource Management: Bring a copy of the above listed documents.
Clearing Funds Process for Special Forces Operating Funds
The clearing funds process for Special Forces operating funds is as follows:
- Prior to clearing:
- Separate classified materials from packet. The paying agent contacts the unit S-2 to pull all classified material.
- Have the following:
- DA Form 3953
- Original SF 44s
- Original receipts
- Clearance memorandum from the Combined Joint Special Operations Task Force-Arabian Peninsula (JPSOTF-AP) contracting office
- Clearance memorandum from JPSOTF-AP PBO office
- Clearing memorandum from O-5 and above
- Clearing financial management units:
- Bring all documents listed above.
- The paying agent will receive a copy of DD Form 1081.
- Clearing Resource Management: Bring a copy of the above listed documents.
Clearing Funds Process for Micro Rewards
The micro rewards clearing funds process must occur in the following order:
- Prior to clearing:
- Separate classified materials from packet. The paying agent contacts the unit S-2 to pull all classified material.
- Have the following:
- DA Form 3953
- Original SF 44 or DD Form 1351-6 for multiple payments (Note: The payee should never be asked to sign, nor should the payee's name ever appear on the SF 44 or DD Form 1351-6. Doing either makes this a classified document, exactly what you're trying to prevent. The paying agent and a witness print their names and sign the SF 44 or DD Form 1351-6.)
- Verify remaining funds.
- Clearing financial management units:
- Bring all documents listed above.
- The paying agent will receive a copy of DD Form 1081.
- Clearing Resource Management: Bring a copy of the above listed documents.
Clearing Funds Process for Rewards-in-Kind
The process for clearing funds for rewards-in-kind is as follows:
- Prior to clearing:
- Separate classified materials from packet. The paying agent contacts the unit S-2 to pull all classified material.
- Have the following:
- DA Form 3953
- Original SF 44
- Original receipts
- Memorandum stating whom the items were given to as a reward payment; memorandum signed by the paying agent and rewards point of contact (Note: The payee should never be asked to sign, nor should the payee's name ever appear on the SF 44. Doing either makes this a classified document, exactly what you're trying to prevent. The paying agent and a witness print their names and sign the SF 44.)
- Verify remaining funds.
- Clearing financial management units:
- Bring all documents listed above.
- The paying agent will receive a copy of DD Form 1081.
- Clearing Resource Management: Bring a copy of the above listed documents.
Clearing Funds Process for Micro Grant Payments
The micro grant payment clearing funds process contains the following steps:
- Prior to clearing:
- Separate classified materials from packet. The paying agent contacts the unit S-2 to pull all classified material.
- Have the following:
- DA Form 3953
- Original SF 44
- If Option 1 is used, the grantee's signature is required on the SF 44.
- If Option 2 is used, the vendor's signature is required on the SF 44. Requires original receipt from vendor; requires memorandum stating whom the items were given to as a micro grant; requires memorandum signed by the paying agent and project purchasing officer.
- Micro grant memorandum authorizing grant signed by approving authority
- Verify remaining funds.
- Clearing financial management units:
- Bring all documents listed above.
- The paying agent will receive a copy of DD Form 1081.
- Clearing Resource Management: Bring a copy of the above listed documents.
Note: Army & Air Force Exchange Service "pogs" (lightweight plastic discs in the value of 5 cents, 10 cents, and 25 cents) will not be accepted.
Helpful Hints
- Ensure signatures are obtained on required documents.
- Verify all remaining funds.
- Always bring in any remaining funds when clearing.
- Treat original documents like cash.
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