Fill Out Your Da 3953 Form

What is the DA 3953 form used for?

The DA 3953 form, also known as the Purchase Request and Commitment form, is used to request the purchase of supplies and services that cannot be obtained through standard Army supply channels. It provides a structured way to document purchasing needs and secure necessary approvals for local procurement.

Who is eligible to fill out the DA 3953 form?

The DA 3953 form can be filled out by Army personnel authorized to make purchase requests. This typically includes officers or designated representatives in units who are responsible for budgeting and procurement activities. It’s important for the individual to have proper training and authority regarding financial commitments.

What information is required on the DA 3953 form?

Essential details needed on the DA 3953 include the date, requisition number, purchase instrument number, a description of the requested items or services, quantity, unit price, and estimated total cost. Additionally, justification for local purchase, accounting classification, and certifications by responsible officers must also be included.

How do I justify a local purchase on the DA 3953 form?

The justification for a local purchase is required in a specific section of the form. You must explain why the items cannot be secured through normal supply channels, such as unavailability of stock, emergencies, or other reasonable circumstances that require immediate procurement.

What are the consequences of not completing the DA 3953 form correctly?

If the DA 3953 form is not completed correctly, it may lead to delays in the procurement process, potential rejections, or financial improprieties. Properly filling out the form ensures a smoother transaction and compliance with Army regulations.

Are there deadlines associated with the DA 3953 form?

Yes, the DA 3953 form includes a required delivery date, ensuring that requested items are received in a timely manner. All personnel involved must adhere to these deadlines to maintain operational efficiency.

What should I do if I need to change an order after submitting the DA 3953?

If changes are necessary after the DA 3953 form has been submitted, it is essential to contact the approving officer promptly for guidance. They will provide the necessary steps to amend the order or submit an updated request if needed.

Can I use the DA 3953 form to procure services as well as supplies?

Yes, the DA 3953 form can be used to procure both supplies and services. Ensure that the details provided clearly indicate the nature of the services required, along with any relevant specifications and justifications.

What happens after the completion of the DA 3953 form?

Once the DA 3953 form is completed and signed by the appropriate personnel, it proceeds through the necessary approvals. Following approval, procurement actions will be initiated according to the specified guidelines, ensuring funds are committed and items are delivered as requested.

Where can I find more information about using the DA 3953 form?

Additional guidance on using the DA 3953 form can be found in DFAS-IN 37-1 and related Army procurement directives. This documentation provides detailed instructions and clarifications about the procurement process and compliance requirements.

Filling out the DA 3953 form can be a straightforward task, but several common mistakes can lead to delays or complications. Awareness of these pitfalls can make a significant difference in ensuring the procurement process flows smoothly.

One prevalent error occurs when individuals fail to provide complete details in the PURCHASE REQUEST AND COMMITMENT section. Omitting crucial information, such as requisition numbers or delivery dates, can hinder processing. Ensure that every applicable field is filled out accurately to avoid unnecessary back-and-forth communication with procurement officials.

Another common mistake involves selecting the incorrect reason for local purchase authorization. The form includes specific checkboxes for various scenarios. If the wrong option is checked, it may lead to misunderstandings regarding the urgency or necessity of the purchase. Carefully review the options and choose the most applicable reason to clarify the procurement context.

Many also struggle with the accounting classification and amount sections. Incomplete entries here can lead to significant delays in fund approval. Always confirm that the financial information is accurate and reflects the intended expenditure. Double-checking can help prevent later discrepancies that take time to resolve.

People often neglect to provide a direct point of contact for additional information. Section 10, which requests the name of a person to call, is sometimes left blank. Including this information creates a smoother communication line for procurement officials, enabling quicker clarifications and decisions.

A lack of supervisor approval is another frequent oversight. Missing signatures or failing to include the date on approvals can halt the entire process. Ensure that all necessary endorsements are not just present but also dated correctly. This small detail can significantly expedite processing times.

Finally, requestors sometimes overlook delivery requirements or urgency levels. Indicating whether additional days are required for inspection or acceptance is crucial. This information helps procurement teams manage timelines and expectations effectively.

By avoiding these common mistakes, individuals can enhance their chances of timely processing and successful procurement. Attention to detail is essential in filling out the DA 3953 form, ensuring clarity and accuracy throughout the process.

The DA 3953 form is used for local purchases within the U.S. Army. When filling out this form, several other documents may need to be submitted for a complete procurement package. Each of these serves a specific purpose to ensure transparency and accountability in government spending. Below is a list of commonly used forms that accompany the DA 3953.

• DA Form 1687: This form is the Notice of Delegation of Authority - Receipt for Supplies. It designates personnel authorized to receive supplies on behalf of an organization and provides a record to facilitate accountability.
• DA Form 3951: Known as the Purchase Request, this form initiates a procurement action within the government. It conveys the details of what is needed and how it aligns with budgetary constraints.
• DA Form 2596: This is the Purchase Order. It acts as a formal contract between the Army and the vendor, specifying quantities, prices, and delivery timelines. This document is critical for establishing legal obligations regarding the purchase.
• SF 1449: The Standard Form 1449 is a solicitation/contract form used in commercial agreements. It captures all the essential details of transactions and provides a framework for contract execution.
• DA Form 4001: This is the Requisition for Supplies. It is used to formally request items that are not available through standard supply channels. This helps track what has been requested from non-standard sources.
• DD Form 250: The Material Inspection and Receiving Report (DD Form 250) verifies the acceptance of delivered goods. It is essential for documenting receipt and ensuring that the procurement meets the requested specifications.

These documents work together to support the local procurement process. Proper completion and submission of both the DA 3953 and its accompanying documents can facilitate smoother operations and ensure compliance with regulatory requirements.

• DD Form 1155: This form is used for the Request for Quotation/Proposal. Like the DA 3953, it facilitates procurement but focuses more on obtaining offers from vendors rather than committing to a purchase.

• SF 1449: The Solicitation/Contract/Order for Commercial Items form serves to order goods or services, aligning closely with the DA 3953 in terms of purchase commitment.

• DA Form 4240: This form is used for the Purchase Request and Commitment for Supplies and Services, sharing similar functions of local procurement requests and funding commitments.

• SF 30: This is a Amendment of Solicitation/Modification of Contract. While it modifies existing agreements, it also addresses issues related to procurement contracts,

When filling out the DA 3953 form, there are specific practices to follow and some to avoid to ensure the process runs smoothly.

• Do read the instructions carefully before beginning to fill out the form.
• Do provide complete and accurate information for all required fields.
• Do double-check your calculations regarding quantities, prices, and totals.
• Do ensure that signatures are obtained from all necessary parties before submission.
• Do keep a copy of the filled form for your records.
• Don't leave any fields blank; if something does not apply, indicate that clearly.
• Don't use any abbreviations or acronyms that are not commonly understood.

By following these guidelines, the chances of processing delays or complications can be minimized.

• Misconception 1: The DA Form 3953 is only for large procurement projects.

This form is utilized for various types of purchases, not limited to large projects. It is essential for any situation where conventional supply channels are inadequate.

• Misconception 2: You cannot use this form for emergency purchases.

On the contrary, the DA Form 3953 is often used in emergencies. It explicitly allows for urgent procurement when there is a pressing need.

• Misconception 3: The form is only relevant to the Army.

While it is primarily designed for Army use, other branches of the military may also adopt similar procedures when local procurement is necessary.

• Misconception 4: Completing the form does not require any specific authorization.

Authorization is mandatory. The form must be signed by the certifying officer, confirming that the requested supplies or services are both necessary and budgeted for.

• Misconception 5: The only information needed is the list of items being purchased.

Additional details are crucial. This includes contact information, reason for local procurement, and relevant accounting information to ensure transparency and proper record-keeping.

• Misconception 6: You do not need to provide a reason for local procurement.

The requester must select the appropriate justification for why local procurement is necessary. This helps in resolving any compliance issues.

• Misconception 7: The form is obsolete and should not be used.

This is incorrect. The DA Form 3953 was updated as recently as March 1991, and it continues to be a relevant and necessary tool for specific procurement situations.

When using the DA Form 3953, it's crucial to follow some key guidelines to ensure proper completion and processing. Here are important takeaways to keep in mind:

• Understand the Purpose: This form is primarily used for local procurement requests when supplies and services cannot be obtained through regular supply channels.
• Be Specific: Clearly list the supplies and services you need, including quantity and estimated cost. Providing detailed descriptions helps expedite the approval process.
• Check Authorization: Ensure that you check the appropriate box regarding the reason for the local purchase, as this is essential for compliance with regulations.
• Document Funding: Make sure to indicate the accounting classifications and verify that the funds are available to cover the requested items.
• Set Clear Deadlines: It’s important to specify the latest delivery date for the supplies and services. This helps prioritize the request and ensures timely delivery.
• Obtain Signatures: Don’t forget to get the necessary signatures from the certifying officer and the approving officer, as these are critical for processing the purchase.

Following these guidelines will help facilitate a smoother procurement process and ensure compliance with Army regulations. Accurate and thorough submissions benefit everyone involved.