EXAMPLE LETTER FOR UDP
1. Turn-in/Delivery Procedure
a. The deploying unit commander must appoint at the least two SNCO’s from each company to act as authorized designated agents on behalf of the command (Encl.1) and a SNCO or Officer that will stay back during the deployment by way of official letterhead (Encl.2). Assigning one unit representative for the entire unit will not work. A blanket letter can be used for attachment (Encl.1). These unit representatives will act as liaisons between the unit and the Distribution Management Office.
b. The unit representatives are required to present a roster of member from each company who is storing personal effects. The roster must provide rank, last name, first name, last four of their social security number, and the number of boxes. A “unit storage roster” will be filled out during the time of turn-in. A copy of the unit storage roster will go to the Distribution Management Office, the unit representative, and outside of the crate container.
c. Per the references (a) JFTR U4770-B and (b) MCO P4600.39, the only Marines authorized government storage is single personnel who reside in the barracks and will be deployed for 90 days or more. Any married personnel, geo-bachelors, single parents, or single personnel collecting Basic Housing Allowance (BAH) are not authorized government storage. Distribution Management Office will verify with the unit representatives if service members are collecting BAH through I-PAC. Personnel collecting BAH caught using government storage will be subject to forfeiture of their BAH until their return.
Example: If a service member elects to send their family back home prior to deployment, and temporarily lives in the barracks, this does not constitute as a geo-bachelor, therefore are not entitled to government storage.
d. The unit representative is required to arrange turn in dates at least 14 days in advance. The unit representative will provide the (Encl.1 and 2) to the Distribution Management Office at this time. If there is a change of company representatives, than the unit commander will appoint a company representative by way of an official letterhead (Encl.1). The Distribution Management Office will process at the max of two companies of Marines per day for turn-in. The start time for turn-in will always be at 0800 and at 1300.
e. Distribution Management Office will provide as many boxes necessary to ensure that all single members within the barracks are provided the opportunity for adequate storage. Those boxes that are not are not used are required to be turned back over to the Distribution Management Office. The Company unit representative is required to be present and sign for the issued boxes. It is recommended that the deploying unit’s supply use Global War on Terrorism (GWOT) funding to have more boxes on stock. Any Marines and/or the unit are caught using the issued boxes for other than personal effect storage will be subject to the USMJ for fraud waste and abuse. Boxes are used for unit deployment storage only.
f. Each service member is required to inventory their personal effects using the NAMC 10154 Personal effects Inventory Sheet (Encl.4). The unit representative will have this document on file. The front and back of this form will be completely utilized. The appointed company unit representatives are the only authorized person to sign the back of the inventory sheet certifying that the inventory is accurate. Four copies of the NAVMC 10154 are required per box.
a. The breakdown is as follows:
(1) One copy per box for the Unit (Marine’s training record)
(2) One copy per box for the Marine
(3) One copy per box on the outside of the box
(4) One copy per box on the inside of the box
b. Each box will be labeled on the front of the box as follows:
(1) Last name and fist name
(2) Rank/Rate
(3) Last four of Social Security Number
(4) Unit and Company
(5) Numbers of boxes (i.e. box 1 of 3)
g. The company unit representatives must arrange transportation and at least a 10-15 man working party to assist with the turn-in process. The working party is responsible for keeping all boxes of each individual Marine together when transporting the boxes. Once the unit representative verifies that the quantity matches the inventories, the working party will place the box into the wooden crate. All boxes and personal effects within the company will be turned in all at the same time. “ONE SHOT, ONE KILL!” No exceptions!
h. Upon the completion of the turn-in process, the unit representatives will sign the “unit storage roster”. The unit storage roster will be completed at the time of turn-in. The unit representatives are the only authorized personnel to sign the storage roster. The unit representatives are required to be present during the entire turn-in process or the operation will be stopped.
2. Pick-up Procedure
a. The company representative will schedule a release date with the Distribution Management Office at least a week in advance for the main body and advance party personnel. The start time for pick-up will always be at 0800 and/or at 1300.
b. The designated unit representative will remain the same, if there is any change of company representative, the unit commander will appoint a company representative by way of an official letterhead.
c. The unit representatives is responsible for the transportation for the pick-up and the delivery of the personal effects. The company unit representatives must arrange at least a 10-15 man working party to assist with the pick-up process.
d. The unit representative will sign the “unit storage roster” verifying that the service member has received all the boxes and personal items belonging to all the Marines within their unit. All boxes and personal items effects within the company will be released all at once. If the service member no longer belongs to the unit, the unit representative will make their own arrangement to get the boxes and personal effects to the service member. The only exception, is if service member returned back early, the unit representative will still contact us at least a day prior and both unit representative and service member needs to be present to pick-up their personal effects.
3. Killed in Action and Missing in Action (Ref: MCO P4050.38C)
a. The designated unit representative staying back is required to take possession of the Marine’s boxes and personal effects immediately. The unit representative must be appointed by way of the letterhead (Encl.2).
b. The unit representative is required to re-inventory the personal effects and dispose of any derogatory material. One copy of the inventory sheet will be taped on the outside of the box and one copy will be placed inside of the box.
c. The unit representative will repack all personal effects in new boxes (Distribution Management Office will provide boxes if necessary) and the unit representative will turn in all new boxes and personal effects over to the Distribution Management Office. The Distribution Management Office will also assist with the shipping a privately owned vehicle (POV).
d. The unit representative must provide an address, phone number and the point of contact (POC) of who is receiving the boxes and personal effect of the deceased service member. The Distribution Management Office will utilize the FEDEX or the DHL accounts to ship the boxes and personal effects to the next of kin (NOK).
e. Missing in action (MIA) are the same as the killed in action (KIA) procedure, but the company unit representative must provide the message from Headquarters Marine Corp (HQMC) declaring that the service member is missing in action (MIA).