statement of his accounts at the time, exclusive of allotments and insurance. Under the heading "Due United States " will be noted all authorized stoppages for loss of or damage to Government property or supplies; amounts due on account of partial payments, overpayments, post exchanges, post laundry, tailor, company fund, transportation or subsistence, and stoppages, including detained pay, under sentence of court martial and on account of absence without leave, absence from duty because of disease resulting from the soldier's own intemperate use of drugs or alcoholic liquor or other misconduct, etc.; in short, all information required to be entered on the Pay Rolls except allotments and insurance will be incorporated in the indorsement on the service record. The wording of the indorsement under "Due United States "will conform to model remarks for such rolls prescribed by the War DepartThe indorsement will show, in the handwriting of the officer signing it, whether the soldier "has " or " has not " an allotment running.

Disposition of Service Record of a soldier discharged, etc. When a soldier is separated from active service, his Service Record will be disposed of as follows: a. In case of discharge, death, desertion, or retirement it will be forwarded through the Personnel Adjutant to The Adjutant General of the Army by final indorsement.

b. In case of sentence to dishonorable discharge the execution of which is suspended, forwarded by indorsement to the officer charged with keeping the records of general prisoners at the place where the man is to be confined.

c. In any case mentioned above under (a) or (b) the Service Record will be accompanied by the Pay Card of the soldier, and, in the case of a retired soldier a "Record of payment of retired enlisted man will also be forwarded with the Service Record.

d. Where there is constructive delivery of the discharge certificate notation thereof will be made on the Service Record under "Remarks."

e. If a soldier is detached from his company at the time he is separated from active service, an Extract from Service Record will be prepared and forwarded to his company commander.

Temporary Service Record. When an enlisted man is transferred, assigned or attached to a company or detachment, and is again transferred or detached before the Service Record has been received from his previous company or detachınent commander, a temporary service record will be prepared from the available data and forwarded to the new company or detachment commander for use until the original or a new record is received, when the temporary service record will be checked with the original or new service record and additional data on the temporary service record transcribed to the original, after which the temporary service record will be filed in the five year file. Temporary service records will be marked "Temporary" on the cover by the officer starting them.

Procedure in case of lost service record. In the event that a service record is lost, immediate effort will be made to trace it through the commanding officer of the company or detachment with which the man last served. If not found within a reasonable time, a report of the fact will be made to The Adjutant General of the Army by letter, who will start a new service record, and transmit it to the recruiting depot, depot brigade or other mobilization point at which the soldier was enlisted or to which he was sent upon induction into the service. The new record will then be forwarded in turn to the commanding officers of the companies with which the soldier has served during his current enlistment, each commanding officer repeating the indorsement required and making appropriate entries in the body of the record. Pending receipt of the new service record the soldier's pay and duty status will be determined from the data shown on his pay card, the last pay roll on which his name appears and from other records of the company or detachment with which he last served.

Changes in entries. Erasures of entries on Service Records are prohibited. All elimination of original entries will be made by drawing lines through the entries. Each change will be duly authenticated by the initials of the officer making it.

Additional space for entries. In case the space under any heading except deposits, allotments and insurance, in the body of the record proves insufficient, the entry will be continued under remarks. If this space proves insufficient, additional sheets for remarks may be pasted to the top of page 10. If the space for allotments and insurance is insufficient, opposite space under deposits will be taken. If the space for deposits is insufficient, additional sheets will be securely pasted at the top of the page as indicated by footnote in Service Record. If the space for showing change of station or status in an indorsement is insufficient, the entry will be continued under the heading "Due United States." One indorsement may, if necessary, occupy the space alloted to two. If there be more than 12 indorsements, an additional sheet will be securely pasted at the top of page 17, as indicated by footnote thereon. Under no circumstances will sheets or slips of paper be pasted or attached to a Service Record except as provided in these regulations.

Initialing entries. Each entry under "Military Record" on pages 5, 6, 8 and 9, will be initialed by the recruiting officer, personnel adjutant or company or detachment commander, as the case may be. The entries under "Military record" on page 7, will not be initialed. Where there are no data of record relating to the printed heading, the space under that heading will be left blank. Negative entries such as "None," "Nothing," etc., will not be made in any part of the form except as required for street and house number and indorsement.

Decorations, service medals and citations. The award of decorations, service medals, citations and foreign decorations will be recorded on page 6.

a. In the case of service medals the character, authority and serial number will be noted.

b. In the case of citations and decorations the character and authority will be noted.

Allotments and insurance. In case of change or discontinuance of any allotment notation thereof will be made following the allotment.

Filing. a. Service records are filed in the service record tray of the company field desk in the order in which the names of the soldiers appear on the duty rosters, pay rolls and monthly roster of troops. The guide card, "Non-commissioned officers" is placed in rear of the service records of the sergeants and corporals, and the guide card "Privates, 1st class" in rear of the service records of privates, Ist class, and of "Privates " in rear of the service records of privates, regardless of specialist ratings.

b. When a soldier is temporarily absent from his company or detachment on account of sickness, confinement, or detached service, and his service record has been forwarded by indorsement to his new commanding officer, the extract from the service record will be filed in the tray in place of the service record.

EXTRACT FROM SERVICE RECORD.

Function. a. The extract from the service record, Form No. 29a, AGO, replaces the service record of the soldier in the company when he is discharged, retired, transferred, dies, deserts, or is absent sick or on detached service or absent in confinement. b. The extract will be prepared at the same time as the indorsement by which the service record is forwarded and will show the new station or status of the soldier, his character, and a complete statement of his accounts at the date, including statement as to the date to which the soldier was last paid in full.

c. When a soldier is discharged, transferred to another organization or is otherwise separated from his company while absent therefrom, the officer who is then the custodian of the soldier's service record will also furnish the company commander with an extract from the service record for file with the company records, on Form No. 29a, AGO.

When a soldier is so separated from his organization_while absent therefrom, there will be entered after the words "This soldier " on Form No. 29a, AGO, the authority or reason for such separation, e. g., " was transferred to Co. G, 65th Inf.,

per SO No-Hq 3rd Corps Area," or "died at Gen Hosp No 21, April 3, 1919,” or was retired per SO No 132, WD, 1919.

66

Filing. a. When the soldier is separated from the company by reason of discharge, retirement, death or desertion, the extract is filed in rear of the service records of privates in the tray of the company field desk until the company roster of troops for the month in which the separation occurred is received from the personnel adjutant; or if the company prepares its own roster of troops, it will be so filed until the roster is prepared for the month in which the separation occurs. If there is more than one separation, described above, from the company during the month, the extracts will be filed in the same order as the service records were filed in the tray. When the company roster of troops for the month in which the separation occurred has been received from the personnel adjutant, or when the new roster has been prepared, the extracts will be transferred to the alphabetical section of the permanent file and will be permanently preserved.

b. If the soldier is absent from the company by reason of sickness, detached service or confinement, and his service record has been forwarded to his new commanding officer, the extract from his service record will be filed in the place from which his service record has been removed. When the soldier rejoins the company and his service record is returned, the extract should be checked with the service record and may then be destroyed after additional data thereon has been recorded on the service record.

THIRD LESSON.

INDIVIDUAL EQUIPMENT RECORD.

All property of any class issued to an enlisted man for his individual use, expendable articles excepted, will be entered on his Individual Equipment Record (Form No. 637 AGO) under proper headings.

Entries for property issued. Property issued to a soldier, expendable property excepted, will be entered in one of the columns of the Individual Equipment Record under the heading " Issued," and the date of the issue will be indicated by figures on the date line in the proper columns thus, " 7/2/20." The issue will be attested by the initials of the witnessing officer. The receipt of the property by the soldier will be acknowledged in all cases by his initials at the foot of the column-for clothing on the line immediately above the line " Officers initials," and for equipment on the line "Soldier's initials." The witnessing officer will draw a line through each blank space in the column under the particular class of property which is involved. If two or more blank spaces appear together, a continuous vertical line will be used but if only one blank space is to be cancelled a horizontal line will be used instead of the vertical line. It is neither necessary nor desirable to have a balance column after each issue. When clothing is first issued to the soldier the sizes that have been determined to be the proper ones will be entered in the column headed " Sizes." Entries for property turned in. When property is turned in or otherwise accounted for, the items will be dropped from the Individual Equipment Record the action being supported by Receiving Reports, Shipping Tickets, Reports of Survey, I & I Reports, or Statement of Charges as vouchers. The items will be entered in the column under the heading " Turned in " the column being completed and initialed by the officer who received the articles turned in or who enters on Statement of Charges the articles lost, damaged or destroyed. No record will be made on the Individual Equipment Record for property worn out by fair wear and tear in service and which is turned in and replaced by identical property in serviceable condition.

Transferring to new record. When a soldier's Individual Equipment Record is filled the account will be transferred to a new form by striking a balance between the total issued and total turned in of all articles shown on the old form, and the "Issued" and "Turned in" columns thus balanced will be marked "Cancelled," the balance carried forward to the first "Issued" column of the new form and com

pleted and initialed as described above by the witnessing officer and the soldier. The old form thus cancelled will then be filed with the new form until the next inspection by an auditor, after which the cancelled record and any vouchers pertaining to it may be destroyed.

Both

Action to be taken when soldier is separated from his company. Transferred or detached. When a soldier is transferred or detached from his company the articles which he is to carry with him will be entered in the first unused "Issued" column, which will bear the date of his change of status. Other articles for which he is responsible will be entered in the first unused "Turned in" column upon being turned in. This column will also bear the date of his change of status. "Issued" and "Turned in " columns will be initialed by the witnessing officer. The column showing the articles which the soldier is to take with him will be initialed by the soldier. When a soldier is unable to account for articles of clothing or equipment issued to him and these articles have not been covered by Statement of Charges and Charged against him they will be included in the articles entered against him in the first" Issued" column of the Equipment Record. All other columns will be cancelled with red ink by writing " Cancelled" the full length of the column. The Equipment Record will then be forwarded with the Service Record to the soldiers new commanding officer. When a soldier enters a hospital, entry will be made in pencil in a vacant "Turned in " column of his Individual Equipment Record of the property collected and turned in to the Supply Sergeant. Upon his return from the hospital, the articles will be returned to him and the pencil notation erased from the record. Desertion. When a soldier is dropped as a deserter, all articles of property for which he was responsible and which were turned in at the time the soldier absented himself will be credited upon his Individual Equipment Record. Any shortage in or damage to property for which he was responsible, as determined by Survey, will be charged against him on a Statement of Charges, which will be sent to the Personnel Adjutant and, upon its return, the articles thus accounted for will be dropped in the final "Turned in" column of the record. This column will bear the date of the action and will be initialed by the officer, who will cancel all other items. The total amount charged will be entered upon the retained Extract from Service Record. All articles of clothing left by a deserter will be turned in to the Salvage Officer. The Individual Equipment Record will be placed in the one year file and at the end of one year will be destroyed. The Vouchers to the record may be destroyed following the visit of an auditor.

Discharge or retirement. Upon the discharge or retirement of an enlisted man his Individual Equipment Record will be closed out as provided for in the case of transfer. Missing articles will be accounted for by Statement of Charges or by approved Report of Survey. The Individual Equipment Record will be placed in the one year file and at the end of one year will be destroyed.

Death. When a soldier dies new clothing will be issued for burial. Articles so drawn will be entered in the next blank "Issued" column and the individual clothing slip will contain the word " Deceased." They will be listed as "Turned in" in a column marked " For Burial." The articles of clothing which are missing will be noted in another column marked "Missing." The value of the clothing unaccounted for after the death of the soldier will not be charged against him on Final Statements in the absence of positive evidence of carelessness. All other public property charged under "Issued" will be entered in the next blank “Turned in column if available for turning in. All missing articles for which the deceased was responsible, other than clothing as noted above, will be listed on the Statement of Charges for stoppage against his accrued pay. The total charge will be noted on the Extract from Service Record and the items charged will be dropped from the Individual Equipment Record. All used columns other than those showing clothing used for burial, missing clothing and the final " Turned in " column will be cancelled. Each of these newly used columns will be dated and initialed by the company commander. The Individual Equipment Record thus closed will be placed in the one year file and at the end of one year will be destroyed.

Discharge other than honorable. When a soldier is discharged otherwise thanhonorably, all uniform outer clothing in his possession will be retained for military use. Ordinarily civilian outer clothing will be issued to him in its stead by the quartermaster. With this exception his individual equipment record will be closed in the same manner as in the case of a soldier honorably discharged.

Filing. The Individual Equipment Records will be filed in alphabetical order by grades, as in the case of service records, in the loose leaf binder provided. The file will be kept in the upper right section of the top of the field desk.

REPORT OF CHANGE.

Reports of changes will be rendered by the personnel officer at each headquarters to which company or detachment morning reports are submitted, or for which headquarters morning reports are prepared. In case of a detached company or detachment serving alone the commander thereof will himself render reports of changes, or will designate a subordinate officer for this duty. It will be the duty of all commanding officers to see that reports of changes are rendered as required by regulations.

Preparation and rendering of Report of Change. A separate report for each officer and enlisted man will be rendered for each day on which a change occurs. Normally the report will be prepared on a typewriting machine using a record ribbon of standard quality. When impracticable to prepare the report on a typewriting machine ink or an indelible pencil may be used for the purpose. Copies may be made by carbon process, but in every case the original will be forwarded to The Adjutant General of the Army.

Remarks entered on Report. The remarks on the Report of Changes will be identical with those on the Morning Report, except as hereinafter indicated.

The following changes in duty and status of officers, warrant officers, and enlisted men will not be reported to The Adjutant General of the Army on Report of Change:

a. Extra and special duty and return to duty therefrom.

b. Sickness not involving a change in station or a change of status from present to absent, or the reverse, on the morning report.

c. Arrest and confinement and return to duty therefrom.

d. Sentences of courts-martial.

MONTHLY ROSTER OF TROOPS.

The Monthly Roster of Troops of a company (Form No. 703 AGO) is prepared by the Personnel Adjutant unless it pertains to a separate or detached company or a detachment serving alone when it will be prepared by the company or detachment commander or an officer designated to render the Reports of Changes for the company or detachment.

Preparation of rosters. A roster containing names of officers and enlisted men is required for each company, detachment, etc., for which a Morning Report is submitted. Monthly Rosters will contain the following information:

a. The names of all officers and enlisted men who belong to or are attached to a command at midnight on the last day of the month, and of those who have been separated there from during the month. These names will be shown on the roster from the date of receipt of assignment, whether or not they have yet joined, and will be entered in the following order: (1) Commissioned officers belonging to the organization in order of rank; (2) attached officers in order of rank; (3) noncommissioned officers in order of grades given in General Orders No. 36, War Department, 1920, the names under each grade heading appearing in the order of the dates of warrants; (4) privates, first class, in alphabetical order; (5) privates in alphabetical order; (6) enlisted men attached for duty in the order given above for enlisted members of the company.