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Maritime Logistics Community News : December 2008
32 NAVY SUPPLY NEWSLETTER SPRING 2008 documentation to process demands; there is no automated system in Iraq. The original demand follows the chain of command (Brigade and Division) seeking approval at each stage and then to IGFC. The total process takes about 60 days. If the demand is not approved or the paperwork submitted is inaccurate it is returned to the unit (through the mail) to be resubmitted. Thankfully, in 2008, approval for ammunition will be delegated to IGFC who will accept emailed original demands through the system. IGFC will then send the original memos to the RSU and back to the unit. It is hoped that this simple delegation will reduce the processing time from 60 days down to 21 days. Fuel. Obtaining fuel is a highly complex process. It is so bureaucratic that the Multi-National Forces-Iraq employed a special team from the Pentagon to come over and review the process. Fuel transport assets are very limited. The Motor Transport Regiments (MTR) only has about 16 (10,000L) fuel trucks which are used for distribution of retail fuel among brigade and battalion locations. Divisions do not have a wholesale fuel transport capability and neither do the RSUs or the Main Supply Warehouse. paperwork. If the unit requires oils and lubricants it is essential that this is either written in the letter of authorisation or that the Fuel Officer verbally states the requirement. STEP 3 – Fuel Form 1 Completed and Approved The UFO will take the three copies of Fuel Form 1, issued by JHQ, as well as the Letter of Authorisation and ESR to the Director of Transportation (a Two Star general) who will sign and approve the form. STEP 4 – Report to dG Programming and Budgeting The UFO reports to the Director General Programming and Budgeting (DGPB) Office with all their paperwork. This process will involve the UFO reporting to the DGPB Accounting Cell, who will audit the Fuel voucher, Fuel Receipts and Reimbursement Fuel Check. Once all the paperwork has been accounted for to close out the Fuel voucher, the Accounting Cell will validate the ESR and Fuel Form 1. The UFO then reports to the DGPB Budget Cell who will write two cheques (one for fuel and one for oils) based upon current MOO fuel prices and fuel and oil allocation specified on Fuel Form 1. STEP 5 – Fuel Form 2 Completed and Approved The UFO returns to JHQ Fuel Section with the cheques from DGPB. Four copies of Fuel Form 2 will be completed. The UFO will take the four copies of Fuel Form 2 and the two checks to the Director of Transportation who will sign and approve the form. STEP 6 – Report to oil distribution Company (Baghdad- dohra). COMBINED G4 TEAM STEP 1 – Paperwork required requesting their Monthly Fuel Allocation. When requesting fuel from the Ministry of Defence (MOD), the Unit Fuel Officer (UFO) must have: two letters of authorisation from the Unit Commander; two signed original copies of the Unit Equipment Status Report (ESR) (stamped and signed by the Divisional HQ – S8 Accounts Cell to verify the accuracy of the report); a fuel voucher, for the closing month issued by the Oil Distribution Company; fuel receipts, for closing month, detailing the quantity of fuel issued to the unit by the Ministry of Oil (MOO) Fuel Distribution Point from the fuel voucher; and a fuel cheque written by Regional Oil Distribution Company to reimburse the MOD for the quantity of fuel not issued to the Unit from the closing Fuel voucher. STEP 2 – JHQ directorate of Transportation and Provision – Fuel Section determine Unit fuel allocation The UFO reports to MOD – JHQ – Directorate of Transportation and Provision – Fuel Section and provides specified fuel documentation/paperwork. The Fuel Section will validate the Equipment Status Report against the units Supply Customer Account (SCA) and calculate the monthly fuel allocation in accordance with predetermined allowances based on the number of vehicles and types of equipment in the unit, for example serviceable vehicles are only allocated 20L of fuel per day, and generators are only allocated enough fuel to run them for approximately four hours per day. Oils and lubricants are also issued under the same system and allocated in accordance with predetermined allowances. The UFO will be asked each month whether he requires oils and lubricants. Due to the procurement process a number of Fuel Officers are saying no, thus avoiding the The UFO drives in civilian attire and in non-military vehicles, for their own safety, to the Oil Distribution Company (ODC) in Baghdad. ODC-Dohra (Central Coordination Centre) will assess the UFOs paperwork, cheques and unit location to determine which Regional ODC (North, Centre, and South) they will be allocated. Once determined, ODC-Dohra completes two copies of the Fuel Authorisation Letter, which specifies the quantity and regional location that the fuel is to be issued, one copy being provided to the UFO and one copy being faxed to the Regional ODC. THE RHINO – TRANSPORT OUTSIDE THE WIRE TO THE INTERNATIONAL ZONE