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NAVSUP & NAVMEDLOGCOM Manuals, Publications, and Directives

Knowing the NAVSUP and NAVMEDLOGCOM publications and directives is essential for success in the Navy Logistics field; these may be found at www.navsup.navy.mil and NAVMEDLOGCOM www.nmlc.med.navy.mil respectively.

Naval Supply Systems Command (NAVSUP) Manual, NAVSUP P-485

The NAVSUP manual consists of three volumes and is used to standardize supply practices.

  • Volume I: Naval Supply Procedures, Afloat
  • Volume II: Naval Supply Procedures, Supply Appendices
  • Volume III: Naval Supply Procedures, Ashore

NAVSUP P-485 sets policies for the operation and management of supply departments and activities in naval ships. This publication’s practices are the bare minimum for acceptable supply management and must be followed regardless of whether they are explicitly indicated as optional.

NAVSUP P-409, MILSTRIP/MILSTRAP Manual

MILSTRIP/MILSTRAP document creators and processors can use the NAVSUP P-409 as a quick reference guide. Everyday terminology, coding structures, and reduced code definitions are all condensed into this small pamphlet for ease of use.

NAVMED P-5132, Bureau of Medicine and Surgery Equipment Management Manual

The P-5132 can be obtained from the NAVMEDLOGCOM website. Equipment management processes encompass budgeting, funding, purchase, use, maintenance, repair, and disposal of equipment. This document reiterates Department of the Navy policy.

Terminology

Be familiar with supply system terms to efficiently procure and account for materials.

Procurement

Acquiring – the act of getting something or having something done for you.

Contracting Authority

When placing government orders, the command and purchasing agents are limited by dollar limits and procurement procedures.

Commitment

As soon as the fiscal officer has approved and put aside the appropriated monies for the purchase of goods and/or services.

Obligation

In the event that a certified purchasing agent enters into a contract with a vendor for products and/or services, the government is then bound by the terms of that agreement.

Unauthorized Commitment

While lacking the legal capacity to enter into contracts on behalf of the government, government representatives who are acting on behalf of the government will enter contracts for products and/or services.

These items and/or services may be charged to this person.

Ratification

The procedure by which designated personnel examine an unlawful commitment. The vendor is paid for products and/or services delivered when the appropriate contractual documentation has been created and forwarded to the ratifying official.

Procurement Administrative Lead Time (PALT)

Measured in seconds, this is how long it takes the purchasing agent to place an order for the requested item. It begins the day a valid request arrives in the procurement office and continues until the purchasing agent places the order.

Priority Designator

In the customer’s mind, this two-digit number signifies how urgently they need the thing they have requested.

Required Delivery Date (RDD)

The customer’s deadline for receiving the materials.

Authorized Requisitioner

This is usually the Division Officer or Department Head who has been authorized in writing with signature authority to sign requisitions for supplies and services

Micro-Purchase

An permitted supply or service purchase that does not go beyond the current competitive barrier of $3000 (A small company vendor does not compel you to make micro-purchases.)

Non-Procurement Official

A non-purchasing official who can use the Government-wide Commercial Purchase Card for orders under $3000 and up to a total of $20,000 per year using the Government-wide Commercial Purchase Card.

SERVMART

Non-medical administrative material, such as cleaning supplies, can be purchased from this vendor.

Federal Acquisition Regulation (FAR)

Every Federal Executive Agency uses this regulation when purchasing supplies and services with approved funds.

Defense FAR Supplement (DFARS)

Supplemental Federal Acquisition Regulation regulations for Department of Defense activities

Navy Acquisition Procedures Supplement (NAPS)

A guide for Navy contracting professionals procuring products and/or services under the FAR and DFARS.

Competitive Threshold

Unless a strong sole source reason is presented, requests over the current competitive threshold of $3000 must acquire quotes from a minimum of three vendors.

Separation of Functions

A system of checks and balances in place to prevent the same individual from initiating, awarding and receiving materiel three times in a row If local conditions make it impossible for these responsibilities to be carried out by three different people, at the very least, the same person shall not be accountable for the award and receipt of the material.

Requisition

An order from one activity to another activity for the supply of materials or services.

Bulk Stock

All material is available for future use in its whole, in unopened containers.

Consumable

After-use supplies are those that are either eaten or disposed of.

Federal Supply Schedule (FSS)

Federal agencies, US territories, Indian tribes, and other defined entities employ a set of multiple-award contracts to purchase supplies and services from outside vendors.

Controlled Equipage

The material is necessary to the purpose or the protection of life, is relatively valuable, or can be easily transferred to personal use. This equipment/equipage requires specific management oversight.

Material

All of the necessary materials, parts, and equipment.

Non-Consumable

Resources are left over after a project is completed but before they can be recycled. Buildings and equipment have a limited useful life and cannot be consumed.

Repair Part

Each and every item that appears in a stock number sequence list (SNSL), an allowance parts list (APL), a Naval Ship Systems Command drawing, or a manufacturer’s manual and has an application.

Reserve Stock

Decontamination supplies, for example, are readily available for a specific purpose but are not intended for general usage.

Standard Stock

Inventory-controlled items with a National Item Identification Number (NIIN).

Operating Budget

The operating budget is the activity’s annual budget, which is distributed to key claimants by the Chief of Naval Operations’ Fiscal Management Division. BUMED and the Headquarters of the Marine Corps are good examples of large claimants. There are four equal quarterly divisions that indicate the maximum amount that can be spent for each quarter of the fiscal year, and these funds are dispersed as operational targets or OPTARs. Overspending of cash early in the fiscal year is prevented by this technique, which also helps to avoid financial problems in the end. Unused monies from one quarter can be carried over to the next by simply adding them to the current quarterly allotment. All accounts are balanced and closed at the end of the fourth quarter, and no additional expenditures can be approved until the new fiscal year’s appropriations are available.