Army Regulation 930-4

22 February 2008

Effective date: 14 March 2008

UNCLASSIFIED

Service Organizations

Army Emergency Relief



SUMMARY of CHANGE

AR 930-4
Army Emergency Relief

This rapid action revision, dated 22 February 2008

* Revises privacy of information statement (para 1-6).

* Changes approval level for Army Emergency Relief assistance and adds Commander's Approval Program (para 2-3).

* Clarifies disposition and filing of records (paras 2-15 and 2-16).

* Revises Army Emergency Relief Education Assistance Program (chap 6).



Chapter 1
Introduction

Section I
Overview

1-1. Purpose

a. This regulation prescribes requirements, procedures, and responsibilities for administering, operating, and approving Army Emergency Relief (AER) assistance.

b. It also states programs and policies for Army Emergency Relief (AER) assistance to eligible Army Soldiers and their authorized dependents.

c. The portions of this regulation pertaining to the organization and operation of the National Headquarters, AER (HQ, AER) only, are informative and not directive by the Department of the Army (DA).

d. Procedures used by AER sections in conducting AER activities are contained in other AER publications.

e. Army Emergency Relief officers should contact HQ, AER for guidance or assistance needed

(1) In operating their sections.

(2) Regarding the content of this regulation.

(3) Regarding any other instructions from HQ, AER.

1-2. References

Required and related publications and prescribed and referenced forms are listed in appendix A .

1-3. Explanation of abbreviations and terms

Abbreviations and special terms used in this regulation are explained in the glossary .

1-4. Responsibilities

See Responsibilities, Section III of this chapter, and also paragraph 1-9 .

1-5. Bonding

All AER officers and other Army military and civilian personnel authorized to receive, handle, or disburse AER funds are bonded under a primary commercial blanket bond carried by HQ, AER. Loss of funds must be reported and investigated as prescribed in paragraph 3-5 .

1-6. Privacy of information

Army Emergency Relief respects Soldiers' privacy and will not sell, trade, share, or otherwise make available their confidential information to anyone outside of AER, except those agencies required to assist in providing AER services to Soldiers and in those instances where such disclosure is required by law. To ensure the privacy rights of individuals are maintained, the provisions of AR 340-21 will be followed in applications for emergency financial assistance.

Section II
Army Emergency Relief Organization

1-7. Army Emergency Relief charter

a. Army Emergency Relief was incorporated under the laws of the District of Columbia on 5 February 1942 as a private, nonprofit organization to collect and hold funds to relieve distress of members of the Army and their dependents.

b. Army Emergency Relief provides emergency financial assistance to Soldiers (active and retired) and their Families in time of distress.

c. Army Emergency Relief assumed the Army Relief Society (ARS) mission to provide financial assistance to spouses and orphans of Regular Army personnel upon merger of ARS with AER on 2 July 1976.

d. Army Emergency Relief exists solely for "helping the Army take care of its own."

1-8. Army Emergency Relief (Headquarters, Army Emergency Relief)

a. Headquarters, Army Emergency Relief (HQ, AER) is located with the DA to accomplish AER's mission.

b. Army Emergency Relief is governed under bylaws established by the Board of Managers as empowered by the Certificate of Incorporation.

c. The AER bylaws provide for

(1) A Board of Managers consisting of the following:

(a) President, AER.

(b) Director, AER.

(c) Vice President for Administration, AER.

(d) Vice President for Finance, AER.

(e) Vice Chief of Staff, Army.

(f) Sergeant Major of the Army.

(g) Spouse of the Chief of Staff, Army.

(h) Spouse of the Sergeant Major of the Army.

(i) Fifteen members elected by members of AER.

(2) A Board of Advisors, consisting of the following:

(a) Chief of Staff, Army, Chairman.

(b) Commanders of major Army commands (MACOMs).

(c) Other individuals that the chairman may appoint.

(3) Membership in AER, consisting of the following:

(a) Elected and appointed officers of AER.

(b) Members of the Board of Managers.

(c) Members of the Board of Advisors.

(d) Commanders of installations and organizations having AER sections.

(e) Individuals who have served as chairman of the Board of Advisors since 1950, as members of the Board of Managers since 1960, and as officers of AER.

d. Headquarters, Army Emergency Relief financial statements are audited annually by an independent certified public accounting firm (chap 4).

1-9. Director, Army Emergency Relief

a. The Director, AER, administers AER based on policies prescribed by the Board of Managers.

b. The Director will

(1) Collect, safeguard, allocate, disburse, and audit funds.

(2) Establish procedures to safeguard funds and securities received.

(3) Promote AER, to include an annual fund-raising campaign within the Army.

(4) Establish and administer financial and operating relationships with the American Red Cross (ARC), the Navy-Marine Corps Relief Society (NMCRS), the Air Force Aid Society (AFAS) and Coast Guard Mutual Assistance (CGMA).

(5) Establish and maintain administrative and accounting procedures and records.

(6) Employ personnel for management of HQ, AER.

(7) Prepare and distribute an annual report of AER operations.

(8) Oversee purchase, sale and exchange of AER assets.

(9) Be responsible for all functions and operations of AER activities Armywide.

(10) Correspond directly on AER matters with commanders of installations and organizations having AER sections and provide informational copies to the U.S. Army Installation Management Command (IMCOM) Deputy Commander and regional directors.

(11) Provide pertinent data about AER assistance and AER section operations periodically to

(a) Major Army Command (MACOM) Commanders having AER sections with informational copy provided to the Direct Reporting Unit and IMCOM.

(b) Installation and organization commanders with AER sections.

(c) Interested heads of Army Staff agencies.

1-10. Primary and secondary programs

a. Army Emergency Relief's primary program provides emergency financial assistance to

(1) Soldiers, active and retired, and their immediate Families.

(2) Needy spouses and orphans of deceased Soldiers.

b. Army Emergency Relief's secondary program provides monetary assistance for undergraduate education of

(1) Dependent children of Soldiers (active, retired, or deceased) ( chap 6 ).

(2) Spouses of Soldiers (active, retired, or deceased) (chap 6).

1-11. Organization for providing assistance

a. Although AER is a private, nonprofit corporation, it is, in effect, the U.S. Army's own emergency financial assistance organization.

b. Army Emergency Relief gives commanders an important asset in helping them accomplish their basic command responsibility for morale and welfare of their Soldiers and Families.

(1) Army Emergency Relief funds are made available to commanders with AER sections to provide emergency financial assistance to all Soldiers and their dependents.

(2) These funds are limited only by the requirement of valid need.

c. For the reasons in a and b above, the AER assistance program is conducted primarily within and through the Army command structure. Major commanders, installation and organization commanders carry out programs through their AER sections.

d. Administrative and operational support of the AER programs at installations will be in accordance with paragraph 1-16 l in this regulation.

e. Army Emergency Relief assistance is available to Soldiers and their dependents as outlined below.

(1) Assigned to, or living near, an Army installation with an AER section, through that AER section.

(2) Living or working in a civilian community, on duty with another Service, on leave, or in transient status, through any of the following organizations:

(a) Army Emergency Relief section.

(b) Local ARC chapter.

(c) Navy-Marine Corps Relief Society auxiliary.

(d) Air Force Aid Society section.

(e) Coast Guard Mutual Assistance office.

(3) Assigned to a Defense Attache Office (DAO) or Security Assistance Office (SAO) to include Military Assistance Advisory Group (MAAG), Military Group (MILGP), Office of Defense Cooperation (ODC), United States Liaison Office (USLO) at a remote location, through the DAO or SAO as applicable, to HQ, AER, which transmits approved timely assistance through the State Department.

f. Army Emergency Relief's reciprocal agreements with ARC, NMCRS, AFAS, and CGMA to assist Soldiers provide for reimbursement on approval of assistance by HQ, AER.

g. Army Emergency Relief's agreements with NMCRS, AFAS, and CGMA also provide for Navy, Marine Corps, Air Force, and Coast Guard personnel to receive assistance through AER sections when a NMCRS auxiliary, AFAS section, or CGMA office is not readily available. NMCRS, AFAS, and CGMA will reimburse HQ, AER for any assistance given to members of their respective services. (See para 2-9 ).

h. An AER Point of Contact will be established at each MACOM HQ and IMCOM Region having an AER section. The Point of Contact will ensure

(1) Army Emergency Relief sections' compliance with this regulation and any other HQ, AER instructions.

(2) Coordination is maintained between MACOM and IMCOM Region on issues related to AER.

i. An AER section deals directly with individual applicants and provides emergency financial assistance.

(1) A section may be established based on the local commander's determination that a valid need exists.

(2) A request to establish or close a section will be sent through the major commander to the Director, AER.

(3) On approval of the action, the Director, AER, will instruct the responsible commander how to open or close a section.

(4) Based on temporary operational and geographic considerations a commander with an AER section may establish a subsection(s) for a period of up to 90 days.

(a) The installation or organization AER officer is responsible for operation of the subsections.

(b) Assistant AER officers must be appointed to administer subsections.

(c) The Director, AER, will be informed when a subsection is opened or closed.

j. Headquarters, Army Emergency Relief does not provide emergency financial assistance directly to individuals. Requests are referred to an AER section, ARC chapter, NMCRS auxiliary, AFAS section or CGMA office, whichever is closest to the individual.

Section III
Responsibilities within the Army

1-12. Headquarters, Department of the Army

Department of the Army support for AER will be in accordance with Public Law 107-314 (2 December 2002).

1-13. Commander, U.S. Army Community and Family Support Center

The Commander, U.S. Army Community and Family Support Center (USACFSC), will

a. Exercise DA staff responsibility for AER activities.

b. Maintain continuous liaison with HQ, AER.

c. Provide HQ, AER with office space, administrative, and service support in accordance with Section 2566, Title 10, United States Code (10 USC 2566). The term "services" includes lighting, heating, cooling, electricity, office furniture, office machines and equipment, telephone and other information technology services (including installation of lines and equipment, connectivity, and other associated services), and security systems (including installation and other associated expenses).

1-14. Director, Army National Guard and Chief, Army Reserve

Director, Army National Guard (ARNG) and Chief, Army Reserve (CAR) will

a. Publicize the availability of AER assistance for reserve component (RC) Soldiers upon their entry onto active duty (AD) for periods in excess of 30 days.

b. Assist Director, AER in locating and contacting individual RC Soldiers, after termination of their AD service, relative to AER activities.

1-15. Major commanders

Major commanders will

a. Supervise operation of AER sections within their command.

b. Conduct the overall command AER Annual Fund Campaign per chapter 5 .

c. Publicize continually the availability of AER assistance, including education assistance (para 2-13 ).

d. Review reports of investigation and action taken involving loss or improper use of AER funds or other AER assets (para 3-5 ).

e. Review and take action on audit reports of AER sections (para 4-4 ).

f. Recommend opening or closing an AER section (para 1-11 i (2) ).

1-16. Commanders of installations and organizations with Army Emergency Relief sections

These commanders will

a. Provide necessary facilities, equipment, and personnel to operate the AER section.

b. Appoint AER officers and assistant AER officers (paras 1-19 and 1-20 ).

c. Assign needed clerical personnel based on section's volume of assistance.

d. Manage and operate the AER section according to policies and procedures in this regulation and any other HQ, AER instructions.

e. Safeguard AER funds and accountable forms (paras 3-3 and 3-4 ).

f. Conduct audits of AER section ( chap 4 ).

g. Conduct AER Annual Fund Campaign ( chap 5 ).

h. Investigate any loss or improper use of AER funds (para 3-5 ).

i. Publicize on a year-round basis how to obtain AER assistance, including education assistance (para 2-13 ).

j. Designate individuals and positions authorized to approve assistance as allowed by this regulation (para 2-3 ).

k. Recommend to HQ, AER those loans which should be declared uncollectible (para 3-8 ).

l. Determine who has operational control of the AER section and locate it where it is most convenient, visible, and accessible to Soldiers and their Family members.

m. Establish procedures for individuals with AER loans who are being reassigned, retired, or separated from the Army to clear with the AER section.

n. Assure that all unit commanders are familiar with and help their Soldiers get AER assistance.

o. Conduct periodic review of AER section operations.

p. Ensure that no additional prerequisites, stipulations or requirements are imposed upon Soldiers in order to obtain AER assistance.

1-17. Unit commanders and first sergeants

Unit commanders and/or first sergeants will

a. Be familiar with this regulation's contents, particularly the Commanders Referral program (para 2-3 b ).

b. Assure that all unit officers and noncommissioned officers (NCOs) are familiar with and help their Soldiers get AER assistance.

c. When appropriate, provide the AER officer with information regarding the applicant's financial status.

d. Tell the AER officer if the applicant is pending elimination from the Army.

e. Recommend, in every case, whether AER assistance should be given.

1-18. Branch Army Emergency Relief Points of Contact

Branch AER points of contact are the AER representatives for MACOM, IMCOM Regions or organization commanders. Branch AER points of contact will

a. Review MACOM, IMCOM Region, installation, or organization AER section practices and procedures continually to ensure that they are in accordance with this regulation.

b. Monitor command AER sections to assure compliance with responsibilities in this regulation.

c. Conduct the AER Annual Fund Campaign within the command.

d. Inform the major commander and IMCOM regional directors regarding AER matters. These include practices and operations of AER sections within the command.

e. Communicate with HQ, AER for information or guidance regarding policies or procedures.

1-19. Section Army Emergency Relief officers

Section AER officers are key individuals in assisting the commander and the chain of command to identify, improve and solve emergency financial problems for Soldiers and their Family members. Section AER officers will

a. Be familiar and comply with policies, procedures and requirements in this regulation and with other HQ, AER instructions.

b. Advise commanders on AER matters.

c. Maintain operating relationship with the command Army Community Services (ACS) Program.

d. Receive, disburse, and be accountable for AER funds.

e. Safeguard AER funds, checks, and accountable forms (paras 3-3 and 3-4 ).

f. Publicize on a year-round basis, to all commanders and Soldiers, how to obtain aid, including education assistance (para 2-13 ).

g. Prepare and maintain on a current basis AER section records as prescribed by this regulation and other AER publications.

h. Interview each applicant seeking help.

(1) Investigate as needed.

(2) Coordinate with local legal assistance officer those cases having legal implications, such as foreclosures and evictions.

(3) Counsel, guide, and refer the individual to an appropriate agency for specific help.

(4) Act on financial assistance under approval authorities prescribed by this regulation and designated by the installation or organization commander (para 2-3 ).

i. Effect procedures to assure prompt loan collections per this regulation (para 3-7 ) and other AER publications.

j. Maintain information on, and relationship with local, State, and national welfare agencies in the area. Use these agencies to help individuals.

k. Communicate with MACOMs, IMCOM Region branch AER points of contact and HQ, AER for information and guidance regarding policies or procedures.

l. Communicate with major command branch AER officer and HQ, AER for information and guidance regarding policies or procedures.

m. Keep the installation or organization commander and unit commanders informed of AER policies; types, number of cases approved and disapproved; amount of assistance given, and status of loans.

n. Coordinate with local Casualty Assistance Officers (CAOs) to identify spouses of deceased Soldiers (active and retired) needing financial assistance.

o. Coordinate procedures with local Finance and Accounting Office regarding collections using Pay Adjustment Authorization ( DD Form 139 ).

p. Establish clearance procedures for Soldiers with AER loans who are being reassigned, retired, or separated from the Army (para 3-10 ).

q. Assure that all Soldiers newly assigned to the installation or organization are told about AER assistance.

r. Make periodic visits to subordinate units to keep unit commanders aware about AER assistance.

s. Provide for a continuous AER publicity program throughout the year for all Soldiers and their dependents (para 2-13 ).

t. Review current and prior audits to assure that all corrective actions have been taken.

u. Advise commander promptly when volume of assistance requires additional personnel for AER section to operate properly.

v. Use checklist, found in other AER publications, to assure that all responsibilities are being properly accomplished.

w. Prepare and maintain standing operating procedures (SOPs) for operational procedures and requirements to ensure compliance with this regulation and commander's instructions.

1-20. Section assistant Army Emergency Relief officers

Section assistant AER officers will

a. Be familiar with and comply with this regulation and other instructions from HQ, AER.

b. Be familiar with all responsibilities of the section AER officer (para 1-19 ).

c. Perform specific duties designated by the AER officer to include the approval of loans on behalf of the AER officer.

d. Interview applicants and provide assistance when authorized by the section AER officer.

e. Sign checks when authorized.

f. Act for the section AER officer during temporary absence.

1-21. Casualty Assistance Officers

Casualty Assistance Officers (CAOs) will

a. Identify surviving spouses and orphans of Soldiers (active and retired) who need financial assistance.

b. Inform the installation AER officer or HQ, AER when the survivor is deemed to need AER assistance.

c. Inform surviving spouses or orphans that AER is available to assist them through the initial period of adjustment following the death of a Soldier as they wait for their government benefits to begin. Assistance is normally provided for basic maintenance which includes food, rent, utilities, and so forth. Assistance is not ongoing but meant to provide a solution to temporary problems until various entitlements commence or other arrangements are made.

1-22. Appointment of Army Emergency Relief officers

Army Emergency Relief represents a unique and important asset for the Army in demonstrating the interest, involvement and concern of the Army's leadership for all Soldiers and their immediate Family members.

a. Branch Army Emergency Relief points of contact. Army commanders having AER sections will designate commissioned, warrant officer or senior NCOs in the rank of Sergeant First Class or above to fulfill the duties of branch AER point of contact.

b. Section Army Emergency Relief officer. Commanders of installations and organizations having AER sections will designate a commissioned or warrant officer, a senior NCO in the rank of Sergeant First Class or above or civilian GS-7 or higher as the AER officer.

c. Qualifications for Army Emergency Relief officers. Individual designated as the AER officer will have the following qualifications:

(1) Demonstrated integrity in past performance involving financial responsibility.

(2) Expected tenure to allow normally a minimum of 18 months in the assignment.

(3) Ability to relate to and assist unit commanders with problems and emergency financial needs of their Soldiers.

(4) Sensitivity to and understanding of problems facing Soldiers and their Families.

(5) Interest and skill in human relations.

(6) Mature judgment.

d. Section assistant Army Emergency Relief officer. Commanders of installations and organizations having AER sections will designate assistant AER officers based on population served and volume of assistance.

(1) Individuals designated may be commissioned officers, warrant officers, NCOs in the rank of Staff Sergeant or above, or civilians GS-5 or higher.

(2) The individual need not be junior to the AER officer when the assignment is part time.

(3) The individual must be qualified to act for the AER officer during a temporary absence.

(4) The number designated will be limited to those needed to perform section duties.

(5) Timely designation is important for submission of required signature cards to permit signing of checks when authorized.

e. Section Army Emergency Relief officer's absence. When the section AER officer will be absent more than 90 days, a newly designated AER officer will perform the duties.

f. Disbursement of AER Funds. Individuals authorized to disburse AER funds have a fiduciary responsibility for money being distributed. As such, anyone who knowingly authorizes the inappropriate or unlawful disbursement of AER funds may be held personally liable for these funds.

Chapter 2
Army Emergency Relief Policies for Assistance

Section I
Eligibility and Approval

2-1. Eligibility for financial assistance

Only personnel listed below are eligible to receive financial assistance from AER.

a. Soldiers on extended Active Duty (AD) and their dependents.

b. Reserve Component Soldiers (ARNG and USAR) on continuous AD orders for more than 30 consecutive days and their dependents. (This applies to Soldiers on AD for training (ADT) and serving under various sections of title 10, United States Code .)

c. Soldiers retired from AD for longevity, retired by reason of physical disability, or retired at age 60 under Section 1331, Title 10, United States Code (10 USC 1331) and their dependents.

d. Surviving spouses and orphans of eligible Soldiers who died while on AD or after they were retired as identified in c above.

2-2. Verification of eligibility

a. Soldiers in Reserve Components (RC) applying for assistance must present current military identification (ID) cards and a copy of activation orders. Other applicants must present current ID cards. Additionally, transient Soldiers also must show orders.

b. Eligibility of applicants without ID cards or orders must be verified before assistance is given.

2-3. Approval authority for Army Emergency Relief assistance

a. The local commander and the chain of command are best able to evaluate the need for emergency financial assistance. Further, AER is an important asset to all commanders in fulfilling their responsibility for morale and welfare of Soldiers. Two local levels of approval authorities, along with immediate Commander under paragraph b below, are established on this premise and to give visibility to the interest, concern and involvement of the Army's leadership in helping Army personnel and Family members in time of emergency need. These local approval levels are

(1) Level 1 - AER Officer, Assistant AER Officer.

(2) Level 2 - Installation or Garrison Commander, Deputy Commander, Chief of Staff.

b. The immediate Co, Btry, Troop Commander, or 1SG is the approving authority for a Commanders' Referral. Active duty Soldiers may request AER funds by submitting a completed DA Form 1103 (Application for Army Emergency Relief (AER) Financial Assistance) to their immediate Commander. If the immediate Co, Btry, Troop Commander, or 1SG approves the request, under this category, they will complete items 17 and 19 of DA Form 1103, and write in "Commanders Referral" next to the approved box. The signed DA Form 1103 will be taken to local AER section for administrative review where a check will be issued and allotment for repayment prepared. Eligibility for this category is based upon the Soldier's ability to repay by allotment.

c. All decisions regarding AER financial assistance must be:

(1) Fair, prudent, and objective, with use of AER funds to meet only a valid emergency need. When the case is borderline, the decision normally should favor the applicant.

(2) Based on providing only the amount needed to meet the actual emergency. The dollar amount established for the approval authorities is not a basis for determining the amount of assistance actually provided.

(3) Within the framework of policies in this regulation or by any other instructions issued by the Director, AER.

(4) Approved as an exception to policy only when determined by the authorized approval authority to be in the best interests of the Army and the applicant.

d. Approval of the Director, AER, obtained by telephone, electrical message, or letter, is required in all instances of the following:

(1) Assistance to spouses and orphans of deceased Soldiers. (These cases are not required to be processed through command designated approval authorities prior to decision by HQ, AER.)

(2) Assistance processed through ARC chapters, NMCRS auxiliaries, AFAS sections, and CGMA offices.

(3) Assistance that would exceed Level 2 approval. (Amount will include current request plus balance due on any outstanding loans, plus any grants within the past 12 months, plus any previous loans declared uncollectible.)

(4) Assistance to persons on the restricted list. (The list is issued periodically from information provided by sections and from other AER records.)

e. Approval of HQ, AER obtained by telephone, electrical message, e-mail, or letter, is required in all instances of the following:

(1) Assistance to widows(ers), orphans, and dependent children of deceased Soldiers. (These cases are not required to be processed through command designated approval authorities, subparagraph f below, prior to decision by HQ, AER.)

(2) Assistance to an eligible person working in an AER section.

(3) Assistance that would exceed Level 2 approval. (Amount will include current request plus balance due on any outstanding loans, plus any grants within the past 12 months, plus any previous loans declared uncollectible for repay.)

(4) Assistance to persons on the AER restricted list.

f. Approval is required by the Commander, Deputy Commander or Chief or Staff level

(1) Based on amount involved.

(2) For assistance to an eligible person working in an AER section.

(3) For exceptions to policy.

g. For cases in d above, the AER officer will, through channels designated by the commander, provide

(1) Information on related AER policies.

(2) Details regarding the specific case, to include supporting information from ARC reports or other similar data.

(3) Soldier's unit commander's recommendation.

(4) Personal recommendation.

h. Spouses of deployed Soldiers do not require approval of Soldiers' immediate Commander to receive AER assistance. They must have a valid power of attorney, or confirmation received by approval authority of verbal concurrence obtained from Soldier for spouse to obtain AER funds.

Section II
Types and Forms of Assistance

2-4. Emergency financial assistance

Emergency is a condition that arises suddenly, is unforeseen and urgent, and requires immediate attention. Assistance normally will be a loan; when appropriate, a grant or a combination loan and grant will be used. Amounts of assistance will be commensurate with the emergency need.

a. Loan. Emergency financial assistance normally is a loan since Soldiers usually are able to repay and prefer to do so. All AER loans are interest free.

b. Grant. A grant is made when repayment in the foreseeable future would cause undue hardship. To decide if undue hardship exists, a careful evaluation will be made of the individual's

(1) Personal situation.

(2) Current and projected income.

(3) Other assets.

(4) Ability to start repayment immediately or in the foreseeable future.

(5) Ability to complete repayment within a reasonable time.

c. Loan and grant. Combination of a loan and a grant will be made when the individual's situation precludes repayment of the full amount of a loan, but partial repayment can be made without undue hardship.

2-5. Assistance to surviving spouses, orphans, and dependent children of deceased Soldiers

Army Emergency Relief assistance is not given to express sympathy to the Family. In all cases, need is the requirement. Assistance to surviving spouses, orphans and dependent children of deceased Soldiers will be provided as a grant as follows:

a. Emergency assistance. Need for emergency assistance usually occurs at the time of, or shortly after, death of the Soldier. Often, this will be a one-time or temporary need that cannot be deferred until Government benefits or other entitlements are received. A need also may occur later if the spouse is unable to meet basic needs.

b. Monthly allowance. In extreme or exceptional circumstances when surviving spouses and orphans have a continuing situation of inadequate income to meet basic needs, a monthly allowance may be provided to supplement income. This type of assistance is authorized for 12 months and is then subject to review of updated budget planning information.

c. Special need assistance. When circumstances justify, assistance may be given for dental care, dentures, eyeglasses, hearing aids, wheelchairs, or similar needs.

Section III
Emergency Financial Assistance

2-6. Policies for emergency financial assistance

Army Emergency Relief emergency financial assistance is provided under many types of conditions or situations. Usually involved are obligations for everyday essentials that are beyond the individual to meet. Any Soldier faced with a real emergency should be provided with AER assistance within the framework of these policies.

a. Assistance is available for emergencies that require immediate attention.

b. Assistance is provided only for a valid need and not as a comfort or convenience.

c. Assistance is given only to individuals, not for group relief, general welfare, or long-term commitments.

d. Each request is considered on its own merits, on a personalized and timely basis and without publicity.

e. Assistance to AD Soldiers normally should be due to an emergency situation that developed after entry on AD.

f. Assistance may be given only to and for Soldiers and their authorized dependents.

(1) Army Emergency Relief Certificate of Incorporation governs use of AER funds to assist only Soldiers and their dependents.

(2) Army Emergency Relief policies, established by the AER Board of Managers, are guided by DA policies in matters pertaining to Family member status, authority for Family member travel and so forth.

g. Assistance for treatment of chronic illnesses will be given only to the extent necessary to meet immediate and short-term needs and to allow time for future planning based on other resources.

h. Assistance for Soldiers pending elimination from the Army or disciplinary action that could result in elimination from the Army, will be limited to an amount essential for basic needs.

i. Soldiers in confinement:

(1) Soldiers in confinement who will return to duty upon completion of their sentence are not eligible while in confinement.

(2) Soldiers convicted by court martial whose sentence includes dishonorable, bad-conduct discharge, or discharges under other than honorable conditions are not eligible for AER assistance.

j. Dependents of prisoners and deserters are eligible for AER assistance only as follows:

(1) Until a sentence including dishonorable or bad-conduct discharge is executed or until a discharge under other than honorable conditions is approved.

(2) Until the deserter is actually dropped from the rolls.

(3) To meet emergency needs to prevent immediate privation.

k. Assistance will not be given to Soldiers or their Family members at or after separation from the Army.

l. The sponsor must approve assistance to dependents, except in the absence of the Soldier, as indicated in m below. The sponsor's signature of approval, under a notarized general power of attorney or under a notarized special power of attorney authorizing AER to provide needed financial assistance, serves as acknowledged agreement if it does not

(1) Contain a termination date that has passed.

(2) Include terms precluding the Family member from obtaining a loan.

m. Assistance to legal dependents in non-support cases will be provided only to meet essential needs of the situation (food, eviction, or loss of utilities). It normally will be provided on a one-time basis.

2-7. Emergency financial assistance to Soldiers

a. Army Emergency Relief's objective is to meet every valid emergency need of Soldiers and their dependents. Individuals must complete DA Form 1103 (Application for Army Emergency Relief Financial Assistance).

b. The AER officer must establish from an interview with the applicant and from other sources all the facts regarding the need for assistance. The AER officer should not base their decisions on assumptions or emotions.

c. Each case must be considered on its own merit. No two persons are exactly alike; also, no two situations are identical.

d. When the applicant's case is borderline, the decision normally should favor the applicant.

e. Normally, to evaluate an applicant's request for assistance, the AER officer will consider, as a minimum, the following items:

(1) Purpose for which emergency assistance is requested.

(2) Whether a real emergency exists.

(3) Information on applicant's income from all sources (including spouse's, when applicable).

(4) Itemized statement of monthly and other expenses.

(5) Whether financial help will relieve the emergency.

(6) Amount of assistance needed versus what is wanted.

(7) Whether the need is being met or can better be met by aid from another agency.

(8) Confirmation of Soldier's duty status.

(9) Expiration of term of service.

(10) Whether any personnel actions are pending involving elimination from the Army (for AD personnel).

(11) Recommendation and information from unit commander (for AD personnel).

(12) Whether person has received previous AER assistance and the status of any prior loan.

(13) Whether person appears on restricted list for AER assistance.

(14) Providing assistance as a loan unless repayment would cause undue hardship.

(15) If the Soldier is under court supervised bankruptcy proceedings, approval for a loan must be obtained from the court appointed trustee.

f. When a loan is approved, the AER officer will assure that

(1) The individual

(a) Understands responsibility and terms for repaying the loan.

(b) Agrees to keep the AER officer advised on any change in duty assignment, mailing address, or status.

(c) Agrees that personal data on the application can be given to HQ, AER; the ARC, and any other organization or relief society outside the Department of Defense (DOD) necessary for processing the application.

(d) Agrees that personal data can be disclosed to and by organizations within the Army or HQ, AER to aid loan repayment or return of overpayment.

(e) Understands that failure to repay the loan, unless undue hardship exists, will result in being identified on the HQ, AER restricted list. This list is issued Armywide; individuals who appear on this list will not be approved for AER assistance without the specific prior approval of HQ, AER.

(2) For AD Soldiers, inform the Soldier's unit commander of action taken, reason, and amount.

g. When assistance is not approved, the AER officer will

(1) Assure that the applicant knows the reasons for disapproval.

(2) Record reasons for disapproval.

(3) Retain the application as required.

(4) Inform the Soldier's unit commander of action taken and why.

h. When the applicant's problem appears to be a continuing one, the AER officer will refer the individual to the appropriate agency for help, such as, for

(1) Personal financial management and budgeting - to the ACS budget counselor.

(2) Legal difficulties - to the legal assistance officer.

(3) Marital and Family conditions - to the social work officer, ACS, medical facility or to the post chaplain.

i. Approved assistance is only provided by check, AER Form 52 (AER Check and Check Voucher), payable to the applicant. If AER officer believes the funds may not be used as intended, the AER officer should do one of the following:

(1) Ask the recipient to endorse the check to the creditor in the AER officer's presence.

(2) On an exception basis, prepare a two party check with the creditor and the applicant as payees.

j. When aid is given to a dependent in the Soldier's absence, the AER officer will

(1) Ensure agreement of sponsor.

(2) Obtain AER allotment from sponsor for loan repayment.

(3) Make the dependent payee for the check.

(4) Prepare all documentation in the name of the sponsor and include the sponsor's Social Security number (SSN), expiration of term of service (ETS), duty organization, and mailing address.

2-8. Assistance to Surviving Spouses and Orphans

a. Identifying spouses and orphans of deceased Soldiers needing financial assistance is an important part of AER's mission. The following actions allow such identification at the time of death of the Soldier or later:

(1) HQ, AER writes to the spouses of deceased Soldiers telling them of available AER assistance and whom to contact.

(2) Defense Finance and Accounting Service - Indianapolis Center sends an AER information sheet to each next of kin, telling them of AER assistance and whom to contact.

(3) The CAO will identify needy cases. The CAO has personal contact with survivors and can

(a) Assess the individual situation.

(b) Identify cases where help is needed.

(c) Notify and coordinate with the installation AER officer, the installation ARC station manager or local chapter, or HQ, AER when the survivor needs financial assistance.

b. AER sections and ARC chapters are the main outlets for contact with spouses and orphans regarding AER assistance. Requests received initially at HQ, AER normally will be referred to the activity best located to handle the case.

c. Individuals applying for financial assistance must complete application ( DA Form 1103 ). They must be dependents of the Soldier at the time of death. Eligible Family members must have a current dependent ID card. Any questions concerning eligibility should be referred to HQ, AER.

d. The AER officer will contact survivors identified by CAO or HQ, AER as needing financial aid to help them apply.

2-9. Assistance to Navy, Marine Corps, Air Force, and Coast Guard personnel

a. AER sections will provide emergency financial assistance to Navy, Marine Corps, Air Force, and Coast Guard personnel when the following apply:

(1) Aid facilities of the applicant's own Service are not readily available.

(2) Referral to the ARC is not feasible.

(3) An emergency financial situation exists that warrants assistance.

(4) Authority has been obtained from the appropriate Aid Society HQ per other AER publications.

b. Once approval is obtained, complete AER Form 52 (AER Check and Check Voucher) per other AER publications.

c. All assistance records for an individual from another Service will be sent promptly to HQ, AER the next duty day for reimbursement from NMCRS, AFAS, or CGMA.

2-10. Categories of authorized emergency financial assistance

Correct identification of reasons for assistance is essential for insight into problem areas causing need for help.

a. Nonreceipt of pay. (Includes allowances and allotments.) Applies when pay is due and not received.

(1) This normally can be verified from the individual's leave and earnings statement or by the local Finance and Accounting Office (FAO).

(2) Assistance will

(a) Not be based on amount of pay due.

(b) Be limited to basic needs for subsistence to prevent privation until pay is received.

(3) This category will not be used when a Soldier is in a no pay due status due to advance or partial payments previously received.

b. Loss of funds. (Includes loss of pay or other funds.) Normally attributable to theft or not safeguarding funds. The loss should have been reported to military or civilian police authorities.

(1) Assistance will

(a) Not be based on amount of funds lost.

(b) Be limited to basic needs for subsistence to prevent privation until pay or other funds are available.

(2) Gambling loss is not considered a valid reason for AER assistance.

c. Medical, dental, and hospital expenses.

(1) Assistance is permitted for personal medical and other incidental expenses related to obtaining authorized medical care under TRICARE or MEDICARE. Medical expenses include all health services, equipment, and supplies that are benefits of either TRICARE or MEDICARE. Assistance for medical and hospital expenses may be provided when

(a) Medical treatment or hospital expenses are not elective but medically required.

(b) Paying bills or a required down payment cannot be deferred through usual repayment period.

(2) Assistance for dental care is authorized when

(a) Emergency treatment is needed and the dentist requires a down payment. Normally, a military dentist or medical authority should affirm the case as an emergency.

(b) Programed treatment involves a significant down payment that the individual cannot meet. For orthodontic treatment, AER assistance is appropriate only when orthodontia is required for medical reasons.

(3) Assistance for prosthetic devices, such as orthopedic shoes, hearing aids, spectacles, and so forth, is authorized when supported by a statement from a medical authority attesting that the device is essential for the health and welfare of the individual.

d. Funeral expenses. Assistance is authorized for funeral expenses incurred for dependent Family members. Assistance for a non-dependent parent, sister, brother, or other extended Family members may be provided on a limited basis. Assistance for funeral of non-dependent Family members will always be as a loan since they are not eligible for AER assistance. Assistance is limited to only provide reasonable funds for a modest but dignified funeral.

(1) Assistance normally is not provided for costs that are reimbursed by insurance, Social Security, veterans benefits, and so forth.

(2) Funeral costs should be commensurate with the applicant's desires and financial ability.

e. Required travel expenses. Assistance may be provided to meet unforeseen required travel and related maintenance expenses such as transportation, lodging, and food, when applicable due to

(1) Emergency leave.

(2) Emergency travel.

(3) Extraordinary costs involved in meeting port call or permanent change of station (PCS).

(4) Convalescent leave authorized by medical authorities.

(5) Return of dependent(s) to sponsor's household after short term absence to resolve problems at an emergency site.

f. Rent. Assistance may be provided for

(1) Payment of initial rent and deposit.

(2) Payment of rent.

(3) House and trailer payments.

(4) Emergency shelter.

g. Food. Assistance may be provided for food and food stamps to prevent privation.

h. Utilities. Assistance may be provided for

(1) Payment of required deposits.

(2) Payment of utility bills.

i. Privately owned vehicle. Assistance is appropriate for

(1) Cost of repairs essential to maintain a vehicle in safe operating condition and routine maintenance.

(2) Vehicle insurance premium for period of emergency need.

(3) Cost for emergency operation need.

(4) Car payment.

j. Clothing. Assistance for clothing is provided only when the clothing is needed for everyday living.

k. Fire or other disaster. Assistance in case of fire or other disaster will be provided but will be limited to amount needed to prevent privation or undue hardship.

l. Privation. Assistance is authorized to prevent privation of a Soldier and dependents for valid causes not otherwise identified above.

2-11. Categories of unauthorized emergency financial assistance

Unless unusual circumstances exist, AER financial assistance is not authorized for the following reasons:

a. Divorces.

b. Marriages.

c. Education expenses (tuition, room and board, books and supplies) except as authorized in chapter 6 .

d. Rental, lease or purchase of new/used privately owned vehicle and costs associated with rental, lease, or purchase (for example, taxes, registration, insurance, transportation, and so forth).

e. Travel of non-command sponsored dependents from continental United States (CONUS) to oversea commands.

f. Ordinary leave or vacation.

g. Liquidation or consolidation of outstanding debts.

h. Business ventures or any similar investment.

i. Funds to replace those overdrawn from bank account.

j. Civilian court fees, fines, judgments, liens, bail, legal fees, and income taxes, except to prevent immediate privation of dependents.

k. Goods or items for convenience, comfort, or luxury.

l. Continuing assistance.

m. Abortion. (No exceptions to policy authorized.) However, when a Soldier or eligible Family member is determined by medical authority to be qualified, under current DA directives, for an abortion at Government expense and when emergency financial assistance is needed in connection with attendant costs, AER assistance may be provided only when such assistance is essential to meet attendant costs related to treatment or hospitalization in a military facility or to meet attendant costs related to medical treatment of hospitalization and funding under TRICARE. Requests for such assistance must be approved by the Level 2 approval authority (para 2-3 e ) or HQ, AER (para 2-3 d (3) ) as appropriate.

Section IV
Administrative Policies

2-12. Coordination with the American Red Cross

Memorandum of Understanding between American Red Cross (ARC) and AER.

a. The American Red Cross provides many valued services to Soldiers and their Families. ARC programs and policies are covered in AR 930-5 . A Memorandum of Understanding exists between AER and ARC that defines the cooperative relationship between these two organizations regarding providing financial assistance to Soldiers and their Family members.

b. The role of the ARC is limited to providing access to financial assistance from AER to Soldiers and their Family members.

2-13. Publicizing Army Emergency Relief

a. One of AER's policies is to inform and encourage all Soldiers to use AER when they have a valid emergency need.

b. Carrying out AER's mission depends on all eligible Army people and the chain of command being aware of AER assistance and having recourse to outlets that can provide the assistance.

(1) As indicated in paragraph 1-11 , AER assistance is available to Soldiers and their Families wherever they are located.

(2) Assure awareness throughout the year of the availability of AER assistance in time of emergency need by Soldiers and their dependents and of education assistance by

(a) Including AER information in orientation briefings for newly arrived and assigned Soldiers and their Families.

(b) Using installation and organization media such as newspapers or daily bulletins.

(c) Using Armed Forces Radio and Television Service.

(d) Having input of AER activities for Commander's Calls.

(e) Having the AER officer make periodic visits and briefings to subordinate units.

(f) Using campaign and other related material during the installation AER annual fund campaign.

(g) Providing AER briefings to spouses' organizations, particularly NCOs and enlisted spouses.

(h) Including AER information in ACS and ARC orientations or briefings.

(i) Including AER information provided to sponsors and sent to newly assigned individuals.

(j) Providing AER briefings and informational material periodically to retired personnel serviced by the installation or organization.

c. In publicizing AER, information material or briefings may include general information about individual emergency cases. The information will not breach confidentiality regarding the actual case. Actual names, places, or specific dates should not be included.

2-14. Reports and forms

a. Director, AER will periodically provide management information concerning AER to commanders.

b. Reports prepared by AER sections and furnished to HQ, AER include

(1) Regular Audit Report (para 4-1 ).

(2) Special Audit Report (para 4-2 ).

(3) Campaign After-Action Report (para 5-7 ).

c. The forms listed below are used in AER section administration and operations and will be obtained as follows:

(1) Requisitioned through normal publication supply channels:

(a) DA Form 1102 (AER Receipt for Payments and Contributions).

(b) DA Form 1103 (Application for AER Financial Assistance).

(c) DA Form 4908 (AER-C Allotment for Contribution to AER).

(d) DD Form 139 (Pay Adjustment Authorization).

(e) DD Form 577 (Signature Card).

(f) DD Form 2558 (Authorization to Start, Stop or Change An Allotment for Active Duty or Retired Personnel).

(2) Furnished by HQ, AER:

(a) AER Form 50 (AER Loan Repayment Receipt).

(b) AER Form 51 (AER Contribution Deposit Ticket).

(c) AER Form 52 (AER Check and Allotment Authorization/Promissory Note).

(3) Furnished by HQ, AER for local reproduction:

(a) AER Form 9-R (AER Education Assistance Program Pamphlet).

(b) AER Form 30-R (AER Request for Transaction or Record Adjustment).

(c) AER Form 56-R (AER Questionnaire).

(d) AER Form 57-R (AER Budget Planning Sheet).

(e) AER Form 58-R (AER File Transmittal Form).

(4) Reproduced locally: DA Form 1106 (Authority to Declare AER Loan Uncollectible).

2-15. Disposition of records

Local AER records will be considered keep (K) records, which are saved only to serve their business needs, in accordance with AR 25-400-2 . Disposition of AER records will be as follows:

a. All case documents, to include AER Form 52, will be retained for 3 years from the date of the document.

b. The following documents when not an element of a case file, will be retained for 3 years from the date of document.

(1) Financial and loan reports.

(2) Campaign records.

(3) Bank deposit slips and vouchers.

(4) Audit reports.

(5) Similar or related documents not associated with individual cases.

2-16. Filing of records

a. Case documents for AER assistance will be segregated from other files and be stored to provide limited access to these files.

b. Records must remain under the control of the AER officer.

c. Disclosure of information from AER assistance case files will be governed by paragraph 1-6 .

Chapter 3
Financial Policies

Section I
Overview

3-1. General

All accounting and most financial management activities are consolidated at HQ, AER. However, some financial activities are performed within AER sections. This chapter prescribes policies relating to those activities. Procedures for implementing these policies are found in other AER publications.

3-2. Authorized expenditures

There are no authorized expenditures of AER money at section level (for example, rubber stamps, postage, administrative costs, and so forth).

Section II
Fiscal Policies

3-3. Money

a. Army Emergency Relief officers are responsible for all money and negotiable instruments received from any source, for any reason. In this regard, money received cannot be diverted to other accounts.

b. Army Emergency Relief officers are responsible for establishing controls and safeguards including physical security policies and procedures. Such controls will include

(1) Receipt, issuance and control.

(2) Prompt conversion of cash to a check or money order made payable to AER.

(3) Rapid and timely transmission of checks, money orders, and so forth to the AER central bank/HQ, AER.

(4) For money and negotiable instruments awaiting processing, adequate locked overnight secure storage, approved by the local commander.

c. Cash received should be converted to checks or money orders at Defense Finance and Accounting Service (DFAS) offices or local financial institutions.

3-4. Serial numbered forms

a. Some documents used in the AER program are controlled by serial number, such as AER Forms 50, 51, and 52.

b. Army Emergency Relief officers are responsible for ensuring proper receipt, safeguards and disposition of all forms associated with AER operations. Responsibility further extends to control and use of the forms while they are in the AER section.

3-5. Theft, loss, or improper handling of Army Emergency Relief money or controlled forms

a. Upon receiving information revealing a shortage or improper use of AER money or controlled forms, the commander of the installation or organization having the AER section will

(1) Immediately notify the Director, AER, and the major commander concerned of the situation including all known information in the report.

(2) Promptly investigate the incident under the provisions of AR 15-6 . The investigation procedures identified in AR 215-1 may be used as a guide. Commanders may at any time refer criminal allegations meeting the criteria set forth in AR 195-2 to their local CID office for investigation. Criminal allegations not meeting the established purview of CID should be reported to the local Office of the Provost Marshal or installation law enforcement authority.

b. The commander initiating the investigation will forward the reports listed below through the major commander concerned. The reports will be sent in time to reach the Director, AER within two months of the date of discovery of loss or improper use.

(1) The report of investigation or board proceedings.

(2) Command action taken regarding the occurrence and the individuals involved.

(3) Command action to preclude recurrence of similar events.

3-6. Loan repayments

a. The viability of AER's assistance program depends on loan repayments. The Soldier (sponsor), not the dependent, is responsible for repayment. As a general rule, repayments for emergency assistance loans normally will begin the month following the date of the assistance check.

b. Monthly payments should extend over a reasonable period so that the Soldier's budget will not be unduly strained. Loan repayments normally should be completed within 12 months of the loan and before the Soldier's ETS.

c. Active Duty personnel. Loans to AD Soldiers will be repaid by AER allotment, to facilitate repayment.

(1) When assistance is approved, the Soldier must agree to

(a) Repay the loan by military pay allotment.

(b) Keep the allotment in effect until the loan is repaid.

(c) Have the allotment carried over and taken from retired pay until the loan is repaid when Soldier receiving loan is eligible for retirement.

(2) Allotment will provide for initial deduction from Soldier's pay to start the end of the month following the date of the assistance check. When starting the allotment within this period will cause a hardship, a delayed allotment starting within 6 months from the date of the loan may be processed.

(3) For Soldiers in their second or later term of enlistment, the final month of loan repayment by allotment may extend beyond the date of ETS if

(a) The individual states intent to reenlist without a break in service.

(b) The Soldier's unit commander indicates no current bar to reenlistment.

(4) The allotment request will be processed as specified in other AER publications.

(5) The AER officer will set up procedures with the local FAO for notification if an allotment is being terminated before the loan is repaid.

(6) Prior to receiving AER assistance, Soldiers pending separation, board action or within 6 months of ETS, must sign a completed DD Form 139 for subsequent use if appropriate.

d. Retired personnel. Loans to retired Soldiers will be repaid by AER allotment.

(1) When assistance is approved, the Soldier must agree to

(a) Repay the loan by AER allotment.

(b) Keep allotment in effect until the loan is repaid.

(2) Submit completed allotment in accordance with other AER publications.

(3) Allotment will provide for initial deduction from Soldier's pay to start the end of the month after the loan is made.

(4) If Soldier with valid military retiree ID card has waived all retired pay to receive Veterans Affairs (VA) disability and thus cannot repay by allotment, the applicant must sign the promissory note regarding repayment of the loan.

e. RC Soldiers on AD. Loans to RC Soldiers on AD for a period of more than 30 consecutive days will be repaid by AER allotment if such procedures are available through DFAS. If DFAS allotment procedures are not available, the Soldier will be placed on cash billing and must

(1) Sign the promissory note to repay the loan before completion of AD.

(2) Agree that, if the loan is not paid by that time, the Finance and Accounting Office may repay the loan from final pay entitlements to the AER section for the amount due. If insufficient funds are due the Soldier on completion of AD, affirm repayment arrangements (such as cash billing) prior to separation.

3-7. Loan collections

a. As directed by HQ, AER, action will be taken promptly to collect from a Soldier on AD who fails to meet repayment terms until

(1) The loan is repaid.

(2) Or the loan is recommended to be declared uncollectible because repayment would cause undue hardship.

b. All reasonable efforts will be made to collect from a borrower no longer on AD.

Section III
Administrative Policies

3-8. Processing delinquent loans

a. HQ, AER will provide sections a list of those individuals residing in the geographical area serviced by the section who have delinquent loans. Sections must initiate actions to resolve the delinquency. AER sections will recommend on DA Form 1106 through their command, to HQ, AER, those loans which should be declared uncollectible.

b. For Soldiers who have died, been dishonorably discharged, discharged under other than honorable conditions or dropped from the rolls as a deserter, sections should complete only parts I and II of DA Form 1106 and forward to HQ, AER. HQ, AER retains final approval authority for all uncollectible loan recommendations.

c. In the interest of timeliness and accuracy, processing delinquent loans is accomplished by geographical area, based on the individual's current address, without regard to the section which originated the loan. As such, there should be no adverse inference conveyed regarding the number or dollar amount of loans recommended to be declared uncollectible.

3-9. Central Bank

a. AER uses a single central bank account.

b. Sections should follow procedures published by HQ, AER regarding which monies should be deposited in the central bank account or which should be sent to HQ, AER.

c. Sections must initiate appointment orders and signature cards for those individuals authorized to sign assistance checks. See other AER publications.

d. Except for actual money deposits, all other communication regarding central bank operations must be sent directly to HQ, AER. It is important that nothing other than the deposit slip and corresponding money deposits be included in the envelopes sent to the central bank.

3-10. Installation clearance

a. Installation commanders are responsible for ensuring that Soldiers clear through AER upon PCS or separation as part of the installation clearance activities.

b. Army Emergency Relief officers are responsible for establishing and maintaining procedure for clearing Soldiers through AER.

(1) If a Soldier is pending PCS, ensure that satisfactory arrangements are in place for continual payment of loan balance (for example, allotment or monthly cash payments as appropriate).

(2) If the Soldier is transitioning, other than PCS or retiring, ensure they pay their AER loan balance or that a DD 139 is submitted to local FA0 prior to clearance. Retiring Soldiers allotment is automatically transferred to their retired pay.

Chapter 4
Audits

4-1. Regular audits

Regular audits of AER section accounts will be made annually as of 31 December.

4-2. Special audits

a. Special audits will be made upon

(1) Loss of funds (initiated by the commander responsible for AER section).

(2) Closure of section (terminal audit initiated by commander responsible for AER section per instructions from Director, AER).

(3) Request by Director, AER.

(4) Request by the major commander.

(5) Decision by the commander.

b. A special audit is recommended when there is a change of AER officers.

4-3. Conduct of audits

a. Audits will be

(1) Based on administrative and accounting requirements of this regulation and other AER publications.

(2) As of 31 December for all regular audits.

(3) As of the end of the month for all special audits

(a) When change of AER officer is reason for audit, ending date will be end of the month before the month the change occurs.

(b) When loss of funds is reason for audit, ending date will be the end of the month in which loss occurred or was discovered, whichever is later.

b. The assets available to the commander for conduct of audits of AER range from the appointment of a qualified disinterested officer to the use of a professional auditor assigned to the internal review staff. The determination of the level of audit expertise required belongs to the commander and will normally be based on known or suspected conditions. Commanders can assess their respective situations using, in part, the following indicators:

(1) Any indications of fraud or misappropriation of funds.

(2) Oversight by local chain of command.

(3) Specific request from Army Commanders, or Director, AER.

(4) Heavy volume and complexity of transactions.

(5) Information provided by outside sources such as reports provided by the MACOM Commander and Director, AER.

c. Prior to conduct of an AER audit, the commander will ascertain the level at which audit should be conducted. Should adverse indicators like those enumerated in b exist, the commander can require an internal review auditor to conduct the audit.

d. Selection of the most appropriate assets to conduct AER audits will ensure the Army does not receive undue adverse publicity and that the command is protected from unwarranted accusations of mismanagement of charitable funds donated by Soldiers.

4-4. Audit reports

a. The regular audit report, with inclosures, will be sent through the major commander to reach the Director, AER, by 15 April.

(1) The commander of the installation or organization with an AER section will indicate action taken on all comments and recommendations made in the audit. Actions taken to preclude recurrence of discrepancies will be stated.

(2) Army Commander will endorse the report indicating

(a) Acceptability of actions taken.

(b) Additional actions that may have been directed.

b. Special audit reports will be sent in the same manner through the Army Commander. These reports should reach the Director, AER, within 90 days after the ending date of the audit.

Chapter 5
Fund Raising

Section I
General

5-1. Sources of Army Emergency Relief funds

a. Funds for AER assistance programs come from the following sources:

(1) Annual voluntary contributions from Soldiers (active and retired) during the fund campaign.

(2) Unsolicited contributions (bequests, memorials, legacies, and so forth).

(3) Repayment of loans.

(4) Income from reserve funds.

b. Contributions are solicited only from within the Army during the Annual Fund Campaign.

c. All contributions to AER are tax deductible, for income and estate tax purposes, as gifts to a charitable organization.

5-2. Unsolicited contributions

Unsolicited contributions to AER assistance programs are accepted at any time.

a. Unsolicited contributions may include the following:

(1) Special gifts.

(2) Memorials honoring deceased Soldiers or members of their Families.

(3) Bequests from individuals or estates.

(4) Special fund-raising events (para 5-3 g ) held other than during the annual fund campaign.

b. These contributions may be sent to either of the following:

(1) Any AER section.

(2) HQ, AER.

c. The commander of the installation or organization receiving unsolicited contributions will

(1) Forward all bequests from individuals or estates to HQ, AER for acknowledgement and processing.

(2) For other than bequests

(a) Deposit funds contributed to the AER Central Bank using AER furnished deposit slip (AER Form 51).

(b) Acknowledge the contribution by letter of thanks to the donor(s).

(c) For memorial contributions also notify by letter the next of kin of the individual memorialized. Do not include amount of contribution in these letters.

(d) Forward information about memorial contributions to HQ, AER. Include name and rank of deceased, name and address of next of kin, and name and address of donor.

(e) During the period of the annual fund campaign unsolicited contributions, other than bequests, can be reported in the campaign after-action report (para 5-7 a ).

d. The Director, AER, will

(1) Acknowledge contributions received directly by HQ, AER.

(2) When considered appropriate or requested by local commander, also acknowledge specified unsolicited contributions based on detailed information forwarded to HQ, AER.

Section II
Army Emergency Relief Annual Fund Campaign

5-3. Annual campaign

A separate annual fund-raising campaign is conducted within the Army since AER is, in effect, the Army's own organization and exists solely to help Soldiers and their immediate Family. The AER campaign is authorized by AR 600-29 , paragraph 1-5 b , and will be conducted under general principles of voluntary giving outlined therein and specific requirements in this regulation.

a. Purposes, of the annual AER campaign are to

(1) Provide the opportunity for Soldiers to make donations to AER to help their fellow Soldiers.

(2) Increase awareness of all Soldiers (active and retired) and their dependents, including spouses and orphans of deceased Soldiers, about the types of financial assistance available from AER.

(3) Publicize procedures to obtain AER assistance.

(4) Comply with Internal Revenue Service policies to maintain not for profit, tax exempt status of AER.

b. Commanders will conduct the campaign within the period announced annually by the Chief of Staff, Army.

c. In conducting the campaign, commanders will

(1) Designate a campaign coordinator (normally not the AER officer or assistant).

(2) Ensure that procedures are established to conduct the campaign.

(3) Conduct it as a separate independent campaign.

(4) Conduct a Campaign Kickoff event, including Installation leaders and spouses, to create awareness of AER benefits and programs.

(a) Dollar goals may be set at the installation level.

(b) Individual goals, quotas, or prescribed amounts for individual contributions are not permitted nor will lists of noncontributors be compiled for any reason.

(c) Each individual will have the option of disclosing or keeping his or her contribution confidential.

5. Base campaign on voluntary contributions. Assure that each Soldier and retiree; if possible, is given the opportunity through on-the-job solicitations, and other fundraising events, to contribute voluntarily under policies and procedures in this regulation. Practices that involve compulsion, coercion, or reprisal to Soldiers because of the size of their contributions or their failure to contribute are prohibited.

d. Awards and rewards are as follows:

(1) No awards or rewards initiated within the Army will be made to individual solicitors for achievements in a fund drive. Comments on efficiency reports, plaques, passes, training holidays, relief from guard duty or details, and all other incentives or rewards to those who contribute to fund drives, likewise are not permitted. Also, awards from higher HQ to their subordinate units or their commanders for goal accomplishment or percent of participation, will not be used.

(2) Recognition, such as letters of commendation, for exceptional performance in organization or administration of a campaign, is appropriate.

e. Publicity is as follows:

(1) The campaign will be publicized on a continuing basis, before and during the period of the campaign.

(2) Publicity on unit percentage of participation, such as charts, bulletin boards, special reports, daily bulletins or other announcements, "thermometers," and any other publicity which indicates unit standings or comparative standards and achievements, will not be used.

(3) Use of a "thermometer" is appropriate, at installation level, but it will show only the progress of the entire installation toward the installation goal, if one has been established, or the installation's total contribution. Unit contributions will not be indicated in any manner.

f. Individuals ineligible for AER assistance should not be solicited, but those who desire to contribute should be given that opportunity.

g. Special fund-raising events such as marathons, walk-a-thons, car washes, sports events, carnivals, and bake sales, as deemed suitable by the commander concerned, may be used to raise money for AER. Conduct of such events should be guided by good taste and common sense.

h. Contributions may be made by allotment (para 5-4 ), cash, or check.

i. Campaign leaflets and posters will be furnished by HQ, AER. The number of leaflets and posters provided will be based on requirements submitted to HQ, AER in the most recent Campaign After-Action Report.

j. Commanders, when publicizing the campaign and AER, will use HQ, AER campaign material with local information of past and current AER assistance provided by the AER section.

k. Funds received by installations or organizations with AER sections will be secured and deposited in the bank designated by HQ, AER, using procedures contained in other AER publications.

l. Funds raised by installations or organizations without AER sections will be sent to HQ, AER, unless otherwise instructed by the major commander.

m. Administrative Checklist for annual fund campaign is contained in other AER publications.

5-4. Contribution by allotment

Contribution to AER by allotment allows AD and retired Soldiers to help their own organization with lesser personal financial impact, since the total amount contributed can be spread over a period of up to 12 months. (Allotments from civilian employee pay cannot be accepted or processed.)

a. Minimum allotment is $1 per month.

b. Individual cannot have more than one AER contribution allotment in effect at the same time.

5-5. DA Form 4908

DA Form 4908

a. Will be used to start an AD or retired Soldier's allotment.

b. Will be used by campaign keypersons as a receipt to contributor, whether contribution is by allotment, cash, or check.

c. Will be completed per instructions in other AER publications.

d. Will be provided from Army publications supply channels.

e. Requirement for increase or decrease in number of forms will be reported in the Campaign After-Action Report.

5-6. Campaign contributions

Campaign contributions in the form of allotments, checks, and cash, will be safeguarded and processed as follows. The AER campaign coordinator will

a. Supervise the issuing and use of DA Form 4908 by keypersons.

b. Provide receipt to keyperson for all contributions (allotment pledges, checks and cash) turned in.

c. Safeguard all contributions received from keypersons.

d. Turn in to the AER officer, on a weekly basis as a minimum, all copies 2 and 4 of DA Form 4908 for Soldiers contributing by allotment.

e. Turn in to the AER officer all cash and check contributions with copy 4 of DA Form 4908.

f. The AER officer will

(1) Provide receipt for all contributions received.

(2) Safeguard all contributions received.

(3) Convert cash contributions to check at local DFAS office or purchase a money order and deduct money order cost from the cash.

(4) Deposit all checks promptly in the central bank.

(5) Process all contributions by allotment, per procedures contained in other AER publications.

(6) Keep copy 4 of DA Form 4908 for audit and for verifying allotment submissions.

5-7. Campaign After-Action Report

a. Commanders of installations and organizations with AER sections will provide an After-Action Report (Requirement Control Symbol AG-766(R-1)) regarding their AER fund campaign. This report will be sent through the major commander concerned to the Director, AER. Major commanders OCONUS may submit a consolidated report.

b. The After-Action Report is needed to

(1) Document campaign results.

(2) Review and improve procedures.

(3) Report results to HQ, AER.

c. Format for report is in other AER publications.

Chapter 6
Army Emergency Relief Education Assistance Program

6-1. General

The AER undergraduate education assistance program is a secondary mission to providing emergency financial assistance. This program allows financial assistance so unmarried dependent children, spouses and widow(ers) of Soldiers can pursue postsecondary level study as follows:

a. Vocational and Technical training.

b. Preparation for acceptance by Service Academies.

c. College education (first undergraduate degree only).

6-2. Eligibility for MG James Ursano Scholarship Fund

a. Applicants must meet the following criteria:

(1) Be unmarried dependent children (including stepchildren, legally adopted children and wards of Soldiers listed in DEERS).

(a) On extended Active Duty (AD).

(b) Of the ARNG and the USAR who will be on continuous AD (ADT or serving under title 10, USC) during the entire school year for which help is requested.

(c) On the Army retired list because of length of service on AD, physical disability, or at age 60 (RC's).

(d) Officially on the Retired Reserve list but not receiving retired pay (Grey Area Retiree).

(e) Who died on AD or in a retired status as identified in ( c ) or ( d ) above.

(2) Not have reached 22d birthday by 1 June preceding school year beginning in August or September.

(3) Be a U.S. citizen with legal residence in the United States or an eligible permanent resident of the United States.

b. Dependent children scholarship program (MG Ursano Fund).

(1) The school to be attended must be accredited or eligible to take part in the programs under the U.S. Higher Education Act as amended.

(2) Funds available for scholarships are limited and approved yearly by the AER Board of Managers.

(3) Primary criterion for a scholarship is financial need. Academic achievement and individual accomplishments also will apply.

(4) Education assistance approved for one year does not guarantee assistance in any succeeding year.

(5) Children must be full-time students.

(6) Funds may be used for traditional classroom or online classes resulting in fulltime study at the school accepting the scholarship funds.

6-3. Eligibility for Spouse Education Assistance Program

a. Stationed in the United States:

(1) Applicants must be a spouse of an active, retired, or deceased Soldier. Spouses and widow(ers) of Army Soldiers must be residing in the United States.

(2) Spouses must attend post secondary school full time as undergraduate level students.

(3) The Spouse Education Assistance Program (SEAP) is a need based education assistance program.

(4) The Spouse Education Assistance Program does not apply to second undergraduate or graduate level courses.

b. Stationed Overseas:

(1) Applicants must be a spouse of active duty Army Soldier assigned overseas and residing with the Soldier in the overseas command.

(2) Attendance under SEAP need not be full time but must be at institutions accredited or eligible to take part in the programs under the U.S. Higher Education Act and supported by a contract with the overseas command.

(3) The Spouse Education Assistance Program is a need based education assistance program.

(4) The Spouse Education Assistance Program includes authorized vocational training programs.

(5) The Spouse Education Assistance Program does not apply to second undergraduate or graduate level courses.

(6) The following are authorized under SEAP but spouse must apply for assistance before beginning the class or taking the test:

(a) English as a Second Language (ESL).

(b) General Equivalency Diploma (GED).

(c) College Level Examination Program (CLEP).

(d) Defense Activities Non-Traditional Education Support (DANTES).

(e) Test of English as a Foreign Language (TOEFL)

6-4. Scholarship Applications

Applications may be obtained from HQ, AER, or completed on the Internet ( www.aerhq.org ).

a. For Dependent children scholarships (MG Ursano).

(1) Completed application (AER Form 4), applicable orders, and complete official transcript must reach HQ, AER with a postmark of no later than I March for the academic year beginning the following fall semester.

(2) A complete application consists of Major General James Ursano Scholarship Fund Form (hard copy or online), complete official transcript (high school or college), applicable orders and current year Student Aid Report.

(3) Postmark deadlines are published each year in the instructions provided with the application form.

(4) Documents received after the established postmark deadlines will be considered only if funds remain after consideration of all complete on time applications.

(5) A new application must be submitted each year.

b. For Spouse Education Assistance Program (SEAP) - OVERSEAS.

(1) The academic year consists of five terms.

(2) Application and supporting documentation should be postmarked no later than the term deadline as listed.

(3) The applicant is responsible for meeting all term deadlines.

c. For Spouse Education Assistance program (SEAP) - STATESIDE.

(1) The application and supporting documentation must be postmarked no later than the published deadline as listed in the instructions.

(2) The applicant is responsible for meeting all deadlines.

6-5. Headquarters, Army Emergency Relief review of applications

a. Applicants determined administratively ineligible will be promptly informed following HQ, AER review.

b. Applicants for children scholarships submitted by 1 March will be informed of the decision by letter mailed not later than the first week of June.

Appendix A
References

The Official Army Publications Web Sites.

Publication Section I
Required Publications

This section contains no entries.

Publication Section II
Related Publications

A related publication is a source of additional information. The user does not have to read it to understand this publication.

AR 15-6. Procedures for Investigating Officers and Boards of Officers

AR 27-10. Military Justice

AR 25-400-2. The Army Records Information Management System (ARIMS)

AR 37-103. Disbursing Operations for Finance and Accounting Offices

AR 37-104-4. Military Pay and Allowances Policy

AR 215-1. Military Morale, Welfare and Recreation Programs and Non-Appropriated Fund Instrumentalities

AR 340-21. The Army Privacy Program

AR 600-29. Fund Raising Within the Department of the Army

AR 930-5. American National Red Cross Service Program and Army Utilization

Publication Section III
Prescribed Forms

Except where otherwise indicated below, forms are available as follows: DA forms are available on the Army Publishing Directorate Web site ( www.apd.army.mil ): DD forms are available from the OSD Web site ( http://www.dtic.mil/whs/directives/infomgt/forms/formsprogram.htm ).

DA Form 1103. Application for AER Financial Assistance. (Prescribed in para 2-3 .)

DA Form 4908. AER-C Allotment for Contribution to AER. (Prescribed in para 5-5 .)

Publication Section IV
Referenced Forms

AER Form 1. AER Fund Campaign Leaflet. (Available at http://www.aerhq.org/section_usermanblank.asp .)

AER Form 2. AER Fund Campaign Poster. (Available at http://www.aerhq.org/section_usermanblank.asp.)

AER Form 4-R. AER Scholarship Application. (Available at http://www.aerhq.org/section_usermanblank.asp.)

AER Form 9-R. AER Education Assistance Program Pamphlet. (Available at http://www.aerhq.org/section_usermanblank.asp.)

AER Form 30-R. AER Request for Transaction or Record Adjustment. (Available at http://www.aerhq.org/section_usermanblank.asp.)

AER Form 50. AER Loan Repayment Receipt. (Available at http://www.aerhq.org/section_usermanblank.asp .)

AER Form 51. AER Bank Deposit Slip and Voucher. (Available at http://www.aerhq.org/section_usermanblank.asp.)

AER Form 52. AER Check and Allotment Authorization/Promissory Note. (Available at http://www.aerhq.org/section_usermanblank.asp.)

AER Form 56-R. AER Questionnaire. (Available at http://www.aerhq.org/section_usermanblank.asp.)

AER Form 57-R. AER Budget Planning Sheet (BPS). (Available at http://www.aerhq.org/section_usermanblank.asp .)

AER Form 58-R. AER File Transmittal Form. (Available at http://www.aerhq.org/section_usermanblank.asp.)

DA Form 1103. Application for AER Financial Assistance

DA Form 1106. Recommendation to Declare AER Loan Uncollectible

DD Form 139. Pay Adjustment Authorizations

DD Form 577. Signature Card

DD Form 2558. Authorization to Start, Stop or Change an Allotment for Active Duty or Retired Personnel

Glossary

Section I

Abbreviations

ACS

Army Community Services

AD

active duty

ADT

active duty for training

AER

Army Emergency Relief

AFAS

Air Force Aid Society

ARC

American Red Cross

ARNG

Army National Guard

ARS

Army Relief Society

ATTN

attention

CAO

casualty assistance officer

CAR

Chief, Army Reserve

CHAMPUS

Civilian Health and Medical Program of the Uniformed Services

CGMA

Coast Guard Mutual Assistance

CLEP

College Level Examination Program

CONUS

Continental United States

DA

Department of the Army

DANTES

defense activities nontraditional education support

DAO

Defense Attache Office

DCS

Deputy Chief of Staff

DEERS

Defense Enrollment Eligibility Reporting System

DFAS

Defense Finance and Accounting Service

DOD

Department of Defense

DSN

defense switched network

ESL

English as a second language

ETS

expiration of term of service

FAO

finance and accounting officer

GED

general equivalency diploma

GS

general schedule

HQ

headquarters

HQDA

Headquarters, Department of the Army

ID

identification

IMCOM

Installation Management Command

MAAG

Military Assistance Advisory Group

MEDICARE

medical care

MILGP

Military Group

NCO

noncommissioned officer

NMCRS

Navy-Marine Corps Relief Society

OCONUS

outside Continental United States

ODC

Office of Defense Cooperation

PCS

permanent change of station

RC

Reserve Component

SAO

security assistance office

SEAP

Spouse Education Assistance Program

SOP

standing operating procedure

SSN

social security number

TDY

temporary duty

TOEFL

test of English as a foreign language

TRICARE

Tri-Service medical care

USAR

US Army Reserve

USLO

United States Liaison Office

VA

Veterans Affairs

Section II

Terms

This section contains no entries.

Section III

Special Terms

This section contains no entries.