DA Form 3546: Control Record for Dining Facility (PDF)

DA Form 3546: Control Record for Dining Facility (PDF) – DA Form 3546, titled Control Record for Dining Facility – DD Form 1544, serves as a control log for issuing and receiving DD Form 1544 (Cash Meal Payment Sheets) along with associated cash or change funds.

It ensures proper chain of custody, financial accountability, and compliance with Army food service regulations. The form is referenced in DA PAM 30-22 (the primary guidance for Army food program operations).

Note: The current version is dated July 2002; earlier revisions (like DA Form 3546-R from 1977) are obsolete.

Download the official DA Form 3546 here: https://armypubs.army.mil/pub/eforms/DR_a/pdf/A3546.pdf

Purpose of DA Form 3546 in Army Dining Facilities

The primary purpose is to track:

  • Issuance of DD Form 1544 Cash Meal Payment Sheets (books of 50 sheets) to headcounters or cashiers.
  • Transfer of cash/change funds.
  • Return of unused sheets, collected cash, and completed records.

This supports accountability for cash sales to authorized personnel (e.g., officers, civilians, or others paying for meals in enlisted dining facilities). Enlisted personnel entitled to subsistence typically eat at no direct charge, but cash payments must be rigorously documented to prevent discrepancies, support audits, and ensure proper turn-in of funds.

It also records any cash overages or shortages identified during reconciliation.

Key Components of DD Form 1544 (Cash Meal Payment Sheet)

DD Form 1544 is the actual payment voucher signed by paying diners. Key features include:

  • Prenumbered sheets in books.
  • Spaces for diner information, meal type, amount paid, date, and signature.
  • Used at the headcounter station for cash-paying customers.

DA Form 3546 acts as the master control ledger for these books and funds.

How to Fill Out DA Form 3546: Step-by-Step Guide?

  1. Header Information — Enter the Unit designation, Sheet Number, and other identifying details.
  2. Serial No. — Record the serial number(s) of the DD Form 1544 book(s) or sheets issued.
  3. Issued To — Document the name, signature, and organization of the person (e.g., headcounter) receiving the forms and cash.
  4. Change Fund — Note the amount of change fund provided.
  5. Date Issued / Date Received — Record the relevant dates.
  6. Turned In Cash (+)/(-) — Log the cash returned, noting any overages (+) or shortages (-).
  7. Received By — Capture the signature of the person accepting the returned items.

Always use clear handwriting or approved digital methods. Multiple transactions can appear on one sheet. The Food Service Officer (FSO) or Food Operations Sergeant (FOS) typically oversees this process.

Procedures for Using DA Form 3546 and DD Form 1544

  • The FSO/FOS ensures all money and DD Form 1544 books are signed for on DA Form 3546 before issuance to the headcounter.
  • Headcounters sign for the materials and funds.
  • After each meal or shift, cash and completed sheets are returned and verified on the same control record.
  • Funds are turned in per DA PAM 30-22 guidelines (often to Finance or DFAS).
  • Records are maintained in dining facility files for audits and inspections.

Proper use supports headcount accuracy, ration control (often with DA Form 5914), and overall financial integrity.

Importance of Proper Record Keeping in Army DFACs

Accurate use of DA Form 3546 helps:

  • Prevent loss or theft of funds.
  • Facilitate quick identification of discrepancies.
  • Support Command inspections and audits.
  • Ensure compliance with AR 30-22 and DA PAM 30-22.

Many installations are moving toward cashless systems (e.g., CAC-based payments), but traditional cash controls and forms like these remain essential where cash is still accepted.

Common Issues and Best Practices

  • Discrepancies: Document overages/shortages clearly on the form.
  • Security: Safeguard forms and cash at all times; spot-checks by leadership are recommended.
  • Filing: Retain completed DA Form 3546 records as required by ARIMS (Army Records Information Management System).
  • Training: Ensure headcounters and food service personnel are trained on procedures.

Always consult the latest version of DA PAM 30-22 for detailed guidance, as policies can be updated.

Download and Additional Resources

  • Official DA Form 3546 PDF: Download Here
  • Primary Reference: DA PAM 30-22 (Army Food Program procedures)
  • Related Forms: DD Form 1544, DA Form 5914 (Ration Control), DA Form 3032 (Signature Headcount Sheet)

For unit-specific SOPs or questions, contact your Food Service Officer or installation food program manager.

This article is for informational purposes and based on publicly available Army publications. Always verify with official sources for the most current requirements.