DA Form 4138-R: Monthly Authorization Control Record (LRA)

DA Form 4138-R: Monthly Authorization Control Record (LRA) – U.S. Army form used primarily in the administration of the Civilian Welfare Fund (CWF). It serves as a key record-keeping tool for tracking monthly authorizations, particularly for loans provided to eligible federal civilian employees.

This article provides a comprehensive guide for U.S. Army personnel, civilian employees, and administrators involved in CWF operations. It covers the form’s purpose, usage, completion process, and related resources.

What Is DA Form 4138-R?

DA Form 4138-R, titled Monthly Authorization Control Record (LRA), is a specialized record form dated JAN 1974. It helps Civilian Welfare Fund administrators maintain accurate monthly logs of authorizations, most commonly for employee loans.

The form supports the Civilian Welfare Fund program, which provides morale, welfare, and recreation benefits (and in some cases financial assistance like loans) to Department of the Army civilian employees. It ensures proper tracking, accountability, and compliance with relevant Army regulations for nonappropriated funds (NAF).

Key Details:

  • Form Number: DA Form 4138-R
  • Title: Monthly Authorization Control Record (LRA)
  • Proponent: References AR 215-5 (and related AR 215 series regulations on NAF and MWR activities)
  • Official Download: DA Form 4138-R PDF from Army Publishing Directorate (armypubs.army.mil)

It often pairs with related forms such as DA Form 4139-R (Application for Loan – Civilian Welfare Fund) and DA Form 4140-R (Loan Contract).

Purpose of the Monthly Authorization Control Record

The primary purpose of DA Form 4138-R is to provide a centralized, monthly control record for authorizations issued under the CWF. This includes documenting loan approvals, amounts, repayment terms, and other financial authorizations to maintain financial integrity and audit readiness.

Main Uses:

  • Track monthly loan authorizations granted to eligible civilian employees.
  • Record employee details, authorization amounts, periods, and status.
  • Support internal controls, reporting, and compliance for NAF activities.
  • Help CWF councils and administrators monitor fund usage for employee welfare programs.

This form promotes transparency and prevents unauthorized or duplicate authorizations in civilian employee support programs at Army installations.

Who Uses DA Form 4138-R?

  • Civilian Welfare Fund (CWF) Administrators and Custodians: Responsible for managing and recording authorizations.
  • CWF Councils: Oversight bodies at installations that support federal civilian employees’ morale and welfare.
  • Army Installation Personnel: Handling NAF financial activities for civilians (not typically for active-duty military MWR programs).
  • Finance and Administrative Staff: Ensuring compliance with Army NAF regulations.

Eligibility for loans or authorizations generally applies to federal civilian employees at the installation. Policies may vary by location and current regulations.

How to Fill Out DA Form 4138-R?

While the form is relatively straightforward as a control record, accurate completion is essential for accountability.

General Steps (Always refer to the latest form instructions and local policy):

  1. Header Information: Enter the Installation, Activity, Month and Year, and other identifying details.
  2. Authorization Details: Log each authorization in the tabular sections. Columns typically include descriptions, amounts, receiving reports, vendor info, and status (e.g., delivered/undelivered or loan-specific fields).
  3. Employee/Loan Specifics: Include name, loan amount, terms, interest (if applicable), and authorization period.
  4. Totals: Calculate and enter monthly totals.
  5. Signatures and Approvals: Obtain required signatures from authorizing officials or custodians.
  6. Retention: Maintain records according to Army NAF record-keeping policies.

Tips:

  • Use the fillable PDF where available for clarity.
  • Cross-reference with individual loan applications (DA Form 4139-R) and contracts.
  • Ensure all entries are legible, accurate, and supported by documentation.

For the most current guidance, consult your local CWF council, installation NAF financial manager, or the proponent regulation.

  • DA Form 4139-R: Application for Loan (Civilian Welfare Fund)
  • DA Form 4140-R: Loan Contract (Civilian Welfare Fund)
  • AR 215 Series: Key regulations covering Civilian NAFIs, MWR activities, and funds (e.g., AR 215-7 or successors for civilian welfare).
  • Local installation supplements or CWF operating procedures.

Always verify the latest versions on the official Army Publishing Directorate website (armypubs.army.mil).

Download DA Form 4138-R

Official Source:
Download DA Form 4138-R PDF from armypubs.army.mil.

Use only official sources to ensure you have the current version. Third-party sites may offer fillable options but should be used cautiously and verified against the Army original.

Best Practices for CWF Loan and Authorization Management

  • Maintain strict separation of duties (application, approval, recording, disbursement).
  • Conduct regular reconciliations and audits.
  • Ensure employee privacy and compliance with applicable privacy and financial regulations.
  • Provide clear communication to employees about loan availability, terms, and processes.
  • Document all decisions thoroughly for potential reviews or audits.

Proper use of DA Form 4138-R strengthens the integrity of the Civilian Welfare Fund and supports the well-being of Army civilian employees across the United States.

For installation-specific assistance, contact your local Civilian Welfare Fund Council or NAF financial office. Regulations and procedures can evolve, so confirm details with official Army channels.