DA Form 4853-R: Nonappropriated Funds Time and Attendance

DA Form 4853-R: Nonappropriated Funds Time and Attendance – NAF positions support Morale, Welfare, and Recreation (MWR) programs, exchanges, and other self-sustaining activities on military installations. Accurate time and attendance reporting ensures proper payroll processing, leave tracking, and compliance with DoD financial management regulations.

What Is DA Form 4853-R?

DA Form 4853-R, titled Nonappropriated Funds Time and Attendance Transmittal No (LRA), serves as a cover or transmittal document. It accompanies time and attendance reports (typically DA Form 4850, Nonappropriated Funds Time and Attendance Report, and any supplements like DA Form 4850-1-R) when submitted to the appropriate payroll or accounting office.

The “(LRA)” designation indicates it is a Local Reproduction Authorized form. Units or activities can reproduce it as needed rather than ordering through standard supply channels. It streamlines batch submission of multiple employees’ time records for NAF payroll processing.

Purpose and Importance in NAF Payroll

NAF employees operate under different funding and personnel rules than Appropriated Fund (APF) civilians. Their pay comes from revenue-generating activities rather than direct congressional appropriations. Precise time and attendance tracking supports:

  • Accurate calculation of pay, including overtime, shift differentials, and leave accruals.
  • Compliance with DoD Financial Management Regulation (FMR) Volume 13 (Nonappropriated Funds) and related policies on NAF payroll systems.
  • Proper recording and transmission of data to centralized payroll processing, such as legacy Nonappropriated Fund Central Payroll System (NAFCPS) procedures or current equivalents.
  • Internal controls for auditing, preventing errors, and ensuring employees receive correct compensation and benefits.

The transmittal form helps bundle records efficiently, reducing processing errors and providing a clear audit trail.

When and How to Use DA Form 4853-R?

Use DA Form 4853-R whenever submitting batches of NAF time and attendance documentation, typically on a bi-weekly or pay-period basis, depending on the installation or activity’s payroll cycle. Supervisors or timekeepers complete the associated DA Form 4850 for individual employees, then use the 4853-R to transmit the package.

Key steps in the process generally include:

  1. Record daily time and attendance per employee (hours worked, leave used, etc.) on the appropriate report form.
  2. Review and certify accuracy by supervisors.
  3. Compile multiple reports and attach or reference them with the completed DA Form 4853-R.
  4. Forward the transmittal package to the NAF payroll office, accounting office, or designated central processing point (e.g., via mail, internal delivery, or approved electronic means where permitted).

Always follow local Standard Operating Procedures (SOPs) and current Army or DoD guidance, as electronic timekeeping systems (like ATAAPS for some activities) may supplement or replace paper forms in modern workflows.

How to Fill Out DA Form 4853-R?

While specific block-by-block instructions can vary slightly by edition and local policy, typical fields on such transmittal forms include:

  • Transmittal Number or sequence identifier.
  • Date of submission.
  • From/Submitting Activity/Organization (installation, MWR activity, etc.).
  • To/Payroll Office or Accounting Office destination.
  • Number of Documents Enclosed (e.g., count of DA Form 4850 reports).
  • Period Covered (pay period dates).
  • Total Employees or summary totals for hours/leave if required.
  • Certifying Official’s Signature, Name, Title, and Contact Information.

Ensure all information is legible, totals match enclosures, and any required supporting documents are included. Retain copies per records retention policies.

For the most current version, consult official Army Publishing Directorate (APD) resources or your local NAF Human Resources or Finance office. Older references describe it as a simple transmittal tool rather than a complex data-entry form.

  • DA Form 4850: Primary Nonappropriated Funds Time and Attendance Report.
  • DA Form 4850-1-R: Supplement for additional details.
  • DoD FMR Volume 13 – Provides overarching policy for NAF financial management and payroll.
  • DoDI 1400.25, Volume 1406 – NAF Attendance and Leave policy.

NAF employees and supervisors should also reference installation-specific MWR or Civilian Personnel Advisory Center (CPAC) guidance for training on timekeeping.

Best Practices and Common Issues

  • Timeliness: Submit before payroll deadlines to avoid delays in pay processing.
  • Accuracy: Double-check hours against source records (sign-in sheets, electronic logs) to prevent over/underpayments and audit findings.
  • Security: Handle personally identifiable information (PII) per Privacy Act and DoD cybersecurity rules.
  • Training: Ensure supervisors and timekeepers receive regular refresher training on NAF-specific rules, which differ from APF procedures.
  • Transition to Electronic Systems: Many installations move toward automated tools; check if paper Form 4853-R is still required or if digital workflows have replaced it.

Proper use of DA Form 4853-R supports the overall integrity of NAF operations, which are vital to quality-of-life programs for service members and families across the U.S. Army.

For official downloads, instructions, or updates, visit the Army Publishing Directorate website (armypubs.army.mil) or contact your local NAF payroll/HR support. Policies and systems can evolve, so always verify with current, authoritative sources for your location.