CSIP Vol 4 (Logistics) (2) 2

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The Information given in this document is

not to be communicated, either directly or
indirectly, to the Press or to any person not
authorised to receive it.
COMMAND & STAFF INSTRUCTIONS

AND PROCEDURES
VOL. 4
(LOGISTICS)
These instructions are issued as a guide to units.

They may be quoted as authority
Issued under the instruction of the

CHIEF OF THE DEFENCE STAFF
GENERAL HEADQUARTERS
BURMA CAMP
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SRL AMENDMENT BY WHOM DATE

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COMMAND AND STAFF INSTRUCTIONS AND PROCEDURES
VOLUME 4
(LOGISTICS)
PART DIRECTORATE
1. ENGINEER SERVICES
2. SUPPLIES AND TRANSPORT
3. ORDNANCE SERVICES
4. ELECTRICAL AND MECHANICAL ENGINEERS
5. PROCUREMENT
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VOLUME 4
PART 1 (DES)
SECTION CONTENTS ARTICLES

1 Minor Engineer Services—Control and Administration. 1.01-1.08
2 Handing/Taking Over of Projects by Contract or
Direct Employed Labour (DEL). 2.01-2.08
3 Annual Inspection of Military Buildings and Quarters. 3.01-3.19
4 Regulations and Charges—Armed Forces Guest
House at Winneba 4.01-4.11
5 Policy on Engineer Works in Units. 5.01-5.14
6 Policy on Operation and Administration of Markets. 6.01-6.07
7 Maintenance of Military Lands, Cemeteries
Monuments and Ceremonial Facilities. 7.01-7.11
8 Policy on Minor Contractual Services 8.01-8.12
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VOLUME 4
PART 1
SECTION 1
Articles 1.01-1.08
MINOR ENGINEER SERVICES CONTROL AND ADMINISTRATION
GENERAL
1.01 The overall control and administration of Minor Maintenance Services of the
Army, Navy and the Air Force is vested in the DG LOG, who is responsible for final
acceptance of necessity for the works, allocation of funds and priority of execution.
1.02 The Service Comds are responsible for co-ordinating Minor Engineer Services
initiated by units under command by re-assessing the necessity of the works and priority
of execution. Technical control of works shall be exercised by DES through the CO 49
Engineer Regiment.
1.03 For the purpose of this section, minor works shall cover maintenance works
initiated and carried out by units with funds allocated for that purpose by service
headquarters. The works shall in general be repair or replacement of engineer fixtures
and making good any minor structural and related defects. The cost of such minor works
shall not exceed the equivalent of $3,000.00.
ALLOCATION OF FUNDS
1.04 From the consolidated Minor Works Vote allotted to DG LOG each Service HQ
shall be allocated funds in the following proportion within which to operate.
a. GHQ — 50%
(1) GHQ (Camp)
(2) GAFCSC
(3) MATS
(4) HQ SP SVCS BDE
(5) DES
b. ARMY HQ — 30%
c. NAVAL HQ — 10%
d. AIR FORCE HQ — 10%
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PROCEDURE
1.05 Application for Minor Works by units shall be submitted in the first instance to
the appropriate Formation Headquarters for consideration and approval. The appropriate
Defence Forms applicable to each Arm of Service shall be accompanied by Pro-Forma
Invoices from at least three registered suppliers/contractors. Accounting and control of
funds so allocated to units shall be the responsibility of the Service Headquarters, who
shall also monitor progress of on-going minor works.
1.06 The OC Engr Sqn shall be responsible for:

a. Advising the unit commanders on the practical implication of the works.
b. Recommending details and supervision of construction.
c. Estimating cost involved and time for completion.
1.07 Prior to the release of funds, Service Headquarters are to be guided by the
following:
a. Existing minor maintenance policy affecting all units.
b. Availability of funds.
c. Operational or other working necessity for the Works.
d. Security of installations.
1.08 Applications for Minor Engineer Maintenance shall in all cases cover works, the
cost of which does not exceed the approved limit of expenditure.
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VOLUME 4
PART I
SECTION 2
Articles 2.01—2.08
HANDING/TAKING OVER OF CONSTRUCTIONAL PROJECTS BY

CONTRACT OR DIRECT EMPLOYED LABOUR (DEL)
GENERAL
2.01 In conformity with the requirements of Armed Forces Regulations
(Administration) Volume 1 Article 29.05 the procedure outlined in this section shall be
observed when taking over new works and buildings constructed by a Contractor or by
Direct Labour.
INSPECTION BY ENGINEER
2.02 On completion of any new project, the Engr Sqn Comd accompanied by the
Contractor, shall carry out a preliminary inspection of the works. All major faults shall
be pointed out to the Contractor to rectify. The Director Engineer Services shall then
request the Director General Logistics to convene a board for final take over of the
completed project.
BOARD OF OFFICERS
2.03 A Board of Officers shall be convened by the Director General Logistics to take
over the project and confirm that it has been constructed in accordance with the approved
plans and specifications. The following shall normally be represented on the Board:
President — Director General Logistics/Rep

Member — Garrison Comd/Rep
Member — Director Engineer Services/Rep
Member — Supervising Engr/Engr Sqn Comd
Member — Medical Officer
Member — Barracks Inventory Accountant/Rep
Member — User Unit Rep
Member — DOS Rep
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TERMS REFERENCE
2.04 The terms of reference of the Board may include the following:
a. To inspect drawings and confirm that buildings conform to accepted
standards and in accordance with specifications.
b. To recommend improvements which the Board considers suitable for
incorporation in future designs.
c. Check the items listed on Engineer Marching-in and out inspection report,
Defence Form F.276 to see that they are in fact MINOR and that they can be
rectified by the Contractor during his maintenance period without inconvenience
to the occupants (This is the reason for the maintenance period in all Contracts).
2.05 The appropriation of each building and room sizes shall be recorded on
Accommodation Record Sheet, Defence Form F.1215, by the Supervising Engineer/Sqn
Comd. This shall be presented to the Board for checking during the proceedings.
2.06 The President and all members of the Board shall sign the form when they agree
with the recordings.
COMPLETION REPORT
2.07 The relevant form to be completed in respect of taking over new contractural
projects by a Board is attached as Defence Form K.1394 to these instructions.
2.08 Immediately after the Board has taken over, the unit Rep shall take over the
accommodation in detail from the Engr Sqn Comd on Inventory of Engineer fittings,
Defence Form F 1001. This form shall be prepared in duplicate by the Supervising
Engineer/Sqn Comd, a copy being retained each. Any deficiencies noted at the time of
the hand-over shall be recorded on Engineer marching-in and out report, Defence Form F
276, for subsequent action.
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ANNEX A TO
ARTICLES 2.01-2.03 TO
PART 1 OF CSIP VOL. 4
(DEFENCE FORM K1394)
COMPLETION REPORT ON TAKING OVER WORKS AND

BUILDINGS FROM A CONTRACTOR OR DEL
PART I
a. Description of Project……………………………………………………...
………………………………………………………………………………………
b. Name of Contractor or Engr Sqn Comd who carried out the

Project……………………………………………………………………................
PART II
The Board having inspected the drawings and having physically checked all works,
record their opinion in the itemized questionnaire below:
a. Has the project or building been completed in accordance with the Terms
and Conditions of Contract? YES/NO
b. Have the buildings been constructed with the plans and specifications?
YES/NO
c. Are the materials and fittings up to the standard? YES/NO
d. Are the general finishing and workmanship of a good standard?

YES/NO
e. Has the drainage system been subjected to the tests laid down in the
Contract? (Where applicable and on confirmation by Supervising Engr)
YES/NO
A—1
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PART III
The Board examined the list of minor defects and deficiencies listed on the attached
Defence Form F.276 to be rectified by the contractor during his maintenance period and
agree/disagree that all items have been covered.
PART IV
Signature of Members of the Board:

President/Rep ……………………………………………….
(DG LOG/Rep)
Member/Rep ……………………………………………….
(Garrison Comd/Rep)
Member/Rep ……………………………………………….
(DES/Rep)
Member/Rep ……………………………………………….
(Unit Comd/Rep)
Member/Rep ……………………………………………….
(Supervising Engr/Rep)
Member/Rep ……………………………………………….
(Medical/Rep)
Member/Rep ……………………………………………….
(Bks Svcs Rep)
PART V
(To be completed by the Contractor)
I agree with the discrepancies/deficiencies listed on Defence Form F.276 and the Board’s
comments and I am aware that the defects listed must be rectified within the Contract
Maintenance Period.
Date…………………………… ………………………….........
Contractor
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PART VI
DES
Recommended/Not recommended
Date……………………………………… ………………………………………
(Signature of DES)
PART VII
DG LOG
Date……………………………………… ………………………………………
(Signature of DG Log)
PART VIII
SERVICE COMMANDER
Date……………………………………… ………………………………………
(Signature of Svc Comd)
PART IX
CDS
Approved/Not Approved
Date……………………………………… ………………………………………
(Signature of the CDS)
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VOLUME 4
PART I
SECTION 3
Articles 3.01-3.20
ANNUAL INSPECTION OF MILITARY BUILDINGS AND QUARTERS
INTRODUCTION
3.01 It is Ministry of Defence policy that a high standard of cleanliness be maintained
at all times through regular inspection of all living and working accommodations in
barracks. It is important that in all cases of willful damage to military property,
appropriate disciplinary measures are instituted against the offender(s). Such measures
may include payment for the damage.
3.02 The purpose of this section is to lay down the procedure by which military
buildings and married quarters are inspected annually to ensure a high standard of
cleanliness.
RESPONSIBILITIES
3.03 The Commanding Officer of an administrative unit (as detailed in Annex ‘A’ to
CSIP Volume 4 Part 3 Section 1) is responsible for:
a. Cleanliness and supervision of married quarters and their surroundings.
b. Clearance of debit vouchers and all action in the event of any loss of
Military Stores.
c. Notifying Barracks Inventory Accountant when any married quarters is

about to be vacated and/or occupied.
d. Ensuring that all inventories are up to date and have been signed correctly
by the occupant.
e. Marching in/out and ensuring that Defence Form 553 and K.1001 are
checked and signed by the in-coming and out-going occupants and by the Officer-
In-Charge Barracks’ representative.
f. Ensuring that all other ranks’ married quarters, including gardens are
inspected by the unit commander or his representative once every month.
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g. Submission of returns in connection with accommodation.
h. Hirings in respective stations.
3.04 The Commanding Officer of a unit, is responsible for the care and sanitation of
barracks, barracks enclosures and military buildings placed in his charge.
FREQUENCY OF INSPECTION
3.05 Commanding Officer. The Commanding Officer of a unit shall conduct an
inspection of all married quarters, works, buildings and other facilities at least once every
quarter. He shall be accompanied by the following:
a. Engineer Officer or rep.
b. Barracks Inventory Accountant.
c. Unit Medical Officer.
d. Unit Fire Officer.
3.06 Engineer Officer. The Engineer Officer or his representative shall inspect at
least twice a year all works and buildings for which he is responsible within a garrison,
station, unit or fleet; base/shore establishment and report to the Commanding Officer and
DES on each inspection.
3.07 DES. DES or his representative shall inspect all works and buildings of the
Armed Forces at least once in three yeas and submit an Engineer Report to the Chief of
Defence Staff through the DG (LOG).
3.08 DMS. The Director of Medical Services or his representative shall inspect the
sanitary condition of all works and buildings of the Armed Forces annually and submit a
report to the Chief of the Defence Staff and the appropriate Service Commander.
INSPECTION PROGRAMME
3.09 CO. The Commanding Officer of a unit shall in conjunction with the Barracks
Inventory Accountant and the Engr Sqn Comd prepare a Programme of inspection of all
married quarters for officers and Warrant Officers.
3.10 The programme shall be circulated to all occupants of the quarters at least four
weeks to the date of the inspection. This shall ensure that the occupant is given warning
to make himself available at the inspection.
3.11 All Commanding Officers shall give notification of quarterly inspection of

barracks through the medium of Regimental Orders.
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3.12 DMS. The Director of Medical Services shall draw up a programme of inspection
of all buildings in all units throughout the country. The programme shall be forwarded to
Formation and Service HQs who shall notify the Units concerned.
3.13 DES. The Director of Engineer Services shall draw up a programme of

inspection of all barracks and hutted camps throughout the country. The programme
shall be forwarded to Formation and Service HQs who shall notify the Units concerned.
DES however, carry out periodic inspection of quarters at his discretion and submit a
report to Formation and Service Headquarters on the units visited.
CONDUCT OF INSPECTION
3.14 At the inspection of Military buildings and married quarters, the inspecting officer
shall check the cleanliness of the buildings and their surroundings shall also be checked.
Particular Points to look for are:
a. State of cleanliness of all rooms and facilities, including servants’

Quarters.
b. Whether children have been allowed to dirty the walls with finger marks
and charcoal or pencil marks.
c. Whether all keys are held for all locks.
d. Unauthorized electrical fittings and appliances.
e. Whether surroundings are well maintained.
f. Refuse disposal condition of furniture, curtains and cushion covers.
g. State of refrigerators and cookers.
3.15 At regimental inspection of barracks, engineer fittings and barracks

accommodation stores shall be checked.
3.16 A Non-Commissioned Officer In Charge of a block shall bring to notice at once

any losses or damage so that the matter may be investigated for appropriate action.
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ADMIN RESPONSIBILITIES IN RESPECT OF INSPECTIONS
3.17 In order to ensure that all officers quarters in Accra Garrison are effectively
covered the following administrative responsibilities are allocated to units:
a. Arakan Officers’ Quarters 5Bn.

b. Gondar Recce Regt
c. Juba Villas 49 Engr Regt.
d. Juba Terrace Base Workshop.
e. Juba Ridge 49 Engr Regt.
f. Burma Villas FPO.
g. Burma Terrace 49 Engr. Regt.
h. La Villas GHQ (Camp).
i. Adjetey Circus/Folley
Rd/Seth Anthony Lane GHQ (Camp).
j. Rangoon Villas Army HQ (Camp).
k. Kanda Villas Naval HQ.
l. Drake Avenue Mil Police Dog Trg School
m. Teshie Villas MATS.
n. Kpeshie Ridge HQ Southern Comd
o. Nigeria Flat/Switchback Road Mil Hosp.
p. Burma Road AFS Accra.
RECORDS
3.18 The result of each inspection of married quarters shall be recorded on Defence
Form 276, (marching in/out statement) which shall be signed by the out-going occupant,
the in-coming occupant and the Engineer Squadron Commander. The result should
include a list of losses and damage. Occupants should object on the spot to any charge
which they intend to dispute.
3.19 In case of regimental inspection, the results shall be recorded in the note book of
the officer making the inspection. Charges against occupants shall be raised on Defence
Form P.1923 or other appropriate form, within one week of the date of inspection.
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VOLUME 4
PART I
SECTION 4
REGULATIONS AND CHARGES

ARMED FORCES GUEST HOUSE AT WINNEBA
Articles 4.01-4.11
GENERAL
4.01 The Armed Forces Guest House at Winneba is meant for the use of officers and
their families.
4.02 The Guest House is intended to provide for all the basic facilities needed by
officers in terms of shelter, recreation and personnel services.
RENTAL CHARGES
4.03 The rental charges per night shall be the equivalent of $5.00 subject to yearly
review. Laundry and feeding arrangements shall be the responsibilities of the guest.
4.04 An administering unit nominated by the CDS shall be responsible for:

a. The administration of the Guest House including detailing of staff to
provide personnel services to all guests.
b. Checking payment of funds into Armed Forces Suspense Account.
c. Release of funds from the guest house account to the Guest House
Manager for the purpose of running a small bar to serve drinkables to officers.
d. Retaining a Standing Order for the guidance of the Guest House Manager.
e. Allocation of accommodation in the Guest house.
BOOKING
4.05 All officers who wish to use the guest house shall forward their application to the
administering unit 72 hours before their visit, for approval.
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4.06 A record shall be kept by the administering unit to indicate the name(s) of officers
accommodated, duration of stay and amount paid.
AUDITING OF ACCOUNT
4.07 The administering unit shall present the Guest House Account for audit quarterly.
MAINTENANCE OF THE GUEST HOUSE

4.08 The maintenance of the building and accommodation stores shall be the
responsibility of the administering unit.
STAFF
4.09 The administering unit shall provide the following staff for the running of the
Guest House:
a. Manager — 1 x Civilian.
b. Cook — L/Cpl or Pte or equivalent rank.
c. Steward — 1 x Civilian.
d. Gardener — 1 x Civilian.
e. Cleaners — 2 x Civilians.
f. Wardens — 2 x Civilians.
4.10 The Manager shall be responsible to the administering unit for the local
administration of the Guest House and the staff.
INSPECTION/VISIT
4.11 The Guest House shall be inspected or visited by either a representative of the
administering unit or CO 49 Engr Regt as follows:
a. Administering Unit Representative — Last day of each month

b. CO 49 Engr Regt — Half yearly.
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VOLUME 4
PART I
SECTION 5
Articles 5.01-5.14
POLICY ON ENGINEER WORKS IN UNITS
GENERAL
5.01 This policy covers both minor and major preventive engineer maintenance works
only. It excludes all engineer maintenance works which involves alterations and
additions to buildings or replacement of existing serviceable engineer fittings by those of
a better pattern or make. In other words engineer rehabilitation works is not covered by
this policy.
5.02 The object of this policy is to lay down the procedure for:
a. Collection of engineer maintenance stores from Engineer Stores Depot
(ESD), Burma Camp, Accra.
b. Collection of and accounting for maintenance funds from the Chief
Treasury Officer (CTO), Ministry of Defence (MOD).
RESPONSIBILITY
5.03 Major and minor engineer maintenance works in units are the direct responsibility
of command. As such, Service Commanders are to be directly responsible for all aspects
of maintenance works for buildings, installations, roads, parade squares, training grounds,
ranges and sewerage systems of units under their command.
5.04 Responsibility in this respect involves formulation and direction of policy for:
a. Prioritization and approval of engineer maintenance works.
b. Utilization and control of maintenance funds appropriated for each

service as detailed in the Annual Financial Estimates.
c. Provision and safeguarding of maintenance stores.
d. Execution and supervision of engineer maintenance works.
e. Provision of information to the General Headquarters (GHQ) on

satisfactory completion of maintenance works.
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PRIORITIZATION OF ENGINEER WORKS
5.05 Engineer works in units shall be prioritized as follows:
a. Priority 1-Medical. This covers engineer works for the provision,

maintenance, repair and rehabilitation of medical facilities and equipment.
b. Priority 2-Maintenance of living accommodation. This covers engineer

works for the maintenance and renovation of existing living accommodation for
both officer and OR.
c. Priority 3-Construction, maintenance and repair of utilities. This

covers the provision, maintenance and repair of such utilities as ablutions, toilets,
water and electricity supply to existing living accommodation and telephone
exchanges.
d. Priority 4-Maintenance of working accommodation. This covers

engineer works for the maintenance of offices, workshops, docks, hangars, etc.
e. Priority 5-Maintenance of infrastructure. This covers engineer works

for the maintenance of infrastructure such as roads, ranges, airports, airstrip,
harbours, parade grounds, etc.
f. Priority 6-Rehabilitation of living accommodation. This covers

engineer works for the rehabilitation of living accommodation for both officers
and OR.
g. Priority 7-Rehabilitation of working accommodation. This covers

engineer works for the rehabilitation of working accommodation such as offices,
docks, workshops, schools, hangars, etc.
h. Priority 8-Rehabilitation of infrastructure. This covers engineer works

for the rehabilitation of infrastructure such as roads, bridges, ranges, parade
grounds, culverts, airports, harbours, etc.
j. Priority 9-Construction of new living accommodation. This covers

engineer works for the construction of new living accommodation for both
officers and OR.
k. Priority 10-Construction of new working accommodation. This covers

engineer works for the construction of new working accommodation such as
offices, workshops, hangars, schools, etc.
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l. Priority 11-Construction of new infrastructure. This covers engineer

works for the construction of infrastructure such as roads, bridges, culverts,
parade grounds, ranges, harbours, etc.
ENGINEER MAINTENANCE STORES
5.06 Stores for unit engineer maintenance works may be obtained from 49 ESD,
Burma Camp. In order for units to obtain the required stores from ESD, the following
procedure shall be followed:
a. The CO of the unit shall complete Part I of DFL 156M(D) Request for
Materials for Engineer Maintenance works, attached as Annex ‘A’ to this policy,
in triplicate. He shall briefly describe the maintenance works to be done at
Paragraph 4 of the form and list the materials required at Paragraph 5.
b. The CO of the unit shall forward the form directly to Director Engineer
Services for the materials required to be issued. DES shall retain one copy of the
DFL 156M(D) and return the rest to the unit, concerned.
c. DES shall send a message to the CO of the requisitioning unit with

information copies to the appropriate Service and Formation Headquarters, giving
particulars of stores issued to the unit representative.
d. On receipt of the stores, the CO shall carry out a Physical check of the
stores and submit a certificate of receipt of the stores consigned to the unit from
49 ESD. The format, of the certificate is attached as Annex ‘B’ to this policy.
The completed Annex ‘B’ shall be distributed as follows:
(1) Original to DES.

(2) Duplicate to Formation Headquarters.
(3) Triplicate to Service Headquarters.
(4) GHQ (LOG).
(5) 49 Engr Regt.
e. Where there is discrepancy or shortage detected in the stores received, the

CO shall immediately investigate the cause and report his findings to his
Formation and Service HQs and inform GHQ (DES).
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5.07 In cases where the materials required for any engineer maintenance works are not
available at 49 ESD, the required materials may be purchased from the local market in
accordance with the existing local purchase policy.
MAINTENANCE FUNDS
5.08 Funds for engineer maintenance works in units shall be disbursed and accounted
for by the CTO, MOD. This is to ensure that the Defence Financial Controller exercises
direct responsibility, through the CTO, for the supervision and control of all finance and
government expenditure.
5.09 The Defence Financial Controller (DFC) is to release amounts appropriated in the
Annual Estimates for maintenance works to the respective Service HQs. Each Service
HQ is to submit Payment vouchers (Defence Form P212), in duplicate, to CTO for the
release of the amount involved. For subsequent quarterly releases of maintenance funds,
each Service HQ shall submit to the DFC receipt Vouchers covering the previous
quarter’s transactions.
5.10 Each Service HQ shall maintain a Maintenance Grants Account. The DFC shall
audit this account bi-annually in July and January (of the following year) and submit a
report to the GHQ.
5.11 Service HQs are to submit a quarterly certificate on completed maintenance

works in units to GHQ as per the format attached as Annexes A, B, and C to this policy.
Returns which relate to a Particular quarter must be submitted to reach GHQ (COS) by
the first week of the following quarter.
GARRISON MAINTENANCE FUND
5.12 This section provides for the release of funds annually to the various garrisons to
undertake maintenance works that are common to the garrisons. The institution of the
funds is only a stop gap measure aimed at arresting some of the urgent maintenance
problems. The disbursement of the fund to the garrisons shall cease and the fund plunged
to Bulk Purchase of Maintenance Stores in the fol circumstances:
a. When the maintenance problems in the garrisons have been brought under
some control.
b. When it is noticed that there is a wide misapplication of the funds in the

garrisons.
c. When the need arises for the urgent procurement of engineer stores for a
general purpose for the GAF.
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5.13 GARRISONS. All the Military installations in the country as presently

constituted in garrisons have been well covered. For the avoidance of doubt the
composition of the garrisons are listed as below:
a. 1 Garrison—Tema
(1) Eastern Naval Command.
(2) 1 Battalion of Infantry.
(3) BAD.
(4) 1 FMU.
(5) 64 Infantry Regiment-Asutuare Training Camp
(6) Army Recruit Training School (ARTS)—Shai Hills
b. 2 Garrison—Sekondi-Takoradi
(1) Western Naval Command.
(2) Airforce Station-Takoradi.
c. 3 Garrison—Sunyani
(2) 2 Independent Recce Squadron.
d. 4 Garrison—Kumasi
(1) HQ. Northern Command.
(3) 4 Supply Depot.
e. 5 Garrison—Accra. This garrison is sub-divided into three zones as

listed below together with the other units which go into them:
(1) Teshie Zone
(a) MATS.
(b) 48 Engineer Regiment.
(c) HQ. Southern Command.
(d) GAFCSC-Comdt as Gar Comd.
(2) 37 Military Hospital Zone

(a) Military Hospital
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(b) Support Service Brigade.

(i) 2nd and 5th Circular Roads.
(ii) Drake Avenue.
(iii) Kuku Hills.
(iv) Rangoon Villas.
(v) Agric Mechanisation.
(vi) Adenta.
(vii) Nigerian Flats, and
(viii) Dodowa Villas.
(c) AFHQ—Accra.
(d) Army HQ.
(e) Naval HQ including Winneba Rest House.
(f) BOD.
(g) JWS.
(h) GMP.
(i) AFCB.
(j) GHQ (Camp).
(3) HQ SP Svcs Zone.
(a) Def MT Battalion.
(b) Def Signal Regt.
(c) Recce Regiment.
(d) 64 Infantry Regiment.
(e) 5 Battalion of Infantry.
(f) AFS—Accra.
(g) HQ Sp Svcs Bde.
(h) 49 Engineer Regiment.
(i) Base Workshop.
f. 6 Garrison—Tamale
(1) AFS—Tamale.
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(3) Airborne Force (ABF).

(4) Daboya Training Camp.
(5) Gambaga Firing Range.
g. 7 Garrison—Ho
(1) Mortar Regiment
5.14 Allocation of Funds. The garrison maintenance fund shall be allocated to the
Garrison in the following proportions:
a. 1 Garrison — 7%
b. 2 Garrison — 16%
c. 3 Garrison — 5%
d. 4 Garrison — 9%
e. 5 Garrison — 46%
f. 6 Garrison — 12%
g. 7 Garrison — 5%
Annexes
A. Request for Materials Required for Engineer Maintenance Works (DFL 156M
(D).
B. Certificate of Receipt of Stores and Assurance of Proper Usage.
C. Completion Report—Engineer Maintenance works.
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ANNEX ‘A’ TO
PART 1 OF CSIP VOL 4
REQUEST FOR MATERIALS FOR ENGINEER MAINTENANCE

(To be completed in triplicate)
PART I
(To be completed by requisitioning unit)
1. Unit…………………………………………………………………………………
2. Station………………………………………………………………………………
3. Requisition No……………………………………………………………………...
4. Description of maintenance works to be done:
5. Materials required:
Serial Description Quantity Quantity
Required Issued
(a) (b) (c) (d)
6. Date materials are required…………………………………………………………
DATE…………………………… ………………………………………
Signature, Rank and Name of
Unit Commander
PART II
(To be completed by OC ESD)
7. Issue Voucher No…………………………………………………………………...

8. Convoy Note No……………………………………………………………………
9. Name of Stores Officers…………………………………………………………….
DATE…………………………… …….………………………………………
Signature, Rank and Name of OC (ESD)
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ANNEX ‘B’ TO
CERTIFICATE OF RECEIPT OF STORES AND

ASSURANCE OF PROPER USAGE
I, No……………..Rank……………………Name…………………………………...........
Commanding Officer/Officer Commanding…………………………………..…….hereby

(Unit)
certify that I have personally checked the engineer stores issued to my unit
representative………………………………………………………………………………
……………………………………………………(particulars of unit representative)
on…………………..(date) and I found them correct as per the convoy note (see
Appendix I).
I shall ensure that the stores concerned shall be used only on the projects for which they
have been issued and not for any other purpose.
DATE…………………………….. ………………………………………
Signature of CO/OC
Appendix:
1. List of Engineer Stores Received.
B—1
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ANNEX ‘C’ TO
ARTICLES 5.01—5.14 TO
COMPLETION REPORT—ENGINEER MAINTENANCE WORKS FOR

QUARTER ENDING
UNIT
PART I
(To be completed by Unit)
1. Work description……………………………………………………………………
2. Name of Contractor/Engr Maint Unit………………………………………………
3. Date work started………………… Date work completed……………….......
4. Account No………………………. Cost of work…………………………….
5. I,……………(No)…………(Rank)……………….(Name)……………………….
CERTIFY that the above maintenance work has been satisfactorily completed
by……………………………………………………………………………………………
The materials used in the work were in accordance with the specifications.
Date……………………….. ………………………………………
Signature
PART II
6. Remarks by Formation Comd………………………………………………………

………………………………………………………………………………………………
Date……………………….. ………………………………………
Signature, Rank and Name of
Formation Commander
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PART III
7. Service Comd’s Comments…………………………………………………………

………………………………………………………………………………………………
………………………………………………………………………………………………
Date……………………….. ………………………………………
Signature
C—2
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VOLUME 4
PART 1
SECTION 6
Articles 6.01-6.07
POLICY ON OPERATION AND ADMINISTRATION OF MARKETS
GENERAL
6.01 The purpose of this policy is to outline the responsibilities for the operation and
administration of markets in the Armed Forces. A market as used in this section shall be
any commercial activity conducted in an area designated as an Armed Forces Market.
The policy shall also cover any approved commercial activity that is located on any piece
of land owned by the Armed Forces.
6.02 The following general conditions shall be observed:

a. Unit markets shall be used for trading and commercial activities only.
They are not to be used as schools, sports or recreational grounds or for activities
which are neither trading nor commercial in nature.
b. Structures constructed by the Armed Forces in markets shall be let to

approved applicants.
c. There shall be no subletting of any market structure constructed by the

Armed Forces without a written approval by the CDS.
d. All additional structures in the markets shall be approved by the CDS.

The form of application to construct either a permanent or temporary structure in
any market is attached as Annex ‘A’ to this policy.
e. Individual owners of permanent or temporary structures in the markets

shall pay ground rent as per instructions issued by the Director General Logistics.
RESPONSIBILITIES
6.03 GHQ, GHQ (LOG) shall direct policy for the operation, maintenance and
construction of markets. In addition GHQ (LOG) shall exercise the following
responsibilities:
a. Approval of the form and content of all utility services in the Armed
Forces.
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b. Organization of synopsis board for the construction of new markets.
c. Issue of instructions on the collection, accounting and auditing of daily

tolls, rents and other charges connected with operation and administration of
markets in the Armed Forces.
6.05 Director Engineer Services (DES). DES shall be responsible for:

a. Supervision of the construction of all approved additional structures in the
markets.
b. Demolishing of all unauthorized structures in any market.
c. Advising and assisting the administering unit commanders on the general

maintenance of all structures and engineer fittings in the markets.
d. Providing utility services to approved structures in the markets.
e. Billing market operators for electricity and water consumed.
6.06 Director of Legal Services (DLS). The DLS shall prepare Tenancy Agreements
for the leasing of market structures constructed by the Armed Forces to individuals.
6.07 Commanding Officers. Commanding Officers shall be responsible for:

a. Proper administration and maintenance of the markets.
b. Ensuring that only approved structures are constructed in the markets.
c. Cleanliness of areas contiguous to the market.
d. Ensuring that the markets are operated on the same lines as civil markets.
e. Banning any undesirable people from operating in unit markets.
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ANNEX ‘A’ TO
ARTICLE 6.01—6.07 TO
(DFL 156W)
APPLICATION TO CONSTRUCT A PERMANENT/

TEMPORARY STRUCTURE IN A MILITARY MARKET
(To be completed in Triplicate)
PART I
1. The applicant shall be bound by the following regulation:

a. The applicant, shall pay a yearly/monthly (which ever is agreed upon)
ground rent of……………………………………………………………………….
b. The applicant shall not allow in or about the structure any nuisance,
danger or annoyance to the Ghana Armed Forces or any occupier of adjacent
structure.
c. The applicant shall not sublet or part with possession of the structure or
any Part thereof without the previous consent in writing of the Director-General
of Logistics.
d. If the Ground rent which is agreed upon or any part, thereof shall be
unpaid for 1 month after becoming due and payable, it shall be lawful for the
Ghana Armed Forces to re-enter the land and thereupon the agreement shall
absolutely terminate but, without prejudice to any claim which the Ghana Armed
Forces may have against the applicant for breaching the agreement.
e. The rent payable shall be re-negotiated after two years.
f. At the expiration of or determination of the agreement the applicant shall

quietly yield up the possession of the land to the Ghana Armed Forces.
g. This agreement shall be renewed after three years.
h. Either party shall be at liberty to terminate the agreement after 3 months’

notice in writing to the other part.
2. If the applicant is satisfied with the regulations constained above he/she shall
complete Part IX to initiate the application.
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PART II
(To be completed by Applicant)
3. Name………………………………………………………………………………..
4. Spouse: No………Rank……………Name………………………………….
5. Address……………………………………………………………………………..
6. Type of Structure to be constructed:………………………………………………..
7. Nature of business…………………………………………………………………..
8. I attach herewith the design of the proposed structure.
Date……………………….. ………………………………………
Signature
PART III
(To be completed by Commanding Officer of Administering Unit)
9. Unit…………………………………………………………………………………
10. Location…………………………………………………………………………….
11. I certify that there is space/no space in the market to construct the structure
proposed.
Recommended/Not Recommended
Date……………………….. ………………………………………
Signature, Name and Rank of CO
PART IV
(Remarks by DG LOG)
12. a. I recommend/do not recommend the application.

b. Applicant must pay the appropriate ground rent to DFC
(Delete if applicable).
Date……………………….. ...…..………………………………………
Signature, Name and Rank of DG LOG
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PART V
(Remarks by the CDS)
13. I approved/disapprove the application:

Date……………………….. ………………………………………
CDS
PART VI
(To be completed by DFC)
14. I certify that, the applicant paid a ground rent of……………on…………….in to

the Armed Forces Suspense Account.
Date……………………….. ………………………………………
(Signature, Rank and Name)
Note— a. The authority for the construction when granted is valid for six months
only unless it is renewed.
b. The permission to operate the business at the market is valid whilst

spouse remains in service and terminates on retirement.
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VOLUME 4
PART 1
SECTION 7
Articles 7.01-7.11
MAINTENANCE OF MILITARY LANDS, CEMETERIES,

MONUMENTS AND CEREMONIAL FACILITIES
GENERAL
7.01 Military lands are vital assets that provide grounds and environment for training.
Military monuments also symbolize military tradition, gallantry and history and together
with cemeteries they serve to preserve the memory of dead compatriots. Ceremonial
facilities also provide the arena for commemoration of important past events. To this
end, all such military property need to be well documented and properly maintained at all
times to safeguard them against loss, damage or encroachment by unauthorized persons.
7.02 The policy on administration and maintenance of military lands, cemeteries,

monuments and ceremonial facilities therefore seeks to maintain an authentic record of
all such military facilities and assign responsibility for their security and maintenance.
For the purpose of this policy the affected military facilities are considered in two parts
namely:
a. Lands.
b. Cemeteries, monuments and ceremonial facilities.
LANDS
7.03 Lands under this policy shall refer to all immovable facility that is cited outside
the immediate location of military barracks and are not within the purview of routine unit
administration. Specifically lands in this context shall be deemed to include the
following:
a. Farm lands
b. Firing ranges.
c. Air strips and landing areas.
d. Waterway and water bodies.
e. Sewerage farms.
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f. Sports Stadia.
g. Sea Ports/Shore establishments and beaches.
h. Training areas.
RESPONSIBILITY
7.04 GHQ (LOG). The overall responsibility for military lands is vested in the
Director-General Logistics who shall maintain a record of all lands by sectors/regions.
Such record shall include relevant surveyed maps, sketches or drawings and information
about any intended or proposed uses. The DG (LOG) shall also ensure that all military
lands are clearly demarcated on the ground. He shall convene a board once a year to visit
and report on all military lands. The board shall be composed of the following:
a. DG LOG — Chairman
b. DG (JOPS) Rep — Member
c. DES/Rep — Member
d. Gar Comd/Rep — Member
e. Engr Sqn Comd — Member
f. DD LOG (Lands) — Member/Secretary
7.05 GHQ (DES). The Director Engineer Service shall maintain a record of military
lands in all garrisons. He shall be responsible for maintenance of all lands and he shall
provide technical advice on the proposed use of all lands.
7.06 Garrisons/Unit. The security of the lands in any particular sector, garrison or
unit shall be the responsibility of the unit/garrison/sector commander who shall exercise
jurisdiction over such lands on behalf of the Director-General Logistics. There shall be
produced a standing order for safeguarding the lands in the Garrison or sector against
encroachment or any unauthorized entry. A record of all military lands shall be kept in
each Garrison. Such records shall constitute a part of the handing over between
commanders. The Garrison Commander shall ensure that all military lands are properly
maintained.
CEMETERIES, MONUMENTS AND CEREMONIAL FACILITIES.
7.07 The following monuments and ceremonial facilities located in Accra shall be
given priority for maintenance works.
a. Revolution Square — Flagstaff House.
b. 28th February Cenotaph — Christianborg, Osu.
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c. Congo Junction — Burma Camp.

d. Burma Hall — Burma Camp.
e. Nicholson Stadium — Burma Camp.
f. El-Wak Stadium — Giffard Road.
g. State of the Unknown Soldier — Independence Square.
7.08 Responsibility for the security and maintenance of cemeteries, monuments and
ceremonial facilities in the Armed Forces are given in the succeeding paragraphs.
7.09 DG (PA). The Director General Personnel Administration shall keep a record of
all military cemeteries, monuments and ceremonial facilities. He shall also be
responsible for the following:
a. Determination and designation of ceremonial facilities.
b. Authorisation for the allocation of grave space for all burials at military
cemeteries.
c. Recommendation for the CDS approval of construction, relocation,

modification or removal of all monuments, cemeteries and ceremonial facilities.
d. Maintaining a record of dates for all routine ceremonial functions

throughout the year for the purpose of ensuring that the relevant facilities are
ready for each function.
7.10 DG (LOG). The Director-General Logistics shall be the custodian of all military
cemeteries, monuments and ceremonial facilities. He shall maintain a record of all such
property and ensure that they are adequately maintained at all times.
7.11 DES. The Director-Engineer Services shall be responsible for the physical
maintenance of all military cemeteries, monuments and ceremonial facilities. In
particular he shall be responsible for the following:
a. Issuing relevant engineer instructions for the regular maintenance of all
such facility.
b. Technical advice on the constructions, relocation or modification of all

monuments.
c. Liaison with the Public Works Department or other government

departments and agencies in the maintenance of all monuments and ceremonial
facilities.
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COMMAND AND STAFF INSTRUCTIONS AND PROCEDURE
VOLUME 4
PART I
SECTION 8
POLICY ON MINOR CONTRACTUAL SERVICE
GENERAL
8.01 49 Engr Regt, is by its role and organization, required to carry out all the routine
maintenance works in the garrisons. In Practice, however, the extent of work to be
undertaken and the human and equipment resources needed to successfully execute the
works are often not readily available. Inspite of this situation it is sometimes necessary to
undertake maintenance works due to its operational necessity, associated health hazard or
danger or likelihood of accelerated deterioration.
8.02 Minor contracts are therefore instituted to facilitate execution of works that
cannot otherwise be readily carried out by 49 Engr Regt in reasonable time, by virtue of
current commitments. The object of a minor contract is therefore to provide an
alternative means of carrying out current maintenance works to complement the efforts of
the existing maintenance units in the Armed Forces.
8.03 Funds for minor contracts shall be taken from the annual budgetary allotment for
recurrent maintenance works.
LIMIT OF EXPENDITURE
8.04 All minor contracts shall not exceed the equivalent of $30,000.00
APPROVING AUTHORITY FOR MINOR CONTRACTS

8.05 The approving authority for all minor contracts shall be the CDS.
PROCEDURE FOR APPROVAL

8.06 All works to be undertaken as minor contracts shall first be assessed and
recommended by DES. In arriving at the decision to award maintenance works as a
minor contract the following shall be taken into consideration:
a. The level of commitment of 49 Engr Regt or any of its sub-units to other

tasks.
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b. Whether or not any delay in executing the maintenance works might

adversely affect the security or health of the occupant, or aggravate the state of
the accommodation or facility.
8.07 In arriving at the cost of the project all existing procedures for the preparation and
award of major contracts shall be adhered to in order to fully describe the works to be
undertaken by the potential contractor.
8.08 DES shall in all cases raise a DFP 9522 for the purpose of obtaining authority as
per the existing practice for recurrent maintenance works.
8.09 The contractors shall provide a works of programme to DES within 10 days of
being given a notice of approval in writing to proceed with the project.
SUPERVISION
8.10 DES shall appoint an officer to supervise the project. A certificate of completion
shall also be prepared and submitted by DES to GHQ (COS) upon final completion of the
work.
RESPONSIBILITY OF OCCUPANTS
8.11 Occupants of quarters where minor contractual services are to be undertaken shall
co-operate with the contractors and their agents during the works. In this connection
occupants shall facilitate access to the quarters or buildings for the diligent execution of
the works.
8.12 When in the opinion of the occupant any part of the works has not been
satisfactorily carried out, the matter shall be referred to the Director General Logistics
through the Director Engineer Services for appropriate action. Similarly if the occupant
feels that for reasons of security, safety or improvement of a facility, it is necessary to
carry out works other than those specified in the original Bills of Quantities and Working
Drawings, then this shall be referred to the Director General Logistic for consideration
and appropriate action. Orders shall not be given to the contractor by the occupant to
execute works for which no provision of funds has been made.
Back to Table of Content
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25
COMMAND AND STAFF INSTRUCTION AND PROCEDURE
VOLUME 4
PART 2 (S & T)

1 Policy on Feeding 1.01 – 1.14
2 Control, Organisation and Operation of Administrative
Transport within the Armed Forces. 2.01 – 2.52
3 The use of Staff Cars. 3.01 – 3.22
4 Review of POL allocation to units of the Armed Forces. 4.01 – 4.32
5 Armed Forces authorised routes and Ports—Accra 5.01 – 5.05
6 Transport for School duties. 6.01 – 6.13
7 Policy on Disposal of contaminated Petroleum
products, Food Items, Expired Drugs and Unserviceable
chemical products 7.01 – 7.08
8 Procedure for Despatch of stores to and from
Overseas countries by Military Units. 8.01 – 8.45
9 Fire Matters. Not allocated
10 Conservancy Not allocated
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26
SUPPLIES AND TRANSPORT SERVICES
VOLUME 4
PART 2
SECTION 1
Articles 1.01-1.14
POLICY ON FEEDING
GENERAL
1.01 The feeding of personnel by the Armed Forces shall be governed by the following
general principles:
a. The Supply and Transport Directorate shall provide food items for feeding
all entitled personnel in the Armed Forces, and in special cases non-entitled
personnel, patients on admission in Military Hospital, Accra and Medical
Receptions Stations (MRS), single officers and young soldiers.
b. Entitled personnel only are to feed at public expense.
c. Entitled personnel are to feed at messes or other designated places and Not
in Living quarters.
d. Non-entitled personnel authorised by GHQ to be fed by the Armed Forces

shall do so on repayment and the DST’s Food & RCA Vote head re-imbursed
with the amount.
ENTITLED PERSONNEL
1.02 The following categories of personnel shall be entitled to free feeding at public
expense:
a. Service personnel concentrated for parades ordered by GHQ or Svc HQs.
b. Service personnel on field and other training exercises ordered by GHQ or

Svc HQs.
c. Service personnel on Military Operations specifically ordered by GHQ.
d. Service personnel on residential career progression courses at local Armed

Forces training institutions. Such courses are to be directly and specifically
approved by GHQ.
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e. Service personnel undergoing cadet/recruit or any other initial training

course approved by GHQ.
f. Service personnel on admission at the Military Hospital, Accra, Unit MRS

or any other hospitals.
g. Service personnel on Ghana Navy duty ships.
h. Aircrew(s) on special flying operations including search and rescue

missions.
i. Single Officers and young soldiers under 3 years service.
j. School/College Cadet Corps on authorised camping.
k. Army, Navy, Air Force volunteers on authorised camping training and

operations.
l. Sportsmen on camping.
1.03 Entitled personnel as stated at paragraph 1.02 above for whom centralised
provision of food items is impracticable or uneconomical, are to make their own feeding
arrangements and receive Ration Allowance per diem. The ration allowance per diem
shall be notified by DST periodically based on bi-annual Food Tender Board
deliberations.
NON-ENTITLED PERSONNEL
1.04 Non-service personnel who are fed by the Armed forces at the request or instance
of civil organization shall be required to pay the full cost of the ration supplied to feed
them plus a Service charge of fifteen (15) per cent. The cost rate shall be based on the
existing per diem feeding allowance.
COFFEE BREAKS
1.05 The following officers are entitled to draw daily coffee break items subject to the
availability of the items at the BSD.
a. Office of the CDS.
b. Office of the Svc Comds.
c. Office of the COS.
d. Office of the Fmn, Air and Naval Base Comds, and Office of the Flag
Officer Fleet.
e. Office of the DG’s.
f. Office of Corp Directors.
g. Office of the Comdt GAFCSC.
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h. Office of the Comdt MATS.

i. CO GMA.
j. CO ACTS.
k. DMS.
l. DI.
m. Commanding Officers.
1.06 Request for coffee break items shall be submitted to DST for approval before
demands are placed on Supply Depots. In all cases, number of personnel to enjoy the
facility shall be clearly stated with justification by the entitled officers listed at paragraph
1.05 for DST’s scrutiny.
RESPONSIBILITIES
1.07 Directorate of Supplies and Transport. The Directorate of Supplies and

Transport shall:
a. Be responsible for budgeting, procurement, storage and distribution to
scale of all food items required to feed entitled and non-entitled personnel
including personnel on admission at the Mil Hosp and MRS in all garrisons.
b. Submit bi-annual estimates of food requirements for all Supply Depots

through the CDS to MOD (CD) for approval.
1.08 Directorate of Medical Services. The Directorate of Medical Services shall:

a. Be responsible for budgeting, procurement, storage and distribution to
scale of all food items required to feed patients on admission at the
Military Hospital Accra of food items not available from S&T sources.
b. Submit bi-annual estimate of food requirements (not available from S&T

sources) for the Military Hospital, Accra to the CDS for approval.
c. Reimburse the DST’s Food & RCA vote head on monthly basis with the
full cost of rations supplied by BSD for the feeding on repayment of non-
entitled civilians on admission at the Military Hospital.
1.09 All bi-annual estimates of food requirements shall be submitted to reach the COS
at least one (1) month before the commencement of the period to which the estimates
relate.
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1.10 Commanding Officers. All Commanding Officers (COs) are responsible for:
a. The collection of food items from local Supply Depots and the preparation
of the food to feed the entitled and non-entitled personnel at designated messes.
b. Feeding all in-patients in unit MRS.
c. The return of non-perishable food items not used to the Supply Depots as
stock.
d. Accounting for all food items demanded, received, consumed and returned
to stock.
e. The submission of particulars of all entitled and/or non-entitled personnel

to the Supply Depots and cookhouses and messes for verification.
f. Ensuring that only entitled personnel are fed at public expense.
g. The preparation of Debit Voucher (DFP 1680) in respect of non-entitled

personnel fed at public expense.
h. Submit monthly Feeding Strength Returns to DST on or before the 7th

Day of the succeeding month.
1.11 CO Military Hospital, Accra. The CO is responsible for:

a. Feeding all personnel on admission at the Military Hospital Accra.
b. Publishing Part II Orders on the admissions and discharges of all service

personnel stating:
(1) Number, rank and name of patient.

(2) Unit, of patient.
(3) Date of admission and date of discharge of patient.
c. Debiting the full cost of feeding plus fifteen (15) percent service charge
against, non-entitled personnel admitted to the Military Hospital as in-patients.
d. The Military Hospital shall at the end of each month, re-imburse DST with
the total cost of feeding in respect of ration supplied to the Hospital, calculated by
using the prevailing service per diem feeding allowance, for each non-entitled
person. The re-imbursement shall be supported with the list of non-entitled
personnel fed during the month in question.
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1.12 Non-entitled Service personnel. Non-entitled Service personnel in both single

and married quarters, shall receive Ration Allowance at the appropriate rate to support
their own feeding arrangements.
PROCEDURE
1.13 The procedure for indenting, issuing and collection of ration shall be as follows:
a. Indents for rations shall be submitted on DFB. 764 (in Quadruplicate) to
reach the Supply Depot. 72 hours before the time the rations are required for
consumption.
b. A separate indent shall be prepared for each of the following categories of

personnel:
(1) Officers on the feeding strength of unit.
(2) Other ranks on the feeding strength of unit.
(3) Units shall indent for rations for the actual strength of entitled and
non-entitled personnel of the unit for the day(s) on which the rations are to
be consumed.
(4) Indent for supplementary rations shall only be accepted in

exceptional circumstances.
1.14 Other aspects of the procedure described in MDI 91/67 are applicable.
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VOLUME 4
PART 2
SECTION 2
CONTROL, ORGANISATION AND OPERATION OF ADMINISTRATIVE

TRANSPORT AND (Q) MOVEMENT WITHIN THE ARMED FORCES
GENERAL
2.01 The present system of Road Transport Organisation in the Armed Forces allows
administrative transport to be on charge to both operational and non-operational units.
The result is that there is a lack of control and wastage through duplication and lack of
co-ordination.
2.02 Our present financial situation does not allow the Armed Forces to acquire all the
vehs which it would otherwise have wished to have. This limitation therefore urges us to
invoke the principle of war that our strength must be concentrated in one place so as to
make the maximum use of all available resources.
2.03 In the circumstances there is the need to establish a central MT organisation into
which all administrative transport shall be pooled to provide the administrative needs of
all units of the Armed Forces including second, third line and non-operational
requirements.
2.04 The MT Organisation is question shall be capable of coping with the

administrative transport details of all units of the Armed Forces which will go a long way
to ensuring that operational vehs of the operational units are used to the minimum and on
operational details only.
2.05 In order to obtain effective co-ordination in road, rail, air, sea movement and to
achieve maximum economical and efficient use of all the movement agencies, it is
considered necessary to incorporate the existing “Q” Movement services into this MT
organization.
2.06 In the interim and until the field force formation are fully equipped with
supporting transport, the MT Organisation shall be established capable of meeting all
Armed Forces administrative transport, requirements as well as the 2nd and 3rd line
transport support to Army HQ and 4th Line transport support to the Svc HQs.
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DESIGNATION
2.07 Due to its size it is proposed that the organization be designate “Defence
Mechanical Transport. Battalion ” hereinafter referred to as Def MT Bn.
COMMAND AND CONTROL

2.08 As the Def MT Bn is to serve the three services, its Commanding and Control
shall be vested in the General Headquarters. In this connection, it shall be a Command
Unit directly under the General Headquarters with the DST exercising technical control
and direction.
ST DTE RESPONSIBILITIES IN RESPECT OF DEF MT BN

2.09 The ST Dte shall have five Staff Officers Grade one each to be responsible for:
a. Inspections/Monitoring.
b. Supplies.
c. Transport.
d. Movement.
e. Fire
2.10 The responsibilities of the Dte with regard to the Def MT Bn shall be as follows:
a. Advising the CDS through the DG LOG on transport and movement
matters.
b. Initiating policies on transport and movement matters in the Armed
Forces.
c. Contracts and hiring of civil transport.
d. Postings, promotions and appointment of officers in conjunction with MS.
e. Financial matters and estimates.
f. Maintenance of staff tables.
g. Technical Inspection.
h. Recruiting and reinforcements of OR in conjunction with Records.
i. Issuing of Technical Directives.
j. Responsible for liaison with shipping companies, railways and harbours
authorities on movement matters affecting the Armed Forces.
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ROLE OF DEF MT BN
2.11 The role of Def MT Bn shall be:
a. To meet the administrative transport details of all units in the Armed
Forces.
b. To meet the 2nd and 3rd line transport requirement of Army HQ and to
provide 4th line transport support, to the three services.
c. To undertake all Q Movement duties within the Armed Forces.
OUTLINE ORGANISATION OF DEF MT BN
2.12 The Def MT Bn shall be organized as follows:
a. Bn HQ to be located in Accra. The Accra and Tema Movement units are
designated No. 5 Forces Movement Unit (5FMU) and No. 1 Movement Unit (1
FMU) respectively.
b. No. 1 Coy consisting of Coy HQ and 4 MT Pls to be in Accra with two
Movement Units to be located in Tema and Accra with detachment in Ho.
c. No. 2 Coy consisting of Coy HQ and 5 MT Pls to be located in Accra.
d. No. 3 Coy consisting of Coy HQ, and 6 MT Pls to be located in Accra.
e. No. 4 Coy consisting of Coy HQ, and 5 MT Pls and a Movement Post to
be located in Takoradi.
f. No. 5 Coy consisting of Coy HQ, and 4 MT Pls and a Movement Post to
be located in Kumasi and Tamale.
FUNCTIONS
2.13 The functions of the various sub-units of the Def MT Bn are as follows:
a. Bn HQ.
The Bn HQ which shall be located in Accra shall have a Lt Col as
Commanding Officer. Its functions shall include the following:
(1) Command and control and general administration of the MT Bn.
(2) Advising ST Dte on matters affecting the transport Bn.
(3) Planning and Operations including details and priorities.
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(4) Co-ordinating transport and movement details to be undertaken by

the companies.
(5) Training matters in conjunction with ST Dte.
(6) Efficient running of the Battalion Operation Rooms.
(7) To task the Air Force Headquarters when necessary and in the
interest of economy to provide aircraft for internal flights.
(8) To task the Navy HQ when necessary and in the interest of

economy to provide ships for the transportation of pers and cargo in their
ships.
(9) Responsible for ensuring that movements of all military transport

on the trunk roads of the country are co-ordinated to ensure that economy
is being exercised and the vehicles detailed are being efficiently
employed.
b. Bn HQ Operations Room and its Functions. There shall be an Ops

Room established at the Bn HQ. It shall be manned round the clock and a
despatch rider shall be available at all times to undertake necessary errands. The
functions of the Ops Room will be as follows:
(1) Communicating with companies under its command on tasks
allotted to ensure efficient and prompt execution.
(2) Sorting and dealing with incoming details and ensuring efficient
and proper use of vehicles.
(3) Maintaining a chart on the disposition of Battalion vehicles and the

duties on which they are committed.
(4) Liaison with demanding units to ensure that vehicles on demand

are the right type for the detail on hand.
(5) Compilation of daily availability state for the Bn.
(6) Communicating with companies on availability state of vehs at any

given time in order to ensure fair distribution of duties.
(7) To advise the Battalion Commander on state of vehicle as to those

on road, VORs and repair state.
(8) Liaison with shipping and civil airlines regarding ETA, ETD of
service personnel/families and cargoes, and ensuring that right type of
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transport is provided for conveyance or collection as applicable.
(9) Maintaining arrival and departure chart of civil aircraft and ships
which are of interest to the Armed Forces and briefing the Battalion
commander accordingly.
NO. 1 COY
2.14 The No. 1 coy shall be located in Accra, its org and function shall be as follows:
a. Organisation
(1) The HQ Coy shall consist of a Coy HQ, 4 MT Pls and 2 Forces
Movement Units under command of a Major.
(2) Its movement units shall be located as follows:
(3) 5 Forces Movement Unit shall be located at Air Force Station and
shall have responsibility over RTO Accra Railway Station.
(4) The Company shall have a detachment in Ho.
b. Function
(1) This company shall provide administrative domestic transport as
well as 3rd and 4th line transport to units in Accra and Tema areas.
(2) To undertake all movement duties for all units in Accra and Tema
areas.
c. Dependant Units
(1) Following units shall depend on No. 1 Coy for their domestic 3rd
and 4th line transport as well as Q (Mov) support.
(a) MOD/GHQ.
(b) ARMY HQ.
(c) NAVAL HQ
(d) AIR FORCE HQ
(e) HQ. SOUTHERN COMD.
(f) HQ SP SVCS BDE.
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(g) MATS HQ.

(h) IBN.
(i) 5 BN
(j) RECCE REGT.
(k) 48 ENGR REGT.
(l) 49 ENGR REGT.
(m) DEF MT BN.
(n) BSD.
(o) BASE WKSP.
(p) BAD.
(q) AFS ACCRA.
(r) NAVAL BASE TEMA.
(s) AFCB.
(t) MIL HOSP.
(u) DEF SIG REGT.
(v) GMP.
(w) BARRACKS SERVICE.
(2) The detachment of the Company which shall be based at Ho shall

give static and domestic support to the Medium Mortar Regt, MRS, WSE
Det, supply Depot Det and any other Unit that may be located in the Volta
Region.
d. Complement of Vehicles. In order to carry out its role efficiently this

company’s complement of vehicles shall consist of Motor Cycles, Cars,
Pinzgauers, Dust Carts, Ambulances, Buses and Coaches and 3 Tons Steyr
Trucks.
e. Areas of Operation (See Articles 2.32c).
f. Responsibility of the Company Commander
(1) The Company Commander shall be responsible for:
(a) The efficient training of officers under command.
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(b) Mechanical efficiency of vehicles and equipment, “on

charge” to the Company.
(c) Control and use of vehicles on charge.
(d) Prompt execution of transport details as processed through

the Battalion Headquarters Operations Room.
(e) Custody, maintenance and accounting for POL and other

stores on charge.
(f) Prompt submission of returns to the Battalion Headquarters

in accordance with current regulations.
(g) “Maintaining” close liaison with the Battalion Operations

Room to acquaint himself with trends of the day.
(h) The proper interpretation down to the troops of all

administrative instructions as issued from time to time by the
Battalion Headquarters.
(i) Administration of troops under command including their

welfare.
g. Powers of Command. The powers of command of the company

commander shall be as directed by the Commanding Officers in the Battalion
Administrative Orders.
h. Responsibilities of Detachment Commanders. Detachment:

Commander shall be responsible for the:
(1) Efficient running, maintenance and operation of all vehs on charge
to the Detachment.
(2) Training of all men under command in accordance with

Battalion/Company training directives.
(3) Proper maintenance and care of stores and equipment on holding

charge.
(4) Proper execution of transport detail as may be delegated through

his Company Commander.
(5) Administration and welfare of troops under his command.
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(6) Ensuring that vehicles under command operate within distance as

shall prescribed by his Company Commander.
(7) Prompt rendition of all return in accordance with Company

Administrative Instructions.
(8) Shall ensure that all matters beyond his control are promptly
brought to the notice of his Company Commander or immediate superior
officer in the station.
i. Responsibilities of 5 Movement Unit (5 FMU) Commander—Accra.

The 5 Movement Unit (5 FMU) Commander who shall control both the Kotoka
Airport and Accra Railways Station shall be responsible for
(1) Receiving applications for air space and screening them for
eligibility.
(2) Allocating air Mov Priorities and regulating the flow of aircraft.
(3) Reception, care, custody, documentation and processing of aircraft

loads for despatch and/or delivery at the airfields.
(4) Embarkation and reception of all eligible pers at the Kotoka

Airport.
(5) Liaison with Railway and Port Auth for acquisition of passengers
and goods coaches whenever required.
(6) Ensuring efficient despatch of all pers and stores by rail bearing in
mind security of pers and goods, as well as giving accurate information to
passengers, and/or consignees.
j. Responsibilities of 1 Movement Unit (1 FMU) Commander—Tema

Port. The 1 Movement Unit (1 FMU) Commander shall be responsible for:
(1) Reception of all mil pers coming/going by sea.
(2) Supervision and immediate delivery of mil stores discharged at

Tema Port bearing in mind the need to avoid rental charges.
(3) Correct and immediate disposal of stores arriving at the Port to

consignees.
(4) Absolute security of mil stores coming under charge of the unit.
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(5) Ensuring that, necessary discrepancy certificates are obtained in

respect of damaged items and their prompt submission to Defence
Procurement Branch for claim action.
(6) Close liaison with shipping sect of Defence Procurement Branch

for shipping documents and delivery of stores.
(7) Prompt submission of “Bills of Payment” to DDST (MOV) for

payment action.
(8) Acting as liaison on behalf of DST for all matters affecting

delivery and despatch of mil goods and to bring to the notice of
DST ANY SUCH MATTERS THAT MAY ARISE.
(9) Admin and welfare of men and eqpt under comd on behalf of the
Bn HQ.
NO. 2 COMPANY ORGANISATION—ACCRA

2.15 No. 2 Company’s shall be located at Accra and shall be under the command of a
Major. It shall consist of a Coy HQ and 5 MT Platoons
a. Role. The Company shall also provide domestic, 2nd and 4th line
transport support to units in Accra and Tema areas.
b. Area of Operation. The Company area of operation shall be within the

radius of 64km. Journeys over this radius shall be referred to Battalion
Headquarters.
c. Complement of Vehicles. To carry out its role, the company’s

complements of vehicles shall comprise 7 ton and 10 trucks, fridge vans,
low loaders, 10 ton matadors and 20 ton scammels.
d. Company Commander. The responsibilities of the Company

Commander shall be the same as his counterpart in No. 1 Company.
NO. 3 COMPANY ORGANIZATION—ACCRA

2.16 a. The company also with Headquarters and 6 pls shall be under the
command of a Maj and shall be located at Accra.
b. The company shall maintain only 3 ton Bedford RLC dropsied 4 x 4 cargo
vehicles, motor cycles and Land Rovers.
c. Role. It shall provide 2nd line transport support to Army HQ. Transport,
so provided in this connection is the reserve of the Army Comd to be used in
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support of the Base organic MT Coys. It shall also provide 1st and 4th line
transport support: to the three services i.e. ARMY, NAVY and AIRFORCE.
d. In addition, it shall undertake Courier Service as and when required and

shall be assigned details involved in cross country operations and others relating
to military assistance to civil organisation as would be directed from the ST
Directorate through the Bn HQ.
e. Area of Operation. The Company Commander shall directly be

responsible to the Bn Comd for:
(1) Control, Mechanical efficiency and administration of vehicles on
charge to the company.
(2) Training and efficiency of all ranks in convoy drill and march
discipline.
(3) Administration, discipline and interior economy of the company.
(4) Maintenance of Load/Staff Tables and issue of operation orders

where necessary.
(5) Keeping close liaison with Battalion Operations room for details
and executing them promptly and efficiently.
(6) ,Ensuring the maximum and economical use of vehicles by co-

ordinating all details assigned to the Company.
(7) Preparation of route cards where outside journeys are to be

undertaken by the companies.
2.17 NO. 4 TRANSPORT COMPANY ORGANISATION—TAKORADI

a. The above company shall comprise a Coy HQ, 5 MT Platoons and a
Movement Post and shall be under the command of a major.
b. The company shall be located at Takoradi. Its complement of vehs shall

be a mixed nature i.e. cars VWs, Land Rovers, Dust Carts, Buses and
Coaches, Ambulances and Low loaders.
c. The company shall provide domestic 3rd and 4th line transport as well as
Q (Mov) Support to 2Bn, Naval Base, Air Force Station, Station
Workships, 2 Supply Depot, Movement Post, 49 Engr Regt, 1 AOD, 1
AAD, Barracks Detachment, Station MRS and Headquarters Takoradi
Station.
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d. Area of operation. See Articles 2.32c.
e. Communications. To assist the company in the efficient performance of

its role there shall be an operations room with a wireless set as released by GHQ
linking the company with the Battalion HQ.
f. Responsibilities of Company Commanders. The Company

Commanders shall be responsible to the Bn Commander for:
(1) The efficient running of the company’s operations room.
(2) Control and proper use of vehicle on charge.
(3) Co-ordinating all transport requisitions submitted by garrison units

to ensure maximum and economical use of the Coy’s vehicles.
(4) Administration, economy discipline and interior economy.
(5) Training of all ranks of the company in march discipline and

convoy drills.
(6) Custody, maintenance and accounting of POL equipment and

stores on charge to the company.
(7) Liaison with Bn HQ Operations Room for reservations and

bookings of passengers for Ghana Air Force internal flights in respect of
troops in station.
(8) Channelling all requests from units for external air and sea passage
to Bn HQ for action and confirming bookings on receipts from Bn HQ to
station units concerned.
(9) Seeing to the despatch, delivery and clearance of baggage, cargo

and personal effects as may be authorised at Takoradi Port.
(10) Seeing off personnel embarking for overseas as may be authorised

by GHQ through the Bn HQ at Port of Takoradi.
(11) Liaison with NOIC Takoradi on mass movement of troops by sea

as may be instructed by GHQ through Bn HQ.
(12) Liaison with railway authorities for acquisition of passenger

coaches, cargo wagons as may be directed by GHQ through Battalion
Headquarters.
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(13) Maintaining an accurate chart, of disposition of vehs in the

company.
(14) Prompt submission of return as may be laid down by services HQ.
2.18 MOVEMENT CONTROL POST—TAKORADI

a. Movement Post Commander is responsible for:
(1) Ensuring efficient despatch of mil pers and stores by rail bearing in
mind their security as well as the need for accurate info to passengers and
consignees.
(2) Liaison with railway and ports auth for acquisition of passengers
and goods coaches whenever required.
(3) Advising Task units on administrative move of troops involving

the use of civil agents.
(4) Embarkation of all passengers going by sea.
(5) Applying for shipping space and export of all mil stores.
(6) Allocating air movement priorities and regulating the flow for
airlift from Tak airport.
(7) Supervision and immediate delivery of all mil stores discharges at

Tak Port bearing in mind avoidance of rental charges.
(8) Correct and immediate disposal of goods arriving at Port to

consignees.
(9) Absolute security of mil stores coming under charge of the unit.
(10) Liaison with Air Force Takoradi to acquaint himself with ETDs of
internal flights.
(11) Maintaining local/staff table for guidance during movement of

troops and cargo by air, sea, rail and road.
2.19 No. 5 Transport Company Organisation—Kumasi

a. No. 5 Transport Company shall consist of a Company HQ, Pls and a
movement post under command of a major. The Company shall be located at
Kumasi with detachments at Sunyani and Tamale. The Movement Post shall have
a detachment in Tamale.
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b. Complement of Vehicles
The company’s complement, of vehs shall be a mixed nature i.e. cars, Land
Rovers, Pinzguaer, Buses and Coaches, Dust Carts, 3 Ton Commercial vehicles, 3
Ton Steyr TCV, Ambulances, 10 To Matadors, 20 Ton Scammels and Low
Loaders.
c. Role
The company shall provide domestic 3rd and 4th line transport as well as Q
Movement Support to the following units:
(1) Kumasi/HQ. Northern Comd.

HQ Northern Comd Inf Bde Gp, 4Bn, 2 MT Coy, WSE Det, 3 Supply
Depot., MRS, Movement Post, Military Police Det, Barracks Det and
Station Workshops 2 AOD, 2 AAD.
(2) Sunyani
3 Bn, Supply Depot Det, Barracks Det, WSE Det and MR.
(3) Tamale
Para Bn, AFRC, MRS,4 Supply Depot, WSE Det, Station Wksp, Air
Force Det, Movement Post, Military Hospital Det, HQ Tamale Station, 2
AO Sub Depot, 2 AA Sub Depot, Barracks Det.
(4) Area of operation. (See Article 2.32c).
(5) Communications. The Company shall maintain an operation

room at Kumasi with wireless net link to Battalion HQ. The company
Detachment at Tamale shall channel its message to the company HQ at
Kumasi through Para Bn wireless net.
RESPONSIBILITIES OF COY COMMANDER
2.20 The Coy Commander shall be responsible to the Bn Comd for:
a. Mechanical efficiency of vehs and equipment on charge to the Coy.
b. Proper and efficient control and use of Coy vehicles.
c. Prompt execution of tpt details as processed through the Bn HQ Ops

Room.
d. Proper co-ordination of tpt requisition from station units to ensure

maximum utilization of vehicles.
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e. Training and efficiency of all ranks in convoy drill and march discipline.
f. Preparation and distribution of route cards where outside journeys are

involved.
g. Maintenance of loads/staff table and issue of ops orders where necessary.
h. Admin discipline interior economy of the Coy.
i. Welfare of all ranks under command.
j. Liaising with Bn HQ for reservation and bookings of passengers for GAF

and civil Airways internal flights in respect of service and families in station.
k. Channelling all requests from units for eternal air and sea passages
through the Bn HQ for action and confirming bookings on receipt of same from
Bn to station units concerned.
l. Seeing to the despatch, delivery and clearance of baggage, mails, cargo

and personal effects as and when necessary at Kumasi Air Field.
m. Custody, maintenance and accounting of POL, equipment any stores on

charge to the Coy.
n. Liaising with railway authorities for the acquisition of passenger coaches,

cargo wagons as may be directed by GHQ through the Bn HQ.
o. Obtaining rail tickets from railway authorities for service pers and families
as may be required.
COY DET—SUYANI
2.21 Org. A detachment of No. 4 Coy under command of a subaltern shall be located
at Suyani.
2.22 Vehicles. The Detachment’s complement of vehicle shall be of a mixed nature

consisting of a Car, Pinzgauer, Buses, 3 Ton Steyr TCV, Dust Carts and Ambulances.
2.23 Responsibility. The Det Comd shall be responsible to No. 5 Coy Comd for the:
a. Mechanical efficiency of vehicles and equipment on charge to the Det.
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b. Proper control and use of the vehs on charge.
c. Prompt execution of tpt details as processed by the Coy HQ.
d. Custody maintenance and accounting of POL, and other stores on charge.
e. Prompt submission of returns to Coy HQ in accordance with Coy Standing

Instructions.
f. Efficient training of troops under command in accordance with Bn HQ

directives as may be issued through Coy HQ.
g. Prompt rendition of all returns in accordance with Coy HQ admin

instructions.
h. Efficient running of the Det and assuring that matters beyond his control
are brought to the notice of his immediate superior in station and thence to
his Coy HQ for action.
i. Co-ordinating all tpt. requisitions from station units to ensure maximum

and economical use of vehicles.
j. Forwarding requests for air, sea, rail passages to Coy HQ for action.
DET 5 MT COY—TAMALE
2.24 Org. A detachment of No.5 Coy under command of a Capt shall be based at
Tamale.
2.25 Vehicles. The Detachment’s complement of vehicle shall be of a mixed nature

comprising Cars, Pinzgauers, Buses and Coaches 3 Ton Steyr TCV, Dust Carts
Ambulance, 7 Ton Trucks, 10 Ton Trucks, Low Loaders and 20 Ton Scammel.
2.26 Responsibility. The Det Comd shall be responsible to No.5 Coy for the
following:
a. Mechanical efficiency of vehicles and equipment on charge to the Det.
b. Proper control and use of vehicles on charge.
c. Prompt execution of tpt details as processed by the Coy HQ.
d. To undertake all Q (Mov) duties in support of the units in station.
e. Custody, maintenance and accounting of POL, and other stores on charge.
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f. Prompt submission of returns to Coy HQ in accordance with Coy Standing

Instructions.
g. Efficient training of troops under command in accordance with Bn HQ

directives as may be issued through Coy HQ.
h. Prompt submission of all returns in accordance with Coy HQ

administrative instructions.
i. Efficient running of the Detachment and ensuring that matters beyond his
control are brought to the notice of his immediate superior in station and thence to
his Coy HQ for action.
2.27 Kumasi Post. Movement Post Commander shall be responsible for:

a. Advising Kumasi and Sunyani units on administrative movements
involving civilian agencies.
b. Accept and collate applications for movement for onward submission to
Bn HQ.
c. Cover all journeys of mil pers at Kumasi airport.
d. Cover operation of the GAF scheduled flights.
e. See to the despatch and reception of all mil pers and stores going by rail.
f. Ensuring absolute security of mil stores arriving at the railway station.
2.28 Tamale Post. Responsibility of Mov Post Comd:

a. Cover all journeys of mil pers at Tamale airport.
b. Cover operation of the GAF scheduled flights.
c. Advise Tamale units on administrative moves involving civil agencies.
d. Accept applications for journeys for onward submission to Bn HQ.
POLICY
2.29 It shall be necessary to issue a policy to buttress existing regulations on the
control and use of Armed Forces Road Transport. In this connection the following is
prepared as the policy to be issued:
2.30 Method of operation. With the establishment of the MT Bn the following

method of operation shall be adapted in the use of all military transport:
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a. Details to be carried out with unit transport (1st Line)

(1) Operations. When authorised by higher Fmn.
(2) Training. Authority granted for the use of POL based on trg
directives approved by higher Fmn HQ to allow the use of the unit’s own
transport.
(3) Special Duties. These shall be authorised by higher Fmn and shall
take the form of flood relief, famine relief, bridge building and repairs and
aid to civil power.
(4) Domestic
These comprise duties of purely domestic or administrative nature such as
collection of rations within the station, conveying sick to the hospital and
return, guard duties, liaison duties, welfare duties, duty officers rounds.
Although units shall continue to be responsible for the collection of rations
from Sup Depots, all other stores issued from Ordnance sources including
ammo and engineering stores shall be delivered to units both in ACCRA
and in out-stations in MT Bn Transport.
b. Details to be performance by the MT Bn

(1) Operations
To provide 2nd Line tpt for the ARMY HQ. Transport provided in this
connection is the reserve of the Army Comd to be used in support of the
Bde Organic MT Coys. In addition to the above to provide 3rd and 4th
line tpt support to the three services i.e. ARMY, NAVY and AIR FORCE.
(2) Domestic
To undertake domestic and administrative details in support of HQs and
units which have no tpt authorised on establishment. It shall also
undertake the domestic details of HQs and units which have no suitable
transport for such details. These details include those enumerated under
Article 2.32 b (4) above.
(3) Training
Details in this connection shall be confined to the use of these tpt in the
technical trg of pers of the Bn or in support of ARMY HQ
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and its Inf Bdes in the second third and fourth line role during their trg.
Detail of trg programme shall be approved by higher Fmn and POL shall
be auth for this Detail.
Those authorised to be performed by and on behalf of the MT Bn.
(4) Special Duties

These shall be undertaken when authorised by higher fmn and shall be
either on their own or in conjunction with ARMY HQ in support of Inf
Bde Gps for duties such as famine or flood relief.
c. Area of Operating of the elements of the MT Bn

It is the responsibility of the elements of the MT Bn to provide intra
garrison/station transport support to units in the garrison/station in which
they are located. It is the responsibility of the MT Bn as a whole to
provide inter garrison/station transport support i.e. journeys on the main
trunk roads of the country to all the three services of the Armed Forces i.e.
ARMY, NAVY and AIR FORCE.
In this connection it shall be necessary to co-ordinate such details so that
transport is provided taking into consideration economy consistent with
the efficient and maximum use of transport resources available.
METHOD OF OBTAINING TRANSPORT FROM THE MT BN

2.31 Operation rooms shall be established in Accra, Takoradi, Kumasi and Tamale
each under a comptroller to co-ordinate all movements with the view to ensuring that
maximum economy is exercised in the use of all available military transport. The
operation rooms shall have wireless sets which shall be manned round the clock.
Despatch riders shall also be available to despatch mails as necessary.
DETAILED FUNCTION OF AN OPERATION ROOM

2.32 The detailed functions of an operation room shall be as follows:
a. Receiving, sorting and co-ordination of all incoming transport requisitions
and ensuring efficient and proper use of vehs.
b. Detailing transport from MT Bn resources and also from other resources

when necessary to meet approved tpt requisitions received in the Ops Room.
c. Maintaining a chart on the disposition of tpt allotted to it and the purpose

for which they are committed.
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d. Communicating with the MT Bn element to which it is responsible on

tasks allotted to ensure efficient and prompt execution.
e. Liaison with demanding units to ensure that veh detailed is the right type
of the details requested for.
f. Compilation of daily available state for the MT Bn elements to which it is

responsible.
g. Communicating with the MT Bn element to which it is responsible on the

availability state of vehs at any given time in order to ensure fair distribution of
duties.
h. To advise the commander of the MT Bn element to which it is responsible

on the state of vehs as to those on road, VORs and repair state.
i. Where applicable maintaining liaison with civilian shipping agencies and

civilian airlines regarding ETA/ETD of service personnel/families and cargoes
and ensuring that the right type of transport is provided for conveyance or
collection as applicable.
j. Where applicable maintaining arrival and departure chart of civilian

aircraft and ships which are of interest to the Armed Forces and briefing the
Commander of the MT Bn element to which it is responsible
PROCEDURE FOR OBTAINING TRANSPORT THROUGH THE OPERATION

ROOMS
BY UNITS
2.33 All demand for transport shall be submitted on Transport Requisition (DFB 756)
to the Operations Room as appropriate of the MT Bn. The DFB 756 is to reach the
Operations Room at least 48 hours before the time at which the service is required (72
tours in the case of transport required on Mondays).
2.34 Exact details of the purpose for which the transport is required shall be given in
all cases. These are:
a. Type of load and weight or in the case of passengers, the number
involved. In this connection the type of veh to be detailed shall be decided by the
Operations Room and units are to avoid indication.
b. The location of the load or passengers requiring conveyance.
c. Time conveyance required.
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d. Duration of details and the appropriate time detail shall be completed.
2.35 The following must be noted:

a. That transport shall be refused for a transport requisition with inadequate
information received in the Operations Rooms.
b. That in the case of genuine urgent demands, requisitions shall be accepted

on the telephone by the Operations Room. They shall be immediately confirmed
by written requisitions.
c. That all demands for transport authorised on repaying shall be endorsed in

red “ON REPAYMENT”
BY THE OPERATIONS ROOM

2.36 Scrutinizing transport requisitions received to ensure adequate details have been
given.
2.37 Co-ordination of all transport requisitions received and detailing vehs accordingly
ensuring maximum utilisation economy and efficient employment of vehicles so detailed.
STANDING DETAILS
2.38 With the establishment of Operations Rooms in garrisons/stations to co-ordinate
tpt requests and subsequent detailing of vehicles “standing details” shall be kept to the
minimum and only in exceptional circumstances will such be given by ST Dte.
2.39 The MT Bn shall provide domestic tpt on permanent standing details to Inf Bns
and static units for their domestic details.
2.40 The following standing details shall also be provided:

a. To convey stores and equipment from Ordnance and Engineers sources
and deliver to dependant units.
b. Passenger bus service as auth to tps at their locations.
c. School bus service as auth by DST.
d. Any such auth given shall be constantly reviewed and in any case at least
every three months.
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AVAILABILITY STATE OF VEHICLE

2.41 In order to ensure that economy is exercised in the use of military tpt and when
necessary maximum utilization of all Armed Forces Road Transport is effected consistent
with efficiency, all units with tpt on establishment within the garrison/station shall
submit, daily, except Sundays, an availability state of vehs as at Annex ‘B’ to reach the
Ops Room as appropriate at 0800 hrs daily forecasting the state of vehs 24 hours ahead.
Unit shall state vehs that can be made available for detail to supplement MT Bn tpt.
PROCEDURE FOR OBTAINING Q (MOV) SUPPORT FROM THE OPS ROOM

BY UNITS
2.42 Units requiring Q (Mov) support shall submit their applications to reach the Ops
Room as appropriate as follows:
a. Internal Schedule Flight — By Wednesday preceding the Friday
on which the schedule flight is to be
under taken
b. External Flight — 14 days before the date on which
Mov is to take place.
c. Travel by Rail — 48 hours before the date on which
the Mov is to take place.
d. Travel by Ship — 3 months before the date on which
the Mov is to take place.
e. Shipment of stores by Sea — 21 days before the date on which the
f. Movement of Stores by Air — 7 days before the date on which the
BY OPERATIONS ROOM
2.43 On receipt of applications by the Operations Room they shall be scrutinized to
ensure that essential details have been given and that requests are auth under current
regulations and instructions.
2.44 Various agencies shall then be contacted to arrange the movement and units
concerned informed accordingly.
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ECONOMY
2.45 In the interest of economy, the Operations Room in Accra, Takoradi and Tamale
shall ensure that vehicles movements on the main trunk roads of the country are
communicated to their counterparts in good time. This shall help elements of the MT Bn
to make good use of vehicles that pass through their locations.
2.46 Because of the role of the MT Bn, economical commercial vehicles are included
on this establishment. These include VWs, 7 and 10 Ton Cargo trucks, Low Loaders,
Refrigerated Vans, Conservancy Trucks and Passengers coaches.
HIRING OF VEHICLES
2.47 Authority for the hire of transport is vested in the DST. Hired transport is to be
restricted to those occasions when no suitable Armed Forces vehicles is available
reviewed every three months and the need for its continuation confirmed, consideration
being given to whether it would be more economical to substitute an Armed Forces
vehicles and driver.
COMMAND AND CONTROL OF THE DEF MT BN

2.48 As the Def MT Bn is to serve the three service, its command and control shall be
vested in the General Headquarters. In this wise it shall be a command unit directly
under the General Headquarters with the DST exercising technical control and direction.
HQ Support Services shall exercise administrative control only.
STAFF CARS
2.49 All staff cars shall be held on charge of the Def MT Bn HQ and Coy HQs as
appropriate.
2.50 The following are priorities for the detail of staff cars to Commanders and
principal staff officers:
a. Tied Allocation of Staff Cars Accra Garrison/HQ Southern Comd
GHQ 3 (CDS and COS)
Army HQ 1 (Comd)
Naval HQ 1 (Comd)
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Air Force HQ 1 (Comd)

HQ Southern Comd 1 (Comd)
MATS 1 (Comdt)
GAFCSC 1 (Comdt)
b. Entitlement to Staff Cars Accra Garrison

DG JOPS
DG PA
DG (P&D)
DG LOG
DG (DI)
MS
DG (TRG)
DFC
DMS
DST
DOS
DEME
D (PROC)
D COMM
CSO ARMY HQ
CSO NAVAL HQ
CSO AIR FORCE HQ
JAG
DLS
PM
DMR
DPR
D DPC
DAO
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DENG
D SUP
D ADMIN
AIR SEC
D TRG (AIR FORCE)
Any other DG’s or Directors at GHQ.
c. Tied Allocation—Takoradi Station
(1) Garrison Commanders.
(2) Entitlement to Staff Cars—Takoradi Station Commander. Visiting
Officers of the rank of Brigadier and above, and Senior Staff
Officers from GHQ. Flag of Air Fleet.
d. Tied Allocation—Kumasi Station
(1) Garrison Commanders.
(2) Visiting Officers of the rank of Brigadier and above.
(3) Visiting Senior Staff Officers from GHQ.
e. Entitlement to Staff Car—Kumasi Garrison
(1) Bn Comd.
(2) Other Comds.
f. Tied Allocation—Tamale Garrison
(1) Garrison Comd in station.
(2) Visiting Officers of the rank of Brigadier and above.
(3) Visiting Senior Staff Officers from GHQ.
g. Entitlement to Staff Car Tamale Garrison.
(1) Tamale Airforce Station Commander.
(2) Other Comds of the rank of Lt Col and above.
CASUAL DETAILS
2.51 Pooled cars subject to availability may be used by all Lt Cols or equivalent and
above for official duty journeys only. There is no entitlement however for the use of staff
cars when officers are on leave.
RULES FOR THE CONTROL OF ARMED FORCES ROAD TRANSPORT

2.52 Instructions as contained in the “Rules” on the use of all Military transport shall
be applicable in all cases not covered in this paper.
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VOLUME 4
PART 2
SECTION 3
Articles 3.01-3.22
THE USE OF STAFF CARS
GENERAL
3.01 As a cardinal rule, a staff car shall be used for official duties only and shall only
be provided where its use is considered necessary or expedient for the performance of
such duties.
CLASSIFICATION
3.02 For the purpose of allocation, staff cars are classified as follows:
a. Staff cars: which are provided to specific appointments on permanent
detail.
b. Pool staff cars: which are held in the pool at specific Mechanical
Transport and other unit locations and provided on temporary detail, on request,
for specific duties.
RELEASE AND TECHNICAL MAINTENANCE AND CONTROL

3.03 Cars to be used as Staff Cars shall be released by GHQ (P&D)—to the
Mechanical Transport Units responsible for the purposes of usage and maintenance.
Technical management and control shall devolve on the Director of Supply and Transport
General Headquarter who shall normally delegate powers for the physical routine
management and control to the respective commanders of Mechanical Transport and
other units holding Staff Cars.
FIX STAFF CARS

3.04 Only the following appointments shall be provided with fixed staff cars:
a. The Chief of the Defence Staff.
b. The Chief of Staff General Headquarters.
c. Service Commanders.
d. Formation Commanders and equivalent in other services.
e. Commandant Military Academy and Training School.
f. Flag Officer Fleet.
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g. Comdt Command and Staff College.

h. DGs of GHQ.
i. DMS and Corp Directors listed under “Staff Cars” at para. 2 Section 2
Article 2.50.
j. Branch Heads of AFHQ.
POOL STAFF CARS

3.05 Pool staff cars may be provided from the respective pool:
a. For the performance of duties which require the use of staff cars.
b. To replace fixed staff cars that are not roadworthy.
c. For the use of Principal Staff Officers, on request.
d. For the use in the outstations of visiting officers entitled to fixed staff cars
and Principal Staff Officers on Duty.
e. For the use of official foreign Military delegations and visitors, if required.
f. For Military weddings.
MODE OF USE
3.06 Staff cars shall not be used in the field either for operation or exercises.
3.07 On completion of the daily or particular duties, all staff cars shall be returned
immediately to their authorised yards for safe custody. Service Commanders and above
may keep their cars in their official residences.
3.08 Staff cars may be used in attending official social functions. However, with the
exception of spouses/children, if officially invited, and official guests, no other person,
particularly civilians, shall be carried.
3.09 While on duty, staff cars may be used to convey family members for medical
treatment but in emergency situations only.
3.10 Under no circumstances shall spouses and other family members be allowed to
use staff cars other than as specified in Articles 3.8 and 3.9.
3.11 Staff cars shall not be used for any of the following:
a. Personal marketing/shopping and errands.
b. Unofficial social functions.
c. Unofficial pleasure trips.
d. Unofficial services to others.
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3.12 There shall be no entitlement to the use of staff cars during annual leave. Fixed
staff cars may, however, be retained on request, during:
a. Sick leave.
b. Embarkation/disembarkation leave.
3.13 Prior approval must be sought from the Director of Supply and Transport General
Headquarters to use pool staff cars for journeys in excess of 40 miles or 64 km each way.
3.14 Should it become necessary for a journey to be undertaken without prior approval,
as per Articles 3.13, journey so performed shall be justified immediately on return for a
covering authority to be given by Director of Supply and Transport.
MISUSE OF STAFF CARS

3.15 Staff cars shall be in the personal charge of those to whom they are specifically
allocated or provided. They shall therefore be summarily held responsible if the staff
cars are misused.
3.16 The Military Police are empowered to stop staff cars to check the drivers and
work-tickets, and report infringements of these instructions to the appropriate authorities
for action.
DRESS FOR DRIVERS

3.17 Drivers of staff cars must at all times dress in appropriate military uniform.
VEHICLE MAINTENANCE ALLOWANCE MOTOR MILEAGE ALLOWANCE

3.18 Except as indicated in 3.19 officers to whom staff cars are allocated shall not be
entitled to draw Vehicle Maintenance Allowance/Motor Mileage Allowance for using
private cars for official duties.
3.19 If a staff car is not road-worthy and cannot be replaced, the officer affected may
use private car for official duties and claim Vehicle Allowance/Motor Mileage
Allowance in accordance with the relevant regulations.
SPEED LIMITS
3.20 Speed limits shall be in accordance with Annex ‘A’ to this Instructions.
ACCIDENTS AND CLAIM PROCEDURES

3.21 Accidents and claims procedures shall be in accordance with Annex ‘B’ to this
Instructions.
HIRING OF STAFF CARS

3.22 Where available, staff cars from the pool may be hired by officers, on application
to the Director of Supply and Transport General Headquarters, for such welfare functions
as funerals etc.
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VOLUME 4
PART 2
SECTION 4
REVIEW OF POL ALLOCATION TO UNITS OF THE ARMED FORCES
GENERAL
4.01 It has been found necessary to review the POL allocation to units of the Armed
Forces for the following reasons:
a. The need to exercise effective control in the use of operational vehicles
and domestic/administrative vehicle, and to avoid wastage.
b. The need to exercise economy in the use of financial resources made
available to the Armed Forces annually.
ALLOCATION OF FUEL FOR FIELD UNITS

4.02 The Army Field Unit tpt is employed on the following tasks, for which it should
have sufficient fuel to carry out duties efficiently:
a. Operations.
b. Training.
c. Domestic.
d. Special task other than: a, b and c.
4.03 In the light of the above, a field unit shall have POL allocation based on the
following:
a. Operations and Operational Reserves.
b. Special training as per training directives.
c. Special duties as detailed from time to time.
d. Domestic duties.
e. CO’s Pool.
OPERATIONAL POL
4.04 The fuel to be allocated in this category shall cover the full fuel tanks of all
operational vehicles held on strength plus fuel in jerricans authorised to be carried by a
particular veh as per SOP i.e:
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ANNEX ‘A’ TO
APPLICATION OF SPEED LIMITS AND TRAFFIC REGULATIONS

1. The restrictions imposed under civil law upon mechanical propelled vehicles
operated on the public roads in Ghana are classified as follows:
a. Speed limits imposed on The Road Traffic Regulation 1970 II
all Traffic in certain Regulations 43 (a) (i).
areas.
b. Speed limits imposed on The Road Traffic Regulation 1970
vehicles by reason of
their weight and
classification.
c. Traffic Signals and Road Regulation 43 (2) and the Fourth
Signs schedule. The Road Traffic Regulation
43 (c) to (k) and Sixth Schedule.
2. With the sole exception specified below, all drivers of Service vehicles shall at all
times comply with the restrictions at sub paragraph 1a, and no officer, Service Personnel
or civilian under Armed Forces control shall give or be given authority to disregard them.
3. Exception from these restrictions shall be allowed only in the case of Service
ambulance when observance of the limits would have disastrous consequence. Service
ambulance shall however not exceed 70 kph except on the written authority separately
issued for each necessary occasion by a medical officer.
4. In areas where the limits referred to in sub Paragraph 1a, do not apply all service
vehicles of the classes specified below shall at all times be restricted to the following
maximum speed limits, unless authority has been given for these limits to be exceeded in
accordance with Paragraph 6 below:
a. When not drawing — When drawing a trailer or a
trailer K.P.H. towing K.P.H.
(1) Motor Cycle — 80 K.P.H.
(2) Cars — 80 K.P.H
(3) Trucks ¼ ton — 70 K.P.H 40
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(4) Trucks ½ ton — 70 K.P.H 40

All other trucks cargo up to 5 tons capacity other than
(5) Dust carts — 60 K.P.H 25
(6) Coaches 38 seater — 60 K.P.H
(7) Converted Buses — 60 K.P.H
(8) Tractor and trucks cargo
exceeding 5 tons capacity — 50 K.P.H 35
(9) Trucks 3 ton (Dust Cart) — 40 K.P.H
5. Hired civilian vehicles under Armed Forces control shall adhere to the limits
specified at Paragraph 4’ above.
6. Speed limits for vehicles on convoy duties shall be at “KILOMETRES IN THE

HOUR”. They shall however not exceed the maximum speed limit for the type of
vehicles as applicable in paragraph 4’ above except in operations and extreme
emergencies.
7. Written authority may be given to electrical and Mechanical Engineers

Workshop/Light Aid Detachment to personnel (Service or civilian) by Officers
Commanding Workshop Aid Detachment to exceed the speed limits specified at
paragraph 4’ above when testing vehicles which are under repair or overhaul. The
authority shall be signed by Officers Commanding Workshop/Light Aid Detachment and
shall be issued to the person responsible for testing the vehicles. It shall be produced to
any person entitled to examine it.
8. Such testing shall take place on roads where the limits referred to in the Sub
Paragraph 1.a, do not apply.
9. Lower maximum limits than those given in paragraph 4’ shall be fixed by

Electrical and Mechanical Engineers for new and overhauled vehicles during running in
periods, and this shall be observed.
10. All drivers of service vehicles shall at all times comply with traffic signals and
road signs. No Service personnel or civilian under Armed Forces control shall give or be
given authority to disregard them.
11. It shall be clearly understood by all service drivers that other than where
exceptions are authorised under Paragraph 3 and 6, the driver of a Service vehicle is
liable to civil prosecution for any infringement of the restrictions imposed under the Road
Traffic Regulations 1970 as well as to disciplinary action under Armed Forces
Regulations.
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ANNEX ‘B’ TO
ACCIDENT AND CLAIMS PROCEDURES

1. The procedure for reporting traffic accidents shall be as follows:
a. When an accident involves death or serious injury to Service persons or
civilians the unit concerned shall report within 24 hours after the said accident by
signal to the appropriate Formation Headquarters, stating:
(1) Date and time of the accident.
(2) Place of accident.
(3) Vehicle involved.
(4) Nature of injuries.
(5) Whether or not a civil interest is involved.
(6) Particulars of Police unit handling the case.
b. The driver shall inform his unit and both the military and the civil police
as soon as possible after any accident, except those occurring on Armed Forces
property where there are no civilian interests involved in which case the Military
Police may be informed. When the driver is himself seriously injured any officer,
Warrant Officer, Non-Commissioned Officer or man on the vehicle or at the
scene of accident shall inform the agencies mentioned by the quickest means.
c. Action required by units on traffic accident which do not involve civil

police investigation and prosecution should be completed within one month.
d. When there is a civilian interest in an accident the driver shall give the
other person involved or a Police Officer, the accident slip below the form
Defence Form M. T. 99 which is to be carried on the vehicle at all times.
e. Service personal shall ensure that the sketch of the scene of the accident
and other information required on Defence Form M.T. 99 are filled in the
presence of both the Police and any other civilian involved in the accident at the
scene.
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MINOR ACCIDENT
2. When an accident involves only one vehicle and no damage or injury has been
caused and the cost, of replacement items is negligible, the accident shall be regarded as a
minor accident and shall be dealt, with at unit level. Proceedings are not required by
Higher Formation.
CIVIL POLICE REPORT

3. Units shall obtain the civil Police traffic accident report to form the basis of unit
inquiry within 24 hours from the date of accident. Especially where a Board of Inquiry
proceedings are to be submitted a preliminary report may be obtained from the Police if
this shall better assist the convening officer to make a decision. Assistance in this regard
may be sought from the appropriate Formation Headquarters as applicable.
4. BOARD OF INQUIRY OR REGIMENTAL INQUIRY

a. A Board of Inquiry or Regimental Inquiry shall be held in all cases
involving:
(1) Loss or damage to Service property exceeding the powers of write
off of the unit commander.
(2) Death or severe injury to Service personnel.
(3) All injuries to civilians.
(4) Loss or damage to any civilian property.
(5) Driving without authority or off authorised route.
(6) The possibility of a claim being made against Ministry of Defence
or a claim being made by the Ministry of Defence against any civilian
party.
(7) Conflicting evidence on major transport issue which may require
clarification.
b. Proceeding of the Board shall be accompanied by Defence Form B.177,

copy of Defence Form M.T. 99, Defence Form C. 4218 and a copy of the Police
Report. These shall be forwarded to Formation Headquarters for Commander’s
attention.
c. Formation Headquarters shall pass on the documents to the Service

Headquarters:
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d. Where the value of the damage involved is 10% or less of the cost of the
vehicle the ruling of the Service Commander is final.
e. Where the value of the damage exceed the cost of the vehicle the Service
Headquarters shall forward the documents to GHQ (PA) for ruling by the Chief of
the Defence Staff.
f. Where technical defect is suspected to be the cause of an accident, an

officer with the suitable technical knowledge should be appointed as member of
the inquiry. The proceedings of such Board of Inquiry or Regimental Inquiry may
on receipt by Personnel Administration Department be forwarded to GHQ(EME)
or GHQ(S&T) as appropriate for comments.
DISCIPLINE
5. All accidents involving Service vehicles in which the blame is attributable to the
carelessness of the Service driver shall form the subject of disciplinary action in the
following manners:
a. The driver responsible shall make good a percentage, or the whole cost of
repairs depending upon the degree of capability.
b. If the accident occurred as a result of careless driving or over-speeding, or
being found on unauthorised route the driver shall be demustered and place on
General Duty List for a period not less than twelve months for the first offence.
Drivers shall be permanently removed from trade group for the second offence.
c. When drivers are found to be under the influence of alcohol at the time of
an accident, part of the punishment shall be “compulsory release” from the
Service.
d. Where an accident, happens as the result of negligence on the part of the
driver, the driver shall be permanently removed from his trade group.
6. When the case has been finally disposed of, the Commanding Officer shall
endorse the Defence Form M.T. 99 stating the disciplinary action taken. The proceedings
must include:
a. The Service driver’s full statement.
b. Statement of Service witnesses.
c. Seven copies of Neglect, Misused and Damage Report (Defence Form
C.4218).
d. Police Report.
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7. Disposal of the proceedings, shall be as follows

a. The first six copies of all documents mentioned in paragraphs 4.b. above
shall be forwarded to the appropriate Formation Headquarters concerned. One
copy of each shall be retained in the unit.
b. On approval of the Commanding Officer’s findings the Headquarters
concerned shall:
(1) Return one copy of the documents to unit.
(2) Retain one copy each of the documents.
(3) Forward one copy to GHQ (DFC).
(4) When a civilian interest is involved or where a claim might
possibly be made against the Armed Forces or a civilian, a copy each of
all documents mentioned in paragraph 4.b, above shall be forwarded to
GHQ (PA).
(5) Where an officer or other rank responsible for the damage is asked
to pay in full or in part the cost of damage done to a Service vehicle, the
occurrence shall be published in Unit Part II Orders, stating:
(a) Total amount to be recovered.
(b) Rate of recovery.
(c) Effective Rate.
TIME BAR
8. As soon as possible, and in any case within one year when circumstances permit
proceedings of a Board of Inquiry on road traffic accident must be completed at the
Unit/Station/Formation/Service Headquarters level. In case where proceedings are not,
completed within three years, any costs or claims on the traffic accident shall be
surcharged against the officer who was responsible for convening a Board of Inquiry in
the unit at the time of the accident.
CLAIMS
9. To enable claims action to be negotiated, the following procedure will be adopted:
a. Inquiries concerning claims by civilians shall be acknowledged by units
and passed to appropriate Formation Headquarters for onward transmission to
GHQ (PA).
b. The appropriate Headquarters shall inform GHQ (PA) and the unit if a
claim for compensation is received from a third party.
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a. A TCV shall have 400 ltrs (average tank capacity) plus 4 jerricans
containing 80 ltrs.
b. An admin Veh shall have 80 ltrs (average tank capacity) plus 2 jerricans
containing 40 ltrs.
c. MC shall have 25 ltrs in the tank and 1 jerrican.
4.05 In any operational emergency, the TCV vehicle shall have 400 ltrs to cover an
average distance of 792 km and the MC 45 ltrs to cover 900 km. The unit first line
operational fuel should be sufficient to cover the average distance of 1200 km.
4.06 Working on the above allocation, the total first line operation fuel to be allocated
to a Bn based on its operational mov shall be as fols:
a. Inf Bn
MCs qty 6 — 270 ltrs (6 x 45 ltrs).
Admin Veh qty 10 — 1,200 “ (10 x 120”)
TOTAL = 1400 90NT GAS
12,000 DIESO
4.07 This quantity of fuel shall be stored always in the vehicle tanks and in jerricans as
first line operational reserves and shall be used only when there is an operational
emergency move.
SECOND LINE OPERATIONAL RESERVES
4.08 As the first line operational fuel shall be able to give the field unit a range of
approx 1200 km, it must have a second line reserve to cover that same distance, and it has
been decided that it has the same quantity as its first line allocation; a quantity of 1400 90
MT GAS and 12,000 DIESO are approved. This fuel shall be stored in jerricans and be
carried in B echelon tpt.
TRAINING
4.09 Fuel to be allocated specifically is to be based on unit’s directive approved by its

service HQ. Application showing trg commitments so as to justify the fuel required for
trg shall have to be channelled through Service Hq to GHQ (ST) for specific authority to
draw. Auth so granted shall either allow the field unit concerned to draw on its second
line Operational Reserve Holding to the replenished in a subsequent allocation or to draw
from a separate allocation.
4.10 Requisition for trg fuel shall be made monthly in advance.
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SPECIAL DUTIES
4.11 Field Units are tasked from time to time to carry out special duties such as flood
relief, famine relief, bridge building and repairs, aid to civil power, etc.
4.12 Auth granted to a field unit tasked to carry out such special duties shall entitle it to
draw fuel for that duty. The Service HQ issuing the task order shall specify the amount of
fuel authorised for the task.
4.13 If enough warning is given before the task is tackled, the Service HQ shall assess
the fuel requirements and apply to the GHQ (S&T) which shall either grant separate
allocation of fuel or allow the unit to draw its operational reserve holding which shall be
replenished later. Copies of such tasks orders shall be channelled to the DST.
4.14 If notice given is short, the unit may draw fuel from the CO’s Pool and carry out
the task. On completion of the task application shall be made through Fmn HQ to GHQ
(S&T) to authorise replenishment.
COMMANDING OFFICER’S POL
4.15 This fuel has been authorised as a reserve for the Commanding Officer of the unit
and it is only to be used in emergencies to supplement either the domestic, first, or second
line operational reserves. Visiting vehs to the garrison/station may also be authorised to
draw this pool.
4.16 Request for the replenishment of this pool shall be supported by reasons for the
use. The Application shall be submitted through Service HQ to DST General
Headquarters for Replenishment authorization.
DOMESTIC DUTIES
4.17 These duties comprise purely domestic or admin duties within the field unit, such
as collection of rations within the station, conveying sick to the hospitals and return,
guard duties and other specific officer’s rounds. All Ordnance Stores including
ammunition and Work Service Engineers Stores, shall be delivered to units both in
ACCRA and in outstations in MT BN Transport.
4.18 Fuel allocated for duties authorised shall be calculated on the Kilometre likely to
be covered within the station of the unit concerned. This fuel must be drawn by vehs
from the unit fuel tanks as and when required and strict control has to be exercised in the
use of the vehs so that the unit keeps within the entitlement for the month.
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4.19 Based on the use of more than 2 x TCV and 5 Admin Vehs for these duties within
the radius of the field unit admin area, the following monthly allocation will apply:
90MT GAS DIESO
a. Battalion Myohaung Barracks—Takoradi 10,300 3,400
b. Battalion Arakan Baracks—Accra. 4,600 2,700
c. Battalion Liberation Barracks—Sunyani. 8,200 9,200
d. Battalion Michel Barracks—Tema. 6,300 2,700
e. Battalion Kamina Barracks— Tamale. 1,500 27,500
f. Battalion MMR Barracks—HO. 9,400 13,600
g. Battalion Uadara Barracks—Kumasi 10,100 13,650
BASIS OF ALLOCATION FOR STATIC UNITS
4.20 The tpt of a static is employed on its role which is purely operational. Its other
responsibility for which tpt is used is domestic or administration.
4.21 The static MT Coy for example is employed to provide tpt for the movement of
personnel, stores and equipment of other units of the Armed Forces. While performing
these details it has its domestic and administrative responsibilities towards its own unit.
4.22 In this connection the basis of allocation for static units is based, on Operational
and Domestic requirements.
OPERATIONAL POL
4.23 The fuel allocation for a static unit in this category shall be its authorised standing
details. Such standing details shall receive prior approval and fuel calculated on such
tasks allocated. Fuel requirement for specific training and duties shall be treated under
Article 4.10-4.11
DOMESTIC DUTIES
4.24 In order to allow a static unit to function effectively with regards to its domestic
and administrative duties, a bulk allocation of up to 4,500 ltrs of fuel per month shall be
authorised for each static unit based on the usage of a maximum of 2 x TVCs, 5 Admin
Veh and 4—8 Motor cycles.
4.25 It must however be pointed out that, conservation of the use of the fuel allocation
for domestic duties for both field and static units so as to keep within the monthly
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allocation, shall depend much on the exclusive employment of the low consumption vehs
such as MCs, Admin Vehs. This shall depend on the unit Commander’s own discretion
bearing in mind that no application for supplementary allocation shall be allowed.
4.26 Annex ‘E’ to Sect 4.1 attached gives details of allocation of domestic petrol to
static units.
STAFF CAR—TYPE OF CARS—TOYOTA CORONA, VOLKSWAGEN (VW),

ETC
4.27 There is the need to control the use of staff cars. In this case a staff car allocated
to an appointment, shall only be allocated fuel to be able to do 1600km for the month or
an average of 80km a day.
4.28 Authority shall have to be sought from General Headquarters for the use of a Staff
Car for a journey of 130km return other than operations. This authority shall be given
personally by the GHQ(JOPS). Such granted authority shall also authorise the additional
fuel to cover the mileage above the 1600km for the month.
VISITING AND TRANSIT VEHICLES
4.29 A vehicle visiting a Garrison/Station is authorised to draw fuel from a nearest

unit. The unit from which such a fuel is drawn shall be replenished when application is
made to GHQ(ST).
ALLOCATION OF FUEL TO NEW UNITS
4.30 On the formation of a new unit, the General Headquarters (ST) shall authorise its
fuel allocation under domestic first line operational, second line operational reserves and
CO’s Pool as appropriate. In the case of a new unit which shall not immediately have an
underground tank within its location, the DST in addition to authorizing the fuel
allocation shall state dependant unit on which the new unit is to draw its fuel allocation.
INTER UNIT MOVES
4.31 In allocation of fuel, care shall be taken not to identify infantry battalions which
rotate periodically with their numbers but rather with the names of barracks which they
occupy. In case of any inter battalion movement allocation made for the named barracks
shall automatically be the allocation for the battalion which moves into it.
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CONTROL IN THE USE OF POL ALLOCATED
4.32 In order to ensure that effective control is exercised in the use of fuel allocated the
following control and checks have to be built into the system:
a. All fuel installations in major units areas shall be controlled by DST. It

shall be the responsibility of the nominated Pump Attendants to ensure that their
dependencies do not exceed their allocation and they shall personally be held
responsible for any excess drawing. It must be noted that any individual
responsible for issuing excess fuel without prior authority shall be surcharged for
such fuel.
b. At every level, Service, Fmn and Unit Commanders are to ensure that the
consumption of fuel allocations is not exceeded without prior authority from the
General Headquarters.
c. The consumption of the Operational and Operational reserve fuel shall

only be under the authority of either the Service Commander, Fmn Commander or
the Unit Commander as the situation may demand but such consumption have to
be justified and supported by details of the operational tasks concerned.
d. In order to follow the track of consumption of fuel for the different types
of usages it has been found necessary to introduce work tickets in different
colours as fols:
Domestic Duties
(1) All duties performed on domestic duties shall be recorded on the

current work ticket (White Colour). It shall be necessary to detail certain
vehs permanently, preferably the commercial type, for domestic duties
only. Such journeys shall be authorised by persons NOT below the rank
of WOII.
Special Duties and Trg
(2) Details in connection with special duties and training shall be

recorded on work ticket with blue colour. Such details shall be signed by
an officer not below the rank of Capt.
Operations
(3) Operational assignments shall be recorded on a red work ticket.

Such details shall be signed by an officer not below the rank of Capt.
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VOLUME 4
PART 2
SECTION 5
ARMED FORCES AUTHORISED ROUTES AND STOPS—ACCRA
GENERAL
5.01 Hitherto there have not been Armed Forces Authorised Routes and Stops within
the city of Accra with the result that difficulties are pose when identifying routes and
stops to be used for the purposes of conveying school children to Armed Forces Schools
lifting of troops to barracks during emergencies etc. This situation has also posed
problems to personnel of the Military Police in the efficient checking of military vehicles
plying the roads in Accra.
AUTHORISED MILITARY ROUTES
5.02 In order to eliminate the difficulties outlined and to ensure the smooth conveyance
of troops who live out of barracks into barracks during emergencies it has been
recommended and accepted that the following are authorised military routes:
a. Route A. Burma Camp Avenue—GPO via Independence.
b. Route B. Burma Camp—Teshie/Nungua.
c. Route C. Burma Camp—La via ‘T’ junction.
d. Route D. Burma Camp—Osu via Cantonments Police Station.
e. Route E. Burma Camp—Orion Cinema via Ring Road East.
f. Route F. Burma Camp—Accra New Town—Kokomlemle via Roman

Ridge.
g. Route G. Burma Camp—Awudome via Independence Avenue, Ring Road

East, Farer Avenue, Adabraka and Castle Road.
h. Burman Camp—Madina—Adenta
i. Burma Camp—Achimota.
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ANNEX ‘A’ TO
ARTICLES 5.01-5.05
ROUTES AND STOPS

1. ROUTE ‘A’
Burma Camp — El Wak Bks-FlagStaff House Bus Stop-Ridge Roundabout-
Methodist Book Depot-GPO.
2. ROUTE ‘B’
Burma Camp — Trade Fair Gardens-La ‘T’ Junction-1 Bde Junction MATS
Junction-Waijr Bus Stop-Teshie Bus Stop Nungua.
3. ROUTE ‘C’
Burma Camp — Trade Fair Gardens-La ‘T’ Junction-La Bus Terminal-
Olympia Cinema Labadi.
4. ROUTE ‘D’
Burma Camp — Danquah Circle Bus Stop (OSU)-Osu RE Bus Stop-Texaco
Petrol Station-Osu Regal Bus Stop-Ring Road Labone
Junction Bus Stop-Labone GNTC Dept Store East
Cantonments Roundabout.
5. ROUTE ‘E’
Burma Camp — Flagstaff House Bus Stop-Broadcasting House Bus Stop-
Nima Police Station Bus Stop-Orion Cinema
6. ROUTE ‘F’
Burma Camp — Elwak-Mil Hospital Bus Stop-Maamobi Pig Farm Bus
Stop-Kotababi Police Station-Accra New Town Main Bus
Stop Oxford Cinema-Kokomlemle Sadisco Hotel
Kokomlemle.
7. ROUTE ‘G’
Burma Camp — Awudome Roundabout-Adabraka Last Bus Stop-Mental
Hospital Ridge Roundabout-Sankara Bus Stop-Police
Headquarters-Danquah Circle.
8. ROUTE ‘H’
Burma Camp — Airport, Legon—Atomic Junction-Madina.
9. ROUTE ‘I’
Burma Camp — ‘T’ Junction-Tema Naval Base-Paradise Beach.
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5.03 Detailed information regarding routes indicated above and stops on routes are
attached at Annex ‘A’.
SIGNING OF ROUTES AND STOPS
5.04 The Military Police in conjunction with Def MT Bn shall sign all routes and stops
indicated at Annex ‘A’.
5.05 On completion of the signing of the routes and stops the military Police shall
ensure that military vehicles detailed in the conveyance of personnel only use the military
signed stops for the lifting and alighting of personnel so conveyed.
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VOLUME 4
PART 2
SECTION 6
TRANSPORT FOR SCHOOL DUTIES
GENERAL
6.01 The present transport systems for school duties seems to identify vehicles with
schools. This does not allow for co-ordination between schools. In some instances more
than two vehicles are detailed to ply the same routes; each class of vehicles conveying
only children from the school they are supporting. By this method passenger capacities
of vehicles are not fully utilized and vehicles are made to do many dead journeys. The
present system is therefore uneconomical and wasteful.
6.02 The non-availability of sufficient vehicles and the need to provide transport for
other important tasks make it difficult to tie down so many vehicles for school duties.
NEW SYSTEM
6.03 It has now been decided that a uniform system be adopted for all school duties.
This shall involve the use of one set of vehicles and routes for all children and teachers in
Armed Forces Schools in Accra.
6.04 Vehicles for school duties shall ply only on approved routes, children and
teachers shall be picked from specified stops at fixed timings. All routes shall be
conspicuously displayed on all school buses.
6.05 A chart showing routes, stops and timings is shown as Annex ‘A’.
FINANCIAL ADMINISTRATION
6.06 Transport charges shall be raised as follows:

a. School Children. Transport charges shall be levied on all children of
non-service personnel at the rate of ¢1,000.00 per month. Children of Armed
Forces personnel shall not be subject to any charge.
b. School Teachers. Teachers shall pay a flat rate of ¢2,000.00 per month
irrespective of individual distance covered.
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COMMUTATION IDENTITY CARDS
6.07 Identify Cards shall be issued to all children of non-service Personnel on the
payment of ¢1,000.00 and shall be renewable on the 26th of the month or there about.
These cards shall be stamped and initialled by the responsible authority when renewed.
6.08 Children of service personnel shall pay a nominal charge of ¢2,000.00 each for
the issue of identify cards. These shall not be subject to renewal on monthly basis. In
case of loss a new card shall be issued on repayment.
6.09 School teachers shall be treated on the same basis as children of non-service
personnel in all cases.
ADMINISTRATION AUTHORITY
6.10 The Garrison Education Officer shall be responsible for all Identity Cards and
receipt of payments.
6.11 He shall maintain a register showing the detailed particulars of all transport users
and account for all monies collected.
6.12 He shall pay all receipts to FPO on the first of the month or there about to be
credited to the Suspense Account. The account maintained by the Garrison Education
Officer shall be subject to quarterly audit.
6.13 The new school transport system shall start operating as soon as the transport
situation within the Armed Forces improve.
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VOLUME 4
PART 2
SECTION 7
POLICY ON DISPOSAL OF CONTAMINATED PETROLEUM PRODUCTS,

FOOD ITEMS EXPIRED DRUGS AND UNSERVICEABLE CHEMICAL
PRODUCTS
GENERAL
7.01 Disposal of contaminated petroleum products, food items, expired drugs and
unserviceable chemical products shall be governed by the following general
principles:
a. Only petroleum products, food items, drugs and chemical products found
by a competent technical board to be unfit for the use of the Armed Forces, shall
be disposed of.
b. Disposal of all such products shall be approved by the CDS.
c. Disposal of the products shall be carried out by the Department of

Logistics GHQ(LOG).
d. All monies realized from the disposal of the products shall be paid into the
Armed Forces Suspense Account.
RESPONSIBILITIES
7.02 a. GHQ. The GHQ shall be responsible for the following:
(1) The CDS shall approve recommendations for disposal of
contaminated petroleum products food items expired drugs and
unserviceable chemical products.
(2) The DG Log shall dispose of all such products approve for
disposal by the CDS and pay any revenue from the disposal into the
Armed Forces Suspense Account.
b. Service Headquarters (Svc HQs). Service Headquarters shall be

responsible for submitting recommendations to the GHQ on the disposal
of all unfit products covered by this policy for disposal.
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c. Formation Headquarters (Fmn HQs). Formation Headquarters, where

applicable, shall scrutinize requests from units under command for the disposal of
unfit, products covered by this policy, and make their recommendations to the Svc
HQs for consideration.
d. Units, Commanding Officers (COs) of units holding stocks of

contaminated petroleum products, food items, expired drugs and unserviceable
chemical products shall be responsible for:
(1) Convening competent technical board to examine such products

considered to be unfit for use by the Armed Forces.
(2) Submitting appropriate recommendations to their next superior

headquarters for further action.
PROCEDURES
7.03 Unit COs shall complete Part. I of DFL 4222 (PRODUCTS) Application for
Disposal of Contaminated Petroleum Products Food Items, Expired Drugs and Chemical
Products and submit it to the Pen HQ, if applicable for further action. A copy of DPL
4222 (PRODUCTS) is attached as Annex ‘A’ to This policy.
7.04 The Fmn Comd shall write his comments at Part. 2 of the form and forward the
forms to Svc HQs for completion at: Part 3.
7.05 The Svc Comd shall write his comments at Part. 3 of the form and forward it to
the GHQ for further action.
7.06 After the CDS has approved the disposal of the products DG Log shall arrange for
their disposal as follows:
a. Contaminated Pool Items Expired Drugs and unserviceable Chemical
Products shall be destroyed under supervision by a team appointed by the DG
Log.
b. Contaminated petroleum products such as aviation fuel, which can be used

for domestic purpose, shall be sold to the public, including interested Armed
Forces personnel, at prices to be determined by a team appointed by the DG Log.
7.07 The DG Log shall pay all monies realized from the sale of contaminated
petroleum products to the public into the Armed Forces Suspense Account.
7.08 All products approved for disposal by the CDS shall be struck off
Ledger/Inventory Charge by the holding units quoting the approved DFL 4222
(PRODUCTS) as authority for the struck-off action.
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ANNEX A TO
(DFL 4222-PRODUCTS)
APPLICATION FOR DISPOSAL OF CONTAMINATED PETROLEUM

PRODUCTS, FOOD ITEMS, EXPIRED DRUGS AND CHEMICAL PRODUCTS
(To be completed in quadruplicate)
PART I
(To be completed by CO Initiating Unit)
TO: GHQ
1. Name of Unit……………………………………………………………………….
2. Unit Reference No:…………………………………………………………………
3. a. Particulars of Products for disposal:
Serial Description Quantity
b. The listed products are presently located at………………………………...
4. I certify that a technical board had examined the products in question and
consider them unfit for use by the Armed Forces.
A copy of the board’s proceeding is attached.
Date………………………... ……………………………………
Signature Rank and Name of Co
Initiating Unit.
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PART II
5. Remarks by Formation Commander (if applicable):

Date………………………... ……………………………………
Signature Rank and Name of
Formation Commander
PART III
6. Remarks by Service Commander:

Date………………………... ……………………………………
Service Commander
PART IV
7. Remarks by Appropriate Technical Director:

Date………………………... ……………………………………
Technical Director.
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PART V
8. Remarks by DG LOG
Date………………………... ……………………………………
Signature Rank and Name of DG
Log.
PART VI
9. Remarks by the CDS:
9.1. I approve/disapprove the disposal of the products listed at Part I
9.2. DG LOG to dispose of the products.
Date………………………... ……………………………………………
Signature Rank and Name of the CDS
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VOLUME 4
PART 2
SECTION 8
Articles 8.01-8.45
PROCEDURE FOR DESPATCH OF STORES TO AND FROM OVERSEAS

COUNTRIES BY MILITARY UNITS
GENERAL
8.01 Supplies and Transport (Movement) is responsible for the receipt and despatch of:
a. All Armed Forces stores ordered by the Ministry of Defence.
b. Personal effects and kit belonging to casualties in overseas Institutions and

Missions which have to be sent home and disposed off.
c. In certain circumstances, unaccompanied personal baggage of military

personnel, their families and Service Sponsored passengers moving between
Ghana and overseas countries.
8.02 The service is administered and executed under the direction of Director of
Supplies and Transport on behalf of Director General Logistics.
8.03 The main Forwarding Organizations are:

a. 1 Mov Unit — Tema.
b. 2 Mov Post — Takoradi.
c. 5 Mov Unit — Accra/Air Force Stn.
MOVEMENT OF STORES FROM GHANA
PREPARATION FOR MOVEMENT

8.04 Preparation means:
a. Packing
b. Crating
c. Boxing
d. Marking
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e. Weighing
f. Measuring
8.05 Baggage prepared for despatch is to conform to the following rules:

a. All baggage is to be packed in containers sufficiently strong enough to
withstand the journey.
b. Bicycles, perambulators and similar items must be crated.
c. Individual packages must be suitable for manhandling.
d. The owner’s name and full destination address is to be stenciled or boldly

painted on each package. All old addresses and markings are to be obliterated.
e. A list of contents and owner’s name and address are to be placed inside
each package on top of the contents (the owner should be advised to keep a copy
as personal record).
f. Each case is to be clearly numbered to show particular case number and

the number of cases in the consignment, for example case number 3 in a
consignment of 10 cases would be marked “3 of 10”. See further instruction at
Annex ‘A’.
APPLICATION
8.06 Application for movement of Armed Forces freight are to be submitted on

Supplies and Transport (Movement’s) Invoice Application for Shipment’ issued as
Defence Form F.3519 to these Instructions.
8.07 They should be in quadruplicate including the one to be placed inside the
package.
8.08 A separate form is required for each consignee, but in order to reduce the number
of application, small consignments from one consignor to the same consignee should be
consolidated on one application.
8.09 Items of classified nature and/or those requiring Special Stowage should be
submitted on separate application forms and marked as such.
8.10 Full details on the completion of the application are given on the application form
(Defence Form P.3519).
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SUBMISSION
8.11 The first three copies of the Application Forms are to be submitted to reach the
GHQ(ST) at least 21 clear days before the date on which freighting is required
8.12 The application must be accompanied by:

a. An Exchange Control Form A2 duly approved by the Bank of Ghana if the
freight is anything other than gift parcel and passenger’s baggage covered by
Open General Export License.
b. Re-importation Certificate entered by Customs and Excise in respect of

store to be re-imported into Ghana. It is the responsibility of the indentor to obtain
this certificated from the Customs and Excise office.
CALL FORWARD
8.13 On receipt of application forms, GHQ (ST) shall issue directive to the Forwarding
Organisation for shipping space to be acquired.
8.14 When a consignment has been booked to a particular ship or aircraft, the
Forwarding Organization shall ”prepare “Booking Advice” which gives the FSO number
of the consignment, the name of the ship/flight, alongside date and shed/stand of loading
to the consignor with copy to GHQ(ST)
8.15 On receipt of this advice the consignor shall arrange with Mechanical Transport
Battalion for the consignor to be moved to the port of loading.
8.16 In the absence of the advice however, the consignor is advised to send the
consignment to the Depot on his own initiative to reach at least 5 days to the day of
freighting.
MARKING STORES FREIGHT SHIPMENT ORDER (FSO) MARKING

8.17 This marking consists of the letter FSO (Freight Shipment Order), followed by the
consignment Freight Shipment Order number, surrounded by a rectangular cage. A full
list of prefix letter and allocation of Freight Shipment Order number as well as details of
markings are given in Movement Regulations and Instructions Annex ‘A’. Consignors
not included in the allocation obtain Freight Shipment Order number for individual
consignments on application to GHQ (ST).
LOOSE STORES
8.18 When a consignment consists of large number of identical packages with identical
contents only partial marking in the following proportions is necessary.
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a. Packed Stores
(1) Less than 100 packages — all to be marked.
(2) From 100-1,000 packages — only 100 to be marked
(3) Exceeding 1,000 packaging — 10% to be marked.
b. Loose Stores
Items such as bridging, hunting, piping and tyres— 5% to be marked
8.19 It is stressed that Movement control and Shipping representatives do not

recognize voucher or depot number on packages. In order to avoid confusion therefore it
is necessary to put shipping markings on the clear side of the package.
AMMUNITION AND DANGEROUS GOODS

8.20 Shippers of these goods are required by law to comply with instructions contained
in ‘Merchant Shipping (Dangerous Goods) Rules, 1965’. Compliance of these
Instructions ensures the shipper the proper stowage facilities and the stores accorded the
necessary priority of movement.
MEASUREMENT AND WEIGHING

8.21 A stores officer is required to Supply Movement Control personnel with the
details of the dead weight, measurement weight and shipping tonnage of the
consignment. This to enable Movement to apply for shipping pace. Though Movement
control Personnel are required to check these details before forwarding the consignment
to the appropriate booking agency, it would be in the best interest of the consignor to do
this at the Depot.
DEADWEIGHT
8.22 The deadweight of the consignment is calculated by either:
a. Adding the weights of each individual item together, or
b. Multiplying the number of identical items by the weight of one of the

items. The answer being expressed in tons, bg, gm.
MEASUREMENT WEIGHT
8.23 To calculate the measurement weight of a consignment, the volume of each item
must be worked out. Where there are a number of items of the same weight and
dimensions, the measurement should be calculated for the total number of items and not
individually. The measurement weight is calculate in two stages:
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a. VOLUME expressed in cubic feet.

b. MEASUREMENT WEIGHT— expressed in kg tons and metres.
SHIPPING TONNAGE
8.24 The shipping tonnage is merely the greater of the Deadweight or the measurement
weight expressed in Tons and Metres. If the Deadweight is taken as the Shipping
Tonnage, the consignment is said to be ‘LIGHT’.
8.25 Reserved
BILL OF LADING AND AIRWAY BILL

8.26 The Bill of lading shall be prepared by the Booking Agency from the application
for shipping space sent by Movement control. One set of the forms should consist of:
a. 3 Copies overstamped “CONSIGNOR’S ORIGINAL”.

b. 3 Copies overstamped “CONSIGNEE’S ORIGINAL”.
c. 6 copies overstamped “COPY-NOT NEGOTIABLE”.
DISTRIBUTION
8.27 When loading is completed, Movement control shall receive the Bill of Lading
and distribute them as follows:
a. CONSIGNEE’S ORIGINAL plus 2 copies dispatched to receiving

authority Overseas.
b. CONSIGNOR’S ORIGINAL plus 1 copy dispatched to the consignor.
c. CONSIGNOR’S ORIGINAL retained by Movement Control for record

purposes.
d. 1 copy dispatched Co GHQ (ST).
e. 2 Copies dispatched to Director of Procurement where applicable.
WAY BILLS
8.28 The airline, which in most cases in Ghana Airways, shall prepare a number of
Airways bills out of which 3 shall be required by Movement Control for distribution as
follows:
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a. First copy to the receiving Unit (To be delivered direct by the Airline to
the consignee).
b. One of the remaining copies received by 5 Movement Post to be

despatched to consignor.
c. The last copy retained by 5 Movement Post for record purposes.
8.29 In addition to the distribution in Article 8.28 above, 5 Movement post is expected
to check on flight details of despatch of baggage and inform the receiving authority by
telex with info copies to GHQ (ST) and consignor.
8.30 Reserved
PROGRESS REPORT
8.31 It is the duty of Movement Control to report progress report as follows:
a. Receipt of freight arriving by road and rail by telephone to General

Headquarters (Supply and Transport).
b. Telephone to GHQ (ST) when stores are overdue.
c. Initiate tracing action for stores forward but which have not been received
alongside others by the final date.
d. Record any shortages and damage to stores and report circumstance to

GHQ (ST).
e. Position representative at the loading berth if possible.
f. Arrange shipment of “Shut Out” stores by next available ship/aircraft and

inform GHQ (ST) of details.
MOVEMENT OF STORES TO GHANA

8.32 The procedure is similar to that required for the freighting outwards from Ghana
but modified to suit local conditions. Individuals are advised to take particular note of
instructions on despatch of unaccompanied baggage from Overseas, issue by GHQ (ST)
to passenger from Ghana.
DOCUMENTATION
8.33 All receiving bodies and individuals shall be expected to be in possession of the
following documents in addition to what is from time to time published in issues of
Industrial and Commercial Bulletins:
a. Consignee’s Original Bill of Lading (See Freight).
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b. Airway Bill (Air Freight).
c. Commercial Invoices showing value.
d. Passenger Unaccompanied Baggage Declaration (PUBD Customs Forms

C 48) (Personal Effects Only).
e. Postal Slip (Item through the Post).
8.34 Procurement of these documents is the sole responsibility of the consignees and
they must be made available before Movement control can offer any necessary advice.
Movement shipping Section of the Directorate of Procurement is responsible for handing
over all documents in respect of Armed Forces Stores ordered through Defence
Procurement Branch to 1 and 5 Movement Posts Units which undertake to make their
own orders must do the same before delivery of the stores can be effected.
8.35 It is advised that in the absence of the Original Bill of Lading, an Indemnity can
be raised with the consignees Bankers to effect delivery.
8.36 Defence Movement Unit shall not be liable for delay of stores or baggage for
which documents are not available.
DELIVERY
8.37 Defence Movement Unit shall in this case act as agent for the Armed Forces for
the purpose of clearing stores through customs and shall sign all documents to that effect.
8.38 Defence Movement Unit shall act, as agent when so elected by the individual
concerned but the individual shall sign all declarations.
8.39 Movement Control shall take delivery of stores as per existing regulations and
deliver same direct to the consignee’s depot, where possible, or contact him by signal or
telephone to report for collection.
DAMAGED CARGO AND CLAIMS

8.40 Movement Control is duty bound to act as follows in case of damaged cargos:
a. If any package or loose article or discharge from the ship/craft appears to

be externally damaged or show signs of having been tampered with, the attention
of the ship’s/craft’s representative must be immediately called to it.
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b. The case must immediately be reported to the consignee for the necessary
survey to determine the extent of damaged or deficiencies of which the details
must be entered and signed on the waybill.
c. In case where internal damage is discovered unpacking items, a notice in

writing must be given to the ship’s representatives, or agent entitled to deliver the
freight, within three days of receipt for Insurance Purpose only (IPO) Certificate
to be issued.
8.41 Notwithstanding Article 8.34 therefore, stores offices are required to report any
case of damage instantly to Movement, Control for action.
8.42 The extent of the ship owners’ responsibility for the loss of or damage to cargo is
governed by the provisions of the “Carriage of Goods by Sea Act 1924” extracts of which
are incorporated in the bill of Lading. It may also depend upon the Insurance contract.
8.43 Claims are to be recovered by individual consignee but on behalf of the Armed
Forces by Move Shipping (Defence Procurement Branch).
PAYMENT OF ARMED FORCES STORES
8.44 The rate of freight on all Armed Forces cargo are negotiated by the Director of
Supplies and Transport , General Headquarters and payment made as follows:
a. For shipment from the United Kingdom payment is to be made by

Director General of Defence Accounts Ministry of Defence United Kingdom
Army Pay Office (Transport Accounts), Aldershot or the Defence Adviser’s
Office, London.
b. For shipment from Ghana, payment is to be made by GHQ (ST) on behalf

of all indentors.
c. For shipment from Overseas to Ghana or between overseas countries

payment is normally due on shipment and, if insisted upon, should be paid locally.
As normally is the case with shipping or airline companies, Payments are
accepted in Ghana and paid for by GHQ (ST). ‘Payment’ in this particular
concept is in respect of freight, handling, rent and transportation to the pier.
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CONDITION OF PAYMENT
8.45 Ministry of Defence (Unit Kingdom) or any other government body which pays
for transportation and shipment of Armed Forces sponsored goods makes a full recovery
of any such amounts on Movement Vote. This is later on debited to the appropriated Vote
Head of the indentor through the DFC. Sometimes these payments may consist, of the
actual cost of the item thus representing the overall procurement cost. Payments due
locally are disposed of in the same way by GHQ (MOV). It is again stressed that all
forms are correctly completed.
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ANNEX ‘A’ TO
FSO NUMBER ALLOCATIONS FOR SHIPMENT FROM GHANA
1. The following is the allocation of FSO numbers:

JOPS OPS/2100 2149
P & D TRG DTE TRG/21500 2199
PA DEPT PA/2200 2249
LOG DEPT LOG/2250 2349
DI DEPT DI/2350 2399
COMM DTE COMM/2400 2499
MED DTE MED/’2500 2549
ST DTE ST/2550 2649
ORD DTE ORD/2650 2749
EME DTE EME/2750 2849
DES DES/2850 2949
PR DTE PRO/2950 2999
DPB DPB/3000 3099
DA LONDON DA/3100 3199
DA INDIA DA/3200 3249
DM NAA WASHINGTON DMNAA NOT ALLOCATED
DA ABUJA DA/ NOT ALLOCATED
HQ SP SVCS SP 3250 3299
GAFCSC GAFCSC NOT ALLOCATED
ARMY HQ ARMY/3300 3349
NAVAL HQ NHQ/3350 3399
AIRFORCE HQ GAF/3400 3449
HQ SOUTHERN COMD BDE/3450 3499
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ANNEX ‘A’ TO
ACCOMMODATION STORES SCHEDULE FOR GENERALS

As 1/1
Srl Description Scale Remarks
(a) (b) (c) (d)
1. Bedstead King Size 1
2. Bedstead Medium 4 May be increased according to
size of family
3. Beadstead double 1
4. Bin steel Galvanised 1
5. Bookcase 2
6. Board Ironing 2
7. Carpets wall-to-wall (All rooms) All rooms
8. Chairs Leather seat 1
9. Chairs Dining seat upholstered 8
10. Curtain Windows As required (according to
number of windows)
11. Desk writing large 1
12. Drawers Chest of 4
13. Lounge Suite 2 sets
14. Ladders Step 1
15. Lamps Table 1
16. Basket Soiled Linen 2
17. Mattresses Foam King Size 1 May be increased according to
size of family.
18. Mattresses Foam Medium 4
19. Mattresses Foam double 2
20. Mirror Toilet with Stand 2
21. Mirror Frameless 27”x 20” 2
22. Pillows Foam 14
23. Size Boards Large 1
24. Table dressing with mirror & stool 3
25. Table bedside lockers 10
26. Table Dining 1
27. Table Kitchen 1 Where built-in wardrobes are
28. Wardrobes Double 2 not fitted.
29. Wardrobes Single 3
30. Tea Trolleys 2
31. Crockery As appropriate.
PS
Carpet vacuum Airconditioners
Ice Cube Makers.
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HQ NORTHERN COMMAND BDE/3500 3549

HQ TAK STATION TAK/3550 3599
HQ KSI STATION KSI/3600 3649
HQ TAM STATION TAM/3650 3699
CAV REGT CAV/3700 3799
ENGR REGT ENG/3800 3899
DEF SIG REGT SIGS/3900 3999
DEF MTBN NOT ALLOCATED
ABF AB/4000 4049
1 BN BN/4050 4099
2 BN BN/4100 4149
3 BN BN/4150 4199
4 BN BN/4200 4249
5 BN BN/4250 4299
6 BN BN/4300 4449
RECORDS RCS/4350 4399
MIL HOSP MED/4400 4499
BSD BSD/4500 4599
BOD BOD/4600 4699
BAD BAD/4700 4799
BASE WKSP WKSP/4800 4899
MATS MATS/4900 4949
CENTRAL BANK CB/4950 5049
NAVAL BASE TAK NAVY/5050 5149
NAVAL BASE TEMA NAVY/5150 5249
AFS ACCRA AFS/5350 5399
AFS TAK AFS/5350 5399
2. FSO Nos. shall be used for all freight and baggage exported from Ghana
including MOD stores.
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3. A separate FSO No. shall be implemented for each different type of cargo.
4. An oblique stroke to the FSO No. shall denote the particular package of the whole
in one consignment: MED/4444/4; SIGS/3999/9; GH/TEMA OR GH/TAK meaning the
fourth and ninth package respectively of one type of stores to one consignee.
5. The letters and figures shall be black on light background or white on black and
the complete marking shall be enclosed in a red “Cage”.
6. The port of Discharge, if known, shall be painted in bold letters below this cage. Eg of
marked pkg:
a. Outgoing pkg:
FSO ORD/2747/1 GH/TAK
DA LON
13 BELGRAVE SQUARE
LONDON, S.W.I
P.O.D. TULBURY
b. Incoming pkg:
CONTRACT NO GG OSS
SE 1/0002/1
2 FMU
PORT OF TEMA P.O.D
TEMA
INDENT NO.
ORD/7001/71-72
7. If the FSO numbers allotted are exhausted a further series shall be given upon
request.
8. Consignors shall forward 3 copies of invoices (Specimen attached) and Exchange

Control Form A2 to GHQ(ST) for all stores for shipment.
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DEFENCE FORM F.3519
INVOICE
TELE: Ref…………………………..
Date…………………………
APPLICATION FOR SHIPPING SPACE

Insert: ARMY
NAVY, AIRFORCE
as appropriate
1. Please arrange to freight the stores, the particulars of which are given below:
Consignor:
Consignee:
Notify:
Marks & Nos Qty/Descritpion DW MW VALUE

FSO/GH/555/1-20 20 Bales Kha ki T C
Q L T FT & S
2’ x 2’ x 2’ 2 14 4 8 39 260 18
each 21/4 cwts
SPECIMEN
Total No. of 20 Bales Khaki
packages Short 2 14 4 8 39 260 18
2. Authority for Shipment……………………………………………………………..

3. Goods to arrive consignee by……………………………………………………….
4. Freight Chargeable to (Vote)……………………………………………………….
5. Destined port of discharge………………………………………………………….
6. Special instruction or stewage required…………………………………………….
………………………………………………………………………………………
(e.g. “Batteries filled acid; Do not drain”
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COMMAND AND STAFF INSTRUCTIONS

AND PROCEDURES
VOLUME 4
PART 2
SECTION 9
FIRE SERVICE
(NOT ALLOCATED)
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COMMAND AND STAFF INSTRUCTIONS

AND PROCEDURES
VOLUME 4
PART 2
SECTION 10
CONSERVANCY
(NOT ALLOCATED)
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VOLUME 4
PART 3 (ORD)
1. Accommodation Stores Schedule 1.01-1.06
2. Policy Governing the Allocation and

Administration of Married Quarters. 2.01-2.21
3. Control and Administration of Hygiene

and Sanitation in the Ghana Armed Forces. 3.01-3.36
4. Policy on Extension of Stay in Military

Quarters/Hirings. 4.01-4.11
5. G’ and ‘Q’ Controlled Stores—Records and

Returns. 5.01-5.13
6. Barracks Inventory Accounting Stores to be

Accounted for. 6.01-6.69
7. Convening Order—Numbering of Defence Forms. 7.01-7.08
8. Accounting for Stationery. 8.01-8.20
9. Accounting for Ordnance Stores 9.01-9.85
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VOLUME 4
PART 3
SECTION 1
ARTICLES 1.01—1.06
ACCOMMODATION STORES SCHEDULE AS 1/1
GENERAL
1.01 The basis of any issue of accommodation stores to any military quarters, offices
and hirings is that the demanding unit must have an authorised entitlement to the item(s)
so demanded. These entitlements are contained in Accommodation Stores Schedules.
1.02 Accommodation Stores Schedule AS/1/1 however deals specifically with

furnishing of Married Quarters for WOs1 and Officers.
SCHEDULES
1.03 The Schedules under this article are categorized into the following:
a. Annex ‘A’ to CSIP Articles 1.01-1.06 covers the Schedule for Generals.
b. Annex ‘B’ to CSIP Articles 1.01-1.06 covers the Schedule for Brigadiers.
c. Annex ‘C’ to CSIP Articles 1.01-1.06 covers the Schedule for Lt-
Col/Cols.
d. Annex ‘D’ to CSIP Article 1.01-1.06 covers the Schedule for Lt-Majors.
e. Annex ‘E’ to CSIP Articles1.01-1.06 covers the Schedule for WOs1.
f. Annex ‘F’ shows a table of all the above Annexes.
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84
BUILT-IN-ITEMS
1.04 Items that fall under this category are:
a. Cabinet, Bathroom.
b. Wardrobe Single.
c. Wardrobe Double.
d. Room Divider.
e. Kitchen Cabinets.
1.05 These items shall now be built in by Engineers/Contractor and therefore shall no
longer be issued to occupants.
OTHER ITEMS
1.06 Other items are as per the list shown in Annex ‘G’.
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ANNEX ‘B’ TO
ACCOMMODATION STORES SCHEDULE FOR BRIGADIERS

As 1/1
(a) (b) (c) (d)
2. Bedstead Medium 3 May be increased
according to size of family
3. Bedstead Double 1
6. Bookcase 2
7. Board Ironing 1
8. Carpets wall-to-wall (All rooms) All rooms
10. Chairs Dining Seat Upholstered 8
11. Curtain Windows As required (according to
number of windows)
15. Ladders Step 1
16. Lamps Table 1
17. Mattresses Foam King Size 1
18. Mattresses Foam Medium 3 May be increased
according to size of family.
19. Mattresses Foam Double 1
21. Mirror Frameless 27” x 20” 1
22. Pillows Foam 12
23. Size Board Large 1
24. Table dressing with Mirror & Stool 2
25. Bedside Lockers 8
26. Table Dining 1
27. Table Kitchen 1 Where built-in wardrobes
28. Wardrobes Double 2 are not fitted.
29. Wardrobes Single 2
30. Tea Trolleys 2
31. Crockery As required
32. Water reservoirs (DES)
33. Smoke extractors
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B—1
ANNEX ‘C’ TO
ACCOMMODATION STORES SCHEDULE FOR LT-COLONEL/COLS

As 1/1

(a) (b) (c) (d)
2. Bedstead Medium 4 May be increased according
to size of family
5. Bookcase 2
6. Board Ironing 2
7. Carpets wall-to-wall (All rooms) Hall and Master Bedroom
9. Chairs Dining seat upholstered 6
10. Curtain Windows As required According to number of
windows.
13. Lounge Suite 1 set
14. Ladders Step 1
15. Lamps Table 1
16. Mattresses Foam King Size 1
17. Mattresses Foam Medium 4 May be increased according
to size of family.
20. Pillows Foam 12
21. Size Board Large 1
23. Bedside lockers 8
24. Table Dining 1
25. Table Kitchen 1
26. Wardrobes Double 2 Where built-in wardrobes are
27. Wardrobes Single 2 not fitted.
28. Tea Trolleys 2
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C—1
ANNEX ‘D’ TO
ACCOMMODATION STORES SCHEDULE FOR LT-MAJOR

As 1/1

(a) (b) (c) (d)
size of family
2. Bedstead double 1
5. Bookcase 1
6. Board Ironing 1
7. Carpets 12’ x 9’ 1
8. Rugs 6’ x 4’ 6
10. Chairs Dining seat upholstered 6 According to number of
windows
11. Curtains Windows As required
12. Desk writing small 1
15. Ladders Step 1
16. Lamps Table 1
17. Mattresses Foam Medium 4 May be increased according to
18. Mattresses Foam Double 1 size of family.
21. Pillows Foam 10
22. Size Board Large 5’ 1
24. Bedside lockers 6
25. Table Dining 1
26. Table Kitchen 1
27. Wardrobes Double 1 Where built-in wardrobes are
28. Wardrobes Single 2 not fitted.
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D—1
ANNEX ‘E’ TO
ACCOMMODATION STORES SCHEDULE FOR WOsI

As 1/1

(a) (b) (c) (d)
2. Bedstead Large 1 size of family
5. Board Ironing 1
6. Rugs 6’ x 9’ 6
7. Carpets 12’ x 9’ 1
8. Chairs Dining Seat Upholstery 6
9. Curtain Windows As required According to number of
windows
10. Desk writing small 1
12. Lounge Suite (Half Upholstered) 1 sets
13. Ladders Step 1
14. Lamps Table 1
15. Mattreses Foam Large 1
16. Mattresses Foam Medium 2 May be increased according to
size of family
19. Size Board 5’ 1
20. Pillow Foam 4
22. Bedside Lockers 1
24. Table Kitchen 1
25. Wardrobes Double 1 Where built-in-Wardrobes
26. Wardrobes Single 1 are not fitted
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E—1
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ANNEX F TO
ARMED FORCES HOUSING PROGRAMME
Type A Type ‘E’ Type ‘G’ Guest

Type B Type ‘C’ Type ‘D’ Type ‘F’ Type ‘H’ Type ‘I’
Srl Description Transit
PTE/CPL Sgt/WOII Sgt
Offers
Capt/Maj.
Lt-Col/
Brig Gen.
Brig/G Remarks
Qtr Single Col. en
(a) (b) (c) (d) (e) (f) (g) (h) (i) (j) (k) (l) (m)
1. Bedstead King Size — — — — — — 1 1 1 2
2. Bedstead Double 54” x 75” — 1 1 1 1 1 1 1 1 —
3. Bedstead Medium 42” x 75” — 1 2 2 1 4 3 3 4 — May be increased
Bin Steel Galvanised 1 1 1 1 — — — — — — according to size of
4.
family
5. Bookcase 1 — 1 1 — — — — — —
6. Board Ironing — — 1 1 — — 1 — — —
7. Carpets wall to wall (All rooms) 1 — — — — 1 2 1 1 1
Carpets wall to wall (Hall and — — — 1 1 1 1 2 2 2
8.
M/rooms)
Carpets 12” x 9” sitting/dining — — — — 1 1 — 1 2 1
9.
area
1 — 1 All Rooms —
10. Chairs Dining Upholstery — — — 6 — — 2 — — —
11. Chairs Leather Seats — — — 1 1 1 6 — — —
Curtains window — — — — — 6 1 8 8 6 According to number
12.
of windows.
13. Desk Writing Large As Req. — — 1 — 1 — 1 1 2
14. Desk Writing Small — — 1 2 — — 1 1 1 2
15. Drawers Chest of — — — 1 1 — — — —
16. Lounge Suit — 1 1 1 2 3 4 4 2
17. Lounge Suit (Half upholstered) — — — — — 1 1 2 2 1
18. Mattress Foam King size — — — 1 — — — — — —
19. Mattress Foam Medium — 1 2 2 — — 1 1 1 2
Mattress Foam Large 1 1 1 1 — 1 1 1 —
20.
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(a) (c) (d) (e) (f) (g) (h) (i) (j) (k) (l) (m)
(b)
— — — 1 1 4 3 3 — —
21. Mirror Toilet with Stand
22. Mirror Frameless 27” x 20 1 1 1 4 — 1 1 2 1 2
23. Pillow Foam — 3 4 — — 1 1 1 1 1 For sitting room

24. Side Board Large — — — 1 2 10 12 12 4 8
25. Side Board 5” — — — 1 — — — 1 2 —
26. Table Dressing and Stool — — — 4 — 1 — — 1 1

— 1 2 2 14 2
27. Table Bedside Locket 2 3 4 — 2 6 8 8 1 4
28. Table Dining Larger — — — 1 — — — 1 — —
29. Table Kitchen — — — 1 — 1 1 1 3 —
30. Table Dinning 6’ x 3’ — — — 1 — 1 1 — 10 1
31. Wardropes Double — 1 1 1 1 1 2 2 1 2 When built-in wardropes were not
32. Wardrope Single 1 — — 1 — 2 2 2 1 —
33. Chairs Arm Easy Uph 2 2 — — — — — — — —
34. Refrigerator 9’ cub ft. 1 — — 1 2 1 1 1 2 —
35. Air conditioners 2.5 Hp. — — — — — — 2 3 4 —
36. Centre Table — 1 1 — 1 — — — — 1
37. Basket Soiled Linen — 1 1 1 1 1 2 2 2 3
38. Lamps Table — — 1 1 1 1 1 1 2 —
39. Ladders Step 4’ x 6’ — — — 1 — 1 1 1 1 —
40. Chairs Wooden seat 1 1 1 — — — — — —

41. Tables Ordinary 3’ x 2’ 1 1 1 1 — — — — — —
42. Trolley Tea/Drink — — — — — — 2 2 2 2 BIA to provide svc for the carpets
Vacuum Cleaner — — — — — — — 1 1 BIA Det hold a pool of vacuum

43. 1
cleaners to be loaned on request
F—2
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ANNEX ‘G’ TO
CROCKERY FOR GENERALS

(FMN COMDS AND EQUIVALENT AND ABOVE)

(a) (b) (c) (d)
1. Table Spoons 24
2. Table Forks 24
3. Table Knives 24
4. Plates Dinner 48
5. Plates Soup 48
6. Side plates 48
7. Tea Cups and saucers 24
8. Tea Spoons 24
9. Fish Forks 24
10. Glasses Water 24
11. Fish Knives 12
12. Tea Jugs 12
13. Coffee Jugs 12
14. Sugar Bowl 4
15. Milk Jug 4
16. Glasses Beer 4
17. Wine Globlets 4
18. Serving Spoons 24
19. Soup Turren 24
20. Oval Plates 2
21. Glasses Champagne 24
22. Knives 6” 12
24. Refrigerator 9 cu ft 2
25. Deep Freezer 2
26. Ice Cube Makers 1
27. Microwave Oven 1
28. Whisky Glasses 24
29. Ice Bucket and tongs 2
30. Champagne/Wine Buckets 2
31. Cigarette/Cigar Trays 4
32. Serving trays assorted 8
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VOLUME 4
PART 3
SECTION 2
POLICY GOVERNING THE ALLOCATING AND ADMINISTRATION

OF MARRIED QUARTERS
GENERAL
2.01 Married male officers may be allotted service quarters on satisfying the following
conditions.
a. Basic qualification for allocation of married quarters.

b. Details of how points are to be calculated for the allocation of married
quarters.
c. The principles upon which rosters of those awaiting quarters shall be
maintained.
d. Allocation of transit accommodation/sublets.
e. Tied quarters
FEMALE/GANS OFFICERS
2.02 Female/GANS Officers may be allocated service self-contained quarters

satisfying the following conditions:
a. Female/GANS Officers shall be required to live in the Mess during the

first 6 months of Commissioned Service.
b. After 3 years commissioned service, if a self contained quarters is not
available, the officer shall be given the option to live out and receive lodging
allowance.
c. The female/GANS Officer who is allotted service self-contained quarters
can live with her children and person/maid servant.
d. Female Officer/GANS of Lt-Col Rank and above shall be entitled to
married quarters.
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BASIC QUALIFICATION FOR ALLOCATION OF MARRIED

QUARTERS
2.03 Married Officers:
a. An Officer who is allocated a married quarters can live with his family
and personal/maid servant.
b. Married male Officers are to be 26 years of age and must have done 3
years continuous commissioned service. Exceptions to be noted are the following:
(1) In the case of married professionals who enter the service and are
granted ante-date for previous service which are of direct value to the
Armed Forces. The ante-date shall count as reckonable service towards
entitlement to married quarters.
(2) All Commissioned Officers shall stay in single Officers Quarters

for 6 months on first Commission and thereafter until such time that
married accommodation is available for allocation.
(3) Other Ranks who were occupying married quarters prior to their
Commissioning shall be entitled to married quarters after 6 months’ stay
in a recognized Mess. The family may retain the previous married quarters
while the husband is staying in the Mess for the period of 6 months.
THE POINTS SYSTEM OFFICERS
2.04 Points shall be allotted taking into consideration, the following factors:
a. Ranks and Service. For each year of continuous service in the Armed
Forces, points shall be assesses as follows in accordance with the substantive rank
held:
(1) Lieutenant — 1 point.

(2) Captain — 3 points.
(3) Major — 5 points.
(4) Lieutenant Colonel — 6 points.
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b. Length of period of application. For each completed month of he whole

period since the Officer has first been placed on the Waiting List, points shall be
assessed as follows:
(1) Lieutenant — 1 Point.

(2) Captain — 2 points.
(3) Major — 3 points.
(4) Lieutenant Colonel — 4 points.
THE POINTS SYSTEM WOsI
2.05 Points shall be allotted, taking into consideration the following factors:
a. Length of Service. For each year of continuous service in the
substantive rank, one point shall be awarded.
b. Tie in Points. When there is a tie in points, the following factors shall be
taken into consideration in deciding precedence:
(1) Type of duty.

(2) Proximity to place of work
(3) Seniority
LIST FOR THE ALLOCATION OF MARRIED QUARTERS

2.06 Each Station Housing Committee responsible for allocation of married quarters
shall maintain the following:
a. A fixed list of approved applications.

b. A waiting list of approved applications.
FIXED LIST
2.07 The applicants who must be given preference in allocation of married quarters as
soon as available shall be those on the fixed list. To be on the fixed list, the following
factors and conditions must be satisfied:
a. Officers posted from outstations who were originally occupying married
quarters.
b. Medical/Dental Officers and Chaplains.
c. Officers originally occupying married quarters returning from
Courses/Duties abroad.
d. Any officer whose name had been on the waiting list for 2 years or more.
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WAITING LIST
2.08 The waiting list shall be the list of all approved application not on the fixed list.
2.09 These lists shall be reviewed, re-adjusted, and points re-assessed once a month by
the Committee and approved by the President of the Allocation Committee. After each
review, the lists shall be published and issued to units.
TIED QUARTERS
2.10 Specific quarters shall be set aside for the following appointment holders:
a. General Headquarters
(1) THE CHIEF OF THE DEFENCE STAFF (CDS).
(2) CHIEF OF STAFF (COS).
(3) SP SVCS BDE COMMANANDER.
(4) DG (JOPS).
(5) DG (PA).
(6) DG (LOG).
(7) DG (P&D).
(8) DG (DI).
(9) DG (TRG).
b. Army
(1) Army Commander
(2) General Officer Commanding (GOC)—Southern Command.
(3) General Officer Commanding (GOC)—Northern Command.
(4) Formation Commanders.
c. Navy
(1) Chief of Naval Staff (CNS).
(2) Flag Officer Commanding—Western Naval Command (WNC).
(3) Flag Officer Commanding—Eastern Naval Command (ENC).
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d. Air Force
(1) Chief of Air Staff (CAS).
CHANGE OF QUARTERS
2.11 There shall be no change of quarters except under the following circumstances:
a. When an officer is appointed to take up an appointment that has a tied

quarter.
b. If an officer is promoted and is living in sub-standard quarter not
appropriate to his/her rank.
c. In extreme family conditions applicants should state reasons on DF A92.
2.12 The Housing Allocation Committee shall inform in writing occupants of tied
quarters who may be affected by changes in appointments of dates for Marching In/Out.
COMPULSORY CHANGE OF MARRIED QUARTERS
2.13 Any proposal by Station Housing Committee to compulsorily change an Officer’s

married quarters must be submitted to the Housing Allocation approving authority and
when this cannot be resolved it shall be submitted to the GHQ (PA) for approval, if the
proposed action is against the wishes of the officer concerned.
ALLOCATION OF TRANSIT QUARTERS
2.14 Transit quarters shall be used as transit quarters for a period not exceeding 6
months in an extreme case where there are no married quarters. Transit quarters may be
allocated for permanent occupation by married officers. Officers using transit, quarters
for permanent occupation shall pay 50% of the prevailing rental charge for a normal
married quarters.
SUB-LETS
2.15 Officers and Senior Non-Commissioned Officers on courses or missions overseas

over 12 months may apply to retain married quarters and pay appropriate rent.
HOUSING ALLOCATION APPROVING AUTHORITY
2.16 The following Comds shall constitute the appropriate approving authorities for the
Station Housing Committee:
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a. Accra — Director General Logistics.

b. Kumasi — Comd Northern Comd.
c. Tamale — Garrison Comd.
d. Takoradi — Garrison Comd.
e. Tema — CO Resident BN/Garrison Comd.
f. Ho — Co Mor Regt.
g. Sunayani — Garrison Comd.
ALLOCATION
2.17 The allocation of married quarters and single accommodation for Military
personnel of the rank of WOII and below shall be the responsibility of the CO of the unit
in whose unit lines the quarters are situated.
2.18 The allocation of married quarters and transit quarters for Officers and WOs1
shall be the responsibility of the Station Housing Committee.
COMPOSITION OF HOUSING ALLOCATION COMMITTEE
2.19 The Composition of Housing Allocation Committee in each Garrison/Station is as

outlined below:
a. Accra
DG LOG — Chairman
D Admin – Army HQ — Member
DPA Naval HQ — Member
D Admin –AFHQ — Member
GSOI (Coord) Sp Svcs Bde — Member
GHQ (ORD) Rep — Member
CO 49 Engr Regt — Member
OIC Bks — Member
DDG LOG (ACCN) — Member/Secretary
b. Tema
Garrison Comd — Chairman
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CO Resident BN — Member
FOCEC — Member
CO BAD — Member
OC 1 FMU — Member
Gar Engr Comd — Member
BIA — Member
QM (BN) — Member/Secretary
c. Kumasi
CO Resident Bn — Chairman
CO HQ Northern Camp — Member
DAA & QMG 2 Bde — Member
Gar Engr — Member
BIA — Member
QM (BN) — Member/Secretary
d. Takoradi
CO Air Force Station — Member
FOCWC — Member
CO Resident BN — Member
Gar Engr — Member
BIA — Member
OC Admin—AFS — Member/Secretary
e. Ho
CO Mor Regt — Chairman
Gar Engr — Member
BIA — Member
QM — Member/Secretary
f. Sunyani
CO Resident BN — Chairman
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OC 2 Recce Sqn — Member

Gar Engr — Member
QM — Member/Secretary
g. Tamale
CO 6 Bn — Member
CO ABF — Member
OC Admin Wing AFS — Member
Gar Engr — Member
BIA ABF — Member/Secretary
LOCATION OF QUARTERS IN RELATION TO PLACE OF WORK

ACCRA
2.20 All ranks should as much as possible be accommodated near their place of work
as shown at DFA 94.
APPLICATION FOR MARRIED QUARTERS
2.21 Initial Application for Married Quarters shall be forwarded in triplicate on

Defence Form A 94 through Unit Commanders to the Approving Authorities and then to
the General Headquarters (MS) for the relevant details on ante-date to be entered by
Military Secretary and OIC Records. The form shall be forwarded to DG (PA) for vetting
and for onward transmission to DG Log.
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DEFENCE FORM A. 92
APPLICATION FOR CHANGE OF QUARTERS
PART 1
No…………….Rank……………….Name………………………………Unit……………
Present Quarter……………………….Length of Occupation……………………………..
Reason………………………………………………………………………………………
………………………………………………………………………………………………
………………………………………………………………………………………………
………………………………………………………………………………………………
………………………………………………………………………………………………
Signature…………………………………. Date…………………………
of Applicant
PART II
CO/COs’ Remarks………………………………………………………………………….
………………………………………………………………………………………………
………………………………………………………………………………………………
………………………………………………………………………………………………
………………………………………………………………………………………………
………………………………………………………………………………………………
………………………………………………………………………………………………
Date……………………………….. ………………………………………
(Signature of CO/OC)
PART III
Housing Committee’s Remarks………………….…………………………………………
………………………………………………………………………………………………
………………………………………………………………………………………………
………………………………………………………………………………………………
………………………………………………………………………………………………
………………………………………………………………………………………………
Date……………………………………. ………………………………
(Signature of President)
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PART IV
Station Approving Authority

Date………………………………. ………………………………………
(Signature)
PART V
CHQ/DMR
I certify that the details above are correct.
No of years of ante-date granted……………………………………………………………
Date………………………………….. ………………………………………
Signature (MS/DMR)
PART VI
(GHQ (PA)
Date………………………………….. ………………………………………
(Signature of DG PA)
PART VII
Housing Committee
Date……………………………….... ………………………………………
Signature
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FOR OFFICIAL USE
a. Findings/Recommendations of Housing Committee………………………………
……………………………………………………………………………………………...
b. *Quarter Allocated/Not Allotted. Quarter No……………………………………...

c. *Placed on Waiting/Fixed List..
d. *Entitled/Not Entitled to FLA.
(*Delete if not applicable)
Note
After completion of application forms by the President of the Housing Committee, they
shall be distributed as fols:
a. One copy retained for record purposes.
b. One copy to GHQ (PA) for action when applicable.
c. One copy to the Unit of the applicant for info.
d. One copy to DG (LOG).
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DEFENCE FORM A. 94
APPLICATION FOR MARRIED QUARTERS
PART 1
1. Surname (Block Capitals)…………………………………………………………..

2. Christian or Fore-name (in full)…………………………………………………….
3. Personal Number………………. 4. Unit or Corps………………………..
5. a. Rank (Substantive)…….. 6. Date of Birth………………..............
b. Rank Acting/Temp……… 7. Date of Commission………………..
8. Date of Marriage……………………………………………………………………
9. Are there any grounds for compassionate allocation?...............................................
(If so supporting evidence must be attached under confidential cover)
10. Points Claimed:
Reason Periods No. O/f Points For Office use
From To Claimed
a. Seniority in rank.
b. Service.
c. Length of pd of application.
d. Total Number of Children.
(1) Name………………………Age………………………Sex………
(2) Name………………………Age………………………Sex………
(3) Name………………………Age………………………Sex………
(4) Name………………………Age………………………Sex………
Total Points Claimed:
11. I certify that the above particulars are correct.
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12. I am prepared to */not prepared to accept transit/sub-let quarter if available.

(Delete if not applicable)
Date ………………………………. …………………………………

Signature of Applicant
PART II
13. I certify that all details have been checked and are correct.
Date …………………………… ……………………………………………

Signature of Commanding Officer/
Head of Dept/Station Approving Authority
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ANNEX ‘A’ TO
PART 3 OF CSIP VO.4
ADMINISTERING UNIT—OFFRS & WOsI

MARRIED QUARTERS ACCRA UNITS
COMD ARMY
Group A—Tied and Pool Quarters 1 Barracks Warden—Units QTRS/OFFRS

2 BIAS
1 & 2 Roman Ridge a. Army Headquarters Officers—FSH
Flagstaff House b. DI Det Officers—FSH
Nigerian Flats c. Army HQ OR Lines
Old Broadcasting Road
Short Road
Dodowa Road Villas
Kanda Avenue
Rangoon Villas
COMD HQ SP SCVS MINISTRY OF DEFENCE/GHQ
Group B—Tied and 2. Barracks Warden—QTRS/Officers

Pool Quarters 4 BIAS
RC Church Quarters a. Burma Camp Including Ministry of Defence/GHQ
Burma Terrace Air Force HQ and Naval HQ
Adjetey Circus b. Defence Signal Regiment Officers Mess
Juba Villas c. Defence Wos & Sgts. Mess
Burma Villas d. Dohazari Lines
Foley Road e. Winneba Rest House
St. Anthony Lane f. Garrison Engineer Officers (Juba Camp)
Leopoldville Road
Nylander Road
La Villas
Glover Road
All Hirings—Accra
A—1
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ANNEX ‘B’ TO
ARTICLE 2.01—2.21TO
PARTS 3 OF CSIP VOL 4
ADMINISTERING UNITS OUTSTATIONS—OFFRS// WOs 1

MARRIED QUARTERS AND OR QUARTERS
CO RESIDENT INFANTRY BATTALION (SUNYANI)
Tied and Pool Quarters 1 Barracks Warden—Units QTRS/Offices

1 BIA
Officers & Wos II married a. Resident Battalion
and transit accommodation b. Battalion Officers’ Mess
within Sunyani c. Battalion Wos & Sgts’ Mess
d. Section Field Ambulance
e. Calvary Squadron
f. Garrison Engineer
g. Other Ranks accommodation
as follows:
Liberation Barracks
CO RESIDENT ABF (TAMALE)
3 BIA/BKS WARDENS
Pool Quarters Barracks Warden—Units’ QTRS/Offices

Kamina Married Quarters a. Resident Battalion
Hurlingham Road Married Quarters b. Battalion Officers’ Mess
Kaladan Married Quarters c. Battalion Wos & Sgts’ Mess
Sapper Lodge d. WSE Det
Airport Ridge e. ABF Trg. School
Bolga Married Quarters f. ABF Otrs School
g. ABF WOs & SGTs Mess
h. Sup Depot
i. Air Force Station
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CO RESIDENT INFANTRY BATTALION (UADDARA)
Tied and Pool Quarter 2 Barracks Warden—Units’ QTRS/OFFICES

1 BIA
Officers and WOs 1 married and a. Resident Battalion
transmit accommodation within b. Battalion Officers’ Mess
Kumansi c. Battalion WOs & Sgts’ Mess
d. Garrision Engineer;
e. 2 DI Company and LAD
f. 2 Infantry Brigade Group, HQ & LAD
g. 2 Field Squadron
h. Signal Squadron
j. Other Ranks Married accommodation
at Uaddara
CO AIR FORCE STATION—TAKORADI
Tied and Pool Quarters 1 Barracks Warden—Units’ QTRS/OFFICES

2 BIAS
West Tanokrom a. Air Force Station
Airport Ridge b. Garrison Engineer
Airport Flats c. Station Officers’ Mess
d. Other Ranks married accommodation at
Air Force Station
e. 1 Force Mov Unit
f. Garrison Engineer
CO MORTAR REGIMENT
1 BIA/BKS WARDEN
Tied and Pool Quarters Barracks Warden—Units’ QTRS/OFFICES

Officers & WO 1 Married and a. Motar Regiments
Transit accn within Ho b. Mor Regt Officers Mess
c. Mor Regt WOs & Sgts’ Mess
d. Garrison Engineer
f. OR accn—Nyunzy Barracks
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FOC WESTERN NAVAL COMMAND—SEKONDI

2 BIA/BARRACKS WARDENS
Tied and Pool Quarters Units’ Quarters/Offices

Panam Villas Naval Base Takoradi/Sekondi Officers’
Dixcove Hill Mess & Wos and Sgts’ Mess
Taycot
Fort George Flats, Sekondi
Briscoo Compound
Takoradi Hiring
CO RESIDENT INFANTRY BATTALION (MYOHAUNG)—APREMDO

2 BIAs/BARRACKS WARDENS
Tied and Pool Quarters Units & Units’ Quarters

Officers & WOs I married quarter a. Resident Infantry;
b. Battalion Officers’ Mess
c. Battalion WOs & Sgts’ Mess
d. Other Ranks married accn at
Myohaung.
COMDT MATS
Group F—Tied and Pool Quarters 2 Barracks Warden—Units

SGTS/OFFICES
1 BIA a. Wajir Barracks
Teshie Villas b. Whistler Barracks
Teshie/Nungua Hirings
GOC—HQ SOUTHERN COMD
Group G—Tied and Pool Quarter Same Barracks Wardens—Units

Same BIA From MATS Quarters/Offices
Kpeshie Ridge MQs a. Kpeshie Ridge OR Qtrs
Kpeshie Mess b. 1 Bn Army Volunteer Force
Offices, Accra
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CO BASE WORKSHOP
Group H—Tied and Pool Quarters 2 Barracks Wardens—Units QRTS/

1 BIA Offices
Chiringa Lines a. Chiringa Lines
Duala Lines b. Medo Lines;
c. Duala Lines;
d. Base Sup Depot
CO RESIDENT INF BN TEMA
Tied and Pool Quarters 1 Barracks Warden—Units’ QTRS/Offices

1 BIA a. Resident Inf Bn
Officers & WOs II married and b. Bn Offrs Mess
Transmit accommodation within c. Bn Wos & Sgt Mess
Tema d. Naval Base
CO MILITARY HOSPITAL
Group C—Tied and Pool Quarters 2 Barracks Warden—Units’ QTRS/Offices

1 BIA
Hospital Villas a. Military Hospital
Hospital Lodge b. Military Hospital Officers’ Club;
Airport House c. Ghana Army Nursing Sister/Offrs’ Mess
Nursing Sisters’ Quarters d. Military Hospital WOs & Sgts’ Mess;
Hospital Lines e. Other Ranks Accommodation as follows:
Boyce Road Hospital Lines
Drake Avenue
CO—BOD
1 BIA 1 Barracks Warden

OIC Barracks a. El-wak Barracks
Circular Road b. Butler Lines and Transit
c. 4 MT Coy Sgts’ Mess
d. PT Wing Offices
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CO AIR FORCE STATION
Group D—Tied and Pool Quarters 3 Barracks Warden—Units’ QTRS/OFFICES
1 BIA a. Air Force Station
b. Air Force Officers’ Mess
CO RESIDENT BATTALION (ACCRA) ARAKAN
Group E—Tied and Pool Quarters 3 Barracks Warden—Units’ QTRS/OFFICES
1 BIA a. Arakan
b. Resident Battalion Wos & Sgts’ Mess;
c. Calvary Squadron
d. Calvary Squadron Wos & Sgts’ Mess
Other Ranks accommodation as follows:
(1) Arakan Lines
(2) Gondar LInes
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VOLUME 4
PART 3
SECTION 3
CONTROL AND ADMINISTRATION OF HYGIENE AND SANITATION

IN THE GHANA ARMED FORCES
GENERAL
3.01 This Policy covers the control and administration of hygiene and sanitation in
military establishments including all Barracks, Military Hospital, Medical Reception
Stations, Depots, Hirings, Schools etc.
RESPONSIBILITY
3.02 The OIC Hygiene Wing shall be responsible to the DMS for effective and
efficient control and administration of hygiene and sanitation in the Armed Forces. He
shall be responsible for the following, in addition to the duties he is currently performing:
a. Budgeting, procuring, distribution and accounting for cleaning materials.
b. Cleanliness of Military Hospital and Medical Reception stations.
c. Maintenance and clearance of Cesspools.
d. Operating and maintenance of incinerations.
e. Monitoring and control of radio activity/toxic contamination.
BUDGETING, PROCURING, DISTRIBUTION AND ACCOUNTING FOR

MATERIALS
3.03 The Hygiene Wing shall carry out all budgeting, procuring, distribution and
accounting for all cleaning materials required to carry out its functions effectively.
3.04 The Department’s Budget estimates shall form part of the overall budget
estimates to be submitted by the DMS every year and clearly designated as such. Funds
allocated for his purpose shall not under any circumstances be used for other purposes.
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CLEANLINESS OF MILITARY HOSPITAL AND MEDICAL RECEPTION

STATIONS
3.05 Cleaning of hospitals and Medical Reception Stations shall be carried out on daily
basis. All floors, bath rooms and toilets shall be cleaned daily. Toilet rolls and
disinfectants shall be provided at every toilet.
3.06 Cleaning of 37 Military Hospital and Medical Reception Stations shall be

contracted to civil organizations when this cannot be handled adequately by the service.
CLASSIFICATION OF QUARTERS
3.07 Married Quarters shall be classified as follows
a. Tied Quarters: These are quarters reserved for designated

appointment holders. They are to be allocated as specified in Article 2.10 above.
b. Pool Quarters: These are other officers’ and WOIs quarters under
the administration of specified units and allocated by Housing Committee.
c. Hiring: These are civilian houses hired for Officers and men.
ADMINISTRATION
3.08 Unit Commanders are nominated to administer Officers and WOIs married
quarters or group of quarters, as per Annexes A & B. The unit Commander is responsible
for the administration and allocation of all married quarters for WOIIs and below within
Unit lines.
3.09 The designated administering unit shall be responsible for:
a. Cleanliness and supervision of married quarters and their surroundings

b. Clearance of Debit Vouchers and all action in the event of any loss of
military stores.
c. Notify BIA and Garrison Engineer when married quarter is about to be
vacated or occupied.
d. Ensuring that all inventories are up-to-date and have been signed correctly
by the occupant.
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e. Marching In/Out and ensuring that Defence Forms 553 and K1001 are
checked and signed by the incoming and outgoing occupants and by the OIC
Barracks and Garrison Engineer representatives.
f. Ensuring that all Other Ranks’ married quarters, including gardens, are
inspected by the Unit Commander or his representative once every month.
g. Submission of returns in connection with accommodation.
h. Hirings in respective stations
3.10 Administering units for Officers and OR married quarters and Barracks Wardens
in charge are as shown at Annex ‘A’.
3.11 Two copies of the appropriate Inventory Books “be prepared for each quarter and
maintained by the Barracks Inventory Accountant. One copy shall be held by the BIA
and one copy retained by occupant.
CHANGE OF OCCUPANCY
3.12 It is the responsibility of the administering unit to ensure that adequate advance
information on impending change of occupancy is given to:
a. The outgoing occupant’s unit.
b. The incoming occupant’s unit.
c. The Barracks Inventory Accountant.
d. The Garrison Engineer.
3.13 On the time appointed, the Marching In and Out shall be conducted by the
Barracks Inventory Accountant in the presence of the outgoing and incoming occupants
and the representative of the Garrison Engineer who shall check all engineers fittings in
the quarters. The Marching In/Out Certificate shall be prepared by the BIA. Charges for
deficiencies and/or damages shall be raised in accordance with regulations in force.
3.14 Defence Form K. 1325 shall be Prepared by the BIA to show effective date of
occupation/vacation and the current quartering charges forwarded to FPO. Copies of
DFK 1325 shall be sent to the units of the incoming/outgoing occupant for publication in
Unit Part II Orders, and to OIC Barracks.
DEATHS
3.15 On the death of an Officer or Other Rank, occupying a married quarter the family
of the Officer or Other Rank may remain in the quarter until such time that the benefits of
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the deceased have been paid. In any case the period of continued occupation of the
married quarter shall not exceed six months after payment of the benefits
DISCIPLINARY RELEASE
3.16 In the case of disciplinary release, bordering on security, the officer or Other
Rank shall vacate his/ her quarter from the date of release.
NORMAL RELEASE
3.17 The officer or Other Rank shall hand over his/her married quarter at the end of
his/her terminal leave
PREMATURE RELEASE
3.18 In the case of premature release, 90 days notice shall be given by the MS or OIC
Records for the officer or Other Rank to vacate his/her quarter.
REPAIRS
3.19 Application for repairs to furniture, curtains and covers shall be by DFC. 1045 to
the BIA. Applications for repairs of refrigerators and table fans shall be by means of
DFC. 1045 initiated by the occupant direct to the EME Wksp or LAD. They shall not be
channeled through the BIA, except where a refrigerator mechanic is attached to the
Barracks Services Organisation.
3.20 Application for repairs of cookers, water heaters, air conditioners and other
authorized Electrical Appliances shall be by means of DFK. 1308 as appropriate, initiated
by the occupant, direct to the Garrison Engineer. Additions to alterations to the electrical
wiring circuit are FORBIDDEN unless authorized and installed by the Engineers.
WORK ON REPAYMENT
3.21 All applications received by Garrison Engineer to install private fittings in

military buildings/quarters and which shall involve tampering with standing structures, or
requests for workon repayment, to be carried out, shall be referred to GHQ (LOG) for
approval. If such approval is given, the cost for maintaining such services and for, where
necessary, removing them on vacating a building or quarters shall be charged to the
individual concerned.
ENGINEER SERVICES
3.22 In the event of any works services being necessary, these shall be reported on
DFK 1306 (Urgent Repairs only) or DFK. 1308 (Normal Repairs) to the Garrison
Engineer.
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USE OF UNOCCUPIED MARRIED QUARTERS AS SINGLE QUARTERS
3.23 Housing Committees may temporarily authorize the use of unoccupied married
quarters as single accommodation where there is a shortage of single quarters Provided
the married quarters are not, likely to be required for some months.
SECURITY OF QUARTERS
3.24 It must be clearly understood that the responsibility for the security of quarters,
the fittings, accommodation stores and the cleanliness of all military quarters rests with
the occupant from the date he/she is marched in until the date he/she is officially marched
out. If the quarter is left empty at the request of the occupant the Barracks BIA shall
remove any attractive stores secure the house and arrange for Wardens or Watchman to
visit the quarters at intervals. In all cases, the occupant is responsible for any non-military
stores or Possessions left in the quarter If leaving the quarter vacant for any length of
time a duplicate key, properly sealed in an envelop, shall be left either with a next door
neighbour or the Quartermaster to allow for entry in the event of a emergency, eg fire,
burst main pipe etc.
CLEARANCE AND MAINTENANCE OF CESSPOOLS
3.25 Cesspools shall be cleared on regular basis to avoid over flows. One Cesspit
emptier shall be allowed to each Garrison. All such vehicles shall come directly under the
control of OIC Hygiene Wing.
3.26 All repairs of cesspools shall be carried out by DES who shall carry out.
Inspection of these facilitates at least twice a year.
3.27 OIC Hygiene Wing in conjunction with DES shall be directly responsible for
clearance of Cesspools. This function shall be contracted to outside Agencies where the
Department lacks the necessary facilities to carry it out efficiently.
REFUSE DISPOSAL
3.28 Refuse shall be collected for disposal from MQs, Officers and all living areas on
regular basis. Central collection and disposal points shall be designated in all units.
Refuse shall be collected from designated collection points to disposal points/incinerators
at least 3 days in every week.
3.29 All refuse disposal trucks and appliances are under the direct control of Hygiene
Wing.
3.30 Collection of refuse shall be contracted to outside Agencies when equipments and
facilities for effective collection and disposal are lacking.
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OPERATING AND MAINTENANCE OF INCINERATORS
3.31 Hygiene Wing shall maintain incinerations in all Garrisons for effective disposal
of refuse. The Department shall make full use of public incinerators where available
MONITORING AND CONTROL OF RADIO ACTIVITY AND TOXIC

CONTAMINATION
3.32 Radio activity and toxic contamination levels in all work places shall be closely
monitored and measures instituted to effectively always keep levels at safe limits.
3.33 Where facilities are not available to conduct effective monitoring, and control,
these two functions shall be contracted to civil organizations who are qualified and have
the necessary facilities to provide such a service.
CLEANLINESS OF QUARTERS
3.34 Occupants are responsible for maintaining the areas around their married quarters
in the clean condition. In certain cases, this excludes other areas of military land in the
vicinity of quarters but, outside individual garden areas. These unlocated areas shall be
kept clean under arrangements made by administering units concerned.
AWARD OF CONTRACTS
3.35 Contracts for the performance of any of the functions in para 2 shall be awarded
by the Board of Officers convened by DG (LOG) for the purpose. Membership of the
Board is as follows:
a. DG LOG — Chairman
b. OIC Hygiene Wing — Member
c. GHQ (LOG) Rep — Member
d. GHQ (DES) Rep — Member
e. GHQ (ST) Rep — Member
f. GHQ (DFC) Rep — Member
g. GHQ (LEGAL) Rep — Member
h. MOD (CD) Rep — Member
i. GHQ (Med) Rep — Member/Secretary
MANPOWER
3.36 The OIC Hygiene Wing shall always submit, his requirement for qualified
personnel and labourers to GHQ (PA) whenever the need arises. All sanitary labourers in
units fall under the technical control of OIC Hygiene Wing.
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VOLUME 4
PART 3
SECTION 4
POLICY ON EXTENSION OF STAY IN MILITARY

QUARTERS/HIRINGS
GENERAL
4.01 Extension of stay in military married Quarters or Hirings by Service personnel
and their families on occasion of postings, death or retirement, shall be governed by the
following general policies:
POSTINGS
4.02 Any Service Personnel posted out of a Garrison shall vacate his/her quarters and
move into another vacant quarters in the new Garrison within three (3) months from the
effective date of postings.
4.03 In case of non-availability of vacant quarters or available vacant, quarters is in a

state of disrepair, the affected service personnel shall apply to the DG LOG for extension
of stay in the former quarter through the appropriate channel of communications not later
than 14 days prior to the deadline.
4.04 The application shall be accompanied by an Engineer Report on the state of the
quarter if applicable and reasons establishing why the applicant can not be
accommodated
4.05 Administering Unit/Garrison Commander is to initiate Disciplinary action against

any defaulter for final ejection instructions to be issued by DG LOG.
DEATH
4.06 Occupation of a Married Quarters shall be restricted to only the widow (s) and
children recorded in the personal document of the deceased service personnel.
4.07 Occupation shall be limited to a period equal to the terminal leave the service
personnel concerned would have been entitled to if he were honourably released from
active service with effect from the date of death.
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4.08 Subject to approval by administering Unit/Garrison Commander widow (s) and

children of deceased Service Personnel may be allowed extension period of not more
than six (6) months of occupation after the payment of the final benefits
RETIREMENT
4.09 An officer or Other Rank shall hand over his/her quarter at the end of his/her
terminal leave.
4.10 Subject to approval by administering Unit/Garrison Commander, retired officer or

Other Rank may be allowed to extend period of occupation for not more than three (3)
months after the end of his Terminal Leave.
APPLICATION FOR EXTENSION OF OCCUPATION
4.11 The application for extension of occupation shall be routed through the
appropriate channels to GHQ (LOG) for approval at least 14 clear days before the end of
the initial authorized period of occupation. The Form of application (DFL 156A) is
attached as Annex ‘A’ to this policy.
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ANNEX ‘A’ TO
TO PART 2 OF CSIP VOL. 4
(DFL 156A.)
APPLICATION FOR EXTENSION OF STAY IN A MILITARY

QUARTERS (TO BE COMPLETED IN DUPLICATE)
PART 1
1. No………………………..Rank………………….Name………………………......
2. Unit……………………..Location……………………..Quarters No……………...
3. Date of Postings/Death/Retirement…………………………………………………
4. Reason(s) for requiring the extension………………………………………………
…………………………………………………………………………………………
…………………………………………………………………………………………..
5. Period of extension required………………………………………………………..
6. I have checked and certified that extension should be granted for the following
reasons (Attach Engr Report where applicable)…………………………………....
…………………………………………………………………………………………
…………………………………………………………………………………………
…………………………………………………………………………………………
…………………………………………………………………………………………
Date…………………………… ……………………………………………
Signature, Rank and Name of President
Allocation Committee/BIA
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PART II
7. Remarks by Unit Comd…………………………………………………………….

…………………………………………………………………………………………
…………………………………………………………………………………………
Date …………………………….. ……………………………………………..

Signature, Rank and Name of Unit Comd.
PART III
8. I approve/disapprove the application……………………………………………….

Garrison Comd/Comd Sp Svcs Bde Gp…………………………………………….
………………………………………………………………………………………
Date…………………………… ………………………………………………
Signature, Rank and Name of Garrison
Comd/HQ Sp Svcs Bde Comd.
PART IV
9. Action by DG LOG…………………………………………………………………
………………………………………………………………………………………
………………………………………………………………………………………
………………………………………………………………………………………
Date…………………………… ……………………………………………
Signature, Rank and Name of DG LOG
A—2
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VOLUME 4
PART 3
SECTION 5
‘G’ & ‘Q’ CONTROLLED STORES—RECORDS AND RETURNS
GENERAL
5.01 Controlled stores are all major equipment in use by the Armed Forces which are
vital to all natures of Military Operations. For various reasons, they are required to be
issued only on the Authority of Staff Branch of the General Headquarters and on the
basis of priorities.
5.02 It is essential that the Staff at the GHQ and other Services Headquarters have
available at all times the battle worthiness of each equipment and the holdings of each
equipment by all Units. The policy therefore sets out in detail the procedures for
maintaining records of controlled stores and the submission of returns necessary to
achieve correct and up-to-date records.
CATEGORIES
5.03 Controlled stores fall into 2 categories ‘G’ and ‘Q’
a. ‘G’ Controlled Stores. These are listed as Annex ‘A’ and are controlled by
the Director General Plans & Development (P&D).
b. ‘Q’ Controlled Stores. These are listed as Annex ‘B’ and are controlled by
the Director General Logistics.
EQUIPMENT RECORDS
5.04 It is essential that complete and accurate records of all receipts, issues, transfers of
and modification to all Controlled Stores are maintained and kept up-to-date. This shall
not only assist the Staff to have a better overall knowledge of the condition of the
holdings of these stores but it is also vital in the planning of any operations particularly
form the Logistics point of view.
5.05 The Director of Ordinance Service shall maintain a record on Defence Form G.
149 for each equipment in Service. This record Card shall include the Statistical
Information on which to base maintenance, Casting and replacement Programmes. In
addition to these records, the Director of Ordnance Services may operate any other
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records which he considers necessary. This may include Equipment, Dependency

Records which are necessary for provision purposes.
5.06 Once every year on the 1st day of October, the Director of Ordnance Services
shall forward to the appropriate Director General, a Consolidated List of ‘G’ and ‘Q’
Controlled Stores in use throughout the Armed Forces and shall also show the holdings in
2 FOC and Base Ordnance Depots.
MONTHLY RETURNS
5.07 On the first day of each month, all Units, Stations and Establishments will report
the movement of ‘G’ and ‘Q’ controlled Stores on Defence Form G. 150 to their
respective Formation Headquarters for transmission to the respective Directorates at the
General Headquarters. Movement includes transfers to Workshops for repairs, loans to
other Units, Receipts from all sources and Authority issue to any unit.
BI-ANNUAL RETURNS
5.08 In March and October of each year, all Units, Stations and Establishments shall
submit a ‘G’ and ‘Q’ controlled Stores Census Return. This return shall be submitted on
Defence Form G. 151. The original copy shall be sent to the appropriate Director General
and the duplicate copy shall be sent to the Director of Ordnance Services through
Formation Headquarters.
SIGNATORY
5.09 Commanding Officers shall personally certify that the information given on
returns is accurate in all details completed in the space Provided. Signature of Officers
signing on behalf of a Commanding Officer shall not be accepted.
BULLETINS
5.10 ‘G’ and ‘Q’ Controlled Stores bulletin shall be issued by the GHQ in the month of
January of every year. The bulletins shall set out in details the vocabulary number and the
full designation of all equipment and stores which fall into the category of Controlled
Stores.
PROVISION AND MAINTENANCE OF ‘Q’ CONTROLLED STORES
5.11 Repair and maintenance of Cookers, Refrigerators, Deep Freezers, Air

Conditioners and TV Sets among other items in Messes, Training Institutions, Military
Hospital and Medical Reception Station shall be carried out by General Headquarters
(ETS) and General Headquarters (EME) respectively.
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RESERVE STOCKS
5.12 Ordnance and Engineer Technical Services shall only hold limited stocks of these
appliances in all station for emergency replacements or short term loans while permanent
ones are under repairs.
REQUESTS
5.13 All requests for new supplies or replacements are to be channelled to General
Headquarters (Logistics) on Application for Release of ‘Q’ Controlled Stores (DFC 156
Q) for consideration in triplicate. This application should be channelled through the
applicants’ Service Headquarters.
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ANNEX ‘A’ TO
‘G’ CONTROLLED STORES
1. The stores over which the General Headquarters, Joint Operations exercises
control are:
a. Vehicle — All Vehicle.

b. Weapons — All Weapons, but not spare
barrels, Parts or ancillaries.
c. Communication — All Communication sets and
associated major items of equipment
that are used by the Ghana Armed
Forces
d. Ammunition — All common User Ammunition and
Explosives.
e. Miscellaneous — Technical Stores, Defence Stores and
Tentage.
2. The Stores listed above shall not be issued by Ordnance, returned by Units to
Ordnance or transferred between units without first obtaining authority from the General
Headquarters Joint Ops.
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ANNEX ‘B’ TO
TO PART 3 OF CSIP VOL 4
‘Q’ CONTROLLED STORES
The items categorized as ‘Q’ controlled stores are as listed below:
a. Typewriters.
b. Adding Machines.
c. Duplicating Machines.
d. Shredding Machines.
e. Office Safes/Paymaster’s Safes.
f. Refrigerators.
g. Deep Freezers.
h. Bottle Coolers.
i. Ice-Cube Makers.
j. Wall Clocks.
k. Lawn Mowers.
l. Water Heaters.
m. Sewing Machines.
n. Air Conditioners.
o. Table/Ceiling Fans.
p. Photo-copying Machines.
q. Generating sets.
r. Bicycles.
s. Cabinets Filing.
t. Carpets.
u. Hoover Cleaners Electric.
v. Microwave oven.
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VOLUME 4
PART 3
SECTION 6
BARRACKS INVENTORY ACCOUNTING STORES TO BE

ACCOUNTED FOR
GENERAL
6.01 The following Accommodation Stores issued to all Units and Establishments,
shall be held on Barracks Inventory Charge:
a. Items listed in Accommodation Stores Schedules.

b. Officers and soldiers married quarters.
c. Authorized issues in excess of 6a. and 6b.
6.02 The stores referred to in Article 6.01 shall be accounted for in the following
Barracks Inventory Books:
a. DB 531 — For Units and Establishments including hospitals.

b. DB 533 — For small or special Establishments for
which DB 531 is not appropriate.
c. DB 553 — For Married Officers and Warrant
Officers Class 1 and equivalent Quarters.
A separate Inventory Book shall be
Maintained for each quarter occupied or
Equipped for occupation Detailed instructions for
Compiling and maintaining Barracks Books are
Printed on the cover of each book.
6.03 Stores issued on Barracks Inventory shall not be held on charge in the Barracks
Stores Ledger.
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6.04 Accommodation Stores demanded from Ordnance or transferred from any other
sources of a particular Unit, Barracks, Camp etc shall be vouchered direct to the Unit and
brought on charge in the Unit’s Accommodation Stores Ledgers maintained on DFG
3927 (with DB 404 binder). In the case of Accommodated Stores demanded from
Ordnance or transferred from any other sources for Officers and Warrant Officers Class 1
married quarters, the stores shall be vouchered direct to and brought on charge in the
Relevant Inventory Book by the Inventory Accountant concerned, and shall not be
brought on charge in a Barracks Store Ledger before taken on Inventory Charge.
6.05 When it is necessary to withdraw from Inventory, stores which are not required in
the Barracks Stores, the Stores shall if practicable, be vouchered direct from the
Inventory Book to Ordnance or other inventory book to which the stores are to be
transferred, and not through the Barracks Store Ledger.
INVENTORY BOOKS
6.06 Inventory Books for each Unit or Establishment, shall be prepared in ink, in
triplicate, by the Barracks Warden A copy each shall be held by the Barracks Warden
Unit , CO/OC or Officer-In-Charge Barracks. All copies shall be signed by the Barracks
Warden, CO/OC or Officer-In-Charge Barracks.
6.07 For married quarters, the Inventory Book shall be prepared in ink and maintained
in duplicate. One copy shall be held by the Inventory Accountant, and the other by the
occupant of the quarter. Both copies shall be signed by the Inventory Accountant and the
Officer-In-Charge Barracks.
6.08 The Officer-In-Charge Barracks shall cause the Accountants and the Unit’s copies
of the Inventory Books (including in the case of married quarters, the occupant’s copy to
be compared not less than once during each year ending 31 December, if the books have
not already been compared at a marching-out or marching-in inspection during the year.
The Barracks Warden, the Inventory Accountant, and the Officer-In-Charge Barracks
shall certify on the front of the cover of all copies of the Inventory Book that the books
have been compared and found to agree.
6.09 The Officer-In-Charge Barracks shall examine the Accountant’s copies of the
Inventory Book at least, once in six months He shall satisfy himself that the Accountant
is in possession of all Books shown in the record referred to in Article 6.7 and that they
are correctly maintained. He shall also check a few of the items with the Supporting
Voucher to the Accountants Office. The Inventory Books shall be initialled and dated by
the Officer-In-Charge Barracks on the occasion of each examination.
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6.10 A record of Inventory Books taken into use in accordance with Articles 6.1 shall
be maintained by Officer-In-Charge Barracks, the Inventory Accountant and Barracks
Wardens in the form shown in Annex ‘A’.
6.11 When a new Barracks Charge or Inventory Accountants Charge is set up, the
Officer-In-Charge Barracks, shall forward to the Defence Financial Comptroller a list of
the Inventory Books taken into use showing the details contained in the record referred to
in Article 6.10 and Annex ‘A’ (except, columns 6 & 7). Any addition to the record of
Inventory Books, or the closing of any Inventory Books, shall also be reported as it
occurs.
6.12 Inventory Books in current use and supporting Vouchers, shall not be submitted
periodically for audit but shall be held available for inspection as required by the audit
staff.
6.13 When an Inventory Book has been completely filled and the balances have been
carried forward to a new book, or when all stores on charge in an Inventory Book have
been vouchered elsewhere and closed and is not likely to be re-opened, it shall be
forwarded with the Unit’s Copy and supporting Vouchers to the Defence Financial
Comptroller who shall retain the Unit’s copy and the vouchers and return the
Accountant’s copy of the book to the OIC Barracks for retention.
6.14 When the transfer of the charge of Inventory Books from one Accountant to
another takes place, the Officer-In-Charge Barracks shall supervise the transfer. He shall
cause all the Inventory Books concerned to be compared and certified as shown in Article
6. A list of the Inventory Books to be transferred giving the details shown in Columns 1
to 4 of the record referred to in Article 6.12 shall be prepared in duplicate. The list shall
be endorsed with Certificates as in Annex ‘A’. Officer-In-Charge Barracks shall forward
the original copy of the list to the Defence Financial Comptroller and retain the duplicate
copy.
VOUCHERING OF ISSUES AND RECEIPT
6.15 Alterations in the Inventory Books affecting the number of any stores held on
charge will be supported by vouchers. Stores shall be struck off or brought on charge by
striking out the original figure and entering the number of the voucher and the amended
total in the next column. Figures must be struck neatly so that they remain legible. All
blank spaces in the new column, on the pages affected by entries, shall be ruled through.
The alterations in the copies of the Inventory Book shall be made in ink by the
Accountant. The entry shall be signed, in the unit’s copy, and by the Unit CO/OC or
occupant in the Accountant’s copy.
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6.16 The vouchers affecting the Inventory Book shall be given “IV” and “RV”
numbers by the Inventory Accountant. The designation and the serial numbers of the
Inventory Book shall be shown on the voucher. Supporting Vouchers, when completed,
shall be retained by the Accountant with his copy of the Inventory Book. The
authentication of the alteration in the Unit’s or Occupant’s copy of the Inventory Book
shall be the Accountant’s Signature. Issues of Stores from Ordnance shall be vouchered
in the Inventory Book on DFG 982. The return of stores to Ordnance shall be supported
in the Inventory Book by vouchers on DFG 1033.
6.17 When deficient stores are charged on DFP 1956 and are not to be replaced on
Inventory, the receipted copy of the DFP 1956 shall be used as a voucher to the Inventory
Book to support, the striking off the stores where the deficient stores are replaced from
barracks stores, and the replacement does not involve on entry in the Inventory Book, the
receipted copy of the DFP 1956 shall be used as a voucher to the Barracks Store Ledger
to support the payment issue.
6.18 When authority is given for the write-off of stores held on Inventory Account the
stores shall be stuck off charge by a Certificate Issue Voucher to which shall be attached
the original copy of the DFG 998 endorsed with the approval of the authorizing officer.
6.19 The issue or receipt of stores by the Barracks Store Accountant, to or from Unit,
other than as referred to in Article 6.17 and 6.18 shall be vouchered on DFG 1033 as
follows:
a. Issues to Units by the Barracks Stores. DFG 1033 shall be prepared in

triplicate by the Barracks Store Accountant. Copy No.3 shall be retained by him
as an office copy. The other two copies shall be sent to the respective Barracks
Warden who shall sign both copies of the voucher, allot RV No. and retain copy
No. 1 Copy No. 2 shall be returned to the Barracks Store Accountant to support
his account.
b. Issues by, Units to the Barracks Stores Accountant. DFG 1033 shall be
prepared in triplicate by the Barracks Warden. Copy No. 3 shall be retained by
him as an office copy. The other two copies shall be sent to the Barracks Store
Accountant who shall sign both copies of the voucher, allot RV No. and retain
copy No. 1. Copy No. 2 shall then be returned to the Barracks Warden to support
his accounts. In both transactions the office copy may be used to obtain a
temporary receipt for the stores. Separate vouchers are required for each
Inventory Book for example; vouchers for stores from married quarters shall be
prepared separately for each quarter.
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STORES TEMPORARILY WITHDRAWN FROM MARRIED QUARTERS
6.20 Stores temporarily withdrawn from a married quarter to store, as not being needed
by the occupant (See Article 6.21), shall not be struck off the Inventory Book. A receipt
for the stores shall be given by the BIA which shall be kept with the Occupant’s copy of
the Inventory Book.
STORES EXCHANGED OR REPLACED
6.21 Indents for exchange of stores which have become unserviceable or to re place
losses or breakages of crockery and glasswares shall be submitted on DFF 765 to the
Barracks Stores Accountant of a married quarter. The occupant or his representatives
receiving the stores issued in exchanged shall acknowledge receipt on the DFF 765. If
replacement stores are not available in the Barracks stores at the time, the unserviceable
stores concerned shall be deleted from the indent and shall be retained by the occupant
until the Barracks Store Accountant is in a position to meet the exchange.
STORES FOR REPAIR
6.22 Stores held on inventory Book Charge which require repair and which are not
exchanged for a serviceable stores from Barracks Store shall continue to be held on
Inventory Book Charge while the repairs are being carried out. The Accountant shall
however give a temporary receipt to the occupant which shall be retained until the stores
are repaired and released to the quarter.
CHARGES FOR LOSSES AND DAMAGES
6.23 Charges for losses and damages in respect, of Accommodation Stores shall be
raised against the unit occupants on DFF 1956 by the Officer-In-Charge Barracks. BIA or
Barrack Warden from whom the stores are held on inventory Recovery shall be effected
by Forces Pay Office in the case of charges against officers or other ranks. Forces Pay
Office shall forward a copy of the Debit, Voucher endorsed with a reference to credit to
the Accountant who raised the Bill for action as set out in Article 6.18.
WRITE-OFF ACCOMMODATION STORES
6.24 The Officer-In-Charge barracks shall be notified by Barracks Wardens and

Inventory Accountants when losses of Accommodation Stores occur which involve
investigation for consideration of a write-off. The notification shall be accompanied by
DFG 998, in triplicate complete to show the description and number of the stores The
Officer-In-Charge Barracks shall complete the columns showing the Prices and value of
the stores, and shall return two copies of the form to the Barracks Warden or Inventory
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Accountant, for further action. The Accountant shall at the same time, make Provisional
adjustment of the appropriate Inventory Book, by Certificate Issue Voucher in respect of
losses, in accordance with existing regulations. The issue of stores in replacement, of
losses of this nature shall be made as a separate transaction.
6.25 If, after investigation of the loss in accordance with existing regulations and other
current: instructions approval for write-off is given by the OC Administration Unit within
powers delegated to him, the OC unit shall endorse DFG 998 accordingly and shall
forward one copy to the Inventory Accountant or Barrack Warden for action.
6.26 If the loss or damage is not within the powers of the write-off of the OC
Administration Unit, and he considers that, it should be referred to higher authority for
consideration of a write-off, he shall refer the matter to the higher authority for
consideration. Two copies of DFG 998 shall accompany the application, and also two
copies of the proceedings of the Board of Inquiry into the loss, or damage where an
inquiry has been held. Where write-off is approved by the appropriate higher authority
one copy of the DFG 998, endorsed with the approval and signature of the authorizing
Officer shall be forwarded to the Inventory Accountant or Barracks Warden.
DISTRIBUTION OF STORES WITHIN UNITS/ALTERATIONS IN

DISTRIBUTION
6.27 Accommodation Stores are issued to a unit for central use within the limitations
mentioned below. They may at the discretion of the CO be moved within a unit, subject
to these limitations, for use in a similar type of accommodation if desired. Generally
speaking, accommodation falls within the following three categories and it, is within
these limitations that movement may be authorized:
a. Officers.
b. Warrant Officers and Sergeants.
c. Corporals and below.
Stores issued for use in an Officer’s Mess shall not, be transferred to WOs and
Sgts Mess or vice versa.
6.28 In no circumstance shall stores be removed from married quarters for use in other
accommodation, including other married quarters or for storage under unit arrangement,
without the consent of the Barracks Warden, the Barracks Inventory Accountant and the
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DISTRIBUTION RECORDS
6.29 The distribution of accommodation stores within units shall be recorded in the
under-mentioned defence books:
a. DB 115 — “Unit Record of Distribution of accommodation
stores. For use by units having one or more sub-units as companies batteries, etc.
b. DB 116 — “Company, etc, Record of Distribution of

Accommodation Stores”. For use by small independent units, and by sub-units of
a large unit.
6.30 Accommodation Stores in married quarters or equipped for occupation, by

married families of Officers and Warrant Officers Class I shall not be included in the
distribution records referred to above, but shall be recorded in DB 553.
6.31 DB 115 shall be used in units which have accommodation stores on charge to the
Unit Commander, and a separate book should be kept for each sub-unit. The term sub-
unit shall include a squadron, battery or company, or any other convenient group such as
an Officers’ or Sergeant’s Mess. DB 115 shall consist of running record of the holding of
each sub-unit. It shall be kept in original only, by the Barracks Warden. It shall be made
available, as required to the sub-unit concerned for verification of its holdings of stores.
Detailed instructions for the issue of DB 115 are printed on the cover of the book.
6.32 For the purpose of reconciling the holdings of sub-units as shown in DB 115 with
the total holdings in the units’ Inventory Book (DB 531 etc), the Barracks Warden shall
keep a summary of the books. An Inventory Book (DB 531, can be adapted for this
purpose. The spaces at the head of each page, used normally for counter-signatures, shall
be used to show the various sub-units, with one column for stores on direct charge to the
Barracks Warden (that is those held in unit, stores) and a total column on the right. The
number of each stores on charge to the unit shall be entered in the column normally used
to show the authorized entitlement. All figures should be in pencil, and altered to keep
them up to date as changes occur.
6.33 DB 116 shall be used in sub-units to record the holdings of stores with the
Barracks Warden and to give the distribution of those holdings to the various rooms or
groups of rooms, for example Barracks Blocks, Mess Rooms and Offices. In small
independent, units it shall be used similarly to record the distribution within the unit of
stores held on Inventory Charge. Detailed instructions for the use of DB 116 are pointed
inside the cover of the book.
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INVENTORIES
6.34 A Non-commissioned officer or other responsible person shall be put in charge of

the Accommodation stores in each room, or in suitable group of rooms. The stores in the
rooms or rooms shall be inventoried on DFG 1002, which shall be prepared in ink in
duplicate One copy of the inventory shall be mounted on cardboard and hung up in the
accommodation concerned. The other copy shall be retained by the Barracks Warden.
The NCO etc, taking over charge shall sign and date both copies of the Inventory in the
space provided on transfer of charge of the stores from one NCO to another NCO; taking
over charge shall sign and date both copies of the inventory at, the time he takes over.
6.35 The issue of additional stores at rooms, or the withdrawal of stores, shall be
recorded on both copies of the inventory at the time the issue a withdrawal occurs. This
shall be done by striking out the figure showing the total holding in the room or rooms of
the stores affected by the issue or withdrawal and entering the new totals in the next
column. The original figures relating to the stores shall be struck out neatly so that they
remain legible. The totals of stores which are not altered by issue or withdrawal shall not
be carried forward to the new column. The entries on both copies of the inventory
relating to the number of items held, shall be signed and dated by the representative of
the OC of the sub-unit.
6.36 In cook houses, Messes etc, where there is a large number of stores on the
inventory, a copy of DB 116 may be used instead of DFG 1002 for inventory of the stores
for the information of the NCO or any other person in charge.
UNIT STOCK TAKING ACCOMMODATION OTHER THAN MARRIED

QUARTERS
6.37 At the end of each quarter throughout the accounting year, the Barracks Warden
shall carry out a check of all accommodation stores held on charge to the unit other than
those held in married quarters Immediately after the check, the Officer Commanding unit
shall personally sign to the Officer-In-Charge Barracks.
MARRIED QUARTERS
6.38 Deficiencies or surpluses of Accommodation Stores on Barracks Inventory

Charge to a married quarter shall be reported to the Officer-in-Charge Barracks by the
occupant when they come to his notice or when found by checking with his copy of the
Inventory Book.
6.39 Accommodation Stores in married quarters shall always be checked on change of

occupancy. A check may also be made at any time under unit arrangements, if the
Officer-In-Charge Barracks considers it necessary.
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6.40 At the end of a period of twelve months occupancy of a married quarter by an

officer or other ranks without, a charge having occurred the Inventory Accountant or
Barracks Warden shall notify the Officer or Warrant Officer Class I that a complete
check of the accommodation stores in the quarter should be carried out; by the occupant,
using his own copy of the Inventory Book, and that it issue in the interest, of the occupant
that this check should be made in order to avoid the possibility of an accumulation of
discrepancies of final vacation of the quarter. A similar notification shall be given to the
occupant at the end of a two-year unbroken Period of occupancy before the check is
made the occupant’s copy of the Inventory Book shall be compared with the Inventory
Accountant’s copy to ensure that both are accurately posted. After the check the occupant
shall certify on both his own copy of he Inventers Book and Inventor Accountant’s copy
that the check has been made, and shall submit to the Officer-In-Charge Barracks a list,
of any discrepancies revealed at the check.
6.41 When the occupancy of a married quarter by an Officer or Warrant Officer Class I
extends for an unbroken period of three Years a complete check of the Accommodating
Stores in the quarter shall be carried out by a representative of the Officer-In-Charge
Barracks.
6.42 When the occupancy of a quarter by an Officer or Warrant Officer Class I extends
for four years or longer, without a change occurring, a yearly check shall be made by the
occupant.
6.43 Discrepancies of Accommodation Stores in married quarters disclosed in any of

the checks referred to in Article 6.41 and 6.42 shall be reported by the Inventory
Accountant and by the Barracks Warden to Officer-In-Charge Barracks.
6.44 In the event of any discrepancy on receipt of the certificate referred to in Article
6.37, the Officer-In-Charge Barracks shall compare the unit copy and the Inventory
accountants copy to ensure that both correctly posted.
6.45 A surplus store that is of an equivalent type and is used for a similar purpose to a
deficient store may be offset against the deficient store. The necessary adjustment, shall
be made in the inventory Book by striking off the deficient store and bringing on the
surplus stores on a Transfer Voucher (DFC 1049) approved by Officer-In-Charge
Barracks. The Officer-In-Charge Barracks shall be responsible for ensuring that the
authority for offsetting a surplus store against a deficient store is used reasonably and
with care and that different value from that of the surplus stores against which it is being
offset.
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6.46 After making any appropriate adjustment as in the proceeding Article, action shall
be taken to prepare and forward debit vouchers in respect of other discrepancies.
Surpluses which remain after adjustment shall be brought, to charge by Certificate
Receipt Voucher.
MARCHING IN AND MARCHING OUT INSPECTION
6.47 A programme for the inspection of the stores on Barracks Inventory Charge shall
be arranged by the Officer Commanding Unit, in occupation, the Barracks Warden and
the Officer Commanding the incoming unit. The aim shall be to secure the completion of
the inspection in the shortest possible time. A suitable proportion of personnel capable of
assisting the Quarter Master or the Officer appointed by the Officer Commanding unit to
supervise the handing over or taking over of the stores should be included in advance and
rear parties. When the quarter Master can not be present at the inspection the Officer
Commanding Unit shall ensure that a suitably qualified officer capable of deciding on
behalf of the Officer Commanding is appointed to represent the unit. Where there is no
incoming unit, arrangements for the marching-out inspection shall be made accordingly.
These shall include, where necessary, arrangements for the assembly of stores for
safeguarding purposes and any further action required in accordance with existing
regulations.
6.48 The representatives of the incoming and outgoing units and the Barracks Warden
shall compare the Inventory Account’s and the Officer-In-Charge Barracks copies of the
Inventory Books and verify that the total number of stores on charge as shown in each
copy agree.
6.49 The stores shall be laid out for inspection in the order in which they are entered in
each DB 116 Company etc Record of Distribution of Accommodation Stores. The
Officer taking the stores, or his representative, shall hold the DB 116 when the stores are
being checked and the representative of the incoming and outgoing units and the
Barracks Warden shall satisfy themselves that the stores in each room, etc, agree with the
numbers shown in the DB 116.
6.50 The Barracks Warden shall examine the electric lamps and other apparatus
consuming electricity or gas in every room and see that they are as authorized, and that
no unauthorized fittings are installed. A note shall be made in every case where
unauthorized lamps or other appliances are in use and the Officer Commanding unit
concerned shall be informed, or in serious cases, a report shall be made to GHQ (LOG).
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6.51 If there are any discrepancies, these shall be recorded in the note books of the
representatives of the incoming and outgoing units and the Barracks Warden.
6.52 Where there are discrepancies, the number shown in DB 116 shall be amended to
agree with the number actually found in the room or building by striking out the original
figures neatly and entering the correct, figures in pencil, so that the original figures
remain legible alterations shall be initialled by the representative of the out-going unit.
6.53 When all the rooms or buildings shown in each DB 116 have been inspected the
record shall be totalled and any amendments necessary made in the total line in pencil,
and agreed by all concerned. It shall then be held by the Barracks Wardens until
completion of the inspection.
6.54 On completion of the inspection of all the rooms, etc, on charge of the unit, the
representatives of the incoming and out-going units and of the Barracks Warden shall
compare the total lines of each DB 116 with the details shown in DB 115 and shall
amend the DB 115 if necessary including the figures of total unit holdings.
6.55 A line shall be ruled through the vertical column immediately following the last
entry in the Inventory Book, leaving sufficient space before the line for the entry of
subsequent, vouchers relating to the adjustment or discrepancies noted at the inspection.
The total number of each stores actually found in possession of the out-going unit and
taken over by the incoming unit, shall then be entered in ink immediately after this line in
both copies of the Inventory Book. The date they are taken over shall be inserted in the
column provided for the number of the voucher.
6.56 On completion of the inspection the front cover of both copies of the Inventory
Book shall be signed by officers concerned any amendments necessary to the list of
buildings handed over to the units as shown on page 1 of DB 531, DB 533 and DB 553
shall be made, and the unit’s copy of the Inventory Book and the unit distribution record
(DB 115) shall be handed over to the Barracks Warden taking over the accommodation
stores.
6.57 When a surplus store is of an equivalent type and used for a purpose similar to
that of a deficient. Article it, many be set off against the deficient store. The necessary
adjustment shall be made in the Inventory Book by striking off the deficient store and
bringing on the surplus stores on a transfer voucher (13FG 1049) approved by the
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6.58 Except as provided in Article 6.57 stores found surplus at, the marching-out
marching-in inspection shall be brought on charge in the Inventory Book by a Certificate
Receipt Voucher. Any of these stores which are in excess of the authorized scales shall
be returned to the Barracks stores and vouchered to the Barracks Store Accountant.
6.59 Charges for deficiencies remaining after adjustment as in Article shall be prepared
by the Inventory Accountant, or Barracks Warden on DFP1956 and shall be forwarded to
the Officer Commanding the out-going unit with the least possible delay after completion
of the inspection. If there is likely to be delay in ascertaining the amount to be charged to
make good damage to a store which can be repaired, the issue of the DFP 1956 for other
charges shall not be delayed for this item. The Officer Commanding Unit shall be
notified that a separate charge shall follow when the cost of repair is known.
6.60 The Barracks Warden shall certify on all DFsP 1956 for charges at marching-out
inspections that the items have been compared with the entries in the notebook signed by
the regimental Officer present at the inspection.
CHANGE OF OCCUPANCY IN MARRIED QUARTERS
6.61 It shall be the responsibility of the administering unit, to ensure that adequate
advance information of impending change of occupancy is given to:
a. The Out-going occupant’s unit.
b. The Incoming occupant’s unit.
c. The Inventory Accountant.
d. The Garrison Engineer.
On the date and time appointed the marching-in and out shall be conducted by the
Inventory Accountant in the presence of the out-going and in-coming occupants and the
representatives of the Garrison Engineer who shall check engineer fittings in the quarter.
The Marching-In/Out Certificate at Annex ‘D’ shall be prepared by the Inventory
Accountant and shall be signed by both the out-going and in-coming occupants.
REPLACEMENT OF CROCKERY AND GLASSWARE AT PUBLIC

EXPENSE
6.62 Replacement at public expenses shall be allowed in respect of breakages of stores

of crockery, when such breakages are not caused wilfully or through the neglect of
reasonable precautions, within the percentage limitations given. Replacement of breakage
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in excess of the percentage allowance which occur during day-to-day use or are caused
wilfully or through neglect of reasonable precautions, shall be charged on repayment.
Such breakages shall not be made the subject of application for write-off.
PROCEDURE FOR FREE REPLACEMENT
6.63 An Issue Voucher DFG 1033 shall be prepared in triplicate by the Barracks Store
Accountant for each issues up to the free allowance limit showing the value in units of
the store issued. The prices of the stores will not be shown. The original and duplicate
copies receipted by the unit, shall be forwarded to the Barracks Warden who shall record
the successive free issues in the form provided in the appropriate section of the Inventory
Book. The Barracks Warden shall retain the duplicate copy and endorse the original
copy “Recorded in Inventory Book No DB531” and return it to the Barracks Store
Accountant to support, his store account.
6.64 Before making a free issue of DFG 1033 the Barrack Stores Accountant shall
ascertain from the accountant, whether the issue shall be within the balance of “units”
(standing to the credit of the unit) etc.
6.65 Breakages in excess of the free allowance, or any breakages caused wilfully or
through carelessness, shall be charged to the individual or unit concerned, on DFP 1956.
For the purpose of such charges the store shall be valued in units and a charge preferred
at the appropriate rate plus 15 percent departmental expenses.
6.66 When the balance of ‘unit’ of the stores to be issued, DFP 1956 shall be prepared
in the following form:
a. Item valued in units, say — 500
b. Balance of the allowance still due say — 300
200 @ appropriate
rate
c. Add 15% Dept, Expenses — ¢ x=¢ 200x
d. Amount payable + ¢3x
¢203x
* Where x is the appropriate rate.
6.67 The free replacement allowance within each quarter shall be exhausted before any
charge, except for breakages caused wilfully or through carelessness, is levied against the
Mess. Any part of the fee replacement allowance which is not drawn within the quarter
shall be carried forward as a credit to the following or subsequent period, and if required,
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to be drawn retrospectively in excess of the allowance for the current period. All
undrawn allowances shall lapse at the end of the Accounting Year.
6.68 At the close of the accounting year a refund shall be made of payments made for
issue on replacement up to the aggregate value of the free replacement allowance under-
drawn during the Year. The refund shall not exceed the total amount paid for issue on
replacement. Refunds shall be made on a Credit Voucher DFC 1680 which shall bear a
reference to the numbers and dates of the DFP 1956 on which the original payments were
made.
CRACKED AND CHIPPED CROCKERY
6.69 Cracked and chipped Crockery, when found unserviceable, dangerous to use, or in
the opinion of the Officer-In-Charge Barracks, unhygienic, shall be regarded as
breakages. Stores of Crockery should be regarded as potential carriers of disease where
the cracks or chips are on a food bearing surface, and in making his decision as to
serviceability the Officer-In-Charge Barracks should bear this in mind. Cracked and
chipped crockery not regarded as unserviceable in the sense of the foregoing may be
taken into store and re-issue without the individual to whom they are supplied having the
option to reject them.
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VOLUME 4
PART 3
SECTION 7
CONVENING ORDER—NUMBERING OF DEFENCE PUBLICATIONS
GENERAL
7.01 This instruction details the procedure to be followed for allocating numbers to
Defence publications
RESPONSIBILITY
7.02 The Director General Logistics shall be responsible for allocating number to all
Defence Forms, Pamphlets and Books. Authority shall be delegated to the Armed Forces
Forms and Books Committee. The Committee shall be made up of the following:
a. President — Deputy Director General Logistics.
b. Member — An Officer to be appointed by Army HQ.
c. Member — An Officer to be appointed by Naval HQ.
d. Member — An Officer to be appointed by AFHQ.
e. Member — Officer-In-Charge Printing.
f. Secretary — Ordnance Representative.
7.03 The Armed Forces Forms and Books Committee shall be a Permanent Committee
and shall be the reviewing Authority for all Armed Forces Publications. The Committee
shall meet once a month at the call of the President to:
a. Screen all applications and draft publications submitted for accuracy and
to ensure that no similar Publication exists which could serve the same purpose
and thus avoid duplication.
b. Advice applicants on technical and cost factors involved in the production

of the requested publication.
c. Examine the tri-service application of the proposed Publication to ensure,

where possible, one Publication serves all three Services.
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d. Conduct an Annual Review of Armed Forces Publications to determine

obsolete publications which should be discontinued.
NUMBERING OF PUBLICATIONS
7.04 Armed Forces Publications shall be classified as follows:

a. Class ‘A’ — General Administrative Forms.
b. Class ‘B’ — Defence Procurement Forms.
c. Class ‘C’ — Civilian Employee Forms.
d. Class ‘E’ — Education.
e. Class ‘F’ — Supplies and Transport.
f. Class ‘G’ — Ordnance.
g. Class ‘I’ — Medical and Dental.
h. Class ‘K’ — Engineer Technical.
i. Class ‘L’ — Electrical and Mechanical Engineers.
j. Class ‘M’ — Volunteer and Cadet Corps.
k. Class ‘P’ — Defence Financial Comptroller.
l. Class ‘S’ — Special to Signal Forms.
m. Class ‘Q’ — Special to Airforce Forms.
n. Class ‘U’ — Special to Navy Forms.
o. Class ‘W’ — Forms related to War Operations.
NUMBERING OF FORMS
7.05 Once classified, the Committee shall allocate numbers consecutively for example,
DFA 35 which would indicate a Defence Form dealing with General Administrative
matters. Similarly DFE 3, indicate that it is a Defence Form dealing with Education.
NUMBERING PAMPHLETS
7.06 All pamphlets approved for future Publications shall be numbered consecutively
from one preceded by the letters DP (Defence Pamphlets) for example DP 1, DP 2 etc.
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NUMBERING OF BOOKS
7.07 All books approved for future publications shall be numbered consecutively from
one, preceded by the letter DB for example DB 1, DB 2 etc.
PROCEDURE FOR STAFFING REQUEST
7.08 Applications for approval and numbering of all Defence Publications shall be
submitted in duplicate, on DFG 111 to the Logistics Department, mark for the “Attention
of the Forms Review Committee”. Application received during the previous month shall
be considered by the Committee at the monthly meeting referred to in Article 7.02.
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VOLUME 4
PART 3
SECTION 8
ACCOUNTING FOR STATIONERY

GENERAL
8.01 The following demand and accounting procedures for Stationery Publications,
Defence Forms and Books shall be followed by all Units in the Armed Forces.
INDENTS
8.02 Indents for Publications, Stationery Defence Forms and Books be submitted to
Base Ordnance Depot, once every quarter in accordance with Ministry of Defence
Instructions Number 246 of 964 as follows:
a. DFG 982 — For Publication, Defence Forms and Books.
b. DFG 1033 — For stationery.
8.03 Stationery shall be allocated to units quarterly by Director of Ordnance Services.

Supplementary demands shall be accepted by Director of Ordnance only under the
following conditions:
a. For Operational Reasons. In such cases the signature of any Officer
shall be accepted. The Officer may however be called upon to justify this demand
at any time subsequently.
b. For other Reasons. Where specific authority has been obtained in
writing from the Service/Formation Headquarters.
8.04 Indent for Rubber stamps shall be made on DFG 982 accompanied by three
specimen outlines of the new stamp required.
8.05 Indents for receipt books shall be submitted on DFG 982. Not more than three
books shall be held by any unit at any one time and a new indent should be submitted
before completion of the last book. Receipts Books shall be kept in the safe in which the
Impress Cash, is kept, together with a register showing the date of receipt from Ordnance
Department the first and last serial numbers, the date of completion and the signature of
the Imprest Holder on completion.
8.06 Receipt Books shall be retained for 7 years from date of completion. They are
subject to inspection by the Auditor General’s Staff and visiting Paymasters. Receipt
Books are accountable.
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ACCOUNTING
8.07 Base Ordnance Depot shall issue stationery on DFG 1033 and Publications,
Defence Forms and Books on DFG 982. Issues of stationery made on DFG 1033 shall be
prepared by Base Ordnance Depot listing the items so issued.
8.08 Units receiving stationery Defence Forms Books and Publications shall bring such
stores on charge in DB 183. A separate DB 183 shall be maintained as follows:
a. DB 183 No. 3 Stationery and Defence Books.
b. DB 183 No. 2 Publication and Defence Forms.
8.09 Each unit receiving Stationery, Publications, Defence Forms and Books shall
allot, a Receipt Voucher Number to the Base Ordnance Deport Issue voucher, enter this
number in the register of Receipt Vouchers in the DB 183, transcribe the number on to
the number 3 and 4 copies of the voucher and return the signed receipted number 3 copy
to the Base Ordnance Depot in normal manner.
8.10 Quantities of the items enumerated on the covering DFG 1033 or DFG 982 shall
be entered in appropriate column in the DB 183 and totals brought up to date.
8.11 Quartermasters and Administrative Officers/Adjutants of all units shall be

responsible for indenting and accounting for items as in Article 8.8 in the normal way
from Base Ordnance Depot. Detached units or Departments shall demand from
Quartermasters or Administrative Officer/Adjutant their requirements on DB 43 which
shall be signed by the Chief Clerk of the unit. A copy of DB 43 shall be used in
supporting the Quartermaster or Administrative Officer/Adjutant’s account while a copy
shall be retained by the Chief Clerk for record purposes. Items received by Chief Clerks
from Quartermasters or Administrative Officers/Adjutants should be regarded as
expended, as no accounting is required of the Chief Clerk, except that he may keep a
record of his internal distribution which may be inspected by the Unit Commanders on
his nominee at intervals.
8.12 At the end of each month, all user units including detached units and Departments
shall raise a Certificate Issue Voucher on DG 1033 in duplicate. This voucher shall
enumerate the quantities of items used by the user unit, detachment or department and
shall be used to strike the items off ledger charge. The Certificate Issued Voucher shall
be effaced with a Certificate as follows:
a. “Certified expanded by……(unit, Detach, Department)

during the month of…………and hereby struck off charge”
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8.13 The Certificate referred to in Article 8.12 above shall not be valid unless it is
signed personally by the Unit Commander, Unit Second-In-Command or Unit Adjutant.
The Officer signing this Certificate is required to ensure that economy is exercised in the
use of stationery within the unit and under his command and shall question any undue
waste of any item during each month. He shall therefore ensure that abnormal quantities
of usage of stationery is kept to the absolute minimum. He is liable to be called upon at a
later date to explain any cases of undue wastage or misuse of stationery.
8.14 Separate Certificate Issue Voucher shall be raised for each account as listed in
Article 8.8 above.
8.15 The account maintained by Units shall be subject to inspection by the Audit Staff
of the Defence Financial Comptrollers Department and by the inspection staff of the
Ordnance Directorate.
8.16 The accounts shall be kept as a running account” and shall be closed only when
the books are full. Balances shall be transferred to a new book and the old accounts with
Supporting Vouchers shall be sent to Ordinance Directorate for inspection and audit.
REPLENISHMENT INDENTS
8.17 Indents on Base Ordnance Depot for replenishment, supplies of Publications,

Defence Forms and Books shall in all cases be endorsed to show the quantities of the
item remaining in the Unit. All indents received in Base Ordnance Depot not so endorsed
shall be rejected and returned unprocessed to the indenting unit.
ECONOMIC USAGE
8.18 The strictest economy in the use of stationery shall be practiced Stocks of
stationery shall be stored in a place free from dust and dirt under the personal custody of
Administrative Officer/Adjutant of the Unit, Detachment or Department Officers signing
indents for stationery shall ensure that no misuse of stationery or forms is allowed to take
place. They are also to ensure that indents are kept to the minimum commensurate with
unit’s requirements to preclude hoarding which could lead to artificial shortages.
8.19 The smallest suitable envelopes shall be used at all times. Envelopes shall not be
thrown away until they are unserviceable. All incoming envelopes shall be opened by
slitting along the tope edge and they shall be reused by means of labels supplied for this
purpose.
8.20 Any cases of misuse or of excessive wastage of stationery shall be treated as a

disciplinary case and dealt with accordingly.
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VOLUME 4
PART 3
SECTION 9
ACCOUNTING FOR ORDNANCE STORES
GENERAL
9.01 General Headquarters, Ordnance is responsible for supply to the Armed Forces of
the following common user stores and equipment:
a. General Stores including accommodation stores.
b. Clothing.
c. Stationery and Defence Forms and Books.
d. Vehicles.
e. Arms.
f. Technical Stores.
9.02 It is not responsible for the supply of certain Naval and Air Force special-to-
Service technical stores and equipment.
9.03 The Ammunition Depot is responsible for the supply of Ammunition to all units
of the Ghana Armed Forces.
9.04 An Ordnance Field Company shall be responsible to the Brigade Commander for
providing advice on Ordnance matters and for the supply of certain fast-moving
Ordnance Stores to units within the Brigade Group.
CLASSIFICATION OF MATERIALS SUPPLIED BY AOS
9.05 The Ordnance Services supply the following three main categories of materials:
a. Ordnance Stores
(1) Technical Stores.
Weapons, office machinery, etc.
(2) Clothing and Necessaries.
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(3) General Stores.

Tentage, accommodation stores, Tools, etc.
(4) Publication and Stationery including Defence.

Forms and Books.
b. Vehicles.
(1) ‘A’ Vehicles

Armoured Fighting Vehicle.
(2) ‘B’ Vehicles

Non armoured wheeled vehicles and trailers or all types, primarily
for road operation.
(3) ‘C’ Vehicles

Engineer plant industrial type depot vehicle.
c. Ammunition.
All common user natures and types required by the Ghana Armed Forces,
including pyrotechnics and explosives.
9.06 Ancillary services provided by Ordnance Services.

a. Printing.
b. Service Shops.
c. Barracks Services.
9.07 COMMON USER CONTROLLED STORES
a. Certain Stores, used by all three Services which are operationally

important or intrinsically valuable, or which for various reasons may temporarily
require to be issued on the basis of priorities, are designated common user
controlled Stores. The most usual type of common user controlled stores are
weapons, wireless, A, B and C Vehicles, ammunition, instruments, signal project
stores, defence and Internal security stores and certain tentage. These stores can
only be released on the authority of the General Headquarters Joint Operations
GHQ(JOPS) through controlled stores release procedure, which briefly is:
(1) The demanding unit applies for the release of the items required to
its Service/Formation Headquarters, quoting the reasons and any authority
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for the demand. It also states its holding of the item(s) at the time of the
demand.
(2) The Service/Formation Headquarters either rejects the application

or, after review, passes the recommended portions of it to the General
Headquarters Joint Operations for release authority.
(3) If approved, the General Headquarters Joint Operations authorizes

the release by the issue of a controlled stores release authority. This is a
signal addressed direct to the demanding Unit and to the General
Headquarters Ordnance, and Ordnance or Ammunition Depots for action,
and to the relevant Service/Formation Headquarters and interested
branches of the Ministry of Defence for Information. Each signal bears a
serial number which procedes the text. e.g. Serial 104/97 i.e number of
release and the year.
(4) On receipt of the controlled stores release authority, the demanding

Unit prepares Defence Form G 982 enters the serial number of the release
authority in the “Authority for issue” box of the form and forwards it to
the Ordnance or Ammunition Depot for issue.
b. In the case of initial releases of common user controlled stores towards the
completion of authorized scales, the General Headquarters Joint Operations often
issued release authorities automatically, without action on the part of units or
Service/Formation Headquarters. These release authorities follow the procedure
in paragraph 9.07 a (3) and the units which receive them which receive them
should then take action as in paragraph 9.07 a (4).
A list of stores subject to common user controlled stores procedures is published

periodically in Ministry of Defence Instructions.
9.08 NON—CONTROLLED STORES
a. All stores other than common user controlled stores are normally issued
by Director of Ordnance Services without reference to the Staff, although, in
cases of temporary shortage, it may be necessary for the General Headquarters
Logistics to restrict issues.
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b. The basis of any issue of non-controlled stores is that the demanding Unit
MUST have an authorized entitlement to the item(s) so demanded.
These entitlements are contained in
(1) Unit Equipment Table (UET).
(2) Accommodation Stores Schedules.
(3) Clothing Schedules.
(4) Vehicle Kit List.
(5) Special authorities issued by the General Headquarters Logistics in

respect of non-controlled stores or the appropriate Service Headquarters in
the case of special to service non-controlled stores required by Naval or
Air Force stations or establishments.
c. When common user non-controlled stores are required to replace

condemned articles, the following are authorities on which demands are based:
(1) Board of Survey Proceedings — DFG 1057
(2) Condemnation Certificate — DFG 1043
(3) Loss Report Form — DFG 998 or 562
INDENTING FOR STORES
9.09 a. Indents for Ordnance Stores (except stationery and vehicles) shall be
prepared on Defence Form G 982.
b. Indents for stationery shall be automatic issue on DFG 1033.
PREPARATION OF INDENTS
9.10 The combined indent issue voucher acts as an indent from units on the Ordnance
Services. It is therefore of the utmost importance that the form is accurately and legibly
prepared by the indenting unit, otherwise delays and mistakes in the issue of stores may
occur. Only one item can be demanded on each voucher.
9.11 Whenever practicable, the form shall be prepared IN TYPE It shall be signed by
the Commanding Officer or by an officer nominated by him.
9.12 Copies Nos 1 to 4 of the completed form shall be submitted to Ordnance Depot.
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9.13 The following information shall be inserted on the forms in the space provided:
a. Indent number and Date.
Units indent (demand) number and date indent is signed.
b. Reason for indent.

“To complete to Scale”. “To replace unserviceable” or “In excess of
Scale” etc.
c. Authority for Issue.
1. Common user Controlled Stores release authority serial number

(see paragraph 9.07 a (4).
2. Non-Common User Controlled Stores

Reference to the appropriate entitlement in paragraph 9.08b (1) to (5).
d. Numbers on which indents are based.
e. Designation of Indenting Unit.
f. Address to which Stores are to be consigned.

If the unit is to collect the words “Unit shall collect on………(date)
g. VAOS Section or Sub-Section.
h. Part or Catalogue number of items required (as shown in VAOS)
j. Designation.
CORRECT Vocabulary designation of item is required.
NOTE: Only the faintly ruled line shall be used, the heavy line is for use
on Ordnance Depot.
k. Quantity of item required.
l. Signature and rank of indenting officer.
m. Latest date item required.

Actual date i.e “10 Feb 97” to be inserted. Such expressions as
“SOONEST” “ASP” or “EARLIEST should NOT be used.
n. Indents for articles required to replace stores lost or rendered prematurely

unserviceable, for which authority has been given to write off the value, shall
quote the relevant Defence Form G 992 or S 62.
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o. Indents for article authorised for replacement by a condemnation

certificate (Defence Form G 10A3) shall bear a difference to the certificate. One
copy of the certificate. One copy of the certificate shall be attached to the indents
and forwarded to the approving authority.
RED STAR INDENTS
9.14 The Red Star System is a means of giving priority in issue of stores which are
urgently required by Units in the following special circumstances, the need for which
could not have been foreseen.
a. Operation—Current or pending.
b. Urgent training and internal security requirements.
c. Units and drafts proceeding overseas at short notice.
9.15 A Unit wishing to submit an indent with Red Star priority shall send four
completed copies of Defence Form G 982 or its Service/Formation Headquarters asking
that this priority be allocated. The need for a realistic and definite date by which stores
are required is stressed. This must be clearly shown on the indent.
9.16 On receipt, the Service/Formation Headquarters shall accept or reject the Red Star
priority and either.
a. Stamp the indent, endorsing it with the red star, and forward to the
Ordnance Issuing Unit, or
b. Return the indent to the unit for re-submission in the normal manner.
ISSUE PROCEDURE FOR ORD STORES
9.17 The Ordnance Depot CANNOT give “Over the counter” service to Units except
in cases of exceptional urgency. Unit representatives visiting Ordnance Depot be refuse
such service unless in possession of a “Red Star” indent properly authorized and a
specific authority signed by the senior staff officer at its Service/Formation Headquarters.
9.18 Unit representatives NOT visit the Provision control and Accounts Offices of the
Ordnance Depot unless in possession of an indent which has received Red Star priority.
MDI 196/61 refers.
9.19 Stores shall NOT be drawn from Ordnance Units by Unit representative below the
rank of Corporal or equivalent MDI/293/61 refers. Stores shall only be issued to unit
representatives through Traffic Department except otherwise directed.
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EXAMINATION OF STORES
9.20 Packages and loose stores delivered by road or air transport shall be examined at
the time of collection.
9.21 If the quantities and description of stores agree with the particulars given on the
relative vouchers, the consigner’s copy of the voucher shall be signed by receiving
officer, enfaced with the consignee’s receipt voucher number and sent to the consignor.
The stores be brought on account in the unit ledgers or otherwise recorded.
9.22 When unit representative collect stores from Ordnance Depot, they shall sign a
temporary receipt for the stores on the No. 2 copy of the issue voucher. The consignor’s
accounting copy shall be forwarded to the Unit in due course for clearance.
STORES RECEIVED WITHOUT VOUCHERS
9.23 If stores are received without vouchers, the receipt shall prepare a Certificate
Receipt Voucher on Defence Form G 1033, on which shall be recorded as much of the
following information as can be obtained from the stores themselves. The packages and
any accompanying documents:
a. Part or Catalogue numbers of articles.
b. Designation of articles.
c. Quantities.
d. Consignor
e. Package Number and weight.
9.24 The package shall be effaced with a certificate to the effect that the stores were
received without vouchers and have been brought to account to otherwise recorded.
9.25 If vouchers are received from the consignor after they have been dealt with by a
certificate receipt voucher, the certificate receipt voucher be allowed to stand. The new
voucher shall be enfaced with the receipt voucher number given to the certificate receipt
vouchers.
9.26 The designation and quantities shown on the certificate receipt voucher shall be
compared with those shown on the consignee’s voucher. If there is any discrepancy, it
shall be dealt with in accordance with para 9.28
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9.27 The consignee’s copy of the issue voucher shall be receipted and sent to the
issuing depot. The consignee’s copy of the voucher shall be attached to the certificate
receipt voucher.
DISCREPANCIES
9.28 When discrepancies are found to exist between the quantities or descriptions of
stores actually received and those charged, the following action shall be taken:
a. The consignor shall prepare a discrepancy report Defence Form G 985 in
triplicate giving the following detail:
(1) Consignor’s issue voucher and consignee’s receipt voucher

numbers.
(2) Convoy Note or Daily Receipt Sheet numbers.
(3) Part or catalogue number and designation of item in respect of
which the report is raised.
(4) The nature of the discrepancy.
(5) Package number, marking and weight of package affected.
(6) If the package was intact or not on receipt.
(7) If the discrepancy is considered to be loss or damage in transit or
to faulty packing
(8) Any other information likely to assist in establishing the reason for
the discrepancy.
b. The consignee’s copy of the voucher shall be amended to show the

quantities and descriptions of the stores actually received. It shall be enfaced “See
Discrepancy report No……………. dated ………………”
c. The consignor’s copy of the voucher shall NOT be amended but an

asterisk (*) shall be placed against the items in respect of which the discrepancy
report is raised and the voucher shall be effaced
“Except as in Discrepancy Report No………………………dated………………

attached”, when the combined demand issue voucher, Defence Form G 982, is
used, the particulars of which the discrepancy report shall be entered in the space
provided on No. 3 copy, and on No. 4 copy under ‘SPECIAL INSTRUCTION’.
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d. The original and duplicate of the discrepancy report, and the packing notes
if applicable shall be attached to the consignor’s copy of the voucher which shall
then be signed by the receiving officer, enfaced with the consignee’s receipt
voucher number and sent to the consignor. The third copy of the discrepancy
report shall be retained by the consignee until the original is received back from
the consignor, after which it may be destroyed.
e. The packing and wrappers shall be retained until the inquiry closes.
f. The quantities and descriptions of stores actually received shall be brought

to account or otherwise recorded by the consignee.
g. On receipt of the Discrepancy Report, the consignor shall carry out an

investigation, if necessary taking stock of the item concerned, to ascertain the
cause of the discrepancy.
h. If the discrepancy is admitted by the consignor, his account shall be

adjusted by certificate receipt or issue voucher for the numbers overcharged or
undercharged. Reference shall be made upon the certificate voucher to the
original issue voucher and upon the original issue voucher to the certificate
voucher shall.
i. The method of adjustment and the numbers of the adjusting vouchers shall
be entered on the discrepancy report, the original of which shall be returned to the
consignee for attachment to his copy of the receipt voucher. The duplicate copy of
the Discrepancy Report be attached to the consignor’s copy of the issue voucher.
j. When the consignor cannot admit the consignee’s report of the

Discrepancy Report, the matter shall be dealt with by the consignor. The
consignee shall be notified of the result of the action.
CLEARANCE OF VOUCHERS
9.29 No. 3 copies of vouchers must be receipted and returned to the issuing depot at
the earliest possible moment, Defence Form G 985 being attached if a discrepancy is
discovered. Vouchers must be cleared on the same day whenever, possible.
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CANCELLATION OF INDENTS
9.30 The following action shall be taken by Ordnance on indents and some vouchers
which have been outstanding on Ordnance Depot for over twelve months from date of
receipt:
a. The indent shall be cancelled. A copy of each cancelled indent be returned
to the unit concerned in order that a further indent may be submitted if the stores
are still required.
b. “To follow” vouchers shall be cancelled and treated as in ‘a’ above.
9.31 The only exceptions to these instructions, and for which indents shall be held
indefinitely by Ordinance Depot until demands are met, are as follows:
a. Indent for initial issues.
b. Indents for a project specially authorized by General Headquarters.
c. Indents for Mechanical Transport and Technical Stores.
HASTENING OF DEMANDS
9.32 When stores are not immediately available to meet a Unit indent, the unit is
informed by non-availability certificate (NA Certificate) accordingly, and the indent is
placed in “DUES OUT CONTROL” (DOC).
9.33 The function of DOC is to ensure that outstanding demands are met as soon as
stores become available. Therefore, unit should NOT normally hasten the issue of store
once they have been informed that they are temporarily not available and that issue shall
be made as soon as stores become available.
9.34 If, however, in EXCEPTIONAL circumstances, units wish to hasten demand,

application on Defence Forms G 1063 shall be sent to commanding Officer of the
Ordinance Issuing Unit.
QUERIES AND COMPLAINTS
9.35 All queries and complaint regarding the issue of common user non-controller
Ordinance stores shall be addressed to CO Ordinance Depot concerned, in the first
instance. To sometime, extensive use of the telephone is recommended.
9.36 All queries and complaints regarding the issue of common user controlled
Ordinance stores shall be referred to CO Ordinance Depot concerned, by letter quoting
the controlled stores release authority serial number for the issue copies of this letter shall
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be forwarded at the same time to the General Headquarters Joint Operations and to the
relevant Service/Formation Headquarters. A copy of the reply of CO Ordinance Depot, to
the unit shall also be forwarded as above for the information of higher authority.
9.37 Queries and complaints regarding the issue of Ammunition, Pyrotechnics and
Explosives shall be forwarded in writing as follows
a. On The Condition of Such Stores

To the General Headquarters Ordnance, for the attention of the Senior
Ammunition Technical Officer.
b. In the case of queries of complaints arising on the condition or issue of

common user ammunition, pyrotechnics or explosives, copies of the unit letter in
sub-paragraph ‘a’ or ‘b’ above shall be forwarded to the General Headquarters
Joint Operations and to the relevant Service/Formation Headquarters, together
with the answer sent to the controlled unit. In all correspondence reference must
be made to the controlled stores release authority serial number which governed
the original issue.
9.38 Questions and complaints regarding stationery, Defence Forms Publications shall
be in the first instance be addressed to CO Ordnance Depot.
9.39 Complaints regarding ‘A’, ‘B’ or ‘C’ vehicles passed fit for issue and found to be
defective on, or immediately after receipt shall be addressed to Returned Vehicle Park
with a copy to the General Headquarters, the relevant Service/Formation Headquarters
and CO Ordnance Depot. A copy of the reply to the unit by Returned Vehicle Park,
Ordnance Depot shall also be forwarded to the higher authority as above. All
correspondence shall refer to the controlled stores release authority issue.
DISPOSAL OF COMMON USER CONTROLLED STORES
9.40 A unit having on charge common user controlled stores of a non-expendable

nature, may only dispose of them in the following ways:
a. By the transfer of serviceable item to another unit.
b. By the return of serviceable or unserviceable items to the Ordnance Depot

or Ammunition Depot.
c. By loss or destruction. In the case of ‘a’ and ‘b’ above the prior approval
of the General Headquarters Joint Operations as specified below, must be
obtained before any movement of such stores take place.
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9.41 Common user controlled stores shall be transferred from one unit to another in
accordance with controlled stores transfer authorities issued by the General Headquarters
Operation. These authorities shall be issued normally either or the decision of the
General Headquarters Joint Operations or, in approved cases at the request of a
Service/Formation Headquarters. In exceptional cases, units may apply to their
Service/Formation Headquarters for authority to transfer such equipment to another unit
and when approved, such applications shall be forwarded by the Service/Formation
Headquarters to the General Headquarters Joint Operations for decision.
9.42 A controlled stores transfer authority shall be contained in a signal from the
General Headquarters Joint Operations to the units concerned, with copies to
Service/Formation Headquarters and interested, staff branches at the General
Headquarters. Each controlled stores transfer authority bears a serial number
commencing at 1000, following by an oblique sign aid the year of issue Pg 1008/98.
9.43 In the case of a transfer of common user controlled stores between units,
Ordnance is primarily concerned with recording the transaction. For this reason, the unit
receiving such stores shall notify their receipt to the following addresses by signal within
48 hours of the occurrence.
a. General Headquarters Joint Operations.
b. General Headquarters Ordnance.
c. Service/Formation Headquarters.
d. Ordnance or Ammunition Deport as appropriate.
9.44 In the case of an inter-unit transfer of vehicles, normal Part X Order action shall
be taken in addition.
9.45 Units holding on charge common user controlled stores, which are either:
a. Surplus to entitlement
b. Surplus to requirement
c. Unserviceable,
d. Or, in the case of equipment for which DEME is responsible for repairing,
sentenced:
(1) “Beyond Repair, or
(2) Beyond Immediate Repair, more than 61 days previously, shall

apply to their Service/Formation Headquarters for the issue of a controlled
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stores return authority. The application shall be accompanied by Defence

Form G 1016, in triplicate, on which the items for return shall be listed
and the reason for the proposed return shown. Where possible, the part
number of the items shall also be shown on the forms. Any Defence Form
G1043, issued by DBK as in sub-paragraph d (1) or (2) above shall also be
forwarded with the application.
9.46 Service/Formation Headquarters shall take the following action on recommended

unit applications:
a. Return all copies of Defence Form G1043 to unit.
b. Retain one copy of Defence Form G1016 for information.
c. Forward two copies of Defence For G1016, showing the items

recommended for return to Ordnance, to the General Headquarters Joint
Operations with an application for the issue of a controlled stores return authority,
stating, where appropriate, that Defence Form G1043 have been see.
9.47 If approved, the General Headquarters Joint Operations authorize the return by the
issue of a controlled stores return authority. This shall take the form of a signal
addressed direct to the unit concerned and the Ordnance or Ammunition Depots for
action, and to the Service/Headquarters and interested branches of the General
Headquarters for information. Each signal shall bear serial number commencing at 2000,
following by an oblique sign and the year of issue eg 2008/98. The General Headquarters
Joint Operations shall also send to the Ordnance or Ammunition Depots, for information,
one copy of Defence Form G1016 showing those items which the unit has been
authorized to return.
9.48 On receipt of the controlled stores return authority, the unit shall arrange to return
the authorized items to the following depots on mutually convenient dates:
a. Common User Ammunition Explosives and Pyrotechnics Ammunition

Depot, Tema.
b. Vehicles.
Returned Vehicle Park, Ordnance Depot.
c. All Other Stores and Equipment.

Returned Stores Group, Ordnance Depot.
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9.49 Units shall report full details of the lose or destruction of any items of common
user controlled stores, including common user ammunition, pyrotechnics and explosives,
on their charge, to their Service/Formation Headquarters immediately the occurrence is
known. Copies of each report shall also be sent to the following branches of the General
Headquarters for information:
a. General Headquarters (Joint Operations)
b. General Headquarters (DFC).
c. General Headquarters (Ordnance)
The Service/Formation Headquarters shall investigate the matter as necessary,

ordering disciplinary action to be taken in appropriate cases. When the matter is
finalized, the Headquarters shall request the General Headquarters Joint
Operations to issue a controlled stores release authority, under paragraph 9.07
above, to replace any items required to bring the unit up to its authorized
entitlement brief details of any action taken in the case shall be included in the
application.
9.50 In all other cases where replacement of common user controlled stores returned to
the Ordnance or Ammunition Depots is necessary to bring a unit to its authorized
entitlement, the unit shall submit an application for a controlled stores release authority,
under paragraph 9.07 above, simultaneously with its application for the controlled stores
return authority.
9.51 The Ordnance or Ammunition Depots shall refuse to accept any item of common
user controlled stores or ammunition, pyrotechnics or explosives returned by a unit unless
the serial number of the relevant controlled stores return authority is quoted at the time of
the return.
9.52 In the case of those items of common user controlled stores for which DEME is
responsible for repair and condemnation, it should be noted that the Defence Form G1043
is neither the authority for the return of the item to the Ordnance Depot nor for the issue
of a replacement, it is merely evidence of the unserviceability of the item and of the need
for its subsequent replacement, if the unit is to hold its former level of equipment. The
authority for the return to Ordnance of the unserviceable equipment and for its
replacement can only be issued by the General Headquarters (JOPS), in accordance with
paragraphs 9.07 and 9.47 above, respectively. Defence Form G1043 is the authority for
the replacement of the items if common user non-controlled stores for which it is issued.
One copy of the form shall be attached to the demand for the replacement item on
Defence Form G982.
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9.53 Once a non-expendable item of common user controlled stores has been released
to a unit under a controlled stores release authority, issued by the General Headquarters
(ORD), the unit shall be deemed to hold that item on charge until it received a controlled
stores transfer or return authority from the same source, its disposal.
COLLECTION OF STORES FROM AMMUNITION/ORDNANCE DEPOTS
9.54 Whenever weapons, ammunition, pyrotechnics and explosives are drawn from
Ammunition/Ordnance Depots, an officer from the drawing unit shall be present.
The officer shall be responsible for:
a. Checking that the number of weapons, ammunition, pyrotechnics and

explosives issued agree with the number authorized to be released by General
Headquarters (JOPS).
b. Checking that serial numbers and quantities of weapons agree with those
shown on Ordnance Issue Voucher.
c. Signing for all weapons, ammunition, pyrotechnics and explosive, taken

out of the Ammunition Ordnance Depots.
d. The correct disposal of weapons, ammunition, pyrotechnics and

explosives on arrival at the unit.
DRAWING GRENADES FROM AMMUNITION DEPOT
9.55 Whenever live fragmentation Grenades are drawn from the Ammunition Depot,
an officer from the drawing unit shall be present. There shall be no exception to this.
This officer shall be responsible for:
a. Checking that the number of grenades issued agree with the number
authorized to be released by this General Headquarters (JOPS).
b. Checking that the number of grenades and the number of detonators agree.
c. Signing for all grenades and detonators taken out of the Ammunition
Depot.
d. The safe custody of the grenades while in transit from the Ammunition
Depot to the unit lines or range, whichever is appropriate.
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e. The correct disposal of the grenades on arrival at the unit or range as

instructed by the Commanding Officer of the unit. If the grenades are handed over
to the custody of another officer, a signature shall be obtained from them. If they
are used on the range under the orders of the officer who drew them from the
Ammunition Depot, that officer shall submit a certificate to his Commanding
Officer, after the practice, certifying the number expended in this way and
accounting for any unused balance. Any unused balance shall be handed into the
unit magazine against the signature of the responsible officer.
DISPOSAL OF COMMON USER NON-CONTROLLED STORES FOR WHICH

DEME HAS A REPAIR RESPONSIBILITY
9.56 Where our items of common user non-controlled stores has been sent to DEME
for repair and is subsequently sentenced “Beyond Repair” Base Wksp EME shall prepare
five copies of Defence form G1043 and forward three of these copies to the unit to collect
the condemned equipment from the workshop without delay. A fourth copy shall be sent
to returned Stores Group, Ordnance Depot for information.
9.57 Having collected the equipment from the Workshop the unit shall apply to the
Ordnance Depot for confirmation of the date on which it may be returned to the Returned
Stores Group are copies of Defence Form G1033 and one copy of Defence Form G1043
shall accompany the item to the Returned Stores Group.
9.58 The Returned Stores group shall receipt all copies of Defence Form G1033, on
acceptance of the item and return two receipted copies to the unit as receipt vouchers.
9.59 When an item of common user non-controlled stores is sentenced “Beyond

Immediate Repair”. Owing to non-availability of spare parts, or for any other reason,
workshop EME shall notify the unit by letter, stating that the item shall be held in the
workshop for a maximum of 61 days from the date of the notification, pending repair.
During this period, the item shall remain on the charge of the unit and no replacement
shall normally be issued for it. If the repair is completed within the period of 61 days,
workshop EME send a “call out” notice to the unit to collect the repaired item without
delay. If the item cannot be repaired within the period of 61 days, for any reason,
Workshop EME shall cancel the Beyond Immediate Repair” notice on the 62nd day and
shall sentence the item “Beyond Repair”. At this stage, but NOT before, Defence Form
G1043 shall be prepared by Workshop EME and subsequent action be in accordance with
paragraph 9.53 to 9.55 above, inclusive.
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DISPOSAL OF SPECIAL TO SERVICE STORES OF ORDNANCE ORIGIN
9.60 Units, Stations and Establishments of the GHANA NAVY and GHANA AIR
FORCE having an entitlement to special to service stores of Ordnance origin, shall only
dispose of such stores in accordance with the appropriate instructions issued by the
relevant Service Headquarters.
DISPOSAL OF UNSERVICEABLE COMMON USER NON-CONTROLLED

STORES
9.61 All units shall convene Board of Survey when necessary to grade common user
non-controlled stores held by units which are considered to be unserviceable. Whenever
possible, surplus stores if this nature shall be boarded at the same time. Boards of Survey
should not normally be convened more frequently than every three months, unless
specifically ordered by Service/Formation Headquarters.
9.62 The composition of the Board shall be as follows:
a. A Regimental Officer (President).
b. Another officer or Warrant Officer Class I (Member).
c. An officer or WOI rep of AOS (BOWO).
d. The officer on whose charge the stores are held shall be in attendance but
shall not be a member of the Board.
9.63 The Board shall inspect the stores and allot them one of the following categories:
a. Serviceable
b. Repairable by unit.
c. Repairable by Ordnance Services.
d. Salvage.
e. Valueless.
9.64 Any stores which in the opinion of the boards, have become unserviceable by
means other than fair, wear and tear shall be listed separately by the Board (See para
9.65).
9.65 The classification by the Board shall be listed on Defence Forms G1057 (Nine
copies) together with recommendation for disposal. Further action shall then be taken as
follows:
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a. Copies of Defence Form G1057 shall be distributed, as follows:

(1) Copies 1-8 shall be sent to Director of Ordnance Services for
approval and distribution. The serial number and date shall be inserted on
each set received.
(2) After approval by the Director of Ordnance Services, copies 1, 2

and 3 shall be passed to Ordnance Depot.
(3) Copy 4 shall be retained by Ordnance Directorate
(4) Copy 5 shall be sent to the appropriate superior Formation

Headquarters.
(5) Copy 6 to the Accountant General.
Copy 7 to the Auditor General.
Copy 8 to Chief Directors, Ministry of Finance and Trade.
(6) Copy 9 shall be retained by the unit.
b. Ordnance depot shall issue calling-in instructions which shall be attached

to one copy of Defence Form G1057 and returned to the unit.
c. Stores shall be vouchered on Defence Form G1033 and returned in

accordance with the instructions given. Separate Defence Form G1033 shall be
used for:
(1) Serviceable stores.

(2) Repairable stores.
(3) Salvage.
d. In each case, the Defence form G1033 shall be effaced with the serial
number and date allotted by Ordnance Directorate to Defence Form G1057.
9Units not return stores except as shown on the calling-in instruction.
e. The officer on whose charge the stores are, shall carry out the instructions
laid down by the board in disposing of the stores and take the appropriate
accounting action, supporting the issue voucher’ raised with this copy of Defence
Form G1057.
f. The Ordnance Depot (Returned Stores Group) shall ensure that all stores
listed on Defence Form G1057 are returned.
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9.66 Stores with a salvage value shall not be destroyed unless these are hygienic or
other appropriate reasons to the contrary.
9.67 Stores which have become unserviceable through means other than fair wear and
tear shall be listed as the last items on Defence Form G1057. In this case, the officer on
whose charge the stores are held, shall advise his unit commander of the circumstances.
The Unit Commander shall cause enquiries to be made and take any disciplinary or other
action necessary to complete the disposal of the stores boarded. Such items shall
invariably be returned to the Returned Stores group, Ordnance Depot.
RETURN OF LOAN STORES
9.68 Stores issued on temporary loan shall be returned by units to Returned Stores
Group, Ordnance Depot at the end of the loan period. When returning stores, units shall
take care to endorse the Issue Voucher Defence Form G1033 with the words “Returned
from loan” in red. Details of dispatch must be notified to CO Ordnance Depot in all
cases.
PRICING
9.69 Units requiring Ordnance to be priced shall forward Defence form G998 to
Ordnance Depot for pricing and certification. In all other cases where prices are required,
the request should be addressed to Ordnance Depot in letter from or by signal.
RECEIPT BOOKS
9.70 Receipt Books are accountable documents. Indents shall be submitted on Defence
form G982. Not more than three books shall be held by any unit at anytime and a new
indent should be submitted before completion of last book.
9.71 Receipt Books shall be kept in a safe in which the imprest Cash is kept, together
with a register showing the date of receipt from Ordnance Depot the first and last serial
numbers, the date of completion and signature of the Imprest holder on completion.
9.72 Receipt books shall be retained for seven years from date of completion. They be
subject to inspection ‘by the Auditor General’s staff and visiting Paymasters.
INDENT FOR VEHICLES
9.73 All vehicles are controlled stores. The procedure for obtaining vehicles is as
follows:
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a. Initial Releases.
Vehicles shall be released automatically to entitled units, when available by

controlled stores release authorities issued by General Headquarters (JOPS). No
action on part of unit or Service/Formation Headquarters is required.
b. All other types of vehicle demand
(1) Entitled units shall apply to their Service/Formation Headquarters

giving full details of the number and type(s) of vehicle required, the
reason for the demand, the authority on which the vehicles are to be held
and the number of vehicles of the relevant type(s) already on charge to the
unit.
(2) Service/Formation Headquarters shall forward details of

recommended Demands to General Headquarters (JOPS) requesting the
issue of controlled stores release authority. Service/Formation
Headquarters should indicate priorities and include any other information
in their applications which may influence the number and type of vehicle
to be released. Supporting documents forwarded with unit applications
(e.g. Defence Form G1043) shall not be sent to the General Headquarters
(JOPS).
(3) The General Headquarters (JOPS) shall issue controlled stores

release authorities, in approved cases, direct to the unit(s) concerned and
the Ordnance Depot for action. Information copies shall be sent to the
relevant Service/Formation Headquarters, and interested Staff Branches at
the General Headquarters.
(4) On receipt of the release authority, Ordnance Depot shall arrange

with the unit(s) concerned for the collection of the vehicle(s) from
Ordnance Vehicle Park.
(5) Normal Part X Order procedure shall be followed.
PART X ORDER (DEFENCE FORM, 3939)
9.74 The primary object of the return is to provide statistical records at Formation
Headquarters and at the General Headquarters.
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FREQUENCY OF PUBLICATIONS
9.75 Part X Order are published WITHIN 24 hours of a casualty occurring Casualties
occur when:
a. A vehicle is taken on strength of a unit.
b. A vehicle is struck off strength of a unit.
c. Modification is made to a vehicle involving a change in nomenclature.

(To be published by Director of Electrical and Mechanical Engineers).
d. Change of engine is made in vehicle.
e. Cancelling on operations, units shall report casualties initially by signal

and confirm by Part X Orders later.
RANGE OF VEHICLES AND EQUIPMENTS
9.76 Part X Order shall be published for the following vehicles and equipment and
shall be completed by giving the detailed information shown under each type of vehicle
and equipment.
Serial “B” Vehicles “A” Vehicles “C” Vehicles “C” Vehicles

Ancillaries
(a) (b) (c) (d) (e)
1. Designation Designation Designation Designation
2. Mark Mark Registration Make
Number
3. Registration Registration Make Makers Serial
Number
4. Make Make (where Model
applicable)
5. Chassis Number Main Armament Engine
where applicable Number
6. Engine Number Engine Number Makers Serial
Number
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SECURITY
9.77 Part X Order shall be graded “RESTRICTED”. When engaged on operations and
unless instructions to the contrary are issued, Part X Order and signals referred to in
paragraph 9.75 above shall be graded “SECRET”.
PREPARATION
9.78 Part X Order shall be numbered consecutively as from 1 January each year. Units
publishing Part X Order on behalf of affiliated units shall maintain a separate series of
numbers in respect of each affiliated unit. A separate sheet shall be used for:
a. ‘B’ vehicles.
b. ‘A’ vehicles
c. ‘C’ vehicles and ancillaries.
If it is necessary to amend or cancel Part X Order already published, new Part X Order
shall be prepared and endorsed to the effect the original Part X Order (quoting number
and date) is to be cancelled or amended.
DISTRIBUTION
9.79 Completed Part X Order shall be distributed as follows:

Copy Number 1 original — Director of Ordnance Service.
Copy Number 2 duplicate — Formation Headquarters.
Copy Number 3 triplicate — Unit copy.
Copy Number 4 quadruplicate — Unit copy.
Quadruplicate copy is only necessary when inter-unit transfers are made when
this shall be sent to the other unit involved.
PRINTING AND DUPLICATION SECTION

GENERAL
9.80 The Armed Forces Printing Press is under the Technical Supervision and staff
control of the Director of Ordnance Services.
APPLICATIONS FOR PRINTING
9.81 Applications for printing for official purposes shall be submitted to the General
Headquarters (ORD), and for private purposes to the General Headquarters (LOG), who
shall give prior approval and forward to the General Headquarters (ORD).
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9.82 Applications for printing, whether for official or private purpose, shall be
submitted in duplicate on Defence Form G4232 accompanied by one copy of the draft in
its final form through the normal channels to the appropriate Branch.
9.83 One copy of Defence Form G4232 shall be returned to the sponsor with the
following information:
a. Priority allotted. There are 3 grades of priorities:

(1) Priority ‘A’ — Immediate Printing
(2) Priority ‘B’ — Urgent Printing,
(3) Priority ‘C’ — Normal Printing
b. Estimated Completion Date.
OFFICIAL PRINTING
9.84 All printing for official purposes are chargeable to public funds.
PRIVATE PRINTING
9.85 All printing for private purposes are chargeable to sponsors and are on repayment.
Private printing is normally accorded a low priority.
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COMMAND AND STAFF INSTRUCTIONS AND PROCEDURE
VOLUME 4
PART 4 (EME)

1. Repair Policy on Vehicles and Equipment of Electrical
and Mechanical Engineers’ Responsibility. 1.01 – 1.16
2. Control, Organisation and Operation of EME
Detachment-Military Hospital. 2.01 – 2.10
3. Provisioning/Storage/Issuing and accounting of EME
Consumable Spares by EME Corps. 3.01 – 3.04
4. Policy on Routine Maintenance of Vehicles 4.01 – 4.08
5. Charges for Recovery Assistance. 5.01 – 5.08
6. Policy on Casting of Technical Equipment 6.01 – 6.07
7. Standardization Policy on Office Machines in the
Ghana Armed Forces. 7.01 – 7.28
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VOLUME 4
PART 4
SECTION 1
REPAIR POLICY ON VEHICLES AND EQUIPMENT OF ELECTRICAL AND

MECHANICAL ENGINEERS’ RESPONSIBILITY
GENERAL
1.01 Electrical and Mechanical Engineers (EME) is generally responsible for the
inspection, maintenance, modification, repair and recovery of all electrical, mechanical
and electro medical equipment in the Armed Forces except for equipment special to the
Navy and Air force.
1.02 The following vehicles and equipment shall generally fall under the responsibility
of Director Electrical and Mechanical Engineers (DEME):
a. ‘A’ Vehicles.
b. ‘B’ Vehicles.
c. Weapons (except special to Navy and Airforce weapons).
d. Fridges, deep freezers and air conditioners.
e. Office machines.
f. Instruments.
g. Electromedical equipment.
1.03 Military hardware and spares, in general, tend to be very expensive whilst funds
available for their maintenance/repairs are always limited. The need therefore to evolve a
sound repair policy that shall ensure the optimum use of equipment when procured is thus
crucial.
1.04 With repair effort usually increasing with the age of equipment, there is generally,
in the life of every equipment the age beyond which the frequency of breakdowns makes
repairs uneconomical. The repair decision must thus take into account the age of
equipment and must also fit in with the overall policy on casting of technical equipment
in the Ghana Armed Forces.
AIM
1.05 To lay down repair policy for vehicles and equipment of EME responsibility in
the Ghana Armed Forces.
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RECORDS
1.06 The Director of Ordnance Services (DOS) is responsible for ensuring that records
are maintained for all equipment covered by this Order. Such records shall contain:
a. Make, model and manufacturer.
b. Year of manufacture.
c. Year taken into service.
d. Procurement or initial cost.
e. Location of equipment.
LINES OF REPAIRS
1.07 There shall be in all 4 lines of repairs which are as follows:
a. First Line Repairs. First line repairs shall be undertaken by EME

Attached Personnel at unit Light Aid Detachment (LADs).
b. Second Line Repairs. This shall be undertaken by Field Workshops

attached to the Infantry Brigades.
c. Third Line Repairs. This shall be undertaken at the intermediate

workshop which shall become operational in times of hostilities when the distance
between the operational area and Base Workshop is over 160 kilometers.
d. Fourth Line/Base Repairs. This shall be undertaken at Base Workshop.
PROCEDURE FOR OBTAINING WORKSHOP ASSISTANCE
1.08 Equipment for repairs shall be channeled as follows:
a. The unit shall forward the equipment, together with a completed DFG
1045 to its First/Second Line EME supporting unit.
b. If the repairs required are beyond the scope of the EME unit, the
Workshop shall:
(1) Issue Beyond Immediate Repairs (BIR) Certificate to the unit.
(2) Forward the equipment with DFG 1045 to Base Workshop.
c. On receipt of the BIR Certificate, the unit shall apply for a replacement
through the normal channels.
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d. On receipt of the equipment together with the DFG 1045. Base Workshop
shall inspect and repair the equipment as necessary.
e. If the equipment cannot be repaired within 61 days because of lack of

spares, labour or for any other reason, Base Workshop shall declare the equipment
BIR and issue a BIR Certificate accordingly.
f. Equipment declared BIR by Base Workshop shall be marked “Repairable”

and backloaded to BOD (RSG) and shall be returned to Base Workshop for
repairs on a programmed basis as soon as spares or labour become available.
g. On completion of repairs, action shall be taken as follows:
(1) Base Workshop shall inform DEME, DOS and BOD by a copy of
a call-out notice.
(2) On receipt of a call-out notice, Base Ordnance Depot shall collect

the equipment from Base Workshop and inform DOS and GHQ (P & D)
for G controlled equipment or GHQ (LOG) for Q controlled equipment.
REPAIR LIMIT
1.09 Unless the equipment is seriously damaged due to accident or has become
obsolescent, it shall not be considered for casting until it reaches the following minimum
age limits:
a. ‘A’ Vehicles — 15 years

b. ‘B’ Vehicles (operational) — 10 years or 250,000 km.
c. ‘B’ vehicles (Non-operational) — 10 years or 250, 00 km.
d. Buses and Domestic Vehicles — 10 years or 250,000 km.
e. Staff cars — 8 years or 200,000 km.
f. Office Machinery — 6 years.
g. Refrigeration Bottle Coolers — 10 years
h. Domestic Air Conditioners — 6 years
i. Bicycles — 5 years.
1.10 Apart from the above requirement the following factors shall also be taken into
consideration in the casting process.
a. Original cost/Replacement cost.
b. Estimated cost of repairs.
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c. Availability of replacements.
d. Obsolescence.
CASTING PROCEDURE
1.11 When an Electrical and Mechanical Engineering unit requested to repair an
equipment that exceeds the age limit set out above and the repair cost is assessed to
exceed 45% of the replacement cost, the EME workshop would initiate provisional
condemnation certificate DFL 4222 to the Director, Electrical and Mechanical Engineers
(DEME). The DEME shall review the recommendation, append his comments and
forward it to GHQ (LOG) or GHQ (P & D) for Q or G controlled equipment respectively.
1.12 The final list of equipment approved to be cast shall be submitted to DEME who
would ask the originating workshop to prepare the final Condemnation Certificate DFG
1043 for the equipment to be backloaded to BOD.
TECHNICAL INSPECTIONS
1.13 Technical Inspection of all vehicles and equipment shall be conducted annually
by EME Directorate to determine the following:
a. Storage facilities available.

b. Level of maintenance.
c. Operational efficiency.
d. Documentation.
e. Holdings.
f. Any other details as may be specified by the DEME.
1.14 Copies of the inspection report shall be forwarded to the applicable Service
Headquarters, Director General (P & D) and Director General Logistics.
PROVISIONING OF SPARES OF REPAIRS

1.15 Initial provisioning of spares for repairs on the introduction of a new equipment
shall be based on estimate of the fast moving spares required for the first two years.
Subsequent annual provisioning shall be based on wastage reviews by EME Scales.
1.16 The DEME shall be responsible for drawing up the First AID Mechanical
Transport Outfit (FAMTO), the First Aid Technical Stores Outfit (FATSO) for the LAD
and provisioning schedules for the EME Workshops to support the repair effort anytime a
new equipment is taken into service.
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VOLUME 4
PART 4
SECTION 2
Article 2.01—2.10
CONTROL, ORGANISATON AND OPERATION OF EME

DETACHMENT—MILITARY HOSPITAL
GENERAL
2.01 These instructions deal with the composition, duties and command/control of the
EME detachment at the Military Hospital and also detail the procedures for inspection,
maintenance and repair of all equipment of EME responsibility within the medical
service of the Armed Forces.
RESPONSIBILITY
2.02 The Detachment shall be responsible for the inspection, maintenance and repairs
of the following at the Military Hospital:
a. Vehicles.
b. Electromedical equipment and all associated equipment.
c. Fridges, deep freezers and air conditioners.
d. Mortuary cold rooms.
2.03 The Detachment shall also from time to time upon the directives from the
Director Electrical and Mechanical Engineers, carry out inspection and repairs on
electromedical and associated equipment on charge to all the military medical centres in
the country.
COMPOSITION
2.04 The Detachment shall be headed by a commissioned officer of the rank of a Major
with a Warrant Officer Class I a Second in Command. The organization of the
Detachment is attached as Annex ‘A’ to Articles 2.01-2.10 to Part 4 of CSIP volume 4.
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COMMAND AND CONTROL
2.05 The Detachment shall be under the command of Commanding officer Military
Hospital and shall be permanently attached to the Military Hospital for all purpose. The
Detachment shall only be under the technical direction of the Director, Electrical and
Mechanical Engineers.
REPAIR CHANNELS
2.06 The following procedure for obtaining service at the Detachment will be followed
strictly. The equipment for repairs shall be channelled as follows:
a. The department concerned shall report the fault to the Quartermaster
Military Hospital who would raise DFG 1045 to the OIC EME Detachment.
b. On receipt of the DFC 1045, the OIC EME Detachment shall control it
and carry out the repairs as necessary.
c. If the equipment cannot be repaired immediately due to non-availability of

spares or unforeseen circumstances, the Detachment shall inform the
Quartermaster as well as the Director Electrical and Mechanical Engineers and
thereafter submit progress report quarterly.
d. When an equipment goes faulty in an outstation, the Medical Reception

Station shall make a report to the nearest Electrical and Mechanical Engineers
Workshop who shall in turn inform the Director Electrical and Mechanical
Engineers for necessary action to be taken if the repairs cannot be done locally.
Note: Except in emergency cases, the Detachment shall not accept jobs directly from
departments without DFC 1045 accompanying them.
COMPLETION OF REPAIRS
2.07 On completion of repair, action shall be taken as follows:
a. The Detachment shall inform the department concerned through the

Quartermaster by a copy of a call-out notice for collection of the equipment.
b. On receipt of the notice for collection, the department’s representative

shall inspect the equipment and satisfy himself that the equipment is in good
working order.
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c. After the acceptance of the equipment by the department, Quartermaster
shall record in his Log/Master Book, the details of successful completion of the
repairs on the particular equipment.
WORK RECORD BOOK
2.08 The work record book as per attached Defence Book 612 shall be maintained by
the detachment and kept by the officer in-charge.
ROUTINE MAINTENANCE OF EQUIPMENT
2.09 The Detachment shall carry out monthly/quarterly routine maintenance on all the
Electromedical and associated equipment in the Military Hospital and all Medical
Reception Stations except for equipment whose routine maintenance is contracted to the
manufacturer’s Agents/local consultants.
PROGRESS RETURNS
2.10 Progress return on all equipment repaired shall be forwarded to the Electrical and
Mechanical Engineers Directorate quarterly.
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ANNEX A TO
ARTICLE 2.01—2.10 TO
MILITARY HOSPITAL LAD

ORGANISATIONAL STRUCTURE
OIC
2IC
PWF
CHIEF CLERK
STOREMAN
ELECTROMED REF/AIRCON VEH ELECTRICIANS

TECHS MECH/ELECT GEN MECHS
TECHS 0 X 10
0 X 20 0 X 12 0X6
MACHINIST METAL SMITH CARPENTERS PLUMBERS MASONS

0X4 0X4 0X4 0X4 0X4
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A—1
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DEFENCE BOOK 612

(JUNE 1972)
WORK RECORD BOOK
Work
Details
Unit/ and Incident
Job of DATES
Dept Stores Report
Eqpt.
Required
Stores Work Eqpt for Workshop
Log
Voucher 1045 1045
Demanded Received Commenced Completed Despatched Retained Book Remarks
No. No. Date
Entry
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VOLUME 4
PART 4
SECTION 3
Articles 3.01-3.04
PROVISIONING/STORAGE/ISSUING AND ACCOUNTING FOR

EME CONSUMABLE SPARES BY EME CORPS
GENERAL
3.01 Until this promulgation, the corps of Ordnance has been responsible for the
provisioning, storage, issuing and accounting for spare parts used by EME Workshops.
For some technical reasons some of which are difficulties in identifying spare parts and
slow processing of demands from EME Workshops, it has become necessary to have
EME Corps responsible for provisioning, storage, issuing and accounting for EME
consumable spares.
DEFINITION OF EME CONSUMABLE SPARES

3.02 EME consumable spares consist of spare parts and expendable materials solely
used by EME Workshops. These include the following:
a. A and B vehicle spares.
b. Batteries and tyres for A and B vehicles.
c. Air conditioners and refrigerator spares.
d. Office machine spares.
e. Weapon spares.
f. Expendable materials like paint, battery acid, welding rods and thinner.
PROCEDURE FOR PROVISIONING OF SPARES

3.03 The following procedure should be followed:
a. The DEME shall determine the spares to be procured based on the
knowledge of stock holdings.
b. The DEME shall indent for the spares required through the Procurement
Branch at Logistics Department.
c. The DEME shall receive the delivered spares and account for them.
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STORAGE, ISSUING AND ACCOUNTING FOR SPARES

3.04 The EME Stores Group shall be responsible for the following:
a. Taking delivery of stores procured for EME from overseas/local sources.
b. Checking the stores for deficiencies, losses and damages.
c. Binning the spares as per store regulations pertaining to the Armed Forces
by making use of bin card, account cards and ledgers.
d. Receiving indents from EME Workshops, controlling them and issuing

spares to the Workshops.
e. Accounting for the spares received, issued out and remaining balance.
f. Declaring stock position of all spares to EME Scales at EME Directorate

monthly to ensure close monitoring by EME.
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VOLUME 4
PART 4
SECTION 4
POLICY ON ROUTINE MAINTENANCE OF VEHICLES
GENERAL
4.01 There is much to be desired in the maintenance of vehicles in the Ghana Armed
Forces. The current high cost of capital equipment makes it rather obligatory that
equipment once procured are maintained properly in order to derive the maximum benefit
out of them.
LEVELS OF SERVICING
4.02 There shall be four (4) levels of servicing of vehicles in the Armed Forces. These
levels of servicing shall be designated as ‘A’, ‘B’ ‘C’ and ‘D’.
4.03 ‘A’ Servicing. ‘A’ servicing shall be carried out in units by EME attached
personnel. Units without LADs shall rely on their supporting second line EME
workshops. ‘A’ servicing shall be carried out at speedometer readings indicated at
Annexes A and B (Annex A for staff cars and B for other vehicles). The checks to be
conducted and details of work to be carried out at ‘A’ servicing are given at Annex C.
4.04 B, C and D Servicing shall be carried out at Unit LADs. Field Workshops and
Base Workshop respectively at speedometer readings indicated at Annexes A and B. The
checks to be conducted and details of work to be carried out at B, C and D servicing are
given at Annex C. The work order shall apply generally to all vehicles with little
variations between petrol and diesel vehicles.
DOWN TIMINGS
4.05 In order to help units plan their admin duties when vehicles are due for servicing,
the following down timings should be taken as a guide:
a. ‘A’ Servicing should take between 1 and 2 days.
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b. ‘B’ Servicing should take between 2 and 4 days.

c. ‘C’ Servicing should take between 3 and 8 days.
d. ‘D’ Servicing should take between 1 and 4 weeks.
SUPPLY OF LUBRICANTS
4.06 The Director, Supply and Transport shall make available to LADs, Field
Workshops and Base Workshop on demand adequate quantities of various grades of
lubricants on monthly basis for the servicing of vehicles.
ROUTINE SERVICING RETURNS
4.07 Base Workshop, Field Workshops and LADs shall submit returns to Director,
Electrical and Mechanical Engineers at the end of every quarter with information copy to
Director, Supply and Transport giving the following details
a. Owner Unit of Vehicle.
b. Registration Number.
c. Type of servicing carried out.
d. Speedometer reading.
e. Speedometer reading for next servicing.
REVIEW OF TECHNICAL DATA
4.08 The Director, Electrical and Mechanical Engineers may periodically issue
technical instructions to up-date information contained in Annexes A to C.
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ANNEX ‘A’ TO
SERVICING SCHEDULE OF STAFF CARS
Speedometer Type of Servicing Speedometer Type of Servicing

Reading Reading
(KMs) A B C D (KMs) A B C D
(a) (b) (c) (d) (e) (a) (b) (c) (d) (e)
2000 X 68,000 X
4000 X 70,000 X
6000 X 72,000 X
8000 X 74,000 X
10000 X 76,000 X
12000 X 78,000 X
14000 X 80,000 X
16000 X 82,000 X
18000 X 84,000 X
20000 X 86,000 X
22000 X 88,000 X
24000 X 90,000 X
26000 X 92,000 X
28000 X 94,000 X
30000 X 96,000 X
32000 X 98,000 X
34000 X 100,000 X
38000 X 102,000 X
104,000 X
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(a) (b) (c) (d) (e) (a) (b) (c) (d) (e)
40000 X 106,000 X
42000 X 108000 X
44000 X 110,000 X
46000 X 112,000 X
48000 X 114,000 X
50000 X 116,000 X
52000 X 118,000 X
54000 X 120,000 X
56000 X 122,000 X
58000 X 124,000 X
60000 X 126,000 X
62000 X 128,000 X
64000 X 130,000 X
66000 X 132,000 X
134000 X 220,000 X
136000 X 222,000 X
138000 X 224,000 X
140000 X 226,000 X
142000 X 228,000 X
144000 X 230,000 X
146000 X 232,000 X
148000 X 234,000 X
150000 X 236,000 X
152000 X 238,000 X
154000 X 240,000
156000 X 242,000 X
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(a) (b) (c) (d) (e) (a) (b) (c) (d) (e)
158000 X 244,000 X
160000 X 246,000 X
162000 X 248,000 X
164000 X 250,000 X
168000 X 252,000 X
170000 X 254,000 X
172000 X 256,000 X
174000 X 258,000 X
176000 X 260,000 X
178000 X 262,000
180000 X 264,000 X X
182000 X 266,000 X
184000 X 268,000 X
186000 X 270,000 X
188000 X 272,000 X
190000 X 274,000 X
192000 X 276,000 X
194000 X 278,000
196000 X 280,000 X
198000 X 282,000 X X
200000 X 284,000 X
202000 X 286,000 X
204000 X 288,000 X
206000 X 290,000 X
208000 X 292,000 X
210000 X 294,000 X
212000 X 296,000 X
214000 X 298,000 X
216000 X 300,000 X
218000 X 302,000
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ANNEX ‘B’ TO
SERVICING SCHEDULE OF LIGHT/HEAVY VEHICLES
Speedometer Type of Servicing Speedometer Type of Servicing

Reading Reading
(Kms) A B C D (Kms) A B C D
(a) (b) (c) (d) (e) (a) (b) (c) (d) (e)
5000 X 155,000 X
10000 X 160,000 X
15000 X 165,000 X
200000 X 170,000 X
250000 X 175,000 X
300000 X 180,000 X
350000 X 185,000 X
400000 X 190,000 X
450000 X 195,000 X
500000 X 200,000 X
550000 X 205,000 X
600000 X 210,000 X
650000 X 215,000 X
700000 X 220,000 X
750000 X 225,000 X
800000 X 230,000 X
850000 X 235,000 X
900000 X 240,000 X
950000 X 245,000 X
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(a) (b) (c) (d) (e) (a) (b) (c) (d) (e)
100000 X 250,000 X
150000 X 255,000 X
110000 X 260,000 X
115000 X 265,000 X
120000 X 270,000 X
125000 X 275,000 X
130000 X 280,000 X
135000 X 285,000 X
140000 X 290,000 X
145000 X 295,000 X
150000 X 300,000 X
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ANNEX ‘C’ TO
LEVEL OF SERVICING WORK ORDER
Srl Level of Servicing Actions Required Remarks

(a) (b) (c) (d)
A 1. Wash vehicle. Driver’s

Responsibility
Lubrication
2. Check water level in radiator. Top up if

necessary with clean water. Add
recommended quantity of anti-corrosive
agent. Check for leakages from cooling
system. Rectify if necessary.
3. Check oil level in sump. If necessary, top
up with recommended brand of oil.
Check for oil leakages. Rectify if
necessary.
4. Check fuel level in tank and secure fuel
tank cap. Rectify fuel leakage, if any.
5. Check oil level in gear box, top up if
necessary
6. Check oil level in rear axle, top up if
necessary.
7. Check level of brake fluid in brake and
clutch master cylinders. Top up if
necessary.
8. Lubricate with oil can accelerator
linkages, clutch pedal pivot pins, foot
brakes linkages and parking brake cables,
door hinges, door latches, bonnet hinges,
bonnet stay rods, bonnet opening cables,
locking level and load body hinges.
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(a) (b) (c) (d)
A 9. Grease with grease gun

a. Propeller shaft ‘U’ joints.
Propeller shaft sliding yoke.
Propeller shaft centre bearing.
b. King pins, tie rod ball joints, drag
link ball joints.
c. Front spring pins.
d. Rear spring pins.
Maintenance
10. Remove and clean oil filter housing.

Change filter cartridge. Use genuine filter
cartridge only. Check condition of oil seals
and ‘G’ ring and replace if found
defective.
11. Clean pre-filter at feed pump. Remove
drain plug of fuel filter and drain off
sediments. Bleed the fuel system.
12. Change oil in air cleaner bowl, fill to
correct level.
13. Check condition of fan belt. Replace if
found defective. Adjust fan belt tension.
14. Check the performance of brakes
applying/releasing the brakes, adjust if
necessary.
15. Check and adjust parking brakes if
necessary.
16. Check electrolyte level in battery and add
distilled water if necessary. Check battery
mountings. Clean battery terminals,
tighten terminals and smear vaseline/
petroleum jelly.
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(a) (b) (c) (d)

A 17. Check head lumps focus. Adjust if
necessary.
18. Check electrical gadgets for proper

functioning. Rectify if necessary.
19. Check and clean sparking plugs. Adjust if

necessary.
20. Check fuel filter. Wash/change as

necessary.
21. Check and clean contact set. Adjust if

necessary.
22. Check and tighten if necessary the

following:
a. Oil sump mounting screws.
b. Oil cooler mounting screws.
c. Push rod chamber cover mounting

screws.
d. Timing gear cover mounting

screws.
e. Cylinder head cover mounting

screws.
f. Oil pressure pipe union at oil

filter.
g. Oil and fuel line connections.
h. Exhaust manifold and silencer

mounting bolts.
i. Fuel filter and its mounting

bracket screws.
j. Air filter mounting bolts and air

duct hose connections
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(a) (b) (c) (d)

A k. Engine, clutch housing and radiator
mounting bolts.
l. Radiator hose connections.
m. Mounting of vacuum booster and

tandem master cylinders, clutch master
and slave cylinder
n. Gear box mounting screws.
o. Propeller shaft centre bearing bracket

mounting bolts.
p. Axle shaft mounting with hub.
q. ‘U’ bolts nuts of front and rear springs.

Anti-roll bar mounting. Nuts of spring
pins.
r. Joints of pitman arm, drag link and tie

rod.
s. Steering gear box and its mounting

bracket bolts. ‘U’ joints on steering
spindle.
t. Air and hydraulic line connections.

Bolt holding brake adjuster assembly to
anchor plate. Anchor plate mounting
bolts.
u. Mounting bolts of alternator, starter

motor and wiper motor.
v. Battery mounting bolts.
w. All electrical wire connections.
x. Head lamp mounting screws.
y. Wheel mounting nuts.
z. Mounting of driver’s cab, load body to

frame.
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(a) (b) (c) (d)
aa. Check under car and body
bb. Check tyres and pressures
cc. Check tools and eqpt
B dd. Test veh.
1. Repeat A Servicing.
2. Check oil level in steering gear box.

Top up if necessary
3. Clean strainer in fuel line/tank.

Remove fuel tank drain plug and drain
off sediments. Clean pre-filter at feed
pump. Clean fuel filter bowl and
replace filter element. Bleed the fuel
system.
4. Remove, clean and refit air cleaner.

Check condition of sealing ring.
Replace, if necessary. Change oil in air
cleaner bowl.
5. Change engine oil. Use recommended

brand of oil.
6. Check condition of fan belt. Replace if

found defective. Adjust fan belt
tension.
7. Check valve clearance and adjust if

necessary.
8. Check and service carburetor
9. Lubricate with oil can pinion bushing

of starter motor and wiper motor
linkages.
10. Check doors for proper opening and

closing.
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(a) (b) (c) (d)

C 1. Repeat A & B Servicing.
2. Change oil in gear box. Use
recommended brand of oil.
3. Change oil in axle. Use recommended
grade of oil.
4. Change contact set, if pitted.
5. Remove front and rear wheel hub
bearings. Change grease. Refit hubs
and adjust bearing play. Replace
damage/worn parts.
6. Check shock absorber. Replace, if
defective.
7. Check front and rear brake linings.
Replace if necessary.
8. Check the vacuum booster gaiter for
proper fitting and damage. Replace if
necessary.
D 1. Repeat A, B, and C servicing.

2. Change water in cooling system
(engine and radiator). Add
recommended quantity of anticorrosive
agent.
3. Remove and check thermostat for
correct functioning if not already
removed.
4. Remove injection nozzles. Test for
pressure and spray characteristics. DO
NOT DISASSEMBLE IF FOUND
CORRECT.
5. Remove clutch release fork support
bearing. Apply light coat of
recommended grease and refit.
6. Check wheel alignment and adjust if
necessary.
7. Check and adjust steering wheel free
play.
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(a) (b) (c) (d)

8. Dismantle front and rear springs. Clean
and apply graphic grease. Check and if
necessary replace eye bushes.
9. Change break fluid in the brake system

and bleed the system.
10. Check front and rear brake linings.

Replace if necessary.
11. Change filters and gaiter of vacuum

booster.
12. Check battery cells with tester and

specific gravity of electrolyte with
hydrometer. Recondition battery if
necessary.
13. Apply grease to door lock linner racket

and pawl.
14. Change oil in steering gear box. Use

recommended brand of oil.
15. Overhaul the vacuum booster assembly

using recommended repair kit
(consisting of non-return valve, rubber
grommet, sealing ring, operating rod
assembly, filters lip seal and gaiter) and
diaphragm. Replace pivot plate
assembly if necessary.
16. Dismantle, clean, inspect and

reassemble tandem master cylinder,
wheel cylinders, brake system, clutch
master cylinder and slave cylinder of
clutch actuation mechanism..
17. Overhaul Carburetor.

18. Change sparking plugs.
19. Overhaul distributor.
20. Decarbonize cylinder head if required.
21. Repair and re-spray body if necessary.
22. Check airconditioner.
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VOLUME 4
PART 4
SECTION 5
CHARGES FOR RECOVERY ASSISTANCE

GENERAL
5.01 These instructions lay down the charges to be raised when recovery assistance is
provided for military and civilian personnel of Ministry of Defence/GHQ, outside
agencies and the general public and the procedure to be followed when such assistance is
required.
SERVICE CHARGE
5.02 In order to avoid the need for frequent revision of the charges, usually due to
changes in cost of fuel, computation of the amount to be charged shall be made a function
of the price of fuel at the time the service is rendered.
5.03 The amount to be charged shall be in two parts: Standard charge and mileage
charge. The standard charge shall be levied for the use of the recovery resources and
mileage charge levied on the fuel and lubricants used. The service charge will therefore
be the sum of the standard charge and the mileage charge.
a. Standard Charge. A standard charge of (10 x F) cedis per man hour shall
be charged for every recovery vehicle used (where F stands for the price in cedis
of one litre of fuel). The time shall be calculated from the moment the recovery
vehicle leaves the Electrical and Mechanical Engineers unit or installation until it
returns. The following formula shall be used in calculating the standard charge:
(1) Standard Charge = 10 x F x No of personnel x Total number of

hour used. For the Purpose of this calculation the recovery crew shall not
exceed the following:
(a) Light Recovery Vehicle — Two (2) Men.

(b) Medium Recovery Vehicle — Four (4) Men.
(c) Heavy Recovery Veh/Low Loader—Five (5) Men.
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b. Mileage Charge. In addition to the hourly charge, a record of distance

covered in kilometers shall be kept and charges calculated at rates depending on
the type of recovery vehicle employed. The mileage charge shall be calculated as
follows:
(1) Mileage Charge = Rate/km x Total distance covered. The rates to

be used are given in the table below.
Type of Rec Veh RATES
Armed Forces Pers and GOVT Organisation Private Firms and

MOD Civilian Employees Individuals
Light Rec Veh 0.3 x F/km 0.5 F/km 0.8 F/km

Meduim Rec Veh 0.5 x F/km 0.8 F/km 1.2 F/km
Heavy Rec Veh 0.9 x F/km 1.2 F/km 1.5 F/km
Lowloader 0.9 x F/km 1.2 F/km 1.5 F/km
PREPARATION OF RECOVERY CHARGES
5.04 Charges for recovery assistance shall be prepared by the Electrical and
Mechanical Engineers unit providing the service on Defence Form H.1860 on which the
following particulars must be indicated and the charges calculated accordingly:
a. Type and Registration Number of vehicle(s) used.

b. Number of man-hour used.
c. Kilometers covered.
d. Work Ticket Number.
PAYMENT
5.05 All payments for recovery services from military personnel and MOD civilian
employees shall be made to the Cashier, Forces Pay Office, Accra. Such payments shall
be credited to “Armed Forces Suspense Account”. Payments from Government
Organizations, and the public shall be made direct to the Armed Forces Suspense
Account through CO/OC of unit providing the assistance.
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REQUEST FOR RECOVERY ASSISTANCE
5.06 All requests for recovery assistance by individuals or outside agencies are to pass
through the EME unit performing the duty and must receive the approval from General
Headquarters (Logistics) before the assistance is given, except in emergency situations
where recovery assistance is required to either save life or prevent accidents. In such a
situation the CO/OC of the EME unit could carry out the task but must inform DG (LOG)
within 48 hours. Application for recovery assistance shall be submitted on the DFG 1045
(P). Copy attached as Annex ‘A’
5.07 Individuals or outside agencies requesting recovery assistance from the Armed
Force shall be made to sign an Indemnity Certificate absolving the Electrical and
Mechanical Engineers unit or the Armed Forces of any liability in respect of any damages
that may occur to the property of the person requesting the recovery services.
5.08 The Indemnity Certificate shall take the form shown in Annex ‘B’ of these
instructions.
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ANNEX ‘A’ TO
DFG 1045 (P)
(To be completed in quintuplicate)
APPLICATION FOR RECOVERY OF NON-MILITARY VEHICLE
PART I
To be completed by Applicant:
1. Make/Type of Vehicle ……………………………………………………..
2. Registration No: ……………………………………………………………
3. Location: …………………………………………………………………...
4. State of Casualty: …………………………………………………………..
5. Destination (Where casualty is to be sent)………………………………….
6. Particulars of Owner:……………………………………………………….
7. Unit/Address of Owner:…………………………………………………….
8. Date recovery required:……………………………………………………..
Date:………………………… ………………………………………
Applicant
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PART II
(To be completed by EME Workshop nearest casualty)
1. Task can be performed/cannot be performed by unit.

2. Reason for Unit,s inability to perform the task.
Unit:………………………………………………………………………………………...
Date:………………………. ………………………………………
EME Unit Comd
PART III
(To be completed by Director, Electrical and Mechanical Engineers)
Date:………………………………… ………………………………………
DEME
PART IV
(To be completed at GHQ (Logistics))
1. Recovery approved/not approved

2. S & T to issue POL.
3. EME Workshop to raise DFP 1680 against the applicant and submit to
FPO for action.
Date:……………………… ………………………………
DG (LOG)
PART V
(To be completed at FPO)
An amount of:…………………………in recovery charges duly recovered as directed

and paid into the Armed Forces Suspense Account.
Date:………………………… ………………………………
CO FPO
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ANNEX ‘B’ TO
INDEMNITY CERTIFICATE
I understand and agree that any recovery service rendered by the Armed Forces to
me at my request is rendered on the condition that I shall have no right to compensation
either against the Armed Forces or against any officer or any other person giving me such
assistance for any loss or damage which I shall suffer in the rendering of that service.
Name:…………………………. Signature:…………………………………...
Address………………………..............................................................................................
……………………………………………………………………………………………...
………………………………………………………………………………………………
Date:…………………. Place:…………………………………..........
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VOLUME 4
PART 4
SECTION 6
POLICY ON CASTING OF TECHNICAL EQUIPMENT
GENERAL
6.01 An equipment which is uneconomical to maintain or retain in service should be

cast. The life span of any given equipment depends on the role it is designed to play from
the day it is commissioned into service until the day it is no more battle worthy and has to
be replaced.
6.02 However, an equipment may be considered uneconomical for retention in the

service but for the mere fact that such an equipment cannot be placed by a new one
immediately to meet operational requirements, may necessarily compel its retention until
a replacement is available.
6.03 A realistic casting policy therefore should lay down the principles to be observed
and the procedures to be followed by all Departments, Directorates, Service HQs and
Units in casting of all technical equipment to ensure uniformity throughout the Armed
Forces.
GUIDING PRINCIPLES
6.04 The casting of technical equipment in the Ghana Armed Forces shall be governed
by the following principles.
a. Technical equipment shall be cast only when it is declared obsolete,

beyond economic repairs (BER) or beyond repairs (BR) by the approving
authority at GHQ on recommendation of a Technical Equipment Casting
Committee.
b. Equipment casting committees shall be appointed by any Service
Commander, Director of Communications (D Comm), Director of Electrical and
Mechanical Engineers (DEME) and Director of Engineer Services (DES).
c. Application to cast a particular piece of technical equipment shall be
submitted to the General Headquarters (Logistics) using the form attached as
Annex A to this policy.
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d. No technical equipment shall be cast unless such an action is approved by

the CDS.
e. GHQ shall prescribe the mode of disposal of each technical equipment

approved for casting.
f. No cast equipment shall be disposed of in a manner other than that

prescribed by the CDS.
LIFE OF EQUIPMENT
6.05 On the introduction of any new equipment into the Ghana Armed Forces the life
span of the equipment must always be stated on the release authority. Where this
information is not readily available an estimated life span should be given by Director
General (Plans & Dev) in consultation with the appropriate Director.
RESPONSIBILITIES
6.06 Responsibilities for casting of technical equipment shall be as follows:
a. GHQ
(1) Approval of recommendations for the casting of all technical
equipment.
(2) Prescribing the mode of disposal of a technical equipment

approved to be cast.
(3) The D Comm shall evaluate recommendations for the casting of all
common user communications equipment.
(4) The DEME shall evaluate recommendations for the casting of all
common-user electrical, mechanical, electronic and electro-medical
technical equipment, other than common-user communications equipment
special to Signals and plant/machinery special to the Engineers.
(5) The DES shall evaluate recommendations for the casting of all
common-user engineer plant and machinery.
b. SERVICE HEADQUARTERS
(1) Each Service Commander shall evaluate recommendations for the

casting of special-to-service equipment to GHQ for casting.
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c. UNITS
(1) Submitting unit unserviceable equipment to the technical unit

responsible for the repairs of the equipment for the assessment of the
extent and cost of repairs.
(2) Striking off ledger charge technical equipment approved for

casting.
(3) Backloading all technical equipment approved for casting to the

disposal point prescribed by GHQ.
(4) Taking steps to get replacement for all unit technical equipment
cast.
d. EQUIPMENT CASTING COMMITTEE

(1) Composition. The composition of Equipment Casting Committee
at GHQ level shall be as follows.
(a) President (to be appointed by DG Log).

(b) DG(P&D) Rep — Member.
(c) DG (Log) Rep — Member.
(d) Service HQ Rep — Member
(e) Appropriate GHQ
Directorate Rep — Member/Secretary.
(2) Responsibilities. The committee shall be responsible for the

following:
(a) Evaluating technical report(s) on technical equipment

considered obsolete, BR or BER.
(b) Guiding Svc Comds. D Comm, DEME and DES on
appropriate recommendations to be submitted to GHQ in respect of
technical equipment to be cast.
PROCEDURE
6.07 The procedure for casting a particular piece of technical equipment shall be as
follows:
a. UNIT LEVEL
(1) The casting process shall be initiated by the technical unit
responsible for repairing the equipment.
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(2) The Technical Unit Commander shall complete Part I of DFL 4222
Application for Casting of Technical Equipment in quadruplicate. A copy
of DFL 4222 is attached as Annex A to this policy.
(3) The Technical Unit Commander shall forward 4 copies of the form
to the appropriate Service Headquarters for completion of Part 2 if the
equipment is a special-to-service equipment. If the equipment is not a
special-to-service equipment the unit commander shall forward all 4
copies of the form direct to either the D Comm, DEME or DES for further
action.
(4) The Technical Unit Commander shall attach to the completed DFL
4222 the appropriate technical inspection report.
b. Service Headquarters. The Service Commander shall complete Part 2 of

the DFL 4222 if the equipment is special-to-service equipment and forward the
completed form to the appropriate GHQ Directorate
c. GHQ Level. Following actions shall be taken:
(1) D Comm, DEME and DES. These Service Directors shall

complete Part 3 of the DL 4222 in respect of all common-user technical
equipment for which their Corps are responsible for maintenance, repair,
and rehabilitation and submit them to DG Log for further action.
(2) DG (LOG). The DG (Log) shall study all DFL 4222 submitted and
make appropriate recommendations on the advice of Equipment Casting
Committee to the CDS for approval.
(3) The CDS. The CDS may approve all DFL 4222 and prescribe the
mode of disposal of each technical equipment.
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ANNEX ‘A’ TO
DFL 4222
APPLICATION FOR CASTING OF TECHNICAL EQUIPMENT
(To be completed in quadruplicate) (1)
PART I
(To be completed by unit responsible for the repairs of equipment)
1. Unit…………………………………………………………………………………
2. Job requisition No ………………………………………………………………….
3. Particulars of Equipment:
a. Designation of equipment ………………………………………………….
b. Registration of equipment ………………………………………………….
c. Date of purchase …………………………………………………………...
d. Date taken into service …………………………………………………......
e. Life span of equipment …………………………………………………….
f. Initial Cost …………………………………………………………………
g. Present value (2) …………………………………………………………...
4. Repair Cost Assessment:
a. Cost of material/spares (3) …………………………………………………
b. Cost of labour (4) …………………………………………………………..
c. Total cost of repairs ……………………………………………………......
d. Repair limit (5) ……………………………………………………………..
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5. This equipment is classified….……………………………………………………..
6. General remarks on the state of equipment including recommendations on

whether or not it should be cast.
Date: ………………………….. ………………………………………………

Signature, Rank and Name of CO/OC
PART II
(To be completed by Service Commander for eqpt special-to-service only)
7. Remarks by Service Commander:
Date ………………… ………………………………………………………

Signature, Rank and Name of Service Commander
PART III
(To be completed by D Comm, DEME or DES)
8. Remarks by D Comm, DEME or DES:
Date …………………….. ………………………………………………………

Signature, Rank and Name and Appointment
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PART IV
(To be completed by DG (LOG) for ‘Q’ eqpt or by DG (P&D) for ‘G’ eqpt)
9. Remarks by DG (LOG)/DG(P&D)
Recommended/Nor Recommended
Date…………………….. ……………………………………………………....
Signature, Rank and Name of DG (LOG)/DG(P&D)
PART V
10. Remarks by the CDS:
a. I approve/disapprove the casting of this equipment.

b. Equipment to be disposed of by:……………………………………………
………………………………………………………………………………………
………………………………………………………………………………………
(delete if not applicable)
Date …………………….. ………………………………….

Signature of the CDS
Notes:
1. Approved forms to be distributed by DG (LOG)/DG(P&D) as follows:
a. Original to be retained by DG (LOG)/DG(P&D).
b. One copy to initiating workshop through the appropriate Directorate for
the issuing of Condemnation Certificate to support Part X Orders of the owner
unit.
c. One copy to DOS for advance information.
2. Evaluate present value as Initial Cost of New Equipment less Total Depreciation.
(Assume 6% annual rate of depreciation).
3. Attach list of spares and materials required to repair the technical equipment.
Indicate also cost of each spare part.
4. Cost of labour is to be 25% of cost of spares.
5. Repair limit is 45% of the replacement cost of the equipment.
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VOLUME 4
PART 4
SECTION 7
STANDARDIZATION POLICY ON OFFICE MACHINES IN THE

GHANA ARMED FORCES
GENERAL
7.01 Various brands of Office Machines have been introduced into the Ghana Armed
Forces (GAF) to the extent that we have for example more than 10 brands of
photocopiers in use in the Armed Forces.
7.02 The lack of standardization in our office equipment has resulted in the following:
a. Inability to stock our spare parts shop with adequate maintenance spare
parts because of the numerous quantities of line items involved.
b. Inability to have specialist training on all the many models brought in.
c. Slow repair response from the workshop due to lack of repair experience
on some of the models. This contributes to longer downtime for the machines.
d. Drain on the scarce maintenance funds available since most of the models
have to be taken outside for local repairs at a higher cost.
7.03 In order to improve on our efficiency at the workshop and economise on the use
of our maintenance funds, it has become necessary to have a standardization policy that
would limit the number of brands/models of office machines in use in the Armed Forces
and provide a better maintenance climate for our office machines.
AIM
7.04 To evolve a Standardization Policy for officer machines in use in the Ghana
Armed Forces.
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SCOPE
7.05 The following shall be covered:

a. Policy Objectives.
b. Standardization of models.
c. Procurement Procedures.
d. Maintenance/Repair Responsibilities.
e. Returns.
f. Installations & Disposal.
g. Policy Review.
h. Promulgation.
POLICY OBJECTIVES
7.06 The policy aims at achieving the following objectives in the maintenance/repairs
of office machines in the GAF.
a. To have trained technicians available within the GAF to adequately handle

all the maintenance/repair problems of the selected standard models of office
machines.
b. To reduce the maintenance/repair bills occasioned by sending most of the

office machines for outside repairs because of lack of both experts and repair
experience in the GAF.
c. To reduce the downtime of most equipment undergoing repairs by making

fast moving spares of the selected models available at the workshop.
STANDARDIZATION OF MODELS
7.07 The standardization policy shall cover the following office machines in use in the
GAF:
a. Photocopiers.
b. Typewriters.
c. Airconditioners.
d. Computers.
e. Fax Machines.
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7.08 Photocopies. The following shall be approved brands of photocopiers:
a. MINOLTA.
b. CANON.
c. SHARP.
d. NASHUA.
7.09 Typewriters. The following shall be the approved brands of both manual and
electric typewriters:
a. OLYMPIA.
b. IBM.
c. OLIVETTI.
7.10 Airconditioners.
a. The following shall be the approved brands of room units, split

airconditioners and cold rooms.
(1) White Westinghouse.

(2) Delchi.
(3) Carrier.
(4) Samsung.
(5) Kelvinator.
b. The Horse power rating for both room units and split aircondition
compressors shall be either 2 or 21/2 only.
7.11 Computers. The standardization policy on computers shall be covered in a

separate policy issued through the DPC.
7.12 Fax Machines. The Standardization Policy on Fax machines shall be covered in a
separate policy issued through the D Comm.
PROCUREMENT PROCEDURES
7.13 Consulting Authority. The following Directorates shall be the Consulting

Directorates for the procurement of the following officer machines.
a. GHQ (EME): Photocopiers, Airconditioners and Typewriters.

b. GHQ (DPC):Computers.
c. GHQ (COMM): Fax machines.
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7.14 GHQ(ORD) shall be responsible for the procurement of all office machines
except for Computers and Fax machines for which DPC and D COMM respectively shall
be responsible for their procurement.
7.15 All officer machines shall be procured complete with all electrical accessories
required (i.e. electrical wires, sockets, voltage stabilizers etc) for the provision of a stable
power supply to the equipment. Thus, the electrical power source available in a room
where the equipment is to be installed shall first be studied and DES advice obtained
prior to the procurement of the equipment and accessories.
MAINTENANCE AND REPAIR RESPONSIBILITIES
7.16 GHQ(EME) shall exercise maintenance and repair responsibilities for the
following GAF office machines.
a. Typewriters.
b. Photocopiers.
c. Airconditioners/Cold rooms.
7.17 GHQ(DPC) and GHQ(COMM) shall exercise maintenance and repair

responsibility for GAF Computers and Fax machines respectively.
7.18 GAF shall not be responsible for the maintenance/repairs of office eqpt
brands/models procured outside the standardized list covered by this policy after the
promulgation of the policy.
7.19 Routine Maintenance. Directorates responsible for the maintenance/repairs of

GAF office machines shall plan regular inspections and servicing of these equipments at
periods recommended by the manufacturers.
RETURNS
7.20 GHQ(ORD) shall initiate action for units to submit yearly returns on office
machines of GHQ(ORD) procurement responsibility by 30 June. Information copies of
such returns are to be given to GHQ(EME). Similarly, GHQ(DPC) and GHQ(COMM)
shall initiate action for units to submit similar returns on Computers and Fax machines
respectively by 30 June.
7.21 Returns should include decal numbers assigned by the procuring Directorate as
well as unit’s own identification numbers assigned to their privately acquired eqpt.
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7.22 Directorates responsible for the maintenance of these office machines shall not be
made responsible for the maintenance of officer machines for which no returns are
submitted.
INSTALLATION AND DISPOSAL
7.23 Installation of Office Equipment, DES and DEME shall jointly carry out
installation of all airconditioners received by GAF unless suppliers are contracted to
install. The appropriate Directorate shall be informed of the installation of the other office
equipments.
7.24 The policy for condemnation and disposal of all ’Q’ controlled equipment shall
apply.
POLICY REVIEWS
7.25 The policy shall be reviewed once every two years.
PROCEDURE FOR REVIEWS
7.26 Sponsoring Unit/Dept should write to DG(LOG) with information copies to

GHQ(ORD), GHQ(EME), GHQ(DPC) and GHQ(COMM) on aspects of the policy that
needs to be reviewed.
7.27 DG(LOG) should then convene a board made of representatives from the sponsor
unit, GHQ(LOG), GHQ(ORD), GHQ(EME), GHQ(DPC) and GHQ(COMM) to study the
case and make recommendations.
7.28 Recommendations should be studied by DG(LOG) and where necessary reviews

should be initiated for the CDS approval.
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177
VOLUME 4
PART 5 (PROC)
1. PROCUREMENT PROCEDURE IN THE GHANA

ARMED FORCES 1.01—1.28
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178
VOLUME 4
PART 5
SECTION 1
PROCUREMENT PROCEDURE IN THE GHANA ARMED FORCES
INTRODUCTION
101. With the current Government policy geared towards thorough and realistic
planning to ensure growth and development, the call for judicious use of the budgetary
allocations to MOD and other sectors of the economy, the art of purchasing must reflect
economy, efficiency and effectiveness.
1.02 In breaking away from the provision of adhoc logistics support and evolving
positive strategic approach to logistics programmes and policies, the guiding principles in
managing the meager resources must be, economy, foresight and flexibility.
1.03 The Procurement Directorate which is responsible for directing all procurement
matters in the Ghana Armed Forces, on the authority of the Defence Procurement
Planning Committee (DPPC) shall among others perform the following functions:
a. Formulating Procurement Policy for the Armed Forces.
b. Determination of source(s) of supply and recommending or processing

procurement of cost-effective equipment and stores for the Ghana Armed Forces.
c. Maintenance of supply schedules for the Ghana Armed Forces.
1.04 The current Procurement Procedure which all indentors are required to comply
with is to ensure that proper sourcing is done and contracts are properly
administered to obtain the right quality and quantity of the Ghana Armed Forces
requirement at the right place, at the right time and at the most competitive price.
PROCEDURE
1.05 All indentors must:
a. Ascertain that the item(s) required is/are in the approved budget for the
fiscal year.
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b. Ascertain that the budget balance(s) against the item(s) can support the
purchase of the proposed item (s).
c. Raise appropriate indent on General Headquarters (Procurement).
d. State clearly the specifications of the item(s) required.
e. Categorize and limit items to 20 on a particular indent.
f. Indicate where samples are required for evaluation or supported by

previous trial reports.
g. State prospective source(s) if known with full address(es)/ location(s). The

suggested prospective suppliers(s) must be based on proven reliability, experience
and competence.
1.06 GHQ (LOG)/Procurement Directorate shall within 48 hours of receipt of the

indents, send out trade enquiries for the item(s) giving appropriate deadline by which the
supplier(s) should react to the enquiries. The deadline for local suppliers shall be 7
working days whilst that for overseas suppliers shall be 6 weeks.
1.07 On receipt of the completed tenders, the DG Log shall arrange for the opening of
the Tender Box to enable DPROC prepare Quotation Analysis within 48 hours of the
opening of the Tender Box. The following representatives shall be present at the opening
of the Tender Box DG LOG, Defence Financial Comptroller, Indentor, Procurement
Directorate and Chief Director Ministry of Defence.
1.08 Samples submitted in response to the enquiries shall be given to the indentor(s)
for examination and trial report(s) submitted to the DG Log. Duration of the trial shall
depend upon the equipment being tried.
1.09 The DPROC shall within 3 days thereafter, submit certified copies of the
Quotation Analysis signed by DPROC to the Chairman of the Procurement Committee
and the respective indentor.
1.10 The Chairman shall convene the Procurement Committee to discuss and
determine the most cost-effective source(s) of supply. The composition of the
Procurement Committee is attached as Annex A.
1.11 The Secretary of the Procurement Committee must within 3 days of the
completion of the meeting of the committee notify the indentor(s) of the outcome of the
meeting by submitting to them copies of the approved quotation analysis signed by DG
LOG and where necessary minutes of the meeting.
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180
1.12 The indentor must, within 3 days of receipt of such notification prepare and
submit to DG PLANS & DEVELOPMENT either Defence Form for Procurement DFP
9522 (Local) Annex ‘B’ or DFP 9523 (Overseas) Annex “C” depending on the source of
supply of the item(s) required with a copy of the approved quotation analysis attached to
it.
1.13 The DG LOG shall on receipt of the completed DFP 9522 or DFP 9523 refer the
forms to the DFC to complete the appropriate column.
1.14 a. The DFC shall confirm the availability of funds for the purchase of the
item(s) listed in the DFP 9522 or DFP 9523.
b. If funds are available, the DG LOG shall forward the application forms
with a memo immediately to the Chief of the Defence Staff (CDS) through the
Chief of Staff (COS) for approval within 7 days.
c. The CDS may approve all local purchases irrespective of the amount. In
the case of overseas purchases he may approve up to £500,000.00 or equivalent.
d. If funds are not available from the indentor’s budget allocation for the
purchase, but the item(s) concerned is/are urgently required for the efficient and
effective running of the Armed Forces the DFC shall submit alternative proposals
to the CDS on the funding of the purchase(s)
e. If, however, the item(s) is/are not urgently required, the DFC shall return
the form to the indentor through DG LOG indicating the budget balance for the
particular item(s) for the guidance of the indentor.
1.15. The Chief of the Defence Staff (CDS) shall approve the DFP 9522 or DFP 9523
and either return the completed forms to the DG LOG for processing for procurement or
forward the DFP 9523 to the Minister for Defence for his approval if the value of the
item exceeds £500,000.00.
1.16. a. The DG LOG shall request the indentor whose application has been
approved by the CDS to submit certificate of Allotment Balance through
Procurement Directorate to enable action to be taken by the DFC to commit funds
for the purchase(s) within 72 working hours.
b. After the committal of funds by the DFC, the DG LOG in conjunction

with the Procurement Directorate shall issue Confirming Order (a standard
contract form), appropriately amended, to the supplier to deliver the item(s) as
agreed.
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181
c. In the case of overseas orders (approved by the Minister for Defence on

DFP 9523), the MOD(CD) shall notify the DFC of applications approved by
the Minister for Defence, to enable the DFC commit the necessary funds as
directed by the Minister for Defence.
d. After committal of funds for overseas purchase(s) the DFC shall notify the
DG LOG and Procurement Directorate to issue the necessary Confirming Orders
on the Supplier(s) concerned.
1.17. Where the Order is for bulk purchase of materials or military

hardware/equipment, a formal contract, as distinct from the standard form contract
referred to above, shall be entered into between the MOD and supplier(s). Such contracts
shall be signed by the Minster for Defence on behalf of the Government of Ghana.
1.18. The DG LOG shall prepare 16 copies of the formal contract for distribution as per
the list shown in Annex ‘D’ for follow-up action.
1.19. Emergency Purchases. Where items are urgently required locally in emergency
situations, emergency purchases may be made by the indentor in consultation with
Procurement Directorate outside the tender system. For competitiveness a minimum of 3
different accredited suppliers shall be invited and Quotation Analysis prepared and
certified by DPROC. The DFP 9522/DFP 9523 shall be prepared and submitted together
with the certified Quotation Analysis for approval by the CDS. Time limit for emergency
items locally available shall be up to 2 weeks and for overseas emergency purchases shall
be 4 weeks. The COS may in the absence of the CDS, approve of emergency purchases
within limits.
1.20. Proprietary Items. Where the items are proprietary, the purchase shall be made
outside the tender system on recommendation by the DG LOG subject to final approval
by the CDS.
1.21. Service HQs.
a. Each Service HQ shall similarly raise appropriate indents on GHQ LOG

or GHQ JOPS and GHQ PLANS for their special-to-arm equipment and spares
other than those procured by GHQ Directorates.
b. Trade enquires shall be made through the Directorate of Procurement and

for competitiveness, a minimum of 3 separate accredited prospective suppliers
shall be invited to quote.
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182
c. The Service HQ acting as the indentor shall prepare 3 copies of DFP 9524
Annex ‘E’ together with the Quotation Analysis and Certificate(s) of Allotment
Balance for approval by the Service Commander, summary of Quotation Analysis
is at Annex G.
d. After the committal of funds by the DFC, the COS, DG JOPS and D Plans
or DG LOG acting on the authority of the Defence Procurement Planning
Committee (DPPC) shall authorize the DG LOG to issue Confirming Order (DFB
1997) for the appropriate suppliers to deliver the materials/equipment to the place
indicated by the Service HQ in the indent and by the specified date.
e. After DPPC approval for bulk purchase or purchase of military hardware,

a formal contract agreement shall be entered into between the MOD and the
supplier(s) and shall be signed by the Minister for Defence on behalf of the
Government.
1.22. Food and POL. DST being the main indentor for mentioned item(s) shall also
provide technical advise to other indentors on the procurement, storage and
accounting for such item(s) when it becomes necessary.
a. Local/Overseas purchases in respect of ration/POL/Misc shall require the

indentor to similarly raise indents on GHQ (Procurement) Directorate which shall
proceed with the laid down procurement procedure.
b. Food Tender Board shall be convened bi-annually by DGLOG to cover

period January to June and July to December. The composition of the tender
Board shall be the same as the Armed Forces Procurement Committee (AFPC)
which is attached as Annex F.
c. On receipt of the completed tenders, the DG LOG shall similarly arrange

for the opening of the Tender Box to enable DPROC to prepare the Quotation
Analysis (Annex G) within 3 working days of the opening of the Tender Box.
d. The chairman of AFPC shall convene the Tender Board to consider bides
by studying the Quotation Analysis to select suitable suppliers for the various
food items.
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183
e. The Tender Board’s report shall be forwarded by DG LOG to the Hon

Minister for Defence through the COS/CDS for approval and subsequent
preparation of the Formal Contract.
f. The Ministry of Finance (MOF) controls the yearly vote (Frozen Account)
for POL granted DST.
g. The DST consolidates the quarterly allocations of POL for units and Base
Supply Depot (BSD) and shall authorize BSD to place the bulk order on Tema Oil
Refinery (TOR) using DFG 827.
h. Delivery of POL to units shall be made to units direct or through BSD as

and when required and respective bills submitted to Ministry of Finance and
Economic Planning (MFEP) for payment.
1.23. Shipping and Clearance
a. Pre-shipment Inspection of goods, except special military hardware and

equipment such as weapons, ammunition, vehicles etc as directed by GHQ, shall
be carried out by Ghana Government approved inspecting company.
b. Pre-shipment inspection of special military stores as specified above shall

be carried out by MOD Specialists concerned. GHQ shall seek permission,
through MOD from Ministry of Trade and Industry for exemption from payment
of custom duties.
c. On receipt of Bill of Lading (BOL) and other supporting documents,

Marine Declaration Form shall be prepared by DG LOG and forwarded to State
Insurance Corporation (SIC) for insurance cover.
d. Import Declaration Form (IDF) shall also be prepared by DFC and

forwarded to the local branch of the inspecting company through Director Supply
and Transport (DST) for the “Clean Report of Finding” Certificate to be issued
prior to shipment of the goods.
e. Imported goods for the Armed Forces are exempted from tariffs vide
“GHQ Budget Hearing” on 26 Oct 95. However, tariff on the goods imported
shall be worked out and submitted by DST to MOD (CD) who shall then apply to
Ministry of Finance (MOF) for approval for financial cover and subsequent
instructions to the Accountant General for the issue of Treasury Credit Note
(TCN) to clear goods.
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184
f. On receipt of approval by M FEP, the DST shall submit the BOL,

Customs Entry Form (CEF), relevant invoices and Pre-shipment Inspection
Report to the Accountant General for verification and issue of the TCN.
g. The DST shall forward the TCN and all relevant documents to Customs
for examination of the goods as appropriate.
h. Copies of the documents shall also be forwarded to Ghana Ports and

Harbours Authority (GHAPOHA) for waybill to be prepared for the movement of
the goods out of the Port.
1.24. Acceptance of Goods Purchased. In respect of the bulk purchase of military

hardware, equipment and clothings, an Acceptance Board shall be convened by DG
LOG/DG JOPS or Service HQs as appropriate to examine and ascertain the correctness
of the specifications, quality and quantity of the equipment ordered. The Board shall then
submit a report with recommendations for their acceptance, or otherwise. On approval of
the recommendation of the Board for acceptance, the necessary receipt documents shall
be processed. Where the items are rejected, DG LOG/DG JOPS shall inform the
supplier(s) for remedial action.
1.25. Receipt Action by the Accounting Depot/Indentor. On receipt of he stores at

the Accounting Depot, a Certified Receipt Voucher (CRV) shall be prepared with copies
to the COS, DG LOG/DG JOPS, Indentor, DPROC and DFC indicating the correctness
of the item(s) supplied. Where the order is in respect of a formal contract signed by the
Minister of Defence, a copy of the CRV shall be forwarded to MOD (CD).
1.26. Claims. Claims for deficiencies/short landed goods shall be prepared by the
Accounting Depot and submitted to DPROC with copy to the indentor. DPROC in
collaboration with DST shall initiate and follow-up claims on the supplier or the
Insurance Company as appropriate.
1.27. Monitoring. The DG (P&D)/DG LOG/DPROC shall monitor the delivery and
distribution of all item(s) purchased.
REMARKS
1.28 The foregoing are excerpts from existing MDIs, CSIPs and Respective Technical
Instructions which have been updated in certain respects to meet the current situation.
Reviews may be carried out by order of the CDS once in two/four years.
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185
ANNEX ‘A’ TO
PARTS 5 OF CSIP VOL. 4
THE DEFENCE PROCUREMENT PLANNING COMMITTEE
Structure
1. Deputy Minister for Defence — Chairman
2. Chief Director MOD — Member
3. Chief of Staff — Member
4. Director General Logistics — Member
5. Defence Financial Comptroller — Member
6. Director Legal Services — Member
7. Director Procurement — Member
8. General Staff Officer I Equipment (P&D) — Member
9. Representative Army Headquarters — Member
10. Representative Naval Headquarters — Member
11. Representative Air Force Headquarters — Member
12. Staff Officer I (DG LOG) — Secretary
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A—1
ANNEX ‘B’ TO
(DFP 9522)
APPROVAL FOR PAYMENT FOR AUTHORISED WORKS AND SERVICES

REQUISITION NO:
PART 1
1. Requesting Unit/Department:
2. Description of Work or Service:
3. Certification/Reason for Payment:
4. Vote Head:
5. Total amount involved:
6. Reference number and date of initial request for the work or service:
7. Reference number and date authorizing the work or service:
8. Name of beneficiary:
9. Signature and Name of Commanding Officer/Allotment Holder:
Date………………………………… Signature……………………………
PART II
10. Remarks by appropriate GHQ Director:
Date………………………………… Signature……………………………
PART III
11. Remarks by DG (P&D)
Date………………………………… Signature……………………………
PART IV
12. Action by DFC.
Date………………………………… Signature……………………………
PART V
13. Vetted by DG LOG:
Date………………………………… Signature……………………………
PART VI
14. Remarks by COS/Service Commander:
Payment of amount involved at Srl 4 is certified and
Date………………………………… Signature……………………………
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PART VII
15. Remarks by the CDS: Approved/Not Approved
Date………………………………… Signature……………………………
ANNEX ‘C’ TO
B—1 ARTICLES 1.01—1.28 TO
(DFP 9523)
(To be submitted in Duplicate)
APPROVAL FOR THE UTILIZATION OF UN PEACE KEEPING

OPERATIONS FUNDS AND OTHER GHANA ARMED FORCES
FOREIGN ACCOUNATS FOR DIRECT PURCHASES AND OTHER
SERVICES
PART I
1. Requesting Unit/Department:
2. Description of Item/Service:
3. Certification/Reason for payment:
4. Total amount involved:
5. Name and address of Beneficiary:
Date………………………… Signature……………………………
Name………………………………..
PART II
6. Recommendation by DG LOG
Date………………………………… Signature……………………………
PART III
7. Comment by DFC
Date………………………………… Signature……………………………
PART IV
8. Remarks and Recommendation by COS
Date………………………………… Signature……………………………
PART V
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9. Approval by the CDS
Date………………………………… Signature……………………………
C—1
ANNEX ‘D’ TO
DISTRIBUTION LIST OF THE FORMAL CONTRACT
1. MOD .. .. .. .. .. .. .. .. 1 copy
2. CDS .. .. .. .. .. .. .. .. 1 copy
3. COS .. .. .. .. .. .. .. .. 1 copy
4. Appropriate Defence Adviser .. .. .. .. .. 1 copy
5. GHQ (LOG) .. .. .. .. .. .. .. 2 copies
6. GHQ (Procurement) .. .. .. .. .. .. 1 copy
7. Indentor .. .. .. .. .. .. .. 1 copy
8. DFC .. .. .. .. .. .. .. .. 1 copy
9. DST .. .. .. .. .. .. .. .. 1 copy
10. GHQ(Legal) .. .. .. .. .. .. .. 1 copy
11. Accounting Depot .. .. .. .. .. .. 1 copy
12. Supplier .. .. .. .. .. .. .. 2 copies
13. Ghana Shippers Council .. .. .. .. .. 1 copy
14. Spare .. .. .. .. .. .. .. .. 2 copies
Total .. .. .. 17 copies
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D—1
ANNEX ‘E’ TO
(DFP 9524)
APPROVAL BY SVC HQS FOR PAYMENT FOR

AUTHORISED WORKS AND SERVICES
PART 1
1 Requesting Unit/Department:
2 Description of work or Service:
3 Certification/Reason for Payment:
4 Total amount involved:
5 Name of beneficiary:
6. Date………………………………… Signature……………………………
PART II
7. Remarks by SERVICE FINANCIAL COMPTROLLER-

Payment of amount involved at Srl 4 is certified and
Date………………………………… Signature……………………………
PART III
8. Action by DFC
Date………………………………… Signature……………………………
PART IV
9. Remarks by COS/DG LOG/DG JOPS as appropriate.

Date………………………………… Signature……………………………
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PART V
10. Remarks by Service Commander.
Date………………………………… Signature……………………………
E—1
ANNEX ‘F’ TO
MEMBERS OF ARMED FORCES

PROCUREMENT COMMITTEE
1. DG LOG .. .. .. .. .. .. Chairman
2. DG (JOPS) .. .. .. .. .. .. .. Member
3. D PLANS .. .. .. .. .. .. Member
4. CD (MOD) .. .. .. .. .. .. .. Member
5. Representative Army Headquarters .. .. .. .. Member
6. Representative Naval Headquarters .. .. .. .. Member
7. Representative AirForce Headquarters .. .. .. Member
8. DFC .. .. .. .. .. .. .. .. Member
9. DLS .. .. .. .. .. .. .. .. Member
10. Indenting Director .. .. .. .. .. Member
11. CO Accounting Depot.. .. .. .. .. .. Member

12. D Proc .. .. .. .. .. .. .. Secretary
F—1
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ANNEX G TO
FOR USE IN PROCUREMENT
DEPARTMENT ONLY SUMMARY OF QUOTATION ANALYSIS
ORDER NO. ……………………………………………… INDENT NO.
SRL DESCRIPTION QTY/UNIT PRICE AMOUNT SUPPLIER REMARKS

(a) (b) (c) (d) (e) (f)
TOTAL
Checked by…………………………. Certified by…………………………… Approved by………………………...

INITIATOR/DD PROC D PROC DG LOG
Date…………………………………... Date……………………………………… Date…………………………………
G—1
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COMMAND & STAFF INSTRUCTIONS

These instructions are issued as a guide to units.

Issued under the instruction of the

SRL AMENDMENT BY WHOM DATE

COMMAND AND STAFF INSTRUCTIONS AND PROCEDURES

2. SUPPLIES AND TRANSPORT

4. ELECTRICAL AND MECHANICAL ENGINEERS

COMMAND AND STAFF INSTRUCTIONS AND PROCEDURES

SECTION CONTENTS ARTICLES

COMMAND AND STAFF INSTRUCTIONS AND PROCEDURES

MINOR ENGINEER SERVICES CONTROL AND ADMINISTRATION

1.06 The OC Engr Sqn shall be responsible for:

COMMAND AND STAFF INSTRUCTIONS AND PROCEDURES

HANDING/TAKING OVER OF CONSTRUCTIONAL PROJECTS BY

President — Director General Logistics/Rep

COMPLETION REPORT ON TAKING OVER WORKS AND

b. Name of Contractor or Engr Sqn Comd who carried out the

c. Are the materials and fittings up to the standard? YES/NO

d. Are the general finishing and workmanship of a good standard?

Signature of Members of the Board:

(To be completed by the Contractor)

COMMAND AND STAFF INSTRUCTIONS AND PROCEDURES

ANNUAL INSPECTION OF MILITARY BUILDINGS AND QUARTERS

a. Cleanliness and supervision of married quarters and their surroundings.

c. Notifying Barracks Inventory Accountant when any married quarters is

g. Submission of returns in connection with accommodation.

h. Hirings in respective stations.

3.11 All Commanding Officers shall give notification of quarterly inspection of

3.13 DES. The Director of Engineer Services shall draw up a programme of

a. State of cleanliness of all rooms and facilities, including servants’

c. Whether all keys are held for all locks.

d. Unauthorized electrical fittings and appliances.

e. Whether surroundings are well maintained.

f. Refuse disposal condition of furniture, curtains and cushion covers.

g. State of refrigerators and cookers.

3.15 At regimental inspection of barracks, engineer fittings and barracks

3.16 A Non-Commissioned Officer In Charge of a block shall bring to notice at once

ADMIN RESPONSIBILITIES IN RESPECT OF INSPECTIONS

a. Arakan Officers’ Quarters 5Bn.

COMMAND AND STAFF INSTRUCTIONS AND PROCEDURES

REGULATIONS AND CHARGES

4.04 An administering unit nominated by the CDS shall be responsible for:

b. Checking payment of funds into Armed Forces Suspense Account.

e. Allocation of accommodation in the Guest house.

MAINTENANCE OF THE GUEST HOUSE

a. Administering Unit Representative — Last day of each month

COMMAND AND STAFF INSTRUCTIONS AND PROCEDURES

POLICY ON ENGINEER WORKS IN UNITS

a. Prioritization and approval of engineer maintenance works.

b. Utilization and control of maintenance funds appropriated for each

c. Provision and safeguarding of maintenance stores.

d. Execution and supervision of engineer maintenance works.

e. Provision of information to the General Headquarters (GHQ) on

PRIORITIZATION OF ENGINEER WORKS

5.05 Engineer works in units shall be prioritized as follows:

a. Priority 1-Medical. This covers engineer works for the provision,

b. Priority 2-Maintenance of living accommodation. This covers engineer

c. Priority 3-Construction, maintenance and repair of utilities. This