LODGING-IN-KIND (LIK) Standard Operating Procedure (SOP)

[Audio] LODGING IN KIND Standard Operating Procedure. PRODUCED BY: Battalion Logistic Management Specialist DWAYNE MINOR.

[Audio] Purpose: The LIK program is an important benefit that leaders can use towards reaching readiness and end strength goals through the retention of Soldiers, growing future leaders and offsetting some of the cost of travel. While not an entitlement, AR 420-1 authorizes the Army Reserve to provide lodging through the LIK program. Eligibility. AR 420-1 mandates that Troop Program Unit Soldiers, regardless of rank, who reside more than 50 miles from their Battle Training Assembly location and who are not otherwise entitled to travel and transportation allowances, are eligible to utilize LIK. Restriction. Inactive Duty Training Reimbursement Program (IDT-TRP) is authorized for those Soldiers who live outside of the 150-mile radius from the Battle Training Assembly location. The program limits to 12 vouchers per fiscal year to a maximum round trip reimbursement of $500 per voucher. IDT-TRP funding is unavailable for reimbursement of lodging costs at the Battle Training Assembly or Rescheduled Training location for Soldiers whom are eligible for LIK. LIK and IDT-TRP programs CANNOT be combined to pay for the same lodging location during Battle Training Assembly or Rescheduled Training simultaneously..

[Audio] Lodging cost reimbursement through IDT-TRP is not authorized for Soldiers who utilize LIK. Commanders must ensure that Soldiers are not being reimbursed for room charges under IDT-TRP if the Soldier is being supplied LIK. Notwithstanding, Soldiers will only receive IDT-TRP funding for lodging when LIK is not readily available during BA. This additional restriction is intended to maximize the use and availability of LIK funding by ensuring Soldiers fully utilize the benefits of the IDT-TRP funding and limiting the potential for LIK shortages later in the FY. Commanders are encouraged to assess implementation of LIK based on manning issues and should prioritize support for the mission during Battle Assembly weekends. Target LIK funds first to units comprising the Ready Force and other critical formations where increased funding will have a direct impact on the readiness of those units..

[Audio] Due to limited funding, Unit Commanders will publish their own LIK policy, focusing on utilizing the allocated funds in the most cost-effective manner to achieve individual and unit readiness objectives. Only Soldiers, regardless of rank, who have properly filled out and turned in the FY 25 Statement of Understanding and the monthly LIK Request form will be authorized lodging for the Battle Assembly weekend. These request forms must be turned in NLT the 10th of every month or 90 days out prior to the next scheduled Battle Assembly weekend. If the Soldiers have not done the appropriate request for lodging, they will not be authorized LIK for that weekend. Emergencies will be handled on a case-by-case basis by the Company Commander and/or 1SG. Soldiers will utilize the unit to make reservations for lodging. Soldiers will not be compensated for lodging made outside of the approved LIK program. Unit Commanders may revoke a Soldier's eligibility for LIK for misconduct at any lodging facility or for failure to utilize the lodging facilities directed by their unit after registering for LIK. Soldiers shall ensure that they sign the sign-in roster upon check-in at the lodging facility. Failure to do so shall result in a written counseling statement by the Soldier's Platoon Sergeant for the first offense. If a second offense should occur, the Soldier shall be given a written counseling statement by the Company 1SG/CDR and suspended from the LIK program for 6 months..

[Audio] Units will generate a LIK sign up and waitlist roster no later than (NLT) 30 days prior to the regular BTA. Units must ensure lodging reservations do not result in over obligation of allotted funding. Double occupancy will be required, and every effort will be made to room Soldiers with the same rank or status. Soldiers of different genders will not be billeted together unless two Soldiers are married. LIK may be used for RST, however the double occupancy requirement outlined in paragraph "f." is still mandatory. Request for LIK for RST must be submitted NLT the 10th of every month or 90 days out prior to the date of duty to be performed. Failure to do so will result in no lodging secured for the RST duty dates..

[Audio] In the event of a "No Show", Soldiers without adequate justification will be given a written counseling statement by their Platoon Sergeant and CDR for their first offense and their privileges for LIK will be suspended for six (6) months. If a second offense should occur, the Soldier will be given a written counseling statement by the Company 1SG/CDR and suspended from the LIK program for one (1) year. A LIK "No Show" is defined as a Soldier who has requested a room for a scheduled Battle Assembly Weekend or RST and either: 1) Does not show up to attend the scheduled Battle Assembly or RST without justification. 2) The Soldier does not give at least a 72-hour notice for cancellation to their Platoon Sergeant & hotel that they will not be attending or requiring lodging accommodations. In the event that the Platoon Sergeant does not relay the Soldier's information as being a notified "No Show" to the Unit LIK POC, a written counseling statement will be issued to that Platoon Sergeant by the Company 1SG/CDR and a justification memo must be sent to Battalion..

[Audio] The maximum number of lodging nights authorized is based on the following: (1) MUTA 2 or 3 – one night lodging (2) MUTA 4 or 5 – two nights lodging (3) MUTA 6 or 7 – three nights lodging (4) MUTA 8 – four nights lodging Units will execute payment through the use of the Government Purchase Card (GPC) Program. GPC holders will abide by current policies and procedures. All payments, receipts, total number of rooms, pay grade and number of Soldiers will be reported to the Unit LIK POC each month. All Units will submit completed LIK Purchase Request packets to the GPC holder NLT 15th of the first month of that quarter of days prior to the scheduled Battle Assembly date for review and approval. Failure to do so will result in suspension from the LIK program for that month. For example: 1st Quarter: October 15th deadline for 2nd Quarter: January 15th deadline for 3rd Quarter: April 15th deadline for 4th Quarter: July 15th deadline for 1st Quarter The dollar amount threshold per night will not exceed $2,500.00. The total dollar amount shall not exceed $5,000.00 for a MUTA 4 and $7,500.00 for a MUTA 6. This total dollar amount shall include any taxes or fees associated with that lodging facilities policies and procedures. All Units shall submit the LIK Closeout Packets with all supporting documentation to the GPC holder NLT 72 hours after the completed Battle Assembly weekend for reconciliation in US Bank. Failure to do so will result in the Unit's suspension from the LIK program for the next Battle Assembly weekend. LIK funding may be revoked at any time a unit is not in compliance with this policy..

[Audio] LIK Request PROCESS ENSURE YOU FILL OUT THE LIK GPC FORM PROPERLY USE MUST HAVE AT LEAST 3 QOUTES FROM VENDORS LISTED AND AN EMAIL QUOTE FROM ANY VENDOR (DO NOT USE QUOTES FROM HOTEL WEBSITE) ENSURE YOU HAVE A MILEAGE MEMO W/LIK AUTHORIZED SM ATTACHED TO THE PACKET A ROOM ROSTER IS ALSO REQUIRED A FORM 889 FROM THE VENDOR MUST BE COMPLETED AND SIGNED BY THE VENDOR LIK CLOSEOUT PROCESS AT CLOSE-OUT, ENSURE YOU ATTACH AN INVOICE OR ZERO BALANCE RECEIPT TO THE PACKET A ROOM ROSTER MUST HAVE ALL SIGNATURES, AND ANY UNSIGNED, MUST HAVE A MEMO SIGNED BY THE CDR AS TO WHY THEY DID NOT ATTEND AND A COUNSELING WILL BE REQUIRED VENDOR MUST ZERO OUT ANY TAXES WHEN UTILIZING THE LIK TAX EXEMPTION FORM CLOSE-OUT MUST BE COMPLETED WITHIN 3 BUSINESS DAYS OF BATTLE ASSEMBLY.

[Audio] NOW HERE IS HOW THE LIK PACKET IS PUT TOGETHER. ENSURE TO FILL IN HOTEL NAME AND AMOUNT REQUESTED ON COVERSHEET. MAKE SURE TO PLACE A DATE ON THE PACKET AS WELL..

[Audio] ENSURE TO FILL OUT THE CHECKLIST, PLACE THE DATE YOU STARTED THE PACKET, AND SELECT YOUR UNIT. USE THE DROPDOWN TO SELECT THE ITEMS WITHIN THE PACKET..

[Audio] ENSURE THE CORRECT AMOUNT IS ADJUSTED AT CLOSEOUT. REMEMBER, THE CARDHOLDER AND RESOURCE MANAGER MUST SIGN FOR APPROVAL AND BLOCKS 25-27 MUST BE COMPLETED AND SIGNED BY THE REQUESTER AT CLOSE-OUT AND NOT BEFORE..

[Audio] YOU MUST HAVE A MINIMUM OF 3 INDIVIDUAL VENDOR QUOTES. IF POSSIBLE, USE A DIFFERENT VENDOR EVERY MONTH..

[Audio] WHEN CHOSING A VENDOR, ENSURE YOU SELECT A VENDOR WHO FOLLOWS THE LIK REQUIREMENTS AND THAT TAX EXEMPTION AS PART OF THE INVOICE THRU THE LIK AGREEMENT. ALWAYS USE EMAILED QUOTES FROM VENDOR..

[Audio] Room Roster and Company mileage memo is also needed within the packet. Please ensure the Company Commander signs the memo. All room rosters should be verified with signatures by the 1SG or CDR..

[Audio] ENSURE TO HAVE SM COMPLETE THE LIK FORM AND STATEMENT OF UNDERSTANDING. STATEMENT OF UNDERSTANDING MUST BE COMPLETED EVERY NEW FY..

[Audio] A TAX EXEMPTION CAN BE DISTRUBUTED TO THE VENDOR IF NEEDED. THE GPC AUTHORIZATION MUST BE SIGNED AND AN AGREED PAYMENT WILL BE STATED BEFORE CARDHOLDERS SIGNATURE..

[Audio] ENSURE TO ATTACH LIK FORMS, COUNSELING'S, TRAINING SCHEDULES & LETTER OF LATENESS IN THE ATTACHMENT SECTION OF THE PDF..

[Audio] It is a requirement that all Soldiers who do not comply with the LIK policy be counseled. If the Soldier is a No-Show, they must be counseled and disciplined for violated the policy. LIK is a privilege, not an entitlement. Soldiers should not abuse the use of the GPC without corrected actions. This will prevent others from doing the same..

[Audio] If the CDR has an issue with submitting a GPC request past the suspense date, the CDR will have a memo drafted and signed plus the Battalion CDR for approval..

[Audio] IF YOU HAVE ANY DIFFICULTLY COMPLETING THE REQUEST, PLEASE CONTACT MR. MINOR WITH BATTALION S4 OR CW2 BOWER AND WE CAN ASSIST YOU WITH THE REQUEST. THANK YOU.

[Audio] MY CONTACT INFORMATION IS AS FOLLOWS: LMS: Dwayne c. minor Address: 814 perimeter road Greenville, South Carolina 29605 Office: 910.771.1187 Email: [email protected].