NEW! DDR Budget Process

This section outlines the new DDR Budget Process, to be completed by all echelon levels of the DDR program. It is set up in narrative form, to make budget submission quick and easy. If you have any questions about the new submission process, please contact the DDR Program Manager.

Note: Blue highlighted documents are linked to an example of that document and red highlighted documents are linked to blank documents

Drug Demand Reduction Program Funding

This revision to the Drug Demand Reduction Program (DDRP) budget process updates the procedures used to acquire DDR resources for personnel assigned to the Civil Air Patrol. It applies to all squadrons, groups, wings, and regions. CAPR 51-1 will be updated to reflect these changes.

General

The DDRP is funded by the Air Force Surgeon General (SG) and is not part of the annual CAP appropriation. These Congressionally mandated funds are provided by the Air Force SG to assist squadrons, groups, wings, and regions instill an aggressive, positive, drug-free attitude in CAP members (seniors and cadets), Air Force families, DoD civilians, and school-aged children. The products and services used by the DDRP must have direct application to the DDRP goals and objectives. The DDRP maintains program accountability in accordance with DoD Directives and AFMOA/SGOC guidance, and AFI 65-601V1, Budgetary Guidance and Procedures. The following are nonexclusive authorized and unauthorized expenditures:

- Authorized Expenditures:

1. Direct administrative costs for DDR activities and events (i.e., paper, markers, printing, and other items not otherwise provided by CAP)

2. Travel costs for DDR Coordinators and Administrators to support training

3. Drug prevention literature and visual aids

4. Promotional items

5. Education and training materials

6. Fatal Vision goggles

7. Model rocketry materials to support community outreach activities to expand knowledge of both DDR and aerospace. This is not to supplement the normal model rocketry training

8. Events and activities with a direct DDR connection

- Unauthorized Expenditures:

1. Computers, DVD players, and related items

2. Uniforms and uniforms items

3. Region, wing, state, and squadron flags

4. Food, trophies, plaques, and honoraria

5. Encampment or Membership Scholarships

6. T-shirts, hats or other apparel

7. Personalized DDR promotional items

8. Office Equipment

Budget Authorization & Execution

Each squadron, group, wing, and region should develop a budget to support their DDRP based on the goals and objectives of the CAP DDRP as outlined in CAPR 51-1, Section II. This ensures unit continuity and a foundation for reporting completion of approved DDRP events and activities for the end-of-year report. The DDRP provides resources to support program execution in the following areas: DDR Catalog, funds reimbursement, and travel.

To Order Items from the DDR Catalog:

The DDR Catalog consists of items in four separate categories—promotional items, education and training materials, model rocketry and Fatal Vision goggles. These items are purchased by the DDRP and are forwarded directly from the vendor approximately 2-4 weeks after being ordered from the vendor. Units pay the vendor directly for the shipping and must initiate all shipping arrangements using the control number on the approved DDR Form 1A, (DDR Activity Submission Request). The following must be accomplished to acquire items from the DDR Catalog:

1. Unit develops activity request(s) based on their strategic plan using DDR Form 1A. Unit sends request(s) to wing DDR Administrator.

2. Wing DDR Administrator coordinates approval of activity request (s) with DDR Coordinator and wing commander using DDR Form 1C (DDR Region/Wing DDR Funding Summary). The DDR Form 1C enables the region/wing commander, DDR Coordinator and Administrator to track expenditures and activities. Each activity request must be accompanied by the current wing demographic information.

3. Region/Wing DDR Administrator submits the activity request (DDR Form 1A), Region/Wing DDR Funding Summary (DDR Form 1C) and wing demographic information to NHQ/DDR via e-mail or fax.

4. NHQ/DDR reviews the unit activity submission (DDR Form 1A) and e-mails the validated DDR Form 1A to the wing DDR Administrator and vendor.

5. Wing DDR Administrator verifies receipt of merchandise via e-mail and forwards a copy of the packing slip via fax, e-mail, or regular mail to NHQ/DDR.

6. Upon completion of activity/event and DDR Administrator sends After Activity Report Form (DDR Form 2) to NHQ/DDR and a copy to the Region DDR Coordinator.

To Order Items Not from the DDR Catalog:

The Funds Reimbursement process is used to receive payment for expended funds. Wings/regions pay 100 percent of the cost for NHQ/DDR approved event/activity and are reimbursed at 80 percent via electronic transfer. All reimbursement requests must be received NLT 30 days after the event/activity to receive reimbursement. Units must adhere to the following guidance to obtain approval and payment for expended funds:

1. Unit develops activity request(s) based on their strategic plan using DDR Form 1B (DDR Activity Funding Request). Unit sends request (s) to wing DDR Administrator.

2. Wing DDR Administrator coordinates approval of activity request (s) with DDR Coordinator and wing commander using DDR Form 1C (Region/Wing Funding Summary). The DDR Form 1C enables the region/wing commander, DDR Coordinator and Administrator to track expenditures and activities. Each activity request must be accompanied by the current wing demographic information.

3. Region/Wing DDR Administrator submits the activity request (DDR Form 1B), Region/Wing DDR Funding Summary (DDR Form 1C), and wing demographic information to NHQ/DDR via e-mail or faxes.

4. NHQ/DDR reviews the unit activity request (s) (DDR Form 1B) and e-mails the validated DDR Form 1B to the wing.

5. Upon completion of event/activity, the DDR Administrator sends After Activity Report Form (DDR Form 2) to NHQ/DDR and a copy to the Region DDR Coordinator.

6. DDR Administrator/Coordinator consolidates original receipts or expense justifications and prepares a CAP Form 108. The CAP Form 108 and legible copies of paid receipts/invoices are forwarded to wing commander for approval and signature. The DDR Coordinator/Administrator maintains original receipts /invoices and submit entire package to NHQ/DDR NLT 30 days after the event per NHQ CAP regulations.

7. NHQ/DDR validates and sends CAP Form 108 to FM for processing within 24 hours of receipt.

To Travel:

Travel includes expenses for transportation, meals, and other miscellaneous charges incurred by DDR Coordinators and Administrators when performing authorized travel for temporary duty (TDY). This includes attending or providing training at conferences, schools, encampments and for DDR Officers. Travel expenses are reimbursed at 100% of the approved government rate. DDR Coordinators or Administrators requesting TDY must coordinate with NHQ/DDR for approval. The CAP Travel Authorization Form must be submitted to NHQ/DDR NLT two weeks prior to TDY. Upon completion of TDY, a Trip Report must be completed and forwarded to NHQ/DDR within five working days.

Summary

The DDR budget and execution process is unique because of the source of our funding and the governing DoD Directives. The aforementioned procedures are provided to acquire DDR resources in support of mission accomplishment. All activity requests must be accompanied by the wing DDR Funding Summary, wing’s demographic information, and can contain one or more DDR Forms 1A and/or 1B. Request for funding should be submitted quarterly or as needed to support mission accomplishment.

Download the DDR Budget Forms

CAPF 108 - Expense Reimbursement Form

DDR Form 1A - Activity Submission Form

DDR Form 1B - Activity Funding Request

DDR Form 1C - Wing Funding Summary

DDR Form 2 - After Activity Report Form

DDR Trip Report Form

CAP Travel Voucher

Wing Demographic Information Form

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