DAF Form 1254: Cash Collection Sheets Register Guide

DAF Form 1254: Cash Collection Sheets Register Guide – DAF Form 1254, titled Register of Cash Collection Sheets (formerly AF IMT Form 1254), is an official Department of the Air Force form used to track the issuance, return, and cash collections associated with DAF Form 79 (Headcount Record) in appropriated fund (APF) dining facilities (DFACs), flight kitchens, and related operations.

Prescribed by DAFMAN 34-131, Appropriated Fund (APF) Food Service Program Management (10 October 2023), this form ensures strict accountability for cash collected from meal sales, particularly in non-automated or manual operations. It creates a clear audit trail for financial management, compliance, and internal controls.

Download the official DAF Form 1254 here: https://static.e-publishing.af.mil/production/1/af_a1/form/daf1254/daf1254.pdf

Purpose and Importance of DAF Form 1254

In Air Force food service, accurate cash handling protects government funds, prevents discrepancies, and supports proper turn-in to finance offices. DAF Form 1254 serves as a centralized log that:

  • Controls the receipt and issuance of DAF Form 79 Headcount Records.
  • Tracks cash collections to match headcount data.
  • Facilitates submission of funds via DD Form 1131 (Cash Collection Voucher).
  • Enables investigation of overages/shortages and maintains compliance with DAF financial and food service regulations.

Key users include Food Service Officers (FSO), Food Service Section Chiefs (FSSC), Food Service Accountants, and DFAC managers at U.S. Air Force and Space Force installations.

This form is critical for Essential Station Messing (ESM) programs, cash sales to authorized patrons, and overall accountability in dining operations supporting Airmen, Guardians, and other eligible personnel.

How to Fill Out DAF Form 1254? (Step-by-Step Instructions)

From the official form instructions:

  • Serial No. — Enter the unique DAF Form 79 serial number.
  • To Whom Issued — Signature of the individual (e.g., cashier or shift supervisor) receiving the DAF Form 79.
  • Date Issued — Date the DAF Form 79 is issued.
  • Date Returned — Date the completed DAF Form 79 is returned to the Food Service Accountant.
  • Amount Cash Collected — Total cash collected (must match the DAF Form 79). Annotate “ESM” for Essential Station Messing sales.
  • Cash Received By — Signature of the Food Service Accountant verifying receipt of cash.
  • DD 1131 Voucher Number — Voucher number when cash and forms are submitted to the finance office or designated financial institution.

The form maintains a running register for control and reconciliation. Previous editions are authorized for use.

Best Practices:

  • Perform daily reconciliations.
  • Secure forms and cash per DAFMAN 34-131 guidelines.
  • Use in conjunction with automated systems where available for cross-verification.
  • DAF Form 79 (Headcount Record): Primary document for recording meals served, entitlements, and cash sales. DAF Form 1254 registers these sheets.
  • DD Form 1131: Used for cash turn-in.
  • DAFMAN 34-131: Governs all APF food service accounting, including cash controls, gains/losses, and non-automated operations.

Automated DFACs may have additional digital reconciliation tools, but DAF Form 1254 remains essential for manual tracking and auditing.

Why Accurate Use Matters for USAF Personnel?

Proper completion of DAF Form 1254 supports:

  • Financial Integrity — Prevents loss of funds and ensures accurate reporting.
  • Audit Readiness — Provides documented trails for inspectors.
  • Mission Support — Keeps dining facilities operational and compliant, directly supporting troop readiness and morale.
  • Regulatory Compliance — Aligns with Department of the Air Force standards for appropriated fund food service.

Non-compliance can lead to discrepancies, investigations, or operational disruptions. Food Service Accountants play a pivotal role in safeguarding these processes.

Where to Get Official Guidance?

  • Official Source: Department of the Air Force e-Publishing website (e-publishing.af.mil) for the latest forms and manuals.
  • Primary Reference: DAFMAN 34-131 (latest edition as of 2023).
  • Download: DAF Form 1254 PDF.

For installation-specific procedures, consult your local Force Support Squadron (FSS) Food Service Office or the Air Force Services Center (AFSVC) resources.

Note: Always verify the most current version of forms and publications on the official e-Publishing site, as policies can be updated.

This guide provides U.S.-based Air Force and DoD personnel with essential information for effective use of DAF Form 1254 in daily food service operations. Proper documentation strengthens accountability across the Department of the Air Force.