AF Form 1626: Notice of Costs Suspended & Disapproved

AF Form 1626: Notice of Costs Suspended & Disapproved – AF Form 1626: Notice of Costs Suspended and/or Disapproved is an official U.S. Air Force form used in financial management and comptroller operations. It notifies individuals, units, or contractors that certain costs have been suspended (temporarily held) or disapproved (rejected) during reviews of vouchers, claims, or expenditures.

This form supports accurate accounting, prevents improper payments, and ensures compliance with Department of the Air Force financial regulations. Air Force personnel, civilian employees, and contractors involved in travel, supply, contract, or operational cost processing commonly use it.

What Is AF Form 1626 Used For?

The primary purpose of AF Form 1626 is to document and communicate decisions on cost allowability. When a reviewing authority (such as a comptroller office, finance personnel, or approving official) examines a submitted claim or voucher, they may:

  • Suspend costs pending additional documentation, clarification, or resolution of discrepancies.
  • Disapprove costs that do not meet regulatory requirements, lack proper justification, or violate Air Force/DoD policies.

This process protects government funds and maintains audit readiness. Common scenarios include:

  • Travel vouchers or temporary duty (TDY) claims where certain expenses (meals, lodging, transportation) are questioned.
  • Contract or vendor payments where line items fail allowability checks.
  • Operational or supply expenditures that require further validation.
  • Any reimbursement request undergoing financial review.

The form provides a formal written notice, creating an official record for appeals, corrections, or further action. It helps units and individuals understand exactly which costs are affected and why, promoting transparency in Air Force resource management.

Key Features of the Form

AF Form 1626 is a standardized, fillable PDF available through official channels. The current revision is hosted on the Department of the Air Force e-Publishing site.

Download the official AF Form 1626 here:
https://static.e-publishing.af.mil/production/1/af_a4/form/af1626/af1626_rev.pdf

The form typically includes fields for:

  • Identification of the submitter or claimant.
  • Details of the suspended or disapproved costs (amounts, categories, voucher numbers).
  • Reasons for suspension/disapproval (with references to specific regulations or deficiencies).
  • Instructions for corrective action or appeal.
  • Signatures and dates from the reviewing official.
  • Distribution instructions (who receives copies).

Exact block labels and layout follow standard Air Force form design for clarity and consistency.

Who Uses AF Form 1626?

  • Air Force Financial Management & Comptroller (SAF/FM) personnel and base-level comptroller squadrons.
  • Resource advisors, budget analysts, and approving officials.
  • Military members and DoD civilians submitting claims or vouchers.
  • Contractors working under Air Force agreements where costs are reviewed.
  • Inspectors or auditors during compliance checks.

It integrates with broader Air Force financial systems and supports DoD-wide standards for accountable financial operations.

How to Complete and Process AF Form 1626?

  1. Review the Submission — The reviewing authority examines the original voucher or claim against applicable guidance (e.g., Joint Travel Regulations for travel, Federal Acquisition Regulation/Defense FAR Supplement for contracts, or Air Force-specific instructions).
  2. Identify Issues — Note specific costs that require suspension (more info needed) or disapproval (not allowable).
  3. Fill Out the Form — Enter clear details in each block. Be specific about amounts, reasons, and required next steps to avoid delays.
  4. Obtain Approvals — Secure the necessary signature from the authorized official.
  5. Distribute Copies — Send the completed form to the claimant/unit and retain records per Air Force records management policy.
  6. Follow-Up — The recipient typically has an opportunity to provide missing documentation or appeal the decision through established channels.

Always use the latest revision from the official e-Publishing site to ensure compliance. Local supplements or base instructions may provide additional guidance on routing and timelines.

Tip for Users: If you receive an AF Form 1626, act promptly. Gather supporting documents (receipts, justifications, regulatory references) and respond through your chain of command or finance office. Early resolution prevents prolonged suspension of payments.

  • Air Force e-Publishing — Central hub for all official forms and publications: https://www.e-publishing.af.mil/ and Publications + Forms.
  • SAF/FM (Financial Management & Comptroller) — Main resource for financial policy and procedures: https://www.saffm.hq.af.mil/.
  • Joint Travel Regulations (JTR) and DoD Financial Management Regulation (DoDFMR) — Often referenced in cost reviews.
  • Local base comptroller or finance office for unit-specific processes.

Why Proper Use of AF Form 1626 Matters?

Accurate use of this form supports:

  • Fiscal accountability and stewardship of taxpayer dollars.
  • Timely and correct payments to Airmen, civilians, and vendors.
  • Strong audit posture during Inspector General or external reviews.
  • Reduced risk of fraud, waste, and abuse in Air Force operations.

For the most current instructions, always refer to the form itself and consult your servicing finance office, as policies can evolve with new directives.

Need the form?
Direct PDF download: AF Form 1626 (Revised)

If you have questions about a specific cost suspension or disapproval, contact your unit resource advisor or base comptroller squadron for personalized assistance.

This article is for informational purposes and is based on publicly available official U.S. Air Force sources. For official guidance, consult the Department of the Air Force e-Publishing site or your local financial management experts.