AF Form 185 Project Order: Guide & Download (2026)

AF Form 185 Project Order: Guide & Download (2026) – AF Form 185, officially titled Project Order, is a key financial management tool used by the U.S. Air Force and other military departments. It authorizes work and material procurement between government-owned and government-operated establishments, primarily within the Department of Defense (DoD).

This form supports reimbursable (buy/sell) transactions under the authority of 41 U.S.C. § 6307 (formerly referenced as 41 U.S.C. 23) and related DoD financial regulations. It enables one DoD component to place an order with another for services, repairs, manufacturing, or related work performed at a government facility.

What Is AF Form 185 Used For?

The primary purpose of AF Form 185 is to document a project order for intra-governmental work. It is not a general procurement document for commercial contractors but is specifically for transactions with DoD or other federal government-owned/operated establishments.

Common uses include:

  • Placing orders for depot-level maintenance, repair, or overhaul of aircraft, equipment, or components.
  • Authorizing production, engineering, or technical services at Air Force Materiel Command (AFMC) or other DoD facilities.
  • Funding reimbursable workload between Air Force units, Air National Guard, Air Force Reserve, or other military departments.
  • Supporting logistics and sustainment activities where one government entity performs work for another.

It is one of the accepted forms for reimbursable customer orders alongside DD Form 448 (Military Interdepartmental Purchase Request or MIPR). AF Form 616 (Fund Cite Authorization) is no longer used for this purpose.

Note: Project orders are generally restricted to DoD entities. For non-DoD federal agencies, other instruments like the Treasury FS Forms 7600A/B (Interagency Agreement) may apply, often citing the same statutory authority.

Key Features of AF Form 185

  • Two types of orders: Fixed Price or Cost Reimbursement (selected in Item 1).
  • Obligation recording: Creates a recordable obligation when properly issued and accepted, subject to fiscal law rules on bona fide needs and availability of funds.
  • Amendment capability: Supports numbered amendments for changes in scope, funding, or terms.
  • Acceptance required: The performing activity must sign and return a duplicate copy to confirm acceptance.

The current version is AF IMT 185, 20020201, V1 (dated 1 February 2002). Previous editions are obsolete. The official PDF is available for download directly from the Air Force e-Publishing site: https://static.e-publishing.af.mil/production/1/saf_fm/form/af185/af185_rev.pdf.

How to Complete AF Form 185 (Block-by-Block Guidance)?

Refer to the instructions printed on the reverse side of the form. Here is a summary based on the official document:

  • Item 1: Check “Fixed Price” or “Cost Reimbursement.”
  • Item 2: Enter the date of the project order (or amendment).
  • Item 3: Name and address of the ordering component (the requesting Air Force organization).
  • Item 4: Project Order Number assigned by the ordering component for control and tracking.
  • Item 5: Amendment number (if applicable; number amendments consecutively).
  • Item 6: Name, address, and station number of the performing establishment (the government facility that will do the work).
  • Item 7: Delivery instructions (place, date, method). Use supplemental data if needed.
  • Item 8: Full description of the work ordered. You may reference another document (e.g., statement of work or technical order). Include details on inspections, shipping, packing, markings, etc. Attach additional sheets if necessary.
  • Item 9: Complete accounting classification (fund cite), fund expiration date, and amount. Show any limitations in the Supplemental Data Section.
  • Item 10: Projected completion date, plus the typed name, title, and signature of the officer responsible for the funds (certifying availability and proper use). If the signer is not the fiscal authority, supporting documentation must be on file.
  • Item 11: Acceptance block for the performing establishment (typed name, title, signature, and date). A duplicate copy bearing acceptance must be returned to the ordering component.

Supplemental Data Section (on reverse): Use this for additional details, limitations on appropriations, or references.

Important fiscal rules:

  • Funds must be currently available and appropriate for the purpose (bona fide need rule applies).
  • Obligations are recorded when the order is accepted by the performing activity.
  • Ensure compliance with the Antideficiency Act and DoD Financial Management Regulation (FMR) Volume 11A, Chapter 2 on project orders.

When and How to Use AF Form 185 in the Air Force Process?

  1. Requirement identification — The requesting organization determines the need for work at a government facility (e.g., depot repair).
  2. Funding certification — Resource advisors or financial management personnel certify funds availability.
  3. Form preparation — Complete AF Form 185 with detailed scope and accounting data.
  4. Transmission — Send to the performing activity (often via electronic systems or official channels).
  5. Acceptance — The performing establishment reviews, accepts (or rejects with explanation), and returns a signed copy.
  6. Execution and billing — Work is performed; the performing activity bills the ordering component via reimbursable processes.
  7. Amendments — Use for changes in scope, cost, or schedule.

In AFMC and sustainment contexts, AF Form 185 (or the local AFMC Form 181 variant) is commonly used alongside other purchase instruments. Electronic systems may supplement or replace paper forms in some workflows, but the official form remains the standard for documentation.

  • DD Form 448 / DD Form 448-2: MIPR and acceptance for interdepartmental purchases.
  • AF Form 9: Request for Purchase (for other procurement actions).
  • Governing publications:
    • AFI 65-118 (or successor): Contract Support and related financial procedures.
    • DAFMAN 65-605, Volume 1: Budget Guidance and Technical Procedures.
    • DoD FMR Volume 11A, Chapter 2: Project Orders.
    • AFMCI 20-102: Requirements Definition and Purchase Instrument Development (for AFMC-specific rules).

Always consult your local Financial Management (FM), Contracting, or Resource Advisor office for unit-specific procedures, as implementation can vary by Major Command (MAJCOM) or activity.

Download the Official AF Form 185

Access the latest fillable/reproducible version here:
https://static.e-publishing.af.mil/production/1/saf_fm/form/af185/af185_rev.pdf

For the most current policy, visit the official Air Force e-Publishing site (www.e-publishing.af.mil) and search for AF Form 185 or related financial management instructions.

Disclaimer: This article provides general information based on publicly available official sources as of 2026. Fiscal law, policies, and procedures can change. Always verify with your servicing FM office, legal counsel, or higher headquarters before using any form or obligating funds. Improper use of project orders can result in Antideficiency Act violations.

If you need help understanding a specific block, processing a project order in your unit, or related training, contact your base Financial Management Squadron or the appropriate functional office. Proper use of AF Form 185 helps ensure efficient, compliant support for Air Force missions.