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Stocking Mementos

Air Force Protocol
from 'Til Wheels are Up'
Stocking Mementos

To ensure maximum flexibility and avoid last-minutes trips to the local stores, it is a good idea to maintain a stock of various mementos on hand. The amount of stock will be determined by the frequency with which gifts are presented and your budget. Experience has taught us to steer clear of the following items:
  1. Glassware - it may be too hard to carry during travel
  2. Perishable food stuffs
  3. Sterling silver - it tarnishes
  4. Clothing - it is too hard to accurately size

The most important aspect of stocking mementos is keeping ACCURATE RECORDS. These records must be up to date and reflect both where the stocked items came from and where (to whom) they went. As a minimum, the inventory must cover:
  1. How much each memento cost (Retain a copy of the dated purchase receipt for each item)
  2. To whom each memento was given (Retain a copy of the paperwork -- SSS or local form -- used to authorize the presentation)
  3. The title of the person receiving the memento
  4. The date it was presented
As mentioned earlier, mementos can be purchased with either appropriated or nonappropriated funds. A separate inventory must be kept for both accounts.

Appropriated funds or "Official Representation Funds" are covered in AFI 65-603. It outlines who is covered by these funds and what limits apply. The general information provided below is current as of the publication date of this guide but always consult the AFI.
  1. The aggregate cost of the memento cannot exceed $245.00. For example, if a memento costs $230.00, but it then costs $18.00 for engraving, the $245.00 aggregate limit is exceeded.
  2. Appropriated funds mementos may not be presented to U.S. Government employees
Nonappropriated funds or "Special Morale and Welfare Funds" are covered in AFI 34-201. It also outlines who is covered by these funds and what limits apply. The general information provided below is current as of the publication date of this guide but, again, always consult the AFI.
  1. The aggregate cost of the memento cannot exceed $20.00. For example, if a memento costs $14.00, but then it costs $8.00 for engraving, the $20.00 aggregate limit is exceeded.
  2. Nonappropriated funds mementos may be presented to U.S. Government employees. There are no grade limitations.


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