DEFENSE LOGISTICS AGENCY

 HEADQUARTERS

 8725 JOHN J. KINGMAN ROAD

FORT BELVOIR, VIRGINIA 22060-6221

June 26, 2019 

MEMORANDUM FOR DEPARTMENT OF DEFENSE ACTIVITY ADDRESS DIRECTORY 

(DoDAAD) PROCESS REVIEW COMMITTEE (PRC) 

SUBJECT: Administrative Addendum to Approved Defense Logistics Management Standards 

(DLMS) Change (ADC) 1258A, Grant Authority and Funding Office Flags in the 

DoDAAD (DoDAAD)

The attached administrative update is approved for immediate implementation to Defense 

Logistics Manual (DLM) 4000.25, Defense Logistics Management Standards (DLMS), Volume 

6, Chapter 2. 

Addressees may direct questions to Richard Morrow, DoDAAD PRC Chair, at 571-767-

5256, DSN 427-6885, or e-mail: EBSO.DoDAAD@dla.mil. Others must contact their 

Component designated representative.

HEIDI M. DAVEREDE

 Director

 Enterprise Business Standards Office

Attachment

As stated

cc:

OUSD(DPC)

ODASD(Logistics)
Attachment, ADC 1258A

Page 1

ADC 1258A

Grant Authority and Funding Office Flags in the DoDAAD 

(DoDAAD)

1. ORIGINATING SERVICE/AGENCY AND POC INFORMATION: Enterprise Business 

Standards Office (EBSO), DoDAAD PRC Chair, Richard Morrow, at 571-767-5256, e-mail: 

EBSO.DoDAAD@dla.mil. 

2. FUNCTIONAL AREA:

a. Primary/Secondary Functional Area: DoDAAD

b. Logistics and Transaction Changes (Check All That Apply):

 Category  Category  Category

Billing Physical Inventory Contract Admin

Discrepancies / Deficiencies MILSTRAP  DoDAAD

Serialization MILSTRIP MAPAD

Small Arms/Light Weapons MRA LMARS

pRFID Disposition DLM Publications

GFP DOD BRAC

3. REFERENCES:

a. Office of Management and Budget (OMB) Memorandum M-15-12, Increasing 

Transparency of Federal Spending by Making Federal Spending Data Accessible, Searchable, 

and Reliable.

b. DLM 4000.25, Defense Logistics Management Standards (DLMS), Volume 6, 

Chapter 2, Department of Defense Activity Address Directory.

c. Approved DLMS Change (ADC) 1201, Original Implementation of a DoDAAC

Funding Office Flag.

4. APPROVED CHANGE(S): This addendum replaces ADC 1258 in its entirety. Changes to 

the original ADC are highlighted in YELLOW; all other provisions of ADC 1258 are carried 

forward in this addendum and remain as written.

a. Overview: This change will add a Yes/No flag to the DoDAAD to indicate if the 

activity identified by the DoDAAC is authorized to award Grants on behalf of the Federal 

Government. It further provides additional business rules for the application of the Funding 
Attachment, ADC 1258A

Page 2

Office flag that was initially implemented in the DoDAAD with ADC 1201. This administrative 

addendum removes the Authority Code restriction on the Funding flag. 

b. Background:

(1) Pursuant to the Digital Accountability and Transparency (DATA) Act of 

2014, reference (a) directed the Heads of all Federal Departments and Agencies identify offices 

with award authority for Procurement, Grants, and the funding thereof using Activity Address 

Codes (AAC) in the DoDAAD. This information would then be pulled into and recorded in 

Federal Procurement Data System-Next Generation (FPDS-NG) of the General Services 

Administration (GSA). Procurement offices were to be identified by April of 2016, and several 

ADCs were published last year to facilitate this. Grant and Funding offices are required to be 

identified and recorded in systems by May of 2017. 

(2) The ability to indicate which activities, represented in the DoDAAD by 

DoDAACs, have the authority to award grants is not currently possible. The Grant Authority 

flag will enable this identification. Furthermore, when the Funding Office flag was initially 

implemented by ADC 1201, specific business rules for how the flag was to be set were not 

available at that time. This change will provide the conditions for when the flag is to be set. 

(3) These changes will not affect existing DoDAAC logic. The Grant Authority 

flag represents another purpose code for the DoDAAC, which is intended to work in similar 

fashion as that of existing DoDAAC purpose code flags (e.g., Procurement Authority). 

(4) Once these flags have been implemented in the DoDAAD and set for the 

applicable records, it is expected that the current replication from the DoDAAD to FLIS 

Portfolio Data Warehouse will contain the new data for further syndication to FPDS-NG. 

(5) The Grant Authority flag will represent that the office identified by the 

DoDAAC has the authority to award Grants on behalf of the Federal Government. The Funding 

Office flag already exists in the DoDAAD and will represent that the office identified by the 

DoDAAC has the authority to fund either procurement (contract) or grant awards. There are no 

interdependences between these flags; a single record can have one or several purpose code flags 

set. The business rules for how these two flags shall be set by Services/Agencies as provided 

below. 

5. ROLES AND RESPONSIBILITIES: For the purposes of implementing this Change, the 

term “AAC” applies to records for Federal Agency activities, and “DoDAAC” applies to records 

for DoD activities. To implement this Change, stakeholders must make specific changes as 

follows: 

a. DAAS: 

(1) Grant Authority. 

(a) Create a new field in the DoDAAD for GRANT. The only valid 

values will be “Y” for yes and null for no. 
Attachment, ADC 1258A

Page 3

(b) The field name of “Grant Authority” will be used for the Update 

Application, DAASINQ, and eDAASINQ. 

(c) The location of this new field will be next to (to the right of) the 

Procurement Authority flag and before (to the left of) the Funding Office in the Update 

Application, DAASINQ and eDAASINQ. 

(d) For Excel output from eDAASINQ, the field header “GRANT” will 

be displayed in the column following PROCUREMENT and before FUNDING. 

(e) When the Grant Authority flag is set to “Y,” both the Sub Tier Code 

and CGAC are required fields. This flag can only be set when the Org Type Code is “F” or “D”

and cannot bet set when the Contractor Flag is “Y.” 

(f) Setting of the Grant Authority flag is not affected by Authority Codes.

(g) GSA will set this flag for AACs, once the flag is implemented in the 

DoDAAD. 

(h) EBSO will initially set this flag for DoDAACs, based on future 

direction from DPAP.

(2) Funding Office. 

(a) Universally set every DoDAAC in the DoDAAD with a “Y” value for 

the Funding Office flag if the Authority Code is 00, 02, 03, or 05. 

(a) Sub Tier Code and CGAC remain mandatory fields when this flag is 

set to “Y.” 

(b) This flag can only be set if the Org Type Code is “F” or “D,” and 

cannot be set if the Contractor Flag is “Y.” 

(c) GSA has already set this flag for AACs. 

(d) The mass update of the funding flag for DoD records can proceed 

according to an acceptable timeframe set by DAAS, so long as it is completed by the May 9, 

2017 deadline in reference (a).

(3) The Purpose Code flags (e.g., Procurement Authority, Grant Authority, and 

Funding Office) can be set independent of one another or in conjunction with one another. A 

single record can have more than one purpose code flag set. 

(4) Ensure these new flags are included in DoDAAD replication with Logistics 

Information Services’ FPDW, so that the web service between FPDW and FPDS-NG will 

provide proper recording of data to meet required deadline of May 9, 2017. 
Attachment, ADC 1258A

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b. GSA: 

(1) Setting of the Grant Authority and Funding Office flags for AACs will be 

determined by the Senior Accountable Officials (SAO) of each Federal Agency and conveyed to 

GSA General Supplies & Services (GSS) – the CSP – who will set the flag for all Federal 

records. 

(2) If an AAC’s sole use is for Grant Authority, the Authority Code should be set 

to 07, Administrative. 

(3) Funding Office AACs shall have an Authority Code of either 00, 02, 03, or 

05. There is no Authority Code restriction for the Funding Flag.

(4) An AAC can have more than one Purpose Code. 

(5) Once the Grant Authority flag has been implemented, identify all AACs that 

require the new flag and update the DoDAAD accordingly. 

c. DoD: 

(1) Funding Office. 

(a) For the purposes of this implementation, for the DoD, the Funding 

Office flag is intended to identify funding specifically for either the award of a Grant or the 

award of a Procurement action (contract). Since there is an inherent funding implication with 

certain Authority Codes, the Funding Office flag will only be rendered “Yes” if the Authority 

Code is either 00, 02, 03, or 05. 

(b) Consequently, upon implementation of this change, all existing 

DoDAACs with these Authority Codes will automatically be set to “Yes” by DAAS. 

(c) For any new DoDAAC created after publication of this change, CSPs 

will only be able to set the Funding Office flag, IF the Authority Code is 00, 02, 03, or 05. 

(c) All relevant Type Address Code requirements for these Authority 

Codes still apply. 

(2) Grant Authority. 

(a) For the purposes of this implementation, the Grant Authority flag for 

DoD records will initially be set by Defense Procurement and Acquisition Policy (DPAP) via 

EBSO, identifying all current offices of the DoD authorized to award Grants. 

(b) For any new DoD records that will require the Grant Authority flag, 

this flag will be set by EBSO, at the direction of DPAP. 
Attachment, ADC 1258A

Page 5

d. EBSO: 

(1) Revisions to DLM 4000.25 Manuals:

Note: There are no new changes to the manual in ADC 1258A. The text below is 

unchanged from the original ADC.

(a) Volume 6, Chapter 2. Renumber existing paragraph C2.4.4.7 Sub 

Tier Code to paragraph C2.4.4.6. Then add the following: 

C2.4.4.7. DoDAAC Purpose Codes. The DoDAAD has several 

purpose code flags that identify how a DoDAAC is used by a 

particular business domain (e.g., procurement, grants). The 

following are the Purpose Code flags that exist in the DoDAAD: 

C2.4.4.7.1. Procurement Authority. Procurement 

Authority is a legal authority, delegated down from the Department 

level to entities of the Federal Government who are authorized to 

award write contracts which obligate the Government to binding 

agreements with commercial and other government entities. For 

the DoD, this authority is delegated by the Secretary of Defense 

through the Undersecretary of Defense for Acquisition, Technology 

and Logistics (AT&L), Defense Procurement and Acquisition Policy 

(DPAP) and by the Senior Accountable Officials (SAO) of the 

Federal Agencies. The Procurement Authority flag will be set to 

“Y” is used to identify activities that have been delegated this 

authority and that are legally authorized to award write contracts. 

The Procurement Authority Flag can be marked in association with 

any other existing Purpose Code. When this flag is set, it will make 

the Sub Tier Code and CGAC mandatory field entries. This flag 

can only be set if the Org Type code is “F” or “D.” 

C2.4.4.7.2. Grant Authority. Grant Authority identifies an 

activity/office that has been delegated, by the head of a DoD or 

Federal Civilian Agency, the legal authority to make and manage 

awards under the auspices of a designated grants officer. In DoD, 

the office’s DoDAAC must be used to construct the grants award 

identifier. Civilian agencies may use the AAC in their award 

identifiers. The Grant Authority flag will be set to “Y” to identify an 

activity/office that has the authority to award grants, cooperative 

agreements, or federal financial assistance vehicles. The Grant 

Authority Flag can be marked in association with any other existing 

Purpose Code. When this flag is set, it will make the Sub Tier 

Code and CGAC mandatory field entries. This flag can only be set 

if the Org Type code is “F” or “D.” 
Attachment, ADC 1258A

Page 6

C2.4.4.7.3. Funding Office Flag. The Funding Office This 

flag will represents that the office identified by the DoDAAC/AAC

has the ability to initiate requirements (e.g., the office has a budget 

and can initiate requirements packages that will result in contracts, 

grants, and other types of awards). This flag is not to be used to 

represent financial entitlement or disbursing functions. It is 

available for each DoD and Federal Agency DoDAAD Series (not 

contractor series). Planned future business rule based on 

Organization Type code (once implemented) will make it available 

only on DoD or Civilian Agency records. The Funding Office Flag 

can be marked in association with any other existing Purpose Code 

(i.e., it is not mutually exclusive with Procurement or Grants). 

When this flag is set, it will make the Sub Tier Code and CGAC 

mandatory field entries. This flag can only be set if of the Org Type 

code is “F” or “D.” 

(b) DoDAAD Data Elements. Update the table with the new data 

elements and definitions outlined above. 

(c) Update Application SOP. Make the changes to the Update

Application SOP to include the new data elements and business rules as outlined above. 

(2) New/Changes to DLMS Data Elements: None

6. ESTIMATED TIME LINE/IMPLEMENTATION TARGET: Authorized for immediate 

implementation by DAAS was upon publication of the previously released PDC. This exception 

was issued in order to meet the required OMB implementation. The following critical deadlines 

are provided: 

a. Target timeline for DAAS to implement in DoDAAD is 30 days from the publication 

of the previously released PDC. 

b. Deadline prescribed by reference (a) for Grant Award and Funding Office AACs to be 

identified in FPDS-NG is May 9, 2017. To meet this deadline, once DAAS has implemented the 

Grant Authority Flag in the DoDAAD, GSA will update the DoDAAD accordingly with all 

AACs requiring this flag. DoD records for both the Grant Authority flag and the Funding Office 

flag will be updated per the instructions in paragraph 5 above. 

7. IMPACTS:

a. Automated Information Systems (AIS): DoDAAD, FPDW, FPDS-NG, CAF, 

AESIP, USAF DoDAAC WMS.

b. Army and Air Force. Army and Air Force are expected to make the necessary 

changes to their respective DoDAAC applications to mirror these changes to the DoDAAD upon 

publication of the approved change.
Attachment, ADC 1258A

Page 7

c. Non-DLM 4000.25 Series Publications: The changes identified herein must be 

incorporated into the relevant Service/Agency-level DoDAAD management publications, 

including (but not limited to) the following: 

(1) 41 CFR, Federal Property Management Regulations 

(2) U.S. Army: AR 725-50 

(3) U.S. Air Force: AFI 24-230

(4) U.S. Marine Corps: MCO 4400.201, Vol 2

(5) U.S. Coast Guard: COMDTINST M4000.2

(6) Defense Information Systems Agency: DISA Instruction 270-50-10