PCS Final Out & Clearing: Complete Checklist to Avoid Paying Thousands

Bottom Line Up Front: Final out/clearing = Official departure from base (return equipment, close accounts, get signatures). Must clear 15-25 offices (housing, supply, finance, medical, etc.) before final signature. Missing items = pay statement charges ($500-$5,000 for lost gear). Housing damage = security deposit loss + repair charges ($1,000-$10,000). Timeline: Start 30 days before PCS, finish by final out date. Most common charges: Lost gear (TA-50, CIF), housing damage (wall holes, carpet stains, broken appliances), unreturned library books, unpaid gym fees. Bring DA Form 31 (leave form) or clearing papers to each office for signatures.

What Is Final Out/Clearing?

Purpose

Official checkout from base:

• Return all issued equipment
• Close all base accounts
• Settle debts
• Get clearance signatures
• Receive final orders endorsement

Consequences of incomplete clearing:

• Hold on orders (can't PCS until cleared)
• Pay statement charges (thousands of dollars for lost equipment)
• Delayed travel payment
• Bad reputation (next unit hears you left issues)

Who Must Clear

Required:

• ✅ PCS to new duty station
• ✅ Separation/retirement
• ✅ Deployment (sometimes - partial clearing)

Not required:

• TDY (temporary duty)
• Leave (vacation)

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Offices to Clear (15-25 Depending on Base)

Universal (Every Base/Branch)

1. Housing (If Living On-Base)

• Inspection scheduled
• Repair any damage BEFORE inspection
• Clean thoroughly (white-glove inspection standard)
• Return keys, garage openers, mailbox keys

Common charges:

• Carpet cleaning: $200-$500
• Wall damage (holes, scuffs): $50-$200 per wall
• Broken appliances: $300-$1,500
• Lawn neglect: $100-$300

How to avoid charges:

• Patch nail holes (spackle, paint - match paint color)
• Professional carpet cleaning ($100-$200 - cheaper than base charges)
• Fix broken items (light fixtures, door handles)
• Mow lawn day before inspection

2. Supply/CIF (Central Issue Facility)

• Return ALL issued gear (TA-50, rucksacks, sleeping bags, etc.)
• Lay out for inspection
• Missing/damaged items = pay

Common missing items:

• Rain gear ($200)
• Sleeping bag ($150)
• Helmet ($300)
• Body armor ($1,000+)
• Gas mask ($500)
• TA-50 bag ($100)

How to avoid:

• Keep inventory list (know what you signed for)
• Find items early (search barracks, storage, car)
• Buy replacements if lost (eBay, military surplus - cheaper than pay statement charge)

3. Medical/Dental

• Final physical exam (deployment or separation)
• Dental checkup (ensure no pending work)
• Get medical records (for VA claim later)

No charge (just complete appointments)

4. Finance

• Verify pay (correct rank, BAH, etc.)
• Close travel claims (DTS, old vouchers)
• Return any overpayments

5. Orderly Room/Admin

• Personnel review records
• Update contact info (where to send W-2, 1099)
• Verify SGLI beneficiary current

6. ID Card Office

• Return old ID (if issuing new one for PCS)
• Update dependents (if needed)

7. Library

• Return all books, DVDs
• Common forgotten (people have library books for YEARS)
• Charge: $20-$100 per item

8. MWR (Morale, Welfare, Recreation)

• Return gym equipment (if borrowed)
• Close pool/gym membership accounts

9. Transportation (TMO)

• Close HHG shipment paperwork
• Submit final weight tickets (if DITY/PPM)

10. Security (Pass & Registration)

• Return base decals (if required)
• Update vehicle registration

Branch/Job-Specific Clearances

Additional clearances (depending on job):

• Arms room (return weapons - obviously!)
• Tool room (return tools, equipment)
• IT (return computer, CAC card reader)
• Training (return training manuals, equipment)
• Mobility (return deployment gear - Army, Air Force)
• Berthing (return linens, furniture - Navy ships)

Total offices: 15-25 (depends on base, job, branch)

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Timeline for Clearing

30 Days Before PCS

Start clearing:

• Most offices won't sign more than 30 days before PCS
• But start gathering equipment, checking inventories

What to do 30 days out:

• ✅ Get clearing papers from orderly room (list of offices to clear)
• ✅ Inventory all issued gear (find missing items NOW)
• ✅ Schedule housing inspection (if on-base)
• ✅ Schedule medical/dental appointments

14 Days Before

Peak clearing time:

• Most offices clear you 7-14 days before PCS
• Block out 2-3 full days for clearing

Day 1:

• Morning: Supply/CIF (return gear)
• Afternoon: Finance, admin, ID card

Day 2:

• Morning: Medical, dental
• Afternoon: Housing inspection (if on-base)

Day 3:

• Mop-up (any offices that needed rescheduling)

7 Days Before

Final signatures:

• Get all signatures (15-25 offices)
• Submit clearing papers to orderly room
• Receive final orders endorsement

If not fully cleared:

• Identify issues (what's holding you up?)
• Resolve immediately (lost gear? Pay for it. Housing damage? Repair it.)

Day of Final Out

Final signature:

• Commander or First Sergeant signs
• You're officially cleared to PCS

If cleared early:

• Take terminal leave (start leave, PCS at end)
• Or report to new unit

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Common Clearing Charges & How to Avoid

Lost Equipment Charges

TA-50 gear:

• Helmet: $300
• Body armor: $1,000-$2,000
• Sleeping bag: $150
• Rain jacket: $200
• Gas mask: $500

How to avoid:

• Inventory gear 60 days before PCS
• Find missing items (search barracks, car, storage, parents' house)
• Buy replacements (eBay, military surplus) - often cheaper than pay statement charge

If you can't find:

• Partial loss: Pay for item
• Total loss: File police report (if stolen), may waive charge

Housing Damage Charges

Common:

• Carpet stains: $200-$500 (professional cleaning or replacement)
• Wall holes (pictures, shelves): $50-$200 per wall
• Broken blinds: $100-$300
• Pet damage: $500-$2,000 (urine stains, scratches)
• Appliance damage: $300-$1,500
• Landscaping neglect: $100-$500

How to avoid:

• Patch nail holes (spackle, touch-up paint)
• Professional carpet cleaning before inspection
• Replace broken items (cheaper to buy new blind than pay base charge)
• Mow lawn, trim bushes day before inspection

Pre-inspection tip:

• Do self-inspection 7-14 days before official inspection
• Fix all issues found
• Official inspection = clean bill

Forgotten Items (Common)

People forget to clear:

• Library (books checked out years ago)
• MWR (borrowed camping gear for TDY)
• Tool room (borrowed socket set)
• Arms room (cleaning kit signed out)

How to avoid:

• Create checklist (list every office)
• Search "Final out checklist [Base Name]" (bases often have official lists)
• Ask outgoing soldier (what offices did you clear?)

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Appeal Process (If You Disagree with Charges)

Disputing Housing Charges

If you believe charges are unfair:

Step 1: Request re-inspection

• Document issue (photos)
• Show: Damage was pre-existing OR repairs were done

Step 2: File formal dispute

• Written statement to housing office
• Include: Photos, receipts (if you repaired), proof of pre-existing damage

Step 3: Commander involvement (if needed)

• Request commander review dispute
• Sometimes charges waived if commander intervenes

Timeline: 30-60 days for resolution

Reality: Most charges stick (burden of proof is on you)

Disputing Lost Gear Charges

If you believe gear was returned:

Step 1: Check supply records

• Request printout (what they say you didn't return)
• Show: You DID return (maybe lost in system)

Step 2: Get buddy statement

• Someone who saw you return gear
• Written statement: "I was present when SPC Smith returned helmet on [date]"

Step 3: File dispute

• Submit to supply sergeant + commander

Rarely successful unless:

• Clear evidence you returned gear
• Supply lost it (their error, not yours)

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Final Out for Separation/Retirement (Extra Steps)

Additional Clearances for Leaving Military

SFL-TAP (Soldier for Life - Transition Assistance Program):

• Required for separation/retirement
• 5-day class (job hunting, resume, VA benefits)
• Certificate required for clearing

ETS physical (Separation physical):

• Full medical exam
• Document ALL conditions (for VA claims later)
• Critical: This is last chance to document service-connected issues

CIF gear (Turn in EVERYTHING):

• Unlike PCS (keep some gear for next unit), separation = return ALL gear
• Body armor, helmet, uniforms, boots, everything

Tricare (Ends at separation):

• Active duty: TRICARE ends at midnight of separation date
• Sign up for TRICARE Retired (if retiring) OR civilian insurance

ID Card:

• Active duty ID expires
• Get retiree ID (if retiring) OR veteran ID

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Action Steps

30 Days Before PCS:

1. ✅ Get clearing checklist from orderly room
2. ✅ Inventory all issued gear (find missing items)
3. ✅ Schedule housing inspection (if on-base)
4. ✅ Make medical/dental appointments

14 Days Before:

1. ✅ Start clearing offices (supply, finance, admin, ID card)
2. ✅ Repair housing damage (patch walls, clean carpets)
3. ✅ Return library books, MWR equipment

7 Days Before:

1. ✅ Final housing inspection (pass or fix issues)
2. ✅ Complete all office clearances
3. ✅ Submit clearing papers to orderly room

Day of Final Out:

1. ✅ Commander final signature
2. ✅ Orders endorsed
3. ✅ Start leave OR report to new unit

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Related Guides

• PCS Complete Checklist
• Housing Inspection Preparation
• Military Separation Checklist

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Remember: Final out/clearing is bureaucratic but necessary. Start 30 days before PCS (don't wait until last minute). Return ALL gear (search everywhere for missing items). Repair housing damage before inspection (cheaper to fix yourself than pay base charges). Clear 15-25 offices (bring clearing papers, get signatures). Missing signatures = can't PCS. Budget 2-3 full days for clearing process. Thousands clear bases successfully every year - follow checklist, stay organized, you'll be fine.