There have been a number DD-214 reissue requests submitted to PSC due to blocks 4a (Grade, Rate or Rank) and 4b (Pay Grade) being left at the default value of "N/A". This happens when the SPO doesn't enter a Job Code on the DD-214 worksheet data entry screen. Direct Access leaves this field blank for SPOs to complete because not all members separate or retire at their current pay grade. SPOs must confirm and enter the Job Code for the pay grade the member is to separate or retire.
SPO Auditors are reminded to diligently review each and every entry on the DD-214 worksheet before finalizing the form. Once finalized, corrections can only be made by requesting PSC to reissue the form.
Greetings from the PPC Separations Branch. This month we are providing helpful information on the following topics:
Amending Separation Orders to a later date.
OPEN/ready to OPEN: If the order is in a "ready" status and the unit requires a later date from PSC-EPM (such as an involuntary retention for medical), the SPO must un-approve the order to revert to an "authorized" status before contacting EPM. This is to ensure the order does not go through the orders integration process before PSC-EPM can amend the authorization.
OPEN/finished to OPEN: If the order is in a "finished" status and the separation date is in the current, open pay calendar, SPOs must first contact PSC-EPM to cancel the authorization. The SPO will then need to cancel the order. Once both are cancelled, PSC-EPM will issue a new authorization and the SPO may work the new order.
For example: Separation date of 18SEP2015; Command requests 3 month retention on 15SEP2015. Separation would have run through the orders integration process, placing the order in a finished status, creating the termination job row and computing final pay. The pay calendar is open so the authorization and order can be cancelled to ensure no interruption of member's pay.
CLOSED/finished to OPEN: If the order is in a "finished" status and the separation date falls after finalizing the pay calendar or in a previous pay calendar and the new separation date falls in the next open pay calendar or later, SPOs must first contact PSC-EPM to cancel the authorization. The SPO will then need to cancel the order. Once both are cancelled, PSC-EPM will issue a new authorization and the SPO may work the new order. PPC-SEP must be notified of the date change to ensure the member's pay continues and make any adjustments to any computed or paid final pay and lump sum leave.
For example: Separation date of 25SEP2015; Command requests 3 month retention on 21SEP2015 (pay calendar for 15-30SEP closed).
CLOSED/finished to CLOSED: If the order is in a "finished" status and the separation date falls after finalizing the pay calendar or in a previous pay calendar and the new separation date also falls in a finalized pay calendar, SPOs must contact PSC-EPM to amend the authorization and contact PPC-SEP to work the separation manually. The SPO will need to amend the order once PSC-EPM has amended the authorization and approve the amended order. Once actions are complete, PPC-SEP will compute final pay manually and send final pay via the next available off cycle payment.
For example: Separation date of 18SEP2015; Command request 1 week retention to complete medical on 21SEP2015. The separation has processed through orders integration and the pay calendar is closed for 15-30SEP.
Entitlement Stops and Starts.
Last month PPC processed 32 separations with overpayment of Career Sea Pay/Career Sea Pay Premium. These members left the service with a debt due to the entitlement(s) not being stopped upon the member's departure from the unit. Entitlements do not auto-stop until the separation order has gone through orders integration; 4-7 days prior to actual separation date. DA 9.1 will then build a debt for entitlements that should have been stopped upon the members departure from the unit. In order to prevent overpayments, SPOs must manually stop entitlements that should stop upon departure from the unit with no intent to return such as CSEAPAY, CSEAPAY PREM, and OCOLA (if processing point/permissive house hunting and/or leave is INCONUS). Separation orders should be approved as soon as complete but no later than date of departure or SPO cutoff date, whichever is sooner.
Similarly, SPOs must manually stop/start BAH for members IAW COMDTINST M7220.29B, 3.G.5.e. and stop SGLI for members REALAD to the IRR with no intention to drill.
Last month PPC processed 43 separations with negative leave. These members left the service with a debt due largely to incorrect calculation of leave through termination date. Prior to computing available leave, ensure all pending leave is approved/cancelled. Once all pending leave is cleared, go to the most recent finalized end month calendar to view the leave accumulator. Go to the "Pay Calculation Results," enter EMPLID, Select the most recent finalized end month calendar, click on "accumulators," click the "last" button on the "calendar information" and "accumulators" banners, click "view all" and scroll to the bottom to view "LEAVE ENT_BAL." Compute leave to the last day of active duty per COMDTINST M100.8A, 2.A.19.b. Do not use the pay slip to verify the leave balance or rely on the balance in the separation order. Leave must be manually computed to the last day of active duty. All terminal leave must be entered on the separation order.
Note permissive time in the order notes (making sure to stop entitlements as instructed above). Do not include permissive time with terminal leave in the leave information tab.
SPO auditors reminded to review all data entry before approving transactions.
Currently, upon completion of a RELAD or reserve status change, users are able to select a Training/Pay Category (TRAPAY CAT) that is invalid for the member's intended reserve classification.
For example, a reservist in the IRR cannot have a TRAPAY CAT of "A", yet the system is allowing a user to select this invalid combination. Despite specific user guidance and several reminders from PPC (sep), users continue to enter these invalid combinations several times each cycle, which can result in the orders integration process failing to complete successfully.
We have recommended implementing an edit (which did exist in DA 8.0) which will prevent the entry of invalid reserve classification/TRAPAY CAT combinations. Per, Chap 1 and Appendix A of the Reserve Policy Manual, COMDTINST M1001.2 (series), the only valid combinations are:
|SELRES||A, B, C, D, F, M|
|IRR||E, H, J, P|
Until this edit is implemented (if it is implemented), SPO auditors must pay special attention to the TRAPAY CAT on all RELAD and reserve status change transactions to ensure the codes are allowable (per the table above). Do not approve any transaction without first verifying the accuracy of the classification and training pay category.
Currently, there are well over 100 members with incorrect RELAD information with more coming in each day. Members are being RELAD into the IRR, but their EMPLOYEE CLASSIFICATION is being marked as AD or SELRES. In addition, no PAYCAT information is being entered. Ensure that EMPLOYEE CLASSIFICATION reflects where the member is going, not where they are departing from. The EMPLOYEE CATEGORY should match EMPLOYEE CLASSIFICATION and the TRAYPAY CAT is important to keep member's information as up to date as possible.
If the information is entered incorrectly, the SPO that submitted the transaction will need to correct it. If the correction is done AFTER the separation orders are in a "Finished" status (the "Orders Status"), a trouble ticket will also need to be submitted by the SPO Auditor detailing the corrections that need to be completed by PPC.
A system change has been completed for separation transactions. The following values for the fields listed below will now be used:
NOTE: On Separation Orders, the Officer's Character of Service will show up in the Enlisted Discharge block.
A system change request has been submitted to correct the logic used to determine the new expiration of enlistment date for extensions and reextensions. Currently the system is miscalculating the date. It is one day short.
Member extended for 6 months to comply with PCS orders. Member's EOE was 3/31/18. A 6 month extension should have resulted in a new EOE of 9/30/18, however DA is calculating 9/29/18.
Currently the only way to correct this erroneous contract data is to notify PPC Customer Care via a trouble ticket.
RELAD Separation Details. When completing the separation order, ensure the Employee Classification, Employee Category and Employee Subcategory (TRAPAY CAT) are consistent. If the categories are not consistent (for example "Selected Reserve" as Employee Classification with an "Employee Subcategory" of H), the orders integration process in DA 9.1 ceases to process. PPC SEP must then locate the individual order, have the SPO correct the order then re-run the orders integration process, delaying all Coast Guard separation order processing. Please see the PPC SEP News July 2015 for guidance on how to manually stop SGLI for members assigned to IRR.
Changes to Separation Order. Any change to an approved separation order must be re-approved by an Auditor. The order may appear to have updated but any changes will not take effect without being run through the approval process.
Retired Recall. For retirees with immediate recall, ensure all leave is entered in the "total to Carry Over (Days):" block. Per the Coast Guard Pay Manual, COMDTINST M7220.29 (series), members transferred to the retired list but retained on continuous AD after transfer are not authorized lump sum leave payment.
The SPO must stop SGLI for members who are released from active duty and transferred to the IRR and who have no intention to drill (for points only or for further assignment to the SELRES). Global Pay will continue deductions for SGLI for IRR members unless the coverage is stopped upon RELAD. To stop the SGLI deduction, select the Coverage Election of "Waive" as prescribed in step 8 of the procedures section in the SPO SGLI user guide.
According to the U. S. Department of Veterans Affairs some Personnel Officers are advising Servicemembers to cancel their Servicemembersí Group Life Insurance (SGLI) coverage months or weeks, before their separation date in order to save on premium payments.
This is not good advice. It is imperative that all Personnel Officers and Servicemembers be aware that cancelling SGLI prior to their separation date carries several negative consequences that far outweigh any short-term cost savings.
For example, if a Servicemember cancels SGLI prior to separation from service, then that member:
Personnel Officers should advise any member who may be considering cancelling their SGLI coverage about the negative consequences listed above.
Direct Access no longer automatically adds a Travel Order Number(TONO)/Line of Accounting(LOA) to Separation and Retirement Orders. TONOs/LOAs are now added by DCMS-831 (PCS TONO Funds Manager) if the member elects to relocate upon separation/retirement to their Home of Record/Home of Selection. This change will ensure that the Coast Guard only allocates funds to members who are actually moving/incurring costs.
Remember to only use the leave type of "Terminal Leave" when completing separation orders in Direct Access. If the regular leave type is used it will not shut down entitlements and causes other problems with the transaction.
Also, remember SPOs MUST manually stop Career Sea Pay, Career Sea Pay Premium and OUTCONUS COLA upon the memberís departure from the unit on Terminal Leave (with no intention to return) to prevent overpayments.
More Separations Reminders:
Avoiding Expected Active Duty Termination Date Payroll Errors
End of enlistment processing has changed with the implementation of DA Global Pay. Under Global Pay, if a member's end of enlistment falls within the current pay calendar, there must be an approved separation order or approved retention document (reenlistment/extension/re-extension) before payroll for the Coast Guard can be finalized.
If a member's end of enlistment falls within the pay calendar and an approved separation or approved retention document is not completed prior to payroll finalization, the member will be removed from payroll and will not receive pay and allowances for that pay cycle.† SPOs are responsible for completing the appropriate action in Direct Access after payroll finalizes and the next pay calendar is opened.† SPOs must then request a special payment for retained members.
Effect on reenlistments, extensions and re-extensions:
Reenlistments, extensions and re-extensions for the current pay calendar cannot be executed after payroll finalization since they cannot be approved until the date of signing.
When counseling members on reenlistment/extension/re-extension, it is imperative that P&A Offices/SPOs refer to the payroll calendar to ensure the contract is executed prior to the SPO data entry/approval cutoff date for the pay calendar in which the end of enlistment falls.
Reminder: †Per 1.B.7.b.(4) Military Separations, COMDTINST M1000.4 (series), commanding officers are authorized to separate members three or fewer months before the normal separation date for the purpose of immediate reenlistment.
PPC Separations (SEP) ensures all expected active duty termination date payroll errors are clear prior to payroll finalization.† SPO's will receive an email from PPC-PF-SEP@uscg.mil indicating immediate action is needed and will follow up with any additional actions needed throughout the applicable pay calendar.† These actions must be completed by the SPO data entry cutoff date.
Approval after SPO Cutoff Date:
If PPC (SEP) directs the approval of a separation or contract after the SPO cutoff date but before payroll finalization, SPOs must comply as the pending transaction causes a payroll error that prevents payroll from finalizing.
All separation orders must be approved by the SPO data entry/approval cutoff date of the member's departure from the unit.† Examples:
If a separating member's separation is not approved, prior to payroll finalization, the member's final pay and allowances will be removed from the payroll cycle.
Final pay and allowances (including lump sum leave sell) will be delayed as it must be manually recomputed and added to an off cycle payment after payroll finalization.
DD-214 Formatting and Data Entry
When completing blocks 13 (Decorations, Medals, and Awards) and 14 (Military Education) use only semi-colons (;) to separate entries. Do not use commas to separate entries as this will force the everything before the comma to be pushed to the continuation page if the block on the form is full. If a semi-colon is present, the system will break the line at the semi-colon when moving text to the continuation page.
Also, and this applies to all text areas on the DD-214 data entry component, you cannot use tabs or excessive spaces to format entries. Only paragraphs and manual line breaks can be used.
Additional guidance for completing the DD-214 is available in Certificate of Release or Discharge from Active Duty (DD Form 214/5 Series), Department of Defense Instruction (DoDI) 1336.01. The Coast Guard DD-214 Manual (CIM 1900.4 (series)) is being reviewed and will be released in the near future. It will defer to the DoDI for data entry. So follow the DoDI when completing the DD-214. This includes:
Separations - Issues with Delay En route and Approvals
All separations can and should be approved as soon as all the information is completed on the separation orders (prior to or on the day of departing on terminal leave).
DO NOT wait until the date of separation to approve a separation order. At a minimum, separations must be approved no later than two days prior to the SPO Data Entry/Approval Cutoff for the pay calendar for the member's separation date to allow time for processing.
For example, if the member's separation date is 23 February 2015 (end-month February pay calendar), the separation must be approved on or before 14 February 2015, which is two days before the "SPO Data Entry/Approval Cutoff" for the end-month February pay day.
Waiting until the separation date to approve the separation WILL cause overpayments to members.
We are also seeing separation orders (RELADs and discharges) with proceed time and travel time on them. RELADs and discharges are not authorized proceed time and travel time. When this information is entered, it is charged as leave and oftentimes puts members in a negative balance on leave, causing them to be in an overpaid status.
Also, as a reminder, there is no "days leave to sell" block on the separation transaction. DA will automatically pay out for unused leave as part of the separation process. The leave carryover block is only used for Reserve Component members authorized to carry unused leave into inactive duty and for members changing components with no break in service (this does not include a regular member being released from active duty and transferred to the Coast Guard Reserve to fulfil their initial military service obligation).
Separations Processing Guidelines for Global Pay Transition
This SPONOTE provides guidelines for processing active duty separations as we transition to Direct Access Global Payroll.
All final pay and allowances will be paid to the separated member on the next regular pay cycle following the date of separation (DOS). For example, a member separating on 5 Jan 2015 will receive final pay and allowances on 15 Jan 2015. Certain cases may require a "special payment" but these will be limited. Guidance for special payment requests will be forthcoming. The current process for requesting an earlier separation date (amendment to a PSC approved separation authorization) will remain the same but must fall within the new payroll processing schedule guidelines. In Global Pay, the separation order completed and approved by the SPO is the transaction that will calculate and close separating members' accounts. There will be no electronic Statement of Intent to complete.
Also of significant note; CSEAPAY, CSEAPAY PREM and OCOLA must be manually stopped by the SPO upon the member's departure from the unit (or, OUT CONUS location for OCOLA) on terminal leave. Payroll transactions required in connection with separations will be noted in the procedural guidance. Most pay entitlements continue to accrue while a member is on leave in connection with separation. However, CSEAPAY, CSEAPAY PREM, and OCOLA are unique, these entitlements end when the member departs the unit or OUT CONUS unit on leave with no intention to return.
CWO2 Stacey Leigh Stevens
USCG Pay and Personnel Center
Separations Branch Chief
The Fall 2014 issue of the Pay & Personnel Center's Separation Branch Newsletter is now available. This issue includes the following articles:
The Spring 2014 issue of the Pay & Personnel Center's Separation Branch Newsletter is now available. This issue includes the following articles:
The Separations, Entitlements and Service Validation (SES) Branch is now the Separations (SEP) Branch. Service validation functions now fall under the Advancements (ADV) Branch. For service validation links, please see the ADV website here: http://www.uscg.mil/ppc/adv.asp.
PPC Separations Branch must account for all leave upon separation. In order to accomplish this, the leave disposition needs to be entered into the correct fields within Direct Access. For all separation cases, leave disposition must be entered on the Statement of Intent (SOI) under the "SOI Leave" tab. Regular leave sale shall be entered in the "Days of Regular Leave to Sell" tab. Do not enter regular leave to sell in the "saved leave" block. Enter the dates of terminal leave in the "Leave Requests" section of the SOI. Do not enter leave periods taken before terminal leave in this section. Leave taken before terminal leave must be entered as a regular vacation request in Direct Access.
It is important to take in to account all leave accrual through the date of separation. The leave accrual chart may be found in the Military Assignments and Authorized Absences Manual, Chapter 2.A.19.b. All leave not posted to JUMPS needs to be taken into account as well.
When computing terminal leave, ensure the member has no more than 75 days leave on October 1st or leave will be lost, causing the member to go in an overpayment status upon separation. This is especially important for members retiring and utilizing permissive temporary duty and/or processing point. The member must start utilizing leave days early enough to ensure they have no more than 75 days on October 1st.
SPOs must ensure the SOI is submitted and approved no later than 45 days prior to the departure from the unit. SPOs should also verify the SOI was posted to JUMPS by viewing SEG 75.
The PPC SPO Manual, Part VI contains all procedural guidance on completing separations transactions in Direct Access.
When completing the process of separating a member from the service, it is important to consider the entitlements which are lost while a member is on terminal leave. As per the SPO Manual Chapter 3, II-9-B-11, a member departing an OCONUS duty station will be eligible to receive OCONUS Cost of Living Allowance through the day prior to the first day of leave. For example, if a member begins terminal leave to an INCONUS location on 6 July 2013 the entitlement will be stopped on 5 July 2013 in Direct Access. One exception for this rule is if a member receiving OCONUS COLA takes leave outside the continental United States. A member who remains outside of the continental United States will remain eligible to receive a COLA entitlement. These rules apply for OCONUS COLA with and without dependents.
For vessel units which qualify for Career Sea Pay and Career Sea Pay Premium, stop transactions must be done as well. Per Pay Manual Chapter 4, Section B, Figure 4-3, Rule 12, a member is no longer entitled to Career Sea Pay (CSP) or Career Sea Pay Premium (CPS Prem) once departing the vessel on terminal leave. For example, if a member leaves his or her CSP qualifying vessel and begins leave on 10 July 2013 the Direct Access stop date should be 09 July 2013.
The stop transactions may be future dated in Direct Access and could be done along with separation counseling. If these entitlements are not stopped, the member will see a reduction of his or her final pay. This may delay payment to the member as well. These transactions must be entered and approved in Direct Access no later than one full pay cycle before the member's departure from the unit.
Ensuring that Reductions and Forfeitures are entered into Direct Access in a timely manner has a large impact on successful separations of Coast Guard members. Once punitive action has been taken via court martial or non-judicial punishment, it is imperative that this information is entered into the Disciplinary Action Tab in Direct Access. These transactions must be entered and approved in Direct Access no later than one full pay cycle before the member's departure from the unit. Failure to complete these transactions into Direct Access may result in negative final pay, creating an out of service debt for the member.
CWO2 Stacey L. Stevens
USCG Pay & Personnel Center
Separations Branch Chief
When processing any type of Separation use the below checklist to ensure member's pay and entitlements are correctly accounted for in their final active duty payment. Failure to submit and approve documents by the compute cycle prior to separation date will cause delays and/or reductions in final payments to members.
1. Submit and Approve a Statement of Intent through Direct Access within 45 days of member's separation date.†Include leave sale and terminal leave dates if requested.
Verifying accumulated leave on separating members.
When calculating a member's leave balance through their separation date check the below areas in Direct Access and JUMPS:
Absence Request in Direct Access - check for any pending leave documents not yet approved.
Segment 62 in JUMPS - shows monthly leave balance and any leave taken during that month.
Segment 74 in JUMPS - Shows actual leave dates that have been processed or that are input and waiting for a compute cycle.
Use the below chart to calculate leave accrual through the date of separation:
Computing Leave from Beginning of Month to Separation Date.
This table shows the leave earned from beginning of month to date of separation.
Day of the of Month of Separation
Reminder: The SOI must be approved in order for PPC calculate initial separation payments.
2. Submit and approve the Separation Action when member's terminal leave begins or prior to the last compute before the member's separation date.
The separation action must include leave sale. PPC cannot pay leave sale if it is not included in the separation transaction. If leave sale is not initially included, a correction to the separation action must be completed. PPC will only release pay and allowances owed member on date of separation and will wait until correction is submitted to process leave sale.
3. Last minute changes to separations:
When last minute changes to separations occur, if possible submit a new Separation SOI thru DA that includes the new information. Only do this if there is a compute prior to the separation date. If there is no compute, send an email SOI to PPC- PF-SES with new information and adjust the Separation Action accordingly.
Communication is the key to processing timely and accurate separations. Any questions can be sent to via email PPC-SES.
CWO2 Stacey L. Stevens
USCG Pay & Personnel Center
Branch Chief; Separations, Entitlements; Debts & Service Validation (SES)
The February 10, 2012 changes to the Coast Guard Pay Manual COMDTINST M7220.29(series), have resulted in new administrative procedures when processing separations for members who are authorized Separation Pay.
Administrative procedures now requires a Ready Reserve service agreement and a statement of understanding that confirms the recipient's understanding of Separation Pay policy, recoupment from Retired Pay, and recoupment tax impact on Retired Pay. Per CG Pay Manual COMDTINST M7220.29(series), PPC (ses) shall only disburse Separation Pay when in receipt of the Ready Reserve service agreement and statement of understanding.
CG-3307 (SEP-21-Acknowledgement of Separation Pay and Recoupment from Retired Pay) has been formatted to incorporate both of the above requirements. Please review CG Pay Manual, Chapter 10, prior to processing separation actions that include separation pay. To ensure members are paid Separation Pay in a timely manner, SPO's should scan and email the signed CG-3307 (SEP-21) to PPC-PF-SES@uscg.mil prior to completing/approving the separation action in Direct Access. PPC-SES will include the signed CG-3307 (SEP-21) in the member's separation case. Failure to obtain and forward the signed CG-3307 (SEP-21) will require PPC (ses) to withhold Separation Pay Payments and direct members to contact their servicing SPO for help.
CWO2 Horace Byrd
USCG Pay & Personnel Center
Chief, Separations, Entitlements and Debts & Service Validation Branch (SES)
Recently, we have came across a couple of large overpayments that involved the untimely submission of disciplinary actions. It is important to remember that leave accrual ceases while a member is in confinement or HADA status. Also, if a member is sentenced to confinement for more than 6 months, or sentenced to a punitive discharge along with confinement of any duration, the member is subject to automatic forfeiture of pay and allowances. It is extremely important that disciplinary and confinement transactions are entered in a timely and accurate manner. This will help ensure that members' accounts are adjusted correctly and avoid large overpayments on behalf of the government.
In one case, as a result of a Special Courts-Martial, the member was reduced to pay grade E-1 and confinement. Although a disciplinary transaction was completed IAW Part III Chap 5 of the SPO Procedures Manual, no confinement transaction was input per Part III Chap 6. The member was confined for a period of 61 days and due to the confinement not being recorded, the member's EOE was not properly adjusted. Also, the member continued to receive full pay and allowances and accrued leave while confined. The disciplinary transaction was corrected, after PPC notified the SPO, which created a debt of over $14,396.90 for previously paid pay and allowances and excess leave that the member never earned.
In another case, as a result of a General Courts-Martial, the member was sentenced to a fine and dismissal. The SPO contacted PPC 2 months after the General Courts-Martial to inquire why the member was still receiving pay and allowances even though the member was in HADA status. After reviewing the member's record, it was found that PPC was never notified of the member going into HADA status and therefore the transaction was not completed. PPC also found that the disciplinary transaction had not yet been entered by the SPO. Because of the untimely submission, the member received two months pay & allowances that was not earned creating $18,549.60 debt to the government.
In both instances debts to the government were established that could and should have been avoided with a little more diligence and attention to detail. The Coast Guard is also required to report these types of overpayments to DHS as high dollar overpayments. These reports are published on the web for the public as part of "Executive Order 13520: Reducing Improper Payments and Eliminating Waste in Federal Programs" to eliminate payment error and waste in federal programs and increase the transparency and public scrutiny of significant improper payments.
Fortunately for the Coast Guard, these types of disciplinary issues are few. When you do have these situations come up, contact PPC immediately for assistance if you are unsure of what actions you should take.
CWO2 Horace R. Byrd
USCG Pay & Personnel Center
Chief, Separations, Entitlements and Debts & Service Validation Branch (SES)