Skip Navigation

PPC Procedures and [Learning] Development (P&D) Branch

Email Updates email icon

Quicklinks



January 2016 Direct Access Tech Refresh User Guides

Here are the user guides for the Direct Access applications that are being upgraded from version 8.0 to version 9.1 on 04 January 2016.

Training Announcements and PPC News Feeds

Manic Monday Mayhem

PPC Procedures & Development proudly presents a monthly virtual extravaganza bringing the latest known issues, review of newly released information, best practices for the coming month, and Q&A no holds barred!

NO REGISTRATION REQUIRED

1300 Central Standard Time
60 minute session

Link >>>>https://dhsconnect.connectsolutions.com/manicmonday/<<<< Link

Monday poster

January 25, 2016*
February 29, 2016
March 28, 2016
April 25, 2016
May 23, 2016
June 27, 2016
July 25, 2016
August, 29, 2016
September 26, 2016
October 24, 2016
November 28, 2016
December 19, 2016

(*) Session completed. Q&A posted.

Submit Requests to PPC for Specialized Virtual Training

PPC Procedures and Development branch to Offer Specialized Virtual Sessions

Introduction:

Now that the official launch of DA 9.1 has concluded and PPC Procedures and Development staff is back on the road, it is time to introduce another training option for personnel support staffs. As you are aware, there are resident Base training sessions being conducted through the end of fiscal year 2015. We realize that even though we have targeted a large population that some may not be able to attend.

Virtual Training Requests:

After everything that has been published and shared there still may be some specific areas that need guidance and attention. In order to continue to meet our customer service obligations, PPC Procedures and Development would like to extend the availability of specialized virtual sessions for anyone and everyone upon request. We are more than willing to customize a session for your office that meets specific training needs. Some examples of a request follows:

  • My SPO has attended all the virtual sessions and some of us even the resident offerings but we are still having trouble with _____________.
  • We are an ADMIN unit and have discovered that many of the topics available are really targeted at the SPO. We need further guidance and instruction on ______________.
  • We handle all Reserve records and deal mainly with the ISC/DXR and SPO but are still seeking answers in processing _____________.
  • We have been dealing with a lot of Self Service issues from the field regarding pay errors. How does our office counsel the members on ___________.
  • There have been so many changes to both procedure and policy, how do we know what process to follow and where do we find _______________.

How to Request a Specialized Office Session:

If any of the examples apply to your office or there are other areas you want to explore please send an email detailing the request to:

Karen.S.Emmot@uscg.mil or call 785-339-2225.
David.Cota@uscg.mil or call 785-339-2252.

All sessions will be customized to meet your needs and will be held via Adobe Connect with live teleconferencing to elaborate on discussion, hear firsthand your obstacles, and share solutions with everyone. All requests are first come first served and will require flexibility on dates and times due to limited staffing of Procedures and Development.

Thank you for all you do! We are here to help always and look forward to serving your needs!

Respectfully,

Karen S. Emmot
Supervisor Training Specialist
Procedures and Development
Pay and Personnel Center

Direct Access, Pay, and, Personnel News Updates

PPC News Headlines

Travel & WEB-TPAX News Updates

Reserve News

U. S. Coast Guard Reserve News Headlines

All Hands

U. S. Coast Guard All Hands Headlines

Messages

ALCOAST

ALCGPSC

ALCGENL

ALCGRSV

ALCGFINANCE

Download PPC Course Materials

2016 "Manic Mondays" Questions and Answers

Here are the slides, questions, and answers from our 2016 "Manic Mondays" discussion sessions:

Human Resource Systems Workshop

Reserve Workshop

PHS Direct Access 101, 20 May 2015

PPC Procedures and Development conducted an overview presentation for the PHS on 20 May. Here is the slide deck and the recording of the session.

PPC P&D Best Practices Session 13 April 2015

PPC Procedures and Development conducted a Best Practices Virtual Session on Monday, 13 April.

We discussed:

  • Reserves
  • Entitlements
  • PCS
  • Accession/Contracts
  • DD214
  • Pay Issue Research
  • Weight Data Entries
  • Transaction Timing
  • User Guidance
  • Best Practices for SPO Operations
  • Q&A

Listed below are the presentation and the questions and answers from the session.

Reserve Management Session 09 February 2015

PPC Procedures and Development conducted a Reserve Management Virtual Session on Monday, 9 February.

We discussed:

  • Where to find procedures
  • Active Duty Orders
  • IDT Drills
  • Status Changes
  • Annual Screening
  • Points Statements
  • Reports

Listed below are a recording of the session, the presentation, and the questions and answers from the session.

Post Go-Live Question and Answer Sessions

4th Post Go-LIve Q&A 04 February 2015

3rd Post Go-Live Q&A 28 January 2015

2nd Post Go-Live Q&A 21 January 2015

1st Post Go-Live Q&A 13 January 2015

Also see these files relating to the questions that came up during the session:

SPO Technician (Global Pay Virtual Training)

Day 1, Accessions and Contracts

Day 2, Global Pay Earnings & Deductions, General Transactions

Day 3, PCS and Separations

Day 4, Reserve Unique Transactions

Day 5, Global Pay and Reports

 

SPO Auditor (Global Pay Virtual Training)

Day 1, Navigation, Action Requests, & Transaction Approvals

Day 2, Global Pay & Reports

Reserve Member and Command (Global Pay Virtual Training)

November Sessions

Day 1 (15 Nov), Navigation Overview, Global Pay Introduction, and Self Service

Day 2 (16 Nov), Global Pay & Reports

December Sessions

Day 1 (13 Dec), Navigation Overview, Global Pay Introduction, and Self Service

Day 2 (14 Dec), Global Pay & Reports

 

Self Service Member Global Pay Virtual Training

November Sessions

Day 1 (17 Nov), navigation overview, self-service view menu items, self-service "requests" items.

Day 2 (18 Nov), Navigation, Global Pay, and Self-Service Tasks.

December Sessions

Day 1 (11 Dec), navigation overview, self-service view menu items, self-service "requests" items.

Day 2 (12 Dec), Navigation, Global Pay, and Self-Service Tasks.

Self Service Command Global Pay Virtual Training

November Sessions

Day 1 (20 Nov), navigation overview, Global Pay, travel charge card, assignments, and core HR data.

  1. Recording (FLV)
  2. Presentation (PDF)
  3. Questions and Answers (PDF)

Day 2 (21 Nov), self service for commands, active & reserve pay, orders, separations, and reserve administration

  1. Recording (FLV)
  2. Presentation (PDF)
  3. Questions and Answers (PDF)

December Sessions

Day 1 (15 Dec), navigation overview, Global Pay, travel charge card, assignments, and core HR data.

  1. Recording (FLV)
  2. Presentation (PDF)
  3. Questions and Answers (PDF)

Day 2 (16 Dec), self service for commands, active & reserve pay, orders, separations, and reserve administration

  1. Recording (FLV)
  2. Presentation (PDF)
  3. Questions and Answers (PDF)

 

2016 Known Issues

This is a running list of known issues for this year. Items will be updated when resolved.

    11 February 2016:
    • Montgomery GI Bill Pay Reduction Start Date: The Montgomery GI Bill (MGIB) is still offered to all members initially entering on active duty for two years or more. New members must be enrolled in Basic MGIB unless, during the first two weeks of active duty, the member signs DD Form 2366 (MGIB Basic Enrollment) declining enrollment. If the member declines MGIB, the SPO must record such declination in the system. If the member does not decline MGIB, the SPO will enroll the member in Basic MGIB, and member will pay a total of $1,200.00 in installments of $100.00 per month for 12 months. For members not declining enrollment (e.g. Starting the deduction) - All dates must be 1st day of the month following the month of accession unless the accession date is the 1st day of the month.

      • The MGIB start date must be entered as the 1st day of the 1st full month of P&A, otherwise the allotment will not process. Example - if a member is accessed on 10 February, the MGIB needs to be entered with a start date of 01 March.
      • Refer to the MGIB - Basic topic in the Knowledge Base or the MGIB SPO User Guide for more information.

MGIB Start Dates

  • 05 February 2016:
    • W-2s Missing State Code (Resolved): If your mailed W2 did not contain the state code in Block 15, you may log in to Direct Access Self-Service to print a W-2 containing the State code.

    • Alaska Permanent Fund Dividend: PPC has submitted the file of all Coast Guard members claiming Alaska residency to the State of Alaska for the 2015 Alaska Permanent Fund Dividend. Coast Guard members claiming the PFD are not required to provide a copy of their 2014 December LES as the State of Alaska already has your proof of residency. Please refer to State of Alaska PFD Military Eligibility guide here: https://pfd.alaska.gov/Eligibility/Military-Eligibility.

    • Career Sea Pay Premium: If the entitlement begin date is greater than 1 year from current date, use current date minus 1 year as the begin date (Example: If today is 3/1/16, use 3/1/15 as the begin date). Then, notify PPC (MAS), via Customer Care trouble ticket, of the member's actual entitlement begin date. PPC (MAS) will compute the retroactive amount due (beyond the begin date entered) and make payment. If you attempt to enter a begin date greater than 1 year from current date, you will not be able to save the transaction due to an error condition.

      Tip: The Career Sea Pay Premium Start Date Calculator will help you determine the correct date to use when starting Career Sea Pay Premium.

  • 29 January 2016:
    • Users with the ESO or Training Officer role can now update test results (Issue resolved. Reported on 08 Jan 16).
  • 28 January 2016:
  • 26 January 2016:
  • 20 January 2016:
  • 15 January 2016:
    • Personal Data: The recent update in Direct Access defaulted everyone's birth country to USA and blanked out the birth city.  PPC is exploring alternatives to get this information populated in DA 9.1.  There may be instances where you will need to enter the data, ie. Reenlistments, separations (DD-214), member needing it for security clearance, etc.
    • CGPORTAL KNOWN ISSUES: TIMEOUT WARNING ISSUE ON INTERNET EXPLORER 11
  • 13 January 2016:
    • Unit Roster: The Unit Roster is not working due to a coding problem when importing data from the PCS orders component. This is being worked on. There is no need to report Unit Roster issues to PPC until this issue is resolved.
    • Accessions: With respect to the middle name, do not use the traditional NMN for those members with No Middle Name: this will cause the issuance of a government travel card with a middle initial of “N” and cause a subsequent denial of its use for a member so identified. Leave blank the middle name field blank if the member doesn't have a middle name. This notice is being included in accessions user guides and the best practices section below.
  • 08 January 2016:
    • 8.0 Disabled: The old DA 8.0 paths that we are used to will lead you to blank pages. The more popular ones were Administer Workforce and Develop Workforce. You must navigate to the DA 9.1 pages to get to the information you need. Please use our tutorials on the P&D website to navigate to these pages. The major changes that were migrated are: Enlisted Evaluations, Electronic Training Requests, Training Administration System, Disciplinary Actions, and General Absences. Tutorials for these are also available on P&D's website.
    • Access Issues: Nobody's roles have changed. But what we have found is that some roles currently don't have access to the pages/functionality that they need. We are working with CG-631 to get these resolved. For example, ESO and Training Officers are not able to enter test scores. (Resolved 29 Jan 16)
    • Educational Degrees: Only the CG Institute can enter/change/delete any educational degrees. See this post for the new procedure.
    • TDY Orders: The functionality to edit orders issued by TQC has been locked down. Any amendments must be done via memo amendment. Ensure you coordinate with TQC if applicable.
    • Personal Data: Everyone's birth country is set to USA and birth city is blank. (Update 15 Jan: While waitng for this issue to be resolved, SPOs will need to correct the data for their members when it is needed for Reenlistments, separations (DD-214), member needing it for security clearance, etc..)
    • Archive Data: Unable to get to pre-DA 9.1 SEP Auths and TDY/PCS Orders.

Best Practices:

The following are tips, tricks, and general knowledge items for SPOs.

DO NOT DELETE ANY ROWS! DA 9.1 relies heavily on data rows (Job/BAH/OHA/COLA/OCOLA)

A transaction cannot be completed that would create a new row prior to the most recent row listed in the system. Example - Everyone should have a Legislative Pay Change(LPC) Row dated 1/1/2016 for each respective active row (Job/BAH/OHA/COLA/OCOLA). If you had someone report in on 12/30/15, the PCS reporting transaction, Job/BAH/OHA/COLA/OCOLA rows will not process correctly because the system will try to create a new row prior to the LPC row created on 1/1/16 by the LPC transaction. Do not delete the row dated on 1/1/16. This transaction was entered due to Legislative Pay Changes and must be there. If this transaction was deleted, you will create an erroneous overpayment on the member.

To correct/add a row behind the LPC row, follow the procedure in the Starting BAH user guide (See page 11, "Inserting a BAH row with an earlier effective date". The process is the same for BAH, OHA, COLA, and OCOLA).

Submit a trouble ticket immediately if you have deleted any rows and were not able to recreate them (following the above procedures).

Known Issue/Work Around - Housing Allowance or COLA Change on the Last Day of Month

BAH, OCOLA, FSH, or OHA with Effective Date on Last Day of Month (19 August 2015): If there is a change that affects BAH, OCOLA, FSH, or OHA and the effective date is the LAST day of the month, DA 9.1 is not prorating the amount correctly. When an entitlement is started or stopped on the last day of the month the system will either debit or credit the previous 15 days.

Example, a married member getting BAH w/DEPN (spouse is only DEPN). Member gets divorced on 5/30. SPO enters a new BAH Row for 5/31 at w/o depns rate. DA will erroneously pay BAH w/o DEPN from 5/16 - 5/31. This only happens on transactions with effective day being the last day of the month.

Until DA programming is corrected, the SPO's are directed to start or stop the entitlement on the 1st day of the following month and make a note on the note pad that the entitlement's true start date is the last day of the previous month. Then submit a PPC Customer Care Ticket informing us of this action and PPC will manually credit/debit the member for the last day of the month accordingly.

Accessions

With respect to the middle name, do not use the traditional NMN for those members with No Middle Name: this will cause the issuance of a government travel card with a middle initial of “N” and cause a subsequent denial of its use for a member so identified. Leave blank the middle name field blank if the member doesn't have a middle name.

"A" School Advancements/Advance-Promote One Member (APOM)

PPC has received multiple Advance/Promote One Member (APOM) transactions on the same person.  We have seen several dozen instances of this.  When submitting these transactions, only submit it once (this applies to any transaction).  If it didn'tt work the first time, entering it five more times is not going to fix it (again, applies to any transaction).  For any transaction that builds a job data row on a member, which an APOM transaction will, check the member's job data first to verify if the transaction is dated prior to an existing row.  If it is, it will not process correctly.  Submit the transaction and a trouble ticket, PPC will need to intervene and correct applicable pay fields.  For member's being advanced from an "A" school, the SPOs at the schools should be entering the APOM.  Other SPOs should only be entering APOMs for advancements approved from COs within that SPOs AOR.  If a member reports that they should have been advanced for completing "A" School, contact the TRACEN to coordinate completion of the transaction.

Addresses

Do not use special characters (e.g.  ã, á, ñ, ú, Ñ, Ú, etc.). Direct Access is the data source for other information systems which cannot use special characters.

BAH-Transit Rate for Single Members Reporting From Accession Points and OHA Payable Areas

The Coast Guard Pay Manual, Figure 3-19 & Section 3.G.5, provides that BAH-Transit shall be paid to members without dependents in an enroute status when:

(a) the member's old permanent duty station is an OHA (versus BAH) eligible locale; or
(b) the member is a non-prior service member in the accession pipeline.

The Entering BAH-TR User Guide, contains the procedures for crediting BAH-Transit. The inclusive period of BAH-Transit eligibility is the date of departure PCS through the day prior to reporting PCS. For single members, it is the responsibility of the SPO for the member's new PDS (the Reporting SPO) to enter the transaction to record BAH-Transit.

BAH Transit Rate codes are:

  • U - Mbr in Transit - With deps or paying child support; Mbr & deps not assigned govt qtrs
  • V - Mbr in Transit - W/O deps or spouse in svc; no other deps and mbr not in govt qtrs

Do not use code "T" (With Deps; Based on child support; Mbr not assigned govt qtrs) or code "G" ( W/O dependents; Mbr not in govt qtrs) on transactions for BAH-Transit Rate.

BAH Dependency Data Form - Delayed Processing

Changes you make in Personal Information/Dependent Information WILL NOT IMMEDIATELY APPEAR ON THE BAH DEPENDENCY DATA FORM. The form relies on an update process that runs daily at 0500 (EST) to pull data from for the form. Wait until after 0500 (EST) or until the next day before attempting to print the form.

Contracts (Enlistment, Reenlistment, Extension, Re extension)

  • Cancelling Contracts: When an approved  (does not apply to extension contracts that have not had the "Begin Extension" check box checked) contract that had leave sold on it is cancelled, the leave will be sold again when the cancellation transaction is approved.  PPC will need to manually adjust the leave.  When the cancelled contract is submitted in DA, it will be routed to PPC for approval.  A ticket will need to be submitted to PPC informing us that a cancellation needs to be approved and that leave needs to be adjusted.  You will need to attached all supporting documentation to the ticket.

  • Edits while approval is pending: Once you submit a transaction for approval, you must not make changes to that transaction unless you first "withdraw" the approval request, or the auditor has "denied" the request.
  • This issue came up with contracts, where the approver receives an error when trying to approve a transaction that has been modified after routing ("Action Request is being Approved but corresponding contract record not found for update (30010,29). Please contact your system administrator."). However, it probably applies to everything else that is routed for approval. On contracts, you can check to see if a change has been made, after the initial submission date, by viewing the "Audit" tab. If you discover there has been a change, have the SPO Tech (who submitted the request) go into the contract and return anything that he or she changed back to the original value (the changes are listed on the audit tab), and save the page. This will unlock the action request and allow the SPO Auditor to deny it so it can be resubmitted with the corrections.

  • Commissioning Contracts: It has been reported that contracts for commissioned officers only accept whole years, not days, months, and years. This creates an issue for the SPO when completing a contract for an officer who will not be able to complete 30 years of commissioned service prior to their 60th birthday. Current procedures call for the contract termination date to be entered as "Date of 30 years commissioned service or the date of first day of the month following officer's 60th birthday whichever is first". To get around this limitation, enter the termination date as 30 years from the date of appointment AND notify PPC (ADV), via Customer Care Trouble Ticket, that the officer's Expected Active Duty Termination date and Expected Loss date need to be manually adjusted to reflect "the date of first day of the month following officer's 60th birthday".

  • Workaround - Getting "Reserve" to Print on Contracts: Effective immediately, when creating a RESERVE contract, the SPO must include a comment in the main comments field of the first tab in contract data indicating that this is a RESERVE contract.  This will help satisfy the audit requirement of identifying the correct component of enlistment.  The comment will print out and be viewable in section 8.b of page 1 of the DD form 4

PCS

  • Do not provide members with copies of their PCS orders for household shipment purposes until the orders have been approved and signed by an SPO Auditor, with PAO authorization. There have been reports of members attempting to schedule moves, even before important steps, like requesting overseas entry approval, have been completed.
  • When using the Airport Terminal to view orders you must use the "Own Unit" relationship type to see orders for personnel attached to the SPO department ID. Use "HRS" to see all units serviced by the SPO. "HRS" will not show orders for the SPO ID entered because of the way the relationships were implemented in DA Ver. 9.1.

SGLI/FSGLI

Manual Stop of SGLI Required Upon Release from Active Duty (RELAD) to the IRR with no Intention to Drill: 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.

 

Separations

  • Manual Stop of SGLI Required Upon Release from Active Duty (RELAD) to the IRR with no Intention to Drill: 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.

  • TONOs and accounting data for separations must be requested from PSC.
  • Do not put leave to sell in the carry forward block. Direct Access will sell all available leave upon separation processing. There is no "leave to sell" block.
  • Approve separations as soon as complete and not later than two days prior to the SPO Data Entry / Approval cutoff for the pay period of the separation. You can approve separations right up to the SPO Data Entry / Approval cutoff, but two days prior is preferred. Do not approve separations during the "blackout" period between the SPO Data Entry / Approval cutoff and "Payroll finalized Date" unless requested to do so by PPC.
  • Any Administrative Absence and/or Retirement Processing Point Absence must be documented in the Order Notes. Do not enter these absences in the "Delay En Route" section of the separation order.

DD-214

  • Blocks 4a and 4b: 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.

  • Block 27: The "Reentry Code" (RE code) is not applicable to officers or cadets. Leave this field blank for officers and cadets, it will show as "N/A" on the PDF output of the form.

  • Block 29: The Direct Access generated DD Form 214 leaves block 29, Dates of Time Lost During This Period" blank if nothing is entered. This is contrary to the guidance in COMDTINST M1900.4 (series), which states the word "NONE" should be entered in this block if the member doesn't have any lost time.

    This issue was communicated to Commandant (CG-1331), Military Policy and Standards Division. They have approved (via email between YNCM Seay (CG-1331) and Mr. Jim Ventucci (CG-631) dated Wednesday, January 21, 2015 10:28 AM ) a variance to the guidance to allow block 29 of the DD-214 to be left blank if the member doesn't have any lost time during the period covered by the form.

Pay

  • Refund for Missed Meals (RMM):

    When completing Refund Missed Meals (RMM) transactions, do not cross pay calendars (ex. begin date of 10/28/2015 and end date of 11/5/2015), and do not future date beyond the current opened pay calendar.

    The RMM transaction must include the dates for RMM payment, the specific reason for the payment of RMM, and list any leave taken during that period in the comments block. PAOs must not approve any RMM without the required comments.

    Do not submit a RMM transaction for a period of leave. The member will be reimbursed meals via the leave transaction.



  • Pay Corrections Action Requests: You must not "correct" a pay transaction that has not processed through a payroll calculation yet. Use the Pay Corrections Action Requests to cancel (delete) the transaction and resubmit it with the correct information. Only use the correction process on transactions that have already processed through payroll calculation.

  • Transaction to Start Discount Meal Rate Deduction Being Overlooked

    When an enlisted member reports TDY or PCS to an Essential Unit Messing (EUM) or Essential Station Messing (ESM) unit, the SPO must start the Discount Meal Rate Deduction effective the day after reporting.

  • An issue has been reported with the Career Sea Pay Premium Payroll Action Request.

    Here is an update to the information we passed on 26 January about an issue with the Career Sea Pay Premium Payroll Action Request. Users are receiving an error that the member has ZERO sea time even though the sea time page reflected the proper time. The issue is limited to transactions with a start date prior to 1 December 2014. It is not a "defect". It is a result of the cutover to the new system. Direct Access was only populated with payroll data from 1 December 2014 forward. Many other transactions are able to accept effective dates prior to 1 December 2014. The CSPP Payroll Action Request is not one of them. Here is the workaround for this issue: `

    When starting Career Sea Pay Premium (CSPP) with an effective date prior to 1 December 2014, the SPO must enter 1 December 2014 as the effective date, save, and approve the transaction. Then, notify PPC (MAS), via Customer Care Trouble Ticket that the member is due CSPP from the actual effective date to 30 November 2014. PPC (MAS) will review the case and issue a payment via One Time Positive Input (OTPI) to credit the member with back pay.

    The Career Sea Pay Premium Start Date Calculator is available on our web site (http://www.uscg.mil/ppc/mas.asp#cspp) to help you determine the correct date to start CSPP.

  • Foreign Language Proficiency Pay (FLPP). FLPP is a payable entitlement that requires annual recertification and a new entitlement action request for each year.

    As of 30JAN2015, any FLPP entitlement that began 1FEB2014 or greater for which the member is entitled to receive the payment would need to be entered into DA/GP to ensure proper payment to the member. Follow the procedure in the Starting FLPP user guide. For a member who remains continuously eligible for FLPP, the begin date would be the day following the end date of the FLPP entitlement as shown in the Element Assignment by Payee page for the member.

    Please do not enter any back dated FLPP action requests in DA/GP for which the member already received payment as these transactions will produce an erroneous request for retroactive payments. This causes unnecessary work for PPC and delays processing of other active pay cases.

PPC runs updates each morning at 0415 CST. It is strongly recommended that you check the Pay Calculations Results (Pay Processing Pagelet) each day to ensure the transactions you completed the day prior processed correctly. Pay Calculations Results information is in the (Viewing Payroll Processing Shortcuts User Guide).

PDF Output

DO NOT edit DD-214's, contracts, or other forms outside of DA. Some forms, DD-214's being one of them, are sent to outside agencies. DA must reflect the one and only version of those forms.

Procedures

READ THE GUIDES! We are getting numerous calls from folks that are not even opening the guides when trying to do transactions. Follow them step-by-step. Don't click, add, or delete anything unless the guides tell you to. You may inadvertently do more damage than good. Our procedure guides are continually being updated and created for those topics not already done. Be sure to use the most up-to-date guide by visiting the P&D web page (Guides are located on the "E - Learning" tab.

Direct Access/Global Pay User Guides, Tutorials and Webinar Recordings

Review the list of DA 9.1 Known Issues before submitting a trouble ticket for a Direct Access/Global Pay problem.

Self Service

Self-Service User Guides:

Topic Knowledge
Base Entry
Procedure
Guide (PDF)
Video
Tutorial
Absence Request 10/21/2014 10/21/2014 03/15/2012
Allotments/Voluntary Deductions 04/07/2015 03/23/2015 10/10/2014
Direct Deposit 02/12/2015 02/12/2015 10/21/2014
Email Addresses 10/24/2014 01/09/2015  
Emergency Contacts 12/04/2014 10/16/2014  
Employee Review Summary 01/01/2015 04/10/2015  
eResume (PCS) 10/21/2014 10/21/2014 06/10/2013
Ethnic Groups 12/04/2014 09/04/2014  
Federal Tax Elections 12/16/2014 12/12/2014  
Gov't Travel Charge Cared 01/22/2016 10/26/2010  
State Tax Elections 02/24/2015 02/24/2015  
Home and Mailing Address 02/09/2015 02/09/2015 10/08/2014
My Assignments Endorsements 12/04/2014 09/04/2014  
My eResume Report 12/04/2014 09/04/2014  
My Member Info (View My Awards, Training, Education, and Competencies) 12/04/2014 09/04/2014  
My Panel Submissions (CWO appointment, Command Screening, and, other boards and panels) 01/06/2016    
Phone Numbers 10/26/2014 10/16/2014 10/08/2014
Thrift Savings Plan 09/26/2014 03/03/2015  
View My PaySlip 01/22/2016 01/22/2016  
View My Airport Terminal Orders 02/05/2015 02/05/2015  
View My CWO Personal Data Extract 02/12/2016 New user guide 02/12/2016 New user guide  
View My CWO Profile Letter 02/12/2016New user guide 02/12/2016New user guide  
View My SWE Personal Data Extract 02/12/2016New user guide 02/12/2016New user guide  
View My SWE Profile Letter 02/12/2016New user guide 02/12/2016New user guide  
View/Print My Year End (TAX) Forms (W-2s and ACA Forms)

01/22/2016

W-2 Info
ACA Info

01/20/2016  

 

New Reserve Specific Self-Service User Guides:

Topic Name Knowledge
Base Entry
Procedure
Guide (PDF)
Video
Tutorial
All Duty Report   09/04/1014 12/11/2014
Annual Screening Questionnnaire 12/04/2014 09/08/2014  
Inactive Duty for Training (IDT)   05/01/2015 12/11/2014
Montgomery GI Bill-SR 12/17/2014 09/04/2014 12/11/2014
My Reserve Orders Requests   05/01/2015 12/11/2014
My Reserve Drills (New)   08/31/2015  
My Reserve Point Statement   09/04/2014 12/11/2014
Withdraw or Edit IDT Request   09/23/2014  

Self Service Commands

TopicKnowledge
Base Entry
Procedure
Guide (PDF)
Video
Tutorial
Enlisted Employee Review (EER) Command 12/30/2016 12/30/2015
ASQ Command  09/15/2014 12/11/2014
CG Dept Run 03/18/2015    
Member All Duty Report  09/15/2014  
Member Information Report  09/152014 
MGIB-SR Command 12/17/2014 09/15/2014 
Positions at a Department  09/15/2014 
Reserve Member Balances Command  05/01/2015 12/11/2014
Self Service for Command - Reserve Active Duty Orders   04/23/2015  
Reserve Member Status Change (View)   11/24/2014  
Schedule Drills Command*  05/01/2015 
Schedule Multiple Drills*  02/26/2015 12/11/2014
Denying IDT Drills   04/23/2015  
Cancelling IDT Drills   03/03/2015  
Unit Roster 03/18/2015 03/18/2015  
View Member Drills (Revised)   08/31/2015 12/15/2014
Identifying IDT Drill Dates   07/27/2015  
Member Weigh In Data Entry 01/25/2016 01/25/2016  
Member Weigh In Report 10/21/2015 10/21/2015  
Submitting an Electronic Training Request   12/17/2015  
Servicewide Exam PDE by Member 02/11/2016New user guide 02/12/2016New user guide  
Servicewide Exam PDEs by Department 02/11/2016New user guide 02/11/2016New user guide  
Servicewide Exam Profile Letters by Department 02/11/2016New user guide 02/12/2016New user guide  
Servicewide Exam Profile Letter by Member 02/11/2016New user guide 02/12/2016New user guide  

(*) IDT Drills changed to use the "SPO Tree" for routing to SPO for payment.

Servicing Personnel Office (SPO)

Reports and Queries

Topic Knowledge
Base Entry
Procedure
Guide (PDF)
Video
Tutorial
Active Duty 6th or 10th Anniversary Query 12/11/2014    
CG Dept Run 03/18/2015    
Begin Extension/Re-Extension Reports 12/10/2014    
Member All Duty Report   09/15/2014  
Member Information Report   09/152014  
Member Weigh In Report 10/21/2015 10/21/2015  
Payroll Verification Report   06/05/2015  
Positions at a Department   09/15/2014  
Reserve Member Balances Command   09/15/2014 12/11/2014
Unit Roster 03/18/2015 03/18/2015  
Urinalysis Report 02/20/2015    
View Member Drills   05/26/2015 12/15/2014

 

SPO Reenlistments, Extensions, and Accessions

TopicKnowledge
Base Entry
Procedure
Guide (PDF)
Video
Tutorial
Contract Data - Reenlistments 10/27/2015 05/20/2015 
Contract Data - Extensions 10/27/2015 03/18/2015 
Contract Data - Re-Extensions 12/10/2014 03/18/2015  
Begin Extension/Re-Extension Reports 12/10/2014    
Begin Extension of Enlistment 10/27/2015    
Begin Re-Extension of Enlistment 12/10/2014    
Retained Beyond Normal Expiration of Enlistment 12/11/2014    
Active Duty 6th or 10th Anniversary Query 12/11/2014    
HIRE - CADET 12/18/2014 01/13/2016 
HIRE - MARGRAD 12/18/2014 01/14/2016 
HIRE - OCS-IRR12/18/2014 01/15/2016 
HIRE - ROCI12/18/2014 01/22/2016 
HIRE CM RECRUIT12/18/201408/06/2014 
HIRE SELRES DEPOT12/18/201408/06/2014 
HIRE-REHIRE - DCO12/18/201408/06/2014 
REHIRE - CADET12/18/201401/26/2016 
REHIRE PRIOR SERVICE 01/15/2015 02/20/2015 
REHIRE-RESERVE12/18/2014 02/19/2015 
Recall Rehire   06/19/2015  
CG Exchange Allotment for Dity Bag Bill.   12/17/2105  
Montgomery GI Bill Enrollment or Decline New user guide 02/10/2016 02/10/2016  

SPO Permanent Change of Station (PCS)

TopicKnowledge
Base Entry
Procedure
Guide (PDF)
Video
Tutorial
Airport Terminal 10/26/2014 02/01/2016 10/16/2014
PCS Orders

Please note the new order notes which are mandatory for all overseas PCS transfers. The notes have been added as enclosure (1) to the PCS Orders User Guide and to the PCS topic in the online knowledge baseNew user guide.
1/27/2016 1/27/2016 10/16/2014
Amending PCS Orders   01/22/2016New user guide  
Approving PCS Orders 08/08/201410/16/2014
PCS Entitlements Auto Start-Stop  09/28/2015  
PCS Orders-Depart  09/28/201510/16/2014
PCS Orders-Report  01/22/201610/16/2014
PCS Orders with Unplanned TDY
(Procedures are in the PCS reporting guide)
  09/28/2015 10/30/2014

 

SPO Reserve Specific Transactions

TopicKnowledge
Base Entry
Procedure
Guide (PDF)
Video
Tutorial
Understanding Reserve Pay Processing   07/23/2015  
Annual Screening Questionnaire 08/08/2014 
MGIB-SR 02/10/201602/10/2016 
Reserve Member Balances  05/01/2015 
Reserve Active Duty Orders Processing   05/01/2015 10/17/2014
Starting BAH for Reserve Orders 04/30/2015 04/30/2015  
Reserve Status Change 08/08/2014  
IDT Subsistence Allowance 02/26/2015 02/26/2015  
Schedule Drills*   05/01/2015 10/17/2014
Schedule Multiple Drills*   02/26/2015 
Viewing IDT Drill Pay Calculations   07/27/2015  
Cancelling IDT Drills   03/03/2015  
Cancelling Reserve Active Duty Orders   12/31/2015  

Amend Reserve Active Duty Orders

  02/06/2015  

(*) IDT Drills changed to use the "SPO Tree" for routing to SPO for payment.

SPO Separations Transactions

Note: TONOs and accounting data for separations must be requested from PSC.

TopicKnowledge
Base Entry
Procedure
Guide (PDF)
Video
Tutorial
Airport Terminal & Viewing Separation Orders 10/26/2014 02/01//2016 10/16/2014
Amending a Separation Order 12/12/201408/08/2014 
Approving Separation Orders 12/12/2014 06/02/2015 10/20/2014
Cancelling a Separation Order 12/12/2014 08/08/2014 
DD -214 Worksheet 03/18/2015    
Death of a Member 12/12/2014 09/19/2014 
Discharge - End of Enlistment 01/14/2015 11/24/2014 10/16/2014
Discharge Guiding Principles and Process 12/12/2014 06/02/2015 
Discharge with Separation Request 01/14/2015 11/24/2014 
RELAD - AD to SELRES or IRR 01/14/2015 02/25/2015 10/30/2014
RELAD Guiding Principles and Process 12/12/2014 06/02/2015 
RELAD with Sep Request - AD Officers and Members on EAD 01/14/2015 11/24/2014 
Resuming Retirement for a Recalled Retired (Ret-1) Member   09/19/2014 
Retirement Orders 01/14/2015 06/02/2015 10/20/2014
Separation Reports 12/12/2014 08/28/2014 
Separations Flow to the DD214 03/24/2015 03/25/2015 

 

SPO Global Pay Deductions

TopicKnowledge
Base Entry
Procedure
Guide (PDF)
Video
Tutorial
Allotments/Voluntary Deductions 04/072015 02/12/2015  
Discount Meal Rate (DMR) 03/23/2015

Start 12/11/2014
Correct, Delete, or Stop 12/20/2014

Starting DMR 10/29/2014
Federal Tax Withholding 12/18/2014 12/12/2014  
Montgomery GI Bill Enrollment or Decline New user guide 02/10/2016 02/10/2016  
State Tax Withholding 02/09/2016 02/09/2016  
Servicemembers' Group Life Insurance (SGLI) 06/30/2015 06/30/2015 Completing SGLV-8286
SGLI Family9/25/2014 9/24/2015 
Identifying In-Service Debts   12/01/2015  

 

SPO Global Pay Earnings

TopicKnowledge
Base Entry
Procedure
Guide (PDF)
Video
Tutorial

Advances ( Pay, BAH, or OHA)

Note: Due to recent upgrades in Direct Access 9.1 there has been a process change in entering Advance Pay / BAH / OHA. Previously the "Payment Date" and "Repayments Start" fields could be left blank. This is no longer allowed. It is now MANDATORY that a valid date be entered into those fields.  Failure to do so will give you an error code and will not let you save the transaction.

04/10/2015 01/07/2015

12/17/2014

Advances - Change Liquidation Schedule 12/172014 01/07/2015 01/05/2015
Aviation Career Incentive Pay (ACIP)8/13/2014 12/19/2014

Basic Allowance for Housing (BAH) Overview
BAH Without Dependents
BAH With Dependents
BAH Member-Married-to-Member
BAH Members in PCS Transit (Updated 01/13/2015)
BAH for Reserve Members (Updated 04/30/2015)
BAH Differential
BAH Partial
BAH Inadequate Quarters Rental Charge
BAH Codes

12/19/2014

Start BAH 04/10/2015
Reserve AD BAH 04/30/2015
Stop BAH 01/22/2015
Approve BAH 10/16/2014
Delete BAH 10/22/2014

Enter BAH-TR for Recruit
training, OCS and Academy
Grads 01/13/2015

Starting BAH
10/10/2014

 

Basic Allowance for Subsistence (BAS) (starts automatically) 01/13/2015 N/A  

Career Sea Pay (CSP) (Now starts automatically upon PCS reporting to AaCSP eligible vessel, must be manually started if reporting to a mobile unit and the member normally deploys on a routine basis (duties not administrative in nature)

SPO also enters stops/restarts for member TDY >30 days.

08/06/2015

Stop CSP 11/25/2014

Restarting CSP after TDY 02/06/2015

Manual Start CSP 08/06/2015

 
Career Sea Pay for TDY (from ashore to CSP eligible unit) 12/20/2014 12/20/2014  
Deleting Career Sea Pay Neutral Timenew item   01/28/2016  
Career Sea Pay Premium (CSPP)8/23/2014

Start CSPP 8/23/2014
Stop CSPP 12/03/2014
Correct CSPP 12/20/2014

8/23/2014
Clothing Allowance - Civilian (CCA) 10/01/2014 Processing CCA 01/05/2015  
Clothing Allowance - Supplementary (SUPP CMA) 10/01/2014 Processing SUPP CMA 01/05/2015  
Cost of Living Allowance (COLA) - Continental US (CONUS COLA) 10/30/2014 Start CONUS
COLA 10/22/2014
Starting CONUS
COLA 10/29/2014

Cost of Living Allowance (COLA) - Overseas (OUTCONUS COLA) 10/30/2014

Start OUTCONUS
COLA 01/22/2015

Stop OUTCONUS
COLA 11/25/2014

 
Cost of Living Allowance (COLA) - Unique Expenses 02/02/2015 N/A Input by PPC  
Combat SGLI Allowance (Now started as an SGLI Election. Use Benefit Plan "SGLI9"). 01/08/2015 9/25/2014  
Combat Tax Exclusion 01/08/2015

Start, Stop, Delete 01/08/2015
Correct 12/20/2014

 
Direct Deposit (Establish or Change) 02/12/2015 02/12/2015  
Discount Meal Rate (DMR) Refund / Refund for Missed Meals (RMM) 10/29/2015 Enter RMM 01/20/2016 12/11/2014
Diving Duty Pay 01/14/2015

Start 01/12/2015
Correct, Delete, or Stop 12/20/2014

 
Family Separation Allowance (FSA):
01/05/2015

Start FSA 01/05/2015
Correct, Delete, or Stop 12/20/2014

 
Family Separation Housing Allowance (FSH) 01/05/2015 Start 12/22/2014  
Flight Deck Hazardous Duty Incentive Pay (FDHDIP) 01/08/2015

Start 01/08/2015
Correct, Delete, or Stop 12/20/2014

 
Foreign Language Proficiency Pay (FLPP) 01/21/2015

Start 02/03/2015
Correct, Delete, or Stop 12/20/2014

 
Hardship Duty Location Pay for Designated Areas (HDP-L(DA)) 01/16/2015

Start 01/16/2015
Correct, Delete, or Stop 12/20/2014

 
Hazardous Duty Incentive Pay (Crew and Non Crew Flight Pay) 01/08/2015

Start 01/08/2015
Correct, Delete, or Stop 12/20/2014

 
Hazardous Duty Incentive Pay for Visit, Board, Search and Seizure Boarding Teams (HDIP-VBSS) 01/08/2015

Start 01/08/2015
Correct, Delete, or Stop 12/20/2014

 
Hostile Fire / Imminent Danger Pay 01/15/2015

Start 01/15/2015
Correct, Delete, or Stop 12/20/2014

 
Move In Housing Allowance 12/23/2014 Start 12/22/2014  
Officer Uniform Allowance 01/15/2015 01/15/2015  
Overseas Housing Allowance (OHA) 12/22/2014 Start 03/12/2015  
Personal Money Allowance (PMA) (Now starts automatically upon PCS reporting) 01/15/2015 01/15/2015  
Responsibility Pay (Now starts automatically upon PCS reporting)

01/15/2015

01/15/2015  
Special Duty Assignment Pay (SDAP)
FY 2016 Rates & Codes
10/13/2015

Start 10/13/2015
Correct, Delete, or Stop 12/20/2014

Starting SDAP 10/20/2014
Viewing Pay Processing Shortcuts 01/28/2015 05/29/2015  

 

Also see:

 

SPO Person Profile

TopicKnowledge Base EntryProcedure Guide (PDF)
Competencies 12/05/2014 09/19/2013
Awards 12/05/2014 06/09/2011
Education When a member completes a course of study (college degree, GED, etc.), the member shall forward the official education transcript showing degree completion to the CG Institute for validation and data entry. Visit the CG Institute's website http://www.uscg.mil/hq/cg1/cgi/ then click on the "Go to college" link, then click on the "Adding a degree" link near the bottom of the page for specific procedures.
CGI/CGA User Guide - 02/03/2016
Languages 01/21/2015 07/01/2015
Licenses and Certifications 12/05/2014 09/19/2013
Memberships 12/05/2014 09/19/2013
Test Results  12/30/2015
Training  12/30/2015
Member Weigh-In Data 10/27/2015 04/02/2015
Member Weigh-In Report 10/21/2015 10/21/2015

SPO Personal Data, Job Data, and Dependency Data

TopicKnowledge Base EntryProcedure Guide (PDF) Video Tutorial
Address (Home, Mailing & Home or Record) 02/19/2015 02/19/2015  
Change of Name 01/13/201501/06/2015  
Correction of SSN or Date of Birth 01/13/201501/06/2015  
Citizenship / Passport Data 01/13/201501/06/2015  
Diversity Data 01/13/2015 01/06/2015  
E-Mail Address 12/17/2014 01/06/2015  
Marital Status 01/13/2015 01/06/2015  
Dependent Information 01/21/2015 01/21/2015  
Divorce, Annulment or Death of a Dependent
01/21/2015 09/23/2015  
Questionable Dependent / PPC Legal Approval 01/21/2015 01/21/2015  
BAH/Dependency Data / Emergency Contact Data Form Print Procedure* 10/13/2015 10/13/2015  
Urinalysis Report 01/15/2015 01/15/2015  
Understanding Job Data   09/21/2015 11/18/2015

(*) BAH Dependency Data Form - Delayed Processing - Changes you make in Personal Information/Dependent Information WILL NOT IMMEDIATELY APPEAR ON THE BAH DEPENDENCY DATA FORM. The form relies on an update process that runs daily at 0500 (EST) to pull data from for the form. Wait until after 0500 (EST) or until the next day before attempting to print the form. Includes procedures for printing by member employee ID and batch printing by department ID (SPO or unit).

SPO Enlisted Employee Review (EERS)

TopicKnowledge Base EntryProcedure Guide (PDF)
Enlisted Employee Review 12/30/2015 12/30/2015

SPO Advancements

Topic Knowledge Base Entry Procedure Guide (PDF)
Advancement 01/07/2015 07/23/2015
Adding a Designator 01/07/2015 01/05/2014

SPO Disciplinary Actions

Note: January 2016 Tech Refresh, these procedures are effective 04 January 2016..

Topic Knowledge Base Entry Procedure Guide (PDF)
Disciplinary Actions 12/30/2015 12/17/2015

SPO Absences

Topic Knowledge Base Entry Procedure Guide (PDF) Video Tutorial
Viewing a Member's Leave Balance   SPO - Viewing a Member's Leave Balance (01/21/2016)new item  
Leave and Other Approved Absences 01/08/2015

Absence Request User Guide

How Correct or Delete Approved Absence Requests

Submitting an Absence Request by Proxy

Approving a Pending Request

Denying a Pending Request

Denying an Approved Request

General Absences

General Absences 1/5/2016  

SPO Records Access and Legacy JUMPS Access

 

District Reserve Force Readiness Branch (DXR)

TopicKnowledge
Base Entry
Procedure
Guide (PDF)
Video
Tutorial
DXR - Reserve Orders Authorization   04/23/2015 10/17/2014

More e-Learning Links

Announcements

January 2016 Direct Access Tech Refresh User Guides

Here are the user guides for the Direct Access applications that are being upgraded from version 8.0 to version 9.1 on 04 January 2016.

2015 W-2 and 1095 Forms Available in Direct Access

IRS forms W-2 and 1095 forms are now available in Direct Access. How to View and Print Your Year-End Tax Forms (PDF User Guide)

Please refer to our Affordable Care Act (ACA) and Federal Income Tax Filing Requirements Frequently Asked Questions (FAQs) or the FAQs on the milConnect site if you have any questions about the 1095 form.

Calendar Year 2016 Rate Changes

2016 Active Duty Basic Pay Charts Adobe Acrobat Required
2016 Reserve IDT Drill Pay Adobe Acrobat Required
Housing Allowances (BAH and OHA)
Subsistence Allowances (BAS and CG SMR)
Cost of Living Allowances (COLA)
Mileage Allowances (MALT and TDY)

Newsletters

Daily Pay & Personnel News Updates
PPC Customer Newsletter January 2016 Adobe Acrobat Required
The Retiree Newsletter January 2016 Adobe Acrobat Required
Travel Newsletter October 2015 Adobe Acrobat Required

Procedural Updates

Deleting Incorrect Career Sea Pay Neutral Time RowsAdobe Acrobat Required
2016 Payroll Processing Schedule
Enlisted Employee Review (EER) Adobe Acrobat Required
My Panel Submissions (CWO appointment, Command Screening, and, other boards and panels)
Electronic Training Request (ETR) Adobe Acrobat Required
Training Administration System (TAS)
SPO - Disciplinary Actions Adobe Acrobat Required
SPO - General Absences Adobe Acrobat Required
WebTPAX PCS Claims Procedure Adobe Acrobat Required
Submitting Trouble Tickets With Supporting Documentation or Images Adobe Acrobat Required
Tickets Needed for Joint Uniform Military Pay System (JUMPS) Data
New Administrative Remarks Template for SRBs
Inactive Duty for Training (IDT) Subsistence Allowance

Yeoman Professional Development

Resources

USCG Pay and Personnel Center News Updates via E-Mail email icon

  • Subscribers to this list will receive notices and information on Coast Guard military pay and personnel policy and procedures. Subscribers will also be notified when eLES data is updated and of both scheduled and unscheduled outages affecting the Direct Access personnel system or the TPAX travel claim liquidation system. Additionally, subscribers will be updated when important information is posted to the Pay and Personnel Center's internet news pages, SPO/Admin News and Travel/TPAX News.

USCG Pay and Personnel Center Blog on CGPortal:

  • We use this blog to keep you up to date on all types of pay and personnel issues. We invite and welcome your feedback and your questions. Just add a comment in any post to share your thoughts

Enlisted Rating Advancement Training System (ERATS) - YN Rating

YN Rating Force Master Chief on CG Portal

Quarterly YN Force Notes.

YN Rating Knowledge Manager

The purpose of this site is to assist YNs with their professional development.

YN Assignment Officers

Communication is extremely important when it comes to your assignment.

YN Study Group on CG Portal

In keeping with the Yeoman Guiding Principles, YNS is committed to providing a learning and mentoring environment and a place to gain the knowledge needed to enhance the performance of a YN's duties.

What is Professional Development?

"In workplaces, professional development refers to the acquisition of skills and knowledge both for personal development and for career advancement. Professional development encompasses all types of facilitated learning opportunities, ranging from college degrees to formal coursework, conferences and informal learning opportunities situated in practice. It has been described as intensive and collaborative, ideally incorporating an evaluative stage.[1] There are a variety of approaches to professional development, including consultation, coaching, communities of practice, lesson study, mentoring, reflective supervision and technical
assistance.[2]"

Source: From Wikipedia, the free encyclopedia - Professional development

Yeoman Mission Statement

We are a team of dedicated professionals who specialize in helping people and commands by providing them information, guidance, and administrative services, concerning pay, travel and transportation entitlements, benefits and human resources management.

YNs are key problem-solversYNs are key problem-solvers, counselors, and sources of information to personnel on questions ranging from career moves, entitlements, and incentive programs to retirement options and veterans' benefits. They are the men and women who make things happen, the indispensable behind-the-scenes personnel that make any well-oiled organization hum.
Source GOCoastGuard.com

Yeoman Guiding Principles

  1. To be accountable for one’s own actions.
  2. Commit to learning and mentoring resulting in superior customer service.
  3. Demonstrate good stewardship by using integrity to guide your decisions.
  4. Treat people with dignity, respect and compassion without regard to rank, rating or component.
  5. Earn individual respect by holding one’s self to the highest standards to maintain the credibility of the YN rating.
  6. To be proactive rather than reactive in the performance of one’s duties.
  7. To seek opportunities to enhance all aspects of the YN Rating to better serve our customers.

YNs are key problem-solvers, counselors, and sources of information to personnelARLINGTON, Va. - A Coast Guard yeoman assists a fellow Coast Guardsman at the Coast Guard Recruiting Command, February 28, 2013. YNs are key problem-solvers, counselors, and sources of information to personnel on questions ranging from career moves, entitlements, and incentive programs to retirement options and veterans' benefits. U.S. Coast Guard photo by Petty Officer 2nd Class Etta Smith

Directives, Publications and Guides


PPC Issued:

Commandant Issued:

Other Agencies:

Forms & Worksheets

rss icon RSS News Feeds:

By subscribing to our RSS news feeds for SPOs or Travel/T-PAX updates, you can have new headlines and article previews delivered in an RSS reader or aggregator. You can quickly browse the list of new content without visiting our site to search for new information. Copy the links below into your RSS reader to subscribe:

  • Servicing Personnel Office News Updates: http://www.uscg.mil/ppc/alspo/rss.xml
  • Travel/TPAX News Updates: http://www.uscg.mil/ppc/travel/t-pax/rss.xml

Newsletters

Of Interest to HR & Military Personnel Specialists

Basic "Yeomanship" - Payslip Validation

It has been almost a year since the Coast Guard implemented payroll processing in Direct Access. It has not been a painless transition, but overall it has been a successful implementation. However, there have been a couple of recent "discoveries" of systematic payroll errors. These were; These were; debts due to failure to start the discount meal rate deduction for enlisted personnel assigned to essential messing units, and, underpayment of clothing maintenance allowances, and, underpayment of clothing maintenance allowances. These issues went undetected and unreported for far too long. They impacted thousands of people and added up to millions of dollars in inaccurate payments.

"It's the member's" responsibility just does not apply in these cases. It is obvious that we cannot rely on individuals to promptly identify and report payroll discrepancies. We know that we lost a valuable tool when the SPO copy of the Leave and Earnings Statement (LES) was discontinued. But that doesn't mean SPOs don't have a responsibility to at least periodically validate their customers' pay. Therefore we recommend SPO supervisors adopt the following for payslip validation effective on 1 November 2015:

The Servicing Personnel Office will validate payslips:

  1. At the end of the first pay period following accession into the active or reserve component.
  2. At the end of the first pay period following PCS reporting.
  3. At the end of the first pay period following an involuntary or voluntary call to active duty (including active duty for training) for a member of the reserve component.
  4. Semiannually in November and May for personnel with last names beginning with the letters A through D.
  5. Semiannually in December and in June for personnel with last names beginning with the letters E through H.
  6. Semiannually in January and in July for personnel with last names beginning with the letters I through L.
  7. Semiannually in February and in August for personnel with last names beginning with the letters M through P.
  8. Semiannually in March and in September for personnel with last names beginning with the letters Q through U.
  9. Semiannually in April and in October for personnel with last names beginning with the letters V through Z.

For semiannual validations use the payslip from the previous month's end-month payroll processing (e.g. In November, validate the entitlements and deductions on the member's October 30 payslip).

Verify all entitlements and deductions are correct. Here are some key items to validate. This is not an all inclusive list, you must validate the accuracy of every pay, allowance, and deduction:

  • Is the base pay correct for the member's pay entry base date and pay grade?
  • Is the housing allowance correct for the member's dependency status, government quarters assignment status, and duty station zip code? If the amount for the duty station zip code is incorrect, does the member have authorization to receive a housing allowance based on the location of dependents?
  • For member's assigned to career sea pay eligible vessels, does the sea pay amount match the number of years sea duty the member has and reflect the appropriate sea pay level for the vessel type?
  • For enlisted members assigned to career sea pay eligible vessels or other essential messing units, does the payslip reflect the discount meal rate deduction?
  • For enlisted members in the accession pipeline who have no prior service, ensure the they are not receiving BAS.

In addition to the Payslip, the Payroll Verification Report is an extremely useful tool to use for verification of a member's pay and allowances.

If any discrepancies are noted, take action to correct them. This may mean submitting or correcting transactions or reporting the discrepancy to PPC for research. Continue to audit the payslips for these members every pay period until the issue is resolved.

Download Plug-Ins: Some of the links on this page require a plug-in to view them. Links to the plug-ins are available below.
Click Here to Download Adobe Acrobat Reader Adobe Acrobat Reader (PDF) Click Here to Download Excel viewer Excel Click Here to Download Flash Player Flash Player
Last Modified 2/12/2016