R 111823Z JAN 13 ALCGFINANCE 001/13 SUBJ: AMPLIFYING FUNDS CONTROL GUIDANCE FOR CIVILIAN RESOURCE COORDINATORS A. FINANCIAL RESOURCES MANAGEMENT MANUAL (FRMM), COMDTINST M7100.3D B. CIVILIAN CASH AWARDS SOP C. FUNDS CONTROL OVER CIVILIAN HIRES SOP D. ALCGCIV 003/12 (CIVILIAN PERFORMANCE YEAR 2011/2012 CLOSEOUT AND AWARDS PROCESSING GUIDANCE) E. MANAGEMENT OF CIVILIAN OVERTIME, COMDTINST 12550.4I 1. This message establishes amplifying policy, procedures, and controls for Civilian Resource Coordinators (CRC) in managing civilian overtime and award allocations, and hiring into civilian PAL positions. These procedures are directly linked to the work of the Financial Strategy for Transformation and Audit Readiness Civilian Payroll Team, and further establish the Coast Guards enhanced internal control and audit compliance position. 2. CRCs are assigned at the ATU and Resource Management Office (RMO) levels of the CG. Per para 3.H.11 of Ref A, CRCs serve essential internal control functions in the execution of civilian award, QSI, summer hire, and overtime allocations. CRCs also review professional liability insurance reimbursement documentation and provide key position management oversight within their respective ATUs. CRCs personally acknowledge responsibility for fulfilling these duties each year via Memorandum. 3. Refs B and C have been developed with appropriate stakeholder input to close CRC procedural gaps. Refs B and C can be found on the CG-833 portal at https://cgportal2.uscg.mil/units/cg833/SitePages/Home.aspx under the SOPs and References folder, and are intended for inclusion in the next update to the FRMM-P. Paragraphs 4 through 7 below highlight specific procedures and controls in these SOPs that impact CRC duties. 4. Civilian Cash Award Procedures a. Per para 9.B of Ref D, there is no requirement for a Performance Pay Incentive Official (PIPO) to save a set amount of their award allocations for annual rating awards. Break-outs for Special Act/On-the-Spot versus rating-based awards are at the discretion of the PIPO. IAW Ref B, CG-833 will sweep unused award allocations on 16 Aug 2013. Swept award allocations may be made available for additional awards on a fall-out basis ooa 10 Sept 2013, depending on other service needs. b. PIPOs and delegated award officials shall submit all Special Act and On-The-Spot cash awards to CRCs for funds certification. CRCs shall funds-certify via electronic signature in Part C of the SF-52. HR Specialists and Command Staff Advisors (CSA), as appropriate, shall not authorize payment of an award absent the correct CRCs funds certification signature. CG-833 will provide CG-121 updated CRC lists to ensure HR Specialists/CSAs can confirm receipt of awards from authorized CRCs. c. Per Ref B CRCs do not funds-certify rating based awards. CRCs work with CG-121 to ensure PIPO roster accuracy for rating based awards. CG-121 consolidates proposed award funding levels for central funds certification by the Civilian Pay Manager. d. The Civilian Pay Manager centrally funds delayed rating awards and conducts the requisite funds certification. PIPOs shall forward delayed ratings to the Civilian Pay Manager, who will funds-certify the awards and provide them to CG-121 for execution IAW the annual ALCGCIV award schedule. 5. Overtime Procedures 5.a. Although Ref E is outdated, the internal control and appropriation concepts it discusses remain relevant. CRCs are the designated funds control agents for regular overtime. The following updated policies and procedures apply: 5.a.1. All regular overtime requests shall be submitted by supervisors of civilian personnel to the respective CRC for approval using form CG-4358, prior to overtime being initiated. CRCs shall certify funds are available and sign the form as authorizing official. Copies shall be kept by CRCs for reconciliation and audit purposes. 5.a.2. Non-regular overtime (firefighters, criminal investigators, SAR controllers, marine inspectors/examiners) and designated Special overtime (i.e. oil spill response, or Govt Shut down to protect life or property and/or as required by law) are centrally funded by the Civilian Pay Manager and do not involve front line managers or CRCs for authorization. 5.a.3. Compensatory time off: RMOs have the option of requiring CRCs in their resource chain of command to approve compensatory time off, or leave it to supervisor discretion. Since unused compensatory time reverts to cash payments if not taken within 26 pay periods, additional controls on compensatory time may be implemented by the Civilian Pay Manager in the future. 5.b. Overtime allocations should be spent to 90 percent by 01 Aug. CG-833 will sweep unused allocations to 90 percent on 01 Aug and distribute the funds to higher priority needs. ATUs requiring more than 10 percent of their total overtime allocation for Aug and Sept must submit a spend-down plan to the Civilian Pay manager for approval, detailing the anticipated need. Approval will be based on the stated need relative to other priorities. 5.c. A revision of Ref E and promulgation of an Overtime SOP are planned for FY 13. 6. Position Management a. Per Refs A and C, civilian personnel managers shall sign and submit SF-52s to CRCs for hiring actions into approved PAL vacancies. Hiring actions include accretions, reassignments, and conversions of student hires. CRCs shall review all civilian hiring requests within their ATU to ensure the request matches an approved PAL position that is not in a Do Not Fill status. b. Per Ref C, CRCs shall validate the proposed hiring action comports to a PAL position not otherwise encumbered or unavailable for hiring. CRCs shall digitally sign Part C of the SF-52 of the requested hiring. This action provides funds certification for the proposed hiring action. The funds certified SF-52 is then forwarded to the CSA or CG-121 HR specialist, as appropriate, to complete the hiring process. Hiring actions shall not be conducted without the appropriate CRC signature on the SF-52. 7. Awards and Overtime Funds Control Reports a. The Civilian Personnel Resource Management System (CPRMS) has been discontinued. All references to CPRMS in the FRMM are no longer in effect. b. CPRMS reports for awards and overtime are being reconstituted within Coast Guard Business Intelligence. Interim manual reports have been developed by the Civilian Pay Manager, and will be promulgated monthly pending turnover of those reports to CGBI. The Civilian Pay Manager has provided standard spreadsheets to CRCs for tracking overtime and awards expenditures. c. Award and overtime reports from CG-833 reflect actual payroll disbursements. They do not show actions submitted for processing and are otherwise obligated. Since actual pay data is not available until at least 16 days after the pay period end-date, CRCs must record pending award and overtime obligations as pipeline expenditures on the standard spreadsheets provided by the Civilian Pay Manager. These spreadsheets are the authorized means of tracking commitments and reconciling balances. CRCs are required to complete reconciliations within 5 business days of report receipt, and advise the Civilian Pay Manager of corrections. 8. CRC Chain of Command and Information Flow a. Ref A denotes a direct relationship between CRCs and the Civilian Pay manager. This is primarily fulfilled through an updated email distribution list managed by CG-833 to pass information. Although direct comms between the Civilian Pay Manager and CRCs is necessary and desirable, CRC performance of duties and policy issues shall include the RMO CRC to ensure appropriate resource chain-of-command oversight. b. CRC duties cannot be re-delegated. In the event of occasional absences for leave or temporary duty for less than 60 days, CRC duties shall be covered by the RMO CRC. The Civilian Pay Manager shall be advised by the impacted CRCs when this occurs. CRC absences of greater than 60 days require assignment of a new CRC. 9. Committing Funds for Awards, Overtime, and Hiring a. CRCs are the only delegated authority for committing funds for regular overtime, special act and on-the-spot cash awards, and hiring actions into authorized PAL positions. CRCs shall retain associated documentation for hiring, awards, and overtime commitments. b. As discussed in paras 4.b and 5.a.1 of this msg, supervisors of civilian personnel requesting regular overtime and hiring actions, and PIPOs requesting award funding shall use forms CG-4358 and SF-52. Requests for awards, overtime, and hiring actions (to include accretions, reassignments, and conversions of student hires) must go through the CRC for funds certification prior to execution. CRCs shall forward funds-certified hiring and awards documents to the appropriate CSA/CG-121 HR Specialists for processing. Award, overtime, and hiring actions that fail to receive proper funds certification constitute an unauthorized/illegal commitment. Within 30 days of the detection of an unauthorized/illegal commitment, unit commanders shall submit a memo to CG-83 through their respective chain of command, CRC and RMO Resource Office documenting the circumstances leading to the incident, including internal control weaknesses and corrective actions to prevent a repeat occurrence. CRCs are likely to be the first to uncover an unauthorized/illegal commitment during reconciliation and shall advise affected commands and the Civilian Pay Manager. 10. The annual CRC Acknowledgment of Duties Memorandum will incorporate this ALCGFINANCE and referenced SOPs. The Civilian Pay Manager will conduct CRC training (via teleconference for personnel not in the National Capital Region) in January 2013 to ensure understanding of duties and processes. Questions regarding this ALCGFINANCE and related SOPs should be directed to the Civilian Pay Manager, Mr. Felix Edozie, at 202-372-3590. Overarching CRC governance concerns should be addressed to CDR John Kennedy (CG-833) at 202-375-3577. 11. Request widest dissemination of this msg to CRCs, HR specialists/CSAs, and supervisors of civilian employees. Internet release is authorized. 12. CAPT S. R. Murtagh, Office of Resource Management, sends.