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Call Center Early Closure on 02 July

Published Date: Wed, 01 Jul 2015 12:30:01 CDT

Dear Customer:

In observance of the Independence Day Holiday, the Pay and Personnel Center (PPC) will close on Thursday, July 2, 2015, at 1400 hrs. (CDT), including the PPC Customer Care Branch. All PPC applications will remain available during the holiday and payroll/personnel processing will continue as scheduled.

As always, the online trouble-ticket form will be available 24 hours per day, 7 days per week at http://www.uscg.mil/ppc/ccb or via e-mail to ppc-dg-customercare@uscg.mil.


Flag Voice 457 - Reserve Enlisted Workforce Situation Report: Reserve High Year Tenure Reactivation

Published Date: Wed, 01 Jul 2015 10:30:01 CDT

http://www.uscg.mil/hq/cg1/flagvoice/fv457.asp

All Flag Voices are online at http://www.uscg.mil/hq/cg1/flagvoice/default.asp


CGHR: On the Radar Screen June 30, 2015

Published Date: Wed, 01 Jul 2015 10:30:01 CDT

CGHR: On the Radar Screen, is the monthly newsletter of CG-1, the Coast Guard Human Resources Directorate. I would try to summarize its content for you, but I am sure I would miss something. Read it! You will be glad you did.


October 2015 Reserve Servicewide Exam Announcement and Eligibility Criteria

Published Date: Tue, 29 Jun 2015 14:30:01 CDT

ALCGRSV 045/15 announces the timeline and responsibilities for the October 2015 Reserve Servicewide Exam competition.

PPC (ADV) has posted the Eligibility Requirements for the Oct 2015 Reserve SWEPDF Format to aid in ensuring qualification for exam participation.


Understanding Job Data

Published Date: Tue, 29 Jun 2015 14:30:01 CDT

We've added a user guide for viewing Job Data in Direct Access. Job Data not only provides the basic data elements needed for Global Payroll, it provides a snapshot of a member's entire Coast Guard career.

Understanding Job Datapdf icon


Manual Stop of SGLI Required Upon Release from Active Duty (RELAD)

Published Date: Tue, 29 Jun 2015 13:30:01 CDT

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


Military Personnel Data Record (PDR) Maintenance

Published Date: Tue, 29 Jun 2015 12:30:01 CDT

By: Petty Officer Third Class Cody Schott

I'm stationed here at Base Elizabeth City in NC. We've now been a Super SPO for just about a year. The reason I'm writing is to inform Yeoman about something I've been noticing from most incoming PDR's from other units. PDR maintenance is something most YN's neglect to do and something supervisor's don't pay much attention to until an audit comes about. Just about 3/4 of the incoming PDR's I've received this transfer season YN's do not file section 1 chronologically and have found the Qualification to Possess Firearms or Ammunition, DD Form 2760, towards the back just before the copies of the Birth certificates and Social security cards. Section 3 is just as bad with forms being out of place, or needed to be taken out years ago. Section 4 is generally fine with the exception of the amount of orders that are in there, sometimes I'll find 3 or 4 sets of past orders when there only needs to be 2 of the most recent sets.


Revised Enlisted Advancement Cutoffs for 2014 Servicewide Exams

Published Date: Mon, 29 Jun 2015 11:30:01 CDT

ALCGENL message 112/15 announced new advancement cuts from the May 2014 SWE for advancement to E-7 thru E-9 and from the November 2014 SWE for advancement to E-5 and E-6.


Reactivation of Reserve Enlisted High Year Tenure

Published Date: Mon, 29 Jun 2015 11:30:01 CDT

ALCOAST 262/15 announced the reactivation of reserve enlisted high year tenure (HYT). HYT for the Ready Reserve will consider total Time-In Service (TIS), which counts all years of service, including those in which reservists may not have earned enough points to receive a satisfactory year towards a non-regular retirement. This is not the same as Total Qualifying Service (TQS), which counts years that qualify toward a non-regular retirement. All Ready Reserve HYT PGPs are stated in total years of military service (Active and Reserve from any Service Component).


June End-Month Payroll Processing Complete

Published Date: Mon, 29 Jun 2015 09:30:01 CDT

"Payslips" for 01 July pay day will be posted 29 June. Report any discrepancies through the P&A Office (Admin) to the SPO. If SPOs cannot address or need assistance, the SPO will submit trouble ticket. Payslips can be accessed via the Self-Service "View" menu. Refer to this guide for an overview of the new payslip.

The End-Month June pay date is 01 July 2015. Paydays are the 1st (end of month (EOM)) and the 15th (End-Month) of each month, or the business day preceding the 1st or the 15th if either should fall on a federal holiday, Saturday or Sunday. Members should not set up automated payments or assume funds will be available prior to published paydays. Members should verify with their financial institutions as to the actual time funds are available to their account.


Transfer Season 2015 and CGOne User Accounts

Published Date: Fri, 26 Jun 2015 10:30:01 CDT

The 2015 Transfer Season is in full swing, and similar to years past, an automated method is being used to move CGOne Standard User accounts from one unit to another. This process, which reconfigures user accounts for use at a new location, does not move user data (such as files maintained on local C4IT resources) but does archive them for a specific time. Because of this, transferring personnel are responsible for performing a number of tasks on their own before departing their unit. More information about end user responsibilities to ensure a smooth and successful transfer of IT resources is on the Transfer Tech Tips site.

The automated portion of a PCS Transfer is triggered by the transferring member submitting a CGFIXIT ticket at least two weeks before departing their unit. Once a ticket is submitted, the User Transfer Service (UTS) system completes the account transfer process. If a ticket is not submitted in CGFIXIT before departing your old unit, you will experience delays at your new unit.

Effective and successful transfers are an essential part of Coast Guard operations and affect every member at some point in their career. The Transfer Season team is consistently finding ways to simplify and improve the technical portion of this important process. After you arrive at your new unit, you might receive an email with a survey about the technical portion of your transfer experience. You are encouraged to participate and share your candid feedback so that future transfer seasons may be improved.


Are You Authorized to Sign That?

Published Date: Fri, 26 Jun 2015 10:30:01 CDT

In accordance with United States Coast Guard Regulations 1992, M5000.3 (series), the CO/OinC may authorize in writing for officers, chief petty officers, and first class petty officers to sign, by their direction, correspondence, forms, and worksheets in the performance of their duties. These "by direction" authorizations must be kept on file to support any audits. "By direction" authorizations are subject to restrictions. For example, "by direction" is not authorized for oaths, enlistment contracts, reenlistment and extension documents, PCS Departing Worksheet or Advances Worksheet, with liquidation period in excess of 12 months,

If you haven't been authorized (in writing) by your CO/OinC, you should not be signing correspondence, forms or worksheets.

Source: Personnel and Pay Procedures Manual, Chap 2-D, Signature of Responsible Officer.


Career Sea Pay Premium Start Date Calculator

Published Date: Fri, 26 Jun 2015 10:30:16 CDT

This spreadsheet MS Excel Icon has dates fields on the second tab that will help you determine the correct date to use when starting Career Sea Pay Premium.

Basic Rules from CG Pay Manual, Chapter 4, Section C:

  1. Payable to members E-4 through O-6.

    (Note: While Career Sea Pay Premium isn't payable to members in pay grades E-3 and below, Sea Time accumulated while in pay grades E-3 or below counts towards Career Sea Pay Premium entitlement start date.)

  2. Career Sea Pay Premium begins on DAY 1 of the 37th MONTH of Consecutive Sea Duty.
  3. The rate of pay is $100 per month, based on a 30-day month. (Prorated for periods less than 30 days.)
  4. The 31st day is not counted for "Pay" purposes. However, for determination of entitlement termination while "TDY", the 31st day is counted. (e.g. When determining the last day of entitlement, the 31st day of the month is counted.)
  5. Career Sea Pay Premium is subject to Federal and State Income Tax - it NOT subject to FICA Tax.
  6. Career Sea Time counts for Premium when:
    1. Permanently assigned to a Career Sea Pay eligible vessel.
    2. Temporarily or Permanently assigned to a mobile unit other than for administrative duties.
    3. Temporarily or Permanently assigned to ship-based aviation unit or ship-based staff embarked on a Career Sea Pay eligible vessel
    4. Temporarily or Permanently assigned to a mobile unit to perform administrative duties and is embarked on a Career Sea Pay eligible vessel.

    Note: Sea Time counts even if the member wasn't entitled to Sea Pay as in the case of a member E-1 to E-3 or O-1 to O-3 who served on a vessel prior to October 2001 and had less than 3 years cumulative sea duty and were not eligible for career sea pay.

  7. Neutral Time for Career Sea Pay Premium:
    1. Permanently assigned to a ship-based staff and is not embarked on a Career Sea Pay eligible vessel.
    2. Temporarily or Permanently assigned to a mobile unit and is not entitled to Career Sea Pay.
    3. Normal delay en route on PCS transfer from on Career Sea Pay eligible vessel to another to include: Leave, Proceed Time, Travel Time, TDY. **This includes transfer to a pre-commissioning unit preparing a Career Sea Pay eligible vessel for placement in an active status and transfer to a decommissioning unit preparing a vessel for deactivation.
    4. TDY away from a Career Sea Pay eligible vessel greater than 30 days and not otherwise entitled.
    5. Temporarily assigned ashore due to: Limited Duty, HUMS, Hospitalization, or Sick Leave.
    6. Incurs deductible time due to: UA, Confinement, Non-Performance of Duty (i.e. Civil Arrest) , or Absence due to Misconduct.
    7. Is on one or more PCS school assignments with a total duration less than one year AND is between permanent assignments of two Career Sea Pay eligible vessels IF the training is necessary for the follow-on sea duty assignment. For example: A-School, C-School, and OCS. Personal profession development schools do not count. For example: Undergraduate and Post-graduate school, Staff or War College. A request for determination will be sent to CG-1222 when qualifying training / schooling exceeds one year.

NOTE: When using February 29th in your sea pay premium calculations, it may be necessary to compute the correct sea pay premium start date by hand. The reference for computing sea time can be found in Appendix C of the 3PM.

Do NOT forget to check all Segment 07's and 69's for sea time and sea time adjustments!

Career Sea Pay Premium Start Date CalculatorMS Excel Icon


Don't Forget to Update DEERS

Published Date: Thu, 25 Jun 2015 15:30:01 CDT

The lives of service members and their families are full of transitions. Whether it's permanent change of station moves, retiring, going from Reserve status to active duty or something else, the one constant is change. The good news is that your TRICARE coverage can stick with you through these life changes, but you do have to make sure that your records in the Defense Enrollment Eligibility Reporting System (DEERS) are up to date with your latest life events.

This means you should keep all your personal information - address, duty status, phone numbers, and email addresses - up to date. It's important to review DEERS as soon as possible whenever you move or experience one of the following life events:

  • Activation
  • Deactivation
  • Separation or retirement
  • Becoming Medicare eligible

Changing your contact information in DEERS is easy and can be done online at milConnect (www.dmdc.osd.mil/milconnect), by fax or mail, or in person at the nearest uniformed services identification (ID) card office. One thing you can't update yourself in DEERS is your duty status - only your Service can make those updates. Whenever you have a change in your duty status, check DEERS to make sure it's accurate. You can find your nearest ID card offices online with the RAPIDS Site Locator at www.dmdc.osd.mil/rsl/.

Other life events that can affect your TRICARE eligibility and require you to update DEERS include:

  • Marriage or divorce
  • Birth or adoption of a child
  • Change in a student's full-time enrollment status

Many DEERS updates require supporting documentation, including: marriage, birth, or death certificates, Medicare cards and Social Security Administration notification letters and orders or DD Forms214/discharge orders. A list of required documentation for various types of updates is available at www.dmdc.osd.mil/rsl/. Make sure to review the list and bring the appropriate documents with you, or you may not be able to make the updates you need.

For more information on how to update DEERS information, go to www.tricare.mil/DEERS.

Providing Your SSN in DEERS

Please note that even though your SSN is being replaced on your ID card, it is still important to provide your SSN and the SSNs of your TRICARE-covered dependents in the Defense Enrollment Eligibility Reporting System (DEERS). In order to notify the Internal Revenue Service (IRS) of your TRICARE coverage, so that the IRS is aware that you have met the minimum essential coverage requirement under the Affordable Care Act, your SSN, and your family members' SSNs must be listed in DEERS.


May 2015 Servicewide Exam Advancement Eligibility List Posted

Published Date: Wed, 24 Jun 2015 15:30:01 CDT

The May 215 SWE Advancement List is now available on the PPC ADV CGPortal page.


U. S. Coast Guard Health Safety Work-Life Mobile Application

Published Date: Wed, 24 Jun 2014 10:30:16 CDT
Download the USCG HSWL app today!

For those looking for information about the Coast Guard Support programs and services to Coast Guard members and their families, we now have an app for that! Available in the Apple App store just search for USCG HSWL or use this link: https://itunes.apple.com/us/app/uscg-hswl/id669218420?mt=8. The Android version is available through Google at https://play.google.com/store/apps/details?id=com.ravensolutions.coastguard&hl=en

Screen shot of menuThis application contains information about the many quality of life resources available for Coast Guard military and civilian personnel, family members, and retirees. The application includes information on work-life programs, as well as other individual and family support programs such as medical services, chaplain services, housing, legal assistance, and, morale, well-being, and recreation (MWR) services.

In addition, it provides general information about the Coast Guard, enables access to Coast Guard videos through YouTube (Wi-Fi recommended), and enables the user to access the Coast Guard Facebook and Blog feeds. The user can also find a unit Ombudsman using the "Ombudsman Locator" feature.

The user can select their unit for information broadcasts specific to their location and to get up to date information on what's happening with notifications and alerts on events, general announcements and information.

To select a Coast Guard unit:

  • Click on Media
  • Click on wheel in upper right corner
  • Select District
  • Select unit

Screen shot of search functionBy using the Find section, users can find the nearest location of various resources. Click on the light bulb icon and highlight the resource(s). Resources include:

  • CDCs
  • HSWL Regional Practices
  • Marine Corps Community Services
  • Fleet and Family Support Centers
  • DoD Military Treatment Facilities
  • Coast Guard Military Treatment Facilities
  • DoD ID Card locations
  • Coast Guard ID Card locations

NOTE: This is a large file that should be downloaded using Wi-Fi. This app requires IOS 5.0 or later (Apple) or 2.3 and up (Android).

Point of Contact
If you have any questions, comments or feedback, please contact Ms. Christine DeGraw, at (202) 475-5142, or email at Christine.M.DeGraw@uscg.mil.


About the Employee Summary Sheet (ESS)

Published Date: Tue, 23 Jun 2015 15:30:01 CDT

Per ALCOAST 258/15, members should review their Employee Summary Sheet (ESS) in CGBI periodically to ensure their record of achievements and experience is up-to-date. The ESS provides a comprehensive view of Employee Details, Rank History, Position History, Education, Training, Tests, Competencies, Specialties, Boards & Memberships, Medals & Awards, and Certifications & Licenses.

You do not want to wait until your record is going before a board or panel to find out that an important competency or training completion has not been updated in Direct Access.

The only requirements for viewing your ESS is that you be logged on to a Coast Guard workstation, with your CAC, and be connected to the CGOne network. You don't need any passwords or user names to access your ESS.

Just click this link - https://cglink.uscg.mil/MySummarySheet - (or copy and paste it into your browser) to access the ESS.


New Competency Management System Manual

Published Date: Tue, 23 Jun 2015 15:30:01 CDT

ALCOAST 258/15 announced the release of a new version of the U.S. Coast Guard Competency Management System Manual, COMDTINST M5300.2 (series).

While the intent and scope of the Manual remain the same, each chapter has undergone the following significant changes:

  • Memorandum: Updated all references and format.
  • Chapter 1, 2, and 3: Reworked sentence structure throughout manual to eliminate passive voice and wordy, confusing run-on sentences.
  • Forms: Replaced actual forms in manual with hyperlinks to most-up-to-date forms. This will prevent the necessity to submit a manual change or update the manual each time a form is updated.
  • Formatting: Removed chapter table of contents and updated page number format throughout.


Direct Access Issue with Automatic Payment of Officer Uniform Allowance

Published Date: Tue, 23 Jun 2015 15:30:01 CDT

Direct Access is not paying initial uniform allowance for officers. PPC will query the system and make payments to newly appointed officers (since 1/1/15). No SPO action required.


Direct Access Issue with Sea Time Balances on Unit Roster

Published Date: Tue, 23 Jun 2015 15:30:01 CDT

The DA Unit Roster is not displaying Sea time balances correctly. This is a known issues. Also, members with CGHRSVW role cannot view the Sea Time Balances page. We are submitting a System Change Request (SCR) to allow it.


July Enlisted Advancement Authorization

Published Date: Tue, 23 Jun 2015 15:30:01 CDT

ALCGENL message 111/15 lists enlisted advancements authorized on 1 July. In addition to the message, a spreadsheet is available which also shows the member's unit:

EPAA07.15.xls (CGPortal Link)


July Enlisted Reserve Advancement Authorization

Published Date: Tue, 23 Jun 2015 15:30:01 CDT

ALCGRSV message 043/15 lists enlisted reserve advancements authorized on 1 July. In addition to the message, a spreadsheet is available which also shows the member's unit.

ERAA07.15.xls (CGPortal Link)


Competency Dictionary Update - 23 June 2015

Published Date: Tue, 23 Jun 2015 15:30:01 CDT

The Direct Access Competency Dictionary (a spreadsheet which shows all authorized competency codes and descriptions) has been updated by Comdt (CG-1B-1).

Changes made since last update (22 May 2015) are hi-lighted in blue text on the spreadsheet, and summarized as follows:

1.On the "Master Competency List" worksheet - 1 new competencies; 8 competencies who's requirements were changed all 9 are mapped to TMT (CG-5311As sent to CG-7612 via sepcov)

2.On the "Officer Specialty Codes (OSC)" worksheet - added/hyperlinked "CG-OAR18" in Column C


PPC Customer Newsletter 06/2015

Published Date: Fri, 19 Jun 2015 15:30:01 CDT

Issue 06/15 (June) of the PPC Customer Newsletterfile in pdf format is now available.

In this issue:

  • PPC Direct Access 9.1 Follow-On Training Workshops
  • About the Pay & Personnel Center Customer Newsletter
  • New Navy Standardized FPO Mail Address Format
  • Yeoman in the Spotlight
  • Traveling to/from Alaska via Privately Owned Vehicle
  • Fiscal Year 2015 Bonus Procedures
  • Cancellation of SGLI Prior to Separation - Don't do it!
  • Pay and Personnel Center Change of Command
  • Yeoman in the Spotlight
  • Coast Guard Special Needs Program 2015 enrollment deadline approaching
  • Supplemental and Striker Advancement List Policy and Procedures
  • BAH for 2015 Academy Graduates
  • Direct Access Data Transfer to DMDC/DEERS Delayed
  • Check for Accuracy Before Finalizing DD-214s
  • "CGFIELDAMIN" for Personnel and Administration Offices
  • CGHR: On the Radar Screen June 2, 2015
  • DA Known Issue - Career Sea Pay Premium for Officers (O1E, O2E, and O3E)
  • New Commandant Instruction: Administrative Remarks, Form CG-3307
  • Mailing of SPO Military Personnel Data Records (PDRs)
  • SPO Payroll Verification Report
  • Approval of ADT-AT and Short-Term ADOS Orders During Approval "Blackout"
  • Updated WEB-TPAX Audit Tutorial
  • Issue With the Funds Verification Link in WEB-TPAX
  • Defense Travel Management Office Allowances and Regulations Update
  • New FAQ and Administrative Remarks Template for FS/OS SRBs
  • WEBTPAX - Attaching Documents
  • CG Department Run - Last Review Date Negative Number Error
  • Travel Orders Numbers and Accounting Data No Longer Included on Separation or Retirement Orders
  • Transfer Season 2015 and CGOne User Accounts

Pay and Personnel Center Customer Newsletter Issue 06/15 (June)file in pdf format


PPC Direct Access 9.1 Follow-On Training Workshops

Published Date: Thu, 18 Jun 2015 15:30:01 CDT

It's been more than 6 months since the release of Direct Access 9.1. As we all have seen, DA 9.1 is very different than what DA 8.0 was. The HR world had to, and still is, relearning how to do their world of work. PPC Procedures and Development Branch has a small window of time to go out and provide training to Servicing Personnel Offices and Reserve personnel on the DA 9.1 release. The HR Workshop is 5 days and is geared towards SPO personnel, but we highly encourage others that enter data in DA to attend (Personnel and Administration office staffs, YN, DXRs, etc). The Reserve Workshop is 2 days and is intended for the actual Reserve member with encouragement for those who work with Reserve members or handle Reserve records to attend. Due to time and budget, we are only able to visit 5 BASES this summer. While PPC is funding the delivery of the workshops it is the unit responsibility to fund attendance for their members.

Please contact the Base POC listed below to request attendance for one or both training workshops.

  • Base Miami Beach Jul 13-19 - POC CWO Arnaz Deal / YNC Kalyn Doss
  • Base Alameda Aug 1-7 - POC CWO Ann Cooper
  • Base NOLA Aug 15-21 - POC YNCS Zachary Ayres
  • Base Seattle Aug 29-Sep 4 - CWO Devale Collier
  • Base Honolulu Sep 14-20 - CWO Paul Spencer

For any further questions or information please contact Karen Emmot, (785) 339-2225, PPC Procedures and Development.


New Navy Standardized FPO Mail Address Format

Published Date: Wed, 17 Jun 2015 11:30:01 CDT

By Debbie Dortch, Naval Supply Systems Command Corporate Communications

Mechanicsburg, Pa. (NNS) - Navy Fleet Post Office (FPO) addresses for ships, mobile units and ashore FPOs are being converted to an address format compatible with the U.S. Postal Service's (USPS) address system, according to a Nov. 18 NAVADMIN message.

The new address format is effective immediately for mobile units and ashore FPOs.



Navy Fleet Post Office (FPO) addresses for ships, mobile units and ashore FPOs are being converted to an address format compatible with the U.S. Postal Service's (USPS) address system. The new address format is effective immediately for mobile units and ashore FPOs. Service members should see their postal representative for their duty station's accurate address.

"The new standardized addresses use a format similar to the way residential mail is addressed across the U.S.," said Naval Supply Systems Command (NAVSUP) Navy Postal Director Gabe Telles. "Standardization will improve service by reducing transit time, which is good news for Sailors."

The new format for ships and mobile units is as follows:

Line 1: Name
Line 2: Ship or Mobile Unit name
Line 3: Ship or Mobile Unit number, box number
Line 4: FPO (AP, AE, AA) ZIP code (5 digits only)

The new format for ashore FPOs now includes a Postal Service Center (PSC) number and box number along with a 5-digit ZIP code in the address as follows:

Line 1: Name
Line 2: PSC number, box number
Line 3: FPO (AP, AE, AA) ZIP code (5 digits only)

"Sailors will notice immediately that only a 5-digit ZIP code is necessary," Telles said. "This and the new standardized format will be easier for everyone, including businesses, family, and friends sending mail to FPOs."

Another benefit of the standardization is postal patrons' ability to use the USPS Internet change-of-address process at www.usps.com when rotating to/from new assignments that use FPO addresses. Sailors can find more information at their local FPO or at www.usps.com.


Yeoman in the Spotlight

Published Date: Wed, 17 Jun 2015 11:30:01 CDT

Story by Petty Officer 2nd Class Cynthia Oldham

Petty Officer 3rd Class Carl Blas
Petty Officer 3rd Class Carl Blas sits in his office,
Thursday, May 1, 2014. Blas is a Coast Guard member
featured in the monthly Our Local Coast Guard
series, which runs in South Jersey.
(U.S. Coast Guard photo by
Petty Officer 2nd Class Cynthia Oldham)

ATLANTIC CITY, N.J. - Petty Officer 3rd Class Carl Blas, a Coast Guardsman serving at the Coast Guard Air Station in Egg Harbor Twp., New Jersey, was born and raised where America's day begins in Yigo, Guam.

Deciding to join the Coast Guard and leave Guam was not a difficult decision for Carl.

"Guam is a beautiful Pacific Island but it is a very small place," Carl said. "I was 23 years old when I joined the Coast Guard and ready to see and experience new places. The Coast Guard gave me this opportunity."

Serving as a yeoman, the Coast Guard's name for an administrative specialist, Carl is a critical behind-the-scenes component to keeping his Coast Guard shipmates always ready.

Carl works in the Air Station's servicing personnel office, where yeomen administratively take care of the air station's 254 crew members, focusing heavily on customer service.

Carl said his passion for customer service began in Guam before he joined the Coast Guard.

"After I graduated from the University of Guam with a degree in economics I started working at the Bank of Guam, where I gained a lot of my customer service skills," Carl said. "The bank is where I got the urge to combine my love of helping people with my career, which is how I ended up being a Coast Guard yeoman."

While serving in South Jersey, Carl is expanding his love of service throughout the community.

"When I first came to the Coast Guard one thing I decided is giving time to the community is so important," Carl said.

Carl is a full-time student at The Richard Stockton College of New Jersey where he is member of the college's Student Veteran's Organization. Carl serves on the executive board of the SVO as the leader of public relations.

"Stockton has one of the best student veteran organizations in the country," Carl said. "It's a place where active duty service members can get together and focus on their educations, conquer stress and share their experiences. We have a brotherhood, we all have each others' back."

Carl said SVO members recently visited with veteran's who live in a local nursing home.

"While we were at the nursing home, the veterans all wanted to talk about their military experiences," Carl said. "They felt great about passing the baton to the next generation. We are working on making this a monthly event for hospice patients there."

Carl is also an active member of the school's Pride Alliance Club, a student-run organization focused on brining a sense of unity, power and leadership among Lesbian, Gay, Bisexual, Transgender students and any student who aspires to be an activist.

"We all absolutely love Carl," said Kristen Murphy Slagle, co-president of the Pride Alliance Club. "We are so happy to have him with us. He brings us a different perspective, having served and coming from an area other than New Jersey. Stockton itself is predominantly Caucasian, so he naturally adds more culture to a club that is trying to bring up issues of diversity."

Additionally, Carl is an active member of Fusion Church, in Somers Point, New Jersey, where he volunteers every week to buy and deliver food for the community's youth.

"Every Sunday night I deliver food to the youth group at Fusion Church," Carl said. "I truly believe the youth here can grow up to be comfortable in who they are. I speak with them, share my story and hope to encourage them to be well-rounded and eager to explore the world."

Although Carl is Chamorro, a term for someone born and raised in Guam, he feels he vibes well off the people who live in New Jersey.

Carl said he loves living in south New Jersey because the people are different in the way they are very vocal and stand up for what they think is right.

Carl said he strongly believes having a voice and using it for good is something he strongly believes in.


Traveling to/from Alaska via Privately Owned Vehicle (POV)

Published Date: Tue, 16 Jun 2015 16:30:01 CDT

You Must Submit a Request via the Aircraft and Personnel Automated Clearance System (APACS) for POV Travel Through Canada

The United States Defense Attache Office Ottawa states that Aircraft and Personnel Automated Clearance System (APACS) is required for personnel that transit (drive) Canada during PCS moves. USDAO is using APACS as a force tracking device and to determine what US military personnel our in country if there is a national emergency. This similar to requirements of other US embassies and Combatant Commands. While NORTHCOM does not require an APACS request, USDAO Ottawa does.

Transit stops via air and port calls that do not involve an RON would not require an APACS request.

PCS personnel driving through Canada enroute to or from Canada require an APACS request.

APACS Procedures

District 17 has the "Guide to Submitting APACS for Canada Travel" available on their CGPortal site.

Please see Traveling through Canada? for more helpful tips and procedures to help avoid long delays at the borders of Canada/US.


Fiscal Year 2015 Bonus Procedures

Published Date: Tue, 16 Jun 2015 14:30:01 CDT

An "FAQ" to ALCOAST 193/15 has been published to clarify bonus policies. It may be accessed by visiting: www.uscg.mil/hr/cg133/PolicyStandards/FAQs for ALCOAST 193.pdf.

A new SRB CG-3307 has been provided in enclosure (6) of the Personnel and Pay Procedures Manual. The language of the new CG-3307 has been modified to address the changes ALCOAST 193/15 present in SRB counseling. The updated CG-3307 may be accessed by visiting: www.uscg.mil/ppc/3307s.asp.

For SRB's, the only contracts allowed to be canceled are:

  1. Extensions (EXT and REN) that have not begun and where an OS member obligated service until 2019 due to AY2015 transfer orders, as detailed in Questions and Answers #11 of the ALCOAST 193/15 FAQ list.
  2. Extensions (EXT and REN) where OS and FS members have obligated service that have not yet begun, BUT STILL MEET the requirements of ALCOAST 193/15 BEFORE the extension is canceled.

These cancellation requests can only be performed by PPC after the SRB eligible members new 4 or 6 year reenlistment has been approved. Cancellation requests should be submitted at the time a member's SRB payment is being requested. Please be sure to state (in your PPC Trouble Ticket) that an extension needs cancellation by ADV and to request your ticket be reassigned to MAS for processing once ADV cancels contract.

SRB submission procedures:

BEFORE SRB reenlistment contracts are entered - Submit SRB CG-3307's to PPC-SMB-MAS-Bonus@uscg.mil for verification/approval. Within 3 business days, the sender of the CG-3307 will receive a reply instructing them to either move forward with a member's SRB reenlistment or state the reason(s) member is ineligible. In some cases, it is understood that the SRB CG-3307 eligibility approval process may not be feasible. In such cases, eligibility should be heavily scrutinized. If time allows, it is highly recommended to run SRB 3307's thru the bonus team in order to minimize counseling/eligibility errors.

Once a contract is completed and approved, SRB payments should be requested by submitting the member's SRB CG-3307 and contract to PPC via a trouble ticket. If a SRB eligible member has an extension that has not begun, then the request should state the ticket should first go to PPC (adv) so that the extension can be canceled, then reassigned to PPC (mas) for SRB processing.

Payment should occur within the next two pay periods. If a payment has not occurred after two pay periods, then an inquiry should be sent to PPC via a trouble ticket.

All requests for EBs and CSTBs should be submitted to PPC via a trouble ticket submission and include bonus documentation (Annex or CSTB Agreement). Typically, these requests will come from each members "A" School upon graduation.

Must be in compliance with weight standards for all bonuses.

CWO2 David Cota
Branch Chief, Procedures and Development Branch and Customer Call Center Branch
Pay and Personnel Center


Cancellation of SGLI Prior to Separation - Don't do it!

Published Date: Tue, 16 Jun 2015 12:30:01 CDT

According to the U. S. Department of Veterans Affairs some Personnel Officers are advising Servicemembers to cancel their Servicemembers' 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:

  • Cannot receive 120 days of SGLI coverage at no cost following separation from service (a benefit that all Servicemembers receive when they separate with SGLI coverage intact).
  • Cannot apply for an additional two years of SGLI coverage at no cost through the SGLI Disability Extension Program if they are totally disabled.
  • Cannot obtain Veterans' Group Life Insurance (VGLI) coverage, which is available without proof of good health for 240 days after separation and can be retained for life.
  • Will be cancelling Family SGLI Coverage for his/her spouse and children for the member's remaining time in service and for the 120-day free period after separation.
  • Will be cancelling SGLI Traumatic Injury Protection (TSGLI) and cannot receive a TSGLI payment for qualifying traumatic injuries that occur prior to separation.

Personnel Officers should advise any member who may be considering cancelling their SGLI coverage about the negative consequences listed above.


Pay and Personnel Center Change of Command

Published Date: Mon, 15 Jun 2015 17:30:01 CDT

Captain Peter F. Brady, Jr., USCG, relieved Captain Stuart L. Lebruska, USCG, as Commanding Officer, U.S. Coast Guard Pay and Personnel Center, Topeka, Kansas, 12 June 2015. The change of command ceremony is a time-honored tradition and deeply rooted in Coast Guard and naval history. The event signifies a total transfer of responsibility, authority and accountability for the command. A retirement ceremony was held for Captain Lebruska following his relief.

Captain Peter Brady, Command Officer, Coast Guard Pay and Center, left, Rear Admiral William Kelly, Commander Coast Guard Personnel Command,  and Captain Stuart Lebruska, right
TOPEKA, Kan. (June 12, 2015) - Captain Peter Brady, Command Officer, Coast Guard Pay and Center, left, Rear Admiral William Kelly, Commander Coast Guard Personnel Command, and Captain Stuart Lebruska, right, former Commanding Officer, Coast Guard Pay and Personnel Center, stand together following the Change of Command Ceremony held at Forbes Field Air National Guard base on June 12, 2015. Captain Brady relieved Captain Lebruska as commanding officer, Pay and Personnel Center. (Coast Guard photo).


Date Change for End of Month (EOM) June Active Duty/Reserve Pay Finalization

Published Date: Mon, 15 Jun 2015 16:30:01 CDT

PPC (OD) moved the date for June EOM active duty and reserve payroll finalization from 22 June to 23 June. The "Approval freeze" for end-month June runs from 18 June until the availability of the July mid-month pay calendar on 23 June.

Reminder: SPOs are authorized to approve short-term ADT-AT and short-term ADOS orders with begin dates on/or after the SPO Data Entry/Approval date (18 June) and BEFORE the Payroll Finalized Date (23 June), SPOs are authorized to approve the orders (put in "En route" status). DO NOT approve orders on Payroll Finalize Date (23 June), this will cause payroll finalize to error out. ONLY orders with a begin data that falls within these specifics date ranges (18 to 22 June) are authorized to be put in an "En route" status.

picture of the calendar


June Mid-Month Payroll Processing Complete

Published Date: Fri, 12 Jun 2015 10:30:01 CDT

"Payslips" for 15 June pay day will be posted 13 June. Report any discrepancies through the P&A Office (Admin) to the SPO. If SPOs cannot address or need assistance, the SPO will submit trouble ticket. Payslips can be accessed via the Self-Service "View" menu. Refer to this guide for an overview of the new payslip.

The Mid-Month June pay date is 15 June 2015. Paydays are the 1st (end of month (EOM)) and the 15th (End-Month) of each month, or the business day preceding the 1st or the 15th if either should fall on a federal holiday, Saturday or Sunday. Members should not set up automated payments or assume funds will be available prior to published paydays. Members should verify with their financial institutions as to the actual time funds are available to their account.


Yeoman in the Spotlight

Published Date: Thu, 11 Jun 2015 17:30:01 CDT

Story by Petty Officer 2nd Class Diana Honings

KODIAK, Alaska - A Coast Guard petty officer from Cayuga, Ind., earned the Coast Guard Achievement Medal and was selected as Base Ketchikan's Enlisted Person of the Year Award, Feb. 2, 2015.

Petty Officer 3rd Class Sara Cook stands for a photo at Coast Guard Base Ketchikan Jan. 12, 2015.
Petty Officer 3rd Class Sara Cook stands for a photo at Coast Guard Base Ketchikan Jan. 12, 2015. Cook earned the Coast Guard Achievement Medal and was selected as Base Ketchikan's Enlisted Person of the Year. (U.S. Coast Guard photo)

Coast Guard Petty Officer 3rd Class Sara Cook, a yeoman assigned to the Personnel Services Division at Base Ketchikan, Alaska, was recognized for excellently demonstrating the Coast Guard's core values.

A couple of her accomplishments while serving at Base Ketchikan include acting as the sole administration yeoman for four weeks during transfer season, demonstrating exception technical expertise while supporting 37 units and supporting 100 personnel and their families. She also proactively contracted approximately 75 members delayed by the Alaska Marine highway ferries to help reschedule travel, minimizing the disruption to incoming and outgoing personnel.

"Due to her consistent exceptional performance, work ethic and positive attitude, she was nominated for Sailor of the Quarter every quarter of 2014" said Chief Warrant Officer Dominic Heggarty, Base Ketchikan procurement and contracting chief. "Her diligence, perseverance and devotion to duty are most heartily commended and are in keeping with the highest traditions of the United States Coast Guard. "


July 2015 Issue of The Retiree Newsletter

Published Date: Thu, 11 Jun 2015 15:30:01 CDT

The July 2015 issue of THE RETIREE NEWSLETTER is now available via the Pay & Personnel Center's web site at http://www.uscg.mil/ppc/retnews/

This issue includes the following items of interest:

  • President Obama Speaks to Class of 2015
  • Featured ship of the quarter
  • USCGC EVERGREEN
  • USCGC TANEY: wreath laying
  • Future of the Surgeon General
  • Mission Support
  • Black Commissioned Officers
  • USCGC BURTON ISLAND
  • TRICARE Warning
  • Coast Guard Exchange
  • Gulf Dolphin Deaths
  • Lightship Sailors Memorial
  • Monk Seal Transported
  • Book Review: Frozen in Time
  • Coast Guard Pharmacy Services Suspended

The following regular features also appear in this issue:

  • CO's Corner
  • Reunions and Notices
  • Retiree Pay Days
  • Retirements
  • TAPS
  • Dependent TAPS
  • Directory Assistance


Coast Guard Special Needs Program 2015 enrollment deadline approaching

Published Date: Thu, 11 Jun 2015 14:30:01 CDT

The Coast Guard Office of Work-Life is reminding all active duty members and selected reserve members on orders for 181 days or more who have dependent family members diagnosed with medical, psychological, physical, or educational special needs to ensure all enrollment documentation for the Special Needs Program be updated by Sept. 30, 2015, or be administratively closed on Oct. 1, 2015. - See more at: http://allhands.coastguard.dodlive.mil/2015/06/11/coast-gua. . .


Supplemental and Striker Advancement List Policy and Procedures

Published Date: Thu, 11 Jun 2015 14:30:01 CDT

file in pdf formatReserve Supplemental Lists Information - This document provides policy, procedures, and information for placement on the Reserve Supplemental Advancements lists.

file in pdf formatActive Duty Supplemental and Striker Lists Information - This document provides policy, procedures, and information for placement on the Active Duty Supplemental or Striker Advancements lists.

Visit the PPC Advancement, Evaluations, and Service Validation Branch CGPortal page for servicewide exam advancement eligibility lists, active duty striker and supplemental advancement lists, and reserve supplemental advancement lists.


BAH for 2015 Academy Graduates

Published Date: Thu, 11 Jun 2015 10:30:01 CDT

Graduates of the Coast Guard Academy are entitled to BAH-Transit during periods of travel time, proceed time, and leave enroute to their first permanent duty station. (Graduates with prior service are instead entitled to BAH without dependents while enroute.)

Upon arrival at the permanent duty station, the newly-commissioned Ensign becomes entitled to the BAH/OHA applicable to the PDS (normally BAH without dependents).

If the member marries while enroute to the first permanent duty station, the member becomes entitled to BAH with dependents effective the date of marriage (or BAH without dependents if the marriage is to another uniformed services member). BAH with dependents is based on the location of the member's dependents; it then changes to the location of the PDS once the member reports to the PDS.

For the Academy Class of 2015, PPC (MAS) will pay the BAH-Transit (BAH-T) entitlement. The SPO should only start the BAH at the PDS (as well as any BAH due to marriage) .

An example is shown below of the BAH row that the SPO should establish effective the date the member reports to the PDS: image of DA screen

In future years, SPOs will record the BAH-T entitlement on the BAH page. However, this year, we are not having SPOs record the entitlement because of system issues/complexities.


Direct Access Data Transfer to DMDC/DEERS Delayed

Published Date: Tue, 09 Jun 2015 17:00:01 CST

The Coast Guard is experiencing difficulties updating the Defense Eligibility Enrollment Reporting System (DEERS). This is causing problems for members trying to obtain identification cards following an accession or reenlistment/extension of enlistment.

This is the workaround for ID cards while DEERS data is not being updated by Direct Access.

If the member is already in DEERS, but needs data updated (i.e. due to reenlistment), the member needs to take a copy of the supporting document to the local DEERS site and they should be able to update it to issue an ID card. If the DEERS site cannot update the record or a new record needs to be entered in DEERS (i.e. an accession), the Site Security Manager (SSM) or Verifying Official (VO) at the DEERS site must contact Jacqueline Smith at the Coast Guard DEERS Project Office (via e-mail to ARL-PF-CGPSC-PSDFS-DEERS@uscg.mil or by telephone at 703-872-6642). All data MUST be in DA before any DEERS updates are made.


Check for Accuracy Before Finalizing DD-214s

Published Date: Tue, 09 Jun 2015 16:30:01 CDT

Please ensure all data on a DD-214 is accurate/current prior to marking it "final". All DD-214s marked final are transmitted to DMDC nightly. We are not able to retrieve them. SPOs must coordinate with the P&A Offices to ensure any departing awards are entered.

CWO2 David Cota
Branch Chief, Procedures & Development Branch and Customer Call Center Branch
Pay and Personnel Center


SPO Approval of "CGFIELDAMIN" for Personnel and Administration Offices Not Required

Published Date: Tue, 09 Jun 2015 16:30:01 CDT

The requirement to route requests for CGFIELDAMIN thru SPOs has been removed. All P&A Offices should have that access in order to enter awards, competencies, and training.

CWO2 David Cota
Branch Chief, Procedures & Development Branch and Customer Call Center Branch
Pay and Personnel Center


CGHR: On the Radar Screen June 2, 2015

Published Date: Tue, 09 Jun 2015 14:30:01 CDT

CGHR: On the Radar Screen, is the monthly newsletter of CG-1, the Coast Guard Human Resources Directorate. I would try to summarize its content for you, but I am sure I would miss something. Read it! You will be glad you did.


DA Known Issue - Career Sea Pay Premium for Officers (O1E, O2E, and O3E)

Published Date: Tue, 09 Jun 2015 14:30:01 CDT

Officers in grades O1 - O6 that meet the criteria IAW Coast Guard Pay Manual, COMDTINST M7220.29 (series), Chap. 4-C. are entitled to Career Sea Pay Premium. This includes prior enlisted Officers (identified by Salary Plan OFE and grades O1E, O2E, and O3E).

Currently, SPO users are unable to start Career Sea Pay Premium for prior enlisted officers, They receive this error: "Invalid Pay Grade for Career Sea Pay Premium (30003,93)".

Workaround: Notify PPC (Customer Care) if you encounter this error (Provide the officer's employee ID and the CSPP start date). PPC (MAS) will manually start the entitlement.


Call Center Closure Friday, 12 June 2015

Published Date: Tue, 09 Jun 2015 14:30:01 CDT

The Pay & Personnel Center (PPC), Customer Care Branch (CCB), Call Center, will be closed on Friday, 12 June 2015. PPC applications, with the exception of WEB TPAX (see WEB-TPAX Outage Scheduled for 11 to 15 June (PDF)), will remain available during the call center closure, and payroll/personnel processing will continue as normally scheduled. The Call Center will be available for customer inquiries on Monday, 15 June, during normal business hours (0700 to 1600 CDT). As a reminder, the online Trouble Ticket form at http://www.uscg.mil/ppc/ccb/ remains available 24 hours per day, 7 days per week for customer inquiries.


New Commandant Instruction: Administrative Remarks, Form CG-3307, COMDTINST 1000.14C

Published Date: Tue, 09 Jun 2015 14:30:01 CDT

As announced in ALCOAST 239/15, Administrative Remarks, Form CG-3307, COMDTINST 1000.14C, is now available.

Major changes include:

  1. Title changed from Preparation and Submission of Administrative Remarks (CG-3307) to Administrative Remarks, Form CG-3307.
  2. Administrative Remarks, Form CG-3307 will not be used to document the diagnosis or treatment of medical conditions.
  3. Signing authorities for Administrative Remarks, Form CG-3307 have been updated.

This instruction supersedes previously issued requirements for only COs/OINCs to sign certain entries. PPC issued guidance will be updated to reflect the new signature rules.


Mailing of SPO Military Personnel Data Records (PDRs)

Published Date: Tue, 09 Jun 2015 13:30:01 CDT

The responsible SPOs for a large number of units have changed with the completion of phase I of the Servicing Personnel Office (SPO) Alignment project.

Phase I was completed last August. However, almost a year later, dozens of SPO PDRs are being mailed to SPOs that are no longer operational.

To ensure timely payroll processing and to protect the member's private information, be sure you are mailing the PDR to the correct SPO.

You'll find tools on the SPO Contact List web page to help you determine the correct SPO for any unit.

How to Lookup the SPO for a Unit in Direct Access

YN1 Aragoni, Base National Capital Region, discovered a quick and easy way to locate a unit's assigned SPO using the CG Dept Run tab off the Airport Terminal. His procedure guide is linked below.

How to Lookup a unit's SPOfile in pdf format

Simply enter the unit's department ID and select the "HRS" relationship type. This will show the unit's assigned SPO. We thought the HRS relationship type wouldn't return any results if the department ID entered wasn't for a SPO. Turns out the CG Dept Run provides a reverse lookup function when used this way.

Our thanks to YN1 Aragoni for passing this tip along! His method provides real-time results as opposed to the Unit Relationship report we post on the SPO Contact List web page, which is only updated quarterly.

We are working with Comdt (CG-631) and the project management office in CG-1 to find a way to make SPO mailing addresses available to users within Direct Access. Until a method is provided, you'll have to use the Standard Distribution List, COMDTNOTE 5605, and lookup mailing addresses.


SPO Payroll Verification Report

Published Date: Fri, 05 Jun 2015 11:30:01 CDT

The Payroll Verification Report identifies the difference in pay from one pay period to the next. The SPO should run this report at the beginning of EACH pay calendar cycle.

Example: End month April payroll finalized on 22 April. Run the Payroll Verification Report on 23 April to compare the current calendar (mid-MAY) with the previous calendar (end-APR).

This guide provides the procedures for running the Payroll Verification Report in Direct Access 296KB file in Adobe Acrobat format.


PPC Travel eNewsletter June 2015

Published Date: Fri, 05 Jun 2015 10:30:01 CDT
The June 2015 issue of the PPC Travel eNewsletter 241KB file in Adobe Acrobat format is available. This issue includes the following articles:

  • WebTpax Outage for upgrade
  • Attaching Scanned Images to TPAX claims
  • Coast Guard Conference Travel
  • FTR Amendment on POV and Rental Car Policy
  • CG PCS Season is Here
  • Timely Liquidation of PCS Travel Advance
  • Alaska Marine Highway - Holds & Cancel/Change Policy
  • Travel to/from Bahrain
  • PPM and POV Shipment Claims
  • General VPC Information
  • POV Inconvenience Claims
  • Guidance for Passports - reminder
  • PCS Travel To/from Port of Embarkation (POE), Port of Debarkation (POD), and Vehicle Processing Centers For Members Traveling From/To a CONUS Permanent Duty Station (PDS) To/From an OCONUS PDS


WEB-TPAX Outage Scheduled for 11 to 15 June

Published Date: Fri, 05 Jun 2015 10:30:01 CDT

A scheduled WEB TPAX outage will occur between 1400 CDT Thursday, 11 June and 0600 Monday, 15 June.

The system will be upgraded to version 6.21 and will be unavailable during this time.

Ensure all travel claim documents are approved by the AO prior to 1400 CDT Thursday, 11 June. If a travel claim is in a pending status without being approved, the travel claim may become corrupt.

A few of the changes/enhancements are:

  • Split Disbursement restricted to USCG funding only,
  • Supplementals on Local travel claims (1164s) prevented,
  • Profile information updated with member type information.

What's new in WEB TPAX version 6.21 can be found at http://www.uscg.mil/ppc/travel/whatsnewintpax621.pdf.


Approval of ADT-AT and Short-Term ADOS Orders During Approval "Blackout"

Published Date: Thu, 04 Jun 2015 17:30:01 CDT

Currently no transactions are to be approved between the SPO Data Entry/Approval Date and the Payroll Finalized Date (blackout period). During this period we run reports and resolve issues on those reports behind the scenes. If a SPO approves a transaction during this period, our reports are no longer valid, and the SPO may undo several hours of work that was done to fix an issue (if the document approved overrides or affects the issue we resolved).

THE BELOW ONLY APPLIES TO ADT-AT AND SHORT-TERM ADOS ORDERS

If the ADT-AT orders or Short-Term ADOS orders have a begin date on/or after the SPO Data Entry/Approval date and BEFORE the Payroll Finalized Date, SPOs are authorized to approve the orders (put in "En route" status). DO NOT approve orders on Payroll Finalize Date (it will cause payroll finalize to error out). ONLY orders with a begin data that falls within these specifics date ranges are authorized to be put in an "En route" status.

To reiterate...ONLY ADT-AT OR SHORT-TERM ADOS ORDERS WITH A BEGIN DATE THAT FALLS WITHIN THESE SPECIFIC DATE RANGES ARE AUTHORIZED TO BE APPROVED DURING THE BLACKOUT PERIOD.


Call Center Early Closure 05 June

Published Date: Thu, 04 Jun 2015 17:30:01 CDT

The call center will close at 1200 (CDT) on Friday, 05 June. Customers may continue to submit trouble tickets online. Normal business hours will resume on Monday, 8 June.


Updated WEB-TPAX Audit Tutorial

Published Date: Thu, 04 Jun 2015 17:30:01 CDT

The Post Audit process has changed due to the implementation of document attachments in WEB-TPAX. View this tutorial to learn about the new procedures - https://cgportal2.uscg.mil/units/ppc/WebTPAXAudits/default.aspx.


Issue With the Funds Verification Link in WEB-TPAX

Published Date: Thu, 04 Jun 2015 11:30:01 CDT

There is an issue with the funds confirmation link in WEB-TPAX.

When you click the FINCEN link on the Certify Obligation screen, a blank web page opens.

  1. To get to the Query by Document ID page locate the address bar in Internet Explorer
  2. Delete the "INDEX1.HTM" portion of the address and press the enter key.
  3. The Query by Document ID (QBD) launch page will open.
  4. Click the start link to open QBD
  5. Enter the document ID and proceed with the verification process.


Defense Travel Management Office Allowances and Regulations Update

Published Date: Thu, 04 Jun 2015 11:30:16 CDT

The Defense Travel Management Office has updated following information for 01 June 2015:

OCONUS Non-Foreign and Foreign Per Diem Rates
Overseas Housing Allowances (OHA)
Overseas Cost of Living Allowances (COLA)
Joint Travel Regulations (JTR) and Appendices

To access this information, visit the DTMO Website.


New FAQ and Administrative Remarks Template for FS/OS SRBs

Published Date: Wed, 03 Jun 2015 16:30:01 CDT

ALCOAST 193/15 (FY15 ACTIVE DUTY ENLISTED WORKFORCE MANAGEMENT CRITICAL RATE SITREP 2 BONUS PROGRAMS FOR FS AND OS RATES) announced changes the SRB policy. A CG-3307, Administrative Remarks, new entry has been added to match the requirements in the message.

Entry Title
SRB-05 Counseled on FS or OS FY15 SRB

Refer to ALCOAST 193/15 and the ALCOAST 193/15 (Active Bonus Programs for FY15) Frequently Asked Questions (FAQs) for information on completing the new entry as well as SRB pre-authorization payment procedures.


WEBTPAX - Attaching Documents

Published Date: Wed, 03 Jun 2015 12:30:01 CDT

Travelers, authorizing officials, and units have often asked when scanning and attaching documents within WEBTPAX would be authorized.

As of 1 June 2015 the Pay & Personnel is authorizing and highly encouraging travelers to use the "Manage Image" button within WEBTPAX for members to attach readable scanned .PDF documents/images to be included with ALL Temporary Duty (TDY) advance requests and TDY settlement claims.

the WEBTPAX manage images button
The "Manage Image" button appears on the Settlement Request and Advance Request screens

This simple step will streamline processes and save the Coast Guard, travelers, and authorizing officials time and money by reducing postage and copying costs. Additionally, this will reduce the number of debts created for non compliant travel audits.

A step-by-step tutorial on the use of the "Manage Images" button is available in the WebTPAX Knowledge Base at : https://cgportal2.uscg.mil/units/ppc/WebTPAX/AttachingDocuments.aspx.

the WEBTPAX manage images screen
Add your documents (PDF format) in three steps

New, Streamlined Audit Process

By using the "Manage Images" button in WEBTPAX, all required TDY Travel documents (original orders, receipts, etc.) can be attached to the traveler's claim when submitted within the system.

If the member's travel claim is selected for a post-payment audit, the traveler will receive a courtesy email notification of the impending audit - no action will be required at that time. Should additional documentation be required (or if documentation was not provided with the initial submission) the member will be given 30 business days to scan and attach the required documentation. PPC will build a debt for all or any portion of the claim if the required documentation is not received. PPC will no longer send out 2nd, 3rd, or Final Audit Requests.

Travelers may request a suspension of an audit if documentation is needed and they are unable to comply due to operational commitments. Requests must be submitted to PPC Customer Care and must include the claim number and the estimated ending date of suspension. Submit requests via the PPC web site: http://www.uscg.mil/ppc/ccb/.

Roles and Responsibilities of the Traveler

Travelers are highly encouraged to scan and attach all required TDY documentation (signed original orders, receipts, etc.) within WEBTPAX when submitting TDY claims to the authorization official. This will alleviate the need to mail documents to PPC for processing and auditing TDY claims.

Members who do not have access to WEBTPAX or scanning capabilities are authorized to submit a manual claim through their authorization official to PPC Travel using U.S. Postal Service First Class Mail ONLY.

Travelers are reminded they must keep copies of all travel documents for six years and three months.

Role and Responsibilities of the Authorizing Official

Authorizing officials will continue to authorize travel, approve expenses and forward electronic claims to PPC in accordance with current policy and procedures. Authorizing officials are still required to physically review the original orders and all required receipts for the advance or settlement request prior to electronically approving claims. Additionally, the authorizing official must also ensure all required documents are attached, valid, and readable within WEBTPAX.

Looking Ahead

PPC is actively testing WEBTPAX for submitting Permanent Change of Station (PCS) claims. When authorized, this will allow members to input their PCS travel claims directly into WEBTPAX for approval, submission, and processing at PPC. This electronic process will greatly reduce travel claim examination and reimbursement time. In addition to accelerated payments, this will also drastically reduce the costs of postage and resources associated with traditional mailing methods.


CG Department Run - Last Review Date Negative Number Error

Published Date: Tue, 02 Jun 2015 12:30:01 CDT

Some users are receiving the an error ("Negative number assigned to an unsigned field") when running the department run report and clicking "Last Review Dt".

negative number errorThis error occurs when one of the employees in the report has a future dated employee review date, and therefore the calculation for the "Num Days" column results in a negative number. When the error occurs, the population of the review date and number of days stops at the point of the error and does not post for the remainder of the members on the report. It will not be uncommon for employees to have future dated employee reviews, so this report will be modified to accept a negative number.


Travel Orders Numbers and Accounting Data No Longer Included on Separation or Retirement Orders

Published Date: Mon, 01 Jun 2015 14:30:01 CDT

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.

New Process for Adding a Separation/Retirement TONO/LOA to DA Orders

  1. Ensure member has firm plans to relocate upon separation. They should not request a TONO "just in case" as there is a process in place to request a TONO at a later time. See para 6 below for details.
  2. E-mail tonomanagement@uscg.mil with the following information (multiple requests in one e-mail are encouraged):
    1. Rank and Name
    2. EMPLID
    3. Orders Trans ID
    4. Type of orders (Separation or Retirement)
    5. From City, State to City, State (e.g. Arlington, VA to Elko, NV)
  3. Allow up to 3 business days for DCMS-831 to add the TONO. Once added, it will appear on the orders in DA.
  4. If TONO must be added ASAP (same day separation), contact PSC-BOPS-C at ARL-DG-M-CGPSC-BOPS-C@uscg.mil.
  5. SPOs are still required to use the "SRT" order note on Separation and Retirement orders.
  6. The process to request a TONO if the member decides to relocate at a later date will remain the same:
    1. Member must ensure the request for a new TONO and relocation dates are within the original entitlement timeline. Requests for an extension must be submitted to CG-1332.
    2. Member must request a new TONO from CGPSC-BOPS-C by emailing ARL-DG-M-CGPSC-BOPS-C@uscg.mil. CGPSC-BOPS-C will send the member an amendment to their orders containing the new TONO and LOA. This does not constitute a change to their entitlement timeline.
  7. Contacts:
    1. DCMS-831: LCDR Kevin Crecy, AFC-20 Funds Manager
    2. PSC-BOPS-C: YNC Jennifer Knapp or YN1 Steven Lopez


PPC Customer Newsletter 05/2015

Published Date: Mon, 01 Jun 2015 14:30:01 CDT

Issue 05/15 (May) of the PPC Customer Newsletterfile in pdf format is now available.

In this issue:

  • About the Pay and Personnel Center Customer Newsletter
  • Defense Travel Management Office Allowances and Regulations Update
  • May End-Month Payroll Processing Complete
  • BAH Codes for Singe Members in Government Quarters
  • Transfer Season 2015 and CGOne User Accounts
  • YN Rating Force Notes May 2015
  • Increase in Discount Meal Rate Deductions Implemented
  • Change in Policy for Rental Cars
  • Retirement Processing
  • Managing Earned Leave
  • Bonus Programs for FS and OS Rates
  • DA Open and Closed Defects 1 May 2015
  • Alaska Marine Highway - Effective Immediately Changes to Military Holds and cancel/change policy

Pay and Personnel Center Customer Newsletter Issue 05/15 (May)file in pdf format


BAH Codes for Singe Members in Government Quarters

Published Date: Fri, 22 May 2015 10:30:01 CDT

We updated the description for BAH Code "E" to inculde the following note "Includes Leased housing and government (DOD or CG) owned Family quarters that have been converted to UPH"

This code must be used when a single member is assigned leased housing or government (DOD or CG) owned Family quarters that have been converted to UPH.

A member without dependents is not authorized BAH-Partial when assigned to Government leased quarters or Government family-type quarters. This includes family-type Government quarters that have been converted to single-type unaccompanied personnel housing (UPH) quarters.

BAH Code "D", which pays BAH-Partial, is only used when a single member is assigned shipboard berthing or barracks.


YN Rating Force Notes May 2015

Published Date: Thu, 21 May 2015 12:30:01 CDT

The May 2015 issue of the YN RATING FORCE NOTES is available in the CGPortal: https://cglink.uscg.mil/YNForceNotesMay15.

The YN RATING FORCE NOTES is published by YNCM Julie A. Gunderson, Yeoman Rating Force Master Chief, COMDT (DCMS-81).

This issue includes the following articles:

  • YN RFMC News
  • Thank You to all YNs from CG-1
  • Yeoman Assignment Officer News
  • Assistant Rating Knowledge Manager News:
  • SPO Alignment Phase II Update
  • Why CG PSC Needs PCS Departing Worksheets
  • PCS Common Mistakes
  • Reenlistment Waiver Request Submission Timeline
  • Household Goods Facts You Might Not Know
  • Process Ownership
  • Traumatic Servicemembers' Group Life Insurance program (TSGLI)
  • Unit Spotlight: International Ice Patrol
  • Yeoman Bravo Zulu!
  • Force Strength, Advancements and Retirements and Statistics


Increase in Discount Meal Rate Deductions Implemented

Published Date: Thu, 21 May 2015 11:30:01 CDT

ALCOAST 172/15; Coast Guard Food Service Meal Rate Changes, announced changes in the meal rates effective 1 May 2015. These changes were implemented in Direct Access and are reflected in the May mid-month payday.

Prior to 1 May 2015, members whose duty assignment requires automatic pay account meal charge deductions (Daily DMR Deductions) - enlisted personnel on sea duty and CG Class A School trainees - were charged $10.45/day in Calendar 2105. Starting 1 May 2105, the automatic pay account deduction became the CG Standard Meal Rate (CGSMR) and the daily charge is now $11.85 - an increase of $1.40/day. This increased meal rate deduction will reduce net pay for affected personnel by $42.00 each 30-day month, $43.40 each 31-day month, and $39.20 in February ($40.60 in Leap Years).


Change in Policy for Rental Cars

Published Date: Thu, 21 May 2015 11:30:01 CDT

The Federal Register has published the Final Rule FTR Amendment on POV and Rental Car Policy (http://www.gpo.gov/fdsys/pkg/FR-2015-05-13/pdf/2015-11459.pdf).

This Amendment to the Federal Travel Regulation requires rental of the least expensive compact cars (with minor exceptions) by Federal employees. In addition, the Rule requires, prior to authorizing use of POV, that agencies analyze the comparison of rental car costs to evaluate the least cost mode of transportation; rental car or POV. Lastly, the Amendment explicitly restricts employees from being reimbursed for pre-payment of fuel for rental cars.

The amendment is effective 13 May 2015.


ImageNow/WebNow Outage 27 May - 1 Jun

Published Date: Wed, 20 May 2015 12:30:01 CDT

The Imaging system (ImageNow/WebNow) will be shutdown and unavailable for EI-PDR viewing beginning 1700 (EDT) 27 May until 0600 (EDT) 1 June to transition to a new operating system.


Retirement Processing

Published Date: Tue, 12 May 2015 10:30:01 CDT

The "Retirement Orders" SPO user guide has been updated to note that Administrative Absences (processing point, job-hunting/relocation time, etc.) must not be entered in the Delay En Route section. List non-chargeable absences in the order notes/remarks.


Managing Earned Leave

Published Date: Fri, 08 May 2015 15:30:01 CDT

As of 1 October 2015, leave carryover will be reduced from 75 to 60 days, with the exception of members meeting the SLA criteria. With the upcoming reduction in the amount of leave our members may carryover, it is absolutely imperative we encourage people to use their earned leave. See Flag Voice 452 for more information.


Date Change for End of Month (EOM) May Active Duty/Reserve Pay Finalization

Published Date: Fri, 08 May 2015 15:30:01 CDT

PPC (OD) moved the date for active duty and reserve payroll finalization from 20 May to 21 May. They will finalize active duty/reserve payroll in the morning and Retired in the afternoon on the 21st.


May 21 Training Opportunity: SGLI Program Overview

Published Date: Fri, 08 May 2015 15:30:01 CDT

An Overview of the SGLI Program is being offered to all branches of service on Thursday, May 21, 2015 at 2 p.m. Eastern. The training will be done by phone, so no travel is involved.

Who Should Attend?

The session is designed for Branch of Service Casualty Officers, clerks and human resource staff. You are welcome to invite others who you think might benefit.

What will it cover?

Here are the topics we'll cover:

  • Program History
  • Servicemembers' Group Life Insurance (SGLI)
  • Family Servicemembers' Group Life Insurance (FSGLI)
  • Accelerated Benefit Option (ABO)
  • Servicemembers' Group Life Insurance Traumatic Injury Protection Program (TSGLI)
  • Veterans' Group Life Insurance (VGLI)
  • Payment Options
  • Q&A

When and How to Register

Date: Thursday, May 21, 2015
Time: 2:00 - 3:00 PM Eastern Time
Registration: Email Wendy Eberle (wendy.eberle@prudential.com) by Friday May 15.

The training material and dial in information will be provided to all registered participants by May 15.

If you have additional questions about this training, please feel free to contact me for clarification.

V/R

Wendy Eberle
Prudential
Office of Servicemembers' Group Life Insurance
973-548-6681


Bonus Programs for FS and OS Rates

Published Date: Fri, 08 May 2015 15:30:01 CDT

Bonuses. (Ref. ALCOAST 193/15)

  • Enlistment Bonus (EB):
    • A $10,000 EB is authorized for applicants to enlist in the Coast Guard, complete guaranteed FS or OS Class A-School after recruit training, and satisfactorily complete the full term of their initial enlistment in the Regular Coast Guard as an FS or OS, as appropriate.
    • Members with a culinary degree are authorized a $25,000 EB to enlist in the Coast Guard, complete guaranteed FS Class A-School after recruit training, and satisfactorily complete the full term of their initial enlistment in the Regular Coast Guard as an FS.
  • Selective Reenlistment Bonus (SRB).
    • A $20,000 Zone A SRB is authorized for FS and OS members who reenlist or extend enlistment for an additional 6 years of active service obligation.
    • A $12,000 Zone A SRB is authorized for FS and OS members who reenlist or extend enlistment for an additional 4 years of active service obligation.
    • A $10,000 kicker is authorized for FS members with more than 17 months and less than 6 years TIS who are qualified to assume the duties and responsibilities of a Food Service Officer (FSO) and who elect a Zone A SRB.
  • Critical Skills Training Bonus (CSTB): Non-rated enlisted members who entered into their first Regular Coast Guard enlistment and complete FS or OS Class A-School are eligible for a CSTB.
    • A $10,000 CSTB is authorized for enlisted members in pay grades E-2 and E-3 who are non-rated prior to 06 May 21015 and subsequently complete FS or OS Class A-School.
  • Critical Skills Retention Bonus (CSRB): No CSRB is offered at this time.


DA Open and Closed Defects 1 May 2015

Published Date: Fri, 01 May 2015 13:30:01 CDT

This spreadsheet shows open defects and defects closed within the past month as of today.

Recently added defects

  • Orders for Fleet Ups and Extensions (24 March 2015) - There have been some issues with no cost orders for fleet ups and extensions that have auto-stopped BAH and COLA (INCONUS, OUTCONUS, and Partial) entitlements when they should continue to run. Defect #2676 has been created for this condition. Until this is resolved SPOs must review the member's pay the day of PCS departure to ensure it is continuing station allowances (BAH and COLA) as the system procedures state it will (and should). SPOs simply need to change any rows marked by the system as "inactive" back to "active".

Recently resolved either by code correction or by procedure update

  • Unit Roster (22 April 2015) - The "BAH Description" runs into the next column (RES Screen Dt.) if the description has a comma in it. This affects the alignment of the remaining columns for the person. To correct, right-click in the cell that has the 2nd part of the BAH Description (The RES Screen Dt. column) and delete it. Select "shift cells left" and then, click OK.
  • Unit Roster (25 March 2015) - Unit roster not displaying leave balances and name only in one column - Resolved.
  • PHS Officer Weigh-In Info (14 April 2015) - IAW COMDTINST M1080.8 (series), PHS officers detailed to the CG are required to meet CG weight standards. DA 9.1 does not allow weight entries for these officers. All weight data for PHS officers need to be emailed to CAPT Wade McConnell at Wade.B.McConnell@uscg.mil. CAPT McConnell will enter the data when this issue is fixed. Until this issue is resolved, PHS officers may show as non-compliant on rosters and/or queries.
  • Tax Withholding (24 March 2015) - A change has been implemented to allow additional withholdings without putting the member in a Net Negative Pay status. Prior to this change, Reserve component members who elected to have additional tax withheld would be put in a negative pay status if they didn't have any earnings (e.g. Didn't drill) during the pay period.
  • DMR Refund for Missed Meals (24 March 2015) - Do not submit a Meal Rate Request for periods of leave. Doing so will duplicate reimbursement and cause an overpayment to the member. The leave transaction will automatically reimburse missed meals for the leave period.
  • DMR Refund for Missed Meals (24 March 2015) - Do not enter discount meal rate refunds for 1 May or later until the mid-month May pay calendar is open (following the payroll finalized date of 22 April, for the end-month April pay day). Due to the way the system processes refunds for missed meal transactions, SPOs must not future date discount meal rate refund transactions. The system uses the rate table in effect the date the transaction is generated. Transactions entered with 1 May or later dates will use the old rate table if built prior to the mid-month May pay calendar being open. Any refunds for missed meals which span April and May must be input as two separate transactions. One for the rate in effect for 30 April and prior and one for the rate in effect for 1 May and later.
  • Orders (24 March 2015) - When processing retroactive PCS transactions (those with effective dates prior to 1 January 2015), SPOs must manually stop Cost of Living Allowances (INCONUS, OUTCONUS and partial) effective the date of the member's PCS departure and also stop the 1 January 2015 legislative pay change row. The system will not auto-stop these entitlements.


Alaska Marine Highway - Effective Immediately Changes to Military Holds and cancel/change policy

Published Date: Fri, 01 May 2015 12:30:01 CDT

Effective immediately, copies of orders need to be into SATO to secure any Alaska Marine Highway (AMH) ferry reservations or the reservation may be canceled automatically.

AMH has changed their policies for payments. For reservations made more than 28 days from the date of departure, payment is due 14 days from the date of booking. If the booking date is less than 28 days prior to the departure date-payment is due 14 days prior to travel. (Ex: if the booking date is 18 days prior to travel, the customer is allowed 4 days to pay or the booking will be auto canceled.) If the booking is made less than 14 days prior to the departure date - payment is due at the time of booking. Payment must be made by the payment due date or the reservation will be automatically canceled.

CWTSatoTravel has 510 AMH bookings. They are currently going through each reservation and calling payment into AMH to avoid cancellation. Where they have not received orders yet they are contacting those members to send their orders in immediately. Since this is a busy time of year and most sailings are completely full, they are working diligently to ensure the members reservations remain valid. However, Coast Guard travelers are encouraged to contact SATO at 800-753-7286 and select the prompt for the Alaska Marine Highway ferry to confirm orders are on file.

There is no penalty to change or cancel for Government or Military reservations.


Starting BAH for Reserve Orders

Published Date: Thu, 30 Apr 2015 16:30:01 CDT

New User Guide Added - "Starting BAH for Reserve Members". We have added a new user guide for starting BAH in connection with reserve active duty orders. The guide provides procedures for starting BAH when there's an existing BAH row (Tip: Do not mark the existing row as "inactive", follow the procedure in the guide and insert a new row) and adds the requirement to enter "99999" for the zip code when the member is only entitled to non-locality BAH (BAH codes "W" and "X"). Guidance on the use of the "Notepad" feature is also included to ensure all transactions are properly documented.


PPC Customer Newsletter 04/2015

Published Date: Thu, 30 Apr 2015 10:30:01 CDT

Issue 04/15 (April) of the PPC Customer Newsletterfile in pdf format is now available.

In this issue:

  • About the Pay and Personnel Center Customer Newsletter
  • Defense Travel Management Office Allowances and Regulations Update
  • April End-Month Payroll Processing Complete
  • DA Open and Closed Defects 22 Apr 2015
  • Direct Access Unit Roster
  • FEMA Launches New Feature to Mobile App
  • Leave on Separation Orders
  • Waivers of the 2015 Servicewide Examination for BM2 and FS2
  • Updated Forms and Worksheets
  • PHS Officer Weigh-In Info
  • Using Your Government Travel Charge Card on Non-CG Funded Travel
  • Advance Pay, BAH and OHA - Pay Period vs. Pay Date
  • Government Travel Charge Card Program Updates and PCS Reminders
  • Semiannual Weight and Body Fat Screening
  • May 2015 Payroll Processing Schedule

Pay and Personnel Center Customer Newsletter Issue 04/15 (April)file in pdf format


Defense Travel Management Office Allowances and Regulations Update

Published Date: Thu, 30 Apr 2015 10:30:16 CDT

The Defense Travel Management Office has updated following information for 01 May 2015:

OCONUS Non-Foreign and Foreign Per Diem Rates
Overseas Housing Allowances (OHA)
Overseas Cost of Living Allowances (COLA)
Joint Travel Regulations (JTR) and Appendices

To access this information, visit the DTMO Website.


April End-Month Payroll Processing Complete

Published Date: Wed, 29 Apr 2015 10:30:01 CDT

"Payslips" for 1 May pay day posted. Report any discrepancies through the P&A Office (Admin) to the SPO. If SPOs cannot address or need assistance, the SPO will submit trouble ticket. Payslips can be accessed via the Self-Service "View" menu. Refer to this guide for an overview of the new payslip.

The military payday for End-Month April is 1 May. Payday falls on the 1st and 15th of each month unless that date is a weekend or federal legal holiday. In those cases, the payday is moved to the 1st preceding business day. For the 2015 schedule of military paydays visit: http://www.uscg.mil/ppc/mas.asp#2015.

Members should not set up automated payments or assume funds will be available prior to published paydays. Members should verify with their financial institutions as to the actual time funds are available to their account.

Per ALCOAST 497/14 (Para. 3), customers are directed to contact their P&A Office for any errors or questions on pay and/or personnel issues. If the P&A Office cannot resolve it, the P&A Office is to contact the servicing SPO. If the serving SPO cannot resolve the issues, the SPO will contact PPC. Customers should not be contacting PPC directly for any pay or personnel issues. We will continue to reroute inquiries directly from customers back to the serving SPO, AND contact the servicing SPO Chief to inform them that the ticket was rerouted.


Direct Access Unit Roster

Published Date: Wed, 22 Apr 2015 15:00:01 CDT

The Direct Access unit roster includes the following data elements. It can be generated in "CSV" format, which is compatible with MS Excel.

Column Description
Relationship Relationship to Parent Command (HRS, ISC, Own Unit)
Parent Deptid Department ID of the parent department
Emplid Member's Employee ID number
Empl Rcd Member's Employee Record number
Rank Member's Rate/Rank
Grade Member's paygrade
Member Last Name Member's last name
Member First Name Member's first name
Employee Class Member's employee classification  (e.g AD for Active Duty, SEL for SELRES)
Deptid Member's assigned department ID
Dept Name Name of member's assigned department
ATU OPFAC Member's assigned department ATU and OPFAC number
Exp Loss Dt Member's expected loss date
Exp AD Term Dt Member's active duty termination date
Rotate Dt Member's rotation date
Birthdate Member's date of birth
AD Base Dt Member's active duty base date
Date of Rank Member's date of rank
Report Date Date member reported to current department
Anniversary Dt Reserve member's anniversary date (AY)
Sec Clearance Member's security clearance level
Trning Rate Reserve member's training rating (numeric code)
Cost Center Cost center for member's assigned position
Sea Pay Prem Dt Date career sea pay premium started
BAH/BAQ Member's BAH code and description
RES Screen Dt Reserve member's ASQ completion date
CUM Sea Time
YY MM DD
Years, Months and Days of cumulative sea time
Mar Stat Member's marital status
M = Married
D = Divorce
S = Single
Ethnic Group Member's ethnic group
Last Good Con Dt Date of member's last Coast Guard Good Conduct Award
Position Nbr Member's assigned position number
Posn Entry Dt Date member reported to current position
Gender Member's gender. M = Male, F = Female
POSNSEN Position sensitivity code
POSNCLRNC Position security clearance requirement
CITZN Member's citizenship status
Leave Balance Member's leave balance
Obligation Code for obligated service
Effdt Effective date of service obligation
Duration Duration of service obligation
Reg Region Regulatory region code.

Menu Path: Human Resources, then Human Resources Reports and finally CG Unit Roster Report.

Procedures: Unit Roster User Guide (03/18/2015) file in PDF format

Known Issues:

  • The "BAH Description" runs into the next column (RES Screen Dt.) if the description has a comma in it. This affects the alignment of the remaining columns for the person. To correct, right-click in the cell that has the 2nd part of the BAH Description (The RES Screen Dt. column) and delete it. Select "shift cells left" and then, click OK.
  • The Member Name field combines both first and last names. This is a known defect, but the workaround is listed in the user guide. (The issue with the name being in one column has been resolved. The first and last names are now separate.)


Leave on Separation Orders

Published Date: Thu, 16 Apr 2015 16:30:01 CDT

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.

leave row on sep order

Also, remember SPOs MUST manually stop Career Sea Pay, Career Sea Pay Premium and OUTCONUS COLA upon the member's departure from the unit on Terminal Leave (with no intention to return) to prevent overpayments.

More Separations Reminders:

  • 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. The carry forward block is only used for members continuing on another active duty contract with less than 24 hours break in service and for reserve component members being released from active duty.
  • 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.


FEMA Launches New Feature to Mobile App

Published Date: Wed, 15 Apr 2015 11:30:01 CDT

The Federal Emergency Management Agency (FEMA) launched a new feature to its free app that will enable users to receive weather alerts from the National Weather Service for up to five locations across the nation. This new feature allows users to receive alerts on severe weather happening anywhere they select in the country, even if the phone is not located in the area, making it easy to follow severe weather that may be threatening family and friends. See the FEMA press release for more information.


SATO GetThere Maintenance Saturday 25 April

Published Date: Wed, 15 Apr 2015 11:00:01 CDT

CWTSatoTravel would like to inform you of an upcoming GetThere event. GetThere is our 3rd party online booking tool that allows our clients direct access to airline, hotel, and car reservations.

GetThere is performing system maintenance on April 25, 2015, starting at 7:00PM CDT until April 26, 2015 at 6:00AM CDT. During this time, users will be unable to book or shop.

GetThere will not be accessible during the maintenance event. Users should phone their Travel Management Center (TMC) to book flights, hotel and car reservations during the GetThere event.


Waivers of the 2015 Servicewide Examination for BM2 and FS2

Published Date: Wed, 15 Apr 2015 11:00:01 CDT

ALCOAST 147/15 announces waivers of the May and November 2015 Servicewide Examination (SWE). The SWE requirements are waived for both Boatswains Mate Second Class (BM2) and Food Service Specialist Second Class (FS2) for the May 2015 SWE. The SWE requirements are also waived for BM2 for the November 2015 SWE.

Here are the links for the new BM2 and FS2 supplemental advancement lists (CGPortal Links):


Updated Forms and Worksheets

Published Date: Tue, 14 Apr 2015 17:00:01 CDT

The following forms and worksheets have been revised within the past year:

NumberTitleRevised (MM/YY)
CG-2000PCS Departing Worksheet09/14
CG-2016Request for Duplicate or Replacement IRS Form W-203/15
CG-2020CFormer Spouse Statement04/15
CG-2025AHousing Allowance (BAH/OHA) Protection Worksheet03/14
CG-2030Career Development Worksheet06/14
CG-5489-2Waiver Application09/14
CG-7270COLA - Unique Expenses Reimbursement Worksheet02/15
SGLV-8286Servicemembers' Group Life Insurance Election and Certificate02/15
SGLV-8286ASpouse Coverage Election and Certificate06/14


Payment Approving Official (PAO) Designation Requirements

Published Date: Tue, 14 Apr 2015 16:00:01 CDT

In November 2014 PPC sent out notice on PAO training requirements. In March of this year, we also notified everyone that needed the training with instruction to complete by 30 April 2015. To date, 40% (104 auditors) have NOT completed the requirements. Successful completion of both courses must reflect in CGBI. After they reflect in CGBI, members must submit a new CG-7421B to PPC. Members that are not compliant by COB Apr 30th will lose their CGHRSUP role. Up to 14 SPO's may essentially be shut down. Don't wait till the last minute to get this done, exceptions will not be granted.


PHS Officer Weigh-In Info

Published Date: Tue, 14 Apr 2015 16:00:01 CDT

IAW COMDTINST M1080.8 (series), PHS officers detailed to the CG are required to meet CG weight standards. DA 9.1 does not allow weight entries for these officers. All weight data for PHS officers need to be emailed to CAPT Wade McConnell at Wade.B.McConnell@uscg.mil. CAPT McConnell will enter the data when this issue is fixed. Until this issue is resolved, PHS officers may show as non-compliant on rosters and/or queries.


April Mid-Month Payroll Processing Complete

Published Date: Mon, 13 Apr 2015 11:30:01 CDT

"Payslips" for 15 April pay day posted. Report any discrepancies through the P&A Office (Admin) to the SPO. If SPOs cannot address or need assistance, the SPO will submit trouble ticket. Payslips can be accessed via the Self-Service "View" menu. Refer to this guide for an overview of the new payslip.

The military payday for Mid-Month April is 15 April. Payday falls on the 1st and 15th of each month unless that date is a weekend or federal legal holiday. In those cases, the payday is moved to the 1st preceding business day. For the 2015 schedule of military paydays visit: http://www.uscg.mil/ppc/mas.asp#2015.

Members should not set up automated payments or assume funds will be available prior to published paydays. Members should verify with their financial institutions as to the actual time funds are available to their account.

Per ALCOAST 497/14 (Para. 3), customers are directed to contact their P&A Office for any errors or questions on pay and/or personnel issues. If the P&A Office cannot resolve it, the P&A Office is to contact the servicing SPO. If the serving SPO cannot resolve the issues, the SPO will contact PPC. Customers should not be contacting PPC directly for any pay or personnel issues. We will continue to reroute inquiries directly from customers back to the serving SPO, AND contact the servicing SPO Chief to inform them that the ticket was rerouted.


Reminder - Best Practices Virtual Session - Monday, April 13 at 1000 CDT

Published Date: Wed, 10 Apr 2015 13:00:01 CDT

It has been awhile since we were all together to discuss the Direct Access changes and ongoing issues since the launch of go-live. We thought now might be a great time to revisit some known issues and discuss errors PPC is receiving from the field. Please join us, NO REGISTRATION IS REQUIRED! Use the following link to sign in as a guest for the presentation.

https://dhsconnect.connectsolutions.com/bestpractices/

Topic Discussion will include:

Reserves
Entitlements
PCS
Accession/Contracts
DD214
Pay Issue Research
Weight Data Entries
Transaction Timing
User Guidance
Best Practices for SPO Operations
Questions and Answers

Any questions can be addressed to me! See you then!

If you receive the following error when trying to access the room please hit the CANCEL BUTTON and you should be prompted into the DHS Adobe Connect Room.

Flash Download Error

If you have problems please contact the following staff for assistance: Madeline Jackson or Charlie Bartocci Respectfully,

Karen S. Emmot
Supervisor Training Specialist
Procedures & Development
Pay & Personnel Center
785-339-2225


Using Your Government Travel Charge Card on Non-CG Funded Travel

Published Date: Thu, 09 Apr 2015 11:00:01 CDT

Government Travel Charge Card holders may use their cards for non-Coast Guard funded official government travel (travel funded by other federal entities such as DOD).

If you used your card on non-CG funded official travel, do not request split disbursement when completing your travel claim with other government agencies. The will result in payment delays if the other agency uses a different travel charge contract.

See ALCGPSC 042/15; Use of the GTCC for Non-Coast Guard Funded Official Government Travel, for more information.

Reminder; Government Travel Charge Card bills must be paid in full on or before the statement due date regardless of the timeliness of the reimbursement.


Advance Pay, BAH and OHA - Pay Period vs. Pay Date

Published Date: Fri, 10 Apr 2015 11:00:01 CDT

All dates in the Advance Pay action request are pay period begin dates. To have an advance payout on the 1st of a month, you must enter the pay period begin date for the end-month pay date, which is the 16th of the previous month.

Example: If the Advance is to pay out on 1 May 2015, the payment date is 16 April 2015.

Also, both the Payment Date and the Repayments Start date fields may be left blank. If these fields are left blank, payment will be made on the pay date for the current payroll calendar and the repayment will begin one month later.

See the Payroll Calendars topic in the DA Knowledge Base for pay period begin dates.

Reminder: Per the CG Pay Manual, Sec. 9-D, the advance of pay may not be paid prior to 30 days before departing on PCS orders.


Government Travel Charge Card Program Updates and PCS Reminders

Published Date: Thu, 09 Apr 2015 12:00:01 CDT

UNCLAS //N04600//
ALCGPSC 043/15
SUBJ: GTCC PROGRAM UPDATES AND PCS SEASON REMINDERS
A. Government Travel Charge Card (GTCC) Program Policies and Procedures, COMDTINST M4600.18 (SERIES)

  1. This message seeks to raise awareness of general programmatic concerns and provide general guidance as we move into the summer transfer season.
  2. Travel Card Use. In general cardholders are required to use their travel card for all authorized, reimbursable travel expenses unless specifically exempt in REF A. These exemptions include Temporary Duty (TDY) of more than 21 days, Permanent Change of Station (PCS) duration of over 15 days, cases where the card is not accepted by the vendor, or prohibited such as group meals where the check cannot be split. Provided below are specific examples where card use is not authorized:
    1. Permissive Orders. Permissive orders do not include reimbursement for travel expenses and therefore card use is prohibited.
    2. Team Gear or Equipment. Government material required by multiple members of a group or team is not considered a reimbursable travel expense for an individual member and must be paid for by other procurement methods.
    3. Tuition. While conference registration fees including those for training conferences are reimbursable travel expenses, tuition for regularly scheduled courses are not covered.
    4. Local Travel. The travel card can only be used when the cardholder has travel orders and is not authorized for local travel expenses.
    5. TDY Over 21 Days. For TDY travel over 21 days, the travel card shall not be used unless interim travel claims are submitted at least every 21 days which requires the travel orders to be document type 13 orders.
  3. Permanent Change of Station (PCS) Issues. Relocation to a new duty station can be both exciting and stressful on the member and the family. Provided below are a few helpful reminders to ensure cardholders use their travel card correctly during the move:
    1. PCS Duration. If the duration of the PCS travel will exceed 15 days, including leave, compensatory absence, proceed-time, and temporary duty in conjunction with the PCS, the card shall not be used. This does not apply to Temporary Lodging Allowance (TLA). The card may be used to cover hotels and meals in conjunction with the TLA entitlement, but reimbursement claims must be submitted every 15 days to allow for timely payment of the GTCC bill. In the case of Temporary Lodging Expense (TLE), card use is subject to the 15-day rule addressed above. If PCS travel duration will exceed 15 days, ensure the traveler requests a travel advance to cover the expenses.
    2. Dependent Travel. The GTCC shall not be used for dependent travel expenses such as meals, lodging, and transportation tickets. Instead members should request travel advances and ensure their PCS travel orders authorize the use of the Centrally Billed Account (CBA) for dependent travel.
    3. Leisure in Conjunction with Official Travel. Use of the members GTCC or the CBA and the GSA contracted fares for travel other than between official duty stations is not authorized. Special rules and fare restrictions apply to leisure in conjunction with official travel. Travelers are encouraged to review the Leisure in Conjunction with Orders FAQ sheet available at www.uscg.mil/psc/bops/govtrvl/Traveler/LICWO-FAQ.pdf or contact their Servicing Personnel Office (SPO) prior to booking any leisure travel.
    4. Transportation of Household Goods. The GTCC is not authorized for the transportation of household goods (for example: U Haul rental), privately owned vehicles, mobile homes and boats per REF A. This includes Personally Procured Moves (PPM).
    5. Trailers/Recreational Vehicles (RV). Movement of a trailer (boat, camper, UHaul) or even driving an RV is not a reimbursable travel expense and therefore associated expenses are not authorized to be charged to the CBA or the IBA. This is particularly important for travel within the northwest that involves the Alaska Marine Highway System. This would be considered part of a Do It Yourself (DITY) move and reimbursable under a separate process.
    6. Credit Limit Increases. As part of your travel preparations, travelers should verify that the credit limit on their GTCC is sufficient to meet their authorized, reimbursable travel expenses. Cardholders can view their credit limit in Direct Access under the Self-Service, Employee, View, My Credit Card Data or by contacting their Travel Manager who can also increase the limit if needed.
    7. Address Update. GTCC cardholders are reminded that they need to contact the bank following their PCS move an update their address in the bank system. The bank may be reached by calling the number on the back of the GTCC, 888-297-0781.
  4. All questions should be directed as follows:
    1. Cardholders shall direct GTCC questions to their unit GTCC Travel Manager. Members can determine who their supporting Travel Managers are under the contacts page located at www.uscg.mil/psc/bops/govtrvl/.
    2. GTCC Travel Managers: direct questions to Ms. Carlene Curry at 703-258-5996 or Evelyn.C.Curry@uscg.mil or Mr. Matt Ruckert at 703-201-3080 or Matthew.T.Ruckert@uscg.mil.
  5. RDML Meredith Austin, Commander, CG Personnel Service Center, sends.
  6. Internet Release Authorized.


Semiannual Weight and Body Fat Screening

Published Date: Thu, 02 Apr 2015 11:00:01 CDT

Data Entry Tips

Per Coast Guard Weight and Body Fat Standards Program Manual, COMDTINST M1020.8 (series), all Coast Guard military personnel shall be screened against weight and body fat standards every April and October.

Keep these key points in mind when entering measurements in Direct Access:

Height: Round measurements to the nearest whole number. Examples: 65.4 is recorded in DA as 65; 65.5 is recorded in DA as 66.

Weight: Round measurements to the nearest whole number. Examples: 215.4 is recorded in DA as 215; 215.5 is recorded in DA as 216.

CG Repose Boat

Response Boat-Medium, Length: 45 feet, Displacement: 36,500 pounds

The height and weight fields in DA are free text - there are no edits.

We've found measurements in the system for 45-foot tall, 16,000-pound monsters. Remember, we're recording the measurements of humans, not Response boats!

The system will not check for these errors, you must check your own work!

PPC has step-by-step data entry procedures available at http://www.uscg.mil/ppc/gp/PersonProfile/Member_Weigh-In_Data.htm

And, http://www.uscg.mil/ppc/da/HeightWeightMeasurement.pdf

Be sure to follow these data entry procedures in addition to the guidance provided in Coast Guard Weight and Body Fat Standards Program Manual, COMDTINST M1020.8 (series).


Defense Travel Management Office Allowances and Regulations Update

Published Date: Wed, 01 Apr 2015 14:00:16 CST

The Defense Travel Management Office has updated following information 01 April 2015:

OCONUS Non-Foreign and Foreign Per Diem Rates
Overseas Housing Allowances (OHA)
Overseas Cost of Living Allowances (COLA)
Joint Travel Regulations (JTR) and Appendices

To access this information, visit the DTMO Website.


PPC Customer Newsletter 03/2015

Published Date: Wed, 01 Apr 2015 13:00:01 CDT

Issue 03/15 (March) of the PPC Customer Newsletterfile in pdf format is now available.

In this issue:

  • About the Pay and Personnel Center Customer Newsletter
  • How to Lookup the SPO for a Unit in Direct Access
  • Researching Payment of IDT drills
  • Shipping a Second Privately Owned Vehicle within the Contiguous United States
  • March End-Month Payroll Processing Complete
  • DA Open and Closed Defects 30 March 2015
  • Enlisted High Year Tenure Policy Changes Implemented
  • Known Issue With PCS Orders for Fleet Ups and Extensions
  • Submitting Trouble Tickets With Supporting Images
  • FY 2015 Coast Guard Reduced Per Diem Rates
  • Voluntary Additional Tax Withholding for Reserve Component Members
  • SPOs Must Stop COLA for Retroactive PCS Transactions
  • Meal Rate Changes and Refund for Missed Meals
  • State Income Tax Withholding Exceptions
  • Direct Access Unit Roster
  • Inactive Duty for Training (IDT) Subsistence Allowance
  • DD Form 214 Formatting and Data Entry
  • PPC Travel eNewsletter
  • Combat Related Special Compensation
  • Allotment Processing and Payroll Calendar Cutoff Dates
  • Public Private Venture Housing Allotments
  • Avoiding Expected Active Duty Termination Date Payroll Errors
  • Servicing Personnel Offices (SPO) E-Mail Addresses
  • New Version of SGLV 8286 Servicemembers' Group Life Insurance Election and Certificate
  • Filing Supporting Documentation for Government Travel Charge Card Applications and Reinstatement Requests
  • Guidance for Personally Procured Movements of Household Goods
  • Training Opportunity: SGLI Program Overview
  • Transfer Season 2015 Household Goods (HHG) Shipping Information
  • New Award Codes Added for GWOT Expeditionary Medal Service Star

Pay and Personnel Center Customer Newsletter Issue 03/2015 (March)file in pdf format


How to Lookup the SPO for a Unit in Direct Access

Published Date: Wed, 01 Apr 2015 11:30:01 CDT

YN1 Aragoni, Base National Capital Region, discovered a quick and easy way to locate a unit's assigned SPO using the CG Dept Run tab off the Airport Terminal. His procedure guide is linked below.

How to Lookup a unit's SPOfile in pdf format

Simply enter the unit's department ID and select the "HRS" relationship type. This will show the unit's assigned SPO. We thought the HRS relationship type wouldn't return any results if the department ID entered wasn't for a SPO. Turns out the CG Dept Run provides a reverse lookup function when used this way.

Our thanks to YN1 Aragoni for passing this tip along! His method provides real-time results as opposed to the Unit Relationship report we post on the SPO Contact List web page, which is only updated quarterly.

We are working with Comdt (CG-631) and the project management office in CG-1 to find a way to make SPO mailing addresses available to users within Direct Access. Until a method is provided, you'll have to use the Standard Distribution List, COMDTNOTE 5605, and lookup mailing addresses.


Researching Payment of IDT drills

Published Date: Wed, 01 Apr 2015 10:30:01 CDT

Quick tip on researching IDT drills and trying to figure out if someone was paid for a drill (what day they were paid for).

In the Pay Calculations Results page, you may be used to doing the bulk of your research in the Earnings and Deductions tab, but there you'll find no indication of what drill dates are being paid. However, if you select the Positive Input-Payroll link found in the Calendar Group Results tab, you can then select the "Other Data" link next to the IDT Drill in question. That will take you to a page that tells you the begin date of the drill!

The Viewing IDT Drill Pay Calculations guidepdf icon provides step-by-step procedures for researching IDT payments.


Shipping a Second Privately Owned (Motor) Vehicle within the Contiguous United States

Published Date: Wed, 01 Apr 2015 10:00:01 CDT

By CWO J. R. Jeffery, COMDT (CG-1332), HHG Transportation Program Manager

COMDT (CG-1332) received feedback that SPO yeoman may have incorrectly advised members regarding reimbursement for shipping a Privately Owned (Motor) Vehicle (POV) in the Contiguous United States (CONUS). The following information is to ensure that all yeoman understand when a member is entitled to reimbursement for shipping a POV in CONUS, and when they are not.

In accordance with Joint Travel Regulations (JTR), par. 5322-B and Coast Guard Supplement to the Joint Federal Travel Regulations (CGS-JFTR), COMDTINST M4600.17 (series), par. 5414-A, for a member to be reimbursed for shipping a POV in CONUS, the member must have a dependent(s), the member or their dependent(s) must possess more than one POV to be relocated to the new PDS, and the member and their dependent(s) must travel together, at one time, in a Privately Owned Conveyance (POC) to the new Permanent Duty Station (PDS). If a member meets these criteria they may be entitled to reimbursement for shipping their second POV in CONUS. However, if a member chooses to utilize commercial transportation for themselves or their dependent(s) to the new PDS the member does not meet these criteria and they are not entitled to reimbursement for shipping a second POV in CONUS.

When a member meets the criteria of JTR 5322-B and CGS-JFTR 5414-A they are entitled to reimbursement for shipping a second POV in CONUS. However, use of a Government Vehicle Processing Center (VPC) is not authorized. The member must use a commercial POV carrier and make all arrangements for the shipment of their second POV. Travel time is not authorized to drop off, or pick up a second POV, and the member may not be reimbursed for mileage to drop off, or pick up a second POV transported IAW JTR 5322-B and CGS-JFTR, par. 5414-A. Also, the Government is not responsible for any damages or missed delivery dates caused by a commercial POV carrier.

When a member is entitled to reimbursement for shipping a second POV in CONUS the calculations and maximum reimbursable amount must be reflected on the member's PCS orders. See JTR par. 5328 for examples of how to calculate a members reimbursable amount to ship a second POV in CONUS.

Yeoman should counsel members if they do not meet the above criteria, and do not travel together with their dependents at one time in a POC, then the member is not entitled reimbursement for shipping a second POV in CONUS. Yeoman should also counsel members that falsifying a DD-1351/2 to reflect the member and their dependent(s) traveled together at one time in a POC, when they didn't is fraud.


March End-Month Payroll Processing Complete

Published Date: Tue, 31 Mar 2015 11:30:01 CDT

"Payslips" for 1 April pay day posted. Report any discrepancies through the P&A Office (Admin) to the SPO. If SPOs cannot address or need assistance, the SPO will submit trouble ticket. Payslips can be accessed via the Self-Service "View" menu. Refer to this guide for an overview of the new payslip.

The military payday for End-Month March is 1 April. Payday falls on the 1st and 15th of each month unless that date is a weekend or federal legal holiday. In those cases, the payday is moved to the 1st preceding business day. For the 2015 schedule of military paydays visit: http://www.uscg.mil/ppc/mas.asp#2015.

Members should not set up automated payments or assume funds will be available prior to published paydays. Members should verify with their financial institutions as to the actual time funds are available to their account.

Per ALCOAST 497/14 (Para. 3), customers are directed to contact their P&A Office for any errors or questions on pay and/or personnel issues. If the P&A Office cannot resolve it, the P&A Office is to contact the servicing SPO. If the serving SPO cannot resolve the issues, the SPO will contact PPC. Customers should not be contacting PPC directly for any pay or personnel issues. We will continue to reroute inquiries directly from customers back to the serving SPO, AND contact the servicing SPO Chief to inform them that the ticket was rerouted.


PPC Telephone Service Restored

Published Date: Fri, 27 Mar 2015 11:00:01 CDT

PPC's telephone service has been restored. However, the best way to contact us is by submitting trouble tickets. Use of the online trouble ticket allows us to track, route, and respond to your inquires more efficiently.


Enlisted High Year Tenure Policy Changes Implemented

Published Date: Mon, 30 Mar 2015 11:00:01 CDT

ALCOAST 114/15 announces the implementation of revised active duty enlisted high year tenure policies for 2015 and beyond.


Known Issue With PCS Orders for Fleet Ups and Extensions

Published Date: Fri, 27 Mar 2015 09:00:01 CDT

There have been some issues with no cost orders for fleet ups and extensions that have auto-stopped BAH and COLA (INCONUS, OUTCONUS, and Partial) entitlements when they should continue to run. Defect #2676 has been created for this condition.

Until this is resolved SPOs must review the member's pay the day of PCS departure to ensure it is continuing station allowances (BAH and COLA) as the system procedures state it will (and should). SPOs simply need to change any rows marked by the system as "inactive" back to "active".


Submitting Trouble Tickets With Supporting Images

Published Date: Thu, 26 Mar 2015 13:00:01 CDT

To better assist all of you, we need you to provide detailed information when you submit a trouble ticket. You need to provide EMPLIDs, what the error is, what you are changing, updating, and/or entering, etc. Screen shots would be EXTREMELY helpful. Screen shots will give us a better picture of which component you are in and the error that you are getting. Providing detailed information with screen shots will help us resolve tickets at a much faster pace and ultimately get your members paid quicker.

Follow the procedures in the "Submitting Trouble Tickets With Supporting Images guide in pdf format" customer guide when submitting trouble tickets with screen shots or other supporting documentation. Do not include screen shots in the body of an e-mail message to PPC Customer Care. The images will not be imported into our tracking system.


FY 2015 Coast Guard Reduced Per Diem Rates

Published Date: Tue, 24 Mar 2015 13:30:16 CDT

Per Joint Travel Regulations, paragraph U4095, the service may authorize per diem rates in lesser amounts when the circumstances of the travel or duty to be performed so warrant.

As of 24 March 2015, the following localities have been authorized reduced/zero per diem.

Unit/Mission Requestor Rate Approved
CG AIRSTA Atlantic City (NCRADF) AIRSTA Atlantic City $57.25 17-Jul-14
Air Facility Charleston CGD 7 $26.00 29-Jul-14
Fajardo and Boqueron, PR - OP Unified Resolve Sector San Juan CGD 7 $50.00 1-Oct-14
Air Facility Muskgon Air Sta Detroit $32.00 29-Jul-14
STA (small) Coquille River SECTOR North Bend $18.00 28-Aug-14
STA (small) Rogue River SECTOR North Bend $18.00 28-Aug-14
Air Facility Newport SECTOR North Bend $26.00 28-Aug-14
Damman and Jeddah, Saudi Arabia DCO-I $0.00 29-May-14
Astoria, OR (SELRES ADT lodging only) CGD13 $72.50 16-Oct-14
Illwaco, WA (SELRES ADT lodging only) CGD13 $61.60 16-Oct-14
Seattle, WA (SELRES ADT lodging only) CGD13 $110.50 16-Oct-14
Portland, OR (SELRES ADT lodging only) CGD13 $95.00 16-Oct-14
Coos Bay, OR (SELRES ADT lodging only) CGD13 $76.50 16-Oct-14

We've prepared the Coast Guard Reduced Per Diem Procedures guide, it provides the procedure for correctly completing your travel itinerary in Web-TPAX when reduced per diem is authorized.


Voluntary Additional Tax Withholding for Reserve Component Members

Published Date: Tue, 24 Mar 2015 13:00:01 CDT

A change has been implemented to allow additional withholdings without putting the member in a Net Negative Pay status. Prior to this change, Reserve component members who elected to have additional tax withheld would be put in a negative pay status if they didn't have any earnings (e.g. Didn't drill) during the pay period.


SPOs Must Stop COLA for Retroactive PCS Transactions

Published Date: Tue, 24 Mar 2015 13:00:01 CDT

When processing retroactive PCS transactions (those with effective dates prior to 1 January 2015), SPOs must manually stop Cost of Living Allowances (INCONUS, OUTCONUS and partial) effective the date of the member's PCS departure and also stop the 1 January 2015 legislative pay change row. The system will not auto-stop these entitlements for PCS transfers with effective dates prior to 1 January 2015


Meal Rate Changes and Refund for Missed Meals

Published Date: Tue, 24 Mar 2015 13:00:01 CDT

Per ALCOAST 099/15 the following meal rates will be implemented in Direct Access effective the 1-15 May payday.

Do not enter discount meal rate refunds for 1 May or later until the mid-month May pay calendar is open (following the payroll finalized date of 22 April, for the end-month April pay day).

The changes are:

Due to the way the system processes refunds for missed meal transactions, SPOs must not future date discount meal rate refund transactions. The system uses the rate table in effect the date the transaction is generated. Transactions entered with 1 May or later dates will use the old rate table if built prior to the mid-month May pay calendar being open. Any refunds for missed meals which span April and May must be input as two separate transactions. One for the rate in effect for 30 April and prior and one for the rate in effect for 1 May and later.


State Income Tax Withholding Exceptions

Published Date: Thu, 19 Mar 2015 15:00:01 CDT

There are seven instances, in addition to Combat Tax Exclusion, where state income tax will not be withheld from a member's pay account. Each of these special instances requires extra care when completing data entry in Direct Access. Follow the links below to read about each of these exemptions and how to record them in Direct Access.

Rule 1. State / Territory Does Not Have Income Tax

  1. Alaska
  2. Florida
  3. Nevada
  4. New Hampshire
  5. South Dakota
  6. Texas
  7. Washington
  8. Wyoming
  9. Federated States of Micronesia (FM)
  10. Republic of the Marshall Islands (MH)
  11. Palau (PW)

Rule 2. State Exempts Military Income

  1. Arizona
  2. Arkansas
  3. Illinois
  4. Iowa
  5. Kentucky (exemption applies to active duty and drill pay, but it does not apply to pay received by cadets or academy preparatory students)
  6. Michigan
  7. Minnesota (exemption applies to active duty pay and drill pay, but it does not apply to pay received by cadets or academy preparation students)
  8. Montana (exemption applies to active duty pay of Regular members and active duty pay of reservists serving in support of a contingency operation; exemption does not apply to pay received by reservists on inactive duty, pay received by reservists on active duty for other than a contingency operation, and pay received by cadets and academy preparation students)
  9. New Mexico (exemption only applies to active duty pay of regular and reserve members; it does not apply to drill pay received by reserve members and it does not apply to pay received by cadets or academy preparation students)
  10. Oklahoma (exemption applies to active duty and drill pay, but it does not apply to pay received by cadets or academy preparatory students)
  11. Tennessee

Rule 3. State Allows Exemption of Military Income Earned Outside the State

  1. California
  2. Connecticut
  3. Idaho
  4. Missouri
  5. New Jersey
  6. New York
  7. Ohio
  8. Oregon
  9. Pennsylvania
  10. Vermont
  11. West Virginia

Rule 4. Resident of Puerto Rico is Stationed Within in one of the 50 States

Rule 5. Resident of the Commonwealth of Northern Marianas Islands is Stationed outside the Commonwealth

Rule 6. Native American Claiming Legal Residence on a Recognized Tribal Reservation

Rule 7. Legal Resident of Guam, the Virgin Islands or American Samoa

Source Direct Access Knowledge Base Entry "State Tax Withholding Exceptions"


Inactive Duty for Training (IDT) Subsistence Allowance

Published Date: Thu, 19 Mar 2015 11:00:01 CDT

Per ALCOAST 070/15, the following is the policy regarding IDT subsistence allowance, formally IDT COMRATS, for enlisted reservists performing paid IDT drills.

Entitlement

Reserve IDT Subsistence Allowance is paid on a per-meal basis. The rates, effective 1 January to 30 April 2015, for Reserve IDT Subsistence Allowance are; $2.45 breakfast, $4.90 lunch, and, $4.90 dinner. Per ALCOAST 099/15, effective 1 May 2015 the rates are; $2.55 breakfast, $4.65 lunch, and $4.65 dinner.

Errors in assignment of IDT meal eligibility for enlisted SELRES members have previously caused overpayments and underpayments for reservists performing paid IDT drills.

In accordance with reference U.S. Code, Title 37, Section 402(e), an enlisted member of the Reserve Component (RC) may receive rations-in-kind (RIK), part thereof, or a cash allowance in lieu of a government provided meal when the members paid IDT drill totals at least 8 hours in a calendar day.

Reserve members, regardless of their duty status, with or without pay, must pay for all government provided meals they consume.

Policy

Member in travel status

Reserve members are not authorized an IDT subsistence allowance for periods of travel to and from their drill site or whenever entitled to a meal per diem allowance in an IDT travel status.

Officers

Officers are not authorized an IDT subsistence allowance.

Single IDT Drills

Reserve members who perform a single IDT drill are not authorized a government provided meal or a subsistence allowance.

Multiple IDT Drills

Meal eligibility for a Reserve member who performs a paid multiple IDT drill is as follows:

IfandThen
Reserve member not authorized lodgingReserve member arriving same day, not staying overnightAuthorized Lunch
Reserve member works past 1800Authorized Lunch and Dinner
Reserve member authorized lodgingReserve member arriving night before for 1 paid multiple IDT drill the next dayAuthorized Breakfast and Lunch
Reserve member arriving on day of 1st drill for paid multiple IDT drills and staying overnight between drills1st Day Authorized Lunch and Dinner, and 2nd Day Authorized Breakfast and Lunch
Reserve member arriving night before for 2 paid multiple IDT drills1st Day Authorized All meals, and 2nd Day Authorized Breakfast and Lunch

Questions

Address questions and concerns to COMDT (CG-1311) via email to: HQS-DG-LST-CG-1311@uscg.mil

Source: ALCOAST 070/15.


DD Form 214 Formatting and Data Entry

Published Date: Wed, 18 Mar 2015 17:30:01 CDT

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:

  • Personnel being separated from a period of active duty for training, full-time training duty, or active duty for special work will be furnished a DD Form 214 when they have served 90 days or more, or when required by the Secretary of the Military Department concerned for shorter periods. Personnel shall be furnished a DD Form 214 upon separation for cause or for physical disability regardless of the length of time served on active duty.

    (1) Reserve Component personnel ordered to active duty for a contingency operation will be issued a DD Form 214 regardless of the number of days served on active duty.
    (2) The DD Form 214 issuance requirement shall also apply to recalled retirees reverting to retired status, regardless of the period of active duty served.
  • For Service members (active and reserve) retiring or separating from active duty, participation in contingency operations will be documented in Block 18 of the DD Form 214.
  • The only authorized entries in Block 24, "Character of Service" are

    (1) Honorable.
    (2) Under Honorable Conditions (For General discharge).
    (3) Under Other Than Honorable Conditions.
    (4) Bad Conduct.
    (5) Dishonorable.
    (6) Uncharacterized.
  • 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 28 shall only state the Narrative Reason found in the separation Program Designator (SPD) Code Handbook.
  • 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 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.
  • Distribution of Finalized DD-214. Continue mailing copies 3, 5, and 6 of the DD-214 (as described in DoDI 1336.01). The VA main office, VA state offices, and Dept. of Labor do not have full access yet to the DMDC data. Until they have full e-capability, SPOs must continue mailing copies 3,5, and 6 to ensure no drop off in the interim. This is of course in addition to the members copies mailed to their final address.


PPC Travel eNewsletter

Published Date: Tue, 17 Mar 2015 12:30:16 CDT

The March 2015 issue of the PPC Travel eNewsletter 241KB file in Adobe Acrobat format is available. This issue includes the following articles:

  • Most Common Reasons Why a PCS Travel Claim is Returned to the Traveler
  • WEB TPAX PCS Advances
  • PCS Travel Advance - Do it Right the First Time
  • Permanent Change of Station (PCS)
  • Reimbursement for the Use of More than Two POCs
  • When is PCS TLE Payable
  • Constructed PCS Travel Dates
  • Government Housing Release and PCS Orders
  • Shipping a Second Privately Owned (Motor) Vehicle (POV) within the Contiguous United States (CONUS)
  • Consecutive Overseas Tour (COT) Travel Clarification
  • Government Travel Charge Card (GTCC) Policies and PCS
  • CY 2015 Mileage Rates
  • AO Reference Links
  • Fax numbers for PPC Travel


Combat Related Special Compensation

Published Date: Mon, 16 Mar 2015 16:00:01 CDT

Coast Guard retirees may be entitled to Combat-Related Special Compensation (CRSC), as authorized under 10 U.S.C. 1413a. If you have a VA-rated disability and feel it may be combat-related, complete DD Form 2860 PDF icon and provide copies of the supporting documentation (as outlined in section V of the DD Form 2860) and submit the package to:

ARL-SMB-CGPSC-PSD-CRSC@uscg.mil

or

USCG PSC Commander (CG-PSC-PSD-de)
Mail Stop 7200
4200 Wilson Blvd, suite 1100
Arlington, VA 22203-7200


Allotment Processing and Payroll Calendar Cutoff Dates

Published Date: Mon, 16 Mar 2015 16:00:01 CDT

Allotments are processed according to the following rules:

  • Start allotment: The start date is always the 1st of the month. If a member starts an allotment during the mid-month calendar, the start date will default to the 1st day of the current month. If the member starts an allotment during the end-month calendar, the start date must be greater than or equal to the 1st day of the next month.
  • Stop allotment: The stop date is always the last day of the month. If a member stops an allotment during the mid-month calendar, the stop date will default to the last day of the previous month. If the member stops an allotment during the end-month calendar, the stop date must be greater than or equal to the last day of the current month.
  • Change allotment amount: If a member changes an allotment during the mid-month calendar, the change in amount date will default to the 1st day of the current month. If the member changes the amount during the end-month calendar, the change date must be greater than or equal to the 1st day of the next month.
  • Change distribution information(acct #/routing #): The change date must be greater than or equal to the 1st day of the current month. This is true for either the mid-month or end-month calendar.

Starts/Stops, or Changes to the amount cannot be a retro date based on the current open pay calendar.

Changes to the acct/routing can be made at any time and the monies will be sent to the information listed when the end-month payroll is finalized.


Public Private Venture Housing Allotments

Published Date: Mon, 16 Mar 2015 16:00:01 CDT

When you choose the allotment type of "Private Venture Housing", you will have 12 possible selections. The screen is shown below. The member's SSN will default as the Policy # -- which is what the PPV vendors need. The system will also disallow a member/SPO from starting a different type of allotment (such as a Mortgage or Other allotment) to the RTN/Acct # of one of the 12 PPV institutions.

PPV Allotment Screen


Avoiding Expected Active Duty Termination Date Payroll Errors

Published Date: Mon, 16 Mar 2015 12:30:01 CDT

Introduction:

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.

Error Condition:

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 form 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.

  • For example, a member with an end of enlistment on 28 March 2015 cannot sign a reenlistment contract on 27 March 2015 since payroll finalization occurs on 23 March 2015.
    • The member must reenlist on or before the SPO data entry cutoff date (18 March 2015).

When counseling members on reenlistment/extension/re-extension, it is imperative that PA Offices and 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.

SPO Notification/Action:

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.

Separations Approvals:

All separation orders must be approved by the SPO data entry/approval cutoff date of the member's departure from the unit. Examples:

  • The separation orders for a member separating on 30 April 2015 and departing on 25 March 2015, must be approved not later than 18 March 2015.
  • A separation order for a member separating on 30Apr who is not taking terminal leave must be approved not later than 17 April 2015.

NOTE: SPOs must manually stop CSEAPAY, CSEAPAY PREMIUM, OCOLAand SDAP for members taking terminal leave.

Unapproved Separations:

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.


Servicing Personnel Offices (SPO)E-Mail Addresses

Published Date: Fri, 13 Mar 2015 12:30:01 CDT

The SPO Contact List on PPC's website https://cgportal2.uscg.mil/units/ppc/SitePages/SPO Contact List.aspx or (http://cgweb.ppc.uscg.mil/spocontactlist.asp) has been updated. All contact information has been removed. The contact list has global email and SMTP email addresses listed for each SPO and is hyperlinked (click to create email). Each SPO needs to ensure that their distribution list is accurate in Outlook (the right people are on the list). Ensure your distribution lists do not contain any non CG email addresses (for PII info). To find POCs at a specific SPO, look up the distribution list in Global Address List in Outlook. All SPOs should also ensure their mailing addresses are correct in the SDL. A link to the SDL is on the same page as the SPO Contact List.


New Version of SGLV 8286 Servicemembers' Group Life Insurance Election and Certificate

Published Date: Fri, 13 Mar 2015 11:30:01 CDT

Form SGLV 8286 Servicemembers' Group Life Insurance Election and Certificate file in PDF format has been revised effective February 2015.

As with all SGLI Program forms, the current edition is available on the VA website at: http://www.benefits.va.gov/INSURANCE/resources-forms.asp.

Elections and designations made on previous editions of form SGLV-8286 remain valid. There is no need to complete the new form unless the member is making a new election after this date.


Filing Supporting Documentation for Government Travel Charge Card Applications and Reinstatement Requests

Published Date: Fri, 13 Mar 2015 10:30:16 CDT

UNCLAS //N01080//
ALCGPSC 024/15

SUBJ: UPDATED GTCC PDR FILING REQUIREMENTS

  1. MILITARY PERSONNEL DATA RECORDS (PDR) SYSTEM, COMDTINST M1080.10I
  1. To ensure proper supporting documentation for Government Travel Charge Card (GTCC) applications and reinstatement requests are maintained with the PDR system, REF A is changed as follows:
    1. Encl (1) Pg 4: Delete - Government Travel Card (Individually Billed Account) Setup Form (MBR initial submission only).
    2. Encl (1) Pg 4: Delete - Government Travel Card Program Recommendation/Acceptance Statement (MBR initial submission only).
    3. Encl (1) Pg 4: Add - Government Travel Card (Individually Billed Account) application including a) application memo, b) application form, c) the Cardholder Agreement Form, and d) certificate of training (i.e. transcript). EI, EI, O2, P, C4.
    4. Encl (1) Pg 4: Add - Government Travel Card (Individually Billed Account) reinstatement packages including a) reinstatement request memo, b) Credit Bureau Release Authorization, c) application form d) the Cardholder Agreement Form, and e) certificate of training (i.e. transcript). EI, EI, O2, P, C4.
  2. This change will be incorporated in the next update to REF A.
  3. Policy questions should be directed to the Policy and Standards Division (CG-1331), Ms. Teresa Marshall (202) 475-5391, email Teresa.Marshall (at)uscg.mil or CG PSC-BOPS-R-GTCC, Mr. Matthew Ruckert (703)-201-3080, email Matthew.T.Ruckert(at)uscg.mil
  4. CAPT W.C. Kelly, Deputy Commander, CG Personnel Service Center, sends.
  5. Internet release is authorized.


Guidance for Personally Procured Movements of Household Goods

Published Date: Fri, 13 Mar 2015 11:00:01 CDT

UNCLAS //N04050//
ALCOAST 090/15
COMDTNOTE 4050

SUBJ: Personally Procured Movements (PPM) of Household Goods (HHG)

A. Joint Travel Regulations

  1. Transfer season 2015 is just around the corner, and so is the household goods (HHG) transportation peak season. The period 15 May through 15 July is the peak of the HHG transportation season. During this time period it may be difficult to secure government contracted transportation service providers (TSP) that meet everyones desired packing, pick-up, and delivery dates.
  2. If a TSP cannot be contracted, or if a member prefers, they may conduct a full or partial personally procured move (PPM) of their HHGs. By properly conducting a PPM, members may receive an incentive payment of 95 percent of what it would have cost the government to transport the member's HHG in one lot between authorized locations. Incentive payments will be based on the actual HHG weight moved, not to exceed the member's maximum allowable weight.
  3. To prevent delays or denial of PPM incentive payments, commands should ensure that all members departing on permanent change of station (PCS) orders, or separating from the Coast Guard receive a printed copy of this ALCOAST. It is the member's responsibility to understand their entitlements and the requirements contained in this ALCOAST. To ensure members receive proper HHG counseling, commands are strongly encouraged to include HHGs counseling on their PCS check in/out sheets. No waivers to the requirements in this ALCOAST may be approved.
  4. In February 2009, the Defense Personal Property System (DPS) became the primary system used to arrange most HHG shipments and requires a user name and password. Members using DPS for the first time must go to http://www.move.mil/ and select the "First Time Users Click Here" link to register for a DPS user name and password. After registration it will take up to 72 hours for members to receive their DPS user name and password, so members should plan ahead. Members conducting their first or last HHGs movement should see a TO, to set up their move.
  5. Exceeding HHG weight limits is the number one reason members pay excess costs for HHG shipments. Members conducting both a PPM and a government funded HHG move must be aware of their maximum HHG weight allowance found in 5200-B of REF (A). To reduce HHG weight and prevent excess costs, members should dispose of any unwanted or unneeded HHG. To help estimate HHG weights, a weight estimating tool is available at www.move.mil. To find the weight estimating tool a member should select the "Before You Move" link and then select the "Weight Allowances" link on the left hand side of the screen. Members married to members may be able to combine their HHG weights and should ensure their HHG counselor is aware of their status as a member married to another member.
  6. DPS may not be available underway, or if available, it may be very slow. If members assigned afloat cannot schedule their HHG movements they may see their legal assistance office or transportation office to grant a trusted agent a special power of attorney to schedule their HHG movements while underway.
  7. Members wishing to conduct a full or partial PPM must contact their origin TO for PPM counseling and issuance of an "Application for Do-It-Yourself Move" and Counseling Checklist, DD Form 2278. Without a DD Form 2278 approved by a TO and signed by the member at origin, a PPM is considered to be an after-the-fact PPM. After-the-fact PPMs are only authorized when circumstances beyond a member's control prevents them from receiving proper PPM counseling. Circumstances beyond a member's control are considered to be severe weather conditions (e.g., hurricanes, flooding), automobile accidents, medical emergencies, or very short fused PCS orders (report within days). Without the existence of circumstances beyond a member's control after-the-fact PPM claims may only receive actual cost reimbursement (ACR) for any authorized expenditures.
  8. Members have several options when conducting a PPM which includes contracting their own TSP, contracting a you-load, they-drive service, or a member may use a personally owned or rental vehicle, and/or a personally owned or rental trailer to transport their own HHGs. Members may see their local HHG transportation office to determine their estimated incentive payment, based on their estimated HHG weight, and current and new permanent duty station (PDS), home of record, or home of selection locations to determine if they may benefit financially by conducting a PPM.
  9. Members contracting their own TSP should be aware that full replacement value insurance may not be included, and they must settle any damage claims themselves with their contracted TSP. If a member desires insurance beyond their contracted TSPs coverage they should contact a commercial insurance provider to purchase additional insurance. Also, members contracting a you-load, they-drive service must remind the contractor this is a military PPM and unloaded and loaded weight tickets are required.
  10. To receive an incentive payment for conducting a full or partial PPM, members must provide certified unloaded and loaded weight tickets from the place of origin. Weight tickets must be annotated with the member's rank/rate, name, and EMPLID. Each weight ticket must also indicate which vehicle is being weighed, and whether the weight ticket is for an unloaded or loaded vehicle and/or trailer. Vehicle registrations are not acceptable as empty weight tickets for a PPM.
  11. Boats and their associated trailers are considered to be HHG. Members conducting a PPM of a boat and trailer are only required to have one weight ticket for the boat and trailer. However, because weight tickets reflect three axles (steer, drive, and trailer) the weight ticket must indicate that a boat and trailer was weighed. If not, the boat and trailer will appear to be an empty trailer, which is not HHGs, and the weight of the trailer axle will be subtracted from the total weight used to calculate a member's incentive payment. Claims for boats and trailers must also include a copy of the boats registration, which must be registered in the member's or their dependents name.
  12. Coast Guard members frequently receive PPM counseling from transportation offices operated by other services. To prevent any confusion on service specific requirements, all Coast Guard members conducting a full or partial PPM must visit the Coast Guard Finance Centers (FINCEN) web site at http://www.fincen.uscg.mil/dity.htm, to obtain a Coast Guard PPM check list and review the procedures to be used when weighing vehicles and/or trailers to ensure accurate PPM weights are obtained.
  13. Because shipping rates differ from location to location, if a member owns HHGs at more than one location, a DD Form 2278 is required from all locations to the new PDS, home or record, or home of selection. The member must also have two weight tickets, one unloaded and one loaded from each origin. Provided the member has a DD Form 2278 and unloaded and loaded weight tickets from all origins, they may be paid an incentive payment for all PPMs not to exceed the Governments best value cost of transporting the member's maximum HHG weight allowance in one lot between all authorized locations.
  14. Members must plan ahead to ensure that certified weight scales are available at the time and date they plan to begin their move. PPM claims without unloaded and loaded weight tickets from the place of origin may only be reimbursed for authorized actual cost.
  15. COMDT (CG-1332) POCs are CWO Randy Jeffery at 202-475-5393, james.r.jeffery(at)uscg.mil or Mr. Tony Pearson at 202-475-5368, anthony.h.pearson(at)uscg.mil.
  16. RDML James M. Heinz, Director of Reserve and Military Personnel, sends.
  17. Internet release authorized.


Transfer Season 2015 Household Goods (HHG) Shipping Information

Published Date: Thu, 12 Mar 2015 11:30:16 CDT

UNCLAS //N04050//
ALCOAST 089/15
COMDTNOTE 4050

SUBJ: 2015 HOUSEHOLD GOODS (HHG) INFORMATION

A. Joint Travel Regulations

  1. The 2015 household goods (HHG) transportation season will be upon us soon, and whether a member is performing a long distance permanent change of station (PCS) move or a funded short distance move, HHG counseling is mandatory. To ensure members are aware of their HHG transportation entitlements, commands should ensure that all members departing on PCS orders, or separating from the Coast Guard in assignment year (AY) 2015 receive a printed copy of this ALCOAST. To ensure members receive proper HHG counseling, commands are strongly encouraged to include HHG counseling on their PCS check in/out sheets. Requests for short distance HHG moves, including those to or from unusually arduous sea duty, may only be authorized by COMDT (CG-1332).
  2. HHG counseling may be received in person from a transportation officer (TO), or members may self counsel using the Defense Personal Property System (DPS). After a member receives their signed PCS orders, they must visit the www.move.mil web site to register in DPS. DPS allows members and their spouses to self counsel, request HHG packing, pick-up, and delivery dates, or request authorization to conduct a personally procured HHG movement (PPM). DPS may also be used to file any needed damage claims. After a member registers in DPS, it will take up to 72 hours for them to receive a user name and password to schedule their move, so members should plan ahead. Members conducting their first or last move should visit a transportation office to set up their HHGs shipment.
  3. The time period between 15 May and 15 July is the peak of the HHG moving season. If possible, members should avoid requesting a HHG shipment during this period. It is important to note that requested dates are not guaranteed, so members should not cancel or enter into a rental agreement, lease, or buy or sell a home until they have verified with their TO and their Transportation Service Provider (TSP) that their requested dates are confirmed.
  4. DPS may not be available underway, or if available, it may be very slow. If members assigned afloat cannot schedule their HHG movements they may see their legal assistance office or transportation office to grant a trusted agent a special power of attorney to schedule their HHG movements while underway.
  5. During HHG peak season it may be difficult to secure a Government contracted TSP that meets everyone's desired packing, pick-up, and delivery dates. If a TSP cannot be contracted, or if a member prefers, they may conduct a Personally Procured Move (PPM) of their HHGs. More guidance on PPMs will be published in a separate ALCOAST.
  6. Exceeding HHG weight limits is the number one reason members pay excess costs for HHG shipments. To reduce HHG weight and prevent excess costs, members should dispose of any unwanted or unneeded HHG. To avoid paying excess weight costs members must be aware of their maximum HHG weight allowance found in 5200-B of REF (A). To help members estimate their HHG weights, a weight estimating tool is available at www.move.mil. To find the weight estimating tool a member should select the "Before You Move" link and then select the "Weight Allowances" link on the left hand side of the screen. The TSP will also estimate a member's HHG weight during the pre-move survey. After a member's HHG have been picked up, they may contact the origin personal property shipping office (PPSO) that scheduled their HHG movement to get their actual HHG weight. If a member disputes their HHG weight, they may request a witnessed or un-witnessed reweigh by contacting their TSP, or origin or destination PPSO. However, a reweigh must be requested before HHGs are delivered. It is not possible to reweigh HHGs after delivery. Members married to members may be able to combine their HHG weights and should ensure their HHG counselor is aware of their status as a member married to another member.
  7. There has been a significant change to professional books, papers, and equipment (PBP and E) entitlements, more commonly known as pro gear. Effective 1 May 2014, pro gear is limited to a maximum of 2,000 lbs. Waivers to the 2,000 lb limit cannot be authorized. Pro gear previously shipped outside the continental United States (OCONUS), will be grandfathered up to the weight shipped OCONUS until they are returned to the continental United States (CONUS). Also effective on 1 May 2014, many items previously considered pro gear will no longer be considered pro gear. Most notably, personal computer equipment and memorabilia such as awards, plaques, or other objects presented for past performances are no longer considered pro gear.
  8. Pro gear does not count towards a member's HHG weight allowance. However, all items must meet the definition of pro gear found in Appendix A, of REF (A). All pro gear must be verified by a TO, and items not meeting the description of pro gear will count towards a member's maximum HHG weight allowance. Because spousal pro gear is limited to 500 lbs, a member cannot combine their pro gear with spousal pro gear. An itemized inventory of spousal pro gear must be provided to the TO for verification at the time of counseling and must indicate the profession which the items are used for (e.g., lawyer, doctor, teacher). The itemized inventory of spousal pro gear must be certified by the member's signature.
  9. Members are responsible for ensuring pro gear is separated from HHG during packing and weighed separately during pick-up. All pro gear must be identified as such on the TSP inventory sheet at origin and the estimated weight must be entered on the Application for Shipment and/or Storage of Personal Property, DD Form 1299. Ensure the term M-PRO is used to identify the military member's pro gear and S-PRO is used to identify spousal pro gear. Each line item for pro gear must indicate M-PRO/S-PRO, cubic ft, and pounds. Pro gear cannot be claimed after the fact. There are no exceptions or waivers to this policy.
  10. Another important feature of DPS is the ability to grade a TSPs performance by submitting a Customer Satisfaction Survey (CSS). The mandatory CSS process is simple and its importance cannot be overstated. The CSS is used to document positive and negative experiences and helps determine the number of military HHG shipments a TSP will receive in the future.
  11. Damage claim submission is the responsibility of the member. Completion and submission of the Joint Statement of Loss or Damage at Delivery, DD Form 1840 by the member and TSP, and the Notice of Loss or Damage, DD Form 1840R by the member after the TSP departs does not constitute filing a claim. These forms are only used for proper notification of loss or damage to a TSP. A claim is separate and distinct, and must be submitted in a timely manner. See www.move.mil and the Coast Guard Finance Centers (FINCEN) web site www.fincen.uscg.mil/hhg.htm for guidance on HHG damage claim submissions.
  12. Full replacement value (FRV) protection applies to all Government HHG shipments. Provided a member files their damage claim with the TSP through DPS within nine months of delivery, the TSP is liable for either repair or FRV of a damaged item, whichever is less, and for the FRV cost of any lost or destroyed items. However, the TSPs liability is limited to the greater of 5,000 dollars per shipment, or four dollars times the net weight of the HHG shipment in pounds, not to exceed 50,000 dollars. If a member files a claim directly with the TSP more than nine months after delivery, the TSP is only liable for the depreciated value of the items up to a maximum of one dollar and twenty-five cents times the net weight of the shipment in pounds. To find more information on FRV a member can visit the Army Surface Deployment and Distribution Command (SDDC) web site www.sddc.army.mil/pp/default.aspx. If a member desires additional HHG damage insurance they may purchase it from a private insurance provider.
  13. The pamphlet, It's Your Move (3.1MB, PDF file format), contains guidance about shipping HHGs. This pamphlet and other useful HHG information are available at www.fincen.uscg.mil/hhg.htm. Additional HHG transportation information can also be found at the SDDC web site www.sddc.army.mil/pp/default.aspx.
  14. In accordance with 5322-B of REF (A), members with dependents who own more than one POV may ship a second POV within CONUS. However, the member and their dependents must travel together in one POV, and commercial travel at government expense is not authorized for the member or any dependents. The Governments reimbursement for transporting a second POV will be limited to the monetary allowance in lieu of transportation (MALT) plus per diem a member or dependent would have been entitled to for non-concurrent travel by two POVs to the new PDS, or the actual cost to ship a second POV whichever is less. Any excess costs incurred to ship a second POV in CONUS will be borne by the member. Members must personally arrange for shipment of a second POV in CONUS and are not entitled to reimbursement for delivery to, or pick-up from the carrier. member's orders must reflect this entitlement and display the maximum reimbursement computations. The entitlement to ship a POV in CONUS when a member is physically unable to drive or there is insufficient time in accordance with 5322-A.1.b. of REF (A) may only be authorized by COMDT (CG-1332).
  15. COMDT (CG-1332) POC is CWO Randy Jeffery at 202-475-5393, James.R.Jeffery(at)uscg.mil or Mr. Tony Pearson at 202-475-5368, Anthony.H.Pearson(at)uscg.mil.
  16. RDML James M. Heinz, Director of Reserve and Military Personnel, sends. Internet release authorized.


New Award Codes Added for GWOT Expeditionary Medal Service Star

Published Date: Wed, 11 Mar 2015 13:00:01 CDT

The following award codes are available in Direct Access for members authorized the wear of Service Stars on the Global War on Terrorism Expeditionary Medal.

CodeDescription
CGGWOTXGlobal War on Terrorism Expeditionary Medal Operation Enduring Freedom (OEF)
CGGWOTIFGlobal War on Terrorism Expeditionary Medal Operation Iraqi Freedom (OIF)
CGWOTNSGlobal War on Terrorism Expeditionary Medal Operation Nomand Shawdow (ONS)
CGGWOTNDGlobal War on Terrorism Expeditionary Medal Operation New Dawn (OND)
CGGWOTIRGlobal War on Terrorism Expeditionary Medal Operation Inherent Resolve (OIR)

See ALCGPSC 022/15 for more information.


Defense Travel Management Office Allowances and Regulations Update

Published Date: Fri, 27 Feb 2015 14:30:16 CST

The Defense Travel Management Office has updated following information 01 March 2015:

OCONUS Non-Foreign and Foreign Per Diem Rates
Overseas Housing Allowances (OHA)
Overseas Cost of Living Allowances (COLA)
Joint Travel Regulations (JTR) and Appendices

To access this information, visit the DTMO Website.


PPC Customer Newsletter 02/2015

Published Date: Thu, 26 Feb 2015 10:30:01 CST

Issue 02/15 (February)PDF FORMAT of the PPC Customer Newsletter is now available.

In this issue:

About the Pay & Personnel Center Customer Newsletter
How to submit an article
RELAD members from AD to SELRES or IRR
February End-Month Payroll Processing Complete
CG-3307 Entry for Prior Service Insignia
Self Service Override of State Tax Withholding Exemptions
February Pay in the Event of a Lapse in Appropriations
Competency Dictionary Update 20 February 2015
Workaround - Getting "Reserve" to Print on Contracts
Reserve Pay ADT/IDT and Direct Access
Review Basic Allowance for Housing (BAH) Guidance
System Not Allowing Timely CSP-Premium Starts
Prior Service Accession User Guides Updated
Home of Record Data Migration Issue
Calendar View of the 2015 Payroll Processing Schedule
User Guides for IDT Multiple Drills Updated
Solution for Missing IDT Drill Transactions
Edit on Contract Term Preventing Some Extensions for Members Retained on Active Duty
TQC Training Advisory 002-15: Impact to Pre-Arrival Training
No 2015 Active Duty Career Retention Screening Panel (CRSP)
Additional Information and Procedures for New Payroll Processing Schedule
Retirement Certificates Must Be Pre-Ordered
Results of Reserve Management Question and Answer Session Available
Transaction to Start Discount Meal Rate Deduction Being Overlooked
Special Characters in Address Fields
BAH-Transit Rate for Single Members Reporting From Accession Points and OHA Payable Areas
The Pay Corrections Action Request
Updated Policy and Procedures for Prior Service Accessions
New User Guides Added for Starting Career Sea Pay
Working with Grids and Tables
Dept Run Fulfills Many of your Report Needs
Self Service Airport Terminal
Direct Access Data Transfer to DMDC/DEERS Delayed
Officer Specialty Management System and YOU
Special Needs Program Case Categorization for PCS Assignments
Trouble Tickets for Retroactive Transactions
Contacting PPC
Foreign Language Proficiency Pay (FLPP) Start Date
Airport Terminal Not Showing Orders for SPO Personnel
Contracts (Enlistment, Reenlistment, Extension, Re extension)
IDT Drills Changed to Use SPO Tree for SPO Approval
Removal of Areas Eligible for "COLA Unique" Expense Reimbursement
Increase to TRICARE Pharmacy Copays Begins February 1
Personnel and Pay Procedures Manual - Update and Conversion to New Format

Pay & Personnel Center Customer Newsletter Issue 02/2015 (February) PDF FORMAT


RELAD members from AD to SELRES or IRR

Published Date: Wed, 25 Feb 2015 15:30:01 CST

When releasing members from active duty to the SELRES or IRR, be sure to update the Employee Category and Employee Classification.

The procedure for setting the category and classification is contained in the RELAD - AD to SELRES/IRR User Guide (Rev. 25 Feb 2015, see procedure section, step 7).


CG-3307 Entry for Prior Service Insignia

Published Date: Thu, 26 Feb 2015 11:00:01 CST

Per ALCGPS 018/15, we've added a new CG-3307, Administrative Remarks, template to use when a member is authorized to wear a prior service insignia on their Coast Guard uniform: PD-06 Prior Service Insignia


Self Service Override of State Tax Withholding Exemptions

Published Date: Tue, 24 Feb 2015 14:00:01 CST

If you enter an exemption from State Tax Withholding for a member, inform the member that they must not make any changes to their state tax withholding via self-service. If the member changes their exemptions or marital status via self service the system will begin to withhold state taxes.


Competency Dictionary Update 20 February 2015

Published Date: Fri, 20 Feb 2015 19:30:01 CST

The Competency Dictionary (Excel spreadsheet) is a complete listing of Coast Guard competency codes.

The Competency Dictionary (XLS) was updated on 20 February 2015. Changes made since last update in mid-December are highlighted in blue text on the spreadsheet.

This is an extensive update with 436 line items, summarized as follows:

  • 431 new competencies (10 ERATS, 421 Ops Afloat)
    **All mapped to TMT
  • 4 updated competencies (CG-EPLO, FS17, SPVCIVII, URINCOOR)
  • 1 inactivated competency (FS05)

Please contact Mike Lumbag, Commandant (CG-1B1), if you have any questions.


Workaround - Getting "Reserve" to Print on Contracts

Published Date: Fri, 20 Feb 2015 19:30:01 CST

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.

The Contract Data - Reenlistments User Guide (PDF) also reflects this procedural workaround.


Reserve Pay ADT/IDT and Direct Access

Published Date: Fri, 20 Feb 2015 11:30:01 CST

There are similarities and slight differences between JUMPS and Direct Access when it comes to processing payments to a reservist who performs IDT and short-term ADT/ADOT during a single payroll period.

  1. If the IDT and ADT/ADOT are input and approved during the pay cycle in which performed (and prior to the payroll cycle cut-off), then they will both be paid on the scheduled pay day. EXAMPLE: A reservist performs single/multiple IDT drill on 28 Februrary and ADT-AT from 1-5 March and both are input/approved prior to 6 March; in this case, the reservist will be paid for both periods of duty in their mid-month March pay.
  2. If retroactive ADT/ADOT is input on a reservist, the Servicing Personnel Office (SPO) and reservist should expect the active duty pay to not be received for two pay cycles after the orders are approved. EXAMPLE: A reservist performs ADT-AT from 5-16 March, but the orders are not submitted until 29 March. The SPO and reservist should expect the ADT/ADOT pay to be delayed until the end-month April pay cycle (1 May pay day). If the orders had been input prior to 6 March, the reservist would have received active duty pay for 3/5 thru 3/15 in the 3/15 pay, and the 3/16 active duty pay would have been paid on 1 April. If the orders had been input prior to 19 March, the reservist would have received the 12 days of active duty pay on the 4/15 payday.
  3. If retroactive IDT is input on a reservist currently on active duty, the Servicing Personnel Office (SPO) and reservist should expect the IDT pay to not be received for two pay cycles after it is input. EXAMPLE: A reservist is in an active duty status for the 1-15 March pay period. Retroactive IDT for drills on 17 & 18 February is input on 14 March. The SPO and reservist should expect the IDT pay to be delayed until the mid-month April pay cycle (15 April pay day).

For payroll accounting purposes, Direct Access maintains Coast Guard Reserve pay via two separate and distinct calendars (Active and Reserve). In scenarios 2 & 3 above, the correct calendar must be built in order to retroactively correct the pay calendar for which the ADT/active duty was performed. SPOs and Reserve members must be made aware that retroactive approval of reserve activities will result in a lengthy delay in payment of Reserve member entitlements.

CWO3 Kurt Kolar
Military Accounts Support
Coast Guard Pay & Personnel Center


Review Basic Allowance for Housing (BAH) Guidance

Published Date: Fri, 20 Feb 2015 11:30:01 CST

PPC continues to see SPOs entering in BAH rows erroneously which is causing severe pay errors. It is imperative that SPO users follow the Direct Access/Global Pay Knowledge guidance and ONLY enter in BAH row data after the user is confident they understand the sequence rules. When in doubt, ask the SPO YNC. If there are still questions, contact PPC for guidance.

Knowledge Base Entries:

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 01/08/2015)
BAH Differential
BAH Partial
BAH Inadequate Quarters Rental Charge
BAH Codes

Procedure Guides:

Start BAH 01/29/2015
StopBAH 01/22/2015
Approve BAH 10/16/2014
Delete BAH 10/22/2014
EnterBAH-TR for Recruit training, OCS and Academy Grads 01/13/2015


System Not Allowing Timely CSP-Premium Starts

Published Date: Fri, 20 Feb 2015 10:30:01 CST

Due to a defect in the relationship between the pay calendars and edits on the start date for Career Sea Pay Premium (CSPP) the system is not allowing CSPP to start in some cases.

When the system checks to see if the member has the necessary sea time it calculates against the current pay calendar not the start date in the transaction. For example, if a member has an eligibility date for CSPP on 2/6/2015, the earliest you can submit with the below dates is 2/15/2015 because the system can't read 3 years, 00 months, and 1 day until 2/15/2015.

CalendarYearsMonthsDays
15-FEB-153012
01-FEB-1521127

Until this defect is repaired, SPOs may have to hold CSPP starts until the next pay calendar is in effect.


Prior Service Accession User Guides Updated

Published Date: Thu, 19 Feb 2015 15:30:01 CST

SPOs will no longer calculate the Pay Entry Base Date (PEBD) and Active Duty Base Date (ADBD) when completing accessions for personnel with prior service who have a break in service. This change is necessary to prevent longevity pay from being awarded to prior service personnel until completion of the SOCS.

The Rehire Prior Service and the Rehire Reserve user guides now reflect the procedural changes announced in E-Mail ALSPO B/15 (Policy and Procedures for Prior Service Accessions).

The new process is for the SPO to enter the date the new period of service begins (the "rehire date") for the PEBD and ADBD and to immediately request a Statement of Creditable Service (SOCS) from PPC.

PPC will complete the SOCS (provided all the documentation supporting the member's prior service claim is included in the request). Upon completion of the SOCS, service dates will be set by the PPC (ADV) Service Validation Team and members will then receive longevity pay and any longevity back pay due them.


Home of Record Data Migration Issue

Published Date: Thu, 19 Feb 2015 15:30:01 CST

Many home of record entries were migrated from the previous version of DA with no street address. If you open one of these address rows you must enter a street address (Use "unknown" if the street address isn't available). If you exit without entering a street address the system will delete the entire home of record entry.


Calendar View of the 2015 Payroll Processing Schedule

Published Date: Wed, 18 Feb 2015 12:30:01 CST

We've added a payroll processing schedule calendar to our web site. The calendar view shows cutoff dates and paydays for 2015 along with other helpful information. For example, on 17 February, we updated the user guide for IDT Multiple Drills, the calendar provides a link to the new guide.

picture of the calendar


User Guides for IDT Multiple Drills Updated

Published Date: Wed, 18 Feb 2015 12:30:01 CST

The Self Service for Command and Servicing Personnel Office user guides for entering IDT Multiple Drills now reflect the change to the SPO Tree for pay approval. Also, the "load members" function now loads the entire unit and automatically checks the "Approved Checkbox". This eliminates the need to approve drills individually.


Solution for Missing IDT Drill Transactions

Published Date: Wed, 18 Feb 2015 12:30:01 CST

On 30 January 2015, DA 9.1 was updated requiring IDT drill routing to use the SPO Tree functionality. Many IDT drills submitted prior to 30 January 2015 were forwarded to specific EMPLIDs and are not viewable by SPO Auditors and remain unpaid.

Programmers migrated a fix for this and identified all IDT drills with a status of "completed but not approved" and converted them to "scheduled and approved". Units should again change the status to "completed" and save them. Once saved, those IDT drills will be forwarded to the SPO Tree for approval.


Edit on Contract Term Preventing Some Extensions for Members Retained on Active Duty

Published Date: Wed, 18 Feb 2015 12:30:01 CST

Direct Access prevents saving of an extension if the total of all extensions exceed 72 months.

However, if a member is involuntarily retained due to medical or otherwise, then the error should not occur. We've submitted a change request allow the extension to be saved and approved if the obligation type "RET" is selected (retention).

Please contact PPC (Customer Care) if you encounter this error. PPC will have to intervene manually in these situations until the reprogramming is completed.


TQC Training Advisory 002-15: Impact to Pre-Arrival Training

Published Date: Fri, 13 Feb 2015 10:30:01 CST

1. The Training Quota Management Center (TQC) is responsible for scheduling and issuing orders to Class "C" school training in accordance with the Performance, Training and Education Manual, COMDTINST M1500.10 (series), which includes mandatory pre-arrival training.

2. TQC is currently unable to receive reports that identify members in receipt of permanent change of station orders (PCS) to cutters and specific shore units that require pre-arrival training.

3. Commands and Unit Training Officers are highly encouraged to contact TQC schedulers with any questions or issues regarding members who are in receipt of PCS orders and have not received notification of pre-arrival training orders in accordance with the Cutter Training and Qualification Manual, COMDTINST M3502.4 (series). The list of TQC schedulers and their assigned courses are available at: http://www.uscg.mil/hq/tqc/default.asp.

4. Members and units can verify enrollment status in Direct Access by following these steps:

  1. SELF-SERVICE/SELF-SERVICE FOR COMMANDS/USE/STUDENT TRAINING SUMMARY.
  2. Enter the member's EMPLID and press search.

Members can verify their enrollment status in CGBI by following the following steps:

  1. Launch CGBI and click on the UNIT view, then click the TRAINING tab.
  2. Go to the POSITION BASED information block and click on DETAIL next to COURSES.
  3. Search employee status by position.

Training information can also be located in CGBI.

5. Please disseminate to subordinate commands, all Servicing Personnel Offices, and designated unit Training Officers.

6. TQC Customer Service Phone Number: 757-366-6583.

7. CG TQC POC: LTJG Corinne Powers, Executive Officer.

8. Internet release is authorized.


No 2015 Active Duty Career Retention Screening Panel (CRSP)

Published Date: Fri, 13 Feb 2015 10:30:01 CST

Per ALCOAST 056/15, an Active Duty Career Retention Screening Panel (CRSP) will not be held this year. A Reserve CRSP will be conducted.

Members previously selected for involuntary retirement through the CRSP are required to retire as directed.


Additional Information and Procedures for New Payroll Processing Schedule

Published Date: Wed, 11 Feb 2015 15:30:01 CST

We recently announced a change to the Payroll Processing Schedule. We implemented a new "SPO Data Entry/Approval Cutoff", which is a few days before each "Payroll Finalized Date".

The cutoff is for "Approvals" you can continue to work in DA between the cutoff and finalized dates. Just don't approve any transactions which require SPO Auditor approval, unless you are contacted by PPC (MAS) or (SEP) and requested to enter or approve a transaction to correct an error condition. You can start approving pay once finalize is completed.


Retirement Certificates Must Be Pre-Ordered

Published Date: Wed, 11 Feb 2015 13:30:01 CST

The Pay and Personnel Retiree and Annuitant Services Branch (PPC-RAS) no longer pre-mails retirement certificates. Retirement certificates must be requested by the member's unit using the web form at http://www.uscg.mil/ppc/ras/CertificateRequest.asp. The unit must submit the certificate request at least 60 days prior to the date planned for the member's retirement ceremony.

  • PPC (RAS) issues three types of certificates: Retirement, Spousal Appreciation and Presidential. We do NOT issue certificates to significant others, children or pets. Children's certificates are processed at the unit level.
  • The information on the Direct Access/Global Pay database is what is used to populate the names on the certificates. PPC-RAS cannot deviate from this for nicknames or AKA situations.
  • Effective 2/11/15 certificate request will be accepted for member's with APPROVED SEPARATION AUTHORIZATIONS vice APPROVED ORDERS.


Results of Reserve Management Question and Answer Session Available

Published Date: Wed, 11 Feb 2015 10:30:01 CST

Thank you to those of you who attended our online question and answer session Monday. The video and the questions and answers have been posted to the Procedures and Development web page.

During the session 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.


Transaction to Start Discount Meal Rate Deduction Being Overlooked

Published Date: Tue, 10 Feb 2015 17:30:01 CST

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.


Special Characters in Address Fields

Published Date: Tue, 10 Feb 2015 16:30:01 CST

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

Published Date: Tue, 10 Feb 2015 16:30:01 CST

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.


The Pay Corrections Action Request

Published Date: Tue, 10 Feb 2015 16:30:01 CST

We've noticed a problem with the usage of the Pay Corrections Action Request. Users are incorrectly setting the Cancel field to "Yes" when attempting to correct a transaction. Setting this field to "Yes" will always result in the Pay Element being set to "Inactive" which will retroactively reverse all amounts paid or deducted in prior finalized calendars.

The only time you choose "Yes" in the Cancel dropdown is if member was NEVER entitled to the pay element as it will cancel the pay element.


Updated Policy and Procedures for Prior Service Accessions

Published Date: Tue, 10 Feb 2015 16:30:01 CST

Per E-Mail ALSPO B/15 (Policy and Procedures for Prior Service Accessions), SPOs will no longer calculate the Pay Entry Base Date (PEBD) and Active Duty Base Date (ADBD) when completing accessions for personnel with prior service who have a break in service. This change is necessary to prevent longevity pay from being awarded to prior service personnel until completion of the SOCS.

The new process is for the SPO to enter the date the new period of service begins (the "rehire date") for the PEBD and ADBD and to immediately request a Statement of Creditable Service (SOCS) from PPC.

PPC will complete the SOCS (provided all the documentation supporting the member's prior service claim is included in the request). Upon completion of the SOCS, service dates will be set by the PPC (ADV) Service Validation Team and members will then receive longevity pay and any longevity back pay due them.


New User Guides Added for Starting Career Sea Pay

Published Date: Fri, 06 Feb 2015 16:30:01 CST

We've added two new user guides for Career Sea Pay. These new guides are in addition to the User Guide for Stopping Career Sea Pay due to terminal leave or TDY.

Restarting Career Sea Pay after TDY file in pdf format

This guide provides the procedures for restarting Career Sea Pay after TDY for a member in Direct Access. For example, a member was on a Sea Pay eligible vessel and went TDY from 9/1/14-2/8/15. The SPO shut down the Career Sea Pay in 8.0 on 10/1/14 (his 31st day away from the vessel). The member returned to the ship on 2/9/15, so the Career Sea Pay must be restarted. The SPO must review the member's Sea Time Balances first, make the changes in the Career Sea Time Override and get the transaction approved. Once approved, PPC can review the member's sea time balances for accuracy.

Starting Retroactive Career Sea Pay file in pdf format

This guide provides the procedures for starting retroactive Career Sea Pay for a member in Direct Access. For example, a member transferred to a Career Sea Pay unit on 8/22/14 and for whatever reason, the Sea Pay was never started. The SPO must review the member's Sea Time Balances first, make the changes in the Career Sea Time Override and get the transaction approved. Once approved, PPC can manually credit the member for the retroactive period.

Note: Career Sea Pay should automatically start when a member reports to a Career Sea Pay eligible unit. This guide should only be used if the Sea Pay was not started before JUMPS was shut down.


Working with Grids and Tables

Published Date: Thu, 05 Feb 2015 16:30:01 CST

Many pages that contain lists of data are structured as sortable grids. Examples include the Airport Terminal and the "Dept Run" query. Data found in grids can be sorted in ascending or descending order. You can customize the sort order and show or hide columns. And, perhaps the most useful feature; you can export table or grid data to a spreadsheet format.

Review the "Working with Grids and Tables" topic in the Knowledge Base to learn more about these features.


Dept Run Fulfills Many of your Report Needs

Published Date: Thu, 05 Feb 2015 10:30:01 CST

The Dept (Department) Run query, which is located on a tab in the Airport Terminal, provides a wealth of information for personnel management. In addition to serving as unit roster, you can use it to:

  • Find out when the last time a member had an employee review completed.
  • Produce a list of upcoming enlistment expiration dates.
  • Produce a list of personnel and their rotation dates.
  • And more!

Review the "Department Run" topic in the Knowledge Base to learn more about it.


Self Service Airport Terminal

Published Date: Thu, 05 Feb 2015 10:30:01 CST

We've added a new user guide for Self Service. The "View My Airport Terminal Orders" provides members with the procedure to follow to see if they have any PCS orders.


Results of Yesterday's Question and Answer Session Available

Published Date: Thu, 05 Feb 2015 16:30:01 CST

Thank you to those of you who attended our online question and answer session yesterday. The video and the questions and answers have been posted to the Procedures and Development web page.

As we announced during the session, it was our last SPO question and answer session for now. However, we will be holding the DA Reserve Management session on Monday, 9 February, at 1100 (CST). Review the announcement on our web page if you want to attend.


Direct Access Data Transfer to DMDC/DEERS Delayed

Published Date: Wed, 04 Feb 2015 16:00:01 CST

The Coast Guard is experiencing difficulties updating the Defense Eligibility Enrollment Reporting System (DEERS). This is causing problems for members trying to obtain identification cards following an accession or reenlistment/extension of enlistment.

This is the work around for ID cards while DEERS data is not being updated by Direct Access.

If the member is already in DEERS, but needs data updated (i.e. due to reenlistment), the member needs to take a copy of the supporting document to the local DEERS site and they should be able to update it to issue an ID card. If the DEERS site cannot update the record or a new record needs to be entered in DEERS (i.e. an accession), the Site Security Manager (SSM) or Verifying Official (VO) at the DEERS site must contact Jacqueline Smith at the Coast Guard DEERS Project Office (via e-mail to ARL-PF-CGPSC-PSDFS-DEERS@uscg.mil or by telephone at 703-872-6642). All data MUST be in DA before any DEERS updates are made.


Officer Specialty Management System and YOU

Published Date: Wed, 04 Feb 2015 15:30:01 CST

Written by Cmdr. Beth Naff, CG-PSC-OPM-3

Never heard of it? What is "OSMS"? The Officer Specialty Management System officially came online in June 2013. At its essence, this system provides the means to determine officer specialty demand (the billets) and supply (the officers) by way of assigned officer specialty codes.

In general terms...what does the Coast Guard need and what do we have?

The requirements of each officer specialty code are clearly defined by their respective programs. Each specialty is built on applicable competencies, training, education, certifications/licenses, and/or experience. This officer specialty clarity is especially useful to junior officers seeking career path guidance.

"OSMS is critical to officer workforce management," Capt. Michael Johnston asserts from his position as Personnel Service Center - Officer Personnel Management, which manages the program. "The Coast Guard needs to know, with accuracy and completeness, what types of officer specialists do we need, and what do we have? This information feeds many human resource processes and decisions; including accession determination, workforce health management, the assignment process and training management, among others. Getting this information right is important to the Coast Guard, to the unit, and to you the member."

How does this affect you

If you are an officer, you should work to obtain an officer specialty code/s assignment in your area of expertise.

As leaders - educate, guide and support officers that work with and for you.

Where to go from here:

Review the officer specialty requirements Ensure your employee summary sheet contains verification of requirements (via Direct Access and TMT entry) Apply for your officer specialty code!

Find more in-depth OSMS information on the PSC-opm-3 website, or contact Mr. Brandon Chittum, OSMS Program Manager.

There will also be a webcast coming your way soon!


Special Needs Program Case Categorization for PCS Assignments

Published Date: Wed, 04 Feb 2015 15:30:01 CST

ALCOAST 039/15 establishes Special Needs Program policy changes that will be incorporated into the next revision of Special Needs Program, COMDTINST 1754.7 (SERIES). The Special Needs Program case categorization is intended to address assignment coordination process for active duty (AD) members who are enrolled in the Special Needs Program.

The new assignment process based on the categories of special needs shall be used for future assignments only. It shall not be retroactively applied to relocate personnel who are already assigned to duty stations.


Trouble Tickets for Retroactive Transactions

Published Date: Tue, 03 Feb 2015 16:30:01 CST

PPC is receiving a number of unnecessary trouble tickets from SPOs when they input transactions with start dates prior to 1 December 2014. Please read the "Trouble Tickets Unnecessary for Most Transactions Dated Prior to 01 December 2014" article we posted last week before submitting another trouble ticket for an out of range transaction.


Contacting PPC

Published Date: Tue, 03 Feb 2015 16:30:01 CST

Per ALCOAST 497/14, customers are directed to contact their P&A Office for any errors or questions on pay and/or personnel issues. If the P&A Office cannot resolve it, the P&A Office is to contact the servicing SPO. If the serving SPO cannot resolve the issues, the SPO will contact PPC. Customers should not be contacting PPC directly for any pay or personnel issues. We will continue to reroute inquiries directly from customers back to the serving SPO, AND contact the servicing SPO Chief to inform them that the ticket was rerouted.

CWO2 David Cota
Branch Chief, Procedures and Development Branch & Customer Call Center Branch
Pay and Personnel Center


Foreign Language Proficiency Pay (FLPP) Start Date

Published Date: Tue, 03 Feb 2015 16:30:01 CST

Foreign Language Proficiency Pay (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.


Airport Terminal Not Showing Orders for SPO Personnel

Published Date: Tue, 03 Feb 2015 16:30:01 CST

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.


Contracts (Enlistment, Reenlistment, Extension, Re extension)

Published Date: Tue, 03 Feb 2015 16:30:01 CST

Edits while approval is pending:

This is an update on this issue. We've added a work around you can use to unlock transactions that have been modified while the status was "pending approval".

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.


IDT Drills Changed to Use SPO Tree for SPO Approval

Published Date: Tue, 03 Feb 2015 14:30:01 CST

The procedures for approval of IDT drills have changed. In response to customer requests, CG-631 implemented use of the SPO Tree for routing drills from the command to the SPO for approval. In the initial implementation, the command needed to know the user ID of the person at the SPO who would be approving the drills. By using the SPO Tree, the drill approval will automatically routed to the SPO for the command submitting the drills. The drills will then be available to any of the SPO personnel for review and approval.

The changes for command IDT approvers are minor.

Here is the way the IDT drill approval looked prior to the change:
the old approval process
Notice the block for the for Approver ID.

Here is the way IDT drill approval (for the command) looks now:
the new approval process

The Approver ID block has been removed. The command approver just needs to change the Drill Status to "Completed" (or other status as appropriate) and click the Save button. The drill transaction will be available to any of the authorized users attached to the SPO assigned to the command approver's unit (The SPO for the unit of the current logged in user, not the SPO for member the drills are for). The list of SPO-to-Unit relationships is available on our SPO Contact List web page.

SPO Approval

SPOs will still access pending drills using the Approve Drills Action Request.
the action request process

User Guides

Here are the updated IDT user guides for Commands and SPOs:

User guides for Multiple Drills will be updated shortly and will be available on the P&D web page later this week.


Removal of Areas Eligible for "COLA Unique" Expense Reimbursement

Published Date: Mon, 02 Feb 2015 14:30:01 CST

COLA Unique is reimbursement for mandatory and excessive expenses members incur at certain overseas locations. In order to receive this payment all of the following conditions must be met:

  1. Incurred by a clear majority of members assigned at a duty station, and
  2. An item/expense that exceeds 1% of Spendable Income for the member, and
  3. An item/expense that is not purchased or paid by CONUS-based members, and
  4. Specifically authorized/approved by the Per Diem, Travel, and Transportation Allowance Committee (PDTATAC), and
  5. Verified by a valid receipt, and
  6. Paid on or after 1 July 2006. No expenses paid before this date can be reimbursed.

At the present time, only one location is eligible for COLA Unique:

  1. Singapore - Road Tax and Vehicle Registration/Transfer Fee.

Gibraltar and the UK no longer qualify for this expense reimbursement.

To receive COLA Unique, the member must submit a claim to PPC (MAS) on Form CG-7270, COLA - Unique Expenses Reimbursement Worksheet.


Increase to TRICARE Pharmacy Copays Begins February 1

Published Date: Mon, 02 Feb 2015 13:30:01 CST

New copayments for prescription drugs covered by TRICARE will go into effect February 1, 2015. The Fiscal Year 2015 National Defense Authorization Act (NDAA) requires TRICARE to increase most pharmacy copays by $3. Drugs from military pharmacies and generic drugs from TRICARE Pharmacy Home Delivery still cost beneficiaries $0.

TRICARE pharmacy copays vary based on the class of drug and where beneficiaries choose to fill their prescriptions. Home Delivery copays for formulary brand name drugs are going from $13 to $16, and for non-formulary from $43 to $46. You can get up to a 90-day supply of drugs through Home Delivery. At the retail pharmacy network, copays for generic formulary drugs go from $5 to $8, brand name formulary go from $17 to $20 and non-formulary from $44 to $47. You can get up to a 30-day supply of drugs at retail pharmacies.

Some pharmacy copays are not changing in 2015. Military pharmacies remain the lowest cost option for beneficiaries, with no cost for drugs, and generic formulary medications at Home Delivery remain $0. Home Delivery is a low cost, safe and convenient way for TRICARE beneficiaries to get their maintenance medications. Copays at non-network retail pharmacies will also change, based on the changes to retail copays. For more details, visit the TRICARE pharmacy costs page.

These changes in the NDAA overrule previous rules passed by Congress in 2013 that connected TRICARE pharmacy copays to the retiree cost of living adjustment (COLA).


02 February 2015: Delivery of TSP Files Delayed

Published Date: Mon, 02 Feb 2015 10:30:01 CST

TSP contribution and loan files for January 2015 will be sent to TSP later this week. TSP's Account Access site will not reflect your January 2015 contributions and loan payments until the files are transferred and the system is updated.

There will be no financial impact on members. TSP will calculate interest as if the funds were deposited on time.


Personnel and Pay Procedures Manual - Update and Conversion to New Format

Published Date: Sat, 31 Jan 2015 15:30:01 CST

Live Update and Conversion to Tactics, Techniques, and procedures (TTP) Publication Format in Progress

We have updated two Chapters in the 3PM . The two chapters are: Personnel and Pay Systems Overview and Career Management.

As we update the manual, we are converting it to TTP. TTP format requires a mandated Chapter 1, so all the chapter numbers will be changing.

Major changes:

  • Replaced responsibility bullets for Admin Offices and SPO with the functional statements created by the SPO Realignment Working Group.
  • Contacting PPC - clarified that members are to coordinate resolution of pay and personnel issues through their P&A (Admin) Office who in turn will coordinate through their servicing SPO's. SPO's will coordinate/submit tickets to PPC.
  • Clarified that we will remove CGHRSUP role and PAO privileges if members do not complete required annual mandated training for PAO's.
  • Changed verbiage from "Certified To Be A True Copy" to "Certified Copy" (legal recommendation). Also clarified who can certify copies.
  • Shifted data entry responsibilities for education and test results, medals and awards, competencies and insignias to P&A (Admin) Offices.

We are working as quickly as possible to get the other chapters done.

Visit the PPPM home page to access the manual and updates.


PPC Customer Newsletter Issue 01/2015

Published Date: Sat, 31 Jan 2015 15:30:01 CST

Issue 01/15 (January)PDF FORMAT of the PPC Customer Newsletter is now available.

In this issue:

  • TRICARE Fact Sheets - January 2015 Update
  • About the Pay & Personnel Center Customer Newsletter
  • Do Not Delay Approval of Separations
  • How to submit an article
  • Separations - Delay En Route and Leave Disposition Reminders
  • Additional Information and Procedures for New Payroll Processing Schedule
  • Trouble Tickets Unnecessary for Most Transactions Dated Prior to 01 December 2014
  • Training Opportunity - DA and Reserve Management, Monday 9 Feb at 1100 (CST)
  • January End-Month Payroll Processing Complete
  • Starting BAH User Guide Enhanced
  • State Tax Withholding User Guide Revised
  • Accessions Procedures - Pay Base Date for Prior Service Rehires
  • State Tax Withholding Procedures Need Clarification
  • Results From 28 January Online Question and Answer Session
  • Viewing Pay Processing Shortcuts User Guide Revised
  • Calendar Year 2015 Payroll Processing Schedule Revision
  • Facing a Medical Board: Know your rights
  • New Housing Website Launched: Homes.mil
  • Career Sea Pay Premium Payroll Action Request
  • Health Care Coverage and the Affordable Care Act: Just Check the Box
  • TRICARE and the Affordable Care Act
  • PCS Mileage (MALT) and TDY Mileage Rates
  • Airport Terminal Update
  • Viewing Pay Processing Shortcuts
  • Issues with Contracts (Enlistment, Reenlistment, Extension, Re extension) in DA
  • Direct Access DD-214 Form
  • YN Rating Force Notes January 2015
  • Thinking about a tax refund anticipation loan?
  • Free tax-filing service offered through CGSUPRT
Pay & Personnel Center Customer Newsletter Issue 01/2015 (January) PDF FORMAT


TRICARE Fact Sheets - January 2015 Updates

Published Date: Sat, 31 Jan 2015 14:30:01 CST

TRICARE Beneficiary Publications Office has updated the TRICARE and the Affordable Care Act Fact Sheet and created a new TRICARE Autism Care Demonstration Fact Sheet. Fact Sheets on Registering in the Defense Enrollment Eligibility Reporting System (DEERS), Mental Health Care Services and TRICARE Choices for College Students are also available.

The fact sheets can be downloaded from the links below and have been posted to the TRICARE SMART Site, www.tricare.mil/SMART.

Fact SheetDescription
fact sheet cover

Registering in the Defense Enrollment Eligibility Reporting System Fact Sheet (PDF, 298 KB)

A two-page fact sheet that provides details about registering family members in the Defense Enrollment Eligibility Reporting System (DEERS), keeping your DEERS information up to date, verifying DEERS information for former spouses who have not remarried, and enrolling in TRICARE programs. Contact information is also included.

fact sheet cover

Registering in the Defense Enrollment Eligibility Reporting System Fact Sheet (PDF, 298 KB)

A three-page fact sheet that provides coverage details for college students with stateside sponsors. The fact sheet includes information about coverage choices, studying overseas, coverage once TRICARE eligibility ends, prescription drug coverage, and TRICARE dental options. Contact information is also included.

fact sheet cover

TRICARE Autism Care Demonstration Fact Sheet (PDF, 340 KB)

A four-page fact sheet that provides information about coverage of Applied Behavior Analysis (ABA) under the TRICARE Comprehensive Autism Care Demonstration for beneficiaries with Autism Spectrum Disorder (ASD). The fact sheet includes details on Autism Care Demonstration eligibility, how the ASD diagnosis impacts eligibility and requirements, steps to accessing ABA, approved ASD-diagnosing providers, care received, ongoing ABA requirements, paying for ABA, and ABA services for TRICARE Overseas Program beneficiaries. Contact information is also included.

fact sheet cover

TRICARE and the Affordable Care Act Fact Sheet (PDF, 296 KB)

A five-page fact sheet that provides information about meeting your minimum essential coverage requirement under the Affordable Care Act with TRICARE or other health care coverage options. The fact sheet includes details about TRICARE plans and how they relate to the Affordable Care Act. Contact information is also included.

fact sheet cover

Mental Health Care Services Fact Sheet (PDF, 288 KB)

A five-page fact sheet that provides an overview of TRICARE-covered outpatient and inpatient mental health care services, substance use disorder treatments, suicide prevention assistance, coverage exclusions, getting care, and costs. Contact information is also included


Do Not Delay Approval of Separations

Published Date: Sat, 31 Jan 2015 14:30:01 CST

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.


Separations - Delay En Route and Leave Disposition Reminders

Published Date: Fri, 30 Jan 2015 13:30:01 CST

We are 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).


Additional Information and Procedures for New Payroll Processing Schedule

Published Date: Fri, 30 Jan 2015 13:30:01 CST

We recently announced a change to the Payroll Processing Schedule. We implemented a new "SPO Data Entry/Approval Cutoff", which is a few days before each "Payroll Finalized Date".

The cutoff is for "Approvals" you can continue to work in DA between the cutoff and finalized dates. Just don't approve any transactions which require SPO Auditor approval. You can start approving pay once finalize is completed.

Using this past pay cycle as an example. Jan 22 was finalize date. When you see the next pay calendar opened, that is the indicator that finalize has been completed. Here is path to the calendar: Active & Reserve Pay Shortcuts > Pay Calendar Results. Enter your EMPLID, using the same example, once you see "Calendar ID" CG ACT 2015M02M, you can start approving transactions.


Trouble Tickets Unnecessary for Most Transactions Dated Prior to 01 December 2014

Published Date: Fri, 30 Jan 2015 13:30:01 CST

There are only a few instances where you have to notify PPC that a transaction has been submitted with an effective date prior to 01 December 2014. Per E-Mail ALSPO G/14 (Direct Access/Global Pay Cutover Guidance), they are:

  • Clothing Allowance (Officer Uniform, Civilian, and Enlisted Supplemental)
  • COLA Unique
  • DMR Refund

In addition, we recently learned (and passed on to you on 27 January 2014) that Career Sea Pay Premium Action Requests dated prior to 01 December 2014 could not be entered. You must enter 01 December 2014 as the effective date, and notify PPC of the actual effective date.

All other pay entitlement transactions with effective dates prior to 01 December 2014 appear on a report for PPC. Global Pay will credit/debit the member's pay from 1 December 2014 to present; manual credits/debits for periods prior to 1 December 2014 will be performed manually by PPC personnel. No trouble tickets are needed for these transactions.


Starting BAH User Guide Enhanced

Published Date: Thu, 29 Jan 2015 12:30:01 CST

The User Guide for Starting BAH was revised today. It now includes more information on BAH for Reserve Component members and a new section on updating BAH due to a divorce, annulment or death of a spouse.

Starting BAH User GuidePDF File Format

Related knowledge base topics:

You should also review these topics in the DA Knowledge Base to have a better understanding of the entitlements you are administering:


State Tax Withholding User Guide Revised

Published Date: Thu, 29 Jan 2015 12:30:01 CST

We've updated the State Tax Withholding User Guide with guidance on what not to do. As we described in a previous posting, users were inserting new rows in the state tax data section when they should beginning the change by adding the new row on the preceding tab.

State Tax Withholding User GuidePDF File Format


Accessions Procedures - Pay Base Date for Prior Service Rehires

Published Date: Thu, 29 Jan 2015 12:30:01 CST

The procedures for completing the accession of a member with prior service (active or reserve) have changed.

Effective immediately, the SPO will use the date of accession as the pay base date (on the "Assigned Seniority Dates" panel) for members with prior service who have a break in service of more than 24 hours. PPC (ADV) will adjust the member's pay base date upon completion of a Statement of Creditable Service (SOCS). The SOCS process will also credit the member's pay with any back pay due. The SPO must submit a request for a SOCS anytime they complete an accession of a member with prior service who has a break in service of more than 24 hours. See the PPC (ADV) web page for SOCS request guidance. Interim Service Adjustments (as described in section 5-C of the Personnel and Pay Procedures Manual are no longer authorized at the SPO level.

If completing the accession of a member with prior service who does not have a break in service, the SPO will carry the existing pay base date forward into the new accession.

Revised User Guides:


State Tax Withholding Procedures Need Clarification

Published Date: Wed, 28 Jan 2015 17:30:01 CST

"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." - CWO David Cota, Chief, PPC Customer Care Branch.

Case in point - The process the Coast Guard uses to transfer data to the Defense Manpower Data Center (DMDC) failed this month because a user didn't adhere to the step-by-step procedures in the State Tax Withholding User Guide and inserted a new row where there shouldn't have been one. A lot of time was expended by several personnel, in CG-631 and PPC, identifying the cause of the failure, correcting the data, and rerunning the process.

We will update the User Guide to point out what not to do. However, it's already clear on what to do - "A new row must be added from the Federal Tax Data page in order to change the member's State Tax Data". No where does it say to insert a new row in State Tax Data.

Remember, Direct Access is full of what I like to refer to as "Stupid PeopleSoft Tricks". There are plenty of places where it looks like you should delete or insert something or change a value from "active" to "inactive". If the system was that user-friendly, you wouldn't need guides at all. And I and my work mates wouldn't have jobs. Read the guides! You don't want us to be unemployed do you?


Viewing Pay Processing Shortcuts User Guide Revised

Published Date: Wed, 28 Jan 2015 15:30:01 CST

We've updated the user guide for viewing "Pay Processing Shortcuts" file in pdf format. It covers:

  • Pay Calculation Results - Used to view all earnings, deductions and accumulators.
  • One Time Positive Input - Replacement for Pay Adjustment. Anytime PPC manually credits/debits pay, it will be documented here.
  • Element Assignment by Payee - Used to show pay elements like allotments, dental deductions, loans, debts, FSA, etc.


Calendar Year 2015 Payroll Processing Schedule Revision

Published Date: Wed, 28 Jan 2015 14:30:01 CST

The Payroll Processing Schedule has been revised to allow PPC and SPOs time to review data entry and make any necessary corrections prior to finalizing the payroll for transmission to the Treasury.

For the SPO, the right column of the schedule - SPO Data Entry/Approval Cutoff, is very important to understand. The SPO Data Entry/Approval Cutoff is imperative to allow PPC to identify and correct critical errors prior to the Payroll Finalized date. During the period between SPO Data Entry/Approval Cutoff and the Payroll Finalized date, if necessary, PPC will contact a SPO directing immediate corrective action to resolve critical errors. These PPC directed transactions are the ONLY SPO data approvals authorized during this period.

Note: SPO's CAN continue to enter pay transaction requests after the cut, BUT the auditor CANNOT approve any transactions, as these approved transactions change the pay data PPC (MAS) is trying to validate.

Due to system limitations, we cannot physically lock down DA to prevent SPO Auditors from approving transactions passed the SPO Data Entry/Approval Cutoff date, but it is in the best interest of all SPO's to adhere to the calendar as any SPO data approval after that cutoff could negatively impact a member's pay. PPC will be monitoring the system and will contact a SPO's leadership to report violations.

Upon completion of the Payroll Finalization process, the next pay calendar will populate and SPO's can resume data entry and approvals for that next pay calendar.

Example: The "SPO Data Entry/Approval Cutoff" for the 13 February payday is 5 February (2400 Hrs. (CST)). The "Payroll finalized Date" is 10 February (no time is given; let's assume 0001 Hrs. (CST)). In accordance with the new process, you (the SPO Auditor) must not approve any transactions on 6, 7, 8, or 9 February, unless you are contacted by PPC and requested to correct an entry or create an entry.

E-Mail ALSPO A/15; Payroll Processing Schedule for Calendar Year 2015 (PDF).


Facing a Medical Board: Know your rights

Published Date: Tue, 27 Jan 2015 14:30:01 CST

If you are facing a Medical Board you need to know your rights to maximize benefits or fight for your career!

Read - "Facing a Medical Board: Know your rights" on the Coast Guard All Hands blog.


New Housing Website Launched: Homes.mil

Published Date: Tue, 27 Jan 2015 14:30:01 CST

A new official Department of Defense website dedicated to helping service members, their families and civilian employees with home finding services is now available.

Read - "New Housing Website Launched: Homes.mil" on the Coast Guard All Hands blog.


Career Sea Pay Premium Payroll Action Request

Published Date: Tue, 27 Jan 2015 13:30:01 CST

Here is an update to the information we passed yesterday 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 system computes pay from 1 December and any retroactive amount due is paid by PPC (MAS) using an out of range report. The CSPP Payroll Action Request is not one of them. Here is the workaround for this issue:

When starting Careers 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.


Health Care Coverage and the Affordable Care Act: Just Check the Box

Published Date: Tue, 27 Jan 2015 13:00:01 CST

You've seen the commercials on TV and heard the serious voice on the radio telling you how difficult this tax season may be because of the Patient Protection and Affordable Care Act (ACA). Don't believe the hype; you can meet the health care coverage reporting requirement as easily as checking a box on your Form 1040, 1040A or 1040EZ. Read the entire article here.


TRICARE and the Affordable Care Act

Published Date: Tue, 27 Jan 2015 13:00:01 CST

With the implementation of the Patient Protection and Affordable Care Act (ACA) in 2010, TRICARE beneficiaries may have questions about how it would affect them. The ACA and TRICARE are very different, governed by two different pieces of legislation so changes in one have no effect on the other. Read the entire article here.


PCS Mileage (MALT) and TDY Mileage Rates

Published Date: Mon, 26 Jan 2015 17:00:01 CST

Effective 1 January 2015, the MALT (monetary allowance in lieu of transportation) rate per authorized POC (privately owned conveyance) is $0.23 (twenty three cents) per mile. This rate is effective for all PCS travel that commences on or after 1 January 2015 (i.e., the initial travel is started).

TDY mileage rates changed on 01 January 2015. The new TDY rates are:

POC:
$0.575 - Automobile (if no GOV is available)
$0.23 - POC use instead of a government furnished vehicle (if a GOV is available) when use of a government furnished vehicle is to the government's advantage.
$0.545 - Motorcycle
$1.29 - Airplane

Current and previous PCS and TDY mileage rates are posted at http://www.defensetravel.dod.mil/site/otherratesMile.cfm.


Airport Terminal Update

Published Date: Mon, 26 Jan 2015 17:00:01 CST

A new column has been added to the Airport Terminal. The new column, "Issue Date" shows the date the orders were issued.

Screen shot of new field

Having the issue date available will help ensure compliance with the requirement to obligate service with 5 working days of issuance of a PCS order as prescribed in Art. 1.B.6, Military Assignments and Authorized Absences, COMDTINST M1000.8(series). Refer to the Airport Terminal User Guide PDF ICON for more information about the Airport Terminal.


Career Sea Pay Premium Payroll Action Request

Published Date: Mon, 26 Jan 2015 17:00:01 CST

Resolved 1/27/2015 12:43PM: If the start date is prior to 1 December 2014, enter 1 December 2014 as the start date. This will allow you to save and have the request approved. Once approved, notify PPC (MAS) via a Customer Care trouble ticket. Provide the member's identifying information and the actual effective date to start the entitlement. PPC will build a pay case and issue payment for the retroactive amount due.

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

When an SPO attempts to enter Career Sea Pay Premium on a member, GP may state that member has ZERO sea time even though the sea time page is reflecting the proper time. This has been reported as a defect. Once the defect is resolved, the SPOs will be able to enter the entitlement and if out of range, the transaction will populate on PPC's retro report and PPC will work the pay case.


Viewing Pay Processing Shortcuts

Published Date: Mon, 26 Jan 2015 17:00:01 CST

We've added a new user guide for viewing the following "Pay Processing Shortcuts"

  • Pay Calculation Results - Used to view all earnings, deductions and accumulators.
  • One Time Positive Input - Replacement for Pay Adjustment. Anytime PPC manually credits/debits pay, it will be documented here.
  • Element Assignment by Payee - Used to show pay elements like allotments, dental deductions, loans, debts, FSA, etc.

Screen shot of menu

Viewing Pay Processing Shortcuts User Guide PDF ICON.


Issues with Contracts (Enlistment, Reenlistment, Extension, Re extension) in DA

Published Date: Mon, 26 Jan 2015 17:00:01 CST

  • Edits while approval pends: 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.

  • Commissioning Contracts: It has been reported that contracts for commissioned officers only accept whole years, not days, months, and years. This create 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".


Direct Access DD-214 Form

Published Date: Mon, 26 Jan 2015 17:00:01 CST

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.


YN Rating Force Notes January 2015

Published Date: Mon, 26 Jan 2015 17:00:01 CST

The January 2015 issue of the YN RATING FORCE NOTES is available in the CGPortal: https://cglink.uscg.mil/YNForceNotesJan15.

The YN RATING FORCE NOTES is published by YNCM Julie A. Gunderson, Yeoman Rating Force Master Chief, COMDT (DCMS-81).

This issue includes the following articles:

  • The Commandant's Guiding Principles
  • Coast Guard Yeoman Guiding Principles
  • YN Points of Contact
  • YN RFMC News
  • Assistant Rating Knowledge Manager News
  • Accompanied and Unaccompanied Tours to Alaska and Hawaii
  • TDY due to Discipline
  • Saying NO to Unauthorized Entitlements
  • Proficiency/Accountability
  • Customer Service Bravo Zulu!
  • Force Strength, Advancements and Retirements and Statistics


Thinking about a tax refund anticipation loan? DoD regulation limits interest rates for military, families

Published Date: Mon, 26 Jan 2014 13:30:16 CST

Most of us have heard the horror stories of payday loan offices and used car lots charging military members interest rates that are through the roof. Some service members find it difficult to get out of a cycle of debt that grows faster than they can repay.

DoD was tasked by law (National Defense Authorization Action for Fiscal Year 2007) to draft a Predatory Lending regulation which protects service members and their families from unscrupulous loan products. The regulation was written and enforcement began on October 1, 2007, and sets the max interest rate allowed is 36 percent.

Military members and families are often targeted by payday lenders. Payday loans are short-term cash loans based on the borrower's personal check held for future deposit or electronic access to the borrower's bank account. Borrowers write a personal check for the amount borrowed plus the finance charge and receive cash. In some cases, borrowers sign over electronic access to their bank accounts to receive and repay payday loans. Lenders hold the checks until the next payday when loans and the finance charge must be paid in one lump sum. To pay a loan, borrowers can redeem the check for cash, allow the check to be deposited at the bank, or just pay the finance charge to roll the loan over for another pay period.

Since October 2007, the Federal regulation has prohibited creditors from making payday loans, vehicle title loans and tax refund anticipation loans to active duty service members and their dependents with annual percentage rates over 36 percent. Knowing the rules can help military members understand their rights, and to report violators to their Coast Guard Legal Assistance office.

To avoid debt, consider financial management courses and personalized support from financial management specialists offered through CGSuprt.

Coast Guard Personnel now have FREE access to a personal financial management program, My Secure Advantage (MSA).

CGSuprt is pleased to offer all eligible Coast Guard Personnel enhanced personal financial management services with our new Financial Wellness program, MY Secure Advantage. The program provides one on one Money Coaching, a personalized website with helpful tools and calculators, Financial Education classes and more!

A Money Coach provides live Financial Education webinars twice a month on a variety of financial topics, with a brief Q and A session at the conclusion of the presentation. Registration for the webinars is open to all eligible Coast Guard Personnel and their family members.

You may work with a Money Coach on topics such as Debt, Budgeting, Spending, Retirement, Taxes, Credit, Investing and much more. This program is packed with many more benefits and includes fun raffles and prizes for items such as gift cards, apple TV's and ipads! Call 855-CGSUPRT to get started and ask for the MSA Financial Wellness Benefit!

To activate your personal Money Coaching website, please CLICK HERE.

Related Articles:


Free tax-filing service offered through CGSUPRT

Published Date: Wed, 26 Jan 2015 10:30:16 CST

The Internal Revenue Service 2015 tax season begins on Jan. 20. Starting Jan. 13, CGSUPRT will offer free 2014 tax return filing services from H&R Block. This free offer is only valid if you access H&R Block through the link on the CGSUPRT website.

Summary

You must start your return from the CG SUPRT H&R Block Tax Software link to access this free offer.

The IRS will begin processing efile returns on January 20, 2014. If you complete your returns with the H&R Block Tax Software service offered through CG SUPRT prior to the 20th of January, your files will be held in a pending status. Once efile opens, the system automatically submits the return to the IRS.

This is the same free tax preparation program you may have used in past years. So, if you created an H&R Block account last year, your login credentials for that account will still work and you will be able to access last year's personal tax information.

For technical assistance with the H&R Block Tax Software tool, please call 1-800-HRBLOCK (472-5625).

To learn more about the H&R Block Tax service, please see the FAQs.

If you have questions about this tax service or about your own tax returns, please call 855-CG SUPRT (247-8778) and ask to schedule an appointment with a CG SUPRT tax consultant. Trained tax consultants are available 5 days a week (Monday - Friday) from 9 a.m. to 8 p.m., EST by appointment.

Best practices for filing your taxes

  • Have all of your documents and information ready when preparing your taxes-Social Security number, TIN's, W-2's, 1099 forms, expense documents, bank account information in case of refund, etc.
  • Be sure to disclose all of your income from the year-including wages, investments, etc.
  • Determine the best way to file for yourself-prepare your taxes online, paper file, or take them to a preparer.
  • File early-it's best to do it once you receive all of your documents, reducing the risk of misplacing them, reducing the wait time of receiving a refund, and/or avoiding penalties for late filing.
  • Know the deadline for filing your taxes-it is not always the same date every year. This year it is Wednesday, April 15, 2015.

Eligibility

The following are eligible for the CG SUPRT tax service:
  • All Active-duty and selected reserve members of the U.S. Coast Guard.
  • Spouses and dependent children of the services noted above, and who are authorized in DEERS.
  • All civilian employees (GS) of the U.S. Coast Guard
  • Household members and dependents of U.S. Coast Guard civilian employees.


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Published Date: Wed, 26 Jan 2015 10:30:16 CST

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SPO News Archive 2014

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Last Modified 6/9/2015