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Best Practices Virtual Session - April 13

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

We discussed:

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

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

DA and Reserve Management Virtual Training Session (09 Feb)

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

We discussed:

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

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

PPC Global Pay Virtual Training

We have completed our Global Pay Virtual Training sessions for 2014. Thank you to everyone who attended. If you missed a session or would like to review what you learned click the "Course Materials" tab on the right. We have provided a recording of each session along with the presentation and questions & answers covered each day.

Pay & Personnel News Updates


DA Open and Closed Defects 20 Aprl 2015

Published Date: Mon, 20 Apr 2015 13:00:01 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 (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.


Direct Access Unit Roster

Published Date: Mon, 20 Apr 2015 13:00:01 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 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.


March 19 Training Opportunity: SGLI Program Overview

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

An Overview of the SGLI Program is being offered to all branches of service on Thursday, March 19, 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, March 19, 2015
Time: 2:00 - 3:00 PM Eastern Time
Registration: Email Wendy Eberle (wendy.eberle@prudential.com) by Tuesday March 17.

The training material and dial in information will be provided to all registered participants by March 17.

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


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.


Download PPC Course Materials

PPC P&D Best Practices Session 13 April 2015

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

We discussed:

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

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

Reserve Management Session 09 February 2015

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

We discussed:

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

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

Post Go-Live Question and Answer Sessions

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

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

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

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

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

SPO Technician (Global Pay Virtual Training)

Day 1, Accessions and Contracts

Day 2, Global Pay Earnings & Deductions, General Transactions

Day 3, PCS and Separations

Day 4, Reserve Unique Transactions

Day 5, Global Pay and Reports

 

SPO Auditor (Global Pay Virtual Training)

Day 1, Navigation, Action Requests, & Transaction Approvals

Day 2, Global Pay & Reports

Reserve Member and Command (Global Pay Virtual Training)

November Sessions

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

Day 2 (16 Nov), Global Pay & Reports

December Sessions

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

Day 2 (14 Dec), Global Pay & Reports

 

Self Service Member Global Pay Virtual Training

November Sessions

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

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

December Sessions

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

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

Self Service Command Global Pay Virtual Training

November Sessions

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

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

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

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

December Sessions

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

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

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

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

 

Best Practices, Issues, and Solutions:

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

Addresses

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

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

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

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

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

BAH Transit Rate codes are:

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

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

BAH Dependency Data Form - Delayed Processing

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

Contracts (Enlistment, Reenlistment, Extension, Re extension)

  • Edits while approval is pending: Once you submit a transaction for approval, you must not make changes to that transaction unless you first "withdraw" the approval request, or the auditor has "denied" the request.

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

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

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

PCS

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

Separations

  • Do not put leave to sell in the carry forward block. Direct Access will sell all available leave upon separation processing. There is no "leave to sell" block.
  • Approve separations as soon as complete and not later than two days prior to the SPO Data Entry / Approval cutoff for the pay period of the separation. You can approve separations right up to the SPO Data Entry / Approval cutoff, but two days prior is preferred. Do not approve separations during the "blackout" period between the SPO Data Entry / Approval cutoff and "Payroll finalized Date" unless requested to do so by PPC.

DD-214

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

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

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

Pay

  • Transaction to Start Discount Meal Rate Deduction Being Overlooked

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

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

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

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

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

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

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

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

Reminder - JUMPS is the source of all payments for 2014 and prior. The December 2014 Pay Calendars in 9.1 do not reflect what members received in their December 2014 mid-month and end-month payments.

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

DO NOT DELETE ANY ROWS! DA 9.1 relies heavily on job data rows. MANY transactions create job data rows (advancements, promotions, transfers, pay changes, reserve orders, etc.). A transaction cannot be completed that would create a job data row prior to the most recent job data row in the system. Example - Everyone should have a Pay Rate Change Job Data Row which was created by a BAH transaction dated 1/1/15 (BAH Change: COLA/LPC). If you had someone report in on 12/30/14, it will not process correctly because the system will try to create a job data row prior to the job data row created on 1/1/15 by the BAH transaction. Do not delete the BAH data row dated on 1/1/15. This transaction was entered due to Legislative Pay Changes. If this transaction was deleted, you may have effected that member's BAH for 2015. If you have deleted any rows, submit a trouble ticket.

PDF Output

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

Procedures

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

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

Review the list of DA 9.1 Known Issues before submitting a trouble ticket for a Direct Access/Global Pay problem. Note: CGPortal link. Use this link if you don't have access to the portal. It is similar but not updated as often.

Self Service

Self-Service User Guides:

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

 

New Reserve Specific Self-Service User Guides:

Topic Name Knowledge
Base Entry
Procedure
Guide (PDF)
Video
Tutorial
All Duty Report   09/04/1014 12/11/2014
Annual Screening Questionnnaire 12/04/2014 09/08/2014  
Inactive Duty for Training (IDT)   03/12/2015 12/11/2014
Montgomery GI Bill-SR 12/17/2014 09/04/2014 12/11/2014
My Reserve Orders Requests   09/04/2014 12/11/2014
My Reserve Point Statement   09/04/2014 12/11/2014
Withdraw or Edit IDT Request   09/04/2014  

Self Service Commands

TopicKnowledge
Base Entry
Procedure
Guide (PDF)
Video
Tutorial
ASQ CommandTBD 09/15/2014 12/11/2014
CG Dept Run 03/18/2015    
How to Access a TDY Class "C" School Order 01/16/2015 01/16/2015  
Member All Duty ReportTBD 09/15/2014  
Member Information ReportTBD 09/152014TBD
MGIB-SR Command 12/17/2014 09/15/2014TBD
Positions at a DepartmentTBD 09/15/2014TBD
Reserve Member Balances CommandTBD 09/15/2014 12/11/2014
Self Service for Command - Reserve Active Duty Orders TBD 03/23/2015 TBD
Reserve Member Status Change (View) TBD 11/24/2014 TBD
Schedule Drills Command*TBD 02/26/2015TBD
Schedule Multiple Drills*TBD 02/26/2015 12/11/2014
Self Service for Command - Cancelling IDT Drills   03/03/2015  
Unit Roster 03/18/2015 03/18/2015  
View Member Drills   12/15/2014 12/15/2014

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

Servicing Personnel Office (SPO)

Reports and Queries

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

 

SPO Reenlistments, Extensions, and Accessions

TopicKnowledge
Base Entry
Procedure
Guide (PDF)
Video
Tutorial
Contract Data - Reenlistments 01/12/2015 02/20/2014 
Contract Data - Extensions 12/10/2014 03/18/2015 
Contract Data - Re-Extensions 12/10/2014 03/18/2015  
Begin Extension/Re-Extension Reports 12/10/2014    
Begin Extension of Enlistment 12/10/2014    
Begin Re-Extension of Enlistment 12/10/2014    
Retained Beyond Normal Expiration of Enlistment 12/11/2014    
Active Duty 6th or 10th Anniversary Query 12/11/2014    
HIRE - CADET 12/18/201408/06/2014 
HIRE - MARGRAD 12/18/201408/06/2014 
HIRE - OCS-IRR12/18/201408/06/2014 
HIRE - ROCI12/18/201408/06/2014 
HIRE CM RECRUIT12/18/201408/06/2014 
HIRE SELRES DEPOT12/18/201408/06/2014 
HIRE-REHIRE - DCO12/18/201408/06/2014 
REHIRE - CADET12/18/201408/06/2014 
REHIRE PRIOR SERVICE 01/15/2015 02/20/2015 
REHIRE-RESERVE12/18/2014 02/19/2015 

SPO Permanent Change of Station (PCS)

TopicKnowledge
Base Entry
Procedure
Guide (PDF)
Video
Tutorial
Airport Terminal 10/26/2014 01/26/2015 10/16/2014
PCS Orders 01/06/2015 02/12/2015 10/16/2014
Approving PCS OrdersTBD08/08/201410/16/2014
PCS Entitlements Auto Start-StopTBD 01/20/2015 N/A
PCS Orders-DepartTBD08/08/201410/16/2014
PCS Orders-ReportTBD 01/06/201510/16/2014
PCS Orders with Unplanned TDY
(Procedures are in the PCS reporting guide)
TBD 12/04/2014 10/30/2014

 

SPO Reserve Specific Transactions

TopicKnowledge
Base Entry
Procedure
Guide (PDF)
Video
Tutorial
Annual Screening Questionnaire 08/08/2014 
MGIB-SR 12/17/201408/08/2014 
Reserve Member Balances 08/08/2014 
SPO - Reserve Active Duty Orders Processing   02/27/2015 10/17/2014
Reserve Status Change 08/08/2014  
IDT Subsistence Allowance 02/26/2015 02/26/2015  
Schedule Drills*   02/26/2015 10/17/2014
Schedule Multiple Drills*   02/26/2015 
Viewing IDT Drill Pay Calculations   03/27/2015  
Cancelling IDT Drills   03/03/2015  

SPO - Amend Reserve Active Duty Orders

  02/06/2015  

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

SPO Separations Transactions

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

 

SPO Global Pay Deductions

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

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

Starting DMR 10/29/2014
Federal Tax Withholding 12/18/2014 12/12/2014  
State Tax Withholding 02/24/2015 02/24/2015  
Servicemembers' Group Life Insurance (SGLI)9/25/20149/25/2014 Completing SGLV-8286
SGLI Family9/25/20149/25/2014TBD

 

SPO Global Pay Earnings

TopicKnowledge
Base Entry
Procedure
Guide (PDF)
Video
Tutorial
Advances ( Pay, BAH, or OHA) 04/10/2015 04/10/2015

12/17/2014

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

Basic Allowance for Housing (BAH) Overview
BAH Without Dependents
BAH With Dependents
BAH Member-Married-to-Member
BAH Members in PCS Transit (Updated 01/13/2015)
BAH for Reserve Members (Updated 01/08/2015)
BAH Differential
BAH Partial
BAH Inadequate Quarters Rental Charge
BAH Codes

12/19/2014

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

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

Starting BAH
10/10/2014

 

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

Career Sea Pay (CSP) (Now starts automatically upon PCS reporting. However a manual start guide is provided for retroactive starts).

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

12/20/2014

Stop CSP 11/25/2014

Restarting CSP after TDY 02/06/2015

Manual Start CSP 03/12/2015

 
Career Sea Pay for TDY (from ashore to CSP eligible unit) 12/20/2014 12/20/2014  
Career Sea Pay Premium (CSPP)8/23/2014

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

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

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

Start OUTCONUS
COLA 01/22/2015

Stop OUTCONUS
COLA 11/25/2014

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

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

 
Direct Deposit (Establish or Change) 02/12/2015 02/12/2015  
Discount Meal Rate (DMR) Refund 03/23/2015 Enter DMRR 03/23/2015 12/11/2014
Diving Duty Pay 01/14/2015

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

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

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

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

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

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

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

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

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

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

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

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

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

 
Hostile Fire / Imminent Danger Pay 01/15/2015

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

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

01/15/2015

01/15/2015  
Special Duty Assignment Pay (SDAP) 10/24/2014

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

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

 

Also see:

 

SPO Person Profile

Note: Except for the addition of Member Weigh-In data, the Person Profile is not changing in connection with the Global Payroll implementation.

TopicKnowledge Base EntryProcedure Guide (PDF)
Competencies 12/05/2014 09/19/2013
Awards 12/05/2014 06/09/2011
Education 12/05/2014 09/19/2013
Languages 01/21/2015 09/19/2013
Licenses and Certifications 12/05/2014 09/19/2013
Memberships 12/05/2014 09/19/2013
Test Results12/05/2014 Included in KB Entry
Training12/05/2014 Included in KB Entry
Training Multiple 12/05/2014 Included in KB Entry
Member Weigh-In Data 04/02/2015 04/02/2015

SPO Personal Data and Dependency Data

TopicKnowledge Base EntryProcedure Guide (PDF)
Address (Home, Mailing & Home or Record) 02/19/2015 02/19/2015
Change of Name 01/13/201501/06/2015
Correction of SSN or Date of Birth 01/13/201501/06/2015
Citizenship / Passport Data 01/13/201501/06/2015
Diversity Data 01/13/2015 01/06/2015
E-Mail Address 12/17/2014 01/06/2015
Marital Status 01/13/2015 01/06/2015
Dependent Information 01/21/2015 01/21/2015
Divorce, Annulment or Death of a Dependent
01/21/2015 01/21/2015
Questionable Dependent / PPC Legal Approval 01/21/2015 01/21/2015
BAH/Dependency Data Form Print Procedure* 01/25/2015 01/25/2015
Urinalysis Report 01/15/2015 01/15/2015

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

SPO Enlisted Employee Review (EERS)
Note: EERS procedures are not changing in connection with the Global Payroll implementation.

TopicKnowledge Base EntryProcedure Guide (PDF)
Enlisted Employee Review 12/05/2014Included in KB Entry
Printing the Member Counseling Report 12/05/2014 Included in KB Entry
Changing the Advancement Recommendation 12/05/2014 Included in KB Entry
Employee Review Summary 12/05/2014 Included in KB Entry

SPO Advancements

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

SPO Disciplinary Actions

Note: Legacy Direct Access 8.0 Application. No procedural change for SPOs at this time.

Topic Knowledge Base Entry Procedure Guide (PDF)
Disciplinary Actions 02/10/2015 06/13/2013

SPO Absences

Topic Knowledge Base Entry Procedure Guide (PDF) Video Tutorial
Leave and Other Approved Absences 01/08/2015

Absence Request User Guide

How Correct or Delete Approved Absence Requests

Submitting an Absence Request by Proxy

Approving a Pending Request

Denying a Pending Request

Denying an Approved Request

General Absences

Note: Legacy Direct Access 8.0 Application. No procedural change for SPOs at this time

02/10/2015 General Absences 02/10/2015  

SPO Records Access and Legacy JUMPS Access

 

District Reserve Force Readiness Branch (DXR)

TopicKnowledge
Base Entry
Procedure
Guide (PDF)
Video
Tutorial
DXR - Reserve Orders Authorization   02/27/2015 10/17/2014

Public Health Service

TopicKnowledge
Base Entry
Procedure
Guide (PDF)
Video
Tutorial
Webinar
Recording
TBDTBDTBDTBDTBD

More e-Learning Links

Announcements

April Mid-Month Payroll Processing Complete

"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 Mid-Month April pay date is 15 April 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.

SATO GetThere Maintenance Saturday 25 April

GetThere is performing system maintenance on April 25, 2015, starting at 1900 CDT until April 26, 2015 at 0600 CDT. During this time, users will be unable to book or shop. Users should phone their Travel Management Center (TMC) to book flights, hotel and car reservations during the maintenance outage.

Direct Access Global Payroll Implementation

Newsletters

Procedural Updates

Yeoman Professional Development

Resources

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

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

Enlisted Rating Advancement Training System (ERATS) - YN Rating

YN Rating Force Master Chief on CG Portal

Quarterly YN Force Notes.

YN Rating Knowledge Manager

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

YN Assignment Officers

Communication is extremely important when it comes to your assignment.

YN Study Group on CG Portal

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

What is Professional Development?

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

Source: From Wikipedia, the free encyclopedia - Professional development

Yeoman Mission Statement

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

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

Yeoman Guiding Principles

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

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

Directives, Publications and Guides


PPC Issued:

Commandant Issued:

Other Agencies:

Forms & Worksheets

RSS News Feeds:

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

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

Newsletters

Of Interest to HR & Military Personnel Specialists

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Last Modified 4/14/2015