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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


Inactive Duty for Training (IDT) Subsistence Allowance

Published Date: Thu, 26 Feb 2015 15:00:01 CST

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 current rates (2015) for Reserve IDT COMRATS are: $2.45 Breakfast; $4.90 lunch; $4.90 dinner. Reserve IDT Subsistence Allowance rates change annually on 1 January.

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.


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).


February End-Month Payroll Processing Complete

Published Date: Wed, 25 Feb 2015 11:30:01 CST

"Payslips" for 27 February 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 February is 27 February. 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.


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.


February Pay in the Event of a Lapse in Appropriations

Published Date: Tue, 24 Feb 2015 13:00:01 CST

With the possibility of a lapse in appropriations at the end of the week, I want to ensure all CG military members, civilian employees, military retirees, and annuitants understand what to expect with their February pay and compensation.

Military, military retirees and annuitants will receive pay and compensation on the normally scheduled February 27th distribution date.

Civilian employees will be paid on March 2nd for work performed during pay period 3 (February 8th - February 21st) and will be paid on March 16th for work performed from February 22nd - February 27th, if the lapse continues.

Further messaging on the potential lapse in appropriations will be released throughout the week.

Please ensure the widest dissemination throughout your commands.

D. R. CALLAHAN
Rear Admiral, USCG
Assistant Commandant for Human Resources


Viewing and Printing Payslips, Orders and Other PDF Output in DA is Working

Published Date: Mon, 23 Feb 2015 15:30:01 CST

Printing and vewing of Payslips, the Member Information Report, Contracts, Orders, DD-214, etc. (All PDF output) is now working.


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

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

New Self-Service User Guides:

Topic Knowledge
Base Entry
Procedure
Guide (PDF)
Video
Tutorial
Self Service - Allotments/Voluntary Deductions 09/26/2014 02/12/2015 10/10/2014
Self Service - Direct Deposit 02/12/2015 02/12/2015 10/21/2014
Self Service - Email Addresses 10/24/2014 01/09/2015  
Self Service - Emergency Contacts 12/04/2014 10/16/2014  
Self Service - Ethnic Groups 12/04/2014 09/04/2014  
Self Service - Federal Tax Elections 12/16/2014 12/12/2014  
Self Service - State Tax Elections 02/242015 02/24/2015  
Self Service - Home and Mailing Address 02/09/2015 02/09/2015 10/08/2014
Self Service - My Assignments Endorsements 12/04/2014 09/04/2014  
Self Service - My eResume Report 12/04/2014 09/04/2014  
Self Service - My Member Info 12/04/2014 09/04/2014  
Self Service - Phone Numbers 10/26/2014 10/16/2014 10/08/2014
Self Service - Thrift Savings Plan 09/26/2014 09/04/2014  
Self Service - View My PaySlip 10/26/2014 12/04/2014  
SelfService - View My Airport Terminal Orders 02/05/201 02/05/2015  

 

New Reserve Specific Self-Service User Guides:

Topic Name Knowledge
Base Entry
Procedure
Guide (PDF)
Video
Tutorial
Self Service - All Duty Report   09/04/1014 12/11/2014
Self Service - Annual Screening Questionnnaire 12/04/2014 09/08/2014  
Self Service - Inactive Duty for Training (IDT)   02/26/2015 12/11/2014
Self Service - Montgomery GI Bill-SR 12/17/2014 09/04/2014 12/11/2014
Self Service - My Reserve Orders Requests   09/04/2014 12/11/2014
Self Service - My Reserve Point Statement   09/04/2014 12/11/2014
Self Service - 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
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
Reserve Orders Command TBD 02/11/2015 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
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)

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 01/13/2014 
Contract Data - Re-Extensions 12/10/2014 01/13/2014  
Begin Extension/Re-Extension Reports 12/10/2014 12/10/2014  
Begin Extension of Enlistment 12/10/2014 12/10/2014  
Begin Re-Extension of Enlistment 12/10/2014 12/10/2014  
Retained Beyond Normal Expiration of Enlistment 12/11/2014 12/10/2014  
Active Duty 6th or 10th Anniversary Query 12/11/2014 12/10/2014  
Cancel Extension/Re-Extension 12/11/2014 12/10/2014  
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 QuestionnaireTBD08/08/2014TBD
MGIB-SR 12/17/201408/08/2014TBD
Reserve Member BalancesTBD08/08/2014TBD
Reserve OrdersTBD 01/07/2015 10/17/2014
Reserve Orders SPO Approval   01/07/2015 10/17/2014
Reserve Status ChangeTBD08/08/2014 TBD
IDT Subsistence Allowance 02/26/2015 02/26/2015  
Schedule Drills* TBD 02/26/2015 10/17/2014
Schedule Multiple Drills* TBD 02/26/2015TBD

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
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 12/12/2014 11/06/2014TBD

 

SPO Global Pay Deductions

TopicKnowledge
Base Entry
Procedure
Guide (PDF)
Video
Tutorial
Allotments/Voluntary Deductions 12/16/2014 02/12/2015  
Discount Meal Rate (DMR) 01/13/2015

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) 12/172014 12/17/2014

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 01/29/2015
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 02/06/2015

 
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 12/19/2014 Enter DMRR 12/11/2014 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 12/22/2014  
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 12/16/2014 12/16/2014

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
Reserve Orders DXR Approval   01/07/2015 10/17/2014

Public Health Service

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

More e-Learning Links

Announcements

Flag Voice 447

February Pay in the Event of a Lapse in Appropriations.

February End-Month Payroll Processing Complete

"Payslips" for 27 February 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 End-Month February pay date is 27 February 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.

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.

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 2/26/2015