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E-Mail ALSPO D/12; Direct Access/Image Now Data Center Relocation

Published Date: Thu, 24 May 2012 19:00:16 CDT

E-Mail ALSPO message D/12 announces service interruptions and outages that are anticipated to occur when the contract data center relocates the servers housing the Direct Access I, Direct Access II, Retired Global Pay and Image Now (EIPDR) databases and applications.

The following timeline is provided to assist in planning for this transition:

  • Thursday, 31 May - Direct Access and HR Imaging will be taken offline at 1700 (EST).
  • Monday, 04 June - Direct Access will be available in a reduced capacity (no self-service access). The imaging system will not be available.
  • Friday, 08 June - Direct Access will be taken offline.
  • Friday, 15 June - Direct Access and HR Imaging are both back on line in regular production environments.
  • Wednesday, 19 June - Data entry cutoff for 29 June payday.
  • Thursday, 20 June - June end-month payday compute cycle runs.

Please see E-Mail ALSPO D/12; Direct Access/Image Now Data Center RelocationPDF file for more information.

Direct Access and HR Imaging System Availability

Published Date: Wed, 23 May 2012 14:32:16 CDT

PPC has been advised by Commandant (CG-631), that IBM, the Coast Guard's contract data center for human resource (HR) systems data hosting, is closing the facility where our systems are housed. The systems will be relocated to another location in June 2012.

Direct Access (I & II) and Retired Global pay systems data will be backed up and loaded onto a disaster recovery server prior to the closure of the IBM facility. These applications will not be available from 1600 (CDT) 31 May through 03 June 2012. The disaster recovery server will be accessible for limited use from 04 June through 08 June 2012 and then not available from 08 June until the production servers are relocated to another facility and brought back online on 15 June.

The Image Now/WebNow electronic imaging systems will not be available from 1600 (CDT) 31 May until 15 June 2012.

The following timeline is provided to assist in planning for this transition. Robust efforts are being taken to facilitate a faster return to normal operational capacity.

  • Thursday, 31 May - Direct Access and HR Imaging will be taken off-line at 1600 (CDT). Direct Access will be available (with reduced performance) from 04 June until 08 June. The Imaging system will not be available again until 15 June.
  • Monday, 04 Jun - Direct Access will be available in a reduced capacity for users at SPOs, PPC and PSC. Access to self-service functions will be turned off from 04 to 08 June. The imaging system will not be available until 15 June.
  • Friday, 08 Jun - Direct Access will be taken offline, it will not be available again until 15 June.
  • Friday, 15 Jun - Direct Access and HR Imaging are both back on-line in regular production environments.

During the period from 04 June through 08 June 2012, Coast Guard Direct Access and Retired Global Pay systems will be hosted on a server with significantly less capability than the production servers. Member self-service will not be available during this period. During periods of peak usage (0900 to 1500, central time) users will experience very poor performance, time out errors and unexpected system exits. Data loss will occur when users encounter a time out error or a forced exit prior to saving or committing data changes.

SPOs should attempt to reschedule data entry work to times outside the peak usage period. We recommend SPOs in the Atlantic Area AOR plan on performing data entry during the early morning hours and SPOs in the Pacific Area plan on accessing the system in the late afternoon and early evening hours for the duration of this service interruption. SPO efforts should focus on inputting transactions which will have the greatest impact on members' pay and allowances (statement of intent, separations, accessions, allowances changes, allotment stops, PCS departing and reporting, dependency changes, IDT drill, ADT orders, etc.). Input of other transactions, such as competency updates, awards, training completions, educational accomplishments, leave, and personal data updates, while also very important to the overall accuracy and timeliness of our HR records, may delayed unit the system returns at full capacity on 15 June.

SPO auditors should review the SPO Pending Pay and Separations Transactions Query, and the SPO Pending Statement of Intent (SOI) Transactions Query, to ensure pending transactions are approved prior to the outage beginning on 08 June.

SPOs should also review the unit roster and the Begin Extension of Enlistment/Begin Re-extension of Enlistment Report to identify any personnel whose enlistments are ending in June or need to have begin service under an extension or re-extension transaction submitted during the upcoming system outage.

PPC Begins Processing TSP-Roth Enrollments and Contribution Changes

Published Date: Fri, 11 May 2012 12:00:16 CDT

The implementation of the Roth-TSP and Roth-TSP Catch-up programs originally scheduled to begin on May 6, 2012 has been moved to May 14, 2012. In accordance with this change, the new Roth-TSP plans election participation may begin no earlier than May 14, 2012.

If you want to enroll in the TSP or change all or part of your TSP contributions from the Traditional (Pre-Tax) to the new Roth (After-Tax) program, please complete the new version of the TSP-U-1 Election Form (Rev. 05/2012).

Fax the completed form to PPC (MAS-TSP) at (785) 339-3760 or mail it to:

Commanding Officer (MAS-TSP)
Coast Guard Pay & Personnel Center
444 SE Quincy Street
Topeka, KS 66683-3591

If you want to start or change "Catch-Up" contributions, please complete the new version of Form TSP-U-1-C (Rev. 05/2012). Please note, when completing Section II, Line 7 of the form that 'Pay Period' is the amount to be deducted per month, not per payday. Fax or mail the completed TSP-U-1-C to PPC (MAS-TSP) at the fax number/address listed above.

PPC (MAS-TSP) will process TSP enrollments and contribution changes in accordance with the monthly payroll processing schedule.

Note: See E-Mail ALSPO H/11; 2012 Pay Transaction Cutoff Dates Adobe Acrobat Required for the complete payroll processing schedule.

Foreign Language Proficiency Pay Budget Ceiling

Published Date: Fri, 11 May 2012 09:00:16 CDT

The FLPP program has experienced record growth since the introduction of the new pay rates in October 2011 (see ALCOAST 456/11), resulting in a 40% increase of foreign language speakers receiving FLPP.

Since October 2011, FORCECOM Training Division (FC-Tepd) has identified 80 more language speakers that are available to support Coast Guard's missions. We have achieved our goal of an increased pool of interpreters and linguists and by doing that, we have also reached the limits of our budget. In order to stay within budget, the FLP manager is conducting a review of the current list of allocations. This review will result in a decrease in the number of available allocations Coast Guard wide. Many of these allocations have historically gone unfilled and we need to create a process by which we can actively manage new allocations requests.

At this time, no members currently receiving FLPP will lose their incentive pay.

New guidance will be published within the next few weeks. Until the new allocations are published, no new FLPP entitlements for active duty personnel or Reservists on active duty or active duty for training will be authorized. Payment of FLPP to Reservists on Inactive Duty Training (IDT) remains authorized when appropriate.

See E-Mail ALSPO message C/12 PDF Warning for more information.

E-Mail ALSPO Message B/12; Direct Access Technology Refresh - Person Profile

Published Date: Fri, 27 Apr 2012 13:00:16 CDT

E-Mail ALSPO Message B/12 transmits procedures for the maintenance of member competency data using the "Person Profile" in Direct Access II.

Direct Access Maintenance

Published Date: Wed, 25 Apr 2012 11:00:16 CDT

On Friday, April 27th, 2012 from 17:00 to Monday, April 30th, 2012, 05:00 CDT, Direct Access will be unavailable due to the scheduled implementation of the Person Profile.

JUMPS Inquiry Maintenance

Published Date: Wed, 25 Apr 2012 11:00:16 CDT

On Saturday, April 28th, 2012 from 06:00 to 20:00 CDT, the PPC IBM (TOPTS) will be unavailable due to scheduled maintenance.

April LESs and Retirement Point Statements are Online

Published Date: Tue, 24 Apr 2012 15:00:16 CDT

Resynchronization from JUMPS to MyPortalDirect (DA) for the April, 2012 production cycle is complete. Leave and Earnings Statements for April can be accessed using DA self-service View Paycheck or by SPOs. LES comments/remarks for the current and previous 13 months are accessible online.

The official pay date for end-month April 2012 is 01 May 2012.

Absence Request Change to Content of E-Mail Notifications

Published Date: Tue, 17 Apr 2012 15:00:16 CDT

Due to security issues, the content of the email notifications for the Absence Requests need to be changed. The following types of notifications will be changed:

  • Absence Request - Submission (to approver)
  • Absence Request - Approved (to requester)
  • Absence Request - Denied (to requester)
  • Absence Request - Withdrawn (to approver)
  • Absence Request - Change to Approved Request (to requester)
  • Absence Request - Approved Request changed to Denied (to requester)

New Email Notification: Also, a new email notification has been created for the requester. Examples of the email notifications can be found in this change notice PDF Warning.

Leave Requests for PHS Officers Detailed to the Coast Guard

Published Date: Tue, 17 Apr 2012 12:00:16 CDT

Do not use the Direct Access Absence Request to submit leave transactions for PHS Officers.

PHS uses an automated system called Commissioned Officer Leave Tracking System (COLTS). Leave maintenance clerks (LMC) need to become registered users of COLTS by completing the User Registration Form and faxing it to the PHS Liaison, Commandant (CG-1122).

More information can be found in COMDTINST 1000.11(series), Administration of Public Health Service (PHS) Officers Detailed to the Coast Guard.

New Mileage Rates for TDY Effective 17 Apr 2012

Published Date: Tue, 17 Apr 2012 11:00:16 CDT

Approving Officials,

MAP 60-12(I)/CAP 56-12(I) -- Adjust Mileage Rates for TDY and Local Travel

SYNOPSIS: Updates to the mileage rates for TDY and Local travel are effective 17 April 2012 for travel performed on or after the effective mileage rate change date. Change is based on statute in Title 5 USC 5707(b)(1)(A) indicating that the General Services Administration, in consultation with the Secretary of Transportation, the Secretary of Defense, and representatives of organizations of employees of the Government, shall conduct periodic investigations of the cost of travel and the operation of privately owned vehicles (POV) to employees while engaged on official business. After conducting a recent independent investigation, taking into account all variables which comprise all POV rates, the primary one being the cost of fuel, mileage rates were adjusted based on investigation results.

These changes are scheduled to appear in JFTR change 306, dated 1 June 2012. These rates have been loaded into TPAX for both military and civilian travelers.

GSA POV Mileage Reimbursement Rates: http://www.gsa.gov/mileage

POC:
$0.555 - 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.
$0.525 - Motorcycle
$1.31 - Airplane

CWO3 JAY BENBOW
TRAVEL BRANCH CHIEF
COAST GUARD PAY & PERSONNEL CENTER

CG Weight and Body Fat Standards - Website

Published Date: Fri, 13 Apr 2012 13:00:16 CDT

A Frequently Asked Questions page has been added to the CG-1221 Weight and Body Fat Standards website:

http://www.uscg.mil/hq/cg1/cg122/PolicyStandards/Weight/

Over the next several weeks Commandant (CG-1221) visit our web site will be adding more questions along with activating the photo and video "how-to" web pages.

LT James Couch contact us by email
Commandant (CG-1221) visit our web site

Direct Access Technology Refresh - Person Profile

Published Date: Thu, 12 Apr 2012 19:00:16 CDT

Person profiles describe a person's skills, competencies, accomplishments and performance.

The Person Profile functionality is part of a series of technology refresh projects designed to facilitate the transition to the newer version of PeopleSoft software (Migrating from version 8.0-"Direct Access I" to version 9.1- "Direct Access II"). On 30 April 2012, we will begin using the Direct Access II Person Profile to record Competencies, Languages (including Foreign Language Test Results), Professional Memberships, Education Accomplishments, Licenses and Certifications. The Person Profile has been used to record Honors and Awards since June 2011. More information and links to procedural guides are available on our Person Profile launch page.

Travel Approving Official (AO) e-Newsletters

Published Date: Thu, 12 Apr 2012 16:00:16 CDT

The April 2012 Travel AO Newsletter is online.

Special Request/Authorization (NAVPERS 1336/6) Form (Leave Chit)

Published Date: Tue, 10 Apr 2012 12:00:16 CDT

We've added the Special Request/Authorization form to the PPC's Forms Library - http://www.uscg.mil/ppc/forms/specialrequestchit.pdf. The SSN field has been changed to Employee ID. The PDF version has all digital signatures so it can be routed by email and attached to Leave Requests in Direct Access. Our thanks to YNC Keener at AIRSTA Detroit for providing the Word format form.

Yeoman Business Administration and Management (YNBA) Advanced Education Program

Published Date: Thu, 05 Apr 2012 12:00:16 CDT

In ALCOAST 156/12, RADM R. T. Hewitt, Assistant Commandant for Human Resources, and RADM Ronald Rabago, Assistant Commandant For Engineering and Logistics, announced new advanced education programs for Yeoman and Storekeepers.

The Yeoman Business Administration and Management (YNBA) program will provide YNs with the knowledge necessary to respond to the increasing complexity of our accounting and human resources management requirements. The program provides up to 24 months for members to earn an associates or bachelors degree in business administration and management.

Active duty YNs interested in taking advantage of this opportunity, should read ALCOAST 156/12 carefully to ensure their applications are completed properly and submitted by the 04 July 2012 deadline.

Additional information regarding the Coast Guard's Advanced Education programs can be found in Chapter 10 of the Performance, Training and Education Manual, COMDTINST M1500.10(series). Basically, successful candidates are transferred PCS, in a Duty Under Instruction Status (DUINS) status, to a school approved by the Advanced Education Program Manager (AEPM). This is not a temporary separation program, the student remains on active duty with all pay and allowances. Tuition and some associated costs are funded by the Coast Guard. A cost-share occurs when a student attends a more expensive program that exceeds the Program's budgetary cap for the fiscal year. All students are expected to attend a college or university full time and must complete the program and degree requirements in the allotted time.

The Coast Guard Personnel Service Center's Advanced Education & Training (AET) Programs web page provides additional information for completing AET Program applications. The page will be updated soon to include sample application package templates for the YNBA and SKFA AET Programs. Take a look at the templates for some of the other AET Programs to get an idea of the format for the application.

Absence Request Training

Published Date: Wed, 04 Apr 2012 17:00:16 CDT

Do not use the production system to conduct training or practice entering absence requests. There have been instances where personnel are using the production system to conduct training. They are actually submitting Absence Requests and withdrawing/approving/denying them, knowing that the leave was never actually taken. The production system is not a training tool for submitting/withdrawing/approving/denying absence requests. Please use the guides and tutorials (linked below, by user role) to conduct training on the Absence Request.

eLeave -- Absence Request Directives

ALCOAST 135/12; Direct Access (DA) Self Service - Absence Request

E-Mail ALSPO A/12; SPO Procedures for Leave Transactions (Absence Requests)

eLeave -- Absence Request Guidance

Absence Request Procedural Guide PDF (Print version of the topics listed below)

Self Service Procedures Self Service Video Tutorials
  1. How to Submit an Absence Request
  2. How to Access a Submitted Absence Request
  3. How to Change a Pending or Denied Absence Request
  4. How to Withdraw a Pending Absence Request
  5. What to do if Absence Request is Submitted to Wrong Approving Official
  1. Submitting an Absence Request
  2. Viewing a Submitted Absence Request
  3. Change a Pending request
  4. Withdraw Pending Request
Approving Official Procedures Approving Official Video Tutorials
  1. How to Approve or Deny a Pending Absence Request
  2. How to Change/Deny an Approved Absence Request
  3. How to Delegate Approval Authority to Another Approver (PDF User Guide)

Report Procedure

A listing of absence requests/report will be available so commands can ensure only those personnel they authorize are approving leave transactions.

  1. How to Create the Monitor Absence Request Report (Commands/SPOs/FieldAdmins)
  1. Approving a Pending Request
  2. Denying a Pending Request
  3. Denying an Approved Request
  4. Submit a Delegation Request
  5. Approving a Delegation Request
SPO/FIELDADMIN Procedures SPO/FIELDADMIN Video Tutorials
  1. Proxy - Absence Requests Submitted/Approved by SPO/Admin
  2. Proxy - View/Change Pending Absence Request
  3. Approving a Pending Absence Request Submitted by the Proxy (Same procedure as used for leave Approving Officials), see:
    1. How to Approve or Deny a Pending Absence Request
    2. How to Change/Deny an Approved Absence Request
  1. Submitting an Absence Request by Proxy
  2. Approving a Pending Request
  3. Denying a Pending Request
  4. Denying an Approved Request

PPC Welcomes New Ombudsman

Published Date: Mon, 02 Apr 2012 17:00:16 CDT

Capt Phillips, CO PPC, (right) introductes Nicole at a recent PPC event.
Capt Phillips, CO PPC, (right) thanks Nicole on behalf of the crew.
I am pleased to announce that we have selected and designated a new PPC Ombudsman - Ms. Nicole Finley, spouse of our own Trent Finley in Customer Service Division. Nicole is also a member of our PPC reserve unit, so she has a particularly good understanding of things that spouses and family members experience as part of Coast Guard service. An ombudsman acts as an additional resource to talk to PPC members' spouses and family, and perhaps provide some advice on issues or some info on the local area.

Nicole can be contacted by e-mail at her address nicolem.finley(at)Yahoo.com.

I want to thank all of the spouses that showed interest in this position and also thank and recognize our outgoing ombudsman, Ms. Heather Stewart, who has done a wonderful job for us, helping many of our PPC families acclimate to the area and enjoy their PPC tours even more. We wish Heather, Chris and their family all the best as they transfer this summer.

Welcome aboard Nicole as PPC ombudsman! We look forward to introducing you in person at an upcoming All Hands meeting, and appreciate your willingness to help out PPC family members. Thank you.

J. D. Phillips, Capt, USCG
CO PPC Topeka

SPO Newsletter Issue 01/2012

Published Date: Fri, 30 Mar 2012 13:00:16 CDT

The January - March issue of the SPO Newsletter is now available. This issued includes articles on:

  • SPO Alignment
  • SOI Transaction Tips
  • New Submission Procedure for Class 'A' School Requests
  • PDR Source Document Final Push
  • New Reserve Medical Guide Available
  • Alternate SSN Verification Method
  • PPC (ADV) Newsletter
  • Imminent danger - Hostile Fire Pay Update
  • GTCC Program Polices and Procedures
  • TRICARE Dental Contract Change
  • Correction to Employer ID on W-2's for Utah Residents
  • Direct Disposition of Remains Designations
  • Update to OCONUS PCS Entry Approval Points
  • Importance of Timely and Accurately Processing of Disciplinary Transactions
  • BAH for E-3 and Below Assigned to CSP Eligible Vessels
  • 2012 Household Shipping Guide
  • Travel AO News
  • Reduced Per Diem Rates
  • 2012 YN Symposium
  • Do Not Duplicate Leave Entries

Issue 01/12PDF FORMAT, January - March

Do Not Duplicate Leave Entries!

Published Date: Fri, 30 Mar 2012 13:00:16 CDT

During our first week of the new leave reporting procedures that began on 26 March, PPC has detected users submitting overlapping or duplicating leave dates via in DA II (Absence Request) that have already been reported and processed in DA I (Vacation Request).

All users are reminded to not submit leave in DA II (Absence Request) that has already been submitted and processed via DA I (Vacation Request). A thorough review and audit of a member's leave in DA I (Vacation Request) is required, prior to any by Proxy leave submissions by users in DA II (Absence Request).

Please Refer to E-Mail ALSPO A/12; SPO Procedures for Leave Transactions (Absence Requests) for guidance on the proper procedure on how to correct or delete leave that was originally submitted via DA I (Vacation Request).

SPOs do not need to delete transactions they've already entered in the DA Vacation Request, even if they are dated after 26 March 2012. These transactions will process through JUMPS. However, leave transactions entered in the DA Vacation Request will not appear in the new Absence Request. Members may have an expectation that future-dated leave requests they have submitted will appear in the new Self Service Absence Request and they may attempt to reenter them if they are not present. Duplicate entries will require manual intervention by PPC and the SPO. Therefore, SPOs should acknowledge receipt of any recent leave requests they've already processed through the Vacation Request or the Absence Request.

YNC William Dodd
Chief, Exception Review Team
PPC Topeka, KS

Servicing Personnel Office (SPO) Alignment (Flag Voice 347)

Published Date: Wed, 28 Mar 2012 13:00:16 CDT

As the technical authority for the support of the Coast Guard's most important asset, its people, I would like to inform you of some changes that will be deployed over the next few years to provide you better support and at the same time enable us to correct deficiencies with Chief Financial Officer (CFO) Audit.

Historically, the Servicing Personnel Officer (SPO) provided a wide range of services - from acting as financial managers for over $3B in payroll disbursements along with other personnel management functions to unit administration activities. Currently there are 106 SPOs throughout the Coast Guard, including several locations where multiple SPOs are located on the same property. Inconsistencies in business processes and blurred roles and responsibilities have resulted in errors, jeopardizing audit compliance, while creating frustration because of non-standardized support between units. To correct these problems, the latest CFO Audit called for tighter controls of pay transactions, with fewer touch points in an attempt to mitigate errors.

We are developing clearer roles and responsibilities for our pay and personnel processes to provide stronger internal controls/audit functionality at the Base level for military pay. Yeoman at the unit level will continue to serve at the unit in a front line, customer service role handling the myriad of non-pay related personnel and unit administrative requirements at that unit. This separation allows the Bases to focus on the critical roles of supporting our Yeoman in the field as well as auditing and approving pay documents in a manner that will support an unqualified audit opinion in the future.

This reallocating of duties requires a realignment of the YN workforce. The immediate changes will occur at the 13 Bases and Base Detachment St Louis where there are currently multiple co-located SPOs. We are developing Billet maps and these will be ready for review and comment from the impacted units within the next two months. The initial realignment will be implemented over the next year; however, further consolidation is limited at this time taking into account organizational change, the austere budget climate, transfer season, and the complete EI-PDR implementation.

I appreciate your patience as we move to a streamlined, standardized military human resources environment. These changes are essential to CFO Audit Compliance and once deployed we will improve our support to the Coast Guard's most important resource, YOU!

As information on this initiative is finalized, additional details will be posted on CGPortal. My point of contact for questions is YNCM Emily Jennings.

Rear Admiral Ronald T. Hewitt

RONALD T. HEWITT
Rear Admiral, U. S. Coast Guard
Assistant Commandant for Human Resources

Issue date: 3/28/12

March LESs and Retirement Point Statements are Online

Published Date: Mon, 26 Mar 2012 12:00:16 CDT

Resynchronization from JUMPS to MyPortalDirect (DA) for the March, 2012 production cycle is complete. Leave and Earnings Statements for March can be accessed using DA self-service View Paycheck or by SPOs. LES comments/remarks for the current and previous 13 months are accessible online.

The official pay date for end-month March 2012 is 30 March 2012.

E-Mail ALSPO A/12; SPO Procedures for Leave Transactions (Absence Requests)

Published Date: Tue, 20 Mar 2012 17:00:16 CDT

E-Mail ALSPO A/12PDF message provides SPOs with information and links to procedures for leave and other approved absences using Direct Access (DA) II/PeopleSoft 9.1 Absence Request functionality.

Per ALCOAST 135/12, the DA Absence Request will be available for Coast Guard-wide use beginning 26 March 2012.

MyPortalDirect, Direct-Access and Retired Global Pay, will not be available from 1900 (CDT) Friday, March 23 to 0700 (CDT) Saturday, March 24 (240000Z MAR 12 to 241200Z MAR 12). The contract data center will migrating files for the implementation of the new Self Service Absence Request.

New Submission Procedure for Class "A"-School Applications (Video)

Published Date: Fri, 16 Mar 2012 16:00:16 CDT

PSC (epm-2) has established a standardized form, which is now available in Microsoft Outlook. The from allows members and commands to auto fill required information. All commands are requested to utilize this form when submitting "A"-School applications to PSC (epm-2).

PPC (p&d) has developed a video tutorial that shows how to access and complete the form.

screen shot of a-school app

ImageNow/WebNow Upgrade Friday (March 16)

Published Date: Tue, 13 Mar 2012 11:00:16 CDT

CG-631 will install a patch upgrade to the ImageNow/WebNow server starting Friday afternoon (12PM EST), March 16 to Sunday, March 18. During this time both ImageNow and WebNow will be unavailable for access. The system will be available for use again on Monday.

Ken Lehtinen
Coast Guard Personnel Service Center
Business Operations Staff, Capability Branch

PDR Source Document Final Push

Published Date: Mon, 12 Mar 2012 15:00:16 CDT

SPO YNs,

Thanks to your efforts, the collection of our member source documents is over 90% complete CG-wide. Some of you are at or near 100% compliance now, while others unfortunately are still in the 70 percent range. I know this has been a significant additional workload for you and has been largely thankless work. Your continued efforts are needed to help us achieve a clean financial audit this year.

To help in this effort, PSC has begun validating member Social Security numbers through an alternate method [See http://www.uscg.mil/ppc/pdrreview.asp#ssnvs or http://www.uscg.mil/announcements/alcgpsc/022-12_alcgpsc.txt]. To date, approximately 75% of the remaining members needing to submit their SSN cards have received their SSN validation CG-3307 via email. Members have been directed to sign the Page 7s and forward to you for filing. We expect to have the remaining member SSN validations completed OOA March 16th.

In addition to this e-mail sent to you, PSC has engaged with LANT, PAC, DCO, and DCMS leadership separately to push the message down to their Districts, Directorate and commands with individual names that remain to comply which should help in your efforts. If you are receiving resistance from particular members please report it to your leadership so that they can engage the member's command.

For members missing Birth or Marriage Certificates, replacement documents must be obtained from the state in which they were issued. Each state website has information on how to accomplish this task. Most states perform this service remotely for a nominal fee and can be done fully online or by mailing a notarized documents obtained online to the state. This task typically does not require the knowledge or cooperation of the member's spouse or other parent which is often used as an excuse as to why they can't comply. Here are a couple of websites that may help your members to obtain copies of their vital documents. http://www.cdc.gov/nchs/w2w.htm (provides info on how to get vital records from states, territories and foreign resources) http://www.vitalchek.com (provides vital records services)

Again thanks for your efforts to date. I appreciate your assistance to get this final push done to obtain 100% compliance Coast Guard wide.

R/
CAPT Robert K. Thompson
Division Chief
PSC-Business Operations Division
Arlington, VA

SPO Preparation for Implementation of Direct Access eLeave - Absence Request

Published Date: Tue, 06 Mar 2012 11:00:16 CST

The DA Self Service Absence Request is scheduled for implementation on 26 March 2012. In preparation for the implementation, SPOs should not enter leave transactions in the DA Vacation Request if the leave begin date is after 26 March 2012. Hold the transactions and enter them using the new Absence Request functionality.

SPOs do not need to delete transactions they've already entered in the DA Vacation Request, even if they are dated after 26 March 2012. These transactions will process through JUMPS. However, leave transactions entered in the DA Vacation Request will not appear in the new Absence Request. Members may have an expectation that future-dated leave requests they have submitted will appear in the new Self Service Absence Request and they may attempt to reenter them if they are not present. Duplicate entries will require manual intervention by PPC and the SPO.

SPOs will have the ability to enter and approve leave transactions in the new Absence Request on the behalf of members and commands by "Proxy". SPO procedures have been added to the DA Online help (http://www.uscg.mil/ppc/ps) and the eLeave - Absence Request launch web page (http://www.uscg.mil/ppc/eleave). Direct links to the SPO procedures are also provided below. An ALCOAST and E-Mail ALSPO will be released soon with additional information for members, commands and SPOs.

SPO/FIELDADMIN Procedures

  1. Proxy - Absence Requests Submitted/Approved by SPO/Admin
  2. Proxy - View/Change Pending Absence Request
  3. Approving a Pending Absence Request Submitted by the Proxy (Same procedure as used for leave Approving Officials), see:
    1. How to Approve or Deny a Pending Absence Request
    2. How to Change/Deny an Approved Absence Request

Imminent Danger -- Hostile Fire Pay Procedural Update

Published Date: Mon, 05 Mar 2012 11:00:16 CST

Per ALCOAST 098/12, effective 1 January 2012 Imminent Danger - Hostile Fire Pay changed from a monthly entitlement to a prorated day-for-day entitlement. Members who performed qualifying service in designated areas prior to this change are entitled to the full monthly amount, $225, for service during any part of a month (i.e. 1 day in a designated area = $225). Members who perform qualifying service for less than a full month, on after 1 January 2012, will receive a daily prorated amount (i.e. 1 day in a designated area = $7.50).

Extensive system changes are necessary to fully implement the new Imminent Danger/Hostile Fire Pay entitlement policy in JUMPS. The following procedure will be used to help minimize overpayments while reprogramming effort is underway:

The Employee Entitlements component in Direct Access has been changed to allow for the entry of actual start and stop dates on Imminent Danger/Hostile Fire Pay transactions. Previously, the system would set the start date to the first of the month and the stop date to the last day of the month.
Correct usage of start and stop dates for 2011 and 2012 transactions

The Imminent Danger -- Hostile Fire Pay - This Month Only Earnings Type Code cannot be selected if the start date is 1 January 2012 or later.

Until it is reprogrammed, JUMPS will continue to process Imminent Danger/Hostile Fire Pay transactions as monthly entitlements. PPC (mas) will query JUMPS following each update cycle to identify new Imminent Danger/Hostile Fire Pay starts or stops (dated on or after 01 Jan 2012) and, using the actual start/stop dates entered by the SPO on the transaction in DA, submit transactions to debit and balance the member's account. The member's LES will reflect the full monthly Imminent Danger/Hostile Fire Pay entitlement and the offsetting debits. For example, the LES for a member who served 10 days in a designated area in January 2012 will show an entitlement in the amount of $225 Imminent Danger/Hostile Fire Pay and a deduction in the amount of $150 for Imminent Danger/Hostile Fire Pay.

Revised DA procedures for Imminent Danger/Hostile Fire Pay transactions are available in the Coast Guard Servicing Personnel Office (SPO) Manual, PPCINST M5231.3, see Part II, Pay Entitlements, Chapter 11, Special and Incentive Pays, Section L, Imminent Danger - Hostile Fire Pay.

TRICARE Dental Program Contract Awarded

Published Date: Tue, 28 Feb 2012 12:00:16 CST

TRICARE Management Activity is awarding the TRICARE Dental Program (TDP) T-3 contract to Metropolitan Life Insurance Company, Inc. The contract provides for worldwide, comprehensive dental care coverage to enrollees including family members of Uniformed Service active duty personnel and to members of the Selected Reserve and Individual Ready Reserve and their eligible family members. Approximately 1.9 million beneficiaries are currently enrolled in the premium-based TDP worldwide.

Dental care under the new contract begins May 1, 2012, following a 12-month transition period.

How Will the New TRICARE DENTAL PROGRAM Contract Affect Me?

The TRICARE Management Activity (TMA) procurement team has selected Metropolitan Life Insurance Company of Bridgewater, New Jersey, for the TRICARE Dental Program (TDP) contract. A 12-month transition will lead up to the start of dental care delivery worldwide, currently scheduled for May 1, 2012.

Q. How does this news directly affect me?

A: In partnership with the contractor, the TMA dental team will develop a comprehensive transition plan. Our top priority is to ensure a smooth and effective transition on behalf of the 1.9 million enrollees in the TRICARE Dental Program.

Q: Will there be premium and benefit changes?

A:The new contract features new benefits and enhancements including:

  • An increase in the annual maximum from $1,200 to $1,300
  • An increase in the lifetime orthodontic maximum from $1,500 to $1,750
  • Coverage of posterior resin (white) fillings
  • Additional $1,200 maximum per year for services related to accidents/injuries
  • No cost shares for some periodontal services for diabetics
  • Coverage of an additional cleaning for women during pregnancy
  • First-year premiums at or below current rates

Q: Who do I call with benefit questions now?

A:During the 12-month transition enrollees can access customer service at the same toll-free phone numbers they have been using. That contact information can be found at http://www.tricare.mil/contactus. Well before May. 1, 2012, enrollees will receive a welcome packet and new enrollment cards.

Q.Why did you change contractors?

A: TMA actively engages the Services in developing requirements for competitively procured contracts to ensure the highest quality dental health care plan for our beneficiaries. TMA followed the procedures established by the Federal Acquisition Regulation (FAR) for competitive negotiated acquisitions. The process fosters an impartial and comprehensive evaluation of competitive proposals, leading to a selection which represents the best value to the Government.

Q: Will I have to change doctors?

A: Metropolitan Life has a robust network of dentists. Many providers will accept the new contractor, but in some cases you may have to change dentists if you want to receive the benefits of seeing a network dentist. Enrollees may seek care from any dentist; however out-of-pocket costs can be higher when care is delivered by a non-network dentist.

Q: Where do I send my claims?

A: Claims will continue to be processed as they are now. Any change in the claims processing address will not happen until transition occurs May 1, 2012.

Q: What if I live overseas?

A: The TDP offers worldwide coverage and beneficiaries living in overseas locations will benefit from all the new enhancements. There is no dental network in overseas locations, but there will continue to be a list of participating host nation providers.

Q: Does this affect pharmacy or health care benefits?

A: Those benefits are managed under separate contracts and are not affected by the TDP contract.

Q: Where can I get more information about the new contract?

A: Additional information on the new contract is available at www.tricare.mil/TDPcontract. Benefit updates are available at www.tricare.mil or by e-mail alerts. Sign up at www.tricare.mil/subscriptions.

February LESs and Retirement Point Statements are Online

Published Date: Thu, 24 Feb 2012 13:00:16 CST

Resynchronization from JUMPS to Direct Access (DA) for the February, 2012 production cycle is complete. Leave and Earnings Statements for February can be accessed using DA self-service View Paycheck or by SPOs using the Enterprise Menu, Compensate Employees, View.

Reserve Retirement Point Statements can also be accessed via self-service. Log in to MyPortalDirect and select the View Reserve Points link under the View column in the Employee box on the home page. If the link is not present, click the More link at the end of the list and select the View Reserve Points link.

The official pay date for end-month February 2012 is 01 March 2012.

LES comments/remarks for the current and previous 13 months are accessible online. LES data older than 13 months is purged from DA every month. However LESs for the previous 5 years are available in JUMPS and can be viewed or printed by your SPO.

BAH for Personnel in Paygrades E-3 and Below Assigned to Career Sea Pay Eligible Vessels

Published Date: Wed, 22 Feb 2012 11:00:16 CST

By CWO Daniel Shearin, Commandant (CG-1222) - Military Compensation Division

There have been an increasing number of waiver and remission cases involving erroneous BAH payments to members stationed aboard a cutter. Below are some errors that are being made by Servicing Personnel Offices (SPO):

  1. An E-3 or below reports to a cutter, is divorced, is paying child support, and does not have actual physical custody of his/her child(ren). The SPO erroneously authorizes BAH w/dep based upon the payment of child support. The correct entitlement would be BAH DIFF. If the member's ex-spouse is on active duty, has custody of the child(ren), and is either in receipt of BAH-with dependents or assigned to adequate government family quarters, only BAH-PARTIAL is authorized, not BAH-DIFF or BAH-with. Same goes for situation where ex-spouse has custody of child(ren), is re-married to an active duty member that is in receipt of BAH-with dependents or assigned to adequate family quarters - BAH-PARTIAL only.

  2. A married E-3or below reports to a cutter and his/her spouse is an active duty member (any Uniformed Service) that is stationed ashore. The member-married-to-member (M-2-M) couple does not have children or dependent adult parents. The SPO erroneously authorizes BAH without/dep for the member assigned afloat. The correct entitlement would be BAH PARTIAL. In the foregoing case, the BAH entitlement outcome would be the same if the afloat non-rated member acquired shore-based active duty spouse after reporting to cutter.

  3. An E-3 or below reports to a cutter, is married to an active duty member, and they have children. The spouse is stationed ashore and has the children listed under him/her as dependents. The SPO erroneously authorizes BAH w/dep or BAH without/dep. The correct entitlement would be BAH PARTIAL. In the foregoing case, it would be more advantageous for the cutter-based spouse to claim the children as dependents and the shore-based spouse to be the without-dependent member for BAH purposes. M-2-M couples can make this election any time, but the election cannot be retroactive. M-2-M couples cannot each claim different children in the same household so that both become eligible for BAH-with dependents (in almost all such cases, one member receives BAH-with dependents, the other BAH-w/out dependents).

  4. A single E-4 or above is stationed onboard a cutter and in receipt of BAH w/out dependents to pay for his/her commercial quarters ashore. The member is awarded NJP and is reduced in grade to E-3 or below. The SPO erroneously takes no action on the BAH entitlement. The correct action would be to change the BAH w/out entitlement to BAH PARTIAL (or BAH-DIFF if the member is paying child support as described in 1. above), effective the date of reduction in rank. In these cases, the unit must order the member into either shipboard quarters, UPH, or UPLH and fund storage of HHGs in NTS at the unit's expense.

  5. A single E-4 reports aboard a cutter and is paying child support. At his previous shore unit the member received BAH with dependents based on paying child support. The BAH/Housing Worksheet (CG-2025A) the member submits indicates paying for private sector quarters, but the current housing address the member places on the CG-2025A is not in the vicinity of the cutter's home port. The address is actually near their previous duty station. The SPO starts BAH with dependents based on the payment of child support but the member actually resides in his shipboard quarters when not required by overnight duty or underway. The member's BAH authorization will be the BAH Differential (BAH DIFF) amount for their pay grade because the member is considered assigned to government (shipboard) quarters.

I recommend all SPO and unit YNs read sections 3.E.4.b.(1 thru 4), 3.G.1.d.(4), 3.G.1.e, and 3-G-1.a of the Coast Guard Pay Manual, COMDTINST M7220.29B. To avoid an erroneous BAH payment, if there is ever a doubt about a BAH entitlement please contact CG-1222, Mr. Pete Bekken or CWO Daniel Shearin, for a BAH entitlement determination.

Importance of Timely and Accurately Processing of Disciplinary Transactions

Published Date: Thu, 16 Feb 2012 16:00:16 CST

Recently, we have came across a couple of large overpayments that involved the untimely submission of disciplinary actions. It is important to remember that leave accrual ceases while a member is in confinement or HADA status. Also, if a member is sentenced to confinement for more than 6 months, or sentenced to a punitive discharge along with confinement of any duration, the member is subject to automatic forfeiture of pay and allowances. It is extremely important that disciplinary and confinement transactions are entered in a timely and accurate manner. This will help ensure that members' accounts are adjusted correctly and avoid large overpayments on behalf of the government.

In one case, as a result of a Special Courts-Martial, the member was reduced to pay grade E-1 and confinement. Although a disciplinary transaction was completed IAW Part III Chap 5 of the SPO Procedures Manual, no confinement transaction was input per Part III Chap 6. The member was confined for a period of 61 days and due to the confinement not being recorded, the member's EOE was not properly adjusted. Also, the member continued to receive full pay and allowances and accrued leave while confined. The disciplinary transaction was corrected, after PPC notified the SPO, which created a debt of over $14,396.90 for previously paid pay and allowances and excess leave that the member never earned.

In another case, as a result of a General Courts-Martial, the member was sentenced to a fine and dismissal. The SPO contacted PPC 2 months after the General Courts-Martial to inquire why the member was still receiving pay and allowances even though the member was in HADA status. After reviewing the member's record, it was found that PPC was never notified of the member going into HADA status and therefore the transaction was not completed. PPC also found that the disciplinary transaction had not yet been entered by the SPO. Because of the untimely submission, the member received two months pay & allowances that was not earned creating $18,549.60 debt to the government.

In both instances debts to the government were established that could and should have been avoided with a little more diligence and attention to detail. The Coast Guard is also required to report these types of overpayments to DHS as high dollar overpayments. These reports are published on the web for the public as part of "Executive Order 13520: Reducing Improper Payments and Eliminating Waste in Federal Programs" to eliminate payment error and waste in federal programs and increase the transparency and public scrutiny of significant improper payments.

Fortunately for the Coast Guard, these types of disciplinary issues are few. When you do have these situations come up, contact PPC immediately for assistance if you are unsure of what actions you should take.

CWO2 Horace R. Byrd
USCG Pay & Personnel Center
Chief, Separations, Entitlements and Debts & Service Validation Branch (SES)

New Reserve Medical Guide Available

Published Date: Thu, 16 Feb 2012 11:00:16 CST

The Reserve Medical GuidePDF File is the result of a collaborative effort between PSC-rpm, CG-131 and CG-11 to provide a "one-stop shopping" resource for reserve medical and incapacitation issues. The guide brings together the most important and most frequently encountered reserve medical and incapacitation issues into one place, and contains references for obtaining further guidance on each topic.

The guide is designed for use by reserve members, their commands, Reserve Forces Readiness System (RFRS) staff, SPOs, and medical personnel.

The Reserve Medical GuidePDF File is available for download at the PSC-rpm web site at www.uscg.mil/rpm/rpm3/medical.

Aternate SSN Verification Method

Published Date: Tue, 07 Feb 2012 13:00:16 CST

ALCGPSC 022/12 announced the Social Security Administration's Social Security Number Verification Service (SSNVS) as an approved alternative method to verify member social security numbers.

PSC-BOPS-C will use the data that you already submitted or will submit for the SPO-PDR Review data call due to DCMS-81 by COB 07FEB12. There is no need to send an additional request to BOPS to initiate SSN verifications.

BOPS will run the member's name, SSN and DOB through the SSNVS.

If the member's SSN is valid and matches both name and DOB, BOPS will send the member a digitally signed CG-3307 via email. The member's SPO Supervisor will also receive a copy of the CG-3307 for informational purposes. The member will need to digitally or manually sign the CG-3307 and return it to his/her SPO YN.

If the member's SSN is invalid and does not match both name and DOB, the member and their SPO Supervisor will be notified by email. Once the situation is resolved, the SPO should contact BOPS to have the member's information run again.

SPO YNs file the CG-3307 as if it were a copy of the members SSN by placing it in Section 1 of the SPO-PDR (not in Section 4 as the message indicates or in Section 2 where normal CG-3307's are filed). SPO YNs should also forward a scanned signed copy of the CG-3307 to PSD-MR at ARL-PF-CGPSC-PSD-MR_DOCS@uscg.mil.

If you have any questions, please email ARL-DG-M-CGPSC-BOPS-C@uscg.mil or contact YN1 Juan Calderon or LCDR Christine Fern.

Utah Residents - New Employer ID Number for Coast Guard

Published Date: Tue, 07 Feb 2012 11:00:16 CST

2011 IRS Form W-2, Box 15, shows the state claimed by a member for state tax purposes. Box 15 contains an employer's state ID number. 2011 W-2 forms issued by the Coast Guard to Utah residents show an employer state ID number of W83421.

The State of Utah has changed the Coast Guard's state ID number from W83421 to 12485340002WTH. The state will still accept the old number; however, if you file your state taxes through certain software (such as TurboTax), you will be asked to enter the employer's state ID number. You will need to enter 12485340002WTH instead of W83421.

All other information on your W-2 is correct.

eLeave -- Absence Request

Published Date: Fri, 03 Feb 2012 18:00:16 CST

In FLAG VOICE 343, released on 1 February 2012, Rear Admiral Ronald T. Hewitt, Assistant Commandant for Human Resources, announced plans to deploy new functionality within the Coast Guard's human resources management information system - Direct Access -- that, when implemented, will simplify the process for and enhance the timeliness of military leave transactions.

The new Absence Request functionality leverages technology that recently became available when the Coast Guard upgraded its PeopleSoft HR system to version 9.

Self Service

The Absence Request component eliminates the need to complete CG Form 2519 (Leave Request/Authorization) and route it to the Servicing Personnel Office (SPO) for data entry. Members, using the Self Service screen shown below, will submit requests for leave to their approving official for review. As noted in FLAG VOICE 343, the Absence Request only automates the "official" approval of the member's leave. Units will still have to employ local methods (electronic / paper based) to capture intermediate approvals that may be required. However, the system does include the ability to add scanned or printed to "PDF" supporting documents to the request. For example, if local policy requires the duty coordinator to sign off on all leave chits, the member could email a request (using the Standard Workstation's email program, not email within DA) for leave to the duty coordinator. The duty coordinator's reply to the email can be printed to a file (all Standard Workstations have print to "PDF" capability) and attached to the member's Absence Request where it would be available for review by the leave approving official.

The Self Service Absence Request screen (pre-production, it may change in final release) is shown below. There are only 6 steps necessary to complete the request:
the e leave data entry screen

Approvers

Leave Approving Officials will not need additional permissions in Direct Access! New user access forms will not be required. A member can route an Absence Request to any user for approval. While this policy may seem a little "loose" given the recent emphasis placed on security and segregation of duties, the alternative of creating a formal designation policy would create an administrative burden for units and perhaps, slow or hamper adoption of the improved process.

A listing of absence requests/report will be available so commands can ensure only those personnel they authorize are approving leave transactions.

More to follow...

We'll be providing more information about the Absence Request component in the next couple of weeks. Some other features and functions we'll discuss are:

  • Email notifications
  • Approval delegation
  • SPO proxy authority
  • Corrections
  • Deletions

Designation of Persons Authorized to Direct Disposition of Remains

Published Date: Thu, 02 Feb 2012 13:00:16 CST

Per the National Defense Authorization Act 2012 signed by the President on 31 Dec, the "Designation of Persons Authorized to Direct Disposition of Remains of Members of the Armed Services" (PADD) is now a "member-designated" benefit. As outlined in ALCOAST 427/08 only spouse, adult child, parent or adult sibling were allowed to be designated. If none were known or alive then any relative may have been designated, or finally, a close friend. The new law allows members to designate any person of choice.

No one is required to change any PADD designation as a result of the change in law or to update their form CG-2020D at this time. Existing PADD designations for someone other than a relative--which actually should not have been accepted at the time--will now be acceptable, no update needed. The change supports every Coast Guard member who has reason to designate a PADD other than a relative.

The Personnel Service Center (PSC) is in the process of updating the designation form and will be promulgating an ALCOAST once the revised form is approved.

January LESs and Retirement Point Statements and 2011W-2 data are Online

Published Date: Wed, 25 Jan 2012 16:00:16 CST

Resynchronization from JUMPS to MyPortalDirect (DA) for the January, 2012 production cycle is complete. Leave and Earnings Statements for January can be accessed using DA self-service View Paycheck or by SPOs. LES comments/remarks for the current and previous 13 months are accessible online. The official pay date for end-month January 2012 is 01 February 2012. The Department of the Treasury, FMS, will not release payments to the Federal Reserve Bank until the evening prior to pay day. This means that most banks will not have your payment posted until the morning of the actual pay day and some of the smaller banks and credit unions may not have monies posted until later in the day.

2011 Wage and Tax Statement, W-2 Information Available in Direct Access

IRS Form W-2 information has been loaded into Direct-Access Self-Service for Coast Guard military personnel (active duty and reserve only). The W-2 data is not an "electronic" W-2 that you can print and mail with your tax return. However, the W-2 data reflects the information on the paper W-2 that was mailed from Topeka January 19/20. If you are an electronic filer, you can use the information on the Direct Access Self Service W-2 data page to prepare and file your 2011 return. Earnings and withholding information from our pay system is transmitted to the IRS, but we do not exchange W-2 data with any commercial software or tax preparation firms.

Update to OCONUS PCS Entry Approval Points

Published Date: Fri, 20 Jan 2012 16:00:16 CST

CG Base Honolulu was established on 11 January 2012. CG Base Honolulu replaces "PSSU Honolulu" as the Entry Approval Point for "All other Hawaii Units / American Samoa" as listed in Exhibit 1.H.3. of Military Assignments and Authorized Absences, COMDTINST M1000.8(series). Please use the PLAD "COGARD BASE HONOLULU HI" for entry approval messages.

FY 2012 Enlisted Supplementary Clothing Allowance Rates and Conditions

Published Date: Fri, 20 Jan 2012 15:00:16 CST

In addition to any other clothing allowance authorized, an enlisted member may become entitled to an Enlisted Supplementary Clothing Allowance. This allowance may be authorized only for an enlisted member assigned to duty in a special organization or detail where the nature of the duty necessitates that he or she have, as a military requirement, additional quantities or special items of individual uniform clothing normally not required for most enlisted members in the same Service. The allowance is payable only once during an assignment to such duty. The allowance is not payable upon reassignment to the same type of duty during a period of continuous active duty, unless three years or more have elapsed between such assignments. Supplementary Clothing Allowances are payable when an enlisted member is assigned to:

  1. The Coast Guard Academy Band.
  2. The Coast Guard Ceremonial Honor Guard at CG TISCOM Alexandria, VA.
  3. Duty as a Coast Guard Recruiter or duty at a U.S. Military Entrance Processing Command (USMEPCOM).
  4. Ship Training Detachment, Area Training Team, Section or District Training Team, Subsistence Advisory Team, Regional Inspector.
  5. Duty as Recruit Company Commander, Assistant Company Commander or Recruit Drill Instructor and meets eligibility requirements.
    • Authorized upon completion of recruit company commander qualification training.
    • Additional payments are not authorized because of a change in the designation of company commander, assistant company commander or recruit drill instructor.
  6. Duty at a Coast Guard command police department where enlisted members are required to alter their CG uniform (sew on command patches, badges, etc.)
  7. Duty aboard a Coast Guard Buoy Tender.
    • This is authorized only when the commanding officer or officer in charge determines specific members of the crew require two pair of safety shoes because their duties involve additional exposure to the elements. This allowance is not payable when safety shoes can be ordered through normal supply system channels using unit's operating funds.
    • Coast Guard buoy tenders for this purpose are defined as: WLB, WLM, WLI, WLIC, WLR, and WTGBs with the 120' ATON barge.
  8. Active Duty and; effective 23 Dec 99, Selected Reserve Members (SELRES), requiring the wearing of the maternity uniform.
    • Subsequent payments will not be authorized for more than one pregnancy within three years of the date of approval of earlier payments. ALCOAST 230/99, dated 23 Dec 99, revised guidance to COMDTNOTE 1900.9 regarding pregnant Selected Reserve Members (SELRES).
  9. Gold Badge Command Master Chief (CMC) .
    • Reference Commandant Instruction 1306.1 (series), Subj: Command Senior Enlisted Leader (CSEL) Program.
  10. Duty as Master Chief Petty Officer of the Coast Guard.
    • A Gold Badge CMC selected as MCPOCG is only authorized $288.00 to cover the cost of changing out rank insignia/rating badges.

The FY 2012 Enlisted Supplementary Clothing Allowance Rates are available at http://www.uscg.mil/ppc/mas/suppcma.asp#fy12.

PPC Advancements and Evaluations Branch Newsletter

Published Date: Fri, 20 Jan 2012 10:00:16 CST

The Winter 2012 edition of the Pay & Personnel Center Advancements and Evaluations Branch Newsletter is now available at http://www.uscg.mil/ppc/adv/advnews0112.pdf.

This edition includes articles on:

  • Unsatisfactory Conduct and Not Recommended Evaluations
  • Enlisted Rating Advancement Training System
  • EER Tracking "In Process" Query
  • How Breaks in Service May Effect SWE TIS & TIR Points
  • Audit Separation Events
  • Position Numbers and Department ID's
  • How Long Does It Take Marks To Go Final?
  • Verification of Advancement Documents in Direct Access and JUMPS
  • The Use of Locally Generated EER Tracking Programs
  • Completing EERs for AIRMAN Program Personnel
  • Enlisted Evaluation Errors
  • NOV 11 SWE Statistics

Coast Guard moves to digitize military record keeping

Published Date: Thu, 05 Jan 2012 16:00:16 CST

Service Lines Magazine article - "Digitizing Military Record Keeping".

2012 Federal Income Tax Withholding (Updated)

Published Date: Thu, 05 Jan 2012 15:00:16 CST

The IRS posted copies of the 2012 Percentage Method Table for Income Tax Withholding. Table 4, Monthly Payroll Period, is the table to use when computing FITW from military pay.

Note/Update: At the time this notice was prepared for release, the rate for the employee's share of social security tax was 4.2% and scheduled to increase to 6.2% for wages paid after February 29, 2012. However, Congress was discussing an extension of the 4.2% employee tax rate for social security beyond February 29, 2012. Check for updates at http://www.irs.gov/notice1036.

PCS Mileage (MALT) Rate Change 1 January 2012

Published Date: Thu, 05 Jan 2012 12:00:16 CST

Effective 1 January 2012, 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 2012 (i.e., the initial travel is started).

TDY mileage rates are unchanged from 2011. They are:

  • Car - $0.51
  • Motorcycle - $0.48
  • Airplane - $1.29

2012 CONUS Cost of Living Allowance (COLA) Rates

Published Date: Thu, 05 Jan 2012 11:00:16 CST

The Defense Travel Management Office's CONUS COLA Calculator has been updated with the rates for 2012. The rates have changed for several locations and some locations have been added or removed. The locations where payment of CONUS COLA is authorized in calendar year 2012 are listed below. CONUS COLA compensates for a portion of excess non-housing costs incurred by uniformed Service members in CONUS locations, where non-housing costs are at least 8 percent above the CONUS average. CONUS COLA varies by pay grade, years of service (YOS), and whether or not the member has dependents.

For example, an E-5, with dependents, stationed in Alameda, CA will see their monthly CONUS COLA increase by $62 due to the change in the COLA index from 4% in 2011 to 6% in 2012. To calculate the amount of CONUS COLA that will be paid for a specific location by rank and number of years of service visit the CONUS COLA Calculator.

CONUS COLA LOCATIONS FOR 2012
Military Housing Areas

CALIFORNIA

  • OAKLAND , CA 6%
  • SAN FRANCISCO, CA 7%
  • VENTURA, CA 1%
  • MARIN/SONOMA, CA 4%
  • SAN BERNARDINO, CA 4%
  • LOS ANGELES, CA 2%
  • RIVERSIDE , CA 1%
  • HUMBOLDT COUNTY, CA 1%
  • SANTA CLARA COUNTY, CA 5%
  • FORT BRAGG, CA 1%
  • EDWARDS AFB/PALMDALE, CA 1%

CONNECTICUT

  • HARTFORD, CT 1%
  • NEW HAVEN / FAIRFIELD, CT 3%

FLORIDA

  • MIAMI / FT LAUDERDALE, FL 1%

ILLINOIS

  • CHICAGO, IL 3%
  • JOLIET ARMY DEPOT, IL 3%

MASSACHUSETTS

  • BOSTON, MA 4%
  • WORCESTER, MA 1%
  • PLYMOUTH, MA 2%
  • ESSEX COUNTY, MA 2%

MICHIGAN

  • DETROIT, MI 5%

NEW JERSEY

  • ATLANTIC CITY, NJ 1%
  • FORT MONMOUTH / EARLS NWS, NJ 1%
  • NORTHERN NEW JERSEY 1%

NEVADA

  • LAKE TAHOE, NV 1%

NEW YORK

  • WEST POINT, NY 2%
  • LONG ISLAND, NY 2%
  • NEW YORK CITY, NY 13%
  • WESTCHESTER COUNTY, NY 5%
  • STATEN ISLAND, NY 14%

PENNSYLVANIA

  • PHILADELPHIA, PA/CAMDEN, NJ 5%

RHODE ISLAND

  • PROVIDENCE, RI 1%

Other Areas

California

  • Amador County 1%
  • Alpine County 1%
  • Calaveras County 1%
  • Colusa County 1%
  • Glenn County 1%
  • Lake County 1%
  • Lassen County 1%
  • Madera County 1%
  • Mariposa County 1%
  • Merced County 1%
  • Modoc County 1%
  • Plumas County 1%
  • Shasta County 1%
  • Siskiyou County 1%
  • Tehama County 1%
  • Trinity County 1%
  • Tuolumne County 1%

Military Basic Pay increases 1.6 percent effective 1 January 2012

Published Date: Wed, 04 Jan 2012 16:00:16 CST

Download the 2012 Active and Reserve Pay tables:

2012 Basic Allowance for Subsistence (BAS) Rates

Published Date: Wed, 04 Jan 2012 16:00:17 CST

BAS is meant to offset costs for a member's meals. This allowance is based in the historic origins of the military in which the military provided room and board (or rations) as part of a member's pay. This allowance is not intended to offset the costs of meals for family members.

Because BAS is intended to provide meals for the service member, its level is linked to the price of food. Therefore, each year it is adjusted based upon the increase of the price of food as measured by the USDA food cost index. This is why the increase to BAS will not necessarily be the same percentage as that applied to the increase in the pay table, as annual pay raises are linked to the increase of private sector wages.

The following Basic Allowance for Subsistence (BAS) rates are the new rates effective Jan. 1, 2012.

  1. Officers: $239.96
  2. Enlisted: $348.44
  3. Enlisted Daily Discount Meal Rate (BAS-DMR) deduction: $9.90 per day.
  4. Reserve COMRATS:
    1. Breakfast - $2.32
    2. Lunch - $4.64
    3. Dinner - $4.64
  5. Cadet COMRATS. Daily Rate - $11.55. (Effective 1 Jan 2012)

2011 Wage and Tax Statement (IRS Form W-2) Procedures

Published Date: Wed, 04 Jan 2012 10:00:16 CST

On 24 January 2011 we will began loading IRS Form W-2 information into Direct-Access Self-Service for Coast Guard military personnel (active duty and reserve only). The W-2 data is not an "electronic" W-2 that you can print and mail with your tax return. However, the W-2 data reflects the information on the paper W-2 that is mailed annually at the end of January. If you are an electronic filer, you can use the information on the Direct Access Self Service W-2 data page to prepare and file your 2011 return. Earnings and withholding information from our pay system is transmitted to the IRS, but we do not exchange W-2 data with any commercial software or tax preparation firms.

Here's an example of the self-service W-2 data page:
the W2 data page

W-2 data will be available in Direct Access Self-Service for most active duty and reserve personnel by 25 January 2011. The W-2 data is loaded in two "batches". The first batch, scheduled for 24/25 January, will include data for the majority of our active and reserve members, possible exceptions include:

  • Members whose accounts were newly established in late 2011
  • Members who separated or retired in 2011
  • Members who received special, "off-line", payments in December 2011.

If your W-2 data isn't available on 25 January, please check back on or after 03 February after the second batch is loaded.

Mailing of Wage and Tax Statements

Wage and Tax Statements (IRS Form W-2) are mailed no later than 31 January of each year. Lost or missing Wage and Tax Statements should be reported after 15 February. No requests will be processed before 15 February to allow for mail delivery delays.

Wage and Tax Statements are prepared after end-month cutoff in January of each year. Address changes must be entered into Direct Access prior to the cutoff for the mid-January compute cycle (04 January 2012) in order for the forms to be mailed to that address.

Requesting a duplicate Wage and Tax Statement

Active duty, reserve, separated or retired members may use our CG-2016, W-2 request form to request a duplicate IRS Form W-2.

Completely fill in the pertaining areas, and fax it to the U.S. Coast Guard Pay & Personnel Center (PPC) SES in Topeka at 785 339-3784.

SPO Newsletter Issue 04/2011

Published Date: Thu, 15 Dec 2011 16:00:16 CST

The October - December issue of The SPO Newsletter is now available. This issue includes articles on:

  • Questions & Answers and Best Practices from the 2011 PPC YN Symposium
  • Stop Dates on Pay Entitlements
  • Note From PSC-PSD-MR on Electronic Document Submissions
  • Computing Good Conduct Medal Eligibility Date
  • 2012 BAH Rates
  • 2012 TSP Limits and New Plan Options
  • Travel AO News
  • SPO Pending Pay and Separations Transactions Query
  • SPO Pending SOI Query

Issue 04/11PDF FORMAT -- October - December 2011

Computing Good Conduct Medal Eligibility Date

Published Date: Thu, 15 Dec 2011 13:00:16 CST

The Coast Guard Good Conduct Medal is awarded for satisfactory service which is defined as proficiency in rating, sobriety, obedience, industry, courage, and neatness throughout such period of service.

An individual is required to perform three consecutive years of satisfactory service to earn this award. Subsequent awards are authorized for each additional three consecutive years of satisfactory service. The three year period starts over anytime the member's conduct or performance do not meet the standards.

When issuing a Coast Guard Good Conduct Medal you need to be sure you are using the correct start date for computing the three year satisfactory service requirement. The period of eligibility begins on one of the following dates, whichever is later:

  • Date of entry into the Coast Guard.
  • Day following the previous CG Good Conduct Medal award date (e. g. Member awarded CGGM on 13 October 2009. The eligibility period for the next CGGM begins on 14 October 2009 and ends on 13 October 2012).
  • Date of release from confinement following conviction by court-martial.
  • Day following conviction by court-martial (if no confinement is included in the approved sentence).
  • Day following the date non-judicial punishment is awarded.
  • Day following return to Coast Guard jurisdiction if convicted by civil authorities.
  • Day following the end of the marking period in which the member received a conduct mark of "Unsatisfactory".
  • Day following the end of the marking period in which the total average mark in any factor was less than three.

The procedure for calculating the three year satisfactory service requirement is similar to calculating an expiration of enlistment as shown in the following example:

StepActionCalculation
YY MM DD
1Eligibility period start date:
14 October 2009		-09 10 14
2Plus three years:+03 00 00
Result:=12 10 14
3Subtract one day:-00 00 01
Award Date:
13 October 2012		 =12 10 13

The Computing Good Conduct Medal Eligibility Date guide PDF file format provides additional example calculations.

Basic Allowance for Housing (BAH) Rates for 2012

Published Date: Thu, 15 Dec 2011 1100:16 CST

The 2012 BAH rates have been posted on the Defense Travel Management Office's BAH Calculator. Just enter the zip code for your duty station, your pay grade, and hit the calculator button. A new window will open to display the with and without dependents rates.

If you would like to know what happens to your pay when the BAH rate for your area is reduced from the previous year or how BAH rates are determined, or have any other questions about BAH, checkout the BAH FAQ.

2012 Thrift Savings Plan (TSP) Limits and New Options

Published Date: Wed, 14 Dec 2011 16:00:16 CST

Internal Revenue Code (IRC) 2012 contribution limits

You can contribute up to $17,000 in tax-deferred money to the TSP in 2012. If you are a member of the uniformed services (serving in a combat zone), you can contribute a total of $50,000 in tax-deferred and tax-exempt money. If you will be age 50 or over in 2012, you can also contribute up to $5,500 in additional "catch-up" contributions, as long as your regular contributions for the year are expected to reach the $17,000 limit. (The catch-up contribution limit has not changed from 2011.)

Note: Employees may start, stop, or change Catch-Up contributions at any time. Catch-Up elections do not automatically continue, therefore new elections must be made for each calendar year. Coast Guard military personnel should complete form Tsp-U-1-C and fax ((785) 339-3760) or mail it to PPC (MAS) to start their 2012 TSP Catch-Up contributions. Mail completed forms to PPC (MAS-TSP):

Commanding Officer (MAS-TSP)
Coast Guard Pay & Personnel Center
444 SE Quincy Street
Topeka, KS 66683-3591

Roth 401(k) Feature Expected in Second Quarter of 2012

The TSP will begin to offer a Roth 401(k) feature in the second quarter of 2012. A Roth 401(k) feature in the TSP will combine all the benefits of TSP retirement savings with the after-tax benefits of a Roth savings plan. You will not get the benefits of tax-deferred savings (an upfront tax deduction) on your Roth contributions as you do with your traditional TSP contributions, but your Roth savings will grow tax-free. When you withdraw your Roth contributions and associated earnings in retirement, you will pay no Federal income taxes on them, as long as you are at least age 59 and a half and have been making Roth contributions for a minimum of 5 years. When the time draws near to implement the TSP Roth 401(k), the TSP will make information available to help you decide whether Roth savings will benefit you (as compared to tax-deferred savings). Direct-Access, JUMPS, the payroll systems of other agencies and the TSP record keeping and accounting systems will all have to be significantly modified to accommodate the Roth feature. The TSP expects to begin accepting contributions the second quarter of 2012.

The TSP has a Fact Sheet available with more information on the TSP-Roth option PDF Warning.

SPO News Archive 2011

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