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PPC Direct Access 9.1 Follow-On Training Workshops

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

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

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

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

Direct Access, Pay, and, Personnel News Updates

PPC News Headlines

Travel & WEB-TPAX News Updates

Reserve News

U. S. Coast Guard Reserve News Headlines

All Hands

U. S. Coast Guard All Hands Headlines

Messages

ALCOAST

ALCGPSC

ALCGENL

ALCGRSV

ALCGFINANCE

Download PPC Course Materials

PHS Direct Access 101, 20 May 2015

PPC Procedures and Development conducted an overview presentation for the PHS on 20 May. Here is the slide deck and the recording of the session.

PPC P&D Best Practices Session 13 April 2015

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

We discussed:

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

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

Reserve Management Session 09 February 2015

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

We discussed:

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

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

Post Go-Live Question and Answer Sessions

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

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

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

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

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

SPO Technician (Global Pay Virtual Training)

Day 1, Accessions and Contracts

Day 2, Global Pay Earnings & Deductions, General Transactions

Day 3, PCS and Separations

Day 4, Reserve Unique Transactions

Day 5, Global Pay and Reports

 

SPO Auditor (Global Pay Virtual Training)

Day 1, Navigation, Action Requests, & Transaction Approvals

Day 2, Global Pay & Reports

Reserve Member and Command (Global Pay Virtual Training)

November Sessions

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

Day 2 (16 Nov), Global Pay & Reports

December Sessions

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

Day 2 (14 Dec), Global Pay & Reports

 

Self Service Member Global Pay Virtual Training

November Sessions

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

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

December Sessions

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

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

Self Service Command Global Pay Virtual Training

November Sessions

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

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

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

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

December Sessions

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

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

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

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

 

Best Practices, Issues, and Solutions:

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

Addresses

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

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

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

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

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

BAH Transit Rate codes are:

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

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

BAH Dependency Data Form - Delayed Processing

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

Contracts (Enlistment, Reenlistment, Extension, Re extension)

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

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

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

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

PCS

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

SGLI/FSGLI

Manual Stop of SGLI Required Upon Release from Active Duty (RELAD) to the IRR with no Intention to Drill: The SPO must stop SGLI for members who are released from active duty and transferred to the IRR and who have no intention to drill (for points only or for further assignment to the SELRES). Global Pay will continue deductions for SGLI for IRR members unless the coverage is stopped upon RELAD.

To stop the SGLI deduction,  select the Coverage Election of "Waive" as prescribed in step 8 of the procedures section in the SPO SGLI user guide.

 

Separations

  • Manual Stop of SGLI Required Upon Release from Active Duty (RELAD) to the IRR with no Intention to Drill: The SPO must stop SGLI for members who are released from active duty and transferred to the IRR and who have no intention to drill (for points only or for further assignment to the SELRES). Global Pay will continue deductions for SGLI for IRR members unless the coverage is stopped upon RELAD.

    To stop the SGLI deduction,  select the Coverage Election of "Waive" as prescribed in step 8 of the procedures section in the SPO SGLI user guide.

  • TONOs and accounting data for separations must be requested from PSC.
  • 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.
  • Any Administrative Absence and/or Retirement Processing Point Absence must be documented in the Order Notes. Do not enter these absences in the "Delay En Route" section of the separation order.

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.

Self Service

Self-Service User Guides:

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

 

New Reserve Specific Self-Service User Guides:

Topic Name Knowledge
Base Entry
Procedure
Guide (PDF)
Video
Tutorial
All Duty Report   09/04/1014 12/11/2014
Annual Screening Questionnnaire 12/04/2014 09/08/2014  
Inactive Duty for Training (IDT)   05/01/2015 12/11/2014
Montgomery GI Bill-SR 12/17/2014 09/04/2014 12/11/2014
My Reserve Orders Requests   05/01/2015 12/11/2014
My Reserve Point Statement   09/04/2014 12/11/2014
Withdraw or Edit IDT Request   09/23/2014  

Self Service Commands

TopicKnowledge
Base Entry
Procedure
Guide (PDF)
Video
Tutorial
ASQ CommandTBD 09/15/2014 12/11/2014
CG Dept Run 03/18/2015    
How to Access a TDY Class "C" School Order 01/16/2015 01/16/2015  
Member All Duty ReportTBD 09/15/2014  
Member Information ReportTBD 09/152014TBD
MGIB-SR Command 12/17/2014 09/15/2014TBD
Positions at a DepartmentTBD 09/15/2014TBD
Reserve Member Balances CommandTBD 05/01/2015 12/11/2014
Self Service for Command - Reserve Active Duty Orders TBD 04/23/2015 TBD
Reserve Member Status Change (View) TBD 11/24/2014 TBD
Schedule Drills Command*TBD 05/01/2015TBD
Schedule Multiple Drills*TBD 02/26/2015 12/11/2014
Denying IDT Drills   04/23/2015  
Cancelling IDT Drills   03/03/2015  
Unit Roster 03/18/2015 03/18/2015  
View Member Drills   05/26/2015 12/15/2014

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

Servicing Personnel Office (SPO)

Reports and Queries

Topic Knowledge
Base Entry
Procedure
Guide (PDF)
Video
Tutorial
Active Duty 6th or 10th Anniversary Query 12/11/2014    
CG Dept Run 03/18/2015    
Begin Extension/Re-Extension Reports 12/10/2014    
Member All Duty Report   09/15/2014  
Member Information Report   09/152014  
Payroll Verification Report   06/05/2015  
Positions at a Department   09/15/2014  
Reserve Member Balances Command   09/15/2014 12/11/2014
Unit Roster 03/18/2015 03/18/2015  
Urinalysis Report 02/20/2015    
View Member Drills   12/15/2014 12/15/2014

 

SPO Reenlistments, Extensions, and Accessions

TopicKnowledge
Base Entry
Procedure
Guide (PDF)
Video
Tutorial
Contract Data - Reenlistments 01/12/2015 05/20/2015 
Contract Data - Extensions 12/10/2014 03/18/2015 
Contract Data - Re-Extensions 12/10/2014 03/18/2015  
Begin Extension/Re-Extension Reports 12/10/2014    
Begin Extension of Enlistment 12/10/2014    
Begin Re-Extension of Enlistment 12/10/2014    
Retained Beyond Normal Expiration of Enlistment 12/11/2014    
Active Duty 6th or 10th Anniversary Query 12/11/2014    
HIRE - CADET 12/18/201408/06/2014 
HIRE - MARGRAD 12/18/201408/06/2014 
HIRE - OCS-IRR12/18/201408/06/2014 
HIRE - ROCI12/18/201408/06/2014 
HIRE CM RECRUIT12/18/201408/06/2014 
HIRE SELRES DEPOT12/18/201408/06/2014 
HIRE-REHIRE - DCO12/18/201408/06/2014 
REHIRE - CADET12/18/201408/06/2014 
REHIRE PRIOR SERVICE 01/15/2015 02/20/2015 
REHIRE-RESERVE12/18/2014 02/19/2015 
Recall Rehire   06/19/2015  

SPO Permanent Change of Station (PCS)

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

 

SPO Reserve Specific Transactions

TopicKnowledge
Base Entry
Procedure
Guide (PDF)
Video
Tutorial
Annual Screening Questionnaire 08/08/2014 
MGIB-SR 12/17/201408/08/2014 
Reserve Member Balances  05/01/2015 
Reserve Active Duty Orders Processing   05/01/2015 10/17/2014
Starting BAH for Reserve Orders 04/30/2015 04/30/2015  
Reserve Status Change 08/08/2014  
IDT Subsistence Allowance 02/26/2015 02/26/2015  
Schedule Drills*   05/01/2015 10/17/2014
Schedule Multiple Drills*   02/26/2015 
Viewing IDT Drill Pay Calculations   03/27/2015  
Cancelling IDT Drills   03/03/2015  

SPO - Amend Reserve Active Duty Orders

  02/06/2015  

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

SPO Separations Transactions

Note: TONOs and accounting data for separations must be requested from PSC.

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 06/02/2015 10/20/2014
Cancelling a Separation Order 12/12/2014 08/08/2014TBD
DD -214 Worksheet 03/18/2015    
Death of a Member 12/12/2014 09/19/2014TBD
Discharge - End of Enlistment 01/14/2015 11/24/2014 10/16/2014
Discharge Guiding Principles and Process 12/12/2014 06/02/2015TBD
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 06/02/2015TBD
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 06/02/2015 10/20/2014
Separation Reports 12/12/2014 08/28/2014TBD
Separations Flow to the DD214 03/24/2015 03/25/2015TBD

 

SPO Global Pay Deductions

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

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

Starting DMR 10/29/2014
Federal Tax Withholding 12/18/2014 12/12/2014  
State Tax Withholding 02/24/2015 02/24/2015  
Servicemembers' Group Life Insurance (SGLI) 06/30/2015 06/30/2015 Completing SGLV-8286
SGLI Family9/25/20149/25/2014TBD

 

SPO Global Pay Earnings

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

12/17/2014

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

Basic Allowance for Housing (BAH) Overview
BAH Without Dependents
BAH With Dependents
BAH Member-Married-to-Member
BAH Members in PCS Transit (Updated 01/13/2015)
BAH for Reserve Members (Updated 04/30/2015)
BAH Differential
BAH Partial
BAH Inadequate Quarters Rental Charge
BAH Codes

12/19/2014

Start BAH 04/10/2015
Reserve AD BAH 04/30/2015
Stop BAH 01/22/2015
Approve BAH 10/16/2014
Delete BAH 10/22/2014

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

Starting BAH
10/10/2014

 

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

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

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

12/20/2014

Stop CSP 11/25/2014

Restarting CSP after TDY 02/06/2015

Manual Start CSP 03/12/2015

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

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

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

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

Start OUTCONUS
COLA 01/22/2015

Stop OUTCONUS
COLA 11/25/2014

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

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

 
Direct Deposit (Establish or Change) 02/12/2015 02/12/2015  
Discount Meal Rate (DMR) Refund 03/23/2015 Enter DMRR 05/21/2015 12/11/2014
Diving Duty Pay 01/14/2015

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

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

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

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

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

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

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

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

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

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

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

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

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

 
Hostile Fire / Imminent Danger Pay 01/15/2015

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

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

01/15/2015

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

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

Starting SDAP 10/20/2014
Viewing Pay Processing Shortcuts 01/28/2015 05/29/2015  

 

Also see:

 

SPO Person Profile

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

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

SPO Personal Data, Job 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
Understanding Job Data   06/30/2015

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

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

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

SPO Advancements

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

SPO Disciplinary Actions

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

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

SPO Absences

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

Absence Request User Guide

How Correct or Delete Approved Absence Requests

Submitting an Absence Request by Proxy

Approving a Pending Request

Denying a Pending Request

Denying an Approved Request

General Absences

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

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

SPO Records Access and Legacy JUMPS Access

 

District Reserve Force Readiness Branch (DXR)

TopicKnowledge
Base Entry
Procedure
Guide (PDF)
Video
Tutorial
DXR - Reserve Orders Authorization   04/23/2015 10/17/2014

Public Health Service

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

More e-Learning Links

Announcements

May 2015 Servicewide Exam Advancement Eligibility List Posted

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

June End-Month Payroll Processing Complete

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

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

Direct Access Global Payroll Implementation

Newsletters

Procedural Updates

Yeoman Professional Development

Resources

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

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

Enlisted Rating Advancement Training System (ERATS) - YN Rating

YN Rating Force Master Chief on CG Portal

Quarterly YN Force Notes.

YN Rating Knowledge Manager

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

YN Assignment Officers

Communication is extremely important when it comes to your assignment.

YN Study Group on CG Portal

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

What is Professional Development?

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

Source: From Wikipedia, the free encyclopedia - Professional development

Yeoman Mission Statement

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

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

Yeoman Guiding Principles

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

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

Directives, Publications and Guides


PPC Issued:

Commandant Issued:

Other Agencies:

Forms & Worksheets

rss icon 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

Yeoman in the Spotlight

Bravo Zulu is a naval signal, typically conveyed by flaghoist or voice radio, meaning "Well Done"; in addition to U.S. naval forces, it has also been used as part of vernacular slang within NATO and other Allied naval forces

Petty Officer Sara Cook

Story by Petty Officer 2nd Class Diana Honings

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

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

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

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

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

Petty Officer Carl Blas

Story by Petty Officer 2nd Class Cynthia Oldham

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

Do you know a Yeoman that has done something great for the service, the missions or the public? Please let us know.

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Last Modified 6/30/2015