Skip Navigation

PPC Separations Branch (SEP)

PPC (SEP) provides the following:

PPC SEP News March 2015

Avoiding Expected Active Duty Termination Date Payroll Errors


End of enlistment processing has changed with the implementation of DA Global Pay. Under Global Pay, if a member's end of enlistment falls within the current pay calendar, there must be an approved separation order or approved retention document (reenlistment/extension/re-extension) before payroll for the Coast Guard can be finalized.

Error Condition:

If a member's end of enlistment falls within the pay calendar and an approved separation or approved retention document is not completed prior to payroll finalization, the member will be removed from payroll and will not receive pay and allowances for that pay cycle.  SPOs are responsible for completing the appropriate action in Direct Access after payroll finalizes and the next pay calendar is opened.  SPOs must then request a special payment for retained members.

Effect on reenlistments, extensions and re-extensions:

Reenlistments, extensions and re-extensions for the current pay calendar cannot be executed after payroll finalization since they cannot be approved until the date of signing.

  • For example, a member with an end of enlistment on 28 March 2015 cannot sign a reenlistment contract on 27 March 2015 since payroll finalization occurs on 23Mar2015. 
    • The member must reenlist on or before the SPO data entry cutoff date (18 March 2015).

When counseling members on reenlistment/extension/re-extension, it is imperative that P&A Offices/SPOs refer to the payroll calendar to ensure the contract is executed prior to the SPO data entry/approval cutoff date for the pay calendar in which the end of enlistment falls.

Reminder:  Per 1.B.7.b.(4) Military Separations, COMDTINST M1000.4 (series), commanding officers are authorized to separate members three or fewer months before the normal separation date for the purpose of immediate reenlistment.

SPO Notification/Action:

PPC Separations (SEP) ensures all expected active duty termination date payroll errors are clear prior to payroll finalization.  SPO's will receive an email from indicating immediate action is needed and will follow up with any additional actions needed throughout the applicable pay calendar.  These actions must be completed by the SPO data entry cutoff date.

Approval after SPO Cutoff Date:

If PPC (SEP) directs the approval of a separation or contract after the SPO cutoff date but before payroll finalization, SPOs must comply as the pending transaction causes a payroll error that prevents payroll from finalizing.

Separations Approvals:

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

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

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

Unapproved Separations:

If a separating member's separation is not approved, prior to payroll finalization, the member's final pay and allowances will be removed from the payroll cycle.

Final pay and allowances (including lump sum leave sell) will be delayed as it must be manually recomputed and added to an off cycle payment after payroll finalization.

DD-214 Formatting and Data Entry

When completing blocks 13 (Decorations, Medals, and Awards) and 14 (Military Education) use only semi-colons (;) to separate entries. Do not use commas to separate entries as this will force the everything before the comma to be pushed to the continuation page if the block on the form is full. If a semi-colon is present, the system will break the line at the semi-colon when moving text to the continuation page.

Also, and this applies to all text areas on the DD-214 data entry component, you cannot use tabs or excessive spaces to format entries. Only paragraphs and manual line breaks can be used.

Additional guidance for completing the DD-214 is available in Certificate of Release or Discharge from Active Duty (DD Form 214/5 Series), Department of Defense Instruction (DoDI) 1336.01. The Coast Guard DD-214 Manual (CIM 1900.4 (series)) is being reviewed and will be released in the near future. It will defer to the DoDI for data entry. So follow the DoDI when completing the DD-214. This includes:

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

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

    (1) Honorable.
    (2) Under Honorable Conditions (For General discharge).
    (3) Under Other Than Honorable Conditions.
    (4) Bad Conduct.
    (5) Dishonorable.
    (6) Uncharacterized.
  • Block 27: The "Reentry Code" (RE code) is not applicable to officers or cadets. Leave this field blank for officers and cadets, it will show as "N/A" on the PDF output of the form.
  • Block 28 shall only state the Narrative Reason found in the separation Program Designator (SPD) Code Handbook.
  • Block 29: The Direct Access generated DD Form 214 leaves block 29, "Dates of Time Lost During This Period" blank if nothing is entered. This is contrary to the guidance in COMDTINST M1900.4 (series), which states the word "NONE" should be entered in this block if the member doesn't have any lost time. This issue was communicated to Commandant (CG-1331), Military Policy and Standards Division. They have approved a variance to the guidance to allow block 29 of the DD-214 to be left blank if the member doesn't have any lost time during the period covered by the form.
  • Distribution of Finalized DD-214. Continue mailing copies 3, 5, and 6 of the DD-214 (as described in DoDI 1336.01). The VA main office, VA state offices, and Dept. of Labor do not have full access yet to the DMDC data. Until they have full e-capability, SPOs must continue mailing copies 3,5, and 6 to ensure no drop off in the interim. This is of course in addition to the members copies mailed to their final address.

PPC SEP News January 2015

Separations - Issues with Delay En route and Approvals

All separations can and should be approved as soon as all the information is completed on the separation orders (prior to or on the day of departing on terminal leave).

DO NOT wait until the date of separation to approve a separation order. At a minimum, separations must be approved no later than two days prior to the SPO Data Entry/Approval Cutoff for the pay calendar for the member's separation date to allow time for processing.

For example, if the member's separation date is 23 February 2015 (end-month February pay calendar), the separation must be approved on or before 14 February 2015, which is two days before the "SPO Data Entry/Approval Cutoff" for the end-month February pay day.

Waiting until the separation date to approve the separation WILL cause overpayments to members.

We are also seeing separation orders (RELADs and discharges) with proceed time and travel time on them. RELADs and discharges are not authorized proceed time and travel time. When this information is entered, it is charged as leave and oftentimes puts members in a negative balance on leave, causing them to be in an overpaid status.

Also, as a reminder, there is no "days leave to sell" block on the separation transaction. DA will automatically pay out for unused leave as part of the separation process. The leave carryover block is only used for Reserve Component members authorized to carry unused leave into inactive duty and for members changing components with no break in service (this does not include a regular member being released from active duty and transferred to the Coast Guard Reserve to fulfil their initial military service obligation).

PPC SEP News November 2014

Separations Processing Guidelines for Global Pay Transition


This SPONOTE provides guidelines for processing active duty separations as we transition to Direct Access Global Payroll.

Processing Guidelines in Global Pay beginning 5 Jan 2015:

All final pay and allowances will be paid to the separated member on the next regular pay cycle following the date of separation (DOS). For example, a member separating on 5 Jan 2015 will receive final pay and allowances on 15 Jan 2015. Certain cases may require a "special payment" but these will be limited. Guidance for special payment requests will be forthcoming. The current process for requesting an earlier separation date (amendment to a PSC approved separation authorization) will remain the same but must fall within the new payroll processing schedule guidelines. In Global Pay, the separation order completed and approved by the SPO is the transaction that will calculate and close separating members' accounts. There will be no electronic Statement of Intent to complete.

Also of significant note; CSEAPAY, CSEAPAY PREM and OCOLA must be manually stopped by the SPO upon the member's departure from the unit (or, OUT CONUS location for OCOLA) on terminal leave. Payroll transactions required in connection with separations will be noted in the procedural guidance. Most pay entitlements continue to accrue while a member is on leave in connection with separation. However, CSEAPAY, CSEAPAY PREM, and OCOLA are unique, these entitlements end when the member departs the unit or OUT CONUS unit on leave with no intention to return.


CWO2 Stacey Leigh Stevens
USCG Pay and Personnel Center
Separations Branch Chief

PPC (SEP) News Fall 2014

The Fall 2014 issue of the Pay & Personnel Center's Separation Branch Newsletter file in pdf format is now available. This issue includes the following articles:

PPC (SEP) News Spring 2014

The Spring 2014 issue of the Pay & Personnel Center's Separation Branch Newsletter file in pdf format is now available. This issue includes the following articles:

PPC (SEP) News September 2013

New Name

The Separations, Entitlements and Service Validation (SES) Branch is now the Separations (SEP) Branch. Service validation functions now fall under the Advancements (ADV) Branch. For service validation links, please see the ADV website here:

Accounting for leave upon Separation

PPC Separations Branch must account for all leave upon separation. In order to accomplish this, the leave disposition needs to be entered into the correct fields within Direct Access. For all separation cases, leave disposition must be entered on the Statement of Intent (SOI) under the "SOI Leave" tab. Regular leave sale shall be entered in the "Days of Regular Leave to Sell" tab. Do not enter regular leave to sell in the "saved leave" block. Enter the dates of terminal leave in the "Leave Requests" section of the SOI. Do not enter leave periods taken before terminal leave in this section. Leave taken before terminal leave must be entered as a regular vacation request in Direct Access.

It is important to take in to account all leave accrual through the date of separation. The leave accrual chart may be found in the Military Assignments and Authorized Absences Manual, Chapter 2.A.19.b. All leave not posted to JUMPS needs to be taken into account as well.

When computing terminal leave, ensure the member has no more than 75 days leave on October 1st or leave will be lost, causing the member to go in an overpayment status upon separation. This is especially important for members retiring and utilizing permissive temporary duty and/or processing point. The member must start utilizing leave days early enough to ensure they have no more than 75 days on October 1st.

SPOs must ensure the SOI is submitted and approved no later than 45 days prior to the departure from the unit. SPOs should also verify the SOI was posted to JUMPS by viewing SEG 75.

The PPC SPO Manual, Part VI contains all procedural guidance on completing separations transactions in Direct Access.

Stopping Entitlements

When completing the process of separating a member from the service, it is important to consider the entitlements which are lost while a member is on terminal leave. As per the SPO Manual Chapter 3, II-9-B-11, a member departing an OCONUS duty station will be eligible to receive OCONUS Cost of Living Allowance through the day prior to the first day of leave. For example, if a member begins terminal leave to an INCONUS location on 6 July 2013 the entitlement will be stopped on 5 July 2013 in Direct Access. One exception for this rule is if a member receiving OCONUS COLA takes leave outside the continental United States. A member who remains outside of the continental United States will remain eligible to receive a COLA entitlement. These rules apply for OCONUS COLA with and without dependents.

For vessel units which qualify for Career Sea Pay and Career Sea Pay Premium, stop transactions must be done as well. Per Pay Manual Chapter 4, Section B, Figure 4-3, Rule 12, a member is no longer entitled to Career Sea Pay (CSP) or Career Sea Pay Premium (CPS Prem) once departing the vessel on terminal leave. For example, if a member leaves his or her CSP qualifying vessel and begins leave on 10 July 2013 the Direct Access stop date should be 09 July 2013.

The stop transactions may be future dated in Direct Access and could be done along with separation counseling. If these entitlements are not stopped, the member will see a reduction of his or her final pay. This may delay payment to the member as well. These transactions must be entered and approved in Direct Access no later than one full pay cycle before the member's departure from the unit.

Reductions and Forfeitures

Ensuring that Reductions and Forfeitures are entered into Direct Access in a timely manner has a large impact on successful separations of Coast Guard members. Once punitive action has been taken via court martial or non-judicial punishment, it is imperative that this information is entered into the Disciplinary Action Tab in Direct Access. These transactions must be entered and approved in Direct Access no later than one full pay cycle before the member's departure from the unit. Failure to complete these transactions into Direct Access may result in negative final pay, creating an out of service debt for the member.

CWO2 Stacey L. Stevens
USCG Pay & Personnel Center
Separations Branch Chief

SPO Quick Check List for Separations

When processing any type of Separation use the below checklist to ensure member's pay and entitlements are correctly accounted for in their final active duty payment. Failure to submit and approve documents by the compute cycle prior to separation date will cause delays and/or reductions in final payments to members.

1. Submit and Approve a Statement of Intent through Direct Access within 45 days of member's separation date. Include leave sale and terminal leave dates if requested.

Verifying accumulated leave on separating members.

When calculating a member's leave balance through their separation date check the below areas in Direct Access and JUMPS:

Absence Request in Direct Access - check for any pending leave documents not yet approved.

Segment 62 in JUMPS - shows monthly leave balance and any leave taken during that month.

Segment 74 in JUMPS - Shows actual leave dates that have been processed or that are input and waiting for a compute cycle.

Use the below chart to calculate leave accrual through the date of separation:

Computing Leave from Beginning of Month to Separation Date.

This table shows the leave earned from beginning of month to date of separation.

Day of the of Month of Separation

Leave Earned


0.5 days


l.0 days


l.5 days


2.0 days


2.5 days

Reminder: The SOI must be approved in order for PPC calculate initial separation payments.

2. Submit and approve the Separation Action when member's terminal leave begins or prior to the last compute before the member's separation date.

The separation action must include leave sale. PPC cannot pay leave sale if it is not included in the separation transaction. If leave sale is not initially included, a correction to the separation action must be completed. PPC will only release pay and allowances owed member on date of separation and will wait until correction is submitted to process leave sale.

3. Last minute changes to separations:

When last minute changes to separations occur, if possible submit a new Separation SOI thru DA that includes the new information. Only do this if there is a compute prior to the separation date. If there is no compute, send an email SOI to PPC- PF-SES with new information and adjust the Separation Action accordingly.

Communication is the key to processing timely and accurate separations. Any questions can be sent to via email PPC-SES.

CWO2 Stacey L. Stevens
USCG Pay & Personnel Center
Branch Chief; Separations, Entitlements; Debts & Service Validation (SES)

New Procedures for Administration of Separation Pay

The February 10, 2012 changes to the Coast Guard Pay Manual COMDTINST M7220.29(series), have resulted in new administrative procedures when processing separations for members who are authorized Separation Pay.

Administrative procedures now requires a Ready Reserve service agreement and a statement of understanding that confirms the recipient's understanding of Separation Pay policy, recoupment from Retired Pay, and recoupment tax impact on Retired Pay. Per CG Pay Manual COMDTINST M7220.29(series), PPC (ses) shall only disburse Separation Pay when in receipt of the Ready Reserve service agreement and statement of understanding.

CG-3307 (SEP-21-Acknowledgement of Separation Pay and Recoupment from Retired Pay) has been formatted to incorporate both of the above requirements. Please review CG Pay Manual, Chapter 10, prior to processing separation actions that include separation pay. To ensure members are paid Separation Pay in a timely manner, SPO's should scan and email the signed CG-3307 (SEP-21) to prior to completing/approving the separation action in Direct Access. PPC-SES will include the signed CG-3307 (SEP-21) in the member's separation case. Failure to obtain and forward the signed CG-3307 (SEP-21) will require PPC (ses) to withhold Separation Pay Payments and direct members to contact their servicing SPO for help.

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

Importance of Timely and Accurately Processing of Disciplinary Transactions

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)

Top of page

Download Plug-Ins: Some of the links on this page require a plug-in to view them. Links to the plug-ins are available below.
Click Here to Download Adobe Acrobat Reader Adobe Acrobat Reader (PDF)
Last Modified 3/18/2015