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pdfUNITED STATES MARINE CORPS
MARINE CORPS INSTALLATIONS NATIONAL CAPITAL REGION
MARINE CORPS BASE QUANTICO
3250 CATLIN AVENUE
QUANTICO VIRGINIA 22134 5001
MCINCR-MCBQO P5001.1A
IPAC
22 Mar 16
MARINE CORPS INSTALLATIONS NATIONAL CAPITAL REGION–MARINE CORPS BASE
QUANTICO ORDER P5001.1A
From:
To:
Commander
Distribution List
Subj:
STANDING OPERATING PROCEDURES FOR INSTALLATION PERSONNEL
ADMINISTRATION CENTER (IPAC) MARINE CORPS INSTALLATIONS
NATIONAL CAPITAL REGION–MARINE CORPS BASE QUANTICO (SHORT
TITLE: SOP FOR IPAC MCINCR-MCBQ)
Ref:
(a)
(b)
(c)
(d)
MCO P5000.14D
ALMAR 058-05
MARADMIN 535-08
DOD FMR 7000.14R, Vol 7a
1. Situation. Per the guidance provided by ALMAR 058/05, Marine
Corps Installations National Capital Region-Marine Corps Base Quantico
(MCINCR-MCBQ) established the Installation Personnel Administrative
Center (IPAC) Quantico to form policies, procedures, responsibilities,
and relationships with respect to administrative matters.
2. Mission. To provide professional, efficient, and effective
personnel administration to Marines, Sailors, and their families
assigned to commands aboard MCINCR-MCBQ. The Marines of IPAC Quantico
are charged with the proper maintenance of the electronic service
records (ESR), manpower data elements, and pay and entitlement
processing.
3.
Execution
a.
Commander’s Intent and Concept of Operations
(1) Commander’s Intent. Review of this Standing Operating
Procedures (SOP) is recommended for all Commanders and their staffs.
The Director of IPAC is responsible for the oversight and daily
operation of the IPAC. Adherence to this SOP will assist Commanders
in focusing on the readiness of their unit, while simultaneously
maintaining personnel administrative readiness. The end-state is to
provide Commanders, Marines, Sailors and their family members
effective administrative support. Training in the use of
administrative initiatives such as Marine On-Line (MOL), and
assistance in establishing or refining unit internal control
procedures is available from the IPAC, Quality Assurance Section.
MCINCR-MCBQO P5001.1A
22 Mar 16
(2) Concept of Operations. The complex nature of entitlements
and administrative procedures necessitates an ongoing technical
professional military education program. Therefore, this SOP is a
dynamic document, subject to periodic updates as higher headquarters
publishes changes. The varied methods in which Marines and units
deploy require flexibility and cooperation. In fact, it is essential
to ensure administration is achieved in a timely and proactive manner.
Authorization to deviate from this SOP may occur as the situation
requires, under the provision of the references and their updates and
direction from higher headquarters.
b. Subordinate Element Missions. Commanding Officers and
personnel receiving personnel administrative support by IPAC Quantico
will refer to reference (d) regarding command responsibilities, and
will be guided by this SOP on the internal services and procedures of
IPAC Quantico.
c. Coordinating Instructions. Questions regarding any procedures
outlined in this Manual should be addressed to the Director of IPAC
Quantico.
4. Administration and Logistics. Recommendations concerning changes
to the IPAC SOP are encouraged. Submit to the Commander, MCINCR-MCBQ
(Attn: G-1), via the appropriate chain of command.
5.
Command and Signal
a. Command. This SOP is applicable to Active Duty and Reserve
Personnel located aboard MCINCR-MCBQ.
b.
Signal.
This SOP is effective the date signed.
6. Applicability. This SOP is applicable to all MCCDC, HMX-1, MCAF,
and all MCINCR-MCBQ tenant activities being serviced by MCINCR-MCBQ
IPAC.
7.
Certification.
Reviewed and approved this date.
X
ALLEN D. BROUGHTON
Chief of Staff
Signed by: BROUGHTON.ALLEN.DALE.1168122922
DISTRIBUTION:
A
2
MCINCR-MCBQO P5001.1A
22 Mar 16
CHAPTER 1
POLICY AND STRUCTURE
PARAGRAPH
PAGE
GENERAL . . . . . . . . . . . . . . . . . . .
1000
1-2
MISSION . . . . . . . . . . . . . . . . . . .
1001
1-2
HOURS OF OPERATION
. . . . . . . . . . . . .
1002
1-2
IPAC PERSONNEL POLICIES . . . . . . . . . . .
1003
1-2
IPAC ADMINISTRATIVE RESPONSIBILITIES
. . . .
1004
1-3
. . . . . . . . . . . . . . . .
1005
1-4
. . . . . . . . . . . . . . .
1006
1-4
FLOW OF INFORMATION . . . . . . . . . . . . .
1007
1-7
SUPPORT OF ACTIVATED RESERVIST ON ACTIVE DUTY
OPERATIONAL SUPPORT/RESERVE ORDER WRITING
SYSTEM (ROWS) ORDERS . . . . . . . . . . . .
1008
1-7
ORGANIZATION
IPAC STRUCTURE
FIGURE
1-1
IPAC ORGANIZATIONAL CHART . . . . . . . . . . . . . .
1-8
1-2
IPAC PHONE ROSTER . . . . . . . . . . . . . . . . . .
1-9
1-1
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22 Mar 16
CHAPTER 1
POLICY AND STRUCTURE
1000. GENERAL. The IPAC has cognizance over personnel administration
for all serviced commands located aboard Quantico. The IPAC is under
the operational and administrative command and control of the
Commander, MCINCR-MCBQ.
1001. MISSION. The mission of the IPAC is to provide personnel
administrative support and services to Commanders, Marines, Sailors
and family members by ensuring military personnel records and pay
accounts are accurate and properly maintained therefore ensuring
individuals are administratively prepared for worldwide deployment
with the operating forces.
1002. HOURS OF OPERATION. The IPAC hours of operation:
Yale Hall, Bldg 2006; Monday through Friday from 0700 to 1700.
Little Hall, DEERS Bldg 2034; Monday through Friday from 0700-1530.
1. For emergency situations, contact the Director, Deputy Director,
Staff Non-Commissioned Officer in Charge (SNCOIC) or Officer in Charge
(OIC) of the respective section for assistance listed in Figure 1-2.
2. The IPAC is closed for routine business on Thursdays at noon for
Professional Military Education (PME), with the exception of scheduled
appointments, check-ins, check-outs and Marines with bona fide
emergencies.
3. The IPAC will extend hours of operation to accommodate requests
for service outside normal working hours.
1003.
IPAC PERSONNEL POLICIES
1. All military personnel conducting routine administrative business
are required to be in the uniform of the day or appropriate civilian
attire.
2. All personnel are required to check-in with the front desk clerk
of the respective IPAC section prior to being assisted.
3. Electronic Personnel Action Requests (EPARs) are encouraged for
all Marines and must be properly routed through the respective chain
of command. All EPARs will be worked within 5 working days after
being received by the IPAC.
4. Request for Leave and Earnings Statements (LES), Basic Training
Records (BTR), Basic Individual Records (BIR), W-2 and W-2C, and
Fitness Report printouts will be processed by the individual Marine
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utilizing MOL, MyPay and/or the individual unit Adjutant/S-1.
Additionally, requests for certified true copies of printouts and
pages from an individual’s Service Record (i.e., for meritorious
boards, enlisted to officer packages, personal convenience, etc.) will
be accomplished by the unit S-1 utilizing Marine on Line (MOL).
5. All disputes/disagreements or service problems will be addressed
to the Section OIC/SNCOIC. The use of the MCICNR-MCBQ’s Interactive
Customer Evaluation (ICE) is highly encouraged to site all concerns.
The IPAC staff will ensure that every complaint is thoroughly
researched and a satisfactory explanation is provided to the Marine
and/or command.
http://ice.disa.mil/index.cfm?fa=site&site_id=181
1004. IPAC ADMINISTRATIVE RESPONSIBILITIES. IPAC responsibilities
include, but are not limited to, the following:
1. Provide timely administrative support in response to EPARs from
individual Marine(s) or command representatives.
2. Ensure all reportable items are accurately processed in MCTFS via
unit diary within 5 working days of receipt of validated source
documents.
3. Preparation, maintenance, and accountability, of all service
records of personnel administratively joined to commands serviced by
IPAC Quantico.
4.
Endorsement and preparation of PCS and PCA Orders.
5. Process requests, report required entries, provide orders, for
transfer to the Fleet Marine Corps Reserve and issue DD214s for
retirement.
6.
Monitor and retain completed check-out sheets.
7.
Issuing, recovery and accounting for electronic meal cards.
8. Process bond and allotment requests that cannot be processed
through MyPay.
9. Monitor junior enlisted promotions and submit requests for
remedial promotions.
10. Coordinate with unit Limited Duty Coordinators to track personnel
in a limited duty status and report any changes in duty status and
limitation codes.
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11. Conduct new join, triennial, pre and post deployment audits.
Deployment audits will include review and update of BIR, Service
members’ Group Life Insurance (SGLI) and Record of Emergency Data
(RED) 30 days prior to departing and upon return from deployment/TAD
in excess of 30 days.
12. Provide personnel administrative support to unit commanders to
include deployment support as required.
13. Process all legal documentation received from the supported
units.
14. Provide administrative/backup support for MOL. This includes
also providing any administrative assistance that may be needed by
Commanders and Marines.
1005.
1.
2.
3.
4.
5.
6.
7.
8.
9
10.
ORGANIZATION AND SUPPORTED UNITS
Headquarters Service Battalion (HqSvcBn)
Security Battalion (SctyBn)
The Basic School (TBS)
Officer Candidate School (OCS)
Marine Corps Air Facility (MCAF)
Marine Corps Helicopter Squadron One (HMX-1)
Marine Corps University (MCU)
Weapons Training Battalion (WTBn)
Wounded Warrior Regiment (WWR)
Marine Corps Detachment, Ft Belvoir (MCDet Ft Belvoir)
1006.
IPAC ORGANIZATIONAL STRUCTURE.
See Figure 1-1.
1. HEADQUARTERS SECTION. The Headquarters Section consists of the
Director, Deputy Director and SNCOIC and exercises internal control of
all IPAC functional areas and establishes command relationships with
the supported units.
a. The Director shall perform executive level duties pertaining
to the IPAC by ensuring commands receive quality administration
through open communication and coordination between higher
headquarters and external agencies.
b. IPAC Headquarters Section is responsible for management of
IPAC personnel training requirements and personnel accountability.
2. IDENTIFICATION/DEFENSE ENROLLMENT ELIGIBLITY REPORTING SYSTEM
(ID/DEERS) & PASSPORT OFFICE. The ID/DEERs & Passport office provides
administrative assistance for all service members (active/reserve),
family members of service members and government employees.
3. QUALITY ASSURANCE SECTION. Quality Assurance Section is
responsible for monitoring unit diary reporting: and extract, work,
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monitor, and certify Electronic Diary Feedback Reports (EDFR).
Review, monitor, and conduct random audits identifying internal
control problems and trend discrepancies in pay. In addition,
responsible for conducting test cycle of software installation,
special queries/ODSE reports; and conduct administrative visits to the
supported commands.
4. INBOUND SECTION. Inbound Section is responsible for centralizing
filing and processing all personnel arriving Permanent Change of
Station (PCS) to Quantico. The Inbound Section provides assistance
and education in areas of pay entitlements and updating information in
MCTFS. Lastly, the Inbound Section will conduct all initial join
audits, ensure accuracy of the individual’s service and pay records,
and the completion of the travel claims process.
5. CUSTOMER SERVICE SECTION. The Customer Service Section is
responsible for the following administrative areas: administrative
service for pay related EPARs, pay entitlements reporting,
maintenance/security of service records, formal schools, awards and
completion of triennial audits. The Customer Service Section is
responsible for processing and reporting any change in a Marine’s
dependency and marital status to include a complete SRB audit, member
married to member, member married to other service member and
triennial audits.
6.
PAY/DEPLOYMENT SECTION
a. PAY SECTION. The Pay Section is responsible for tracking
and monitoring all pay entitlements to include Career Status Bonus
(CSB) and Special Duty Assignment (SDA) pay for personnel of the
supported units, auditing and resolving pay discrepancies, and
submitting special payments to Finance Office. The Pay Section is
also responsible for processing allotments not processed by MyPay.
b. DEPLOYED SUPPORT/TAD SECTION. The Deployed Support/TAD
Section is responsible for tracking, monitoring and conducting all
required audits, to ensure proper reporting of TAD entitlements preand post-deployment.
c. RECORDS ROOM. The Records Room is a central point for
collection, scanning, and uploading of correspondence to the service
member’s official military personal file (OMPF).
7. COMMAND SUPPORT SECTION. The Command Support Section is divided
into three sub-sections (Promotions, Legal, and Limited Duty) and
assists commands with reporting of rifle/pistol qualifications,
assignment and removal from body composition program, local/formal
schools, physical fitness tests, combat fitness test scores and any
entries not reported by the unit’s S-3s. When MOL is not available,
the IPAC Command Support Section will support and assist with
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reporting the appropriate unit diary entries.
a. PROMOTION SECTION. The Promotion Section is responsible for
monitoring the enlisted promotion process through MOL to include
tracking of Page 11 entries for “non-recommendations” for promotion,
remedial promotion packages, and re-computation of composite scores.
Promotion warrants, “select grade rosters” and proficiency/conduct
marks will be processed via MOL by the unit S-1s. When MOL is not
available, the IPAC Promotion Section will report the appropriate unit
diary entries.
b. LEGAL SECTION. The Legal Section is responsible for the
administrative processing of all legal related entries to include NonJudicial Punishment (NJP), courts-martial, appellate leave, “In Hands
of Civil Authorities” (IHCA), unauthorized absence, and/or desertion.
Additionally, the Legal Section reports all relevant entries into
MCTFS. Lastly, the Legal Section is responsible for processing
Marines placed on involuntary appellate leave and Marines declared a
deserter for more than 90 days, to designated higher headquarters.
c. LIMITED DUTY SECTION. The Limited Duty Section is responsible
for tracking personnel on limited duty status.
8. OCS STUDENT PERSONNEL SECTION. The Officer Candidate School
Student Personnel Section is located at Yale Hall bldg. 2006, 2nd
deck. The section is responsible for the administrative processing of
Candidates attending Officer Candidates School (OCS) and the
preparation of the Basic School orders.
9. TBS STUDENT PERSONNEL DETACHMENT. TBS School Student Personnel
Detachment is responsible for the administrative processing of
students training at The Basic School (TBS), Basic Officer Course
(BOC), Warrant Officer Basic Course (WOBC), Infantry Officer Course
(IOC) and the Martial Arts Center of Excellence (MACE). The TBS
Detachment is physically located at Camp Barrett to provide service to
only student personnel.
10. PERMANENT CHANGE OF STATION ORDERS (PCSO) SECTION. The PCS
Orders Section is responsible for endorsing all PCS and PCA orders
issued by Headquarters Marine Corps. Additionally, it maintains
responsibility for all port-call submissions for Marines ordered
overseas.
11. SEPARATION/RETIREMENT SECTION. The Separation/ Retirement
Section is responsible for the identification and processing of all
Marines pending release from active duty, retirement, and transfer to
the Fleet Marine Corps Reserve (FMCR), administrative/punitive
separation, and physical evaluation board discharges.
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1007. FLOW OF INFORMATION. In an effort to reduce the requirement for
Marines to physically visit the IPAC for routine personnel actions,
Marines are encouraged to utilize MyPay website https://mypay.dfas.mil
or the MOL website https://tfas.mol.usmc.mil. The preferred method
for transmitting information to request administrative action is
Electronic Personnel Action Request (EPAR). EPARS are completed
within 5 working days if all required supporting documents are
attached. EPAR submission provides recorded feedback and details for
tracking purposes.
1008. SUPPORT OF ACTIVATED RESERVIST ON ACTIVE DUTY OPERATIONAL
SUPPORT/RESERVE ORDER WRITING SYSTEM (ROWS) ORDERS. The IPAC provides
administrative support to a number of activated Reservists aboard
MCINCR-MCBQ. Due to the complexity of Reserve issues, units are
encouraged to contact the respective IPAC section when the following
issues occur:
1. Inbound Section will process all newly activated Reservists who
require an INITIAL JOIN, execute a PCS from outside MCINCR-MCBQ and
travel claims incident to PCS.
2. Deployment Support/TAD Section will process all 30-day partial
travel claims, all travel claims for ADOS/ROWS orders, pre/post
deployment audits, any periods of TAD executed through use of the DTS
application.
3.
Pay Section will handle all pay inquiries.
4. Separation/Retirement Section will handle all adjustments to
EAS/ECC dates due to modification to ADOS/ROWS Orders, 11060s, and
preparation of DD 214.
5.
PCS Orders Section will prepare PCS orders, if applicable.
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IPAC ORGANIZATIONAL CHART
IPAC
DIRECTOR
DEPUTY
DIRECTOR
INBOUND
SECTION
CUSTOMER
SERVICE
SECTION
DEPLOYMENT/
PAY SECTION
COMMAND
SUPPORT
SECTION
ORDERS
SECTION
(PCS/PCA)
IPAC
SNCOIC
SEPARATIONS
SECTION
OCS
STUDENT
PERSONNEL
SECTION
TBS
STUDENT
PERSONNEL
SECTION
QUALITY
ASSURANCE
SECTION
Figure 1-1.—IPAC Organizational Chart
1-8
ID CARD/
DEERS
OFFICE
MCINCR-MCBQO P5001.1A
22 Mar 16
IPAC PHONE ROSTER
Headquarters Section
Director
784-4672
Deputy Director
784-5100
SNCOIC
784-5851
OCS Student Personnel
Officer in Charge
SNCOIC
Clerks
Inbound Section
Officer in Charge
SNCOIC
Clerks
TBS Student Personnel Section
Officer in Charge
432-6526
SNCOIC
432-6412
784-0023
784-4479
432-4194
Section
784-4400
784-4188
432-1243
Customer Service Section
Officer in Charge 784-1216
SNCOIC
432-1229
Clerks
784-4466
DEERS/ID Card & Passport Office
Officer in Charge
784-1597
Customer Service
784-2758
Passports
784-1488
Deployment/Pay Section
Officer In Charge 432-1990
SNCOIC
432-1231
Pay Section
784-5661
Quality Assurance Section
Officer in Charge
784-2353
SNCOIC
784-2933
Orders Section (PCS/PCA)
Officer in Charge 784-2434
SNCOIC
784-3461
Clerks
784-4193
Separations Section
Officer in Charge
SNCOIC
Clerks
432-0093
784-5613
784-5496
Command Support Section
Officer in Charge 432-2933
SNCOIC
432-1989
Clerks
784-4511
Figure 1-2.
IPAC Phone Roster
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CHAPTER 2
DEERS/ID CARD CENTER
PARAGRAPH
PAGE
GENERAL . . . . . . . . . . . . . . . . . . .
2000
2-2
MISSION . . . . . . . . . . . . . . . . . . .
2001
2-2
LOCATION
2002
2-2
2003
2-2
GENERAL . . . . . . . . . . . . . . . . . . .
2100
2-2
IDENTIFICATION
. . . . . . . . . . . . . . .
2101
2-2
DOCUMENTATION . . . . . . . . . . . . . . . .
2102
2-3
COMMON ACCESS CARD
. . . . . . . . . . . . .
2103
2-3
IDENTIFICATION CARDS. . . . . . . . . . . . .
2104
2-3
LOST, STOLEN OR ALTERED ID/CAC
PROCEDURES. . . . . . . . . . . . . . . . . .
2105
2-5
TERMINATION OF ID/CAC . . . . . . . . . . . .
2106
2-6
2200
2-6
SECTION 1: GENERAL
. . . . . . . . . . . . . . . . . .
HOURS OF OPERATION
. . . . . . . . . . . . .
SECTION 2:
DEERS/ID CARD SECTION
SECTION 3: PASSPORT SECTION
GENERAL . . . . . . . . . . . . . . . . . . .
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CHAPTER 2
DEERS/ID CARD CENTER
SECTION 1: GENERAL
2000. GENERAL. The DEERS/ID Card Center provides enrollment into the
Defense Enrollment Eligibility Reporting System (DEERS), issues Common
Access Cards (CAC) and/or official Identification Cards to all active,
reserve and retired service members, service member families, and
civilian and contractor employees. Additionally, we also provide
visas, diplomatic, official and no-fee passports for official travel.
2001. MISSION. Establish regulations and procedures for issue and
recovery of all ID/CACs (military and civilian). In addition, the
DEERS/Real-time Automated Personnel Identification System (RAPIDS)
provides a computerized information service to the enrollment of
individuals eligible for Uniformed Services benefits in order to
reduce potential fraud, waste, and abuse associated with obtaining
benefits.
2002. LOCATION. The DEERS/ID Card Center is located on the 1st floor
of Building 2034 (Little Hall). The mailing address is 2034 Barnett
Avenue, Quantico, VA 22134.
2003. HOURS OF OPERATION. Hours of operation are Monday thru Friday
from 0700 to 1530. For appointments call 703-784-2750/2759/2758.
Walk-ins are available from 0700-1500, first-come-first-serve basis.
Walk-ins may end earlier due to a high volume of customers. The
center is closed on Federal holidays and at 1400 every second
Wednesday of each month for training. Appointments can be scheduled
on https://rapids-appointments.dmdc.osd.mil and detailed information
is available on the Quantico Website at http://www.quantico.usmc.mil.
SECTION 2: DEERS/ID CARD SECTION
2100. GENERAL. The Defense Enrollment Eligibility Reporting System
(DEERS)/ID Card Section provides enrollment into the Defense
Enrollment Eligibility Reporting System (DEERS), issues Common Access
Cards (CAC) and/or official Identification Cards to all active,
reserve and retired service members, service member families, and
civilian and contractor employees.
2101. IDENTIFICATION. All personnel over age 18 must present two
valid unexpired forms of identification. At least one of the forms of
ID must have a valid photo. A list of identification is available on
http://nvlpubs.nist.gov/nistpubs/FIPS/.
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2102. DOCUMENTATION. Marriage certificates, divorce decrees and
birth certificates must be originals, court-certified copies, or
certified photocopies that reflect the file number. Foreign documents
must be accompanied by an official English translation. Foreign
divorce decrees must be reviewed by the local installation’s legal
department.
2103. COMMON ACCESS CARD (CAC). The DEERS/ID Card Center issues the
CAC to eligible active and reserve service members, civilian employees
and contractors. The following information is provided for issuance
and renewal of the CAC:
1. Active Duty, Reserve and National Guard service members. The
personnel record must be updated by appropriate branch of service to
reflect current status/change. CACs can be renewed within 90 days
from date of expiration. CACs are issued for a period of three years
or less. The military member should bring two forms of valid
unexpired IDs, one MUST be a photo ID. Additionally, please bring the
following for the appropriate occasion/event:
a.
b.
c.
d.
e.
f.
Reenlistment/Extension – Reenlistment Contract Extension
Promotion - Promotion Warrant/Order or MOL/MCTFS 3270
Demotion - Source document for demotion in grade/rank
Frocking - Frocking message
Reservist on Active Duty – Active Duty Orders
Appellate Leave – Appellate Leave Orders
2. Civilian Employee & Contractor. The personnel record must be
updated by the agency prior to issuance. Two (2) forms of valid
unexpired IDs, one form MUST be a photo ID. For convenience, please
call in advance to check if the new record is available in DEERS to
issue a CAC.
2104. IDENTIFICATION CARDS. A dependent must have proper
identification and documentation to enroll in DEERS or receive an ID
card. The sponsor must be present with dependent or the sponsor can
provide the dependent a DD Form 1172-2. The DD 1172-2 can be verified
at the center, notarized or digitally signed on
https://www.dmdc.osd.mil/selfservice/. A General POA from sponsor for
the dependent may also be utilized for service.
1. Spouse. To enroll a spouse, present the original Marriage
Certificate, Spouse's Birth Certificate, Spouse's Social Security
Card, and two (2) forms of unexpired identification, one form MUST be
a photo ID. Divorce Decree or Death Certificate if applicable.
2. Newborn Child. To enroll a newborn child, present the Child’s
Certificate of Live Birth letter or Birth Certificate and the Child's
Social Security Card.
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3. Child Born Out of Wedlock. For male sponsors, present the Court
Order (Judicial Determination of Paternity), Voluntary Acknowledgment
of Paternity (VAP), Approved Dependency and Residency Determination
(reflecting over 50% support) or SJA Opinion that establishes
paternity and the Child’s Birth Certificate and the Child's Social
Security Card. The child must reside in the sponsor’s household or in
one maintained by the sponsor to receive commissary privileges. The
sponsor must provide over 50% support for child to receive exchange
and MWR privileges. For female sponsors, present the Child’s Birth
Certificate and the Child's Social Security Card.
4. Step Child. To enroll a step child, present the Child’s Birth
Certificate, Child's Social Security Card and the Marriage Certificate
of sponsor and step child’s biological parent.
5. Legal Custody Ward or Foster Child. To enroll Legal Custody Ward
OR a Foster child, present the Approved Dependency Determination from
DFAS (DD 1172 and DD 27-88), Original or Certified copy of Court Order
or Placement Agreement granting Legal Guardianship/Custody to the
sponsor that stipulates the child will be in the care and custody of
the Sponsor for no less than twelve (12) consecutive months, the
Child’s Birth Certificate and the Child's Social Security Card. The
sponsor MUST provide over 50% support to the child and the child MUST
reside in the military sponsor's household.
6. Adopted Child. To enroll
Adoption Decree signed by the
documentation from authorized
Human Services, Child’s Birth
Card.
an adopted child, present the Final
judge (Original or Certified copy) or
Placement Agency under the Department of
Certificate and Child's Social Security
7. ID Cards for Children Under Age 10. To receive an identification
card for a child under the age of 10, one of the following situations
must apply:
a.
b.
c.
d.
Child has joint service couple or single parent
Child’s physical appearance has changed significantly
Child does not reside in the household of the sponsor
Child is temporarily away from sponsor and must use a medical
treatment facility
8. ID Cards for Children Age 10 to 18. For initial issue of child’s
first ID card, present Child’s original Birth Certificate. For
renewal, present old ID card.
9. ID Cards for Children Age 18 and Older. Present two (2) forms of
unexpired identification, one form MUST be a photo ID. The old
military ID can be used as one form.
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10. Medically Incapacitated Child over the Age of 21. To enroll an
incapacitated child, present Approval of Dependency Determination (DD
1172 and DD 27-88), Valid unexpired photo ID of Incapacitated Child,
Child's Social Security Card, Current Medical Sufficiency Statement.
The sponsor MUST provide over 50% support to the child. Medical
incapacitation MUST have occurred and been documented in medical
records prior to the 21st birthday. The Medically Incapacitated Child
cannot be married. Recertification every four (4) years.
11. College Student (Ages 21 to 23). Child must present a letter
from the accredited institution’s school registrar certifying fulltime enrollment or enrollment verification certificate from the
National Student Clearing House. The original document must state
full-time enrollment, anticipated graduation date, and dates of the
current semester. The sponsor MUST provide over 50% support to the
child. College Student must present two (2) forms of valid unexpired
IDs, one form MUST be a photo ID. For more details, please contact
the center.
12. Tricare Young Adult (TYA) Program (Ages 21 to 26). The sponsor
must enroll the child in the Tricare Young Adult Program. The sponsor
and the child must present two (2) forms of valid unexpired IDs, one
form MUST be a photo ID.
13. Retirees. To update status to Retired in DEERS, present the
Retirement Orders, DD Form 214 (Member Copy 4) or Correction of
Military Record. Two (2) forms of valid unexpired IDs, one form MUST
be a photo ID. Retirees will not be issued their initial Retiree ID
card prior to their retirement date. The CAC must be turned into the
center prior to issuance of ID card. Eligible dependents of retirees
will also need to replace their dependent ID cards to reflect the
retiree’s change in status. The Retiree ID card will state the card
is indefinite but on the backside of the card it will have an
expiration date for the 65th Birthday. At 65, retirees are eligible
for Medicare and require a new Retiree ID card after the Medicare Part
A and B election has been made. The Dependent Spouse of the Retiree
will be issued an ID card every four years until age 65.
2105. LOST, STOLEN OR ALTERED ID CARD/CAC PROCEDURES. All ID cards
and CACs are the property of the U.S. government and must be
safeguarded against fraudulent use, loss and alteration.
(1) All service members, government civilians and contractors
are required to immediately report the loss, theft or alteration of
their government ID card/CAC to chain of command/supervisors.
(2) A Report of Lost, Stolen or Altered ID/CAC Form must be
completed; the original for DEERS/ID Card Center and a copy should be
maintained in the personnel file.
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a. Active Duty, Reserve and National Guard service
members. The service member must have a signed statement from their
supervisor (E-6 or above) to report a lost, stolen, or altered ID
card/CAC.
b. Civilian Employees/Contractors. The civilian employee
or contractor must have a signed statement from their first-line
supervisor to report a lost, stolen, or altered ID card/CAC.
c. Family Member(s). Family members are not required to
complete a report of lost, stolen or altered ID/CAC.
2106. TERMINATION OF ID/CAC. Upon termination of employment, all
ID/CACs must be turned into the DEERS/ID Card Center for
termination/destruction. Any person possessing more than one ID/CAC
or who willfully alters, damages, lends, counterfeits, or uses an ID
card in any unauthorized manner is subject to possible adverse
administrative, disciplinary, or UCMJ action under Title 18, U.S. Code
or Federal laws.
SECTION 3: PASSPORT OFFICE
2200. GENERAL. The Passport Office provides assistance to commandsponsored military, authorized family members and DoD civilians
traveling on official travel orders in acquiring no-fee passports.
Government contractors cannot utilize the Passport Office for
services.
1. LOCATION. The Passport Office is located in DEERS/ID Card Center,
1st Floor, Building 2034 (Little Hall). The address is 2034 Barnett
Avenue, Quantico, VA 22134.
2. HOURS OF OPERATION. Operating hours are Monday thru Friday from
0800-1530. For appointments call 784-2750/2758/2759. Appointments
are recommended, but not required.
3. SERVICES. The Passport Office processes visa applications and
diplomatic, official and no-fee passports for official government
travelers. The passport agents are appointed by the Department of
State and authorized to accept passport applications. Tourist
passport applications are not accepted.
4. Requirements. Passport applications can be completed on
www.travel.state.gov. For detailed instructions, please contact the
Passport office. Passport applications may take up to six or more
weeks to process. Visa applications may take up to three or more
weeks. Personnel who are assigned to Explosive Ordnance Disposal and
National Capital Investment Fund must possess an official passport.
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Marine Helicopter Squadron-1 and Marine Corps Embassy Security Group
will utilize the Passport Agent assigned to their individual units.
To apply for an official passport, present a copy of endorsed orders
or Letter of Intent; “Request for Expedite” signed by an SES/General
Officer; current/expired passport or original birth certificate; and
marriage certificate. Additional documentation may be required.
Please contact the Passport Agent for additional information.
Passport photos are available at Combat Camera for no cost.
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CHAPTER 3
QUALITY ASSURANCE SECTION
PARAGRAPH
PAGE
GENERAL . . . . . . . . . . . . . . . . . . .
3000
3-2
QUALITY ASSURANCE RESPONSIBILITIES. . . . . .
3001
3-2
ELECTRONIC PERSONAL ACTION REQUEST (EPARS). .
3002
3-3
INTERNAL AUDIT SUPPORT. . . . . . . . . . . .
3003
3-3
ADMINISTRATIVE PROCESS REVIEW . . . . . . . .
3004
3-4
UNIT INSPECTION PROCEDURES
. . . . . . . . .
3005
3-4
MONTHLY ADMINISTRATIVE
DISCREPANCY NOTICE (ADN). . . . . . . . . . .
3006
3-5
TECHNICAL MOS TRAINING
. . . . . . . . . . .
3007
3-5
DATA SYSTEMS SECTION. . . . . . . . . . . . .
3008
3-5
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CHAPTER 3
QUALITY ASSURANCE SECTION
3000. GENERAL. The Quality Assurance Section is responsible for
developing Internal Control Reports (ICRs), conducting internal and
external inspections and to ensure the IPAC and supported units are in
compliance with federal regulations, directives, and guidance as set
forth by higher headquarters. Primary functions of the Quality
Assurance section are to: review internal controls of each section,
research and interpret policy/regulations, conduct administrative
training visits at supported units, manage data systems operations,
and inventory control of IT assets.
3001. QUALITY ASSURANCE RESPONSIBILITIES. The responsibilities of
the Quality Assurance Section include, but are not limited to the
following:
1.
Electronic Personal Action Requests (EPARS).
2.
Internal/External Process Review Visits.
3.
Administrative Training.
4.
Audit Inconsistency Reports.
5.
Update and manage SharePoint website.
6.
Generate and analyze the Timeliness Management Report (TMR).
7. Update and manage the Electronic Diary Feedback Report
(EDFR).
8.
Provide Software Release Support.
9.
Manage systems access/account security for IPAC.
10.
Develop administrative programs/process improvement.
11.
Ensure accountability and operability of IT assets.
12.
Manage unit diary processing.
13. Maintain current “By Direction” letters, Appointment/ Termination
Record – Authorized Signature forms (DD Form 577), and all general
correspondence.
14. Publish the Installation Administration Meeting (IAM) pamphlet
for distribution. Upload various administrative publications to the
SharePoint website as necessary for public review.
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15. Construct and publish the Monthly Administrative Discrepancy
Notice to the SharePoint website.
3002. EPARS. The Quality Assurance section reviews and assigns EPARS
to the respective sections within the IPAC for action. The objective
is to have EPARS completed within 5 working days. If uncommon
situations prevent completion within established timelines, notify the
QA section for accountability.
3003.
1.
INTERNAL AUDIT SUPPORT
Ensure workflow and internal controls function effectively.
2. Ensure proper administrative training is conducted to ensure
accurate and timely reporting of unit diary information.
3. Distribute weekly, the Unit Diary Statistic Report that consists
of the following: tracking the acceptance and rejection rate of unit
diary entries submitted and the timeliness of unit diaries within each
section.
4. Manage, audit, and track all information received on the EDFR and
inform OIC/SNCOIC of trends within their respective section. Daily
monitoring of EDFR cycles will be conducted to ensure they are
completed and certified within 5 working days. Establish completion
dates and ensure compliance by each section. Part II EDFRs will be
worked on the first day of populating.
5. The Timeliness Management Report (TMR) will be generated on the
1st working day of the month for the previous month’s activity. The
Quality Assurance Section will review the TMR in order to discuss
trends and deficiencies that occurred the month prior. The TMR
displays the number of total diary transactions, time rated
transactions, total rejections, timeliness percent, and rejection
percent.
6. Develop and maintain section technical training resources to
include a public access location for administrative training media,
references and courseware.
7. In addition to current policies and regulations, refer to the
Marine Corps Administrative Assistance Team (MCAAT) checklist and the
Inspector General, Functional Area Checklists (FAC) when conducting
internal analysis.
8. Monitor and ensure completion of inconsistency reports for IPAC
sections. Ensure research and corrective actions are completed.
9. Function as the Quality Assurance for the IPAC by providing
research, instruction, and on-site assistance to each section upon
request.
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3004. ADMINISTRATIVE PROCESS REVIEW. Responsible for coordinating
with the supported commands to conduct reviews of functional areas in
which IPAC and the supported unit share responsibility or have joint
ownership of source document workflow. These inspections will improve
open communication between the IPAC and the supported units and ensure
accurate and timely information is being reported in MCTFS. The
inspection team will utilize various checklists and automated
resources to evaluate internal controls. The inspectors are not
assigned to the official MCAAT team and therefore cannot provide a
MCAAT rating on the results of the assist visit. The Administrative
Assistance team will:
1. Conduct continuous inspections and special reviews (onsite and/or
remote), of all functional administrative areas of the supporting
units and the IPAC. Utilize the IG FAC and MCAAT checklist when
conducting administrative visits to units supported by the IPAC.
2. Identify error trends and make recommendations to eliminate
problem areas.
3. Review and monitor internal control procedures for each functional
area to confirm compliance of administrative checklists.
4.
Plan, implement, and retain IPAC technical training.
5.
Audit and publish inconsistency reports.
6. Conduct proper proficiency training for units, as requested. The
Quality Assurance team will be responsible for all aspects of their
designated training, to include the material, availability,
preparation, and presentation of the training.
7. Provide subject matter experts, as required, to assist Commanding
General Inspection teams.
3005. UNIT INSPECTION PROCEDURES. The purpose of the unit inspection
is to provide administrators with education and instruction on Marine
Corps policies and procedures which affect administration and pay and
allowances. Secondly, the review promotes accuracy and efficiency in
pay-related administrative and financial functions. Lastly, the
review provides recommended action for improvement in the unit
administrative offices and within the IPAC. The Quality Assurance
Section will:
1. Provide clarification of Marine Corps pay-related administrative
and finance directives.
2. Draft pay and allowance entitlement determination; travel and
station allowances; and request interpretations from MCAAT and higher
headquarters, as required.
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3. Identify problem areas, recommend appropriate corrective actions,
and provide instruction and/or training in proper procedures.
4. Conduct a comprehensive review of internal control procedures for
IPAC and external units. This review will determine whether current
procedures in the unit S-1 and IPAC functional areas are in compliance
with Marine Corps directives. Focus of effort is to evaluate workflow
between the two administrative elements.
5. Provide an After Action Report that summarizes the discrepancies,
findings, and corrective actions. Quality Assurance Section will
provide the original report to the section/unit inspected, and provide
a copy to the IPAC Director and command files. The inspected IPAC
section must correct the discrepancies within 5 working days after the
date of receipt. After Action Reports will be maintained in the IPAC
correspondence files for 2 calendar years.
3006. MONTHLY ADMINISTRATIVE DISCREPANCY NOTICE (ADN). The Quality
Assurance Section is responsible for preparing and publishing the IPAC
Monthly Administrative Discrepancy Notice (ADN). This consists of
generating inconsistency reports and auditing them for accuracy. The
Quality Assurance Section will publish the ADN to the IPAC SharePoint
website for supporting unit’s corrective action.
3007. TECHNICAL MOS TRAINING. The objective of technical MOS
training is to raise the level of administrative knowledge within the
IPAC. This will be facilitated by sections conducting weekly MOS
training on various administrative process, and other topics that
improve the level of professionalism within IPAC and unit S-1s.
Quality Assurance section will capture/create training curriculum for
common access on the SharePoint website.
3008. DATA SYSTEMS SECTION. The responsibilities of the Data Systems
Section include, but are not limited to, the following:
1. Communicate data systems software malfunctions to MISSO-9 for
corrective action. Track progression of MISSO actions until
completion.
2. Maintain a current inventory of all automated data processing
equipment (ADPE) assets assigned to the IPAC. This inventory will be
reconciled on a quarterly basis to ensure that all assigned assets are
accounted for. Discrepancies discovered during the quarterly
reconciliation will be immediately identified to the Base G-6 for
resolution.
3. Develop and maintain SharePoint applications designed to
streamline information availability to the IPAC and supported
organizations and improve the personnel administrative process.
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4. Responsible for the accountability of all ADPE, computer, printer,
and scanner assets within IPAC and coordination with G-6, or the
Manpower Information System Support Office (MISSO) for any computer
maintenance, service, and/or applications.
5. Develop and implement internal ADPE and new software application
training for IPAC personnel.
6. Perform all IPAC Terminal Area Security Officer (TASO) functions
for MCTFS access for the IPAC. Ensure IPAC personnel have the proper
access to MCTFS and other required software systems.
7. Serve as the direct line of communication between IPAC and G-6 for
computer workstation maintenance, as well as, equipment refresh
events. Track and control complex repairs requiring removal of
computer workstations.
8. Track and monitor all access to automated systems belonging to the
IPAC. Ensure required training and annual Information Awareness (IA)
certifications are completed and retained.
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CHAPTER 4
INBOUND SECTION
PARAGRAPH
PAGE
GENERAL . . . . . . . . . . . . . . . . . . .
4000
4-2
MISSION . . . . . . . . . . . . . . . . . . .
4001
4-2
REPORTING INSTRUCTIONS
. . . . . . . . . . .
4002
4-2
CHECK-IN SHEET POLICY . . . . . . . . . . . .
4003
4-3
FIRST STAGE AUDIT RESPONSIBILITIES. . . . . .
4004
4-3
FIRST STAGE AUDIT PROCEDURES. . . . . . . . .
4005
4-3
PCS TRAVEL SECTION RESPONSIBILITIES . . . . .
4006
4-4
SECOND STAGE AUDIT RESPONSIBILITIES . . . . .
4007
4-4
SECOND STAGE AUDIT PROCEDURES . . . . . . . .
4008
4-4
NAVY/OTHER SERVICE INBOUND PROCEDURES . . . .
4009
4-5
CASUAL JOINS
. . . . . . . . . . . . . . . .
4010
4-5
DEFENSE ATTACHE’ OFFICER (DAO) SUPPORT. . . .
4011
4-5
FAILURE TO REPORT JOINS . . . . . . . . . . .
4012
4-5
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CHAPTER 4
INBOUND SECTION
4000. GENERAL. The Inbound Section serves as the single centralized
inbound department for units being serviced by IPAC Quantico. All
PCS, PCA from units other than ADRUC 46252, and Reservists ordered to
active duty (unless reporting to the MOB Processing Center) processing
will be accomplished at this location (with exception to OCS
candidates and TBS students).
4001.
MISSION.
The mission of the Inbound Section is to:
1. Conduct a thorough audit of the ESR and Pay entitlements on all
Marines that join the ADRUC 46252 for MCINCR-MCBQ.
2. Ensure all record and pay entitlements for newly joined Marines
are reported correctly and in a timely manner.
3. Ensure all entries reported by previous commands were reported
correctly and have posted into MCTFS.
4. The most important function is to provide for the welfare of all
newly joined Marines by ensuring that any errors in entitlements are
discovered immediately and that Marines are notified of the financial
impacts.
4002. REPORTING INSTRUCTIONS. All inbound personnel will report to
the IPAC located aboard MCINCR-MCBQ (Building 2006, 2nd Deck). It is
imperative that Marines conduct join audits in order to ensure pay and
entitlements are started correctly.
1. Marines reporting aboard the installation during non-working hours
who would ordinarily be issued a meal card (i.e., single E-5's &
below, and married E-5's and below not residing with their dependents
[geographical bachelors]) are allowed to eat in the military dining
facilities aboard the installation by presenting a copy of their
PCS/PCA orders and military ID Card. These personnel must report to
the IPAC on the next available business day to be issued a meal card.
2. In all cases, the discounted meal rate (DMR) will be
effective/correspond with the date that the Marine is joined for duty
(DJPU). In the event the Meal Card Database is inoperable at the time
the Marine reports to IPAC, the Marine will be issued an interim
authority to subsist at the mess hall. This letter will act as a
temporary meal card for the mess Hall. The Marine is required to
contact IPAC to be issued a meal card upon the database becoming
Operational.
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3. For Marines who are Married enroute to MCINCR-MCBQ, the Marine
will need to provide a copy of the marriage certificate and
dependent’s birth certificate to ensure the Marine’s dependent is
entered into MCTFS.
4003. CHECK-IN SHEET POLICY. Due to the variation in command check-in
requirements from organization to organization, the Inbound Section
will not issue a standardized check-in sheet. Each supported
organization is responsible for developing, issuing, and monitoring
the check-in process for their Marines and Sailors.
4004. FIRST STAGE AUDIT SECTION RESPONSIBILITIES. The First Stage
Audit Section is responsible for reporting all changes in entitlements
associated with newly joined Marines and establishing and maintaining
written internal controls, document flow, and desktop procedures to
ensure appropriate pay entitlements and allowances are identified.
Additional responsibilities include the following; but not limited to:
1. Complete an Official Reporting Endorsement on Marines upon
reporting into IPAC.
2. Conduct new join audits on all personnel serviced by MCINCR-MCBQ
IPAC. In addition, ensure all entries reported by previous commands
were reported and posted correctly.
4005. FIRST STAGE AUDIT PROCEDURES. Initial audits are conducted in
the presence of the Marine being joined. The audit will consist of
Option 23, BIR/BTR, Awards, Education, Career Sea, Record of Service,
and Record of Emergency Data MCTFS screens, Pay Screens (via: LES,
ODSE Printouts, or Remarks Summary), and the service record/Official
Military Professional File (OMPF). In addition to the audit, the
auditor will also prepare NAVMC 10922 for any dependent gain/loss
package (if applicable), update any State Tax Exemption (DD Form
2058/1) and SGLI forms, and conduct a page-by-page audit of the
service record.
1. An initial pay/entitlement audit is crucial to identify that intransit entitlements started correctly and to ensure that new station
allowances are started:
a. Verify Basic Allowance for Housing (BAH)
eligible, based on assignment and termination of
Additionally, report CONUS COLA based on BAH ZIP
guidance on BAH procedures is found Chapter 5 of
via unit diary, if
government quarters.
Code. Additional
this order.
(1) BAH Waivers for low cost PCS/PCA or PME Orders
will be submitted to HQMC MMIA for consideration.
(2) Marines attending a formal school DUINS will receive
BAH/COLA at ZIP 22134, unless they received a specific PME BAH/COLA
waiver. Those that are TEMINS(less than 20 weeks), rate BAH/COLA at
last PDS.
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(3) Mobilized Marines rate BAH/COLA based on their type of
orders.
a. If a Reserve Marine has component code KM with PCS
orders, then report BAH/COLA at ZIP 22134.
b. If a Reserve Marine has orders to Active Duty other
than PCS orders, then report BAH/COLA at their PLEAD.
c. ADOS Marines only rate CONUS COLA if they are on
orders for more than 139 days. Otherwise there is no CONUS COLA
entitlement.
4. BAH (Transit or R/C) will be verified and reported as
appropriate. Refer to Chapter 10 of the JTR for entitlement.
b. Single Gunnery Sergeants and above not accompanied by their
family members are entitled to BAS. Additional guidance on BAS
procedures can be found in Chapter 5 of this order.
c. Report DMR and maintain Meal Card control. Particular
attention must be made regarding issuance, recovery, and strict
accountability of all Meal Cards/Letters. The Inbound Section will
utilize the electronic meal card system approved by CMC and managed by
the Customer Service Section. Additional guidance on Meal Card
procedures can be found in Chapter 5 of this order.
4006. PCS TRAVEL SECTION RESPONSIBILITIES. Responsible for the
timely submission and tracking of all PCS travel claims. PCS travel
claims will be completed using DD Form 1351-2, Travel Voucher or Sub
Voucher and DD Form 1351-2C, Travel Voucher or Sub voucher
Continuation Sheet. The claim will be submitted electronically to the
Finance Office via DTMST, within seven days of the Marine reporting.
Upon submission of the travel claim by the Marine to the IPAC, the
Marine is instructed verbally on how to pull a copy of settled travel
claim via MyPay. (https://mypay.dfas.mil). For travel claims not
settled within five days, a 5-day letter will be prepared and
forwarded to the Finance Office. Supplemental claims will be
processed as needed for DLA, TLE, vehicle pick-up, dependent travel,
and miscellaneous unclaimed expenses.
4007. SECOND STAGE AUDIT RESPONSIBILITIES. The Inbound Section will
conduct the second stage of the New Join audit within 60 days of the
Marines join date.
4008. SECOND STAGE AUDIT PROCEDURES. This audit will be completed by
the auditor through a comparison of the MCTFS record to include the
settled travel claim, PCS Orders, First Stage Audit, and
Pay/Entitlement Screens.
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1. For joins where no travel entitlements exist (e.g. PCA or Low/No
Cost PCS) the second stage of the Join Audit will be conducted
immediately after the join posts.
4009. NAVY/OTHER SERVICE INBOUND PROCEDURES. Naval and other service
personnel reporting for duty with supported organizations aboard
Quantico should report to their respective individual commands in the
appropriate uniform of the day. Entitlements for other service
personnel are handled by their respective branches of service.
4010. CASUAL PLATOON JOINS. MCINCR-MCBQ serves as a collection point
for Marines returned from desertion.
1. Inbound Section will conduct audit and join the Marine from
Desertion for duty, and run all appropriate diary entries.
2. These personnel will be initially joined to the Headquarters &
Service Battalion Casual Platoon with an active pay status, with the
intent of making good lost time; unless determined otherwise at a
later point.
4011. DEFENSE ATTACHE’ OFFICER (DAO) SUPPORT. Upon receipt of the
join package from the Defense Attaché Coordinator, Marine Corps
Intelligence Activity, the Inbound Section will then report, via unit
diary, the join and other related entries.
1. Upon arrival at the OCONUS Permanent Duty Station (PDS), DAO
personnel must submit a DD-1351 for themselves and their dependents to
settle all travel for the PCS.
2. DAO Personnel must
being occupied and, if
of the lease agreement
Allowance (OHA) Report
Allowance (MIHA).
notify the IPAC of what type of housing is
residing on the local economy, provide a copy
and a completed Individual Overseas Housing
in order to start the OHA and Move-In Housing
4012. FAILURE TO REPORT JOINS. The Inbound section will immediately
make every effort to determine the reason for the Marine's failure to
report. Reference MCTFSPRIUM, par 60210.
1. Inbound Section will contact the transferring command to determine
if the Marine was actually transferred or if the Marine's orders were
canceled or modified en-route. The gaining command will also be
contacted to verify if the period of delay (leave) was extended or if
Marine is being placed in an Unauthorized Absence status.
2. After determination has been made that the Marine has in fact been
transferred and has not reported to the joining or intermediate
command by the hour and date specified, the Marine will be joined and
reported as having commenced a period of unauthorized absence.
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CHAPTER 5
CUSTOMER SERVICE SECTION
PARAGRAPH
PAGE
GENERAL . . . . . . . . . . . . . . . . . . .
5000
5-2
INFORMATION FLOW
5001
5-2
SECTION 1: GENERAL
. . . . . . . . . . . . . .
SECTION 2:
CUSTOMER SERVICE SECTION
CUSTOMER SERVICE SECTION. . . . . . . . . . .
5100
5-2
ELECTRONIC PERSONNEL ACTION REQUEST (E-PAR) .
5101
5-2
SERVICE AUDITS. . . . . . . . . . . . . . . .
5102
5-2
DEPENDENT ADD/LOSS PACKAGES . . . . . . . . .
5103
5-3
SGLI, TRAUMATIC SGLI (TSGLI), AND FAMILY
MEMBER SGLI (FMSGLI). . . . . . . . . . . . .
5104
5-3
RED . . . . . . . . . . . . . . . . . . . . .
5105
5-3
TRICARE FAMILY MEMBER DENTAL PROGRAM. . . . .
5106
5-4
BASIC ALLOWANCE FOR SUBSISTENCE (BAS) . . . .
5107
5-4
BASIC ALLOWANCE FOR HOUSING (BAH) . . . . . .
5108
5-5
BAH DIFFERENCE (BAH-DIFF) . . . . . . . . . .
5109
5-5
AWARDS. . . . . . . . . . . . . . . . . . . .
5110
5-6
MEAL CARDS. . . . . . . . . . . . . . . . . .
5111
5-6
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CHAPTER 5
CUSTOMER SERVICE SECTION
SECTION 1: GENERAL
5000. GENERAL. The Customer Service Section is responsible for
handling routine administrative matters for walk-in customers. Duties
include marriage/divorce packages, awards updates, personal
information updates into MCTFS, Meal Cards, completing service audits,
and providing general information/guidance for newly introduced
administrative practices (i.e. Travel Authority for Dependents, etc).
5001. INFORMATION FLOW. In an effort to reduce the requirement for
Marines to physically visit the IPAC or an Adjutant/S-1 Office for
routine personnel actions, Marines are highly encouraged to utilize
the MyPay web site (https://mypay.dfas.mil) or The Electronic
Personnel Administrative Request (E-PAR) via Marine Online web site
(https://tfas.mol.usmc.mil) whenever possible to complete
administrative tasks.
SECTION 2:
CUSTOMER SERVICE SECTION
5100. CUSTOMER SERVICE SECTION. The Service Section is responsible
handling routine administrative matters for walk-in customers; duties
include marriage/divorce packages, awards updates, personal
information updates into MCTFS, and completing service audits.
5101.
ELECTRONIC PERSONNEL ADMINISTRATIVE REQUESTS (E-PARs)
1. Electronic Personnel Administrative Requests (E-PARs) via MOL are
strongly encouraged for all Marines. E-PARs allow the member to track
the administrative progress of the request.
2. Response time for routine E-PARs is 5 working days. Those E-PARs
requiring detailed research, coordination with other commands or
multiple actions may require a longer period to accomplish. The
target response time for pay-related or urgent matters is 24 to 48
hours. An E-PAR is not considered complete until all unit diary
action has posted and the Marine/Command has been notified and E-PAR’s
closed via MOL.
5102.
SERVICE AUDITS
1. The service audit will be conducted by a personal interview with
the member and comparison of data in MCTFS.
2. The BIR will be audited and corrective action taken. The audited
BIR, complete with signatures and dependent certification will be
reported via unit diary within 5 business days. The date the BIR is
signed will be used as the BAH certification date.
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3. The RED will be audited and corrective action reported in MCTFS.
RED’s are no longer required to be scanned in the members OMPF unless
they have more than 5 children.
4. The Record of Service, Individual Deployment Record, Awards,
Career Sea, Remarks Summary, BTR, and Education Screens in MCTFS will
be audited and corrective action taken as required. These documents
will be returned to the Marine. Note: Source documentation verifying
proposed updates will usually be required.
5. Marines are required to inform IPAC with immediate notification of
changes that may affect the status of pay entitlements. Such changes
include: marriage/divorce, separation for the purpose of, or intent
to divorce, birth/death/acquisition of a dependent, change in BAH
status/residence on or off base.
5103. DEPENDENT ADD/LOSS PACKAGES. Marines who experience a change
in marital status or gains/losses of a family member must immediately
notify the Customer Service Section. These changes require both unit
diary reporting to correct information into MCTFS and a complete
review of all entitlements. Marines requiring this type of
administrative service must report to the IPAC with all supporting
documents, i.e. marriage/birth certificates, divorce decrees, etc.
Note: ID cards are issued by the I.D. Card/DEERS and Passport Office.
5104. SGLI, TSGLI, AND FMSGLI. Marines must verify their
SGLI/TSGLI/FMSGLI during every audit conducted or any time the Marine
desires to change the SGLI contract (Note: SGLI is separate from the
RED). Increases in coverage are effective the first day of the month
the new SGLI form was executed. Decreases in coverage are not
effective until the 1st day of the month following the month the new
SGLI was signed. Marines must verify that the correct SGLI premium is
being deducted from their pay (contained in the LES). Notification
will be sent to spouse when they are not the beneficiary or designated
to receive less than 100 percent. When the IPAC receives an
undelivered spouse letter, the address recorded in the log will first
be verified to confirm the address is correct. If the sent
correspondence has an incorrect address listed, the member will be
contacted to visit the IPAC to complete a new audit to update the
information. Upon completion of the audit the process is repeated and
the letter is resent to the spouse.
5105. RED. RED information is vital to contacting family members in
the event of death or serious injury. Each Marine is responsible for
ensuring the information on their RED is current and accurate. These
changes include address/telephone changes of family members, parents,
guardian information, and child(ren) information. Some RED
information can be updated via MOL at www.mol.usmc.mil. During
required audits, Marine’s will be required to sign their original RED.
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5106. TRICARE FAMILY MEMBER DENTAL PROGRAM. Personnel offices no
longer have the capability to report enrollment or disenrollment of
dental coverage for service members. For inquiries regarding such
coverage, Marines must contact United Concordia Companies Inc (UCCI)
directly by calling (888) 662-2256 or visiting www.ucci.com on the
internet.
5107. BASIC ALLOWANCE FOR SUBSISTENCE (BAS). All Marines entitled to
basic pay are entitled to a BAS. Marines who are not authorized to
mess separately will be provided a meal card and will be charged for
meals at the Discounted Meal Rate (DMR).
1. Marital status alone does not entitle a service member to be
authorized to mess separately. Marines in the grade of E-6 and above
are automatically authorized to mess separately. Sergeants and below
who reside with their dependents are authorized to mess separately.
All Sergeants and below must be authorized to mess separately. In
special cases, service members may request authorization to mess
separately in case of medical restrictions, religious reasons, or due
to irregular work hours. No service member is authorized to receive
BAS, without the DMR deduction while in possession of a meal card or
while participating in field duty. Marines receiving BAS and not in
possession of a meal card, who are placed on restriction, are required
to report to the IPAC Customer Service Section for issuance of a meal
card. Sergeant and below who permanently move into the barracks from
off base housing are also required to obtain a meal card from IPAC.
Authorization to mess separately will not be approved retroactively.
2. Marines in the following categories are authorized to mess
separately:
a. Headquarters & Service Battalion personnel in the following
categories:
(1) Band Members.
(2) Ceremonial Platoon Members.
(3) Commanding General’s/Commander’s driver.
(4) Motor Transportation personnel assigned to Range
Management Section.
(5) Marines assigned to Marine Corps Information Operation
Center.
(6) Marines assigned to Service Company Ammunition Supply
Point.
(7) Marines assigned to the National Museum of the Marine
Corps.
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(8) Marines approved to BAH Own-Right.
5108. BASIC ALLOWANCE FOR HOUSING (BAH). BAH is based on geographic
duty location, pay grade, and family member status/location. The
intent of BAH is to provide uniformed service members accurate and
equitable housing compensation based on housing costs in local
civilian housing markets, and is payable when government quarters are
not provided (JTR).
1. BAH Own Right (O/R) is not authorized for MCINCR-MCBQ personnel in
pay grade E-5 and below unless requested for and approved to reside
off base by the MCINCR-MCBQ Commander. MCAF personnel in pay grade
E-5 and below must be approved by the CO, MCAF. Personnel in the pay
grade E-5 and below married to service members who do not establish a
joint household, or do not have physical custody of dependent children
will be required to request permission to reside off base. If service
members are approved BAH O/R within the first 60 days after their
report date, ensure a supplemental travel claim is submitted for
Dislocation Allowance (DLA) O/R. All approved requests must be
submitted to the Customer Service Section for proper reporting and
retention.
2. Upon the loss of a dependent (through divorce, death, etc.),
Marines residing on the economy have 90 days to submit for entitlement
to BAH Own Right. The BAH qualifier will be changed to Own Right (and
the member will be temporarily authorized COMRATS) while requests to
remain off-base are being processed. At the end of the 90 day period,
or upon disapproval of the BAH requests, the BAH qualifier will be
changed to BAH Partial and a meal card will be issued. If the service
member resides on the economy for 90 days and fails to submit a BAH
request through the command, then the BAH will be stopped effective
the loss of dependent date vice the end of 90 days. For Dependents
over the age of 21 a notification will be sent out by the IPAC to have
the member elect to certify their entitlement for BAH within 15
working days. If a member is only trying to claim the student for
Defense Enrollment Eligibility Reporting System enrollment/medical
purposes, he/she does not need to submit a Dependency Statement-FullTime Student.
5109. BAH-DIFF. Marines who claim BAH solely upon the financial
support of a dependent minor child, may be eligible for BAH-DIFF if
such financial support is equal or greater than the amount of BAHDIFF. If support payments are less than the amount of BAH-DIFF and
the member has no other qualifying criteria which would make them
eligible for a greater BAH rate, the service member is entitled to
BAH-partial only. If a Marine is authorized to reside off base, and
child support payments are equal to or greater than the amount of BAHDIFF, the service member is entitled to BAH at the “with dependents
rate” with a BAH-DIFF qualifier code.
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5110. AWARDS. Marines desiring to have an award reported in MCTFS
may do so by submitting the supporting documentation to the IPAC. All
source documents must be verified by the respective unit before
submitting to the IPAC for inclusion into MCTFS. Supporting
documents may include a copy of the MARADMIN announcing the award,
copy of the member’s chronological record, or a copy of the award
citation itself.
EXAMPLE: A Marine was TAD for 30 days in support of the Recruiting
Assistance Program. Later, a MARADMIN is published, announcing that
the Marine Corps Recruiting Command has been approved for a Navy Unit
Commendation. In this scenario, the Marine would provide the Customer
Service Section with a copy of his/her TAD orders as verification of
such TAD, as well as a copy of the MARADMIN. All personal awards
awarded by a Marine’s command (higher than a Navy Achievement Medal)
will be reported in MCTFS via the awards web-based system (IAPS) or
HQMC (MMMA).
5111. MEAL CARDS. The Customer Service Section will issue and
control the MCINCR-MCBQ’s meal cards. This includes issuing meal
cards to Sergeants and below living in the barracks. Meal Cards will
be prepared and handled as controlled documents with positive
accountability at all times. The Customer Service Section is
designated as the primary issuing point for meal cards for personnel
serviced by MCINCR-MCBQ IPAC. Meal cards will be issued as follows:
1. Upon joining the Quantico area, the Inbound Section will issue the
meal card, regardless of command assigned.
2. If a replacement meal card is needed due to loss, or mutilation of
the meal card, a new meal card will be issued upon receipt of a
lost/stolen Meal Card statement.
3. The meal cards will be recovered/collected by the respective
section within the IPAC as follows:
a.
Upon transfer/separation by the IPAC Outbound Section.
b. Upon TAD assignment (excess of 30 days) by the Deployed
Support/TAD Section and returned back to the Marine upon completion of
TAD.
c. Personnel being reassigned to another Monitored Command Code
(MCC) aboard Quantico will retain their meal card.
4. All commanders aboard Quantico must ensure procedures are in place
to collect meal cards from all personnel departing on leave, PDMRA,
and/or TAD/PTAD. In addition, procedures must be present to return
the meal card to the Marine promptly upon his/her return.
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5. During routine personnel inspections, meal cards should be
inspected to ensure serviceability and that only authorized personnel
have meal cards. Any fraudulent use of meal cards will be reported
immediately to the Customer Service Section.
6. The Customer Service Section will use a CMC approved, automated
meal card database to maintain control and accountability for all meal
cards. Designated IPAC E-4s and above, and GS-4 and above will be
assigned in writing to perform meal card issuing functions.
7. No tape or “white out” will be used in making corrections to the
meal cards however; pen and ink changes are authorized. Make changes
by striking through the erroneous information with a single line and
then signing the change.
8. Joint inventories of the automated meal card database will be done
on a monthly basis by the Issuing Officer/Agent and the Director of
IPAC, upon reassignment, or relief by the Director or Issuing Agent
Officer/Agent. Suspected loss or theft of meal cards and
discrepancies identified during the joint inventory will be
investigated.
9. When the automated meal card database is not available for use,
the IPAC will issue a Meal Card letter which can be used in the mess
hall until the database is available for the issue of a meal card. All
letters are logged into the Meal Card logbook and retrieved from the
member when they are issued a proper meal card.
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CHAPTER 6
DEPLOYED, TAD, AND PAY SECTION
GENERAL
PARAGRAPH
PAGE
SECTION 1: GENERAL
. . . . . . . . . . .
6000
6-2
. . . . . . . . . . . . . .
6001
6-2
. . . . . . .
INFORMATION FLOW
SECTION 2: DEPLOYED SUPPORT AND TAD SECTION
PARENT COMMANDS . . . . . . . . . . . . . . .
6100
6-3
INDIVIDUAL AUGMENTS/TAD EXCESS 30 DAYS. . . .
6101
6-3
DEFENSE ATTACHES’ OFFICER (DAO) SUPPORT . . .
6102
6-4
WOUNDED IN ACTION (WIA) . . . . . . . . . . .
6103
6-4
RESERVE SUPPORT (ADOS). . . . . . . . . . . .
6104
6-4
FIELD EXCERCISES
6105
6-5
MYPAY/MOL . . . . . . . . . . . . . . . . . .
6200
6-5
BONDS AND ALLOTMENTS (B&A)
. . . . . . . . .
6201
6-5
PROFICIENCY PAY/HAZARDOUS DUTY INCENTIVE PAY
(HDIP) . . . . . . . . . . . . . . . . . . .
6202
6-6
CAREER STATUS BONUS (CSB) REDUX ELECTION
. .
6203
6-6
. . . . .
6204
6-7
SPECIAL LEAVE ACCURAL . . . . . . . . . . . .
6205
6-7
REMISSION/WAIVERS OF INDEBTEDNESS . . . . . .
6206
6-7
. . . . . . . . . . . . . .
SECTION 3: PAY SECTION
REIMBURSEMENT OF ADOPTION EXPENSES
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CHAPTER 6
DEPLOYMENT/ PAY SECTION
SECTION 1: GENERAL
6000. GENERAL. The Deployment/ Pay section is responsible for the
following administrative areas: administrative service for pay
related EPARs, allotment requests, pay and entitlements reporting,
maintenance, uploading of documents to the Electronic Service Record
(ESR), and completion of pre and post deployment audits.
1. DEPLOYMENT SECTION. The Deployment Section is responsible for pre
and post-deployment audits, auditing and reporting of deployment pay
entitlements, Pers-Tempo reporting, and taking appropriate
administrative action on personnel reporting or detaching for TAD, and
personnel involved in field exercises. Additional duties include
providing administrative assistance to unit S-1 offices with
deployment briefs and providing reach-back administrative support to
forward deployed personnel/units ADCON to the IPAC.
2. PAY SECTION. The Pay Section is responsible for tracking and
monitoring the pay entitlements for all personnel supported by the
IPAC. Duties include: auditing and resolving pay discrepancies,
submitting special payments to the Finance Office, waiver or remission
of indebtedness assistance, resetting MyPay Personal Identification
Numbers (PINs), and processing bond and allotment requests not able to
be completed utilizing the MyPay System.
3. RECORDS ROOM. The Records Room is a subsection of the Deployment
section and is responsible for the uploading of required documents in
the Marines ESR.
6001. INFORMATION FLOW. In an effort to reduce the requirement for
Marines to physically visit the IPAC or an Adjutant/S-1 Office for
routine personnel actions, Marines are highly encouraged to utilize
the MyPay web site (https://mypay.dfas.mil) or the Marine On-Line web
site (https://tfas.mol.usmc.mil) whenever possible to complete
administrative tasks.
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SECTION 2: DEPLOYED SUPPORT AND TAD SECTION
6100. PARENT COMMANDS. Parent commands are responsible for notifying
the Deployment section when assigned personnel enter and depart a
field duty status so that appropriate PersTempo and BAS checkages can
be reported. The BAS checkages are not an option for the unit
commander. The Deployment section will be the primary point of
contact concerning administrative requirements for all personnel
performing all periods of TAD.
1. Report all status changes to personnel that involve arrival or
departure in theatre. Preferred method of notification is the EPAR
module located in MOL.
2. In order for commands to meet the requirements, commands who have
Marines depart and return from periods of TAD using DTS, need to
provide the IPAC a copy of the completed voucher in order to verify
appropriate entitlements. IPAC will access the command’s DTS reports
to ensure these requirements are satisfied. This ensures appropriate
tracking of Unit Diary entries that are not covered by DTS, and also
assists the Marine in avoiding unnecessary over/under payments.
Monthly consolidation by the commands S-1 will assist in meeting this
requirement set forth by MCAAT.
3. Marines who are directed to execute all other periods of TAD, and
are exempt from using the DTS System (excluding Reservist on ADOS/ROWS
Orders) are required to come to the Deployment Support and TAD Section
to submit a completed travel claim for reimbursement.
6101.
INDIVIDUAL AUGMENTS/TAD EXCESS
1. PRIOR TO DEPARTURE. All personnel assigned as an Individual
Augment departing on TAD in excess of 30 days, or going TAD outside
CONUS must report to the IPAC Deployment TAD Section (with a copy of
deployment orders) to complete the required Pre-Deployment Audit
within 30 days prior to departure.
2. UPON ARRIVAL IN THEATER. The unit or individual must ensure to
contact the Deployed Support and TAD Section, which can be reached at
DSN 278-4466/4199/4603, or commercial 703-784-XXXX. Entitlements are
reported with the submission of supporting documentation to the IPAC.
3.
UPON RETURN TO CONUS
a. Personnel must return to the IPAC for a post-deployment or TAD
audit. A copy of the travel claim (or appropriate orders) is required
for entitlements verification.
b. During the audit, verification of entitlements will be
reviewed through DTS or Standard Accounting Budget and Reporting
System (SABRS) orders to identify irregularities and any unauthorized
payments.
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6102.
DEFENSE ATTACHE’ OFFICER (DAO) SUPPORT
1. The IPAC provides administrative support to all DAO Marines and
their dependents. There are instances where additional support is
necessary such as in times of civil unrest in those countries where
Marines are on duty. Upon notification of any type of evacuation
(EVAC) in a country where there are DAO Marines and their dependents,
the unit must contact Marine Corps Intelligence Activity (MCIA) at
(703) 432-7542 and the Deployment section will provide support to the
unit.
2. If the EVAC is permanent, Deployment TAD section will contact the
Marine and/or family for appropriate adjustment of entitlements and
assistance with settlement of travel claims.
3. Questions on the EVAC report can be addressed to the Department of
State POC, Ronda Harvey (HarveyRJ2@state.gov) at (202) 647-6099.
6103.
WOUNDED IN ACTION
1. Upon receipt of a Patient Casualty Report (PCR), or when it is
known that a service member has been wounded in action, the
appropriate unit diary entries will be reported to record such events
(i.e., TO SK WIA HOSP, TO SK OTHER, etc.)
a. In accordance with Personnel Administration Advisory Notice
(PAAN) 06-05, PAAN 34-06, MARADMIN 056-04, MARADMIN 262/05, and
MARADMIN 227/10, the Deployment section will ensure that the deployed
entitlements are appropriately reported and tracked.
b. PAY AND ALLOWANCES CONTINUATION (PAC) PROGRAM. Per MARADMIN
227/10, pay and allowances shall continue to be paid to a service
member who, in the line of duty, incurs a wound, injury, or illness in
a combat operation or a combat zone, while serving in a hostile fire
area, or while exposed to a hostile fire event (regardless of
location), and is hospitalized for treatment of the wound, injury, or
illness. In order to qualify for PAC, a Marine must meet the
requirements found in paragraphs 4a & 4b of MARADMIN 227/10. Eligible
Marines are authorized PAC beginning on the date first hospitalized
for a period up to 12 continuous months.
6104. RESERVE SUPPORT (ACTIVE DUTY FOR OPERATIONAL SUPPORT). All 30day partial travel claims will be completed using DD Form 1351-2, for
reservists on ADOS orders. The IPAC is designated as the focal point
of all ADOS inquiries and submissions to the Quantico Finance Office
for travel claim settlement.
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6105. FIELD EXCERCISES. The Deployment section will report all
checkages of field rations for permanent personnel involved in unit
field exercises. Commanders are responsible for submission of rosters
to the IPAC for appropriate checkages to be reported. All requests
for field rations checkages are required to be signed by a
commissioned officer.
SECTION 3: PAY SECTION
6200.
MYPAY AND MOL
1. These systems allow a Marine the opportunity to make changes
directly to their own pay and personal information accounts in a
secure electronic environment. Some of these changes consist of,
start, stop, increase, decrease allotments, update tax exemptions,
change direct deposit, thrift savings plan, and view and print current
and previous year W-2s. The web site for MyPay can be accessed at
https://mypay.dfas.mil, and MOL can be accessed at
https://tfas.mol.usmc.mil.
2. With the exception of emergency service support (e.g. emergency
stoppage of allotment) IPAC will not approve service requests for
administrative changes available in the MYPAY and MOL systems.
Personal Identification Number (PIN) access/resetting can be
accomplished in the IPAC Pay Section.
6201. BONDS AND ALLOTMENTS (B&A). MyPay offers the individual Marine
the ability to effectively manage a portion of their respective pay
entitlements in the form of allotments. This system enables a Marine
to start, stop, increase, or decrease a new or existing allotment.
B&A's that are unable to be started utilizing the MyPay system should
be submitted to the Pay Section for processing.
1. Due to the often sensitive and urgent nature of allotments where
credit worthiness or support of family member is involved, Marines
must consider submission dates of allotments and plan accordingly.
Generally, allotments submitted and processed prior to the 15th of the
month will have an earlier deduction date than those requests
submitted after the 15th of the month. For example:
a. Marine submits a request on 3 August 2016, half the total
amount of the allotment will be deducted on the 15th and 30th of
August 2016, with the total monthly amount being paid to the
institution on the 1st of September 2016.
b. Marine submits a request on 25 August 2016, half the total
amount of the allotment will be deducted on the 15th and 30th of
September 2016, with the total monthly amount being paid to the
institution on the 1st of October 2016.
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2. Requests for emergency stop or start of allotments will be handled
on a case-by-case basis and in direct coordination with the Pay
Section OIC/SNCOIC.
6202.
PROFICIENCY PAY/HAZARDOUS DUTY INCENTIVE PAY (HDIP)
1. ASSIGNMENTS. Career Planners, drill instructors (including
summer/winter augments), recruiters, career recruiters, and personnel
in receipt of HDIP will be assigned in writing (competent orders) to
rate incentive pay. Unit S-1’s, in coordination with the IPAC Pay
Section, will ensure that annual recertification is accomplished.
2. HDIP NOTIFICATIONS. HDIP (i.e. Flight, Jump, and Dive Pay) will
be tracked and monitored monthly to ensure required training is
completed for accurate payment and for confirmation of annual
validation by the command.
a. Unit S-1’s will make timely notification to the IPAC Pay
Section, in writing, of all cases where members did not meet the
payment requirements for any given month in order to report a
checkage.
b. Demolition Duty Pay will be administered in strict compliance
with the DoDFMR Vol 7A Chapter 24, MCO P1000.6 (ACTSMAN), and MARADMIN
361/09. Unit commanders must submit monthly letters validating that
all personnel in the unit have met the monthly requirements and are
entitled to Demolition Duty Pay. If a Marine has not met the
requirements for a particular month, it will be notated on the monthly
letter and the Marine will not receive HDIP for that particular month.
3. ALLOCATIONS. Unit S-1 or S-3, in coordination with the Pay
Section, will ensure that the number of Marines receiving
Proficiency/Hazardous Duty Pay does not exceed the number authorized
for the billets in that command.
4. AUDITING. A monthly review will be conducted by the Pay Section
to monitor all payments of proficiency, hazardous duty, and special
pays (i.e. 1stSgts/SgtsMaj/MGySgts in Senior Enlisted Billets) to
ensure proper entitlement/eligibility.
5. RECORDS MAINTENANCE. HDIP performance records (i.e. jump, dive,
demolition logs, etc.) will be maintained and tracked by the
appropriate unit's S-1 or S-3 office. It is recommended that
reconciliation and verification be conducted quarterly with the IPAC
Pay Section to ensure all entitlements are current and correct.
6203. CAREER STATUS BONUS (CSB) REDUX ELECTION. Active duty service
members who entered service after July 1986 have a choice upon
completing 14 ½ years of active service. They can elect to retire
under the “High Three” system or under the CSB/Redux system.
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Once an election is made, it becomes irrevocable once they obtain 15
years of active service. Commanders are required to ensure that all
Marines under their charge, Officers and Enlisted, receive appropriate
counseling on the impacts of their retirement system choice.
1. Marines who choose to elect to receive the CSB/Redux must, after
completing the DD Form 2839 at the IPAC, take the CSB election form to
their unit S-1 for either the Battalion Commanding Officer, Battalion
Executive officer, or the Battalion Sergeant Major to witness the
election in block #13.
2. The IPAC Pay Section will identify eligible personnel monthly
utilizing the Administrative Discrepancy Notice (ADN), and with the
assistance of the unit Administrative Adjutant/Chief and Sergeant
Major, have service members properly record their election.
6204. REIMBURSEMENT OF ADOPTION EXPENSES. Federal law authorizes
reimbursement for certain adoption expenses. If a member adopted a
child who is under 18 years of age, they may be eligible for a maximum
expense reimbursement of $2,000 per child, not to exceed $5,000 per
calendar year. In order to be reimbursed for adoption expenses there
are certain requirements and procedures that must be met. Please
contact the IPAC Pay Section for procedures in filing a claim. Refer
to Title 10 U.S.C. § 1052, DoDFMR Volume 7C, Chapter 4, and DoDI
1341.9 for specific details.
6205. SPECIAL LEAVE ACCRUAL (SLA). Per MARADMIN 151/15 effective 1
October 2015, all Marines with an annual leave balance in excess of 60
days will lose those days unless subject to special leave accrual.
MARADMIN 666/09 elaborates all requirements of a unit for the tracking
and restoration of SLA.
1. Deployed or combat lost leave is authorized to be restored by any
Battalion/Squadron Commander via MOL utilizing the SLA module. These
will only be reported by IPAC in extenuating circumstances.
2. Lost leave classified as “Other” will require approval by the
first General officer with general court-martial convening authority.
Approved endorsement must be submitted to the IPAC no later than 31
December of that year.
6206. REMISSION/WAIVERS OF INDEBTEDNESS. Application and processing
procedures on all requests for waiver or remission of a debt will be
in strict accordance with the guidelines and standards of the APSM
chapter 10.
1. Requests require submission of DD Form 2789 (Waiver or Remission
of Indebtedness Application), Copies of all Leave and Earning
Statements and/or vouchers when the debt was incurred, any other
associated material
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concerning the debt and endorsement from the Battalion/Squadron
Commanding Officer (sample endorsement located in APSM chapter 10).
2. Upon submission of remission or waiver of indebtedness, IPAC will
place the checkage in a suspended status until final determination
from HQMC-P&R (RFF).
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CHAPTER 7
COMMAND SUPPORT SECTION
PARAGRAPH
PAGE
GENERAL . . . . . . . . . . . . . . . . . . .
7000
7-3
ADMINISTRATIVE RESPONSIBILITIES . . . . . . .
7001
7-3
PROMOTION SECTION . . . . . . . . . . . . . .
7100
7-3
PROMOTION RECOMMENDATION
7101
7-3
. . . . .
7102
7-4
SELECT GRADES . . . . . . . . . . . . . . . .
7103
7-4
PRO/CONS MARKS
. . . . . . . . . . . . . . .
7104
7-4
REMEDIAL PROMOTIONS . . . . . . . . . . . . .
7105
7-5
“0000” COMPOSITE SCORES . . . . . . . . . . .
7106
7-5
MERITORIOUS PROMOTIONS
. . . . . . . . . . .
7107
7-6
NONPUNITIVE/ADMINISTRATIVE REDUCTIONS . . . .
7108
7-6
LEGAL SECTION . . . . . . . . . . . . . . . .
7200
7-6
6105 COUNSELING PAGE 11 ENTRIES . . . . . . .
7201
7-6
NONJUDICIAL PUNISHMENT PROCESSING . . . . . .
7202
7-6
LEGAL HOLD
. . . . . . . . . . . . . . . . .
7203
7-7
UNAUTHORIZED ABSENCE STATUS . . . . . . . . .
7204
7-7
DESERTION STATUS. . . . . . . . . . . . . . .
7205
7-7
DETERMINATION/RETURN FROM DESERTION . . . . .
7206
7-8
SECTION 1: GENERAL
SECTION 2: PROMOTION SECTION
. . . . . . . . . .
NON-RECOMMENDATION PAGE 11 ENTRIES
SECTION 3: LEGAL SECTION
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CONFINEMENT/IN HANDS OF FOREIGN OR
CIVILIAN AUTHORITY (IHFA/IHCA). . . . . . . .
7207
7-8
APPELLATE LEAVE . . . . . . . . . . . . . . .
7208
7-8
INVOLUNTARY APPELLATE LEAVE . . . . . . . . .
7209
7-8
VOLUNTARY APPELLATE LEAVE . . . . . . . . . .
7210
7-8
COURTS-MARTIAL. . . . . . . . . . . . . . . .
7211
7-9
WEEKLY BATTALION LEGAL STATUS REPORT. . . . .
7212
7-9
LIMITED DUTY SECTION. . . . . . . . . . . . .
7300
7-10
LIMITED DUTY TRACKING/PROCESSING. . . . . . .
7301
7-10
TRAINING SECTION. . . . . . . . . . . . . . .
7400
7-10
TRAINING CORRECTION PROCEDURES. . . . . . . .
7401
7-11
TRAINING EXEMPTIONS/WAIVERS . . . . . . . . .
7402
7-11
ERRONEOUS TRAINING INFORMATION. . . . . . . .
7403
7-11
SECTION 4: LIMITED DUTY
SECTION 5: TRAINING SECTION
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CHAPTER 7
COMMAND SUPPORT SECTION
SECTION 1: GENERAL
7000. GENERAL. The mission of the Command Support Section is to
provide courteous, timely, and responsive administrative service.
Command Support is responsible for tracking and reporting promotions,
training corrections, limited duty and legal. Contact can be made
with Command Support via phone 784-2933 or fax 784-5717.
7001. ADMINISTRATIVE RESPONSIBILITIES. The responsibilities of the
Command Support Section include the following:
1.
Manage the junior Enlisted Promotion System.
2. Manage and report all legal matters. Ensure all pay related
entitlements for legal matters are reported correctly and in a timely
manner.
3.
Manage the Limited Duty Process.
4.
Report all MCTFS Training corrections caused by misreported data.
5. Provide assistance with corrections to civilian joins and
misreported civilian information in MCTFS.
SECTION 2: PROMOTION SECTION
7100. PROMOTION SECTION. Command Support will monitor and manage the
junior enlisted promotion system in accordance with MCO P1400.32_
(Enlisted Promotions Manual). All promotion considerations requiring
a determination by Headquarters Marine Corps will be forwarded to
MMPR-2.
7101. PROMOTION RECOMMENDATION. In order for an eligible Marine to
be promoted (up to the rank of Sgt), the Marine must be recommended
for promotion by his or her Commanding Officer who retains the
promotion authority.
1. It is the unit commanders’ monthly responsibility to complete
their promotion recommendation roster via MOL before the 15th of the
month prior to promotion. All rosters must be certified by the
Battalion Commander (unless their designated successor is in an
“acting” capacity). All Non-Rec Page 11 entries must be forwarded to
HQMC (MMRP-20) for entry into the Marine’s OMPF.
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2. In the event MOL is not functional, the command will produce a
recommendation for promotion roster in letter format to Command
Support for the entry of the “NOT REC FOR PROM” via unit diary. These
requests for diary entries via UDMIPS must be turned into Command
Support in a timely manner to allow the entry to post prior to the
15th day before the promotion month.
7102. NON-RECOMMENDATION PAGE 11 ENTRIES. For each Marine that is
not recommended, a signed page 11 entry, acknowledging that they were
informed of the Commanding Officer’s decision to not recommend them
for promotion must be completed in accordance with MCO P1070.12_
(IRAM) and the Promotions Manual). These page 11 entries will be
submitted to the OMPF by the command.
1. If the “not recommended” is generated as the result of the monthly
MOL roster, required counseling entries must be completed for each
month that the Marine is not recommended for promotion. Not
recommended is a monthly entry, and a MOL entry must be reported by
the 15th of the month, along with the proper Page 11 entry for each
month the Marine is not recommended for promotion
2. If “not recommended” is due to a promotion restriction, an initial
page 11, must be completed covering the specific period. Although the
page 11 counseling is done only once, the Marine must still be listed
as “not recommended” for each month during the restriction period.
Reasons for non-recommendation for promotion may be viewed in
paragraph 1204 of the Enlisted Promotion Manual.
7103. SELECT GRADES. Select Grades are available for review in MOL
between the 20th and 27th of each month. Units are required to verify
all personnel selected for promotion to ensure they remain eligible
and are still recommended.
1. If a Marine who was not recommended for promotion appears as a
select grade, the unit will immediately certify a “WILL NOT PROMOTE”
via MOL prior to the monthly cutoff (auto-promote cycle) and notify
Command Support. Additionally, the unit administrator will notify
Command Support of any Marine who was originally recommended for
promotion and was selected for promotion but is no longer eligible.
2. The unit administrator will prepare a page 11 and have those
Marines no longer qualified for promotion sign it and forward it to
Command Support via EPAR. Command Support will monitor the Marines
select grade/promotion and remove the selection via unit diary
accordingly.
7104. PROFICIENCY AND CONDUCT MARKS. The unit is responsible for
processing and approving all pro/con markings via MOL. Command
Support will monitor pro/con marking inconsistencies via MCTFS.
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A quarterly report containing missing ‘SA’, ‘PR’, and ‘RD’ marking
periods will be submitted to the unit S-1 Administrative Chiefs via
email. The unit S-1/ Adjutant must ensure that required pro/cons are
submitted via MOL. If the unit is unable to report the required marks
via MOL, a request will be submitted to Command Support via EPAR with
a letter signed by the Commanding Officer.
7105. REMEDIAL PROMOTIONS. Requests for remedial consideration will
be processed by the unit in accordance with chapter 2, section 6 of
the promotions manual. All MCTFS training related corrections will be
processed by Command Support via unit diary. Upon correction of any
training related issues, the command must submit a request to recompute composite score via EPAR. Command Support will process
remedial requests for the current promotion month only, all other
requests will be forwarded to MMPR-2 for processing.
1. Additionally, the following documents must accompany the request
for remedial promotion:
a. Formal letter signed by the Commanding Officer or Acting
Commanding Officer (Major or above).
b.
Manually computed Composite Score Worksheet.
c.
Late or missing information/training rosters, if not in MCTFS.
d.
Documentation verifying erroneous date of rank.
2. Command Support will review unit-training diaries for information
that will affect composite scores for Lance Corporals and Corporals
that are reported late. In addition, they will report a request for
re-computation of composite scores for those Marines affected.
7106. “0000” COMPOSITE SCORES. Each quarter MCTFS will generate
composite scores for Lance Corporal and Corporals eligible for
promotion. Command Support will identify Marines who have a composite
score of “0000.”
1. Command Support will notify the unit admin chief via a quarterly
email of all Marines with a “0000” composite score. It is the
responsibility of the unit to research and submit source documentation
to the IPAC in order to have the composite scores corrected. Upon
receipt of the required source documents, Command Support will report
a request for recompute via unit diary and notify the command upon
completion. This information is also available via the IPAC
SharePoint site under the monthly ADN folder.
2. These actions will be completed within 5 working days from the day
the composite scores post.
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7107. MERITORIOUS PROMOTIONS. It is the unit administrator’s
responsibility to complete the meritorious promotions warrants, and
provide a copy to the Command Support Section. Once the information
is provided, Command Support will report the appropriate unit diary
entries.
7108. NONPUNITIVE/ADMINISTRATIVE REDUCTIONS. Procedures for nonpunitive/administrative reductions for technical or professional
incompetence are contained in current edition of MCO P1400.32
MARCORPROMMAN. If a Marine is determined to be incompetent, and
accordingly reduced, a copy of the approval for reduction and original
page 11 prepared by the individual unit shall be forwarded to Command
Support to effect the reduction within MCTFS and for filing in the
Marine’s OMPF, in addition reduction pro/con marks should also be
reported via MOL.
SECTION 3: LEGAL SECTION
7200. LEGAL SECTION. The Legal Section is responsible for the
processing of all legal administrative matters.
1. Formal completion of legal issues will be accomplished at the unit
level and forwarded to Command Support for incorporation into the
service records. This includes page 11 entries, (6105) counseling
entries, NJPs, courts-martial, page 13 entries, appellate leave,
UA/desertion, confinements and legal hold. MCO P1070.12_ Individual
Records Administration Manual (IRAM), MCO P5800.16_ Marine Corps
Manual for Legal Administration (LEGADMINMAN), and MCO 1900.16_ Marine
Corps Separations and Retirement Manual (MARCORSEPMAN) contain
detailed information on these items.
2.
Contact the Legal Section at 784-2616/2933 and or fax 784-5717.
7201. 6105 COUNSELING PAGE 11 ENTRIES. All adverse counseling entries
will be formatted in accordance with the references. Units will
submit these entries to Command Support for placement in the member’s
OMPF. Adverse entries require signatures from both the Marine and the
Commander.
7202. NONJUDICIAL PUNISHMENT PROCESSING. All units are responsible
for the preparation, coordination and overall processing of Marines
for NJP. Upon completion of NJP, the unit must ensure that a complete
and accurate copy of the NAVMC 10132 (UPB), and 6105 Counseling page
11 are submitted to Command Support within 3 working days of the NJP
being conducted via EPAR (current regulations require such NJP to be
reported on the unit diary no later than five working days after the
effective date of the NJP). In any cases where a reduction is awarded
and not suspended, reduction pro/con marks must be processed via MOL.
Reminder: Reduction pro/cons must be dated the day prior to the date
of reduction.
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1. Command Support will review and report the final punishment via
unit diary and report back to the unit with diary number and date via
EPAR. The Unit Legal Officer/Legal Chief will be notified of any
discrepancies found on the UPB. Command Support is responsible for
ensuring the completed UPB and 6105 Counseling page 11 is forwarded
for inclusion into the Marine’s OMPF.
2. Whenever a previously suspended sentence is vacated, the unit’s
Legal Officer/Chief will provide Command Support a copy of the
Vacation Notification letter. Command Support will notify the unit
with diary number and date once vacated sentence has been reported on
unit diary via EPAR.
7203. LEGAL HOLD. Commanders are responsible for providing a copy of
source documentation placing enlisted personnel on legal hold or
releasing personnel from legal hold. Command Support will ensure that
the appropriate unit diary entries are made. Additionally, the unit
will notify the IPAC Outbound Section if subject named Marine
currently has orders pending. Reserve Marines must have approved
modified MROWS orders prior to being placed on legal hold.
7204. UNAUTHORIZED ABSENCE STATUS. A Marine is considered to be in
an UA status whenever the Marine is absent from the parent command
without authorized leave or orders; has missed a movement; failed to
comply with stragglers orders; or failed to comply with PCSOs.
1. Commanders must notify Command Support as soon as any Marine is
confirmed to be in a UA status over 24 hours. The information may be
submitted via standard naval letter, email, or charge sheet. Lastly,
the documentation must include name, rank, EDIPI, and time and date of
UA.
2. Command Support will report the appropriate unit diary entries
upon receipt of source documents.
3. Commanders must notify Command Support as soon as a Marine returns
from a UA status. Notification would include appropriate source
documents, such as: logbook entries, email, police blotters and
reports. It is imperative that commands notify Command Support in
order to restart the Marine’s pay and entitlements. Command Support
will report the appropriate unit diary entries into MCTFS as required.
7205. DESERTION STATUS. A Marine may be considered to be a deserter
when absent from the parent command without authority in excess of 30
days. The command is responsible for completion of DD Form 553 once a
member has been declared a deserter. The command will forward the
completed DD Form 553 via EPAR to Command Support. Command Support
will report all required unit diary entries to MCTFS, which will
effectively drop the member from the command’s rolls.
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7206. DETERMINATION/RETURN FROM DESERTION. Commanders must notify
Command Support immediately upon the absentee’s return. Unit S-1/
Adjutants must complete DD Form 616 (Return of Absentee/Deserter) and
provide Command Support with a copy. Accompanying documents may
include: Police report for surrender or apprehension, Straggler’s
Orders, Original Orders, naval message. Upon receipt of appropriate
source documents, Command Support will report the appropriate unit
diary entries.
7207. CONFINEMENT/IHFA/IHCA. Commanders must notify Command Support
immediately as soon as personnel are confined or apprehended via EPAR.
1. This notification should be followed up with appropriate source
documents, which may include: NAVPERS 1640/4 (Confinement Order) or
police report for Marines being held in civilian/foreign prisons.
Upon receipt of appropriate source documents, Command Support will
report the proper unit diary entries.
2. Commanders must notify Command Support immediately as soon as
personnel are released from confinement or apprehension via EPAR.
This notification should be followed up with appropriate source
documents may include: DD Form 367 (Prisoner’s release order) or
police report for Marine’s release from civilian/foreign prisons.
Upon receipt of appropriate source documents, Command Support will
report the proper unit diary entries.
7208. APPELLATE LEAVE. Per MCO 1050.16_, Marines awaiting
punitive discharge may be expeditiously processed for voluntary or
involuntary appellate leave, as appropriate. If a Marine has been
awarded a punitive discharge without confinement, commanders may
process Marines immediately for appellate leave.
7209. INVOLUNTARY APPELLATE LEAVE. When a commander deems it to be
in the government’s best interest to do so, a Marine whom has been
awarded a punitive separation may be ordered to involuntary appellate
leave, provided that the convening authority has completed review and
has issued final approval of the sentence awarded. The unit will
provide Command Support with a copy of the approval for involuntary
appellate leave from the Convening Authority. Command Support will
review the records to ensure all appropriate legal diary entries have
been made. Command Support will ensure that the Appellate Leave
Checklist is completed. If bonds, allotments, and Direct Deposit are
still in effect, Command Support in conjunction with IPAC Customer
Service Section will take required action to discontinue these items.
7210. VOLUNTARY APPELLATE LEAVE. When a Marine submits a request to
the command to go home pending the final convening authority action,
the commander may agree to place the Marine in a Voluntary Appellate
Leave status.
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1. The unit will provide Command Support with a copy of the approval
for voluntary appellate leave. Command Support will review the
records to ensure all appropriate legal diary entries have been made.
For successful completion of Voluntary Appellate Leave orders, the
following items must be provided to Command Support:
a.
Marine’s request for Voluntary Appellate Leave
b.
Appellate Rights Statement
c.
Privacy Act Statement
d.
Special Power of Attorney
e.
Results of Trial
f.
Separation Physical to include DNA sample.
g.
TAP Certificate
h.
Waiver of Clemency, if applicable
i.
Commander’s request for Voluntary Appellate Leave
2. Unit commanders must provide Command Support with the Commanding
General’s endorsement letter.
7211. COURTS-MARTIAL. Parent commands are responsible for preparing
and submitting all documents associated with the conduct, processing,
and disposition of all types of courts-martial, to include completion
of the NAVMC 118(13A) Page 13. Commanders are responsible for the
following:
1. Ensuring that Command Support receives a copy of the results of
trial, charge sheet, pre-trial agreement, page 13, with convening
authority’s signature, and convening authority’s action if already
approved.
2. Ensuring Command Support receives all pre-trial confinement orders
(NAVPERS 1640/4) or prisoner release orders (DD Form 367) for
expeditious reporting on the unit diary.
7212.
WEEKLY BATTALION LEGAL STATUS REPORT
1. Commands must provide a weekly status report to Command Support
that includes: All pending court-martials, NJPs, investigations,
absences, pretrial confinements, appellate leave, IHCA, as well as any
legal actions that have been completed or dropped since the last
report.
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2. The weekly report is not designed to relieve the parent commands
from providing immediate notification of a Marine's change in legal
status. All requests for changes in a Marine's status should be made
via EPAR as soon as the parent command identifies the change.
SECTION 4: LIMITED DUTY SECTION
7300. LIMITED DUTY SECTION. The mission of the Limited Duty Section
is to work simultaneously with the respective unit Limited Duty
Coordinators to track personnel in a limited duty status and report
any changes to duty status and limitation codes into MCTFS. For
further guidance review references Chapter 61, Title 10, United States
Code, DOD Instruction 1332.38_ Physical Disability Evaluation Manual,
SECNAVINST 1850.4_ Disability Evaluation Manual and MCO P1900.16_
Marine Corps Separation Manual.
7301. LIMITED DUTY TRACKING/PROCESSING. The Unit Limited Duty
Coordinators are responsible to submit all NAVMED 6100/5 and 6100/6
source documents to Command Support via EPAR for processing to the
MCTFS.
1. Command Support will disseminate monthly rosters to unit Limited
Duty Coordinators for action. These rosters are also available on the
IPAC SharePoint, in the monthly ADN folder. Any inconsistencies found
with a members limited duty status should be immediately reported to
Command Support and accompanied by any required source documents.
2. In addition, Command Support will also check the message board
daily for messages from the Naval Hospital assigning or removing a
Marine from limited duty. These messages are used as source
documentation for MCTFS entries. Officers assigned to limited duty
must be approved by CMC; although the Quantico Naval Medical Center
normally transmits this message to CMC, the commander retains
responsibility for such actions and must provide source documents to
Command Support.
SECTION 5: TRAINING SECTION
7400. TRAINING SECTION. The mission of the Training Section is to
work with the respective unit Training Chiefs to report any
corrections to MCTFS Training element items. For further guidance
review references MCO 6100.13_ Marine Corps Physical Fitness Program,
MCO 3574.2_ Marine Corps Combat Marksmanship Programs, MCO 1500.59_
Marine Corps Martials Arts Program, MCO 6110.3_ Marine Corps Body
Composition and Military Appearance Program and the MCTFS PRIUM.
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7401. TRAINING CORRECTION PROCEDURES. The Unit Training
Representatives are responsible for submitting all requests to correct
MCTFS training related matters to Command Support via EPAR with
appropriate source documents attached.
1. The following documents must be attached to the training
correction request EPAR:
a.
Signed command letter stating nature of request.
b. Source documentation validating training item (i.e. NAVMC
11622 PFT/CFT Worksheet, NAVMC 11432 MCMAP Course Record etc.)
2. Upon receipt of appropriate source documents via EPAR, Command
Support will report the proper unit diary entries.
7402.
TRAINING EXEMPTIONS/WAIVERS (PFT/CFT/RIFLE/PISTOL)
1. Requests for all training exemptions and/or waivers must be
submitted according to regulation and approved by the appropriate
authority prior to submission to Command Support.
2. Submit all training exemption and waiver requests not reportable
via the Marine Corps Training Information Management System
(MCTIMS)/Training Management System (TMS) to Command Support via EPAR
with required source documentation and approval letters.
7403. ERRONEOUS TRAINING INFORMATION. Command Support will monitor
MCTFS for erroneous training related information (i.e. rifle exemption
codes reported incorrectly) via monthly Cognos/ODSE IMR reports.
Command Support will report necessary corrections in accordance with
the references via unit diary to ensure Marines records are accurately
reflected in MCTFS.
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CHAPTER 8
OCS STUDENT PERSONNEL SECTION
PARAGRAPH
PAGE
GENERAL . . . . . . . . . . . . . . . . . . .
8000
8-2
OFFICER CANDIDATE PROCESSING. . . . . . . . .
8001
8-2
PICK-UP PROCEDURES
. . . . . . . . . . . . .
8002
8-2
. . . . . . . . . . . . . .
8003
8-3
GRADUATION PROCEDURES . . . . . . . . . . . .
8004
8-4
PAY PROCEDURES. . . . . . . . . . . . . . . .
8005
8-4
DROP PROCEDURES.
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CHAPTER 8
STUDENT PERSONNEL SECTION
8000. GENERAL. The Officer Candidate School (OCS) Student Personnel
Section is responsible for the administrative support for candidates
attending Officer Candidates School (OCS).
8001. OFFICER CANDIDATE PROCESSING. Approximately 2 weeks prior to
the pickup of an officer candidate training cycle, a roster will be
provided to the OCS Student Personnel Section via Marine Corps
Recruiting Information Support System (MCRISS) by Marine Corps
Recruiting Command (MCRC). This roster is loaded into the Student
Management Module of UDMIPS. Upon completion of loading the roster
into the Student Management Module, the class date will be certified
by the OCS Student Personnel Section OIC.
1. NROTC and Service Academy Officer Candidates will be joined in the
MCTFS for accountability using a ten digit SSN starting with a “0”
regardless of branch. In the event that the Candidate is dropped
prior to the completion of OCS, the member will be dropped "other
service" to ensure accurate rosters can be pulled for each
company/platoon.
2. Upon graduation, all NROTC and Service Academy Officer Candidates
will be dropped "other service" to ensure that the rolls for each
company are accurate.
8002.
PICK-UP PROCEDURES
1. IN-PROCESSING. OCS, Coordinator Student Activities (CSA) will
notify the OCS Student Personnel Section of pick-up dates and times as
well as the schedule for the administration classes conducted
throughout the training cycle. Pick-up is normally conducted on
Sunday. The OCS Student Personnel Section will provide Marines to OCS
to assist check-in of arriving candidates. Upon checking in, OCS will
verify the candidate is on the MCRISS roster, assign them to a
training company and platoon, and annotate that they checked in on the
roster. At the conclusion of pick-up, an accountability roster will
be verified by both CSA and the OIC, OCS Student Personnel Section.
2. ADMINISTRATIVE PROCESSING CLASSES. There are (5) administrative
classes conducted throughout the training cycle. Each class is
explained below:
a. INITIAL ADMIN CLASS. This class is conducted on the Monday
after check-in. During this class, the candidates complete the
Separation Information Worksheet, Data Sheet, SGLV 8286 (SGLI), Form
W-4, DD Form 2058, DD Form 93, and a DD Form 1351.
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Candidates who are married and/or have children will submit marriage
and birth certificates during the initial administration class in
order to ensure that appropriate entitlements are started. Prior
service candidates will submit their DD214’s during this initial
administration class to have their PEBD and AFADBD adjusted if
necessary.
b. INITIAL ORDERS CLASS. The initial orders class is conducted
during the 4th – 5th week of training. During this class, candidates
are given the initial copy of their orders transferring them from OCS
to TBS or their Home of Record/School address (in cases of candidates
not being commissioned). If there are any discrepancies after the
completion of the class, the orders will be corrected and reviewed at
the second orders class.
c. INITIAL DD214 CLASS. The initial DD214 class is conducted
during the 4th – 5th week of training (date determined by the OCS
scheduling office). During this class, candidates that are being
commissioned are provided a rough copy of their DD214. The candidates
have the opportunity during this class to review the DD214, ask
questions and make corrections if necessary. The DD214’s will be
corrected and reviewed at the second DD214 class.
d. SECOND ORDERS CLASS. The second orders class is conducted
during the 6th week of training. The orders will be reviewed again
for accuracy and signed by the candidate during this class. The
orders will be issued to the candidates before graduation with their
graduation package.
e. SECOND DD214 CLASS. The second DD214 class is conducted
during the 6th week of training. During this class, the DD214’s will
be reviewed again and all 3 copies will be signed by the candidate.
The member copies of the DD214 will be issued to the candidate before
graduation with their graduation package.
8003. DROP PROCEDURES. Drop rosters are provided by CSA to OCS
Student Personnel Section to process the candidates that are dropped
from training. Termination orders will be prepared by CSA and issued
to the candidate. The departing candidate is provided a copy of their
flight itinerary with their termination orders and will receive their
tickets upon checking in at the airport.
1. LINE OF DUTY (LOD) DROPS. Candidates who are dropped from
training and are recommended for LOD entitlements have to be approved
by the Wounded Warrior Regiment. A candidate cannot be dropped from
OCS without the LOD determination being made. Candidates who are
approved for LOD entitlements will receive follow on medical care
during their LOD period.
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2. NAVMC 11060 SUBMISSION. A NAVMC 11060 will be submitted to the
Finance Office for all candidates dropped/transferred from training.
3. TRAVEL CLAIMS. The candidate is informed to complete the travel
claim and return it to their Officer Selection Officer (OSO) upon
return or checking in to TBS for further training.
8004. GRADUATION PROCEDURES. On graduation week, the Student
Personnel Section will deliver graduation packages to all candidates.
These graduation packages contain: follow on orders, NAVMC 763,
member copies of DD214, and the parchment appointing the candidate to
Second Lieutenant.
8005. PAY PROCEDURES. Candidates, who do not have an existing direct
deposit account in MCTFS, will provide a Direct Deposit form to the
Student Personnel Section during the initial check-in. These forms
will be processed via OCS Student Personnel Section into MCTFS.
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SOP FOR IPAC QUANT
CHAPTER 9
THE BASIC SCHOOL STUDENT PERSONNEL DETACHMENT
PARAGRAPH
PAGE
GENERAL . . . . . . . . . . . . . . . . . . .
9000
9-2
MISSION . . . . . . . . . . . . . . . . . . .
9001
9-2
LOCATION
9002
9-2
9003
9-2
. . . . . .
9004
9-3
. . . . . . .
9005
9-4
MOS ASSIGNMENTS . . . . . . . . . . . . . . .
9006
9-4
WEB ORDERS PROCESSING . . . . . . . . . . . .
9007
9-5
OUT-PROCESSING
. . . . . . . . . . . . . . .
9008
9-5
STUDENT SEPARATIONS . . . . . . . . . . . . .
9009
9-5
. . . . . . . . . . . . . . . . . .
PERSONNEL POLICIES
. . . . . . . . . . . . .
BOC PREPARATION AND JOIN PROCESS
INITIAL SCANNING . . . . . . .
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SOP FOR IPAC QUANT
CHAPTER 9
THE BASIC SCHOOL STUDENT PERSONNEL DETACHMENT
9000. General. The Basic School Student Personnel Detachment (TBS
Stud Pers Det) provides personnel administration support and services
for all students attending training annually, including six Basic
Officer Courses (BOC), one Warrant Officer Basic Course (WOBC), four
Infantry Officers Courses and one Infantry Weapons Officers Course.
TBS Stud Pers Det is under the operational and administrative command
and control of the Director, IPAC, MCINCR-MCBQ.
9001. Mission. The mission of TBS Stud Pers Det is to provide
personnel administration support and services to TBS students and
their family members by ensuring military personnel records and pay
accounts are accurately and properly maintained, thereby enhancing the
training and education of newly commissioned or appointed officers in
the high standards of professional knowledge, esprit-de-corps, and
leadership required to prepare them for duty as company grade officers
in the operating forces.
9002. Location. TBS Stud Pers Det is located in Room 160, Heywood
Hall. The hours of operation are Monday through Friday from 0730 to
1700. MyPay pin issuance and reset assistance will be provided daily
during normal business hours. TBS Stud Pers Det will typically
recognize Holiday hours as established by TBS Commander via TBS
Bulletin 1050. Although the student Program of Instruction (POI) may
be operational during holiday routines, requests for support during
established holiday hours must be coordinated in advance with the OIC,
TBS Stud Pers Det.
1. For emergency matters, contact TBS Stud Pers Det OIC at (703) 4326526.
2. TBS Stud Pers Det is closed for routine business on Thursdays at
1130 for Professional Military Education (PME), with the exception of
scheduled appointments and Marines with emergency needs.
9003.
Personnel Policies
1. All military personnel or family members conducting routine
administrative business are required to be in the uniform of the day
or appropriate civilian attire. An original Power of Attorney must be
presented for spouses to conduct business on behalf of their military
sponsor.
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2. Electronic Personnel Action Requests (E-PARs) are encouraged to be
used by all students for routine matters and must be properly routed
through the respective chain of command. All E-PARs not requiring
external intervention will be worked within 5 working days after being
received.
3. Leave and Earnings Statements (LES), Basic Training Records (BTR),
Basic Individual Records (BIR), W-2 and W-2C, and Fitness Report
printouts will be processed by the individual Marine utilizing MOL,
MyPay and/or TBS Adjutant/S-1. Additionally, requests for certified
true copies of printouts and pages from an individual’s Electronic
Service Record (ESR) will be accomplished by TBS S-1.
4. All disputes/disagreements or service problems will be addressed
to the OIC, TBS Stud Pers Det. The OIC, TBS Stud Pers Det or IPAC
leadership will ensure that every complaint is thoroughly researched
and a satisfactory explanation is provided to the Marine and/or
command.
9004. BOC Preparation and Join Process. Within 45 days prior to a
BOC reporting, Marine Corps Recruiting Command (MCRC) will begin
providing updated rosters of personnel slated to attend that
particular class. TBS Stud Pers Det will utilize these inbound
rosters to process join packages consisting of 1st and 2nd Stage Audit
checklists and documents, service record documents, direct deposit
forms and travel claims. The OIC, TBS Stud Pers Det will schedule the
in-processing class, coordinate times for presentations from any
external entities, publish the schedule and ensure the class is
completed.
1. Reporting. All students arriving for BOC or WOBC are required to
report on the date listed on their orders. Students are not
authorized to report earlier than that date without approval from TBS
Commander. TBS Stud Pers Det will provide a check-in station from
0800-1700 on the BOC and WOBC report date in order to issue the 1st
Stage Audit packages and complete travel claims. The station will be
manned with additional personnel from the main IPAC in order to
facilitate the travel claim completion process.
2. In-Processing Class. Due to the accession level administration
requirements for most of the TBS student population, they are required
to bring the following items with them to the in-processing class: a
copy of all orders and endorsements sending them to TBS from their
Home of Record, Marine Corps District, reserve unit, or previous duty
station, if applicable; their ESR, if applicable; a copy of their
NAVMC 763; their bank account information for Direct Deposit
enrollment; a copy of any DD Forms 214 or 215 from prior periods of
active duty; a copy of their college transcripts or proof of degree;
if married or claiming dependents, a copy of their marriage
certificate (certified translated if applicable), spouses’ birth
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certificate (certified translated if applicable) and child birth
certificates; receipts for any reimbursable expenses incurred during
their official travel to TBS; and full names, addresses and phone
numbers for all individuals they intend to list as family contacts
and/or entitlement beneficiaries. The in-processing class will
consist of a personnel records update, travel claim finalization as
needed, and the Montgomery GI Bill brief and election. This class
normally requires approximately 4-5 hours.
3. Join and Travel Claim Processing. Upon completion of the InProcessing Class, TBS Stud Pers Det will immediately commence the
processing of joining students on UD, reporting their initial direct
deposit information, and completing the travel claim review and
submission. All efforts will be made to complete in excess of 250
joins and process all travel claims within 5 working days of the
student’s report date. This mass process requires a coordinated
effort from additional personnel from the main IPAC to assist with
Quality Control and electronic processing of the travel claims.
4. Identification Cards. TBS Scheduling Officer will notify the
DEERS/ID Card Center OIC at least 45 days in advance of a student
company’s date for issuance of ID cards. This date is normally
scheduled within the first 2 weeks of a BOC arrival.
If additional
days are required, the company leadership will coordinate those based
off availability during the POI.
9005. Initial Scanning. Immediately after the entire join process is
completed (approximately 3 weeks post report date), all company
records requiring initial scanning into the ESR will be accounted for
and prepared for the scanning process. Once preparation is complete,
the scanning process will begin. After the initial scan is completed,
all paper records will be returned to the individual student via the
chain of command for their personal retention. Any further updates to
the student’s ESR during the training evolution will be completed via
the daily unit diary breakdown and scan process.
9006. MOS Assignments. MOS assignments for each BOC occur no later
than Training Week 22. MOS selections are completed for each BOC
student by the Company Commander and are final once the TBS Commander
approves them. Upon approval, the Company Executive Officer will
ensure both TBS Adjutant and TBS Stud Pers Det receive approved MOS’s.
TBS Adjutant will submit the MOS’s to HQMC (MMOA) for orders and TBS
Stud Pers Det will report all MOS on UD, to include competitive
aviation selections. Most guaranteed contract MOS’s (7599, 7578,
4401) are already resident in MCTFS as part of MCRC accession data
input prior to those students reporting to TBS, but any that may be
missing will be reported by TBS Stud Pers Det upon notification by the
Company Commander.
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9007. Web Orders Processing. Once the MOS roster is received by
MMOA, the ground and air monitors will begin issuing orders and
funding via the Web Orders system. Students will receive orders to
their MOS schools or to their next duty stations. All orders and
funding for Reserve students will be processed by TBS IPAC Det but
will be coordinated via HQMC (RAM); this process is not part of the
MMOA Web Orders processing.
1. Upon receipt of Web Orders for students, TBS Stud Pers Det will
prepare endorsements for Distribution Management Office (DMO) purposes
only. The Web Orders and DMO endorsements will be provided to the
students prior to them finalizing their moving arrangements with DMO.
Additionally, TBS Stud Pers Det will provide a Travel Entitlement
class to each BOC at which time students will complete a transfer data
sheet and decide whether or not they choose to receive travel advances
prior to executing orders. The majority of students at TBS are
considered accession-level and are not currently required to
possess a Government Travel Charge Card for PCS and TEMINS orders.
Once the Travel Entitlement Class is completed, TBS Stud Pers Det will
begin to process detaching endorsements for all students and travel
advances for those students that elect to receive. During OutProcessing 7-10 days before graduation, orders will be provided to the
students for execution and delivery to their next command.
2. TBS leadership will provide each BOC instructions on how to
utilize www.move.mil for scheduling either carrier or Personally
Procured Moves (PPM) with DMO to their next duty station. All efforts
should be made to ensure all students have their DMO arrangements in
place 30 days prior to graduation or departure from TBS.
9008. Out-Processing. The out-processing date normally takes place
during Training Week 25. All completed transfer orders will be issued
at this point. Students will review their original orders and
official file copy, verify the accuracy of the orders and sign each
receiving endorsement. All official file copies will be returned to
TBS Stud Pers Det for reporting on UD on the transfer date. Any
orders requiring corrections will be returned to TBS Stud Pers Det
during this class, at which time corrections will be made and orders
returned to the Company prior to graduation.
9009. Student Separations. The following types of separations for
student officers at TBS occur on a regular basis: administrative
separations; medical separations; medical retirements; and expiration
of active service (EAS) obligation (for enlisted and officer
reservists only). Separations for commission of a serious offense are
less common occurrences for student officers.
1. Administrative Separations. Student officers can be
administratively separated for academic failure, leadership failure,
minor misconduct, and commission of a serious offense. The entire
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legal process is administered by TBS Command Judge Advocate until such
time the Secretary of the Navy (SecNav) finalizes a decision regarding
discharge type, Separation Program Designator (SPD), and
characterization of service based on the students’ overall record. If
a student officer is notified of a pending administrative separation
but it has not yet been finalized and an EAS has not been posted to
MCTFS, the student may execute administrative separation leave
provided it is approved by the first General Officer (GO) in their
chain of command. The student must finalize all separation documents
with TBS Stud Pers Det prior to executing this leave. The student
will continue to receive pay and accrue leave while on separation
leave until all leave accrued is exhausted, at which time the student
will enter a non-pay status. The student will subsequently be
separated on the date directed by HQMC.
2. Medical Separations. Student officers that are on limited duty
for medical reasons for an extended period of time and are no longer
fit for duty are eligible for medical separation. A Physical
Evaluation Board (PEB) will determine this process after treatment and
thorough medical examinations have been conducted. If found unfit for
duty, the student will be medically discharged, generally with a
disability rating allowing further treatment from the Department of
Veterans Affairs once separated.
3. Medical Retirements. This process is similar to medical
separations. The PEB will determine fitness for duty and provide its
findings to the student. Upon acceptance of the findings, a decision
is made to either temporarily or permanently retire a student based on
evidence and a final disability rating. In most cases student
officers will be separated to the Temporary Disability Retirement List
(TDRL). The more serious cases will be separated to the Permanent
Disability Retirement List (PDRL). Students that have received and
accepted their PEB findings are eligible to go home awaiting orders
and final disposition of the PEB. Home awaiting orders is executed
similarly to administrative separation leave as the EAS is not posted
and the student will enter a non-pay status upon exhausting all leave
accrual. Home awaiting orders does not require GO approval but all
administrative requirements must be completed with TBS Stud Pers Det
prior to the student executing orders.
4. Commission of a Serious Offense. If a student officer has
committed a serious offense punishable by trial by court martial, they
are subject to a misconduct separation. After a court-martial
proceeding is complete and punishment is served, the student officer
may execute voluntary appellate leave if they choose to. Upon receipt
of the Convening Authority’s (CA) action, the student officer must
proceed on involuntary appellate leave. Upon entering either status
of voluntary or involuntary appellate leave, TBS Stud Pers Det will
finalize all reportable transactions and record updates and transfer
the officer by record to the Navy and Marine Corps Appellate Leave
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Activity (NAMALA). NAMALA will track and maintain the individual’s
record until the officer’s separation is final.
5. Expiration of Active Service (EAS). Reservists attending their
initial BOC or WOBC training, Infantry Officer’s Course (IOC) or MAIT
and immediately returning to their reserve unit/status upon completion
at TBS will be separated under this category. This is only common for
reservists attending IOC or MAIT since most BOC and WOBC reservists
are retained on active duty to attend follow-on training. All
reservist separations are coordinated with HQMC (RAM) prior to TBS
Stud Pers Det initiating separation action.
6. Separations Process. Upon receipt of the SecNav decision, PEB
findings and posting of an EAS by HQMC, the student officer may either
execute leave awaiting separation or remain at TBS until the posted
EAS. Reservists separating from TBS will remain at TBS until their
EAS. Prior to executing leave, the student must provide TBS Stud Pers
Det with the following items in order to process their separation
documents: DD form 2648/-1, DD form 2958 (Provided after attendance of
the Transition Readiness Seminar (TRS)), final physical, original
medical and dental records, their ID/CAC card and a check-out sheet,
if applicable. Once received, TBS Stud Pers Det will process as
applicable any separation orders, DD Forms 214 and 215, Retirement Pay
Data Forms and NAVMC 11060 for final settlement. Separation packages
will remain in a tickler file until the separation is reported on UD
either on the date of separation or the first working day after the
separation date. Once the separation is posted to MCTFS, the NAVMC
11060 may be submitted to the local Finance Office for processing of
the final settlement.
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CHAPTER 10
ORDERS SECTION
PARAGRAPH
PAGE
GENERAL . . . . . . . . . . . . . . . . . . .
10000
10-2
ORDERS SECTION RESPONSIBLITIES. . . . . . . .
10001
10-2
ORDERS SECTION. . . . . . . . . . . . . . . .
10100
10-2
TYPES OF ORDERS . . . . . . . . . . . . . . .
10101
10-3
ORDERS NOTIFICATION . . . . . . . . . . . . .
10102
10-3
OUTBOUND INTERVIEW (OBI). . . . . . . . . . .
10103
10-3
OBLIGATED SERVICE REQUIREMENT . . . . . . . .
10104
10-4
MODIFICATION/CANCELLATION OF ORDERS . . . . .
10105
10-4
PCS ORDERS PROCESSING . . . . . . . . . . . .
10106
10-4
HUMANITARIAN ORDERS . . . . . . . . . . . . .
10107
10-5
STRAGGLER ORDERS. . . . . . . . . . . . . . .
10108
10-6
SECTION 1: GENERAL
SECTION 2: ORDERS SECTION
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ORDERS SECTION
SECTION 1: GENERAL
10000. GENERAL. The Orders Section is tasked with the receipt,
administrative processing, and issuance of PCS Orders (PCSOs) and PCA
Orders (PCAOs) for personnel of supported organizations.
10001. ORDERS SECTION RESPONSIBILITIES.
Orders Section are as follows:
The responsibilities of the
1. Receive all PCS and PCAOs for personnel of supported
organizations.
2. Notification of personnel and their commands when in receipt of
PCS and PCAOs.
3. Counseling of Marines and supported units on the mandatory use of
the OBI Module, Government Travel Charge Card (GTCC) requirement,
entitlements for travel and transportation arising from these orders.
4. Preparation and release of Naval Messages requesting area/ country
clearance.
5. Request Port Calls on Marines and their dependents for travel to
next Permanent Duty Station (PDS).
6.
Preparation and issuance of orders.
7. Ensure service record entries related to the orders process have
been entered.
8. Maintenance of the official file copy and all related documents
pertaining to the orders.
9.
Completion of unit diary actions effecting the transfer of Marines.
SECTION 2: ORDERS SECTION
10100. ORDERS SECTION. The Orders Section has overall cognizance of
the PCS and PCA process for Marines and their family members.
1. All Marines with PCS, PCA and reassignment orders will report to
IPAC with a completed check-out sheet, transfer pro/con marks, and
meal card (if applicable), on effective date of detachment for receipt
of PCSOs.
2. The official file copy of the Marine’s orders will be filed in the
Orders Section’s correspondence files after appropriate unit diary
entries have been reported.
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10101.
TYPES OF ORDERS
1. PCS. PCSOs are issued by HQMC and direct a Marine to relocate
between PDSs. PCSOs are fully funded and entitle the Marine and
dependents, if applicable, to travel and transportation allowances as
described in the Joint Travel Regulations (JTR). All PCSOs are
issued, modified, and cancelled by HQMC via the Orders Section, in
conjunction with the support of unit S-1. The IPAC will notify the
parent unit/command upon receipt of PCSOs and/or modification of PCSOs
on a Marine. Marines in receipt of PCSOs are to be screened by the
command to determine if they are eligible for transfer. Marines
qualified and eligible for transfer are to apply for a GTCC and
complete their OBI via Marine Online (MOL).
2. PCA. PCAOs direct a Marine’s change of assignment between major
commands located in the same geographic vicinity of the PDS. The
PCAOs are processed and issued by the IPAC in the same manner as
PCSOs; however, no entitlement to leave, travel and transportation
allowances exist for the Marine or dependents. The PCAOs direct a
Marine to move between MCCs.
3. SPECIAL ORDERS. Per MCO 1000.6, ch4, the use of special orders to
issue PCA, PCS or TAD orders is no longer authorized.
10102. ORDERS NOTIFICATION. The Orders Report will be provided to the
supported organizations on a weekly basis by the IPAC Orders Section.
1. Upon receipt of orders notification, “My Message” in MOL, the
Marine must log in and complete their OBI.
2. Once the OBI has been completed and forwarded through the chain of
command, the supported unit S-1 will review and if correct, forward to
IPAC.
3. Checklists for I&I, overseas or special duty assignments will be
attached with the OBI as necessary. Delays in completing checklists
will have adverse effects on the Marines execution of orders.
10103. OUTBOUND INTERVIEW (OBI). The OBI is an essential tool, and
must be completed by the Marine immediately upon receiving the “My
Message” notification of PCS/PCAOs in MOL. The OBI will detail the
Marine’s desire for leave, detach/report day, transportation, GTCC
status and advance of pay entitlements.
Marines must complete and submit their OBI a minimum of 90 days prior
to their detachment date when applicable.
1. Once IPAC receives the completed and approved OBI from the
supported unit, IPAC will review it for accuracy and compliance with
regulations.
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2. Upon completion of the IPAC review, WebOs and the dependent
endorsement will be electronically uploaded to the OBI for the Marine
to access at any time from their OBI console.
3. With the WebOs and the dependent endorsement, Marines will be able
to schedule their DMO move and request passports, if applicable.
4. Any Marine who does not complete their OBI will not receive their
PCS/AOs, advance pay, or any leave in conjunction with their PCS/AOs.
10104. OBLIGATED SERVICE REQUIREMENT. Those Marines who do not meet
obligated service requirements or do not desire to extend or reenlist,
must see their Career Planner to sign a statement of “non-intent” of
extending/reenlisting within 10 business days, upon
receipt/notification of PCSOs.
10105. MODIFICATION/CANCELLATION OF ORDERS. Requests to modify or
cancel orders will be prepared and submitted by unit commanders with a
copy forwarded to the Orders Section.
10106.
PCS ORDERS PROCESSING
1. CONTINENTAL UNITED STATES (CONUS) ASSIGNMENTS. Upon receipt of
the notification of PCSOs, the Marine will complete their OBI. Orders
will be issued based upon the information provided in the OBI.
2. SPECIAL DUTY ASSIGNMENTS (SDA). Upon receipt of the notification
of PCSOs to a SDA, the Marine must report to their respective Career
Planner for the appropriate screening checklist and assistance in the
completion and certification by the command. Orders will be issued
based upon the information provided in the OBI once all checklists
have been uploaded.
3. TEMPORARY LODGING EXPENSE (TLE). Marines may be entitled to TLE
at their detaching or gaining command. If a Marine does rate and
desire to use their TLE, the authorized method of payment will be the
GTCC. The only authorized location for TLE at MCINCR-MCBQ is the BOQ
(Liversedge Hall). If there are no quarters available, the Marine
must obtain a statement of non-availability to reside in quarters
elsewhere.
4.
CHECK-OUT/ISSUANCE OF ORDERS
a. The check-out sheet will be issued by the service members’
command (S-1). The check-out procedures for transferring personnel
remain the responsibility of the Marine’s unit, and command
supervision is essential. Supported organizations must ensure that
the Marine has completed all check-out requirements prior to reporting
to the IPAC for issuance of orders. A copy of the check-out sheet
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will be retained by the Orders Section and attached to the official
file copy.
b. Two weeks prior to transfer, the Marine should contact the
Orders Section to ensure that all requirements have been met.
c.
PCS/AOs become effective at 0800 on the date of transfer.
d. The official file copy, signed by the Marine, and all
documents relating to the transfer will be retained by the Orders
Section in the official correspondence files.
e. Marines in possession of a meal card will turn in their meal
card to the Orders Section on the date of transfer.
f. Marines requesting to alter their detach or report date after
their OBI has been approved by the command, must provide the Orders
Section with an endorsement from their commander approving the date
change.
5. ADVANCES PRIOR TO PCS. Requests for advances of pay will be
selected in the OBI. Requests for advances of travel and DLA are no
longer authorized. Payments of advance pay are normally deposited by
EFT to the individual’s account 30 days prior to detachment date.
Advance pay requests outside normal parameters (2 months) require
approval by the Marine’s Commanding Officer.
NOTE: (1) The Marine's written justification must include a minimum
of: (a) a list of actual and anticipated expenses, (b) an explanation
of the circumstances which cause the greater than normal expenses to
be incurred, thus requiring advance pay of more than one month, (c) a
listing of offsetting entitlements (e.g. family member travel, advance
BAH, DLA) and (d) Marines who request a repayment schedule in excess
of 12 months must provide specific justification on the situation that
might indicate a financial hardship in repaying the advance in the
normal 12-month time period.
10107.
HUMANITARIAN ORDERS
1. The Orders Section is responsible for personnel being detached for
Humanitarian (HUMS) reasons.
2. Commands are responsible to forward a copy of the CMC message
approving the Marine's HUMS request, signed emergency leave
authorization, and signed page 11 entry to the Orders Section,
Attention: Orders Section.
3. The Orders Section will ensure proper Transfer by Service Record
Orders.
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10108. STRAGGLER ORDERS. The issuance of straggler orders to Marines
who are apprehended, or return from desertion, will be coordinated by
the orders section by contacting CMC (PSL) at (703) 614-3248/3376.
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CHAPTER 11
SEPARATIONS SECTION
PARAGRAPH
PAGE
GENERAL . . . . . . . . . . . . . . . . . . .
11000
11-2
SEPARATIONS SECTION RESPONSIBLITIES . . . . .
11001
11-2
SECTION 1: GENERAL
SECTION 2: SEPARATIONS SECTION
SEPARATIONS PROCEDURES . . . . . . . . . . . .
11100
11-2
OUTBOUND INTERVIEW . . . . . . . . . . . . . .
11101
11-3
TRANSITIONAL READINESS PROGRAM/ TRANSITION GPS
11102
11-3
FINAL PHYSICAL . . . . . . . . . . . . . . . .
11103
11-4
TERMINAL LEAVE . . . . . . . . . . . . . . . .
11104
11-4
TRANSITIONAL PTAD
. . . . . . . . . . . . . .
11105
11-5
HOUSEHOLD GOODS SHIPMENT . . . . . . . . . . .
11106
11-5
AWARDS . . . . . . . . . . . . . . . . . . . .
11107
11-5
CHECK-OUT SHEETS . . . . . . . . . . . . . . .
11108
11-5
SEPARATION PROCESSING. . . . . . . . . . . . .
11109
11-5
END OF ACTIVE SERVICE/RELEASE FROM ACTIVE DUTY
11110
11-6
ADMINISTRATIVE SEPARATIONS . . . . . . . . . .
11111
11-6
TRANSFER TO THE FLEET MARINE CORPS/RETIREMENTS
11112
11-6
SURVIVAL BENEFITS PLAN . . . . . . . . . . . .
11113
11-7
DISCHARGE FOR PHYSICAL DISABILITY. . . . . . .
11114
11-7
MEAL CARDS . . . . . . . . . . . . . . . . . .
11115
11-7
REENLISTMENTS/EXTENSIONS ON ACTIVE DUTY
. . .
11116
11-7
WILL REENTER DIARY ENTRIES . . . . . . . . . .
11117
11-7
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CHAPTER 11
SEPARATION SECTION
SECTION 1: GENERAL
11000. GENERAL. The Separation Section is responsible for providing
timely and accurate administrative processing, support and guidance to
all active duty and reserve Marines that are separating due to EAS,
retirement, resignation, medical separations, and administrative
separations assigned to MCINCR-MCBQ.
11001.
1.
SEPARATIONS SECTION RESPONSIBILITIES
Completion and issuance of the DD 214/215.
2. Ensure all NAVMC’s 11060 11115, 11116, DNs, MANs are properly
worked and tracked.
3.
Report all changes to Marines final audit.
4. Ensure all drops are being reported NLT 5 days after the date of
separation.
5. Ensure all service treatment records, Medical and Dental records
are delivered to the appropriate offices.
SECTION 2: SEPARATIONS SECTION
11100.
1.
SEPARATION PROCEDURES
PROCEDURES
a. Marines and supported units must coordinate with the IPAC as
soon as separation actions are contemplated, and remain in contact, in
order to ensure correct administrative action is completed in a timely
manner.
b. Upon completion of the Outbound Interview (OBI) a case folder
is created containing administrative forms providing information
necessary for completion of the DD Form 214, NAVMC 11060, and other
separation documentation based on their respective circumstances.
c. Each Marine will receive a Pre-Separation checklist. The
checklist will identify milestones starting 180 days out (360) days
for retirements/transfer to FMCR) from the anticipated separation date
that must be considered and completed prior to the separation date.
Marines must return to the IPAC Separation Section no later than 14
days prior to their planned date of detachment to review documents and
sign if necessary.
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d. Marines will be encouraged to keep their direct deposit
account open ninety (90) days after they are separated to allow EFT of
the final settlement of the Marine’s pay account. Furthermore,
Marines retiring/transferring to FMCR must continually keep an EFT
account open in order to receive retirement payments.
11101. OUTBOUND INTERVIEW MODULE. The OBI, which is an application
within Marine Online (MOL), is an essential tool, which must be
completed for the separation process. Marines may begin their OBI 180
days from EAS date. Retirees may begin their OBI 14 months from their
approved retirement date. The OBI will detail the Marine’s desire for
transitional PTAD, terminal leave, planned detach date, transportation
and advance of pay entitlement’s. Marines must complete and submit
their OBI a minimum of 90 days prior to their planned detachment date
when applicable.
1. Once the Separation Section receives the completed and approved
OBI from the supported unit, it will be reviewed for accuracy and
compliance with regulations.
2. Upon completion of the review, the Separation Section will either
reject the OBI back to the supported unit for corrections or proceed
with the interview.
3. After the Separation Section has completed the OBI a DMO
endorsement will be certified. The Marine will be able to access this
document on his/her OBI console at any time. That DMO endorsement
will be used to set up the Marine’s final move.
4. Upon completion of the OBI process, final official orders and DD
214s/15s will be issued.
11102. TRANSITION READINESS PROGRAM/TRANSITION GPS (GOALS, PLANS, AND
SUCCESS).
1. Marines being separated from active duty (to include mobilized
reservists in excess of 180 days) must be counseled by the command
Unit Transition Counselor (UTC) concerning the Transition Readiness
Program (TRP), and any other relevant civilian readjustment programs.
2. The Marine will be reminded of the requirement to attend the
mandatory separations brief and the seminar provided by Marine Corps
Base. Each command TRP/Transition GPS coordinator will ensure their
Marines attend the brief. Documentation (DD Forms 2678 and 2958) of
the attendance from both the TRP/Transition GPS must be forwarded to
the Separation Section for Unit Diary/Official Military Personnel File
(OMPF) input.
3. TRP/Transition GPS for Marines pending administrative separation
should be scheduled as soon as the administrative separation process
is initiated.
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The below link is to MCO 1700.31 that was signed on 30 December 2015
and governs the new transition readiness program. This program
replaced the TAMP. The Training Event code PR (Personal Readiness
Seminar) is on the MCTFS Training Event Table.
http://www.marines.mil/Portals/59/MCO%201700.31.pdf
4. Marines are not considered properly checked out if they have not
turned in a copy of their TRP/Transition GPS certificate to the
Separations section for Unit Diary/OMPF input.
11103.
FINAL PHYSICALS
1. Physicals should be scheduled no more than 12, but no less than 6
months, prior to the effective date of separation to allow time for
necessary medical treatment or disability processing.
2. Units must ensure discharge physicals are initiated not less than
90 days prior to the date of separation to ensure the separating
Marine is physically qualified for separation. Reenlistment physicals
are not acceptable substitutions for separation physicals.
3. It is the sole responsibility of the Marine to schedule their
physical and provide a copy to the Separation Section prior to the
effective date of terminal leave/PTAD.
4. Final physical for Marines pending administrative separation
should be scheduled as soon as the administrative separation process
is initiated.
11104.
TERMINAL LEAVE
1. Marines who desire to take terminal leave must make their election
within the OBI. Once OBI has been approved by the S-1, Marines may
contact the Separation Section to discuss further requirements.
2. Unit commanders may grant terminal leave up to 90 days. Request
for terminal leave in excess of 90 days must be submitted to CMC for
approval.
3. The Marine will be issued orders authorizing leave awaiting
separation from the Separation Section on the date of departure.
4. Marines with a separation date falling on a weekend or holiday may
elect to begin terminal leave and detach on a workday.
5. If a Marine chooses to start their PTAD and or terminal leave on a
weekend or holiday, the Marine will report to the Separation section
on the last business day prior to the weekend or holiday to properly
check out and sign all proper documentation. The effective date of all
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required documentation will be signed and dated for the date and time
of departure. Marines will then report to the H&S Bn duty officer on
their date of departure to receive their orders and DD 214s.
6. On the Marine’s PTAD and or terminal leave start date, BAS/BAH
entitlements will be reported and posted in MCTFS.
11105. TRANSITIONAL PTAD. Transitional PTAD will be authorized for
retirements, transfers to the FMCR, VEERPs, VSPs, Medical Separations
and Involuntary Separations in accordance with the Leave and Liberty
Manual.
11106. HOUSEHOLD GOODS SHIPMENTS. After the Separation Section has
completed the OBI a DMO endorsement will be electronically certified.
The Marine will be able to access the DMO endorsement on his/her OBI
console at any time. That DMO endorsement will be used to set up the
Marine’s final move.
11107. AWARDS. The Marine is responsible for ensuring that their
awards information is correct within MCTFS prior to departure.
11108. CHECK-OUT SHEETS. Marines will report to their Command’s
Adjutant/S-1 Section prior to their EAS, or terminal leave/ permissive
TAD, to be issued check-out sheets. Local commanders are responsible
for the check-out sheet completion by Marines prior to them taking it
to the IPAC. Marines will turn in their completed check-out sheet to
the Separations section on their date of departure.
11109.
SEPARATION PROCESSING
1. All separating Marines must turn in DD Form 2963 along with their
Health and Dental records, DD Form 2468, DD Form 2656 (Retirees only),
NAVMC 10213, NAVMC 118(11)(if applicable) and completed check-out
sheet to the IPAC. Marines departing on their EAS will receive the DD
Form 214. Marines departing on terminal leave will receive their
terminal leave orders.
2. The Separations Section will make all necessary entries to close
out the service record, and report all unit diary entries relating to
their release from active duty.
3. The IPAC will deliver the service treatment records (medical/
dental records, DD form 963) to higher headquarters within 3 working
days of the completion of all administrative actions. All records
will be accompanied with a copy of the Service Record Transmittal
Sheet indicating the date the service record is delivered. Copies of
the Service Record Transmittal Sheet will be maintained in the 30-day
tickler until verification of receipt for custody is returned. The
transmittal sheet will be filed in the Separation/Retirement Section
correspondence files.
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11110. END OF ACTIVE SERVICE (EAS)/RELEASE FROM ACTIVE DUTY. The
Separation Section tracks all Marines pending EAS separation once the
Marine is within 180 days of their EAS. Marines who are being
separated must complete their OBI no less than 90 days prior to their
EAS or terminal leave/permissive TAD commencement date. Each unit
will be notified of personnel who fail to complete their OBI or have
not started their OBI process within this time period.
11111.
ADMINISTRATIVE SEPARATIONS
1. The Separations Section tracks all personnel pending
administrative separations upon notification from the service member’s
command. Commanders must provide the Separation Section a copy of the
administrative separation notification and acknowledgement when it is
forwarded to MCB SJA for submission to the discharge authority (do not
forward copies of the request for legal services).
2. Upon receipt of the commander's recommendation for administrative
separation, the Separation Section will report a promotion restriction
entry. This entry will also serve as notification to the local
Finance Office to stop allotments and terminate the Marine’s DD to
prevent overpayments.
3. Once the Separations Section receives the notification letter that
has been signed by the Commanding Officer, the Marine will be
separated in 10 working days. An adjusted EAS/ECC will be reported
accordingly. For unique cases requiring less than 10 days, Unit
Commanders need to contact the Separations OIC/SNCOIC at 784-5197/5618
or 432-0093.
4. In the event that the administrative separation is approved but
suspended, the command must forward the documentation to include
appropriate page 11 entries to the Separations Section. Upon receipt
of the documentation, the Separation Section will submit a NAVMC 11116
to Finance Office to restart the Marine’s DD.
11112. TRANSFER TO THE FLEET MARINE CORPS RESERVE (FMCR) AND
RETIREMENTS.
1. All requests for retirement or transfer to the FMCR must be
submitted via the Appendix J of the MARCORSEPSMAN. The Marine’s
request must be signed by their Commanding Officer. For Marines that
are in a pending legal status, their OBI request will not be
processed.
2. Requests will be reported via unit diary no earlier than 14 months
and no later than four months prior to the requested retirement date.
Separation requests outside of these parameters must be submitted via
AA Form to CMC (MMSR) with justification.
3. Once a retirement date has been approved by HQMC the Marine will
be notified via email by the SNCOIC of the Separations Section to
start the OBI.
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4. Marines and commands must keep the Separation Section informed of
any modifications or changes to their retirement date.
5. Marines will be advised on frequently asked questions relating to
pay while in a FMCR or retired status. These issues include, but are
not limited to, information relating to their final settlement
payment, retirement pay start date, and Survivor Benefit Plan (SBP).
6. Upon completion and approval of the OBI, the Marine will return to
the Separation Section for review of the Retired Pay Data Form (DD
Form 2656).
11113. SUVIVOR BENEFIT PLAN (SBP). Retiring Marines must complete
the MarineNet SBP class and present the completion certificate along
with the completed DD Form 2656 to the Separation Section (not less
than 31 days prior to their retirement date) for transmittal to DFAS
and inclusion into their OMPF. If the member is/was divorced during
any period of their career, a copy of the divorce decree must be
provided.
11114.
DISCHARGE FOR PHYSICAL DISABILITY
1. Marines who are being discharged for a physical disability must
notify the Separations Section within 60 days of HQMC's notification
to the command to begin separating the Marine. Once the Physical
Evaluation Board (PEB) results have been released, and the member has
an updated EAS, they must complete their OBI.
2. HQMC (MMSR-4) will establish the EAS/ECC for personnel who are to
be retired by TDRL/PDRL. The Separations Section will notify the
member upon the establishment of the EAS/ECC.
11115. MEAL CARDS. Marines with meal cards are required to turn them
in before leaving the IPAC on the effective date of their EAS, PTAD,
or terminal leave start date (whichever is sooner).
11116.
REENLISTMENTS/EXTENSIONS ON ACTIVE DUTY. Each unit Career
Planner will ensure documentation for all extensions on active duty or
reenlistments are forwarded via EPAR to the Separations Section.
11117. WILL REENTER DIARY ENTRIES. Career Planners will notify the
Separations Section in writing identifying Marines who need a “will
reenter" entry reported on the Unit Diary, this will allow the
continuance of allotments and direct deposit payments. The “will
reenter” entry will be reported no earlier than 90 days, but no later
than 15 days prior to ECC, and will be made only if the Marine has
submitted, but is not yet approved, for reenlistment.
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| File Type | application/pdf |
| File Modified | 2016-03-31 |
| File Created | 2016-03-31 |