On this WELCOME OVERVIEW tab, you will find information about P&D and within the menu (three lines top right), all the resources useful for YN.

P&D provides customer education, instruction, and procedural guidance through the development of:

• Direct Access and MLINQS Step-by-Step User Guides
• Personnel and Pay Procedures Manual (3PM)
• Live Webinar Presentations
• Workshops
• PPC Website Content

Contact us at PPC-SMB-PPC-PD@uscg.mil with your comments, suggestions, or changes to any of materials.

Got Questions? Don’t quite understand? Is a topic a little fuzzy?

If you answered yes to any of these questions, then PPC Procedures and Development (P&D) is here to help!  P&D is now offering On-Demand training to anyone who would like structured training on any Direct Access, HR, Admin, or Pay related topic.  This is great for any member(s) and/or their shop that want more training but may not necessarily have the time to commit to conducting their own. Virtual sessions are available for anyone and everyone (not just Yeomen) upon request and can be customized to meet your needs. Sessions will be presented live via TEAMS and requests are on a first come, first served basis with coordination on dates and times.

If you would like an On-Demand session, please email your request to PPC-SMB-PPC-PD@uscg.mil with the following information:

1.  Topic of Interest
2.  Attendees
3.  Proposed Dates/Times

We look forward to hearing from YOU!

Find More Resources for YNs on the USCG Portal Online

YN Customer Service Standards Job Aid

The YN Customer Service Standards job aid will assist each YN in providing exceptional customer service.

Official Yeoman SharePoint Site:

This site was created as a collaboration tool to provide information and resources throughout the Yeoman rating. The goal is to help keep you informed, organized, and connected. Join the TEAMS group (private), we have created individual stakeholder channels and discussions boards which will allow for document sharing and storage, basic chat functions, and online meetings.

Enlisted Rating Advancement Training System (ERATS) 

YN Rating Force Master Chief (on CGPortal)

YN Assignment Officers (on CGPortal)

E-Mail All Servicing Pay Offices (SPO) Messages 

E-Mail ALSPO (All Servicing Pay Offices) Messages are a method of communicating pay and personnel procedures and information to Servicing Pay Offices (SPOs).

► Click here to access ALSPO's 

This tab provides links to MS Excel spreadsheets programmed to perform various calculations. 

Pay

• 2024 Reserve Orders Cost Estimator (CAC required - Select File and Save)
• Aviation Incentive Pay Worksheet
• 30 Day Entitlement Adjustment Worksheet
• Career Sea Pay Premium Start Date
• Monthly Entitlement Calculator 
• OCOLA 31 Day Worksheet
• Standard Meal Rate (CGSMR) 31 Day Worksheet
• Leave Audit Spreadsheet Example
• Federal Withholding Calculator Instructions
• Federal Withholding Calculator

Separations

*Terminal Leave Calculator

(*) Incorporated into the PCS Entitlements / Advances, TLE & Separation Leave Calculator

1. If the Terminal Start date starts on a Friday or a weekend, the date will turn orange as a caution that it may not be ideal for the member, since he or she will be charged leave over the first weekend.
2. If your member is auth to take Permissive Temp Duty (aka free admin leave) and is taking it consecutive to the start of terminal leave, click the "show consecutive Temp Duty Start duty button". 
3. This sheet will be added to the upcoming new PCS Travel Excel sheet. 

Service Validation

Reserve Early Retirement RET-1 Calculator

Travel

• GTCC Currency Conversion Tool
• Constructive Cost of a GTR worksheet
• PCS Entitlements / Advances, TLE & Separation Leave Calculator (2024)
  
   

Certificates are, for the most part, CG or DD forms. However, they are not included in Internet forms libraries because they are limited distribution forms. Here's a list of the certificates you may be tasked with issuing. All links to the CG Portal forms library The Office of Information Management (CG-61) (uscg.mil) or internal to SharePoint CAC access at Forms - Forms - Sorted (sharepoint-mil.us)

Advancement

CG-5530, CERTIFICATE FOR ADVANCEMENT TO SEAMAN/FIREMAN (E-3) (Via "YNs Page" on CG Portal. Formatted for 2021 and later).
(Note: On the CG-5530 (that you download from the CG Portal forms page), the drop-down for the year field only goes to 2020. For 2021 and later, you must delete and type in the correct year. To do this, select any year from the list, place the cursor at the start of the date field and press the delete key. Then, type in the correct year.)
CG-216, PETTY OFFICER APPOINTMENT CERTIFICATE
CPO/SCPO/MCPO ADVANCEMENT CERTIFICATES - Issued by PPC (ADV). See "About Advancement Certificates" on the ADV web page for more information. See the Creating Advancement Certificates Self Service for Commands User Guide, access Ceremonial Advancement Certificate

Frocking Request and Certificates:

The following templates are available via the CG PSC-EPM-2 CG Portal page (CAC Logon Required):

• Frocking Request.docx CG Portal page (CAC Logon Required):
• Petty Officer Frocking Certificate Template.doc CG Portal page (CAC Logon Required):
• E-7 Frocking Certificate Template.doc CG Portal page (CAC Logon Required):
• E-8 Frocking Certificate Template.doc CG Portal page (CAC Logon Required):
• E-9 Frocking Certificate Template.doc CG Portal page (CAC Logon Required):

Appointments & Promotions

Officer (including CWO) appointment and promotion certificates are issued by Commander (OPM-1), Coast Guard Personnel Service Center. Mock appointment certificates are available in the files section of the Official Yeoman Teams Site.

• Officer Promotion Certificate - Mock Template
• Officer Promotion Word Document 

Awards

CG-4178a, GOOD CONDUCT CERTIFICATE (Active & Reserve)

Discharge Certificates

Per 1.B.34 of the Military Separations Manual, COMDTINST, M1000.4, certificates will only be awarded to recipients of honorable discharges. Other types of discharge certificates (General, Bad Conduct, Dishonorable, and Discharge Under Other Than Honorable Conditions) are no longer issued.

The DD Form 256 CG, Honorable Discharge Certificate is a limited distribution form. Members of the YN rating may download the form from the files section of the Official Yeoman Teams Site.

Replacing Discharge Certificates (1.B.34.c., Military Separations Manual, COMDTINST M1000.4)

On satisfactory proof a discharge certificate was lost or destroyed without the fault of the individual to whom it was issued, Commander (CG PSC-PSD-mr) will issue a certificate in lieu of discharge. Apply for a certificate in lieu of discharge to replace a lost or destroyed discharge certificate to Commander (CG PSC-PSD-mr). Only Commander (CG PSC) can issue a duplicate or copy of a discharge certificate.

Qualifications

Reenlistment

CG-5673, CHILD'S APPRECIATION LETTER
CG-5674, SPOUSE REENLISTMENT APPRECIATION LETTER
CG-5675, OATH OF REENLISTMENT CERTIFICATE

Retirement

PPC (SEP) issues three types of certificates: Retirement, Spousal Appreciation and Presidential. We do NOT issue certificates to significant others, children or pets. Children's certificates (CG-5673) are processed at the unit level. See "About Retirement Certificates" for more information. 

This page provides authorized example CG-3307 administrative remarks entries required by Commandant issued directives. Per Administrative Remarks, Form CG-3307, COMDTINST 1000.14 (series), units are prohibited from using the CG-3307 to document events not listed in the examples below.

► Click here to access approved 3307 templates

Introduction

Functional roles have been created to assist members with requesting user roles.  For example, instead of having to know which specific roles you need, you will select a “Functional Role”.  Examples:  CG SPO Technician, CG SPO Auditor, CG CGIS Investigator.

For a complete listing of available FUNCTIONAL ROLES please visit the table now located in the Personnel and Pay Procedures Manual, PPCINST M1000.2 (series) Chapter 2 Section G

Position Based

Functional roles are approved based on the position you are filling.  If selecting CG Admin Supervisor, you must be a YNC to PERS member assigned to an ADMIN (P&A) unit. CG Admin Technician is for YN assigned to an ADMIN (P&A) unit. If you do not fit the criteria, your request will be denied. For example, if you are a SPO Auditor, you would request CG SPO Auditor.  When PPC receives your request, we verify that you are in a SPO Auditor position and ensure any other criteria is met, and if met, approves the request.  If you are not in that position, or the PAL lists your position incorrectly, your request will be denied.  For example, you are a SPO Auditor, but the PAL lists you as an Admin Yeoman.  All positions are verified through the PAL.  Do not select multiple functional roles that are related, for example, do NOT select CG SPO Technician and CG SPO Auditor.

Regulations

Personnel approving DA user roles must be properly designated in accordance with reference (a), specifically authorizing this authority.  Designation memo must be retained at the unit.  PPC will request this memo from the unit for any audits and/or investigations. Reference (b) provides additional information on DA user access.

References

Functional User Roles Information Page 

Please visit the DA User Guides for further instruction about DA user Roles!

Sign into Direct Access                         

Collapse All Expand All

 Direct Access User Roles and Functions

 

Direct Access User Roles and Functions: Functional roles have been created to assist users with requesting roles.  Examples:  CG SPO Technician, CG SPO Auditor, CG CGIS Investigator.

Functional User Roles Information Page - a complete table of available FUNCTIONAL ROLES can be found in Personnel and Pay Procedures Manual, PPCINST M1000.2 (series) Chapter 2 Section G

References

(a)	United States Coast Guard Regulations 1992, COMDTINST M5000.3 (series)
(b)	Personnel and Pay Procedures Manual, PPCINST M1000.2 (series) Chapter 2 Section G

 

Direct Access Notifications	03/13/2024
Direct Access User Roles and Functions (Requesting, Removing, and Withdrawing)	01/09/2024
Recertifying User Roles and Functions	01/11/2024
Recertification Status Report	10/11/2023
Why was my user role request denied?	01/12/2024
Command Approver Procedures
Approving or Denying User Roles	01/10/2024

 District Reserve Force Readiness Branch (DXR), and LOGCOM, PAC-13 Reserve Orders

 

 

Topic	Procedure Guide (PDF)
Authorizing FSMS Reserve Orders	03/29/2023
Reserve Orders Extract Report	03/14/2024
Expenditure Types for Reserve Orders

 

 Enlisted Evaluation System (EES)

 

 

Topic	Procedure Guide (PDF)
Self Service for Commands - EES Enlisted Evaluation Review Direct Access User Guide covers the following topics: Enlisted Evaluation Review – Supervisor Submission Enlisted Evaluation Review Endorsements Enlisted Evaluation Review Approval Member Counseling Receipt	10/30/2024
Self Service Member – EES, View Completed Enlisted Evaluation Reviews	12/15/2023

 

 

 Person Profile (Awards, Competencies, Languages, Training, Weigh-In Data, etc.)

 

Topic	Procedure Guide (PDF)
Competencies	05/26/2023
Competency Dictionary	December 2024
Honors & Awards	Individual Awards: 03/25/2024 Mass Update (Multiple members-Same award & date): 04/17/2023
Incentive Points	05/25/2023
Education	Upon degree completion, students will request an official transcript be sent to ETQC-Registrar Office 300 E. Main Street, STE 1201, Norfolk, VA 23510 Visit ETQC's website https://www.forcecom.uscg.mil/Our-Organization/FORCECOM-UNITS/ETQC/VOLUNTARY-EDUCATION/  for specific procedures
Electronic Based Distributed Learning (EBDL) Courses	02/08/2024
Languages	Guide 03/31/2023
Licenses and Certifications	03/30/2023
Memberships	08/15/2024
Test Results	04/05/2023
Training (Adding updating additional training)	Guide: 04/05/2023
Member Weigh-In Data	04/04/2024
Member Weigh-In Report	10/31/2023
Viewing an Officer Specialty Code	03/31/2023

 

 

 

 

 Personal Data, Job Data, and Dependency Data

 

Topic	Procedure Guide (PDF)
BAH/Dependency Data / Emergency Contact Data Form Print Procedure*	01/02/2024
BAH Dependency Verification SPO Procedure	01/03/2024
BAH Dependency Verification Reports	12/27/2023
Dependent Information	08/12/2024
Dependent Aging Out	01/16/2024
Divorce, Annulment, or Death of a Dependent	01/18/2024
Personal Data Changes Address (Home, Mailing & Home or Record) Change of Name Correction of SSN or Date of Birth Citizenship / Passport Data Diversity Data E-Mail Address Marital Status Phone	01/22/2024
Questionable Dependent / PPC Legal Approval	10/18/2024
Urinalysis Report	11/03/2023
Understanding Job Data	01/18/2024

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

 

 Reports and Queries

 

Required User Role for "Schedule a Query":

Only the user roles listed below have the ability to run a report that uses the Schedule a Query component.

Topic	Procedure Guide (PDF)
Absence Request Report (Last item in Chargeable Absence Requests guide)	07/17/2024
Action Request Report and Viewing Transaction by Member	11/06/2023
Active Duty 6th or 10th Anniversary Query	11/03/2023
Adhoc Report Request Procedure	07/02/2024
BAH/COLA Report	12/26/2023
BAH Dependency Verification Reports	12/27/2023
BAH Mismatches (HR Quality Assurance Tool) Do not submit a customer care ticket if there is no pay adjustment needed.  For example, A BAH quarters status code is changed from code “G” without dependents to code “H” without dependents due to member married to member marriage with no other dependents, and there is no change in the monthly BAH amount the member received and is entitled to.  No pay adjustment is needed.  Do not submit a ticket.	Under Construction
Basic Needs Allowance Report	06/23/2023
Begin Extension/Re-Extension Reports	12/27/2023
CG Dept Run	04/10/2023
Coast Guard Military Human Resource Record (CGMHRR)	11/07/2022 (PSC iPERMS Access Information Page)
Department Role Query	11/16/2023
Dependent Accountability Report	11/16/2023
FSMS Drill/ADT Audit Report	08/30/2024
Government Travel Charge Card Command / Area Coordinators	04/17/2023 (PPC P&D Provided Guide) 10/23/2010 (PSC-BOPS Provided Guide)
Identifying Inactive Duty for Training (IDT) Dates	03/12/2024
JUMPS Data Repository (JDR)	05/08/2017
Leave Correction Report	01/03/2024
Member All Duty Report	10/31/2023
Member Information	04/10/2023
Member Weigh-In Report	10/31/2023
Net Pay Amount (NPAM) Report	12/27/2023
Obligated Service Report	11/03/2023
Payee Warning Report	06/24/2024
Payroll Verification Report	11/03/2023
Payslip	Individual 04/18/2023 Batched 12/08/2023
Positions at a Department	11/06/2023
Prior Unit History Report	11/15/2023
Reserve Member Balances	02/07/2024
Reserve Order Discrepancy Report	11/13/2023
Reserve Orders Extract Report	03/14/2024
Reserve Waiver Report	11/07/2023
Schedule a Query	12/26/2023
Suspicious Amount-Net Pay Difference Greater Than $500 (NP500 Report)	01/26/2024
Unit Roster	11/15/2023
Urinalysis Report	11/03/2023
View Member Inactive Duty for Training (IDT) Drills	11/14/2023

 

 

 Retiree Self Service

 

Visit the Retiree & Annuitant Services (RAS) Branch Direct - Access Self - Service Page for user guides and tutorials for retirees and annuitants.

 Self-Service Reserve Component Specific

 

Topic Name	Procedure Guide (PDF)
All Duty Report	05/01/2024
Annual Screening Questionnaire Also see: Standard Occupational Code Listing (Spreadsheet listing SOC codes. Provided for easier searching).	08/19/2024
Direct Access Notifications	03/13/2024
Inactive Duty for Training (IDT) (schedule, edit, or withdraw IDT requests)	05/01/2024
IDT Subsistence Allowance	02/26/2024
Mobilization Volunteer Opportunities (Member Self-Service)	10/09/2024
Montgomery GI Bill Selected-Reserve (MGIB-SR)	10/11/2023
Reserve Active Duty Orders Request	12/04/2024
My Reserve Orders - View Only	12/15/2024
My Reserve Drills	04/01/2024
View My Reserve Points Statement	05/30/2024

 

 

 Self-Service

 

Topic	Procedure Guide (PDF)
Add a Shortcut to Favorites	08/13/2024
Clearing Cookies and Cache Note: To clear the SSL state in Windows 10: Open the Start menu. Search for and open Internet Options. In the dialog box that appears, select the Content tab. Click Clear SSL State.	Clearing Cookies and Cache in Google Chrome Clearing Cookies and Cache in Microsoft Edge
Direct Access Browser Requirements & Helpful Tools	03/24/2021
Direct Access Notifications	11/04/2024
Absence Request (Chargeable)	07/17/2024
Absence Requests (Non-Chargeable)	10/25/2023
Allotments/Voluntary Deductions	10/04/2023
A-School request (self-service)	02/21/2024
BAH Dependency Data Verification	10/03/2023
Blended Retirement System (BRS) Opt-In Eligible Accessions and Process (Post January 1, 2019)	06/10/2019
Blended Retirement System (BRS) - Information (BRS Overview and calculator demo)	03/08/2018
Coast Guard Civilian DA Self-Service	10/06/2023
Digitally Signing a PDF (Electronic Signature)	06/13/2022
Digitally Signing Documents from Direct Access	03/30/2020
Direct Deposit	10/03/2023
Email Addresses	10/02/2023
Emergency Contacts	12/12/2023
Enlisted Evaluation Reviews	12/15/2023
eRésumé (PCS)	11/05/2024
Ethnic Groups and Details	12/06/2023
Federal Tax Elections	12/28/2023
Functional Roles: See Requesting, Recertifying, Removing, and Withdrawing User Roles and Functions, below
Government Travel Charge Card	10/03/2023
Home Address, Mailing Address, and Thrift Savings Plan Mailing Address	09/29/2023
Lautenberg – Annual Verification	10/16/2024
My Airport Terminal	09/27/2023
My Assignments Endorsements	09/27/2023
My eResume Report	12/12/2023
My Member Info (View My Awards, Training, Education, and Competencies)	06/04/2024
My Panel Submissions (e.g. CWO appointment, Command Screening, and, other boards and panels)	11/16/2023
My Religion - self service	10/02/2023
Officer Comparison Scale Summary	08/06/2024
Password Passwords and Set up/Update Security Questions	02/22/2024 11/08/2024
Phone Numbers	09/29/2023
Requesting Mobilization Volunteer Opportunities (Member Self-Service)	10/09/2024
Requesting, Removing, and Withdrawing User Roles and Functions	01/09/2024
Recertifying User Roles	01/11/2024
State Tax Elections	12/28/2023
Thrift Savings Plan (TSP)	02/22/2024
Understanding the Payslip Leave Summary	09/04/2024
View My Dependent Information	10/11/2023
View My PaySlip	02/22/2024
View My Open Debts	10/05/2023
View My CWO Personal Data Extract	10/10/2023
View My CWO Profile Letter	10/11/2023
View My SWE Personal Data Extract	10/11/2023
View My SWE Profile Letter	10/06/2023
View/Print My Year End (TAX) Forms (W-2s and ACA Forms) (Consent / Opting-out of Paper Copies)	01/29/2024

 

 Self-Service for Commands and P&A Offices

 

Topic	Procedure Guide (PDF)
Absence Request
Chargeable Absence Requests	07/17/2024
Non-Chargeable Absence Requests	10/25/2023
Delegate Approval Authority to Another Approver	04/27/2023
Blended Retirement System (BRS)
Checking a Member's BRS Enrollment Status	05/11/2023
COMMAND - APPROVING A SCHOOL REQUESTS
Approving A School Requests	02/21/2024
Enlisted Evaluation System (EES)
Enlisted Evaluation System (EES) Enlisted Evaluation Review   The EES Enlisted Evaluation Review Direct Access User Guide covers the following topics: Enlisted Evaluation Review – Supervisor Submission Enlisted Evaluation Review Endorsements Enlisted Evaluation Review Approval Member Counseling Receipt	10/30/2024
eResume & Panel Submissions (Postgraduate/Advanced Education)
Endorsing Panel Submissions and PCS eResumes	04/03/2024
PCS eResume Command Endorsement	03/20/2024
Postgraduate/Advanced Education Overview	12/07/2023
Government Travel Charge Card (GTCC)
Travel Charge Card Command / Area Coordinators	04/17/2023 (PPC P&D Provided Guide) 10/23/2010 (PSC-BOPS Provided Guide)
Mobilization
Requesting Mobilization Volunteer Opportunities (Member Self-Service)	10/09/2024
Endorsing/Approving Mobilization Applications	03/25/2024
Mobilization Post Deployment Information	03/27/2024
Mobilizations Volunteer Report	11/06/2024
Postgraduate/Advanced Education
Postgraduate/Advanced Education Endorsements	04/06/2023
Reserve Specific
Annual Screening Questionnaire (ASQ) Command Also see: Standard Occupational Code Listing ?(Spreadsheet listing SOC codes. Provided for easier searching).	08/19/2024
Reserve Member Balances	02/07/2024
Reserve Orders Extract Report	03/14/2024
Issuing FSMS Reserve Orders (AD/ADT/ADOT/ADOS) Also see: Summary of Reserve Orders Types (04/01/2024) This is a new version of the guide for issuing reserve active duty orders. It provides procedures for entering cost information that is compliant with the new FSMS account system.	08/14/2024 Reserve Title 14 Contingency Orders 04/09/2024
Generate a Manual DD-214	04/12/2023
Inactive Duty for Training (IDT) Drills This guide covers the following topics: Reserve Air Crew Flight Duty Pay  Authorizing a Member-Scheduled IDT Drill Scheduling IDT Drills for an Individual Member Scheduling a Batch of IDT Drills Deleting a Scheduled or Cancelled IDT Drill Marking Individual IDT Drills Completed Marking a Batch of IDT Drills Completed Changing the Drill Status of IDT Drills Correcting a Previously Paid IDT Drill Canceling a Previously Paid IDT Drill Resubmitting IDT Drills Previously Denied by the SPO	03/13/2024
Reserve Member Status Change (View)	02/01/2024
Reserve Order Discrepancy Report	03/30/2023
View Member Inactive Duty for Training (IDT) Drills	11/14/2023
Identifying Inactive Duty for Training (IDT) Drill Dates	03/12/2024
Inactive Duty for Training (IDT) Subsistence Allowance	02/26/2024
Understanding Reserve Pay Processing	02/16/2024
Reports/Queries
Absence Request Report (Last item in Chargeable Absence Requests guide)	04/27/2023
ADHOC Reports Request Procedure	02/16/2022
Airport Terminal & Viewing Separation Orders	01/26/2024
BAH Dependency Verification Report (SPO or Unit P&A Office User Role Required to run this query)	12/27/2023
CG Dept Run	04/10/2023
Dependent Accountability Report	11/16/2023
Department Role Query	11/16/2023
Lautenberg – Reports	11/07/2024
Leave Correction Report	01/03/2023
Member All Duty Report	10/31/2023
Member Information Report	04/10/2023
Net Pay Advice Report	04/18/2023
Payslips	Individual 04/18/2023 Batched 12/08/2023
Positions at a Department	11/06/2023
Prior Unit History Report	11/15/2023
Reserve Order Discrepancy Report	03/30/2023
Scheduling a Query	04/13/2023
Unit Roster	11/15/2023
Servicewide Exam (SWE) / Enlisted advancements
Creating Advancement Certificates	04/18/2023
Servicewide Exam PDE by Member	04/18/2023
Servicewide Exam PDEs by Department	04/18/2023
Servicewide Exam Profile Letters by Department	06/05/2023
Servicewide Exam Profile Letter by Member	04/13/2023
User Roles
Approving or Denying User Roles	01/10/2024
Direct Access Notifications	03/13/2024
Weight and Body Fat Standards Program
Member Weigh-In Data Entry	04/04/2024
Member Weigh-In Report	10/31/2023

 

 SPO / P&A Accessions, Reenlistments, and Extensions

 

Topic	Procedure Guide (PDF)
Active Duty 6th or 10th Anniversary Query	11/03/2023
AD Recall from Retirement	07/27/2023
Begin Extension of Enlistment	10/20/2023
Begin Re-Extension of Enlistment	10/20/2023
Begin Extension/Re-Extension Reports	12/27/2023
CG Exchange Allotment for Ditty Bag Bill.	06/08/2023
Contract Data - Approving Contracts	10/20/2023
Contract Data - Change the Date of a Pending Contract	10/20/2023
Contract Data - Extensions & Re-extensions	10/20/2023
Contract Data - Reenlistments	10/23/2023
Contracts Overview	10/25/2023
HIRE - CADET	12/04/2024
Hire - Cadet Initial Clothing Allowance (ICA) (Academy Cadet SPO Only)	04/07/2023
HIRE - DCO or MARGRAD	12/04/2024
HIRE - OCS-IRR	12/19/2024
HIRE - ROCI	12/04/2024
HIRE Cape May RECRUIT (from CGRC)	12/04/2024
HIRE Reserve Depot	12/04/2024
Lump Sum Leave Sale Overview	09/04/2024
Montgomery GI Bill (MGIB) Enrollment or Decline	06/07/2023
REHIRE CADET	12/09/2024
REHIRE Direct Commission Officer (DCO)	12/06/2024
REHIRE Into Active Duty with Prior Service	12/10/2024
REHIRE Into Reserves with Prior Service	12/10/2024
REHIRE-Return to Service - Active Duty Reintegration	09/09/2024
Retained Beyond Normal Expiration of Enlistment	10/20/2023
RSV RET-2 Recall from Retirement	09/16/2024
Statement of Creditable Service (SOCS) - overview guide	09/20/2023
Statement of Creditable Sea Service	10/02/2023

 

 SPO / P&A Advancements

 

Topic	Procedure Guide (PDF)
Adding a Designator	01/09/2024
Advancing a Member	02/01/2024
Reducing a Member	02/01/2024

 

 SPO / P&A Allowances 

 

Topic	Procedure Guide (PDF)
Basic Allowance for Housing (BAH) DA Pay Processing: Inactive BAH Case	Start/Stop/Correct/Approve BAH 05/15/2024 Reserve AD BAH 03/26/2024 Enter BAH-TR for Recruit training, OCS and Academy Grads 04/07/2023
BAH/COLA Report SPO User Guide	12/26/2023
Basic Allowance for Subsistence (BAS) (starts automatically)	N/A
BAS Type II	05/19/2023
Cadet Initial Clothing Allowance (ICA) (Academy Cadet SPO Only)	04/07/2023
Clothing Allowance - Civilian (CCA)	Processing CCA  03/20/2023
Clothing Allowance - Supplementary (SUPP CMA)	Processing SUPP CMA  04/04/2023
Cost of Living Allowance (COLA) - Continental US (CONUS COLA)	Start CONUS COLA  10/13/2023 Correcting CONUS COLA 10/13/2023
Cost of Living Allowance (COLA) - Overseas (OUTCONUS COLA/Reduced OUTCONUS COLA)	Start/Stop/Correct/Approve OUTCONUS COLA 10/13/2023
Cost of Living Allowance (COLA) - Unique Expenses	N/A Input by PPC
Combat SGLI Allowance	Starting Combat SGLI Offset 04/13/2023 Stopping Combat SGLI Offset 07/05/2023
Combat Tax Exclusion	Start, Stop, Delete 07/31/2024
Direct Deposit (Establish or Change)	03/10/2022
CG Standard Meal Rate (CGSMR) Refund / Refund for Missed Meals (RMM)	Enter RMM 04/07/2023 Correct, Delete, or Stop   4/04/2023 CGSMR Batch Process (start/stop SMR for multiple members) 01/17/2024
Element Assignment by Payee (EABP)	05/31/2023
Family Separation Allowance (FSA)	Start FSA 01/17/2024 Correct, Delete, or Stop 04/04/2023
Family Separation Housing Allowance (FSH)	Start 07/07/2023
Move In Housing Allowance	07/06/2023
Officer Uniform Allowance	04/04/2023
One Time Positive Input (OTPI)	04/05/2023
Overseas Housing Allowance (OHA) See OHA tables for rates.	Start 04/07/2023 Stop 06/08/2023 Correcting 04/05/2023
Pay Corrections Action Request	10/28/2024
Pay Calculations Results	04/07/2023
Payroll Tax Deferral	01/21/2021
Personal Money Allowance (PMA) (Now starts automatically upon PCS reporting)	N/A

 

 SPO / P&A Absences

 

Topic	Procedure Guide (PDF)
General Absences	General Absences 04/04/2023
Leave and Other Approved Absences	Chargeable Absences 07/17/2024 Non-Chargeable Absences 10/25/2023
Leave Correction Report	01/03/2023
Reviewing and Auditing Leave	09/04/2024
Understanding the Payslip Leave Summary	09/04/2024
Viewing a Member's Leave Balance	09/19/2024

 

 SPO / P&A Advances

 

Topic	Procedure Guide (PDF)
Advances ( Pay, BAH, or OHA)	04/07/2023
Advances - Change Liquidation Schedule	04/03/2023
Advances - Identifying the Remaining Balance of an Advance	04/13/2023

 

 SPO / P&A Disciplinary Actions

 

Topic	Procedure Guide (PDF)
Disciplinary Actions	04/05/2023 Also see:  Defense Incident-Based Reporting System (DIBRS). Cross Reference to 2019 Manual for Courts-Martial

 

 SPO / P&A Pay

 

Topic	Procedure Guide (PDF)
Action Request Report and Viewing Pay Transactions by Member	11/06/2023
Assignment Incentive Pay: Cutters Undergoing Maintenance Periods (AIP-CMP) Pre-commissioning Cutter Crews (AIP-PCC), Recruiters  Remote & Austere Conditions (AIP-RAC)	01/19/2024
Assignment Pay (AP)	11/09/2023
Aviation Incentive Pay (AvIP)	09/25/2023
Bonuses: Designated Career Field Bonus (DCFB) Validating Bonus Paperwork is Correct before Submitting to PPC Viewing Bonuses and Their Payments	08/14/2024 08/14/2024 05/16/2024
Career Sea Pay (CSP) Five Level Table and TDY Entitlement Rules	11/28/2023 (covers starting, restarting, stopping, and deleting neutral time.)
Career Sea Pay Premium (CSPP) Note: If submitting a transaction out-of-range the SPO will submit the CSPP Start Date Calculator Spreadsheet via a trouble ticket to PPC customer care after approving the CSPP action request in Direct Access. Also, submit the CSPP Start Date Calculator Spreadsheet via a trouble ticket to PPC customer care if having trouble inputting or approving the transaction.  Known Issue: Career Sea Pay Premium (CSPP) for TACLETs - SPOs must submit trouble tickets to have CSPP payout for CSPP-eligible TACLET members who go TDY to a ship. Also see: CG-2036, Career Sea Pay Premium Worksheet	05/03/2024
Combat Tax Exclusion	Start, Stop, Delete 07/05/2023
Direct Deposit (Establish or Change)	04/03/2023
Element Assignment by Payee (EABP)	09/06/2023
Diving Duty Pay	Start 04/13/2023 Correct, Delete, or Stop 06/16/2022
Foreign Language Proficiency Pay (FLPP)	Start 04/07/2023 Correct, Delete, or Stop 06/16/2022
Hardship Duty Location Pay for Designated Areas (HDP-L(DA))	Start 04/05/2023 Correct, Delete, or Stop 06/16/2022
Hardship Duty Pay - Restriction of Movement Due to COVID-19 a. Members may apply for HDP-ROM through their unit Personnel and Administration (P&A) office to their Servicing Personnel Office (SPO). Applications must be accompanied by the following documentation: (1) Copy of order directing member into quarantine/isolation or restriction of movement. Such orders must include the beginning and ending dates of quarantine/isolation. (Memo Order Template. MS Word file format) (2) Statement from members that they are required to pay out-of-pocket for the cost of their lodging without full or partial reimbursement. (Template for member's statement. Adobe PDF file format) (3) Copy of the invoice for the quarters paid for out-of-pocket. Invoices or receipts for lodging with friends or family are not acceptable. b. Unit P&A offices will review HDP-ROM applications for compliance with the conditions of eligibility and completeness and forward the applications to the unit’s SPO. c. SPOs will submit HDP-ROM applications to PPC as a customer care ticket. Payment is authorized in arrears for the ordered ROM quarantine/isolation period.	07/17/2020
Starting Hazardous Duty Pay This guide covers the following topics:	Start 04/13/2023  Correct, Delete, or Stop 06/16/2022
Hazardous Duty Pay for Visit, Board, Search, and Seizure Boarding Teams (HAZPAY-VB)
Flight Deck Hazardous Duty Incentive Pay (HAZPAY-FD)
Flight Duty Hazardous Duty Pay (HAZPAY) for Enlisted Members and Non-rated or Non-designated Officers
High-Pressure Chamber Hazardous Duty Pay (HAZPAY-HP)
Hostile Fire / Imminent Danger Pay Assistant Secretary of Defense Memo of 21 April 2020 provides a listing of re-designated imminent danger areas for purposes of payment of Imminent Danger Pay (IDP) Assistant Secretary of Defense Memo of 04 June 2020 designates the land area of Saudi Arabia for imminent danger pay effective 14 September 2019.	Start 04/07/2023 Correct, Delete, or Stop 06/16/2022
One Time Positive Input (OTPI)	04/05/2023
Pay Corrections Action Request	10/28/2024
Pay Calculations Results	04/07/2023
Payroll Tax Deferral	01/28/2021
Responsibility Pay	09/13/2024
Special Duty Pay (SDP)	11/09/2023

 

 SPO / P&A Pay Deductions

 

Topic	Procedure Guide (PDF)
Allotments/Voluntary Deductions	05/20/2024
CG Standard Meal Rate (CGSMR) (Auto-Starts & Stops for PCS reporting and departing ESM/EUM units)	Start 08/24/2023   Correct, Delete, or Stop 04/04/2023 CGSMR Batch Process (start/stop SMR for multiple members) 01/17/2024
Federal & State Tax Withholding Also see: State Tax Withholding Exceptions Federal Withholding Calculator Instructions Federal Withholding Calculator	10/19/2023
How PPC Calculates Taxes on In-Service Debts	11/29/2022
Identifying and Researching Overpayments or In-Service Debts	04/04/2023
Identifying SGLI, FSGLI AND TSGLI Arrears	03/12/2024
Montgomery GI Bill Enrollment or Decline	06/07/2023
State Tax Withholding Exceptions	12/20/2024
SPO/ PSI - View a Member's Open Debts	04/12/2023
Repayment of Taxable In-Service Debt – Net repayment versus Gross repayment	11/29/2022
Understanding Tax Implications for In-Service Debts	11/29/2022

 

 SPO / P&A Permanent Change of Station (PCS)

 

Topic	Procedure Guide (PDF)
Airport Terminal	01/26/2024
Amending or Cancelling PCS Orders	03/26/2024
Approving PCS Orders	03/14/2024
Other Resources: How to Look Up a Unit's SPO in Direct Access SPO Contact List (CG SharePoint Link) Visit PSC's Overseas Screening CG SharePoint site for webinars, interview questions, overseas screening questions & answers, and additional information. Screening for Overseas Duty, PSCINST 1300 (CG SharePoint Link)
PCS Entitlements Auto Start-Stop	06/10/2024
PCS Orders in Awaiting $ (Funds) Status - Troubleshooting Guide	03/27/2024
PCS Orders & Endorsements Please note the new order notes which are mandatory for all overseas PCS transfers. The order notes posted on the PSC Overseas Screening Page (CG SharePoint Link, will open in a new tab) are required to be added to the orders of any member traveling to an OCONUS location.   Career Sea Pay stops once a member departs on Resiliency Absence and there is no expectation for them to the departing unit upon the termination of Resiliency Absence Permissive Orders (see ALCOAST COMDT NOTE 034/21; COVID-19 Major Cutter Resiliency Absence Update). Resiliency Absence (ICW PCS departure) will be authorized on the PCS order and listed in Delay En route section as "Compensatory Absence". The absence must be entered following any leave en route and prior to proceed or travel time. Entering the absence in this order will stop CSP/CST on the day of departure and stop CGSMR the day prior to departure. 1) Formal training 2) Leave INCONUS 3) Leave OCONUS 4) Compensatory Absence (14-day resiliency absence) 5) Proceed time 6) Travel time.	03/19/2024

 

 SPO / P&A Reserve Specific Transactions

 

Topic	Procedure Guide (PDF)
Active Duty
Amend or Cancel Reserve Active Duty Orders	09/13/2024
Issuing FSMS Reserve Orders (AD/ADT/ADOT/ADOS)	08/14/2024
FSMS Reserve Orders-Ready to Finished	07/19/2024
Generate a Manual DD-214	04/12/2023
Reserve EAD Orders with Multiple Sequences	08/30/2024
Reserve Orders Extract Report	03/14/2024
Reserve Title 14 Contingency Orders	04/09/2024
Starting BAH for Reserve Orders	03/26/2024
Summary of Reserve Orders Types	04/01/2024
Inactive Duty for Training (IDT)
Approving / Denying  Inactive Duty for Training (IDT) Drills	11/14/2023
Correcting or Cancelling Inactive Duty for Training (IDT) Drills (Part of Command User IDT Guide)	04/18/2023
Identifying IDT Drill Dates	03/12/2024
Inactive Duty for Training (IDT) Subsistence Allowance	02/26/2024
Viewing Inactive Duty for Training (IDT) Drills	03/30/2023
Other
Annual Screening Questionnaire (ASQ)	08/19/2024
Electronic Based Distributed Learning (EBDL) Courses	02/08/2024
Identifying SGLI, FSGLI AND TSGLI Arrears	03/12/2024
Montgomery GI Bill Selected-Reserve (MGIB-SR)	01/08/2024
Reserve Member Balances	02/07/2024
Reserve Order Discrepancy Report	03/30/2023
Reserve Status Change	02/01/2024
Understanding Reserve Pay Processing	02/16/2024

 

 SPO / P&A Separations Transactions

 

Topic	Procedure Guide (PDF)
Airport Terminal & Viewing Separation Orders	01/26/2024
Amending a Separation Order	01/17/2024
Approving or Denying Separation Orders	02/02/2024
Canceling a Separation Order	02/07/2024
DD-214 Worksheet (Also see Separations Flow to the DD214) See: Certificate of Release or Discharge from Active Duty, DD Form 214, COMDTINST 1900.4E Certificate of Release or Discharge from Active Duty, DD Form 214, PSC INST 1900.1 (Series) (CG SharePoint Link - CAC Login Required)
Death of a Member	02/07/2024
Discharge - End of Enlistment	03/11/2024
Discharge with Separation Request	09/16/2024
Discharge with Temporary Separation Request	03/11/2024
RELAD - AD to SELRES or IRR	03/11/2024
RELAD with Sep Request - AD Officers and Members on EAD	03/11/2024
RELAD AD to ISL (TEMPSEP)	03/11/2024
RELAD Reserve Officers, Twice Non-Select for Promotion, to ISL	08/06/2024
Resuming Retirement for a Recalled Retired (Ret-1) Member	03/05/2024
Retirement Orders	03/08/2024
Separations Overview	03/06/2024
Separation Reports	12/29/2023
Separations Flow to the DD-214	10/15/2024

 

 SPO / P&A Tools (NP500 Report, Paycut Roster, Programming Info, and more) 

 

 

Topic	Procedure Guide (PDF)
Inactive BAH Case Overview	08/08/2023
Paycut Roster	11/20/2023
Payee Warnings Report	06/24/2024
Researching Basics for Pay and Pay Corrections	01/06/2021
Researching Pay Cases - Revised Calendars	08/14/2023
Suspicious Amount Net Pay Difference (NP500) Report	01/26/2024

 Training Administration System (TAS)

 

Topic	Procedure Guide (PDF)
Electronic Training Request (ETR)/Training Administration System (TAS)
Accessing the Course Waiting List (TRACENs)	4/5/2023
Adding a Person of Interest External Trainee	4/5/2023
Adding Updating Additional Training	4/5/2023
Adding Updating Test Results	4/5/2023
Submitting an Electronic Training Request (ETR)	01/10/2024
Viewing a Training Summary	4/5/2023
Viewing and Printing Training Administration Orders	4/5/2023
View Training Course Waiting List	4/5/2023

 

FORMS & WORKSHEETS

This page lists Forms and Worksheets referenced in the Personnel and Pay Procedures Manual. These forms and worksheets are now published independently of the manual. This allows us to effect needed changes and updates without waiting for a published change to the manual. Also find links to some frequently used forms from Other Government Agencies and Coast Guard (CG) forms.

► Click here to access Forms & Worksheets

Reports & Queries

The Direct Access User Guides provide a multitude or Reports & Queries helpful for researching and can be found under the DA Guides Tab.

United States Coast Guard (USCG) Acronyms

Pay Calendars

Annual Payroll Calendars are announced via EMAIL ALSPO each year and can be found by selecting the ALSPO tab above or visiting the Military Accounts Support (MAS) for the latest news and updates. 

Pay & Allowances

The Military Accounts Support (MAS) Branch, Latest Pay Rates and Benefits page, provides links to pay charts and information about pay entitlements and benefits.

To find out if an entitlement is taxable or how it is calculated (e.g., 30 day month or day-for-day) refer to the Coast Guard Pay Manual or SPO Pay & Allowances Table. 

Customer Care Support

• E-Mail Templates for PPC Trouble Tickets (now located on CCB page)
  1. Leave Actions
  2. Maternity, Parental, or Adoption Leave
  3. Reserve Orders Amendment
  4. Net Pay Variance (NP500 Report)
  5. Pay Audits 
  6. Out-of-Range Pay Adjustment
      
• SPOs (and others) may find these worksheets helpful when auditing a member's pay:
  • Aviation Incentive Pay Worksheet
  • 30 Day Entitlement Adjustment Worksheet
  • Career Sea Pay Premium Start Date
  • Monthly Entitlement Calculator 
  • OCOLA 31 Day Worksheet
  • Reserve Calculations (Leave, 1095, Early Retirement)
  • Standard Meal Rate (CGSMR) 31 Day Worksheet
  • Leave Audit Spreadsheet Example
  • Federal Withholding Calculator Instructions
  • Federal Withholding Calculator

PERSONNEL AND PAY PROCEDURES MANUAL 

This publication establishes personnel and pay procedures. It provides procedures to field units on how and when to report personnel actions to the P&A Office so that personnel information is quickly and accurately entered into Direct Access (DA). This publication describes the United States Coast Guard (USCG) pay and personnel systems and the standards applied to using them. The intended audience of this TTP publication is all USCG commands and members.

► Click here to access the Personnel & Pay Procedures Manual 

REFERENCE LIBRARY 

Directives, Publications and Guides

PPC Issued:

• E-Mail ALSPO Messages
• Direct Access Online User Guides
• Personnel and Pay Procedures Manual (3PM), PPCINST M1000.2B (series)

PSC Issued:

• Administrative Assignment and Temporary Duty Guidance, PSCINST 1000.1A (via PSC Directives CG SharePoint Page (CAC Login Required))
• Screening for Overseas Duty, PSCINST 1300.1B (via PSC Directives CG SharePoint Page (CAC Login Required))
• Enlisted Personnel Administrative Boards Manual, PSCINST M1910.1 (Via Field Support (PSC-PSD-FS) web page)
• Certificate of Release or Discharge from Active Duty, DD Form 214, PSCINST 1900.1A (via PSC Directives CG SharePoint Page (CAC Login Required))
• More PSC Instructions (CG SharePoint page - CAC Login Required)

Commandant Issued - U.S. Coast Guard Directives System:

• Activation of the Reserve Component, COMDTINST M3061.2A
• Administrative Remarks, Form CG-3307, COMDTINST 1000.14 (series)
• Appointing Warrant Officers, COMDTINST M1420.1
• Aviation Incentive Pay (AvIP) and Bonus (AvB) Program, COMDTINST 7220.20
• Body Composition Standards Program, COMDTINST 1020.8I
• Correcting Military Records, COMDTINST 1070.1
• Critical Housing Areas (CHA), COMDTINST 11101.15 (series) 
• Coast Guard Military Human Resource Record System, COMDTINST 1080.10 (series)
• Coast Guard Pay Manual, COMDTINST M7220.29 (series)
• Coast Guard Supplement to the Joint Travel Regulations Manual, COMDTINST M4600.17 (series)
• U. S. Coast Guard Certifying and Disbursing Manual, COMDTINS M7210.1 (series)
• The Coast Guard Correspondence Manual, COMDTINST M5216.4 (series)
• Coast Guard Housing Manual, COMDTINST M11101.13 (series)
• Coast Guard Military Medals and Awards Manual, COMDTINST M1650.25 (series)
• Coast Guard Recruiting Manual, COMDTINST M1100.2 (series)
• Discipline and Conduct, COMDTINST M1600.2
• Enlistments, Evaluations, and Advancements, COMDTINST M1000.2 (series)
• Military Assignments and Authorized Absences, COMDTINST M1000.8 (series)
• Military Bonus Programs, COMDTINST M7220..2 (series) 
• Military Civil and Dependent Affairs, COMDTINST M1700.1 
• Military Substance Abuse and Behavioral Addiction Program, COMDTINST 1000.10B
• Military Personnel Casualties and Decedent Affairs, COMDTINST M1770.9 (series)
• Military Separations, COMDTINST M1000.4C 
• Military Qualifications and Insignia, COMDTINST M1200.1
• Military Justice Manual, COMDTINST M5810.1 (series)
  • Uniform Code of Military Justice (UCMJ)
  • Visit the USCG Judge Advocate General's site for more Military Justice References
• Officer Accessions, Evaluations, and Promotions, COMDTINST M1000.3 (series)
• Pregnancy in the Coast Guard, COMDTINST 1000.9
• Temporary Separations, COMDTINST M1040.6 (series)
  Also see the following guides:
  • PSC-EPM: Temp Sep Enlisted Guide -  https://cg.portal.uscg.mil/units/psc/psc-epm/SitePages/EPM-1%20Home.aspx
  • PSC-OPM: Temp Sep Officer Guide (bottom of page) - https://cg.portal.uscg.mil/units/psc/psc-opm/1/f/SitePages/Home.aspx
• Transition Assistance Program, COMDTINST 1900.2 (series)

Reserve Specific (Commandant Issued)

• Activation of the Reserve Component, COMDTINST M3061.2A
• Reserve Component (RC) Use Of Electronic-Based Distributed Learning (EDBL) Methods For Training 
• Reserve Duty Status and Participation Manual, COMDTINST M1001.2 (series)
• Reserve Policy Manual, COMDTINST M1001.28 (series)

Other Agencies

• Joint Travel Regulations (JTR)
• Federal Travel Regulation (FTR) - Civilian Employees
• Uniform Code of Military Justice (UCMJ)
• Department of Defense Financial Management Regulation (DoD FMR)
  • Chapter 26 - Housing Allowances
  • Chapter 67 - CONUS COLA
  • Chapter 68 - Overseas COLA and Temporary Lodging Allowance (TLA)

Forms & Worksheets

• Pay & Personnel Forms and Worksheets
• Locate Forms used Coast Guard-wide, including DOD, SF,and DHS, available for reference, viewing, and use by the general public

Newsletters

• The Coast Guard/NOAA Retirees' Newsletter "The Long Blue Line"

Travel Information

For all Travel related information and links please visit the PPC Travel Page. Travel (uscg.mil)

Useful Tools and Resources:

Transfer Season - Options for Shipment of Household Goods

Dislocation Allowance

Household Goods Weight Allowance Table and Weight Estimator

Per Diem (CONUS and OCONUS) Overview

Per Diem Rates Query (CONUS and OCONUS)

CONUS Per Diem Rate Lookup by City or ZIP Code (GSA)

CONUS Meals and Incidental Expenses (M&IE) Breakdown (GSA)

OUTCONUS Meals and Incidental Expenses (M&IE) Breakdown (State Department)

Government Travel Charge Card Program 

Privately Owned Conveyance (POC) Mileage Rates - Current and previous PCS & TDY mileage rates are posted at https://www.travel.dod.mil/Travel-Transportation-Rates/Mileage-Rates/

Procedures for Requesting Travel Authorizations (TONOs) for Emergency Leave Travel and Medical Travel

Calculators / Spreadsheets

• GTCC Currency Conversion Tool
• Constructive Cost of a GTR worksheet
• PCS Entitlements / Advances, TLE & Separation Leave Calculator