Military Personnel Office As Of 3 Oct 2017

Transcription

1 CUSTOMER SERVICE SOP In-processing 1. Collect a set of PCS orders and a DA 31 leave form from previous command. a. Prepare a Soldier Management Individual File (SMIF), for faculty and staff. 2. Once you have the above documents, Personnel Rep (PR) will sign individual s DA 31, in block 16, returning them from leave status. 3. If faculty, PR will return signed version of DA 31 to SM and make an additional copies for SMIF. 4. PR arriving the SM in emilpo: a. Access emilpo b. Under the Personnel Accounting section, click on the Arrival + and then Soldier Arrival. c. Once you have entered the SM s SSN, enter the needed fields: Assignment Type, Arrival Date, Departure Date, Gaining UIC, and Movement Designator from orders. d. Multiple arrival cannot be done daily. e. Print a copy and file it in Soldier s SMIF. 5. Update SM personal data and phone number in emilpo: a. Under the Personnel Services section, click on the Personal + and then the appropriate link. b. Once you have entered the SM s SSN, update the current mailing line. 6. Update SM DD93 and SOES a. For DD93: i. Under the Personnel Service section, click on the Emergency Notification. ii. Once you update the different categories, click View/Sign DD Form 93 and have the SM sign the form with his or her CAC. iii. Print a copy for the SM. b. For SOES: i. SM have to access milconnect via ii. Go to Benefits, Life Insurance SOES- SGLI Online Enrollment System. iii. SM can log in with their CAC or with their DS Logon. iv. SM can then make sure their SGLI coverage and beneficiaries are up-todate. v. SM have to follow the steps in order to update the form. 7. Add the SM to the finance brief: a. Finance brief is every Tuesday and Thursday at 0750 in Building 17, conference room located in the first floor. b. Point of contact is Ms. Vernel Grant: i. vernel.s.grant.civ@mail.mil. ii. Phone number: c. The SM must bring: 1

2 i. 3 Copies of Leave Form. ii. 3 Copies of Orders. 8. Provide the right checklist to the SM according to their orders: a. Staff and faculty. b. School of Medicine (SOM) student including Enlisted to Medical Degree Preparatory Program (EMPD2). c. Graduate School of Nursing (GSN). d. Graduate Education Office (GEO). e. IMA. f. Medical and Clinical Psychology (MPS). g. Public Health School (PHS). *Place copy of completed checklist in Soldier SMIF. Out processing 1. Make sure the SM s pick up Installation Clearing Papers from Building 17, 10 days prior leave starting. 2. Provide the right checklist according the SM status. 3. Checklist are the same for in-processing. a. After the SM starts out processing, MPO is the last stop before leave. b. Place copy of completed checklist in Soldier SMIF. Final Out 1. Verify the SM completed the out processing according to the checklist. 2. Depart the SM from emilpo. a. Access emilpo b. Under the Personnel Accounting section, click on the PCS Departure + and then Departure. c. Once you have entered the SM s SSN, enter the needed fields Assignment Type, Arrival Date, Departure Date, Gaining UIC, and Movement Designator from orders. d. A transaction approval will show up in the screen. e. Multiple departure cannot be done daily. 3. Sign the SM s DA 31 in block 16 to permit the SM start his/her leave. 4. Place copy of completed checklist in Soldier SMIF for faculty. Finance 1. Proceed to Finance SOP and follow procedures according to the service require by the SM. 2

3 Promotions 1. Proceed to Promotions SOP and follow procedures according to the service require by the SM. Personnel Actions 1. Proceed to Personnel Actions SOP and follow procedures according to the service require by the SM. Slotting 1. Under Personnel Accounting, click the slotting option, Slotting-Authorized Documents. 2. Select UIC and click OK. 3. In the Filter Criteria, choose the proper Soldier s option and click OK. 4. In the Soldier s Section look for the Incoming Personnel and match the information in the Authorizations section, click the select option in both. a. Consult with Mrs. Michelle Thomas for SM s Sequence/Position number. 5. Print copy for SM SMIF. Rating Scheme 1. Add inbound SM to the Rating Scheme located in the Share drive. 2. Fill out SM: a. Name. b. Rank. c. DOD ID. d. Branch. e. Date of Rank (DOR). f. Previous Report. g. Thru date (a year since the soldier in process). ERB and ORB updates 1. All updates will be made in emilpo only. 2. Make sure the SM provides a copy of the documents to confirm the information to be updated in emilpo. 3. Upload a copy to their OMPF account if necessary. 4. Mark priority in iperms if the document if require for promotion board. 3

4 Encl Checklist Example 4

5 Leaves and Permissive Temporary Duty (PTDY) SOP AR Procedures: How fill in a DA Form 31 (Leave Form) 1. Pullout a copy from Army Publications ( 2. Block 1: Control Number- (Leave in Blank). 3. Block 2: Name (Last, First, Middle Initial). 4. Block 3: SSN (Fill it in is optional). 5. Block 4: Rank. 6. Block 5: Date (Submit to MPO). 7. Block 6: Leave Address (Provide leave address and contact phone number). 8. Block 7: Type of Leave (Check the option that relates to your request). 9. Block 8: Organization (Organization where the SM is station). 10. Block 9: Days Leave: (Fill it up with the Leave information in the LES). 5

6 11. Block 10: Dates: (Provide leave requested dates). 12. Block 11: Signature of requestor (SM signature). 13. Block 12: Supervisor Recommendation (Leave form cannot be submitted it without supervisors approval). 14. Block 13: Approving Authority (Company, Battalion or Brigade Commander signature). 15. Block 14 to 16: Departure, Extension, and Return (For internal Purpose). 16. Block 17: Remarks (Add information regarding the time of leave that could be important when processing the DA 31). CONUS a) Supervisors will approve the Leave or PTDY in the DA 31, block 12. a. After approved by the supervisor, the Soldier or the supervisor will submit the DA 31 through b) CONUS leave will be submitted 7 days before the first day of leave. c) Soldier can request a copy of the DA 31, 5 days after applying for it via at armyadmin@usuhs.edu. OCONUS 6

7 a) Soldiers requesting Outside the Continental United States (OCONUS) leave will use reference enclosure for packet example. b) Per Brigade Commander, for primary individual country requirements, contact Carlotta Sommers at , at the Transportation Assistance in the Administrative Support Division. c) OCONUS specific requirements are: a. ISO-PREP b. SERE Certificate c. Antiterrorism Level I Certificate d. Approved Individual Antiterrorism Plan (IATP) e. Clearance Approval (if necessary) d) OCONUS leave will be submitted 14 days before the first day of leave. The leave form must have copy of supporting documents and must be signed by the individual and supervisor. e) Soldier can request a copy of the DA 31, 8 days after apply for it via at armyadmin@usuhs.edu. Approval Authority a) Company Commander (for Staff) or the applicable Company Commander (for the students) can approve up to 30 days. b) The Brigade Commander is the approval for ordinary leave of more than 30 days, as well as any OCONUS leave or PTDY. c) After approval, proceed to assign a control log number to the DA 31 and write the leave information in the control log. 7

8 6 Encls 1. DA 31 Example 2. ISO-PREP 3. SERE Certificate 4. Antiterrorism Level I Certificate 5. Approved Individual Antiterrorism Plan (IATP) 6. Clearance Approval 8

9 FINANCE CHECKLIST BAH DOD R NOVEMER 2015 MPO STEPS: 1. Receive DA Form 5960 from SM (Student packets come from Chain of Command). Supporting documents (marriage certificate, birth certificate, and/ or divorce decree) must be included in packet. 2. Ensure all administrative data (name, SSN, grade, type of action, duty location, BAQ type, marital/dependency status, quarters assignment/availability, dependents, certification of dependent support) is accurate. 3. Check select of type of action will depend on situation (starting BAH, changing BAH, or recertifying BAH) 4. BAQ type shall be with or without dependents. 5. Marital Status will depend on individual situation (married, single, divorced, etc.) Spouse information is required for dual military in Marital/Dependency Status (spouse/ former spouse SSN, spouse/former spouse duty station, date of marriage, divorce/separation). If spouse is not in the military enter CIV in block 8 (2). If children are involved the status of their custody should be checked (member, spouse, former spouse, etc.). 6. Not available should be selected in Quarters Assignment. 7. All authorized dependents and their information will be listed in Dependents/Sharers. 8. Certification of Dependent Support will be checked as appropriate in block 11. SM must read and select statement that pertains to their situation. 9. Member must sign and date and also have Commander s Signature and date as well. 10. After BAH packet is complete it is placed on a TL and submitted to Finance via . After Finance processes the packet, BAH will be started, changed, or recertified. The BAH will be reflected on the SM Leave and Earnings Statement (LES). 11. Once complete an will be sent with a scanned copy with remarks to SM. 12. The tracker for Finance will be updated with each new transaction. MPO will follow-up with SM to ensure correct BAH is being received. 13. The DA Form 5960 will be uploaded into the SMs Official Military Personnel File (OMPF). 9

10 FSA MPO STEPS: 1. Receive DD Form 1561 from SM (Student packets come from their Chain of Command). Supporting documents (DD Form 1610 and closed out DD Form ) must be included in packet. 2. Ensure all administrative data (name, grade, SSN, branch, FSA type, complete current address of dependents and date departed residence) is accurate. 3. SM must certify the information that pertains to them in block SM must sign and date block 9a/b. 5. Block 10 is used for FSA-T only. All TDY locations, inclusive dates and number of days must be annotated in this block. Block 11 is used for FSA-R only along with all required information. Block 12 is used for FSA-S only along with all required information. FSA-T is used when SM is on temporary duty for more than 30 days. FSA-R is used when SM is on an unaccompanied tour. FSA-S is used when SM is on duty aboard a ship and the ship is away from homeport longer than 30 days. 6. The Company Commander must sign and date block After FSA packet is complete it is placed on TL and submitted to Finance via . All FSA packets will be placed on the tracker when they are received. After Finance processes the FSA packet a payment will be made to the SM. Since FSA packets are submitted multiple times due to temporary duty and are not permanent documents. They are not uploaded into the SM OMPF. MPO will follow-up with SM and ensure FSA has been received. PAY INQUIRY MPO STEPS: 1. Receive DA Form 2142 from SM (Student packets come from their Chain of Command). Supporting documents for pay inquiries will depend on the situation. Some types of supporting documents may include LES and contract. 2. Ensure all administrative data (name, SSN, grade, unit, phone number and nature of pay inquiry) is accurate. 3. SM must complete Section I nature of pay inquiry should give clear explanation of pay issue. 10

11 4. Section II will be completed by the Unit Commander. Finance will not accept pay inquiries without signature of SM or Commander. 5. Upon receipt of DA form 2142 Finance has 72 hours to respond. Response from Finance will be annotated in description of cause and action taken. Once complete an will be sent from MPO with a scanned copy with remarks. The tracker for Finance will be updated with each new transaction. MPO will follow-up with SM to ensure pay issues have been resolved. SGLI MPO STEPS: 1. Review all SGLIs for required information. Ensure the Soldier s information is filled out in section one. The information about coverage should be selected (update beneficiary, decline, or reduce coverage). The beneficiaries should be listed in section three. Section four is only completed if you need to restore or increase coverage. 2. If spouse does not get all benefits a letter will be generated and mailed to spouse. 3. If SM declines coverage it is annotated in Enlisted Military Personnel Office (emilpo). 4. SLGI is reviewed by SM and updated in the system. SM will receive a copy when a change is made. 5. SGLI is printed, placed on TL, and submitted to Finance for processing when SM declines coverage or changes the coverage amount. After all documents are submitted to Finance and processed we receive a Daily Register of Transactions (DROT) report. When Finance goes digital the DROT will be received on a daily basis. The DROT is used for checks and balances as well as relaying information to customers regarding their transactions. Finance Point of Contacts: Marshall St. Amant Defense Military Pay Office Walter Reed National Military Medical Center Bethesda, MD

12 Com: DSN: Catherine Johnson Defense Military Pay Office Walter Reed National Military Medical Center Bethesda, MD Com: DSN: *Ensure all documents submitted to Finance are placed on TL. Copies of all submitted documents should be filed with signed TL*. 12

13 SPECIAL PAY BOARD CERTIFICATION PAY (BCP) MPO STEPS: 14. Go on the AMEDD Special Pay website ( 15. On the website, under the Home, click on the BCP/Diplomate Pay Data Input link and this will lead you to BCP and Diplomate Pay Entry page. 16. Under the Board Certification Pay (BCP) enter SSN for individuals profile to display. 17. Select Pay Type- HPOBCP. 18. In the below Initiate or Correct BCP Payment enter fields: Start/Stop Dates, Certification Effective/Expiration Dates, Certification Board information. 19. Upon completion, click on Print & Send to OTSG. 20. Verify information on contract is correct and forward reviewed version to service member for signature. 21. Supporting documents required for BCP packet routed through command for signature are: 1. current, valid state license 2. Medical board specialty certification 3. ORB 4. Any additional documents that support the submission (screenshot of profile etc). 22. Once contract is signed from the Commander, entire packet to and CC with ATTN: line with Special Pay Techs information. HPO-INCENTIVE PAY & RETENTION BONUS MPO STEPS: 8. Go on the AMEDD Special Pay website ( 9. On the website, under the Home, click on the Eligibility Rosters link and this will lead you to Eligibility Rosters Selection page. 10. Under the Create/Update Contract under contract details: Years-O, Date (Effective), Amount (automatically populate). 11. If license information does not appear in the Medical License Information field, click on create new license. 12. Upon completion, click on Process & Print tab. 13. Verify information on contracts are correct and forward reviewed version to service member for signature. 14. Supporting documents required for HPO-IP and RB packets routed through command for signature are: 1. current, valid state license 2. Medical board specialty certification 3. Current APFT and Body Fat worksheet if applicable 3. ORB 4. Any additional documents that support the submission. 15. Once contract is signed from the Commander, entire packet to with ATTN: line with Special Pay Techs information. 13

14 ROUTING STEPS: 1. Route the member s request form through the chain of command on the BDE routing sheet and ensure each block is completed. If Assumption to Command is needed ensure updated Memorandum is included within packet for signature. Chain of Command for Special Pay Example MPO NCOIC MPO DIRECTOR BDE SEL EXCECUTIVE OFFICER BRIGADE COMMANDER SUBMISSION STEPS: OTSG: 1. Once the Commander signs the contract, scan the entire packet (contract, certification, license, DA FORM 705, DA FORM 5500, ORB and any other supporting documents) to yourself. 2. Download and save the document to your desktop. 3. Compose and forward complete packet to usarmy.ncr.hqda-otsg.mbx.otsgspecial-pay@mail.mil. 4. Correct Special Pay Format: a. To: usarmy.ncr.hqda-otsg.mbx.otsg-special-pay@mail.mil b. CC: Service member (EX: jane.doe@usuhs.edu), ARMYADMIN@usuhs.edu c. Subject: Service Member name and Special Pay Type (HPO-IP, etc.) d. Body Paragraph: State what is attached (Good morning/afternoon! Please see the attached HOP-IP for COL Doe for processing. Thank you in advance and have a great day!) e. Attach document and send. f. Provide copy of signed contract to each SM. g. Log onto Special pay website and get daily status of all contracts. 1. Once OTSG receives the contract they will review it at their level. If there are any errors or discrepancies they will reject them for corrections. 2. After the contracts are reviewed they will be approved at OTSG level. 3. OTSG will then submit the approved contracts to DFAS for processing and payment. 4. DFAS has up to 90 days to authorize payments. However in most cases payments are authorized as earlier as days. All agreements are processed and paid directly by Defense and Accounting. AMEDD SPECIAL PAYS POINTS OF CONTACT: 14

15 All Inquiries and Scanned Agreement Address [Do Not send to special pay tech]: Inquiries: Send ONE per officer inquiry with Subject Line: 'Issue & Officers Name' Agreements: Send ONE per officer agreement with Subject Line: 'Contract Type & Officers Name' Chief, AMEDD Special Pay Branch Mr. Craig Buss Phone: DSN: Lead Special Pay Tech: MC- Physicians (L-Z) Mr. Larry Elder Phone: DSN: Special Pay Tech: MC- Physicians (A-K) (Vacant) Special Pay Tech: VC- Veterinarians; MS- Psychologist, Social Work, Optometrists, Pharmacists, & Others; SP- PAs & Others; All Mobilized RC Ms. Cherre Marshall Phone: DSN: Special Pay Tech: DC- Dentists & AN- Nurses Ms. Kimberly Glover Phone: DSN: Mailing Address: SURGEON GENERAL OF THE ARMY HUMAN RESOURCES (DASG-HR-P) AMEDD SPECIAL PAY BRANCH 7700 ARLINGTON BLVD STE 5144 FALLS CHURCH, VA

16 Preparing a DA Form 1506 Service Computation AR DODFMR, vol 7A Establishing creditable service-officers This requirement pertains to 1. All medical/dental officers who are to be credited with constructive service. a. The officer will prepare and sign a DA Form 1506 showing all periods of prior service. b. The Military Personnel Office (MPO) to the extent possible, will verify each period of service shown on the DA Form 1506 from all available records, either in the officer s possession DD Form 214 (Certificate of Release or Discharge From Active Duty), orders, or DA Form 2 1 (Personnel Qualification Record-Part II). c. When the statement of service can be verified in this manner, the MPO will authenticate the DA Form The MPO will send Copy 1 of DA Form 1506 to finance to be processed through DFAS. Below are the authorized supporting documents that can be used for 1506 entries: 1. DD Form 4 series (Enlistment Contracts) 2. DA Form 71 (Initial Appointment Documents for Officers) 3. Simultaneous Membership Program/ROTC contracts 4. DD Form 214, DD Form 215 (Preferred) 5. NGB Form 22 (Report of Separation and Record of Service) 6. NGB Form 23 (Chronological Statement of Retirement Points) 7. ARPC Form E (Chronological Statement of Retirement Points), Soldier pulls from MyRecord Portal at 8. Pay Vouchers, LES statements, Master Military Pay Accounts (MMPA's) 9. Active Duty Letter/Order, Appointment Order (Must be verified with LES or MMPA) Steps in completing a service computation: 1. Med students (officers) who are prior service will prepare and sign a DA Form 1506 showing all periods of prior service. 2. Filling in a DA Form a. Boxes 1-3: Standard Name line, SSN and Complete Mailing Address (Unit). b. Boxes 4: Detail which service status individuals served in-service Components: Active, Inactive, and/or Breaks In Service (below). c. Box 5: Check which enlistment category the individual served in. d. Box 6-7: FROM and TO dates. e. Box 9: Computation from the FROM and TO DATES. f. Box 10 or 18: Credible Service calculated. MPO will assist if necessary. g. Box 12 through 17: continuation if needed from boxes 4 through 9. 16

17 h. Box 19: authentication from Director of MPO. 3. Service members will continue filling a 1506 or multiple 1506s until completion. 4. Once member has finished, they will forward a complete, signed version to MPO for review, verifying each entry using authorized documentation (listed below). 5. Service member s signed 1506, supporting documents, and ORB will be packaged and reviewed for MPO Director official review. 6. When the review is complete, MPO Director will authenticate with a signature and date. 7. Final version of 1506 will have signature from individual, MPO Director s authenticating signature, supporting documents validating entries, and ORB. 8. This entire packet will be forwarded to finance, Mr. Marshall St Amant, Customer Service Supervisor at marshall.j.stamant.civ@mail.mil and Mr. Douglas Madej, Pay tech at douglas.j.madej.civ@mail.mil for further processing. 9. Once MPO receives an from Finance Bethesda confirming BASD, PEBD, DIEMS, and pay rates have been changed and fully processed, the final version of 1506 will be uploaded to the individual s OMPF Service Status: Active-service members who are in an active duty status by orders or contract. Inactive-service members who are in a Reserve or National Guard status fulfilling the required drilling 2 days out of the month. Breaks In Service-service that is interrupted by separating from the military or completion of service (ETS). Glossary: Pay Entry Basic Date (PEBD): Pay Entry Basic Date (PEBD): The actual or constructed date from which a Soldier accrues creditable service for pay purposes Basic Active Service Date (BASD): The actual or constructed date from which a Soldier accrues creditable Active Federal Service Basic Enlisted Service Date (BESD): The actual or constructed date from which a Soldier accrues enlisted service Expiration Term of Service (ETS): The actual or adjusted date a Soldier s enlistment, reenlistment or extension expires enlistment Date of Rank (DOR): The actual or constructive date a Soldier was promoted to a particular rank 17

18 NCOER CHECKLIST DA FROM NOVEMBER 2015 DA PAM NOVEMBER 2015 NCOER Process Timeline: days out- 1. MPO will filter applicable Staff/Faculty members that are due an evaluation. 2. An notification will be sent to the member, rater, and senior rater informing them of the upcoming evaluation with suspense dates. The will also include an attachment of how to find DODIDN and how to add delegates, as applicable days out- 1. A reminder will be sent to the member and the rater that the evaluation is due to MPO by the 75 day out mark days out- 1. Evaluations will be received and will have an initial review completed. 2. MPO will review evaluations and edit administrative data. Senior Enlisted Leader (SEL) and Senior Service Advisor (SSA) will make recommended comments on content days out- 1. The evaluation should have a final review for any updates. Senior Enlisted Leader and Senior Service Advisor will also review and make changes and recommendations as needed. After final review is completed the evaluation is sent back to the rater and senior rater for any last minute changes. 27. Close-out date- 1. Evaluations are signed by the rater, the senior rater, supplementary reviewer (if applicable). 2. Once all signatures have been received the senior rater will submit the evaluation to Human Resources Command (HRC). 3. All evaluations need to be submitted NLT the thru date. MPO STEPS: 1. Receive DA Form for initial review in the Army Evaluation Entry System (EES). The is for all SMs in rank of SGT. The is for all SMs in rank of SSG- 1SG/MSG. The is for all SMs in the rank of CSM/SGM. It is imperative to ensure that correct DA Form are used for the corresponding rank. 2. Ensure that you are selected as a delegate for rater and senior rater to view and edit NCOER as necessary. 3. Ensure all administrative data is correct in PART I Administration Data. The rated SM s information must be IAW with guidelines in DA PAM Request APFT card and Body Fat Content Worksheet from Brigade APFT NCOIC. 18

19 4. Ensure all information in PART II Authentication is correct. The SM s rater, senior rater, and supplementary reviewer as needed. Counseling dates should be annotated as well in d1-d3. 5. PART III Duty Description contains information on the rated SMs job. DA PAM para 3-5 and 3-6 can be referenced for assistance. The information included within this section are principal duty title, duty MOSC, daily duties and scopes, areas of special emphasis, and appointed duties. 6. PART IV Performance Evaluation, Professionalism, Attributes, and Competencies include APFT information, character, presence, intellect, leads, develops, achieves, and rater overall performance. DA PAM para 3-6 can be referenced for assistance. 7. PART V Senior Rater Overall Potential comments are annotated in this section. DA PAM para 3-7 can be referenced for assistance. Note: No comment on performance authorized. 8. After initial review is complete, the reviewed NCOER is submitted to the SEL for content review. After content is reviewed, recommendations will be returned for corrections to the rater and senior rater. After corrections are complete the NCOER is submitted for MPO final review. 9. Once final review is done, the rater, senior rater, and supplementary reviewer will be notified via when it is their turn to sign NCOER. After all signatures are complete the senior rater will submit NCOER to HRC for processing. 10. A status of all NCOERs is tracked daily for any updates through EES or ERS. The Command Staff Slides are updated to reflect the current status of all NCOERs as well as the rating scheme. 11. Referred reports will be handled on case-by-case situations. Refer to DA PAM 623-3, Section VIII for assistance. 19

20 Enlisted and Officer Promotion SOP Expectations to Customers: Commanders will review, sign, and submit the AAA-294 to MPO before the 8 th of the month. MPO will produce Board Memorandum of Instructions (MOI) based on commanders recommendation on Enlisted Promotion Report (AAA-294), no later than the 10 th of the month. Internal MPO responsibilities: 1. Promotion boards will be scheduled on or about the 24 th of the month prior to the promotion month. 2. All promotion validations will be done in MPO. MPO will be responsible for inputting the applicable data in the Enlisted Promotion Worksheet System. 3. Copy of the board proceedings will be given to the Soldiers no later than the 10 th of the month and a copy will be filed in their personal files at the Brigade level. 4. MPO will maintain a copy of all board proceedings. 5. If no Soldier is attending the promotion board a Memorandum for Record will be filed in placed of the board MOI and board proceedings. Military Personnel Division (MPD) responsibilities: 1. MPD will send the C10 roster every month and publish all promotion orders for Semi- Centralized Promotions. 2. MPD will send C10 roster to MPO between the 1st and the 8th of the month. 3. All promotion orders and certificates will be sent to MPO by MPD no later than one working day prior to the effective date of the promotion orders. MPD will input EDAS transactions accordingly. Semi-Centralized Soldiers responsibilities: All Soldiers are responsible to update their records and see MPO prior to the 8th of the month to ensure their promotion points are validated for promotion. Internal Centralized Promotions responsibilities: 20

21 1. Senior NCOs, Warrants, and Commissioned Officers promotion orders are published by HRC on a monthly basis. The orders are available on/about the 23rd of each month. MPO will ensure to follow up and constantly check the Senior NCOs, Warrants, and Commissioned Officers Milper messages on the HRC website for upcoming boards, board results, and promotions. Enlisted Promotion Process: 1. AAA-117 (Enlisted Advancement Report) this report is divided into two sections. The first section covers Soldiers in the ranks of PVT and PV2 moving to PV2 and PFC, respectably. The second part covers Soldiers in the rank of PFC moving to SPC. a. Commanders will circle YES or NO, and initial next to each circle on this report for all Soldiers. b. Soldiers fully qualified will be promoted once they comply with their Time In Grade (TIG) and Time In Service (TIS) requirement. c. In the case a Soldiers that are fully qualified but marked NO on the AAA-117, the Commander will initiate a flag action for denying promotion, submit a DA 4187 denying promotion and counsel the Soldier in accordance with AR , subparagraph 2-3d. All these documents, as well as any supporting documents will be forwarded to MPO with the completed AAA reports. d. Soldiers that qualify for promotion with a waiver could be mark YES or NO for promotion. e. If marked yes MPO will review waiver availability and forward the Company Commander request to the next Commander in the chain of command for approval/disapproval of the requested action. f. Soldiers that are not eligible for promotion should be mark NO on the report. g. Commanders will finalize the review and collection of supporting documents for the report prior to signing and endorsing the AAA-117. h. Make sure Commanders sign, date, and include their signature block on the bottom right side of the report. 2. The AAA-294 is composed of 4 different sections. These sections are Command Integration List (CLI), Fully Eligible for Promotions, Eligible with Waivers, and Not Eligible for Promotion. 21

22 a. The MPO promotions and reports section will review the AAA-294 report for accuracy and Soldiers eligibility for promotion recommendation. 22 b. Commanders will circle YES or NO, and initial next to each circle on this report for all Soldiers. c. Steps to review and complete Command List Integration (CLI) section: 1. If the Commander circled YES on this section: Soldier will be integrated into the promotion list, regardless of the Soldier s participation on the promotion board, or being recommended for promotion for the board. 2. If the Commander circled NO: MPO will submit a Deny Promotion List Auto Integration transaction through emilpo prior the 19 th day of the month. All Soldiers denied list integration will be counseled by the first line supervisor in writing, in accordance with the provisions of paragraph AR Para, 1 27 and the Company Commander must initiate a bar to continued service in accordance with AR Bar for continuation of service are not meant to replace Adverse Actions. Bar for continuation of service should be used as a tool for commanders to motivate Soldiers to achieve a goal. In this case, advancement of promotion. d. Steps to review and complete the Fully Eligible section: 1. If Commanders circled YES on the Fully Eligible section: Soldiers will appear before the promotion board and will be added to the promotion MOI for the following month. 2. If Commanders circled NO: Immediate supervisor will need to provide a counseling statement to the Company Commander as supporting documentation for denying promotion advancement. These counseling should have a clear plan in how to achieve the goal and how to prepare the Soldier for promotion. e. Steps to review and complete Eligible with Waiver section: 1. If Commanders circled YES on the Eligible with Waivers section: Soldiers will appear before the promotion board and will be added to the promotion MOI for the following month. 2. If Commanders circled NO: No action is needed. f. Steps to review and complete Non-Eligible for promotion section:

23 1. All Soldiers under the Non-Eligible for Promotion section should be mark NO. Soldiers in this section are not eligible for not meeting TIS and TIG requirements or military school requirements. Soldiers with an expired APFT are not eligible for promotion until the Soldier takes the initiative to update their records. Soldiers that are not eligible due to weapon cards can be waived for. g. Make sure commanders sign, date, and include their signature block on the bottom right side of the report. Semi-Centralized Promotion (SPC to SGT and SGT to SSG) 1. Due to the unique structure of the Uniformed Services University, an ARMY E-9 (CSM or SGM) is not available. The president of the board can be filled by either a CW3/CPT or higher. The board has to be composed of a minimum of three voting members. If the board is composed by an even number of voting members the president of the board can be assigned as a voting member to eliminate ties. In that case, the board proceedings will be adjusted to reflect such action. 2. Board MOI will be created based on information provided on the AAA-294 report. a. Board MOI has to be published no later than the 10 th of the month. This allows Soldiers, sponsors, and board members to prepare for the board. b. Do not write down a location until a reservation has been made for that location and a confirmation has been received. 1. To reserve a room, visit and click on the New Room Request Tab. Verify available dates and request an appropriate time frame to conduct and complete the board. Normally each Soldier will be on the board between 20 and 40 minutes, make plans for a least 40 minutes for each Soldier and 5 minutes in between Soldiers. c. If the location, time, or date change for the board, board MOI will be updated and proper announcement will be made. 3. Board proceedings have to be done the same day the board is conducted. 4. Commanders Approval/Disapproval memorandum needs to be dated same day of board proceedings. 5. Once board proceedings and commanders memo have been completed Soldiers will need to be integrated to the Promotion Standing List on the Promotion Worksheet tab on the A.H.R.S. Web Portal main page. 23

24 Soldier Integration to the Promotion Point Worksheet (PPW) 1. Integration of Soldiers will be done no later than the 8 th of the month. 2. To integrate Soldiers to the Promotion Standing List login to and click on Promotion Worksheet tab. Once in the system, click on Add New Soldier tab and type their SSN in the box. a. The first document that will show up will be the Soldier unofficial PPW, scroll all the way down on the document until a tab that says Add to Promotion Standing List shows. Click on the tab and wait for the message to pop up. Agree with the message if the Soldier is in compliance with AR and add Soldiers to the promotion standing list. b. Once the action has been completed, print and file official PPW in Soldier s personal files, and provide the Soldier a copy of his own official PPW no more than 24 hours after transaction has been completed. 3. Soldiers that make promotion will be automatically drop from the PPW once MPD produce promotion orders and EDAS transaction for promotion has been completed. Senior Enlisted Promotions (Centralized): 1. Milper Messages are release by HRC. The messages will explain the dates and qualifications required for the ranks of SFC and above. a. To look for Milper messages, go to https//: and click on the Milper messages link. Messages are updated daily. b. The information for the latest Enlisted Promotion Milper message can be obtained from the Enlisted Promotion Tab on the HRC website. 2. Once Milper messages has been released, MPO will pull a query for Soldiers that qualify for the upcoming promotion board. Soldiers that qualify for the upcoming promotion board will be notified by MPO and will provided the opportunity to either walk in or create an appointment to review their records. 3. For Soldiers that already have a Sequence Number, HRC release in or around the 23rd of each month a list of Soldiers which promotion will be effective for the following month. 4. If sequence number is within the numbers published, print orders and promotion certificate before the effective date of promotion. 24

25 Officer Promotions: 1. Milper Messages are release by HRC. The messages will explain the dates and qualifications required for all officer promotions for the ranks of 1LT and above. a. To find any promotion Milper messages, go to https//: and click on the Milper messages link, messages are updated daily, or go to the officer promotion section and look for the latest Milper message for officer promotions to see upcoming promotion board information. 2. Once Milper message has been released, MPO will pull a query for Soldiers that qualify for the upcoming promotion board. Soldiers that qualify for the upcoming promotion board will be notified by MPO and will provided the opportunity to either walk in or make an appointment to review their records. 3. For Soldiers that already have a Sequence Number, HRC will release in or around the 23rd of each month a list of Soldiers been promoted for the following month. 4. If sequence number is within the numbers published, print orders and promotion certificate before the effective date of promotion. Filling and Maintaining Records 1. All promotion orders and certificates will be uploaded to the Soldier s OMPF if they haven t been uploaded by HRC or MPD already. 2. MPO will maintain Semi-Centralized records of Soldiers while they are in the unit. Upon departure, the Soldier will received a copy of their records and MPO will retain one copy on the inactive records for one year upon departure of any documents not uploaded to the Soldiers OMPF. 25

26 Personnel Action Customer Expectations: 1. Soldier can expect MPO to accept and review all DA Form 4187 (Personnel Action) before this action is submitted for signatures and to the appropriate authority for approval/disapproval. Soldier will be inform of the process and status of their request. 2. Students must process all personnel actions through the company to the MPO. Internal Proceedings: 1. Complete personnel transactions after verifying the information on the DA Form 4187 is correct. Unless directed otherwise, all Soldier s personnel actions are submitted on DA Form 4187 (Personnel Action). Preparing the DA Form 4187 is a separate stand-alone task. Example of some actions processed on the DA Form 4187 are: Enrollment in the Married Army Couples Program, Airborne Training, and Service School Attendance. The preprinted DA Form 4187 lists several personnel actions which Soldiers may request, other personnel actions are listed in AR , DA Pam 600-8, and DA Pam Make sure all actions are logged and tracked on the tracker. Tracker can be found on the main evaluation tracker. To do so, access Google drive, click on the MPD folder and find Evaluations Tracker, once open click on the actions tab and log any Action that has been submitted to MPO. Action Process: DA Form 4187 will be received by MPO and reviewed for accuracy on the following areas: I. Personnel action routing examples: 1. THRU" block. Route correspondence through commands, agencies, or offices for action, control, and information. All unit addresses are available at MPO if examples are need it. Example: Commander, Uniformed Services University, ATTN: MPO, Bethesda, MD a. ATTN line is used to identify which agencies should receive the documents for review before the Commander gives his or her comments or approval. 2. TO" block. Filled out each time the DA Form 4187 is processed. It reflects the address that will receive the request. Normally, this address will be for a Brigade Level Commander. Example: Commander, Uniformed Services University, Bethesda, MD

27 3. "FROM" block. The DA Form 4187 originates from the Soldier's lowest echelon, normally company level. Example: Commander, School of Medicine, Uniformed Services University, Bethesda MD II. DA Form 4187 Section I and II: 1. SECTION I - PERSONAL IDENTIFICATION: This information pertains to the Soldier requesting the action. Verify the information from the Soldier's Enlisted Record Brief (ERB) or Officer Record Brief (ORB). a. Block #4 (NAME): The name consists of the Last Name, First Name and Middle Initial. Example: Vond, Jim M. b. Block #5 (GRADE OR RANK/PMOS/AOC): This consists of rank and a five digit PMOS: SGT/42A2H for enlisted personnel and the rank and Area of Concentration or AOC: 1LT/12A for officers. c. Block #6 (SOCIAL SECURITY NUMBER): This number consists of nine digits with a hyphen between the third and fourth digits and another hyphen between the fifth and sixth digits of the number. 2. SECTION II - DUTY STATUS CHANGE: Use this section only when reporting a duty status change on a Soldier. Example: Change of Duty Status from Present for Duty (PDY) to Hospitalized (HOS). Additional duty status changes are listed in AR , Table 2-3 and Table SECTION III - REQUEST FOR PERSONNEL ACTION: The Soldier completes this section when he or she requests an action. Select the action being requested by placing an "X" in the box in front it. If the requested action is not listed in Section III, place an "X" in the "Other" block and type in the action being requested. 4. SECTION IV - REMARKS: Use Section IV to provide additional information pertinent to Sections II, III, and V. This differs for each type of action requested. An example of the DA Form 4187 is shown in both references. AR and DA Pam provide guidance on completing Section IV. Whenever Section IV contains continuation information from another section, indicate this at the beginning of the REMARKS block prior to entering the information. Example: Section V (con't). Enter all remarks required by the regulation pertaining to the requested action. 5. SECTION V - CERTIFICATION/APPROVAL/DISAPPROVAL: Place the commander's signature block here. Leave the certification area and date blank. The commander or his or her designated representative will certify and date when he or she signs. First name, middle initial and last name all capitalized, comma, rank, comma, branch, 27

28 comma, and title. The commander's signature block is entered regardless of who signs the form. Example: Ronald Callaway II, Capt., USMC, Commanding. II. Personnel Actions in emilpo. 1. Use DA Form 4187 and appropriate support documentation, such as marriage certificate or divorce decree for changing marital status, click on the family member section on emilpo, select a Soldier and change their marital status on the top of their records. Press the Submit bottom followed by the Next bottom. a. Family members information such as address, phone number, and relationship can be also be updated at the Soldier request. b. When adding a new family member, this will show up as a Non-Authorized dependent until the Soldiers goes and update this data with DEERS. To do so Soldiers will need to visit Building 17, DEERS office on NSA-Bethesda, Phone Number c. At that point print transaction report and give a copy to the Soldier for his/her records. d. Collect all support documentation such as marriage certificates and birth certificates. Then upload to the Soldiers OMPF if not already there. 2. For DA Form 4187 for Marriage Army Couples Program (MACP) status, click on the Military Spouse (MACP) section on emilpo, select a Soldier and open their records. a. If no information shows Soldier need to visit Building 17, DEERS office first before this action can take place. b. If information of spouse shows up, make sure the correct Branch, Service component, and either enlisted or officer data is correct. c. If all information is correct click on enroll, after a check mark shows in enroll to MACP, click on Save. A transaction report should show up after clicking on save, at that point print transaction report and give a copy to the Soldier for his/her records. d. The system will redirect you to the main menu in emilpo once there the Soldier has been successfully enroll to MACP. e. Go to the ERB section on emilpo and print an ERB/ORB of the Soldier and verify if there is any SSN for Military Spouse on Section IV on the ERB. 28

29 f. Collect all support documentation such as, marriage certificates and birth certificates. Then upload to the Soldiers OMPF if not already there. 29

30 Reference AR REPORT TO SUSPEND FAVORABLE PERSONNEL ACTIONS (Flag) Customer expectations: Customers can expect to have actions completed within 72 hours from the original submission. Flags submitted late will be process accordingly and in a timely manner. Internal Procedures: 1SGs and Commanders will send flags along with all supporting documents for such actions to the Military Personnel Office (MPO) for processing. This type of action will not be accepted from anyone other than the commander or the 1SG for the unit, No Exceptions. Soldiers are not authorized to hand their own flags to MPO No Exceptions. Flag Initiation and Removal Procedures: 1. When processing an Initiation Flag: a. Flags will be initiated within 72 hours of the incident. b. All flagging actions will be initiated at the company level and reviewed by MPO for accurate administrative data. c. Effective date of flags will be the day of the incident, regardless if the commander signs the flag on the same day or 72 hours later. d. All flags will follow direction under Section I on this SOP Blocks 1 to 10, any information not covered in here can be found on AR , para 2-6 and 2-7. e. All Non- transferable flags will be forwarded to the security office. Security will determine if the severity of the incident is enough no pause/revoke security clearance and access. 2. When processing a Flag Removal: a. Only commanders with authority to initiate flags are authorized to remove flags. b. All flags will be removed within 72 hours from the moment the Soldier is in compliance with regulation for APFT and ABCP respectably. c. Only HRC has the authority to removed flags initiated at their level, once action and purpose of the flag has been achieved. 30

31 Section I d. For UCMJ flags, flags will be either removed or transfer to a punishment flag depending on the UCMJ findings. e. Visit Section II, Block 11 in this SOP for more information on necessary documentation and how to remove a flag. For anything not covered in this SOP visit AR , para 2-9 for more detailed information in a case by case scenario. 1. Block 1 to 3: Name (last, First MI), SSN, RANK 2. Block 4: On active duty 3. Block 6: Unit Assigned (SOM,, 4301 JONES BRIDGE RD. BETHESDA, MD 20814) 4. Block 7: Station (NSA Bethesda) 5. Block 8: HR Office (MPO,, 4301 JONES BRIDGE RD. BETHESDA, MD 20814) 6. Block 9: This Action is to: Mark on Initiate or Remove a Flag 7. Block 10: Effective date (Effective date is always the day the event happened) a. Soldier fail PT test on 6 June 2017 (effective date of flag is 6 June 2017). b. Soldier gets a DUI on Saturday 2 July 2017 (effective date of flag is 2 July 2017) even if flags gets initiated and signed by the commander the following Monday. 8. Block 10 codes and documentation for flags: a. Adverse Action (A): This flag can be initiated on any UCMJ violation, separations, and can be overlap with code (L) or (M) depending on the situation. Misconduct, rank reduction, Letter of reprimand, and AWOL Soldiers will also be flagged with a code (A). Documents Required: 1) DA 268 2) Counseling statement (Soldiers must be counsel within 72 hours of the incident) by the Company Commander. 31

32 3) If all documentation is present log into emilpo, click on the Suspension of Favorable Actions tab, search for the Soldiers by his/her SSN, and initiate the appropriate flag. b. Involuntary Separation (B): Commanders will initiate memorandum of intent for separation, this flag should not be used for Soldiers being separated for conduct under AR or entry level performance separation. Documents Required: 1) DA 268 2) Memorandum for record from the Company Commander recommending administrative separation. Such memorandum should justify the cause of the recommendation. 3) Counseling statement (Soldiers must be counsel within 72 hours of the incident) by the Company Commander. 4) If all documentation is present log into emilpo, click on the Suspension of Favorable Actions tab, search for the Soldiers by his/her SSN, and initiate the appropriate flag. c. Removal from Selection List (C): This flag will be initiated and removed by HQDA. d. Referred OER/Relief for Cause NCOER (D): This flag will be initiated whenever a relief for cause OER/NCOER has been initiated. (effective date of flag is either the date of the cause for the relief for cause or the earliest thru date of the OER/NCOER). Documents Required: 1) DA 268 2) Counseling statement (Soldiers must be counsel within 72 hours of the incident) by the company Commander. 3) Memorandum for Record from person directing the relief. 4) If all documentation is present log into emilpo, click on the Suspension of Favorable Actions tab, search for the Soldiers by his/her SSN, and initiate the appropriate flag. 32