ARMY PERSONNEL RECORDS DIVISION

Transcription

1 ARMY PERSONNEL RECORDS DIVISION iperms Record Review Tool (RRT) How To Guide MILPER Message Implementing Guidance for Soldiers and Records Managers to Conduct Annual Reviews of the Personnel and Finance Records using the Records Review Tool in iperms 1

2 Table of Contents 1. Requirements for Conducting Finance and Personnel Records Reviews 2. Important Information About the RRT 3. Procedures for Initiating a Records Review (Finance or Personnel) 4. Conducting the Finance Records Review using the RRT in iperms 5. Conducting the Personnel Records Review using the RRT in iperms 6. Running Records Review Reports to Track Unit and Personnel Compliance 7. Glossary 8. Points of Contact 2

3 1. REQUIREMENTS FOR CONDUCTING PERSONNEL AND FINANCE RECORDS REVIEWS 1-1. In support of Financial Audit Readiness and Records Readiness, this How To guide will assist Records Managers (RM), in conducting Personnel and Finance Records Reviews using the Records Review Tool (RRT) in the interactive Personnel Electronic Records Management System (iperms). Per AR , RMs are defined as the servicing military personnel divisions (MPDs), battalion or brigade adjutants (S1s), unit administrators, Reserve personnel action centers, or any other individual authorized to service the Army Military Human Resource Record (AMHRR), regardless of component. This How To guide directly supports the Record Review requirements outlined in MILPER message a) The iperms RRT is the only authorized tool to conduct the Personnel and Finance Records reviews for Soldiers. b) Every Soldier is required to complete a personnel and finance records review during inprocessing to a new duty station, annually thereafter, and prior to separation from the Army. Soldiers in an Initial Entry Training (IET) status are exempt from reviews. However, upon arrival at their first permanent duty station, thorough iperms Personnel and Finance records reviews will be completed during in-processing. Note: RMs will conduct reviews on contracted ROTC/USMA Cadets with or without CAC Cards. If a Cadet does not have a CAC Card, RM will conduct a Soldier Unavailable review. RMs will coordinate with senior leaders to establish a schedule to ensure 100% army wide compliance. c) RMs will not complete reviews without the Soldier s CAC signature except in extreme circumstances. Selecting this option requires the RM to document the reason for conducting the review without the Soldier and is not to be used as a result of poor planning. For example, this may be appropriate if a Soldier is in a deployed environment with limited computer access. If a Soldier is physically capable of logging into a workstation with internet connectivity, they are required to conduct the reviews. d) Beginning 1 Mar 14, all components will implement Personnel and Finance record reviews using the RRT in iperms. Reviews will be conducted by the Soldier, verified by the RM, and CAC signed by both for filing in the AMHRR. A Soldier s review will not be identified as complete until both CAC signatures are obtained. e) NLT 30 Sep 14, Soldiers and RMs will complete the initial iperms Finance record review using the RRT to meet the Secretary of the Army requirement for financial audit readiness. RMs will ensure all key supporting documents substantiating financial entitlements listed on the LES are web uploaded to iperms. f) NLT 31 Dec 14, Soldiers and RMs will complete the initial iperms Personnel record review using the RRT. RMs will update and validate entries on the record brief and ensure all substantiating documents are web uploaded to iperms. g) RMs must use this How To guide to complete the Personnel and Finance Records reviews. 3

4 2. IMPORTANT INFORMATION ABOUT THE RRT 2-1. Definitions for Terms Related To the Records Review Tool (RRT) a) Records Review The process of a Soldier and an RM, or in extreme cases, only the RM using iperms to ensure required finance and personnel documentation exists in a Soldier s record. b) Soldier Present Reviews: Both the Soldier and the RM are logged into the same workstation and conduct the review together. This is the preferred method for conducting the review. This requires dual CAC readers on the workstation. c)independent Review: This review is conducted with the Soldier and the RM at separate workstations. This review can be conducted two ways: 1. Concurrent: A review can be conducted simultaneously with the Soldier and the RM on separate workstations. This review can be done telephonically while both are logged into the review. The review will update in real time as it is being conducted. 2. Non-concurrent: This enables Soldier and RM to conduct the review at different times. RM initiates a review (Soldier will receive notification). The Soldier can conduct their part of the review and CAC sign with comments. Once Soldier completes their portion, the RM can then log in and verify and complete the review. a)soldier Unavailable Review: In extreme circumstances, RMs can conduct the reviews without the Soldier if they are unavailable for an extended period of time. Selecting this option requires the RM to document the reason for conducting the review without the Soldier and is not to be used as a result of poor planning. For example, this may be appropriate if the Soldier is in deployed environment with limited computer access. b)locked Review (Soldier) Once the Soldier signs the review it is locked and no additional documents can be added to the review. Note: This does not mean that documents cannot be added to the Soldiers record in iperms only that the new documents will not appear in this specific review. c)completed Review A review is considered finished once the Soldier and the RM have marked all documents as reviewed, added applicable comments, both have signed the review and acknowledgement from RRT has been received. d) Review Status There are five valid statuses: 1. None: This status will only display if the Soldier has never had a review completed using the RRT. 2. In-Progress: A review has been initiated and less than 12 months have passed since the previous review was completed. 3. Overdue: The first initiated review on a Soldier will become overdue 30 days after initiated. Subsequent reviews will be overdue12 months from the date of the last completed review. 4. Overdue and In-Progress: A review has been initiated and more than 12 months have passed since the previous review was completed. 5. Complete (Display will show date completed): A review has been signed by the Soldier and RM. The 12 month review cycle restarts. 4

5 2-2. RRT Capabilities and Features a) Although the Finance and Personnel Records Reviews are separate and distinct reviews, many of the documents are the same. Any document that is checked in one review will automatically be checked in the other review. b) Documents that were already checked in any review, will not display in subsequent reviews unless the Show Previously Reviewed Documents box is checked in the RRT. Although not every document will need to be re-checked, the RM may need to view previously checked documents to conduct a thorough review. For example, the most recent Promotion Order will need to be validated in the Personnel review and also in the Finance review to substantiate Basic Pay. c) The Soldier and the RM can make comments in each review. 1. Soldier: Can make review level comments 2. RM: Can make document specific comments and review level comments. 3. Review level comments can be made as you conduct the review and will automatically save. This is where RMs will list permanently missing docs for future reference. Review level comments are not saved within the RRT but will be saved on a copy of the review saved in iperms. (The copy of the previous review should always be printed for reference prior to conducting any new review). 4. Document level comments can be made only by the RM and will save in the RRT from one review to the next. If a document is marked by the RM as having an error, document comments are required before signing the review. 5

6 3. PROCEDURES FOR INITIATING A RECORDS REVIEW (FINANCE OR PERSONNEL) 3-1. Ensure Adobe Reader is set to Display PDF in Browser. Follow steps in Table and Figure 3-1 below. If workstation has Adobe Pro you can skip this step. Step 1 Step 2 Step 3 Step 4 Step 5 Step 6 Step 7 Go to Start Menu Go to All programs Select Adobe Reader Click on "Edit" Click on "Preferences" Click on Internet Check box "Display PDF in browser" Figure Users may get Java popup windows while using the RRT. Click Continue and Run if you see these. See Figures 3-2 and

7 Figure 3-2 Figure Notification and initiation of Records Reviews: There are two ways to initiate a Records Review for a Soldier. a) Individual Review: Initiate a Review on an individual Soldier. See Figure 3-4 below. Step 1 Step 2 Step 3 Step 4 Step 5 Step 6 Step 7 Log into "Record Manager Role" in iperms Click on "Reviews" Tab at top of page Click on "I Accept" on red screen (only one time for each session) Click on "Initiate Review" on left Nav Type in Soldier SSN Select "Review Type" (Finance or Personnel) -List any additional addresses you want to receive an notification regarding this review (i.e. Commander, First Sergeant, Platoon Sergeant, etc) - is automatically sent to Soldier upon initiating the review 7

8 Step 8 Step 9 Add specific message/text you wish to communicate to the Soldier (and other recipients you added) in the " Text" box. (i.e. You have an appointment to review your records at 1300 on 1 Mar 14 with SSG Smith) Click "Initiate Review" at bottom of page. Do not click on Open Review unless you intend to conduct the review at this time. Figure 3-4 b) Unit Review: Initiate review from list of Soldiers in your unit(s). This list is generated by running reports from the List Reviews tab on Left Nav. Generating reports using this feature can provide the RM a lot of flexibility in managing reviews for Soldiers in their units. A few examples are: 1. Reports can be generated by UIC, allowing a BN RM to generate reports for subordinate units. 2. Reports can be generated by birth month, allowing RMs to schedule/manage reviews by birth month. 3. Reports can be generated by rank, allowing RMs to review records for upcoming DA Selection Boards. Example: SFC Board in January. Run report on all SSGs in Nov and schedule reviews. Step 1 Step 2 Step 3 Step 4 Log into "Record Manager Role" in iperms Click on "Reviews" Tab at top of page Click on "I Accept" on red screen (only one time for each session) Click on "List Reviews" on left Nav 8

9 Step 5 Step 6 Step 7 Step 8 Step 9 Step 10 Step 11 Insert Criteria for Soldiers you want to view (If you run report with no criteria, it will return every Soldier that you have view privileges for). See Figures 3-5 and 3-6. Click "Run report" at bottom of page In the report, Click "Status" for the individual Soldier you want to initiate a new review on or view an in-progress review Select "Review Type" (Finance or Personnel) -List any additional addresses you want to receive an notification regarding this review (i.e. Commander, First Sergeant, Platoon Sergeant, etc) - is automatically sent to Soldier upon initiating the review Add specific message/text you wish to communicate to the Soldier (and other recipients you added) in the " Text" box. (i.e. You have an appointment to review your records at 1300 on 1 Mar 14 with SSG Smith) Click "Initiate Review" at bottom of page. Do not click on Open Review unless you intend to conduct the review at this time. Figure 3-5 9

10 Figure 3-6 c) Thirty days from due date for next review, a system generated will be automatically sent to the Soldier stating they are due to complete a records review. will state Soldier should contact the RM to coordinate the review. Additional s will be sent five days prior to suspense and when the status of a review changes to Overdue There are three different methods for conducting Records Reviews. The processes below assume a review has already been initiated. a) Soldier Present Review: This is the preferred method for conducting reviews. This requires both the Soldier and the RM be logged into the same workstation (requires dual CAC readers). b) Independent Review: This enables the review to be completed on separate work stations in geographically different locations. 1. The review can be conducted concurrently with the RM telephonically or at separate times. 2. Once the Soldier has reviewed documents and CAC signed the review, the RM can then verify documents and complete the review. c) Soldier Unavailable Review: It is an annual requirement for the Soldier to review their record and this review should only be used in extreme circumstances. 10

11 4. CONDUCTING THE FINANCE RECORDS REVIEW USING THE RRT IN IPERMS 4-1. The purpose of conducting the Finance Record Review is to ensure that Soldiers have the required Key Supporting Documents (KSDs) in their record for each pay entitlement they are receiving. a) This review will be conducted using the most recent LES as the source document to identify entitlements the Soldier is receiving and the KSD/Entitlement Matrix to identify the appropriate substantiating documents for each entitlement. The KSD/Entitlement Matrix can be viewed at: b) Soldiers may not have every substantiating document listed on the KSD/Entitlement Matrix for a specific entitlement. Each situation will be different. For example, contracts for Officers will be a DA 71 and for Enlisted will be a DD Form 4-1/2 and DD Form 4-3. There are also specific contracts for Medical Officers. c) Soldiers/RMs will also verify KSDs for specific deductions. Deductions for SGLI or as a result of UCMJ (Article 15) must have KSDs in the record. Article 15s for E-4 and below will not be present in iperms and cannot be validated by the RM. Personal allotments do not need to be verified. d) Any documents found to be missing as a part of this review must be web uploaded to iperms for filing in the Army Military Human Resource Record (AMHRR). e) If a document cannot be found by the Soldier or from the source that produced the document, do not recreate the document. The RM will list permanently missing documents in the review level comments as part of the review. f) If the RM finds discrepancies or problems with a Soldier s record that require administrative level assistance to resolve, the RM should submit a Problem Case in iperms. See Figure 4-6. g) When viewing documents, the Soldier and the RM are verifying that the document belongs to the Soldier, is legible and meets the general intent of the document Documents in the Finance Review are organized by Categories (sub-folders). Specific entitlements may have documents in different sub-folders. a) Finance General: Contains promotion orders, contracts, and additional supporting documents for finance transactions. b) Special Pay/Bonuses: Contains OMPF documents that support bonuses or special pays. c) Entitlements: Contains supporting documents for entitlements or benefits (that is basic allowance for housing, basic allowance for subsistence, loan repayment, and scholarships). d) Deductions: Contains documents related to garnishment, recoupment indebtedness, and insurance Soldier Present Finance Records Review: Below are the procedures for conducting the Soldier Present Finance Records Review. Soldier Present Finance Review Soldier and RM must have the latest copy of the Soldier's LES to conduct this review. Enter the date of the LES used in Reviewer Comment Box. 11

12 Soldier and RM must have a copy of the Key Supporting Document/Entitlement Matrix. This matrix explains which KSDs support specific entitlements listed on the LES. The KSD Matrix can be found here: Print a copy of the last Finance Record Review conducted (there will not be one if this is the initial review). This can be found in the Finance Record Review folder. Note: If a recent Personnel Record review was completed, ensure you check the box to display "Previously Reviewed documents." Although not every document will need to be reviewed, RM will need visibility on specific docs to complete the Finance review. Step 1 RM Log into "Record Manager Role" in iperms Step 2 RM Click on "Reviews" Tab at top of page Step 3 RM Click on "I Accept" on red screen (only one time for each session) Step 4 RM Click on "List Reviews" on left Nav Step 5 RM Insert Criteria for Soldiers you want to view (If you run report with no criteria, it will return every Soldier that you have view privileges for). Step 6 RM Click "Run report" at bottom of page Step 7 RM In the report, Click "Status" for the individual Soldier you want to initiate a new review on or view an in-progress review. Note: If opening a review that has already been initiated (In- Progress), move to Step 13. Step 8 RM Select "Review Type" (Finance) Step 9 RM -List any additional addresses you want to receive an notification regarding this review (i.e. Commander, First Sergeant, Platoon Sergeant, etc) - is automatically sent to Soldier upon initiating the review Step 10 RM Add specific message/text you wish to communicate to the Soldier (and other recipients you added) in the " Text" box. (i.e. You have an appointment to review your records at 1300 on 1 Mar 14 with SSG Smith) Step 11 RM Click "Initiate Review" at bottom of page. You will see Green bar across top of page that says "Successfully created Review for ) Step 12 RM Click "Open Review Tool" at bottom of page. This will open a new window and take you to the "Review Details" screen. Step 13 Soldier Insert CAC Card into secondary CAC Reader. Click on "Soldier is Present" button on bottom right of page. See Figure 4-1. Step 14 Soldier Soldier will be prompted to CAC sign the form. They must digitally sign to validate they are physically present for the review. (You will get validation pop up window). Step 15 Soldier/RM Click on "Documents" Tab on top of page 12

13 Notes: 1.The Finance Review is conducted to ensure all entitlements/deductions listed on the current LES have the required Key Supporting Documents in iperms. 2.Documents are organized in sub-folders by type of Entitlement they support. However, all docs can be viewed at one time by clicking on Finance Records Review in "Left Nav." 3.If this is the initial Finance Record Review, each document listed will have to be reviewed by both the Soldier and the RM. This includes historical documents that do not support Entitlements listed on the current LES. The review cannot be signed and completed without checking all the documents. In subsequent reviews, only newly added documents will need to be reviewed. Validate Entitlements on LES Step 16 Soldier/RM Identify Entitlement on LES and go to KSD Matrix to determine required supporting documents. Link to KSD Matrix: Example: Basic Allowance for Housing (BAH). See Figure 4-2. Step 17 Soldier/RM Add the date of the LES used to conduct this review in the Reviewer Comments. As each Entitlement is reviewed by the Soldier and RM, they can add appropriate comments in the "Soldier/Reviewer Comment" boxes at the bottom of the page. **All permanently missing documents must be listed. For example, if Soldier is missing a document - RM can list that in "Reviewer Comments" as the missing doc is identified. The comments will save throughout the review process. See example below. Step 18 Soldier/RM Ensure each specific KSD listed in the Matrix for a specific entitlement is in the record. Note: Not every Soldier will have every KSD listed in the Matrix. Step 19 Soldier/RM Soldier and RM click on Title of Document and review at same time. Ensure document is correct. Once the document has been viewed, the "Soldier Reviewed" and "RM Verified" boxes and date are automatically populated. Step 19a RM If document is correct, check the "RM Verified" box (one time). 13

14 Step 19b RM If document is incorrect (example: doesn't belong to that Soldier, duplicate, etc). Click the review button twice to mark with a "red" x. Documents marked as having errors require comments from the RM next to that specific doc (Reviewer Document Comments). See Figure 4-3. Note: If the RM finds discrepancies or problems with a Soldier s record that require administrative level assistance to resolve, the RM should generate a problem case in iperms. Examples include, but are not limited to duplicate or misfiled documents in the record. See Figure 4-6 lists procedures for creating a problem case. Step 20 Soldier/RM Continue this process (Steps 16-19) for each Entitlement listed on the LES. Validate Deductions on LES Step 21 Soldier/RM Identify specific deductions on the LES and ensure appropriate KSDs are filed in iperms. Only deductions for SGLI and as a result of UCMJ must be validated. Note: Deductions for personal allotments do not need to be verified. Step 22 RM Validate that the deduction amount listed on the LES for SGLI supports the amount of coverage listed on the SGLV For information on costs of various amounts of coverage go to: Step 23 Soldier/RM Validate that any deductions listed on the LES as a result of UCMJ action have supporting documents in iperms. (Article 15s for E-4 and below will not be visible and cannot be validated by RMs). Deductions for Article 15s will be listed as AFRH on the LES. Step 24 Soldier/RM Enter appropriate comments on review. (Steps above) Step 25 RM RM will web upload all missing Key Supporting Documents to iperms for filing in the Soldier's AMHRR. Step 25 RM RM will add "Reviewer Comments" at bottom of page prior to signing the Review. Step 25a RM RM will list Batch # in "Reviewer Comments" to indicate missing documents were sent to iperms. See example above. Step 25b RM RM will list any permanently missing documents that cannot be located in "Reviewer Comments" section. Step 26 Soldier Make any necessary/appropriate comments in the "Soldier Comments" section at bottom of page. Step 27 Soldier Soldier will click on "Signatures" tab and follow the prompts to CAC sign the review. Once the Soldier has completed and signed the review, the RM can then verify the review Step 28 RM RM will click on "Signatures" tab. Step 29 RM If there were errors marked in the review, RM must select the type of errors from the drop down menu. Step 30 RM Follow prompts to CAC sign the review. Note: Once the review is CAC signed by the RM and Soldier, it is complete and a copy of the review will be filed in iperms. The status for that review will be complete and the due date for the next review is one year from date this review was completed. 14

15 Figure 4-1 Click here for Soldier and RM to conduct the review together on the same work station. Soldier will be propmted to CAC sign and validate they are physically 4-4. Independent Finance Records Review: Below are the procedures for conducting the Independent Finance Records Review. Independent Finance Record Review Soldier and RM must have the latest copy of the Soldier's LES to conduct this review. Enter the date of the LES used in Reviewer Comment Box. Soldier and RM must have a copy of the Key Supporting Document/Entitlement Matrix. This matrix explains which KSDs support specific entitlements listed on the LES. The KSD Matrix can be found here: Print a copy of the last Finance Record Review conducted (there will not be one if this is the initial review). This can be found in the Finance Record Review folder. Note: If a recent Personnel Record Review was completed, ensure you check the box to display "Previously Reviewed documents." Although not every document will need to be reviewed, RM will need visibility on specific docs to complete the Finance Record Review. ****An Independent Review can be conducted concurrently (by telephone) in separate locations or Soldier and RM can complete their parts of the review at separate times. The actions listed in the process below are separated for Soldier and RM. **** 15

16 Initiate Review Step 1 RM Log into "Record Manager Role" in iperms Step 2 RM Click on "Reviews" Tab at top of page Step 3 RM Click on "I Accept" on red screen (only one time for each session) Step 4 RM Click on "List Reviews" on left Nav Step 5 RM Insert Criteria for Soldiers you want to view (If you run report with no criteria, it will return every Soldier that you have view privileges for). Step 6 RM Click "Run report" at bottom of page Step 7 RM In the report, Click "Status" for the individual Soldier you want to initiate a new review on or view an in-progress review. Note: If opening a review that has already been initiated (In- Progress), move to Step 13. Step 8 RM Select "Review Type" (Finance) Step 9 RM -List any additional addresses you want to receive an notification regarding this review (i.e. Commander, First Sergeant, Platoon Sergeant, etc) - is automatically sent to Soldier upon initiating the review Step 10 RM Add specific message/text you wish to communicate to the Soldier (and other recipients you added) in the " Text" box. (i.e. You have an appointment to review your records at 1300 on 1 Mar 14 with SSG Smith) Step 11 RM Click "Initiate Review" at bottom of page. You will see Green bar across top of page that says "Successfully created Review for ) Soldier Soldier Process Once the RM has initiated the review, the Soldier can log into iperms and review the record. (Soldier will receive notification that review has been initiated). Step 1 Soldier Click on "Soldier (View your own record)" Step 2 Soldier Click on "Reviews" tab at top of page. Step 3 Soldier Click on "Open Review" in Action column on right side of page. Step 4 Soldier Click on "Documents" Tab on top of page Notes: 1.The Finance Review is conducted to ensure all entitlements/deductions listed on the current LES have the required Key Supporting Documents in iperms. 2.Documents are organized in sub-folders by type of Entitlement they support. However, all docs can be viewed at one time by clicking on Finance Records Review in "Left Nav." 3.If this is the initial Finance Record Review, each document listed will have to be reviewed by both the Soldier and the RM. This includes historical documents that do not support Entitlements listed on the current LES. The review cannot be signed and completed without checking all the documents. In subsequent reviews, only newly added documents will need to be reviewed. Step 5 Soldier Identify Entitlement on LES and go to KSD Matrix to determine required supporting documents. Link to KSD Matrix: 16

17 Example: Basic Allowance for Housing (BAH). As each Entitlement is reviewed, add appropriate comments in the "Soldier Comment" box at the bottom of the page. **All permanently missing documents must be listed. For example, if there is a missing document - Soldier can list that in "Soldier Comments" as the missing doc is identified. The comments will save throughout the review process. See example below. Step 6 Soldier Ensure each specific KSD listed in the Matrix for a specific entitlement is in the record. Note: Not every Soldier will have every KSD listed in the Matrix. Step 7 Soldier Click on Title of Document and review the document. Ensure document is correct. Once the document has been viewed, the "Soldier Reviewed" box and date are automatically populated. Step 8 Soldier If a document is missing or an existing document has errors, add appropriate comments in "Soldier Comments" at bottom of page. Step 9 Soldier Continue this process (Steps 5-8) for each Entitlement listed on the LES. Step 10 Soldier Identify specific deductions on the LES and ensure appropriate KSDs are filed in iperms. Only deductions for SGLI and as a result of UCMJ must be validated. Step 11 Soldier Note: Deductions for personal allotments do not need to be verified. Step 12 Soldier Enter appropriate comments on bottom of review. Step 13 Soldier Continue this process (Steps 10-12) for each Deduction listed on the LES. Step 14 Soldier -Provide any missing documents that you have in your possession to your Records Manager so they can be web uploaded to iperms and added to your record. -List any permanently missing documents and record any discrepancies or errors in the "Soldier Comments" box at the bottom of the page. Step 15 Soldier Soldier will click on "Signatures" tab and follow the prompts to CAC sign the review. Record Manager Process Step 1 RM Log into "Record Manager Role" in iperms 17

18 Step 2 RM Click on "Reviews" Tab at top of page Step 3 RM Click on "I Accept" on red screen (only one time for each session) Step 4 RM Click on "Lookup Review" Step 6 RM Add Soldier SSN and select Finance Review. Click "Initiate Review" at bottom of page. Step 7 RM Click "Open Review Tool" at bottom of page. This will open a new window and take you to the "Review Details" screen. Step 8 RM Click on "Documents" Tab on top of page Notes: 1.The Finance Review is conducted to ensure all entitlements/deductions listed on the current LES have the required Key Supporting Documents in iperms. 2.However, Soldier and RM must check every document populated in the Review Tool (including historical documents) to ensure they are legible and belong to the Soldier. The review cannot be signed and completed without checking all the documents. 3.Documents are organized in sub-folders by type of Entitlement they support. However, all docs can be viewed at one time by clicking on Finance Records Review in "Left Nav." Step 9 RM Identify Entitlement on LES and go to KSD Matrix to determine required supporting documents. Link to KSD Matrix: Example: Basic Allowance for Housing (BAH). See Figure 4-2. Step 10 RM Add the date of the LES used to conduct this review in the Reviewer Comments. As each Entitlement is reviewed, add appropriate comments in the "Reviewer Comment" boxes at the bottom of the page. **All permanently missing documents must be listed. For example, if Soldier is missing a document - RM can list that in "Reviewer Comments" as the missing doc is identified. The comments will save throughout the review process. See example below. Step 11 RM Ensure each specific KSD listed in the Matrix for a specific entitlement is in the record. Note: Not every Soldier will have every KSD listed in the Matrix. Step 12 RM Click on Title of Document and review to ensure document is correct. Once the document has been viewed, the "RM Verified" box and date are automatically populated. Step 12a RM If document is correct, check the "RM Verified" box (one time). 18

19 Step 12b RM If document is incorrect (example: doesn't belong to that Soldier, duplicate, etc). Click the review button twice to mark with a "red" x. Documents marked as having errors require comments from the RM next to that specific doc (Reviewer Document Comments). See Figure 4-3. Note: If the RM finds discrepancies or problems with a Soldier s record that require administrative level assistance to resolve, the RM should generate a problem case in iperms. Examples include, but are not limited to duplicate or misfiled documents in the record. See Figure 4-6 lists procedures for creating a problem case. Step 13 RM Continue this process (Steps 9-12) for each Entitlement listed on the LES. Step 14 RM Identify specific deductions on the LES and ensure appropriate KSDs are filed in iperms. Only deductions for SGLI and as a result of UCMJ must be validated. Note: Deductions for personal allotments do not need to be verified. Step 15 RM Validate that the deduction amount listed on the LES for SGLI supports the amount of coverage listed on the SGLV For information on costs of various amounts of coverage go to: Step 16 Validate that any deductions listed on the LES as a result of UCMJ action have supporting documents in iperms. (Article 15s for E-4 and below will not be visible and cannot be validated by RMs). Deductions for Article 15s will be listed as AFRH on the LES. Step 17 RM Enter appropriate comments on review. (Steps 10-12) Step 18 RM RM will web upload all missing Key Supporting Documents to iperms for filing in the Soldier's AMHRR. Step 19 RM RM will add "Reviewer Comments" at bottom of page prior to signing the Review. Step 19a RM RM will list Batch # in "Reviewer Comments" to indicate missing documents were sent to iperms. See example above. Step 19b RM RM will list any permanently missing documents that cannot be located in "Reviewer Comments" section. Once the Soldier has completed and signed the review, the RM can then verify the review Step 20 RM RM will click on "Signatures" tab. Step 21 RM If there were errors marked in the review, RM must select the type of errors from the drop down menu. Step 22 RM Follow prompts to CAC sign the review. Note: Once the review is CAC signed by the RM and Soldier, it is complete and a copy of the review will be filed in iperms. The status for that review will be complete and the due date for the next review is one year from date this review was completed Soldier Unavailable Finance Records Review: Below are the procedures for conducting the Soldier Unavailable Finance Records Review. 19

20 Soldier Unavailable Finance Record Review RM must have the latest copy of the Soldier's LES to conduct this review. Enter the date of the LES used in Reviewer Comment Box. RM must have a copy of the Key Supporting Document/Entitlement Matrix. This matrix explains which KSDs support specific entitlements listed on the LES. The KSD Matrix can be found here: Note: If a recent Personnel Record Review was completed, ensure you check the box to display "Previously Reviewed documents." Although not every document will need to be reviewed, RM will need visibility on specific docs to complete the Finance Record Review. Print a copy of the last Finance Record Review conducted (there will not be one if this is the initial review). This can be found in the Finance Record Review folder. Step 1 RM Log into "Record Manager Role" in iperms Step 2 RM Click on "Reviews" Tab at top of page Step 3 RM Click on "I Accept" on red screen (only one time for each session) Step 4 RM Click on "List Reviews" on left Nav Step 5 RM Insert Criteria for Soldiers you want to view (If you run report with no criteria, it will return every Soldier that you have view privileges for). Step 6 RM Click "Run Report" at bottom of page Step 7 RM In the report, Click "Status" for the individual Soldier you want to initiate a new review on or view an in-progress review. Note: If opening a review that has already been initiated (In- Progress), move to Step 13. Step 8 RM Select "Review Type" (Finance) Step 9 RM -List any additional addresses you want to receive an notification regarding this review (i.e. Commander, First Sergeant, Platoon Sergeant, etc) - is automatically sent to Soldier upon initiating the review Step 10 RM Add specific message/text you wish to communicate to the Soldier (and other recipients you added) in the " Text" box. (i.e. You have an appointment to review your records at 1300 on 1 Mar 14 with SSG Smith) Step 11 RM Click "Initiate Review" at bottom of page. You will see Green bar across top of page that says "Successfully created Review for ) Step 12 RM Click "Open Review Tool" at bottom of page. This will open a new window and take you to the "Review Details" screen. Step 13 RM Click on "Documents" Tab on top of page RM Notes: 1.The Finance Review is conducted to ensure all entitlements/deductions listed on the current LES have the required Key Supporting Documents in iperms. 2.However, RM must check every document populated in the Review Tool (including historical documents) to ensure they are legible and belong to the Soldier. The review cannot be signed and completed without checking all the documents. 3.Documents are organized in sub-folders by type of Entitlement they support. However, all docs can be viewed at one time by clicking on Finance Records Review in "Left Nav." 20

21 Step 14 RM Identify Entitlement on LES and go to KSD Matrix to determine required supporting documents. Link to KSD Matrix: Example: Basic Allowance for Housing (BAH). Step 15 RM Add the date of the LES used to conduct this review in the Reviewer Comments. As each Entitlement is reviewed, add appropriate comments in the "Reviewer Comment" boxes at the bottom of the page. **All permanently missing documents must be listed. For example, if Soldier is missing a document - RM can list that in "Reviewer Comments" as the missing doc is identified. The comments will save throughout the review process. See example below. Step 16 RM Ensure each specific KSD listed in the Matrix for a specific entitlement is in the record. Note: Not every Soldier will have every KSD listed in the Matrix. Step 17 RM RM click on Title of Document and review to ensure document is correct. Step 17a RM If document is correct, check the "RM Verified" box (one time). Date will populate. Step 17b RM If document is incorrect (example: doesn't belong to that Soldier, duplicate, etc). Click the review button twice to mark with a "red" x. Documents marked as having errors require comments from the RM next to that specific doc (Reviewer Document Comments). See Figure 4-3. Note: If the RM finds discrepancies or problems with a Soldier s record that require administrative level assistance to resolve, the RM should generate a problem case in iperms. Examples include, but are not limited to duplicate or misfiled documents in the record. See Figure 4-6 lists procedures for creating a problem case. Step 18 RM Continue this process (Steps 14-18) for each Entitlement listed on the LES. Step 19 RM Identify specific deductions on the LES and ensure appropriate KSDs are filed in iperms. Only deductions for SGLI and as a result of UCMJ must be validated. Note: Deductions for personal allotments do not need to be verified. Step 20 RM Validate that the deduction amount listed on the LES for SGLI supports the amount of coverage listed on the SGLV For information on on costs of various amounts of coverage go to: Step 21 RM Validate that any deductions listed on the LES as a result of UCMJ action have supporting documents in iperms. (Article 15s for E-4 and below will not be visible and cannot be validated by RMs). Deductions for Article 15s will be listed as AFRH on the LES. Step 22 RM Enter appropriate comments on review. (Steps 15-17) Step 23 RM RM will web upload all missing Key Supporting Documents to iperms for filing in the Soldier's AMHRR. 21

22 Step 24 RM Add "Reviewer Comments" at bottom of page prior to signing the Review. See example above. Step 24a RM RM will list Batch # in "Reviewer Comments" to indicate missing documents were sent to iperms. See Example above. Step 24b RM RM will list any permanently missing documents that cannot be located in "Reviewer Comments" section. Step 25 RM RM will click on "Signatures" tab. Step 26 RM If there were errors marked in the review, RM must select the type of errors from the drop down menu. Step 27 RM Check "Soldier Unavailable" box and select reason for Soldier absence before signing. If "Other" is selected, RM must provide explanation prior to signing review. Note: Once the review is CAC signed by the RM and Soldier, it is complete and a copy of the review will be filed in iperms. The status for that review will be complete and the due date for the next review is one year from date this review was completed. Figure 4-2 Figure 4-3 If the RM marks a document as having an error, they must add specific comments regarding the error. RM must also select error from Drop Down menu on Signature page before signing. 22

23 Figure 4-4 Figure 4-5 If a review is done without the Soldier, RM must check Soldier Unavailable block and select reason from drop down menu. If other is selected, RM must state reason in explanation box. Soldiers are required by AR to conduct an annual review of their records. Reviews will only be done without the Soldier in extreme circumstances. Figure 4-6 Reporting a Problem with a Soldier's Record (Create a Problem Case) Step 1 Minimize the RRT Window Step 2 Go back to primary iperms Web Page and click on "Records" at top left of page 23

24 Step 3 Step 4 Step 5 Step 6 Note: Click on "Report a Problem" on left Nav Select "Document Problem" and enter description of problem. Be specific - Include doc name and effective date of the document in question Add SSN of Soldier Click "Create Case" at bottom of screen Case will be forwarded to System Administrators for resolution. They will provide feedback via . 24

25 5. CONDUCTING THE PERSONNEL RECORDS REVIEW USING THE RRT IN IPERMS 5-1. The purpose of conducting the Personnel Record Review is to ensure that data on the Record Brief is correct and that all source documents required for filing in the Army Military Human Resource Record (AMHRR) are in iperms. a) This review will be conducted using the most recent Record Brief as the document to identify source documents that should be filed in the Soldier s Army Military Human Resource Record (AMHRR). Most entries on the Record Brief should have a corresponding supporting document in the AMHRR. b) This review is not the same as the My Board File review required prior to DA level selection boards. However, completing this annual review will greatly enhance records readiness and increase preparedness for upcoming boards. c) RMs will view documents filed in the AMHRR during the review to ensure they belong to the Soldier, are authorized to be filed and are legible. The goal is to ensure the documents meet the general intent of the document, not to grade how well the document was prepared. The exceptions are DD 93/SGLI documents. If these are incorrect they must be updated immediately. d) Any documents found to be missing as a part of this review must be web uploaded to iperms for filing in the AMHRR. e) If a document cannot be found by the Soldier or from the source that produced the document, do not recreate the document. The RM will list permanently missing documents in the review level comments as part of the review. f) If the RM finds discrepancies or problems with a Soldier s record that require administrative level assistance to resolve, the RM should submit a Problem Case in iperms. See Figure 4-6. g) Missing documents may not be justification for removing entries from the Record Brief Documents in the Personnel Record Review are organized by categories (sub-folders) that are aligned to the sections on the Record Brief. a) Assignment/Deployment: Contains assignment and deployment orders and information. b) Service Data: Contains service contracts, security checks, and language qualification information. c) Personal Data: Contains citizenship, proof of birth, and dependent documents. d) Education: Contains civilian and military education documents. e) Awards/Decorations: Contains commendatory documents Soldier Present Personnel Records Review: Below are the procedures for conducting the Soldier Present Personnel Records Review. Soldier Present Personnel Record Review Soldier and RM must have the latest copy of the Soldier's ERB/ORB/SRB to conduct this review. Print a copy of the last Personnel Record Review conducted (there will not be one if this is the initial review). 25

26 Note: If a recent Finance Record review was completed, ensure you check the box to display "Previously Reviewed documents." Although not every document will need to be reviewed, RM will need visibility on specific docs to complete the Personnel Record Review. Step 1 RM Log into "Record Manager Role" in iperms Step 2 RM Click on "Reviews" Tab at top of page Step 3 RM Click on "I Accept" on red screen (only one time for each session) Step 4 RM Click on "List Reviews" on left Nav Step 5 RM Insert Criteria for Soldiers you want to view (If you run report with no criteria, it will return every Soldier that you have view privileges for). Step 6 RM Click "Run report" at bottom of page Step 7 RM In the report, Click "Status" for the individual Soldier you want to initiate a new review on or view an in-progress review. Note: If opening a review that has already been initiated (In- Progress), move to Step 13. Step 8 RM Select "Review Type" (Personnel) Step 9 RM -List any additional addresses you want to receive an notification regarding this review (i.e. Commander, First Sergeant, Platoon Sergeant, etc) - is automatically sent to Soldier upon initiating the review Step 10 RM Add specific message/text you wish to communicate to the Soldier (and other recipients you added) in the " Text" box. (i.e. You have an appointment to review your records at 1300 on 1 Mar 14 with SSG Smith) Step 11 RM Click "Initiate Review" at bottom of page. You will see Green bar across top of page that says "Successfully created Review for ) Step 12 RM Click "Open Review Tool" at bottom of page. This will open a new window and take you to the "Review Details" screen. Step 13 Soldier Insert CAC Card into secondary CAC Reader. Click on "Soldier is Present" button on bottom right of page. Step 14 Soldier Soldier will be prompted to CAC sign the form. They must digitally sign to validate they are physically present for the review. (You will get validation pop up window). Step 15 Soldier/RM Click on "Documents" Tab on top of page Step 16 Soldier/RM Ensure Personal Data across top of Record Brief is correct. Note: If a name change has occurred, ensure the supporting Document is in iperms (DA 4187 or Memorandum). Assignment/Deployment Step 17 Soldier/RM Review entries in Assignment/Deployment sections of the Record Brief and ensure entries are accurate and have supporting documents filed in iperms. 26

27 Step 18 Soldier/RM As each entry is reviewed by the Soldier and RM, they can add appropriate comments in the "Soldier/Reviewer Comment" boxes at the bottom of the page. **All permanently missing documents must be listed. For example, if Soldier is missing a document - RM can list that in "Reviewer Comments" as the missing doc is identified. The comments will save throughout the review process. See example below. Step 19 Soldier/RM Click on "Assignment/Deployment" tab on left Nav Step 20 Soldier/RM Review each document: Soldier and RM click on Title of Document and review at same time. Ensure document is correct. Once the document has been viewed, the "Soldier Reviewed" and "RM Verified" boxes and date are automatically populated. Step 20a RM If document is correct, check the "RM Verified" box (one time). Step 20b RM If document is incorrect (example: doesn't belong to that Soldier, duplicate, etc). Click the review button twice to mark with a "red" x. Documents marked as having errors require comments from the RM next to that specific doc (Reviewer Document Comments). See Figure 4-2. Note: If the RM finds discrepancies or problems with a Soldier s record that require administrative level assistance to resolve, the RM should generate a problem case in iperms. Examples include, but are not limited to duplicate or misfiled documents in the record. See Figure 4-6 lists procedures for creating a problem case. Step 20c Soldier/RM Ensure Overseas/Deployment time is recorded correctly. Ensure appropriate supporting docs (Orders) are in iperms. Step 20d Soldier/RM Validate Dwell Time is correct. Step 20e Soldier/RM Validate DEROS is correct (if applicable) Step 20f Soldier/RM Ensure MOS/SQI/ASI/Branch information is correct and appropriate Orders are filed in iperms. Step 20g Soldier/RM Ensure all assignments listed in Assignment Information on bottom of Record Brief are listed and accurate, and the appropriate supporting documents are in iperms (example; PCS Order or DA 4187 for local move). Step 20h Soldier/RM Any assignment/deployment/duty info that has supporting documents in iperms and is not listed on Record Brief must be added using the appropriate source system. 27

28 Note: RMs are not required to validate previous duty titles. Update of Duty Title information is governed by modification table of organization and equipment and/or tables of distribution and allowances slotting rules, emilpo functional guidance, or manuals for prescribed HR system, and AR Step 20i Soldier/RM Ensure there are no blanks in the Assignment Information at bottom of Record Brief. (Months assigned, UIC, etc) Step 20j RM List all permanently missing supporting documents in the "Reviewer Comment" field at bottom of page. Service Data Step 21 Soldier/RM Review entries in Service Data section of the Record Brief and ensure entries are accurate and have supporting accession contracts and promotion/reduction orders filed in iperms. Step 21a Soldier/RM Ensure all contracts and documents that establish service obligation or time in service are filed in iperms. Examples include but are not limited to the DD 4-1/2, DD 4-3, DA 71, DA Also ensure all re-enlistment contracts are in the record. Step 21b Soldier/RM Validate that all data entered in the Service section is accurate and appropriate source documents are in the record. Step 21c Soldier/RM Ensure the Dates of Rank for each promotion are correct and a copy of each Promotion/Reduction Order is filed in iperms. Step 21d Soldier/RM Ensure entries in Foreign Language section are accurate and that the DA 330 and DLPT scores are filed in iperms. Step 21e RM List all permanently missing supporting documents in the "Reviewer Comment" field at bottom of page. Personal Data Step 22 Soldier/RM Review entries in Personal Data section of the Record Brief and ensure entries are accurate and have supporting documents filed in iperms. Step 22a Soldier/RM Validate Date of Birth, Citizenship, Number of Dependents and Martial Status. Ensure required documents are filed in iperms. Step 22b Soldier/RM Validate that date for Emergency Data Updated is correct and that Soldier has current SGLI and DD 93 documents filed in iperms. Step 22c Soldier/RM If Soldier has a military spouse, ensure that is annotated correctly. Ensure the DA 4187 for Army Married Couples Program is filed in iperms (if applicable). Note: The Soldier's birth certificate, dependent birth certificates, marriage certificates and court documents granting dependency are required for filing in iperms. Divorce decrees that change marital status while in the Army must also be filed. APFT cards are not required for filing in iperms as they are locally files training documents. Step 22d RM List all permanently missing supporting documents in the "Reviewer Comment" field at bottom of page. Education (Civilian/Military) 28