MEMORANDUM FOR DIRECTOR, CIVILIAN PERSONNEL OPERATIONS CENTER MANAGEMENT AGENCY,
ATTN: SFCP-MA, 5440 STUDENT DRIVE,
ABERDEEN PROVING GROUND, MD 21005-5200
SUBJECT: Civilian Personnel Guidance Memorandum



This guidance memorandum is applicable to those regions that are receiving service from the Army Benefits Center - Civilian (ABC-C) and are under the legacy Defense Civilian Personnel Data System (DCPDS). Regions not serviced by the ABC-C will adhere to guidance contained in Civilian Personnel Guidance Memorandum 98-1, dated June 15, 1998.

An 80 percent standard for the timely submission of retirement records (including death and refund records) has been in effect for all Federal Agencies since 1988. To be considered timely, a record must be received by the Office of Personnel Management (OPM) within 30 calendar days of the employee's separation. OPM monitors submissions and issues an Aging of Separations Report to reflect Government-wide and Agency compliance with the standard. Responsibility for meeting the standard rests with the servicing claims submitting office and the civilian payroll community. For regions that are serviced by the Army Benefits Center-Civilian (ABC-C), the claims submitting office is ABC-C.

Additional guidance on data submission is at Enclosure 1. Questions regarding this policy should be directed to Ms. Debra Chiles, DSN 221-9985, commercial (703) 325-9985. Her e-mail address is debra.chiles@(email address expired).



//original signed//
David L. Snyder
Deputy Assistant Secretary
(Civilian Personnel Policy)


CF:
OFFICE, SECRETARY OF THE ARMY (JDPES-W)
COMMANDER
US ARMY, EUROPE AND SEVENTH ARMY
EIGHTH U.S. ARMY
US ARMY FORCES COMMAND
US ARMY MATERIEL COMMAND
US ARMY TRAINING AND DOCTRINE COMMAND
US ARMY CORPS OF ENGINEERS
US ARMY PACIFIC
MILITARY TRAFFIC MANAGEMENT COMMAND
US ARMY CRIMINAL INVESTIGATION COMMAND
US ARMY MEDICAL COMMAND
US ARMY INTELLIGENCE AND SECURITY COMMAND
US ARMY MILITARY DISTRICT OF WASHINGTON
US ARMY SOUTH
US ARMY SPECIAL OPERATIONS COMMAND
US ARMY RESERVE PERSONNEL COMMAND
US MILITARY ENTRANCE PROCESSING COMMAN
D US ARMY RECRUITING COMMAND
US ARMY SPACE AND MISSILE DEFENSE COMMAND
US ARMY TEST AND EVALUATION COMMAND
SUPERINTENDENT, US MILITARY ACADEMY
KOREA REGION CPOC
USAREUR REGION CPOC
OFFICE OF THE DEPUTY CHIEF OF STAFF FOR INTELLIGENCE
OFFICE OF THE GENERAL COUNSEL, ATTN: MR ERNEST WILLCHER
OFFICE OF THE JUDGE ADVOCATE GENERAL
SAMR-CPA
SFCP-PL
SAMR-CPP
SAMR-SES
SFCP-NF
SCPF-CPT
SFCP-EA
SFCP-CO
SFCP-PS


Enclosure

LEGACY DCPDS DATA ENTRY REQUIREMENTS FOR RETIREMENT, REFUND, DEATH & DISABILITY CLAIMS

R0X - Date that the completed claim (retirement or refund) was received at the claims submitting office (YYMMDD) or date of notification of death.

R0Y - Date that the claims submitting office sent the claim to DFAS (YYMMDD) or date the Death In-Service Quick Pay memo was faxed to OPM.

ROW - Projected retirement/separation date.

M3B data element - Type of Claim (1) Retirement (non-disability); (2) Disability; (3) Refund Requested); (4) Death; (0) Not Applicable. DCPDS will automatically generate code 1 for NOACs 300, 302, 303, and 304; code 2 for NOAC 302; and code 4 for NOAC 350. All other NOACs require input.

NOTE: Data element terminology will change upon transition to Modern.

ADDITIONAL GUIDANCE:

Retirements: Whenever possible, the claims submitting office should submit the complete claim to DFAS no later than 5 working days before the date of separation to allow for delays in mailing. The date that the complete claim was received by the claims submitting office is the date placed in data element R0X. The date that the claim is forwarded to DFAS is the date placed in data element R0Y. The date of retirement is the date placed in data element ROW. If the type of claim and NOAC is not one of those listed above; the claims submitting office must input the correct code in data element M3B.

Refunds: Completed claims should be submitted to the claims submitting office no later than the date of separation. Claims submitted after the date of separation should only be accepted by the claims office if DFAS will receive the claim within 30 days from the date of separation or the Individual Retirement Record (SF 2806/3100) was not closed and forwarded to OPM. Untimely claims will be forwarded directly to OPM for processing. The date that the complete claim was received in the claims submitting office is the date placed in data element R0X. The date that the claim is forwarded to DFAS is the date placed in data element R0Y. The date of separation is the date placed in data element ROW. The claims submitting office must also input data element M3B = 3.

Death Claims: The complete claim should be submitted to DFAS as soon as possible but no later than 5 working days after the date the survivor signs and dates the claim for death benefits (SF 2800/3104). If the death certificate or other documents are missing, the application can be forwarded through DFAS to OPM with a note informing them that the missing documents will be forwarded upon receipt. Since DFAS cannot completely close out its records without the SF 50, there should be no delay in authenticating the SF 50. The date of notification of death is the date placed in data element R0X. The date that the claim is forwarded to DFAS is the date placed in data element R0Y, unless processed under the expedited procedures. The R0Y data element is the date the Death In-Service Quick Pay memo was faxed to OPM. The date of death is the date placed in the ROW data element.

Disability Claims: The Office of Personnel Management (OPM) only tracks preliminary disability claims. Do not re-enter new dates in the data elements when the final application is submitted. The complete claim should be submitted to DFAS as soon as the claim is processed by the claims submitting office but no later than 5 days after all the documentation is received. The date that the complete preliminary claim was received in the claims submitting office is the date placed in data element R0X. The date that the preliminary claim was forwarded to DFAS is the date placed in data element R0Y.