DASA(CPP) Letterhead
June 15, 1998


MEMORANDUM FOR SEE DISTRIBUTION
SUBJECT: Civilian Personnel Guidance Memorandum 98-1



Headquarters, Department of the Army supports the Office of Personnel Management (OPM) goal that requires OPM to receive at least 80% of all retirement, refund, disability and death claims within 30 days from the date of separation. In August 1991, HQDA established data elements in the Army Civilian Personnel Data System (ACPERS) to give HQDA and Department of Defense (DoD) the ability to monitor submission of claims as they progressed from employees to personnel offices to payroll offices to the OPM. At that time it was announced that coding the data elements was a mandatory requirement. That requirement was never rescinded and remains valid.

Under regionalization, data entry responsibility transferred to the Civilian Personnel Operations Centers (CPOCs). This memorandum officially transfers responsibility for timeliness data entry from the Civilian Personnel Advisory Centers (CPACs) to the CPOCs. CPACs are responsible for providing the CPOC the dates that employees' complete retirement/refund/preliminary disability/death claims were received in the CPAC (R0X), the dates that the claims were forwarded to payroll (R0Y), and the type of claim (M3B), as appropriate. If this information cannot be placed on the PERSACTION SF 52 when it is coordinated, it should be e-mailed to the CPOC within 5 working days from submission of the claim to the Defense Finance and Accounting Service (DFAS).

The HQDA timeliness report can be viewed by the personnel community on the CPOL Website. The report contains many blanks because of the confusion surrounding data entry responsibility. This policy memorandum is intended to eliminate that confusion and make the retirement timeliness report a useful tool. CPACs, who have not input May 1998 data, should immediately forward the appropriate information to CPOCs for data entry. Thereafter, CPACs should comply with the requirement in the preceding paragraph. The timeliness report is being revised to consolidate the information by CPOC rather than CPAC/CPO.

Additional guidance on data submission is at Enclosure 1.

Questions regarding this policy should be directed to Mary Dakis, DSN 221-9984, commercial (703) 325-9984. Her e-mail address is dakism@(email address expired).



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


Enclosure





DISTRIBUTION:

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 CENTER
US MILITARY ENTRANCE PROCESSING COMMAND
US ARMY RECRUITING COMMAND
SUPERINTENDENT, U. S. MILITARY ACADEMY
OFFICE OF THE DEPUTY CHIEF OF STAFF FOR INTELLIGENCE
CIVILIAN PERSONNEL OPERATIONS CENTER MANAGEMENT AGENCY

COPY FURNISHED:
SAMR-CPA
SFCP-PL
SAMR-CPP
SFCP-NF
SCPF-CPT
SFCP-EA
SFCP-CO
SFCP-PS
OFFICE OF THE GENERAL COUNSEL
(ATTN: MR. ERNEST WILLCHER)
OFFICE OF THE STAFF JUDGE ADVOCATE




TIMELY CLAIM PROCESSING & DATA ENTRY REQUIREMENT
FOR RETIREMENT, REFUND, DEATH & DISABILITY CLAIMS


CPAC: No later than 5 working days from the date the claim was forwarded to DFAS, the CPAC will submit the following information to the CPOC via PERSACTION or e-mail.

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.

CPOC: Within 5 working days from the date of receipt of the information from the CPAC, the CPOC will enter the data into DCPDS.

ADDITIONAL GUIDANCE:

When possible, questionable disability claims can be reviewed by the local medical officer. However, this is not an OPM requirement and this practice should not be done if it will delay timely submission of the claim to OPM.

NOTE:   A copy of the Notification of Personnel Action, SF 50, need not be attached to any claim. Do not delay forwarding claims to DFAS pending receipt of the SF 50.