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 That requirement was never rescinded and remains valid.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)
David L. Snyder
Deputy Assistant Secretary
(Civilian Personnel Policy)
OFFICE, SECRETARY OF THE ARMY (JDPES-W)
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
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.
- R0X - Date that the complete claim was received in the CPAC (YYMMDD)
- R0Y - Date that the CPAC sent the claim to DFAS (YYMMDD)
- M3B - 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.
CPOC: Within 5 working days from the date of receipt of the information from the CPAC, the CPOC will enter the data into DCPDS.
- Retirements: IAW Chapter 40 of the CSRS and FERS Handbooks, employees should submit their claims to the CPAC 60 days in advance of the separation date. Claims that are continuously submitted to the CPAC under 60 days may indicate a weakness where additional education or training may be needed. CPACs should counsel employees that timely submission of the application will ensure timely annuity payments. Conversely, untimely submission of the application will mean late payments. Whenever possible, CPACs 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 in the CPAC 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. If the type of claim NOAC is not one of the NOACs listed above, the CPAC must also submit information on data element M3B.
- Refunds: Completed claims should be submitted to CPACs no later than the date of separation. Claims submitted after the date of separation should only be accepted by CPACs if DFAS will receive them within 30 days from the date of separation or the Individual Retirement Record (SF 2806/3100) was not closed out and forwarded to OPM. Employees should be advised that submitting refund claims to the CPAC after the above time frame will only delay processing. If the CPAC does receive an untimely claim, it can send it directly to OPM for processing. The date that the complete claim was received in the CPAC 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 Additionally, the CPAC must forward 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 is 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 complete closeout its records without the SF 50, CPOCs should not delay authenticating the SF 50. The date that the signed and dated application was received in the CPAC 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.
- Disability Claims: The Office of Personnel Management (OPM) only tracks preliminary disability claims. Do not re-enter new dates when the final application is submitted. The complete claim should be submitted to the Defense Finance and Accounting Service (DFAS)
as soon as the claim is processed by personnel but no later than 5 days after all documentation is received in the personnel office. Since the Certified Summary of Federal Service (SF 2801-1/3107-1) is a document compiled and controlled by the CPAC and it is the form that OPM uses to
signify when the claim was received in the agency, CPACs should ensure that it is not dated until the complete application is ready to forward to DFAS. If a claim is submitted unsigned and the employee is unavailable, a statement to that effect can be placed on the form
(in the employee's signature block) and the claim can be sent to DFAS. DFAS will use the date on the Summary of Federal Service for the Individual Retirement Record (SF 2806/3100). The date reflected on the Individual Retirement Record is the date that OPM uses for its official
timeliness report, also known as the Aging of Separations Report (AOS). The date that the complete preliminary claim was received in the CPAC 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. Do not re-enter data elements on the final disability claim.
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.