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Pay & Personnel News Updates from our Branches

  • 3
  • Aug
  • 2017
Direct Access Reserve Order Discrepancies Report Explained

By Peter Buel, PPC (FAR),

There are many Reserve Orders in Direct Access in various stages of processing that need to have various action taken to cancel, or process the orders to an En route or Finished status.

Administrative Offices, SPOs, District (dxr) and RFRS Staffs, DOL, and PAC-13 should run Reserve Order Discrepancy Report  to ensure complete and timely processing of all Reserve Active Duty orders.

A user guide for running the Reserve Order Discrepancy Report is now available.


RSV Order Discrepancies Report Explained

CG_RSV_ORD_DISCREPANCIES 

The CG_RSV_ORD_DISCREPANCIES report, available under DA’s Reserve Administration pagelet and labeled as RSV Order Discrepancies, has been in DA Production environment since early 2015. Personnel with the proper role at unit Admin Offices, SPOs, District (dxr), RFRS Staffs, DOL, and PAC-13 are encouraged to familiarize themselves with this report and routinely run the report to ensure timely processing of all USCGR Active Duty orders. This report should always be run by a designated representative at all SPOs to ensure those orders in an Authorized or Ready status are placed to Enroute status immediately after unit notification that a member has arrived for duty when the Order Begin Date has been reached. The Payroll Processing Schedule should be referred to, especially in regard to the SPO Data Approval Cutoff/Blackout Dates. No orders can be placed into an Enroute status on the actual Payroll Finalization Processing Date, however close monitoring of this report will normally ensure timely processing of members’ pay and allowances. PPC and OSC have devoted numerous manhours to cleaning up old errors which were on this report. There are a few older ones remaining on the report which are still being worked on.


Running the report results in a downloadable file, using Excel Spreadsheet, CSV Text File, or XML File.  Once the file is downloaded, then it can be filtered to each unit’s specific needs. Users should note that a Trans ID may appear with multiple errors so they may wish to sort accordingly. The fields on the report are:
 

Order Discrepancy, Last Name, First Name, Empl ID, Job Eff Date, Job Eff Seq, Budget Dept, Funding Department, Departing SPO Dept ID, Departing SPO Department, Reporting SPO Dept ID, Reporting SPO Department, Trans ID, Order Status, Order Begin Date, Order End Date. 

The Order Discrepancy messages, along with a brief meaning, if not self-explanatory, are: 

Authorized Orders with Begin Date Past Not E, F 

RSV orders are in not in an En Route or Finished status and begin date of order has passed current date of report.

  •  SPO action needed either to process to an En Route or Finished status or cancel order 

En Route and Finished Orders with No ROB Job Row 

RSV order is En Route or Finished Order with no Reserve Order Begin (ROB) Job Row to begin AD time and Pay on the Actual Begin Date of the order (Seq Nbr 1).

  • PPC action on these, at least initially. If SPO action is needed, then PPC (ADV) will inform the SPO after PPC has opened a Customer Service ticket. 

En Route Order With Inactive Department 

RSV order is En Route with an inactive department ID on the orders.

  •  SPO action needed to enter valid department ID. 

En Route Order With Inactive Location 

RSV order is En Route with an inactive location.

  •  SPO action needed to enter valid location. 

En Route Order With Inactive Position 

RSV order is En Route with an inactive position.

  • SPO action needed to enter valid position number.

 

Finished Order With No ROE or RLD in Job 

RSV orders in a Finished status but there is not a Job Row built to shut down member’s entitlement to AD time or Pay based on Actual End Date (Seq Nbr 99).

  • PPC Action for some, RELAD event required from SPO input for others. 

Future Dated ROB/ROE Row in Job 

RSV orders with a Reserve Order Begin and/or Reserve Order End Job Row – Error should never occur but was built as a possible condition.

  • PPC action on these, at least initially. If SPO action is needed, then PPC (ADV) will inform the SPO after PPC has opened a Customer Service ticket. 

Order BeginDt Different Than First OrdTravel Actua 

Order Begin Date does not match the Actual Depart Home (Seq Nbr 1) date of the RSV order.

  • PPC action on these, at least initially. If SPO action is needed, then PPC (ADV) will inform the SPO after PPC has opened a Customer Service ticket. 

Order EndDt Different Than Last OrdTravel Actual D 

Order End Date does not match the Actual Report Home (Seq Nbr 99) date of the RSV order.

  • PPC action on these, at least initially. If SPO action is needed, then PPC (ADV) will inform the SPO after PPC has opened a Customer Service ticket. 

Orders In P,A,R Status with Actual Dates Not Pendi 

RSV order is in a status of Proposed, Authorized or Ready status with an Actual date in one or more of the Travel Order Seq 1, 2, 98 or 99 but not submitted for approval to the approving official.

  • SPO Action
  • Training issue – No Sequence should have an actual date reported until the order is submitted to the SPO Supervisor for approval (member has performed this travel).  Orders should always be in an En route, Finished, or Ready status pending SPO Supervisor En route approval when these dates have been populated.  Some of these are actually being populated by the Self-Service Member.  

Orders Routed > 1 mon to next level. Action pends 

RSV orders have been submitted for approval; action by approving authority has been pending for over 1 month in any status

  •  Not an error – These are informational only, a useful tracking tool at District (dxr) level. dxr approvers do not normally approve too early, as the obligation is set at approval and the approval being set too early can impact the Financial Procurement Desktop (FPD) side of the house, as an auto-deobligation will occur if more than 90 days elapse before the time the member’s accruals are sent to the Core Accounting System (CAS) and FPD. 

Orders With Approved Rows With No Actual Dates  

Orders with approved travel rows without actual dates. This condition should never occur.

PPC action on these, at least initially. If SPO action is needed, then PPC (ADV) will inform the SPO after PPC has opened a Customer Service ticket. 

Orders With Future Actual Dates  

Orders with Actual Dates in the future (exceeding system date.) This condition should never occur.

  •  PPC action on these, at least initially. If SPO action is needed, then PPC (ADV) will inform the SPO after PPC has opened a Customer Service ticket. 

Orders With Travel Actual Dates Not Pending/Approved 

Orders contain an Actual Date in Sequence 1, 2, 98, or 99, with Trvl Approval blank.

  •  PPC action 

Overlapping Order 

Orders overlap with another set. This condition should not occur. PPC is reviewing each instance of this error closely to determine if there is a systems issue. 

  •  PPC action on these, at least initially. If SPO action is needed, then PPC (ADV) will inform the SPO after PPC has opened a Customer Service ticket. 

Unfinished Orders With End Date Past 

RSV orders in Authorized, En Route or Ready status with an ending date past the current report date which has not been completed to a Finished status.

  • SPO action 

XFR/ROB Job Rows With No Associated Order 

Job Data has a job row with the Action Reason Transfer/Reserve Order Begin but this row has no associated RSV order with Seq Trvl 1 Actual Date to justify this row.

  •  PPC action 

XFR/ROE Job Row With No Associated Order End Dt 

Job Data has a job row with the Action Reason Transfer/Reserve Order End but this row has no associated RSV order with Seq Trvl 99 Actual Date to justify this row.

  •  PPC action