Introduction
Welcome to the Separations (SEP) Branch page!
We hope you find the new format easier to navigate and the information better assembled for all your research needs. On this SEP OVERVIEW tab, you will find basic information about SEP and each topic tab the instruction required to assist you.
About the Separations Branch
Annually we process nearly 3,000 separations and distribute 130,000 W-2 forms. PPC SEP provides the following:
Separation Processing Tips
Reminder for Soon-to-be-Retirees: Beginning January 1, 2024, PPC/RAS will no longer accept versions of the Form DD-2656 older than March 2022 as your application for retirement pay. There have been updates made to the form that allow for more efficiencies in processing new retiree accessions.
Please submit your DD-2656 to PPC-DG-CustomerCare@uscg.mil at least 90 days prior to your date of retirement. Failure to provide this form - with a signature dated prior to your retirement date - will result in your enrollment in the Survivor Benefit Plan (SBP) for at least 24 months.
Transition Training
Be prepared: Take your mandatory transition training!!!
All members are required to take pre-separation counseling on the Learning Management System (LMS) or a transition seminar. Members are authorized to begin their transition one year out from separation or two years out from retiring. Contact your local transition manager or visit the Transition Assistance Program (TAP) website at https://www.dcms.uscg.mil/CG1/Health-Safety-and-Work-Life-CG-11/Office-of-Work-Life-CG-111/Transition-Assistance-Program/. Visit the Transition/Relocation Manager Contact List page for the name and email address of the Transition/Relocation Manager for your location.
ALCOAST 256/24 - MANDATED TRANSITION ASSISTANCE PROGRAM (TAP)
This ALCOAST is a reiteration of the mandatory requirements of REF (A), to include conducting the TAP Initial counseling and Pre-separation counseling with a service member 365 days prior to separation/retirement and the service member attending a TAP seminar in person whenever possible.
Directives:
Military Separations, COMDTINST M1000.4C
Temporary Separations, COMDTINST M1040.
Personnel & Pay Procedures Manual (3PM)
Forms:
Authorized CG-3307 Administrative Remarks Entries: SEP-33 Acknowledgement of Transition Assistance Program (TAP)
Information About Your Final Separation Pay
The Separations Branch (PPC-SEP) works with Servicing Personnel Offices (SPOs) to ensure that separating members receive correct final pay. Once the separation transaction as been approved by the SPO in Direct Access (DA), the Separations System Review Team (SRT) validates computed final pay and makes manual adjustments to account for any additional funds due and/or debts owed to the government.
SPOs must approve the separation transaction before the SPO cutoff date for the pay period in which the separation falls to ensure payment of final pay on the last regular pay period. Late approval of the separations transaction will result in delayed delivery of final pay.
SPOs must update the member's final mailing address in DA to ensure accurate delivery of the W2 following separation and provide accurate contact information for the PPC-SEP.
Precedence of Collections from Final Pay
When the amounts due are not enough to cover authorized deductions or collections, amounts are collected in the following sequence in accordance with Coast Guard Pay Manual, COMDTINST M7220.29 (series), Figure 11-7.
This is a quick reference for most common debts at time of separation:
1. Forfeitures and MGIB
2. Federal Income Tax Withholding (FITW), Social Security/Medicare (FICA), Dental, Service members Group Life Insurance (SGLI)
3. State Income Tax Withholding (SITW)
4. Government debt to the U. S. Coast Guard (ie. Bad checks to CG, travel, household goods, damage to quarters)
5. Government debt - Department of Defense, VA
6. Garnishments for child support and alimony
7. CG Exchange, NEX, AAFES, and various MWR debts
8. CG Mutual Assistance
9. Involuntary Commercial Debts
10. Tax Levies
11. Court Martial Fines
Out of Service Debt Collection
When the amounts owed exceed the amount due, PPC-SEP Accounts Resolution Team (ART) will process an out of service debt. For members who are discharged, RELAD to the IRR or transferred to a RET-2 status, the amount to be collected will be forwarded to the Coast Guard Finance Center for collection action and a debt letter with a summary of overpayment will be sent to the mailing address in DA. For members who are retired with pay, the amount to be collected will be forwarded to PPC-RAS for collection from retired pay. PPC-RAS will issue the debt letter with summary of overpayment.
Questions?
Please contact PPC Customer Care PPC-DG-CustomerCare@uscg.mil or by calling (866)-772-8724.
About Retirement Certificates
The Pay and Personnel Center Separations Branch (PPC-SEP) does not pre-mail retirement certificates. Retirement certificates must be requested by the member's unit using the memo below. The unit must submit the certificate request memo at least 60 days prior to the date planned for the member's retirement ceremony.
PPC (SEP) issues three types of certificates: Retirement, Spousal Appreciation and Presidential. We do NOT issue certificates to significant others, children (use-CG-5673, see below) or pets. Children's certificates are processed at the unit level.
- Children's Certificate of Appreciation (CG-5673)
- The information on the Direct Access/Global Pay database is what is used to populate the names on the certificates. PPC (SEP) cannot deviate from this for nicknames or AKA situations.
- Retirement certificate requests will only be accepted for members with APPROVED ORDERS. Approved Orders should not be confused with an APPROVED SEPARATION AUTHORIZATION. If Approved Orders are not available, please consult your ADMIN/SPO.
These certificate templates can be used at ceremonies in the event the actual certificates are not received in time:
The date of retirement determines which Presidential signature will be used not the ceremony date. NO EXCEPTIONS
How to Request a Presidential Letter of Appreciation for Members Retiring With 30 or More Years of Service
NOTE: This is not a service provided by PPC
Per COMDTINST 1800.6A - Presidential Recognition on Retirement from the Coast Guard, service Members who retire with at least 30 years of military service shall receive a standard letter of appreciation upon retirement, prepared by the White House and signed by the President of the United States.
To request a letter for a member at your unit, complete and sign the memo template - Presidential 30 YR Request Memo - from Chapter 3, Part N, of the Personnel and Pay Procedures Manual, PPCINST M1000.2(series) and send it via email to PSC (OPM-1/EPM-1/or RPM-1) with a copy of the DA Retirement Authorization. You must allow at least 90 days for processing.
Requests MUST be sent to the appropriate PSC email addresses for processing:
How to Request Reserve and Active Duty Retirement Certificates
Retirement Certificate Order Memo - To be submitted by member's Unit.
RETIREMENT CERTIFICATES ARE NOT AUTOMATICALLY SENT BY PPC-SEP
Note: This is the process to order retirement certificates issued by PPC. Presidential Letters of Appreciation for Members Retiring With 30 or More Years of Service must be requested via the Personnel Service Center (PSC).
Please fill out the following memo to order retirement certificates. A PPC representative will review the information, print the certificates, and mail to the address provided below as soon as possible.
Please submit requests for certificates to PPC-SEP in memo format. Here is a template showing all the information we need to process the request. (Note: This is a MS Word file, you'll need to download it (right-click on the link and select "Save link as"), fill it out, sign it, attached it to an e-mail and send it PPC Customer Care.) Submit memo requests via e-mail to PPC-DG-CustomerCare@uscg.mil.
The following information is required for all retirement certificate requests:
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a.
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Is this request for replacement certificates?
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Yes/No
If yes, explain.
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b.
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Member’s Full Name:
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First Middle Last
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c.
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Member’s Sex:
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Male / Female
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d.
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Member’s Employee ID Number:
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1234567
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e.
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Member’s Rate/Rank:
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Yeoman First Class / Lieutenant Commander
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f.
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Member’s Branch of Service:
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Active Duty /Reserve
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Permanent Disability |
Yes / No |
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h.
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Member’s Marital Status:
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Married / Single
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i.
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Spouse’s Name:
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If married – First MI Last
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j.
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Spouse’s Sex:
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If married – Male /Female
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k.
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Relationship:
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If married – Husband / Wife / Spouse
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l.
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Date of Retirement Ceremony:
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Enter date. Submit at least 60 days prior to this date.
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m.
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Retirement Date:
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Enter date.
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n.
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Retiree’s Total Years in Service:
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Enter total years of service
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o
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Active Duty Base Date (ADBD) or Pay Base Date (PBD) (for Reservists)
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Enter Date.
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p.
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Unit Name:
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Name of unit
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q.
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Unit Mailing Address:
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Full mailing address
Including
City, State, and zip code.
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r.
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Unit Point of Contact (POC) name:
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Enter the name of the POC
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s.
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POC Rank/Rate/Title:
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Enter the POC’s title
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t.
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POC Daytime Telephone Number:
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Enter the POC’s phone number with area code.
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u.
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POC E-mail Address:
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First.m.last@uscg.mil
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v.
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Comments/Requests:
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Enter any additional information.
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Wage and Tax Statement Procedures
IRS Form W-2 and 1095-C - The required IRS tax forms W-2 (Wage and Tax Statement) and 1095-C (Employer-Provided Health Insurance Offer and Coverage) will be mailed no later than 31 JAN each year to each members mailing address listed in Direct Access. Members who have selected to opt out of receiving the paper forms will be able to download their tax forms from Direct Access and will not receive a paper copy in the mail.
View/Print My Year End (TAX) Forms (W-2s and ACA Forms) (Consent / Opting-out of Paper Copies)
Mailing of Wage and Tax Statements
1. IRS Form W-2 for 2024 will be mailed no later than 31 January 2025. W-2s are mailed to the member’s mailing address in Direct Access.
2. In addition to W-2 forms, PPC will also be mailing IRS 1095-C, Health Coverage forms. The IRS 1095 series forms include information already provided to the Internal Revenue Service. These forms contain information members need to complete their individual federal income tax return.
3. In order for PPC to furnish the IRS Forms in a timely fashion, all members must ensure their correct and current mailing address is entered in Direct Access no later than 4 January 2025. To view and update your mailing address using Direct Access Self-Service (https://hcm.direct-access.uscg.mil/), go to the Main Menu and select Self Service, Employee, Tasks, Home and Mailing Address. Refer to the note below, for address format examples for single members living in barracks or shipboard berthing. Members must ensure forwarding of mail through the U.S. Postal Service if there has been a recent change in mailing address.
Note: The postal database does not recognize that numerous Coast Guard units may reside at a given address. For instance, in Portsmouth, there are several units located at 4000 Coast Guard Blvd.
- For single members living in barracks or shipboard berthing, the unit’s name may be part of the address.
- To ensure proper delivery, the unit’s name must be entered at the BEGINNING of the street information on the Tax Mailing Address transaction and the accurate 9-digit zip code must also be entered.
- If the unit’s name is at the end of the street information or as part of the city/town information or the 9-digit zip code was not entered, the unit’s name will be deleted by the monthly postal address conversion program.
Example of Good Address:
BASE (BEQ) 4000 CG Blvd
Portsmouth, VA 23703-2199
Example of Bad Address:
4000 CG Blvd BASE (BEQ)
Portsmouth, VA 23703-2199
4. A printable 2024 IRS Form W-2 or IRS Form 1099R (for retirees) will be available in Direct Access self-service no later than 31 January 2025. See How to View and Print Your W-2 Form.
Requesting a Duplicate Wage and Tax Statement
For 2015 and later W-2 and 1095 Forms, active duty and Reserve members will access forms via Direct Access Self Service. Do not submit a request for a replacement 2015 or later tax form, they will be available via Direct Access.
For 2014 and prior year W-2 forms, active duty and reserve members shall complete form CG-2016, W-2 Request Form (/ppc/forms/) and forward it to their SPO via their unit administrative support. The SPO will attach the completed form to a PPC Customer Care trouble ticket or send it via e-mail to ppc-dg-customercare@uscg.mil. If submitting via CG Workstation, a digital signature is preferred.
Separated or retired members shall complete form CG-2016, W-2 Request Form (/ppc/forms/) to request replacement or duplicate W-2 forms. Attach the completed form to an e-mail to ppc-dg-customercare@uscg.mil.
Replacement W-2 forms will not be available until 15 February. This will allow time for the original mailed form to arrive at its destination or to be returned as undeliverable. CG-2016 forms received via fax are no longer accepted and will not be processed.
Personnel and Pay Procedures Manual (PPPM), PPCINST M1000.2 (series), section 8.I.13, contains guidance for requesting a corrected IRS Form W-2.