U. S. Coast Guard Pay & Personnel Center
2019 Novel Coronavirus (COVID-19)
Welcome to PPC Procedures & Development (P&D) Branch's "Yeoman GO kit" web page. This page provides resources for YNs, especially recent Class "A" School graduates. The page is provided to introduce you to the wealth of information and resources PPC (P&D) has to offer. This page is for you, the U. S. Coast Guard Yeoman. The content provided is in response to requests and input from the field. Please use the Feedback Button, located at the bottom of the left column, to let us know how we are doing or to ask for assistance in locating content.
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Yeoman Professional Development Resources
PPC P&D On Demand Road Shows
Welcome to the Procedures and Development (P&D) Branch “ON DEMAND” Virtual Road Show! This section is designed to allow you to select topics from an “a la carte” menu to develop your own personal or divisional training programs. These are the same presentations we use when we deliver on-site training. If you need assistance regarding a particular topic or you wish for us to include a topic, you may contact us at: PPC-PF-PD@uscg.mil
The following workshop topic areas are available (click the links below to access the workshops):
Human Resources Workshop
OUTCONUS PCS & Entitlements Workshop
Other Unique Topics of Interest
Join our mailing list!
USCG Pay and Personnel Center News Updates via E-Mail (click to subscribe)
More Resources for YNs on the Coast Guard Portal
USCG Pay and Personnel Center Blog on CGPortal:
Enlisted Rating Advancement Training System (ERATS) - YN Rating (on CGPortal)
YN Rating Force Master Chief (on CGPortal)
Quarterly YN Force Notes.
YN Assignment Officers (on CGPortal)
Communication is extremely important when it comes to your assignment.
YN Study Group (on CGPortal)
In keeping with the Yeoman Guiding Principles, YNS is committed to providing a learning and mentoring environment and a place to gain the knowledge needed to enhance the performance of a YN's duties.
We are a team of dedicated professionals who specialize in helping people
and commands by providing them information, guidance, and administrative
services, concerning pay, travel and transportation entitlements, benefits
and human resources management.
YNs are key problem-solvers, counselors, and sources of information to personnel on questions ranging from career moves, entitlements, and incentive programs to retirement options and veterans' benefits. They are the men and women who make things happen, the indispensable behind-the-scenes personnel that make any well-oiled organization hum.
ARLINGTON, Va. - A Coast Guard yeoman assists a fellow Coast Guardsman at the Coast Guard Recruiting Command,
February 28, 2013. YNs are key problem-solvers, counselors, and sources of information to personnel on questions
ranging from career moves, entitlements, and incentive programs to retirement options and veterans' benefits.
U.S. Coast Guard photo by Petty Officer 2nd Class Etta Smith
Direct Access Global Pay Terminology (From the Knowledge Base page on CG Portal)
Direct Access Glossary: Go to the Direct Access online help (https://cg.portal.uscg.mil/units/ppc/RoboHelp/DAGP/glossary.aspx), there is a glossary. You click on the word to get the definition. It's mostly just pay and personnel terms.
United States Coast Guard (USCG) Acronyms
More PSC Instructions (CG Portal - CAC Login Required)
Visit the CG-612 Directives and Publications Division Coast Guard (CG) Authorized Forms page to download Coast Guard (CG) forms.
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Here are direct links the most frequently used pay and personnel forms and worksheets:
Note: Per the CG Pay Manual, Servicing Personnel Offices (SPO) shall only approve requests for advance pay of up to one month if applicants meet the conditions in paragraph 2 of the message. Any request for two or three months advance pay must be approved by the member's commanding officer in consideration of the guidelines in paragraphs 3.A through 3.E of the message. PCS travel and transportation advances are limited to 80% of the estimated travel and transportation costs to include MALT, per diem, DLA, and TLE. Payment must not be made more than 30 days before the member detaches, except under extenuating circumstances (e.g., member moves dependents before detaching).
Designation of Persons Authorized to Direct Disposition of Remains
Per the National Defense Authorization Act 2012 signed by the President on 31 Dec, the "Designation of Persons Authorized to Direct Disposition of Remains of Members of the Armed Services" (PADD) is now a "member-designated" benefit. As outlined in ALCOAST 427/08 only spouse, adult child, parent or adult sibling were allowed to be designated. If none were known or alive then any relative may have been designated, or finally, a close friend. The new law allows members to designate any person of choice.
No one is required to change any PADD designation as a result of the change in law or to update their form CG-2020D at this time. Existing PADD designations for someone other than a relative--which actually should not have been accepted at the time--will now be acceptable, no update needed. The change supports every Coast Guard member who has reason to designate a PADD other than a relative.
The Personnel Service Center (PSC) is in the process of updating the designation form and will be promulgating an ALCOAST once the revised form is approved.
Note: If a member has a spouse but designates a person other than the spouse to receive all or a portion of the death gratuity pay, the member's Commanding Officer is required to notify the spouse, in writing, about the designation. Here is a template (in MS Word format) for the Memo to notify the member's spouse.
Career Intentions Worksheet
Note: Use the Submit button to forward the form to your supervisor for approval. When you click the Submit button a new email message will open with the form attached. Replace the "email@example.com" address in the To line with your supervisor's email address. Supervisors, division/branch chiefs, and department heads must also replace the "firstname.lastname@example.org" with the appropriate email address. Command approvers will replace "email@example.com" with the email address for the Servicing Personnel Office for the unit.
TDY Travel Request/Authorization Worksheet
Note: Update is in the pipeline. There are several web links on the form that no longer function. Here are the updated links:
Family Subsistence Supplemental Allowance (FSSA) Application
Noted: After September 30, 2016, a member is eligible for a supplemental subsistence allowance only if the member is serving outside the United States, the Commonwealth of Puerto Rico, the United States Virgin Islands, or Guam.
Note: Use this worksheet in lieu of completing the SPO Endorsement (Item 10.K) on the PCS Reporting worksheet (CG-2005)
Department of Defense (DD) (Links will open a page on the DoD forms page where you will find the link to the actual form)
*Discharge certificates are limited distribution forms. They are not available on the internet. Only Servicing Personnel Offices (SPOs) and Personnel and Administrative (P&A) Offices are authorized to possess the templates. Download the certificates file from https://cg.portal.uscg.mil/communities/yns/YN/CERTIFICATES/DISCHARGE%20CERT. If you are not a member of the YNs CG Portal Community you can use the links on the main page (https://cg.portal.uscg.mil/communities/yns/SitePages/Home.aspx) to request membership.
Department of Homeland Security:
The health-related questions (SGLV-8286, Item 4, About Your Health or SGLV-8286A, Part III - Spouse Information) on the forms are only required to be completed when the member has previously declined coverage or elected coverage for a reduced amount and wants to reinstate or increase coverage. Please refer Chapter 5, Section A, of the Personnel and Pay Procedures Manual, for additional information on completing forms SGLV-8286 and SGLV-8286A.
Certificates are, for the most part, CG or DD forms. However, they are not included in Internet forms libraries because they are limited distribution forms. Here's a list of the certificates you may be tasked with issuing. All links are to the CG Portal forms library (https://cg.portal.uscg.mil/library/forms/).
CG-5530, CERTIFICATE FOR ADVANCEMENT TO SEAMAN/FIREMAN (E-3) (Via "YNs Page" on CG Portal. Formatted for 2021 and later).
(Note: On the CG-5530 (that you download from the CG Portal forms page), the drop-down for the year field only goes to 2020. For 2021 and later, you must delete and type in the correct year. To do this, select any year from the list, place the cursor at the start of the date field and press the delete key. Then, type in the correct year.)
CG-216, PETTY OFFICER APPOINTMENT CERTIFICATE
CPO/SCPO/MCPO ADVANCEMENT CERTIFICATES - Issued by PPC (ADV). See "About Advancement Certificates" on the ADV web page for more information.
See the Creating Advancement Certificates Self Service for Commands User Guide and the accompanying tutorial for procedures.
Appointments & Promotions
Officer (including CWO) appointment and promotion certificates are issued by Commander (OPM-1), Coast Guard Personnel Service Center. Mock appointment certificates are available in the Document Library of the CG YNs CG portal site.
CG-4178a, GOOD CONDUCT CERTIFICATE (Active & Reserve)
Per 1.B.34 of the Military Separations Manual, COMDTINST, M1000.4, certificates will only be awarded to recipients of honorable discharges. Other types of discharge certificates (General, Bad Conduct, Dishonorable, and Discharge Under Other Than Honorable Conditions) are no longer issued.
The DD Form 256 CG, Honorable Discharge Certificate is a limited distribution form. Members of the YN rating may download the form from the YN's page on the CG Portal.
Replacing Discharge Certificates (1.B.34.c., Military Separations Manual, COMDTINST M1000.4)
On satisfactory proof a discharge certificate was lost or destroyed without the fault of the individual to whom it was issued, Commander (CG PSC-PSD-mr) will issue a certificate in lieu of discharge. Apply for a certificate in lieu of discharge to replace a lost or destroyed discharge certificate to Commander (CG PSC-PSD-mr). Only Commander (CG PSC) can issue a duplicate or copy of a discharge certificate.
CG-5673, CHILD'S APPRECIATION LETTER
CG-5674, SPOUSE REENLISTMENT APPRECIATION LETTER
CG-5675, OATH OF REENLISTMENT CERTIFICATE
PPC (SEP) issues three types of certificates: Retirement, Spousal Appreciation and Presidential. We do NOT issue certificates to significant others, children or pets. Children's certificates (CG-5673) are processed at the unit level. See "About Retirement Certificates" for more information.
This tab provides links to MS Excel spreadsheets programmed to perform various calculations.
*Terminal Leave Calculator
Reserve Early Retirement RET-1 Calculator
Pay & Allowances
The Military Accounts Support (MAS) Branch, Latest Pay Rates and Benefits page, provides links to pay charts and information about pay entitlements and benefits.
To find out if an entitlement is taxable or how it is calculated (e.g., 30 day month or day-for-day) refer to the Coast Guard Pay Manual or the Direct Access Knowledge Base. There are shortcuts to Knowledge Base articles in the "Knowledge Base Entry" column on the Direct Access User Guides page, under the SPO Pay & Allowances Table.
Links to Process Maps and Knowledge Base entries will take you to the CG Portal (CAC login required). Process Maps and User Guides are in Adobe Acrobat (PDF) file format and will open in a new window. Visit the Human Capital Management Military Human Resource Business Process Standardization (MHR-BPS) Publishing Site on the CG Portal to learn about Context Models and Process Models. You can also review this presentation on HCMS Modeling Elements to learn more.
Sign into Direct Access
Direct Access User Roles and Functions: Functional roles have been created to assist users with requesting roles. For example, instead of having to know which specific roles you need, you will select a “Functional Role”. Examples: CG SPO Technician, CG SPO Auditor, CG CGIS Investigator. Please visit the DA User Roles and Functions page for more information.
Individual Awards: 11/04/2020
Mass Update (Multiple members-Same award & date): 02/11/20
Upon degree completion, students will request an official transcript be sent to ETQC-Registrar Office 300 E. Main Street, STE 1201, Norfolk, VA 23510
Visit ETQC's website https://www.forcecom.uscg.mil/Our-Organization/FORCECOM-UNITS/ETQC/VOLUNTARY-EDUCATION/ for specific procedures
(*) BAH Dependency Data Form - Delayed Processing - Changes you make in Personal Information/Dependent Information WILL NOT IMMEDIATELY APPEAR ON THE BAH DEPENDENCY DATA FORM. The form relies on an update process that runs daily at 0500 (EST) to pull data from for the form. Wait until after 0500 (EST) or until the next day before attempting to print the form. Includes procedures for printing by member employee ID and batch printing by department ID (SPO or unit).
Visit our PHS Officer Corps Direct Access User Guides page for PHS specific guides.
Required User Role for "Schedule a Query":
Only the user roles listed below have the ability to run a report that uses the Schedule a Query component.
Electronically Imaged PDR (EI-PDR) via Perceptive Content. Covers:
Can't open .XML files?
DA outputs some reports in extensible markup language format, these files have the .XML suffix. Windows 10 on the standard workstation doesn't have a default viewer for .XML files. To open an .XML file in Windows 10, use MS Excel. Save the file to your desktop, open MS Excel, select "Open", then "Browse", then "Desktop", and select the .XML file previously saved to the Desktop.
Retiree Self Service
Visit the Retiree & Annuitant Services (RAS) Branch Direct - Access Self - Service Page for user guides and tutorials for retirees and annuitants.
PCS eResume topic updated. New "Known Issue" reported - When completing a new PCS
eRésumé do not open multiple instances of DA with additional PCS eRésumé windows.
Going back and forth between multiple PCS eRésumé windows may result in unexpected
behavior (Example: Duplicate choices) and data file corruption.
Requesting Mobilization Volunteer Opportunities (Member Self-Service)
Apply for Mobilization Opportunities:
Also see: TSP "Webinar" Recordings (June & August 2018)
New Reserve Specific Self-Service User Guides:
Annual Screening Questionnaire
Also see: Standard Occupational Code Listing (Spreadsheet listing SOC
codes. Provided for easier searching).
The EES Enlisted Evaluation Report Direct Access User Guide covers the following topics:
03/24/2016(Postgraduate/Advanced Education Endorsements)
Endorsing a Request
Annual Screening Questionnaire (ASQ) Command
Also see: Standard Occupational Code Listing ?(Spreadsheet listing SOC codes. Provided for easier searching).
The Reserve Inactive Duty for Training (IDT) Drills User Guide covers these topics:
IDT Drills - Schedule/Authorize Individual or Batch 07/31/2019
IDT-Drills - Correct/Cancel 07/31/2019?
IDT-Drills - Resubmit 07/31/2019
IDT Drills - Complete/Deny 11/19/2018
IDT Drills - Change 11/19/2018
Understanding Reserve Pay Processing 10/28/2019
Verifying a Delay in Pay for a Reservist
Pay Calendars, Cuts and Timing 03/01/2019
Chargeable Absences 04/17/2020
Non-Chargeable Absences 04/17/2020
How Correct or Delete Approved Absence Requests 10/17/2018
Chargeable absence request - CMD/SPO 10/24/2018
Non-Chargeable absence request by Proxy 10/30/2018
Chargeable absence request by Proxy 10/30/2018
How Correct or Delete Approved Non-Chargeable Absence Requests 10/18/2018
How to Correct or Delete Approved Chargeable Absence requests 10/22/2018.
Defense Incident-Based Reporting System (DIBRS).
Cross Reference to 2019 Manual for Courts-Martial
1. Entering 08/28/2019
2. Approve or Deny 08/28/2019
3. Adding a Step 08/29/2019
4. Report 01/14/2020
Advances ( Pay, BAH, or OHA)
Assignment Pay (AP)
Basic Allowance for Housing (BAH) Overview
BAH Without Dependents
BAH With Dependents
BAH Members in PCS Transit
BAH for Reserve Members
BAH Inadequate Quarters Rental Charge
BAH/COLA Report SPO User Guide
BAH/COLA Report SPO Tutorial
DA Pay Processing: Inactive BAH Case
Starting BAH 06/28/2019
Starting BAH for Reserve Members 08/22/2019
Starting BAH-TR 05/01/2019
Correcting BAH 07/08/2019
Stopping BAH 07/08/2019
Starting BAH After PCS 07/08/2019
Correcting - Inserting a BAH Row 07/09/2019
Career Sea Pay Premium (CSPP)
Note: If submitting transaction out-of-range the SPO will submit the CSPP Start Date Calculator Spreadsheet via a trouble-ticket to PPC customer care after approving the CSPP action request in Direct Access. Also submit the CSPP Start Date Calculator Spreadsheet via a trouble-ticket to PPC customer care if having trouble inputting or approving the transaction.
Known Issue: Career Sea Pay Premium (CSPP) for TACLETs - SPOs must submit trouble tickets to have CSPP pay out for CSPP eligible TACLET members who go TDY to a ship.
Also see: CG-2036, Career Sea Pay Premium Worksheet
Hardship Duty Location Pay for Designated Areas (HDP-L(DA))
a. Members may apply for HDP-ROM through their unit Personnel and Administration (P&A) office to their Servicing Personnel Office (SPO). Applications must be accompanied with the following documentation:
(1) Copy of order directing member into quarantine/isolation or restriction of movement. Such orders must include the beginning and ending dates of quarantine/isolation. (Memo Order Template. MS Word file format)
(2) Statement from member that they are required to pay out-of-pocket for the cost of their lodging without full or partial reimbursement. (Template for member's statement. Adobe PDF file format)
(3) Copy of the invoice for the quarters paid for out-of-pocket. Invoices or receipts for lodging with friends or family are not acceptable.
b. Unit P&A offices will review HDP-ROM applications for compliance with the conditions of eligibility and completeness and forward the applications to the unit’s SPO.
c. SPOs will submit HDP-ROM applications to PPC as a customer care ticket. Payment is authorized in arrears for the ordered ROM quarantine/isolation period.