P 011819Z APR 13
FM DFAS CLEVELAND OH
TO AIG 4676
AIG 4678

SUBJ/REQUIRED SUPPORTING DOCUMENTATION ON
DEFENSE WORKLOAD OPERATIONS WEB SYSTEM (DWOWS) PAY CLAIM CASES//
MILITARY PAY ADVISORY 12/13//
REF/A/MSG/DFAS CLEVELAND OH/231939Z JUL 12//
REF/B/DODFMR VOL 5, CHAPTER 21//
NARR/REF A IS THE MILITARY PAY ADVISORY 28/12 SUPPORTING
DOCUMENTATION REQUIRED IN SUPPORT OF AUDIT READINESS
CERTIFICATION.  REF B IS THE DEPARTMENT OF DEFENSE FINANCIAL
MANAGEMENT REGULATION (DoDFMR) WHICH REFERENCES THE RETENTION OF
SUPPORTING DOCUMENTATION.//
POC/IDALIZ WILLIAMS/DFAS-JFLQ/CL/SYSTEM LIAISON AND PROCEDURES
DIVISION/TEL: DSN 580-5886/TEL:COMM:216-522-5886//
RMKS/1. THE PURPOSE OF THIS ADVISORY IS TO PROVIDE GUIDANCE
FOR SUBMITTING REQUIRED SUPPORTING DOCUMENTATION VIA DWOWS TO
DFAS-CL.  THESE PROCESSES ARE EFFECTIVE IMMEDIATELY.
2. IAW REF A, ALL DWOWS PAY CLAIM CASES MUST HAVE ALL SUPPORTING
DOCUMENTATION ATTACHED TO EACH CASE IN ORDER TO BE PROCESSED AT
DFAS-CL.
3. THE EXCEPTION TO THIS RULE WILL BE A REJECTED TRANSACTION THAT
NEEDS DFAS-CL INTERVENTION OR THE REQUIRED INFORMATION IS REFLECTED
IN OPINS, L0OG, LOPG, NES OR IMAPMIS.  IN THIS CASE, LOPG, NES,
OPINS, L0OG AND IMAPMIS ARE CONSIDERED THE AUTHORITATIVE SOURCE
FOR REQUESTS.
4. DJMS-RC WILL REQUIRE A COPY OF AN IMAPMIS RECORD IN ORDER TO
PROCESS ANY CLAIM SENT TO DFAS-CL VIA DWOWS SYSTEM.
5. IAW REF B, EACH FINANCE OFFICE IS RESPONSIBLE FOR THE RETENTION
OF SUPPORTING DOCUMENTATION. UPON REQUEST, SUPPORTING DOCUMENTATION
SHOULD BE MADE AVAILABLE TO DFAS-CL WITHIN 3 BUSINESS DAYS FROM THE
DATE OF REQUEST.
6. PERSONNEL AND FINANCE OFFICES MUST ENSURE THAT THE INFORMATION IN
PERSONNEL RECORDS ARE ACCURATE AND UP TO DATE BEFORE ANY PAY CLAIMS
ARE FORWARDED TO DFAS-CL FOR ACTION.
7. COMMANDS SERVICED BY A PSD, CSD, TPU, PERSONNEL OFFICE, NOSC AND
CVN’S WILL SUBMIT DWOWS PAY CLAIM CASES FOR EACH SERVICE MEMBER.
8. MASS TRANSACTION SUBMISSIONS SHOULD BE DIRECTED VIA DWOWS TO
DEPARTMENT JFLF AND CLERK CODE MST AND MUST BE FOLLOWED BY AN EMAIL
TO CCL-MB-DWOWS@DFAS.MIL REQUESTING TO LOAD EACH INDIVIDUAL PAY CLAIM
CASE INTO DWOWS.
9. COMMANDS SERVICED BY A PSD WILL SUBMIT THE EXCEL SPREADSHEET VIA
TOPS TO THE PSD, CSD, TPU, PERSONNEL OFFICE, NOSC AND CVN WILL
FORWARD VIA DWOWS INPUT AS STATED IN STEPS 7 AND 8.
10. FOR ACCOUNTABILITY AND AUDIT READINESS PURPOSES, MASS
TRANSACTIONS OF ELEVEN (11) OR MORE SERVICE MEMBERS AND FOR THE SAME
TYPE CASE ONLY, SHOULD BE SUBMITTED VIA EXCEL SPREADSHEET FORMATTED
WITH SIX (6) XLS COLUMN HEADERS.
11. THE COLUMNS HEADERS SHOULD BE LABELED IN THE FOLLOWING
ORDER:SYSTEM (ACTIVE,RESERVE,SEPARATION,SPECIAL CLAIMS,DEPENDENCY),
SSN, FULL NAME, TYPE OF CASE, RECEIVED VIA (ADSN, PASS CODE OR
PROGRAM MANAGER OFFICE CODE) AND REMARKS (LIST ACTION NEEDED TO
CORRECT EACH SERVICE MEMBERS’ PAY ACCOUNT NOT TO EXCEED 500
CHARACTERS).
12. EXAMPLES OF SUPPORTING DOCUMENTATION ON DIFFERENT TYPES OF CASES:
A)  PERSONNEL AND PAY RECONCILIATION CASES MUST REFLECT AN UPDATED
OPINS, L0OG, LOPG, NES AND IMAPMIS AS AN AUTHORITATIVE SOURCE.
B) SRB BONUS AWARD REQUIRES A COPY OF THE OPINS SCREEN WITH AN
APPROVED DTG MESSAGE.  COPY OF THE LOPG IS ALSO REQUIRED TO SHOW
EXECUTED REENLISTMENT OR EXTENSION THAT MATCHES THE REENLISTMENT
DATE AND TERM ON THE OPINS SCREEN.  UPON DFAS-CL REQUEST, COMMANDS
MUST BE ABLE TO PROVIDE A COPY OF MEMBER’S REENLISTMENT CONTRACT OR
EXECUTION THAT CONFIRMS THE SRB BONUS ENTITLEMENT.
C)  OTHER BONUSES SUBMITTED VIA EXCEL SPREADSHEETS AND SENT TO
DFAS-CL BY AN UNAUTHORIZED PERSONNEL WILL BE CLOSED OUT IN DWOWS WITH
NO ACTION TAKEN.  EACH PROGRAM MANAGER SHOULD PROVIDE A LIST OF
AUTHORIZED PERSONNEL TO DFAS-CL ON A QUARTERLY BASIS VIA EMAIL TO:
CCL-MB-MPO-AUDITS@DFAS.MIL.  IF PROGRAM MANAGERS DO NOT UPDATE THEIR
AUTHORIZED PERSONNEL LIST QUARTERLY, ANY REQUEST RECEIVED VIA DWOWS
FOR PAYMENT OF BONUSES WILL BE CLOSED OUT WITH NO ACTION TAKEN.
D)  SLA CARRYOVER LEAVE MUST BE ACCOMPANIED BY SIGNED LETTER FROM A
COMMANDING OFFICER OR HIGHER, SUCH AS ECHELON II AUTHORITY.
E)  RC/AC LEAVE CARRYOVER CASE MUST BE ACCOMPANIED BY A COPY OF
PAGE 13.
13. THE ABOVE GUIDANCE FOR SUBMITTING REQUIRED SUPPORTING
DOCUMENTATION VIA DWOWS TO DFAS CLEVELAND WILL BE REFLECTED IN THE
NEXT PTG UPDATE.
14. THIS MESSAGE HAS BEEN COORDINATED WITH BUPERS 26, COMNAVRESFOR,
PERS 9, NPPSC AND CNIC.
15. REQUEST WIDEST DISSEMINATION.//