RAAUZYUW RUCCBWF0001 1301300-UUUU--RHMCCSUU. ZNR UUUUU R 171230Z JAN 17 ZYB FM COMNAVPERSCOM MILLINGTON TN//PERS2// TO AIG 9226 INFO COMNAVPERSCOM MILLINGTON TN//PERS2// BT UNCLAS //N01000// SUBJ/PAY AND PERSONNEL INFORMATION BULLETIN 17-01// SECINFO/-/-// MSGID/GENADMIN,USMTF,2008/COMNAVPERSCOM MILLINGTON TN// REF/A/DOC/31 U.S.C. 3528// REF/B/MSG/COMNAVPERSCOM MILLINGTON TN 280855Z APR 16// REF/C/DOC/DODFMR VOL 9 CHAPTER 8// REF/D/DOC/NOTICE OF FINDING AND RECCOMENDATION (NFR) #2015-0027(NOTAL)// NARR/REF A TITLE 31 UNITED STATES CODE 3528 - RESPONSIBILITIES AND RELIEF FROM LIABILITY OF CERTIFYING OFFICIALS. REF B PPIB 16-09 TO ADDRESS ISSUES DISCOVERED DURING THE FY15 NAVY AUDIT RELATED TO TRAVEL CLAIM SUBMISSION AND APPROVAL. REF C DOD FMR VOLUME 9 CHAPTER 8 (JANUARY 2016) - POLICY ON THE PROCESSING OF TRAVEL CLAIMS. REF D IS INDEPENDENT PUBLIC ACCOUNTANTS (IPA) NOTICE OF FINDING AND RECOMMENDATION GENTEXT/REMARKS/1. PASS TO XO, ADMINOFF, DIRECTORS, OIC, PERSOFF, AND DISBO, DESIGNATED APPROVING/AUTHORIZING OFFICIALS AND CERTIFYING OFFICERS. THE PURPOSE OF THIS MESSAGE IS TO REINFORCE MILPCS TRAVEL VOUCHER PROCESS REQUIREMENTS OF REFS A THROUGH C. 2. ISSUE 170101: REF D FINDINGS DURING FY15 AND FY16 IPA AUDIT TESTING INDICATED DON APPROVING/AUTHORIZING OFFICIALS ARE NOT CONSISTENTLY ADHERING TO POLICIES AND PROCEDURES RELATED TO REVIEW AND APPROVAL OF TRAVEL VOUCHERS. APPROVING/AUTHORIZING OFFICIALS ARE REQUIRED TO REVIEW AND APPROVE TRAVEL VOUCHERS PRIOR TO SUBMITTING FOR REIMBURSEMENT. AO APPROVAL IS REQUIRED AND APPROVAL MUST BE DOCUMENTED IN BLOCKS 21, A THROUGH D, OF DD FORM 1351-2. 3. IMPLEMENTATION OF CORRECTIVE ACTIONS ARE IN REFS B AND C. HOWEVER, COMPLETED SUSTAINMENT AUDIT TESTING FROM PRIOR MONTHS CONSISTENTLY REFLECTED A NON- COMPLIANCE OF ALL REQUIRED APPROVAL/AUTHORIZATION AND CERTIFICATION ACTIONS. 4. COMPLIANCE REQUIRED: ALL TRAVEL CLAIM PROCESSING SITES REQUIRE IMMEDIATE COMPLIANCE WITH REFS A THROUGH C. EVERY TRAVEL CLAIM PROCESSING SITE MUST APPOINT DESIGNATED AUTHORIZING OFFICIALS TO SIGN THE APPROVING OFFICIAL BLOCK OF THE DD FORM 1351-2, AND A CERTIFYING OFFICER(S) TO CERTIFY TRAVEL PAYMENTS RELEASED THROUGH THE AUTOMATED DISBURSING SYSTEM. TO ENSURE COMPLIANCE WITH SEPARATION OF DUTIES REQUIREMENTS, INDIVIDUALS CANNOT BE BOTH APPOINTED AS A DEPARTMENTAL ACCOUNTABLE OFFICIAL AND CERTIFYING OFFICER WITHOUT A COMMANDING OFFICER EXCEPTION TO POLICY AND IMPLEMENTATION OF ADDITIONAL INTERNAL CONTROLS. COMMANDS MUST ENSURE SUBMITTED CLAIMS INCLUDE BOTH THE MEMBER’S SIGNATURE AND A COMMAND DESIGNATED REPRESENTATIVE’S REVIEWER SIGNATURE.CERTIFYING OFFICIALS ARE TO RETURN INADEQUATELY DOCUMENTED TRAVEL PAYMENT VOUCHERS TO THE APPROPRIATE COMMAND FOR PROPER APPROVALS AND SUPPORTING DOCUMENTS. 5. DD FORM 577 IS REQUIRED FOR ALL DEPARTMENTAL ACCOUNTABLE OFFICIALS/APPROVING AND CERTIFYING OFFICERS. FOR APPROVING/AUTHORIZING OFFICIALS: USE “DEPARTMENTAL ACCOUNTABLE OFFICIAL” IN BLOCK 6 TO APPPOINT THE POSITION AND THE FOLLOWING VERBAGE FOR BLOCK 7 IS RECOMMENDED: “YOU ARE APPOINTED AS AN APPROVING OFFICIAL FOR MILPCS TRAVEL CLAIMS. THE DEPARTMENTAL ACCOUNTABLE OFFICIAL IS AN ACCOUNTABLE OFFICIAL AND THEREFORE IS AN INHERENTLY GOVERNMENT POSITION. APPOINTEE MAY BE HELD FINANCIALLY LIABLE FOR ERRONEOUS PAYMENTS RESULTING FROM THE NEGLIGENT PERFORMANCE OF THEIR DUTIES.” FOR CERTIFIYING OFFICERS: USE THE “CERTIFYING OFFICER” IN BLOCK 6 TO APPPOINT THE POSITION AND THE FOLLOWING VERBAGE FOR BLOCK 7 IS RECOMMENDED: “YOU ARE APPOINTED AS CERTIFYING OFFICER FOR MILPCS TRAVEL CLAIMS. AS THE CERTIFYING OFFICER YOU WILL ATTEST TO THE CORRECTNESS OF STATEMENTS, FACTS, ACCOUNTS, AMOUNTS APPEARING ON A VOUCHER, ATTACHMENT OF ALL REQUIRED SUBSTANTIATING RECORDS AND RECEIPTS, AND CERTIFYING THE VOUCHER FOR PAYMENT. A CERTIFYING OFFICIAL IS AN ACCOUNTABLE OFFICIAL AND THEREFORE IS AN INHERENTLY GOVERNMENTAL POSITION. APPOINTEE MAY BE HELD PECUNIARILY LIABLE FOR ERRONEOUS PAYMENTS RESULTING FROM THE NEGLIGENT PERFORMANCE OF THEIR DUTIES.” DEPARTMENTAL ACCOUNTABLE OFFICIAL AND CERTIFYING OFFICER LEGISLATION (COL) TRAINING WILL BE COMPLETED WITHIN THE FIRST TWO WEEKS OF APPOINTMENT AND PRIOR TO APPROVING/CERTIFYING ANY TRAVEL DOCUMENTS. DEPARTMENTAL ACCOUNTABLE OFFICIAL AND COL REFRESHER TRAINING WILL BE COMPLETED AND MAINTAINED ANNUALLY. 6. APPOINTING AUTHORITIES ARE RESPONSIBLE FOR THE RETENTION AND TERMINATION OF DD FORM 577. FILLABLE VERSION OF DD FORM 577 CAN BE DOWNLOADED AT: http://www.dtic.mil/whs/directives/forms/eforms/dd0577.pdf 7. POINT OF CONTACT IS MR. DAN MENDOZA, DEPUTY FIAR MANAGER, OPNAV N10/PERS706, AT (703) 604-5883 OR VIA E-MAIL AT DANILO.R.MENDOZA@NAVY.MIL. 8. REQUEST WIDEST DISSEMINATION.// BT #0001 NNNN