PCS/DEPLOYMENTS
Q: How does this impact PCS moves?
New Accessions: Airmen being accessed into the Regular Air Force are authorized travel in accordance with Basic Military Training and Technical Training Student/Graduate Travel guidelines. Graduates with assignments to Level 3 COVID-19 locations will be diverted. AETC will continue recruiting and accessing Airmen, OTS and ROTC will continue as well as ACSC, AWC, and Advanced Air and Space Studies. Normal PCS entitlements apply; status quo.

Members who have PCS’d to Scott but are on restriction of movement (isolated or quarantined after arrival at the new Permanent Duty Station (PDS) and before TLE begins) may receive the standard PCS Per Diem Rates.

If a member is quarantined upon arrival, the date arrived station for the PCS voucher will be the actual date of arrival. The sign in date to the unit will also be the date of arrival. See TLE section for explanation of entitlements while on restriction of movement.

PCS Placed on Hold--PCS Entitlements:  For Service Members who were supposed to PCS and have been ordered to remain in place, have out-processed/have not out processed and shipped HHG and/or terminated their lease, etc., they and dependents may be entitled to the standard PCS Per Diem Rates. 

Continued PCS—PCS Entitlements: Personnel who have already initiated CONUS-to-CONUS (to include AK, HI and U.S. territories) travel as well as OCONUS-to-CONUS or CONUS-to-OCONUS travel to Level 2 COVID locations may continue travel so long as there is no travel to a Level 3 COVID location. Concurrent travel to OCONUS COVID-19 Level 2 locations is NOT authorized.  In most cases, so long as the Service member and dependents are in an “awaiting transportation” status, standard PCS Per Diem Rates are authorized.

Standard PCS per diem rates are $151 per day:  Members receive 100% entitlement, spouses and dependents over 12 years old receive 75% and dependents under 12 years old receive 50%. Members must maintain all lodging receipts in order to receive the full standard per diem allowance.

Members will not be charged PCS leave unless member goes over travel days after stop order is lifted or arriving members go over travel days after restriction of movement is lifted.

PCS Memo in lieu of amendments:  Work with 375 FSS (375FSS.Outbound.Assingments@us.af.mil) to amend all PCS orders with the PCS Memo In lieu of amendments for outbound members. Inbound members will contact 375FSS.FORCEMANAGEMENT@us.af.mil. This memo will include details of the members quarantine dates, out-processing date for members held in place, and the date household goods were picked up prior to the stop movement.

Q: How does this impact deployments?
A: Airmen – military and civilian – who are tasked to deploy will continue preparing for their respective deployment; preparation includes all pre-deployment activities such as processing and training, and applies to all operating forces, including voluntarily and involuntarily activated Reserve Component members. For more, see: www.afpc.af.mil/Home/Coronavirus/

Q: What about my HHG pickup?
A: As of 2 April the following guidance applies to all HHGs moves:

USN/USCG: no current restrictions.

USA/USAF/USMC: Military and civilian PCS moves are at an All Stop until 11 May 2020, IAW SECDEF’s Stop Movement Order, dated 13 March 2020. Stop Movement of all international travel is in effect until 24 May 2020, IAW SECDEF’s MOD 01 TO REVISION 01, dated 24 Mar 2020.

For members affected by the Stop Movement, there are some exceptions that might allow for movement (primarily, a GO endorsed movement request).

Each branch has different requirements for local hardships, and temporary measures may be approved by squadron commander, (equivalent) that may allow partial movement options for a member’s HHGs only.

The Personal Property Processing Office (PPPO) is currently processing shipment requests virtually for moves outside the Stop Movement windows.  When submitting your move request please provide a pick up/pack date after 15 May for CONUS shipments and for OCONUS shipments after 24 May 2020; per USTRANSCOM PP Advisory #20-0058C dated 27 Mar 2020.

Questions or concerns about the above info may be addressed to the 375 LRS PPPO team at 375LRS.SCOTTAFB.PersonalProperty@us.af.mil or visit move.mil for more information.  

Due to the possibility of Airmen being placed into Lodging immediately upon arrival, units can start the application process for inbound Airmen who might need a Gov’t Travel Card (GTC) once they arrive.  To expedite this process, unit Agency Program Coordinators (APC) are authorized to initiate the Travel Card 101 training using the stand alone slides at the link below and the Statement of Understanding (SOU) via conference call.  Units should advise their Airmen to use a unit mailing address and to request the card to be expedited.  

Using the CITI Commercial Cards Website below, applicants will select Apply For Card, and begin the application by selecting invitational pass code. This pass code will be provided by the unit APC. After quarantine or the member has completed their temporary lodging stay (for Temporary Lodging Expense [TLE] purposes), the Travel Card 101 training and SOU must be accomplished in accordance with current policies and procedures provided below.

APC Responsibilities 

• Before the GTC application is submitted, set up a conference call with applicant to cover the Travel Card 101 training slides and SOU
  • NOTE: The APC will utilize the stand alone training slide below and cover the SOU in the conference call in order to expedite the process  
• Monitor the account weekly to ensure the card is used for authorized transactions only
• Ensure members GTC is placed in appropriate hierarchy
• Provide a listing of students who are placed in quarantine or are in temporary lodging for the purposes of TLE, and have applied for cards to the HL4 weekly
  • Need name, rank, unit, and date entered quarantine or temporary lodging
• Within 7 calendar days of release of quarantine or temporary lodging, APCs will ensure members will complete their Travel Card 101 training via TRAX CBT and their SOU.  APCs will upload the members Travel Card 101 certificate and SOU into the cardholders profile in CITI manager before this 7 day window is up.

CITI Commercial Cards Website:

https://home.cards.citidirect.com/CommercialCard/ux/index.html#/login

Travel Card 101 Training Slides

GTC Statement of Understanding:

https://www.defensetravel.dod.mil/Docs/GTCC_SoU.pdf

• PCS In-processing will be completed by watching the In-processing How To Video and filling out the PCS Fillable Packet. Once complete, please provide attempted copy to the Finance office via the avenues detailed in the CPTS SERVICES section.

  NOTE: It is highly important that each member in-process with their unit APC. The APC’s are authorized to put members in mission critical and extend the mission critical status if it has already expired.

  Please turn in a copy of the PCS memo in-lieu of amendments if you were quarantined, out-processed and were prevented from leaving on time, and your household goods were picked up and delayed you from out-processing/leaving on time.

  Please contact 375 FSS/Force Management if PCS memo in-lieu of amendments is needed (example here). A copy of this memo with PCS waiver must be turned in with all documents.

  PCS In-processing FAQ
  In-processing How-to Guide
  TLE Certification Form
  Lost Receipt Form
  How to annotate quarantine on PCS voucher

Civilian Employee Personnel In-Processing
New civilian employees must in-process with the Civilian Personnel Office (CPO) before in-processing with 375 CPTS Civilian Pay.
 

USTRANSCOM employees: Contact TCJ1-CM at transcom.scott.tcj1.mbx.staffing@mail.mil or (618) 220-7500
All other employees:  Contact 375 FSS/FSCA Civilian Personnel at 375FSS.FSMC@US.AF.MIL or (618) 256-9328
After employees in-process with their respective CPO, data will be submitted to DLA or AFPC, who in-turn, will produce a SF50 for the employee.  The respective CPO will contact the supervisor to inform them the new employees SF50 is available.  The SF50 is needed for new employees to receive a CAC card from the MPF.  The EDIP or DoD ID number from the CAC card is needed for the unit Timekeeper to build the employees ATAAPS account.

Civilian Pay In-Processing
By NLT the 1st Thursday of the pay period, please complete and submit the following forms using the links below:  Federal W4, Illinois W4, Direct Deposit Form, and AF Form 3821.  Also, if applicable, provide a copy of your last LES to restore leave.  Note:  The AF Form 3821 will need to be filled out by the unit Resource Advisor / Resource Manager.

To have your pay account set up, please send the following documents (Federal W4, State W4, Direct Deposit Form, and, if necessary, last LES) to the Civilian Pay Office via the avenues listed in the CPTS SERVICES section.

Forms For Submission:
Federal W4: Go to IRS website, then click on the current year W4
Illinois W4: Click here
Direct Deposit: Click here. Ensure the 9^th digit of routing number is placed in Check Digit box.
AF Form 3821: Click here

Civilian Employee Out-processing
Please complete the Civilian Pay Out-processing Form and submit to the Civilian Pay Office via the avenues listed in the CPTS SERVICES section. If the unit Timekeeper is not available to sign off on this form, then a unit time and attendance Certifier can.  If the employee has a DD Form 577 termination form, it should be sent together with the Civilian Pay Out-processing Form.  Once the Finance Office verifies they have everything to clear the employee, a reply will be sent to whomever sent the email informing them that the employee has been cleared.  It is still the responsibility of the Timekeepers to close the employee in ATAAPS to keep employees from being overpaid.

If missing Airline receipt do one of the following to retrieve the correct receipt to file with the DTS voucher:

• Look for emails from:  NoReply@citravel.com
• Go to https://viewtrip.com then type in their Reservation Number and Last Name, then download the pdf (works better on commercial internet … all depends on connectivity)
• Call CI Travel at 855-879-3219 and ask them resend the email with the receipt

After hour support to receive plane tickets:

Contact SATO / CTO Afterhours Emergency Number:  855-894-1692, Press 2

Then provide GTC #, DOB, DoD ID, etc.

Filing a voucher:

https://www.defensetravel.dod.mil/Docs/Training/Voucher_from_Authorization.pdf

NOTE: If you are having trouble filing your voucher, please contact your AO/ODTA.

EFT returns:

https://www.defensetravel.dod.mil/Docs/How_to_Correct_EFT_Returns.pdf

CBA usage:

NOTE: Please contact your unit APC and TMO for the CBA memorandum (618-256-1201)

Cancelling an  authorization:

https://www.defensetravel.dod.mil/Docs/Cancellation_Procedures_Information_Paper.pdf

https://www.defensetravel.dod.mil/Docs/Training/Cancel_A_Trip_Tri-fold.pdf

Guidance:
You are expected to review your leave and earnings statement (LES) on a regular basis to ensure the accuracy of your pay and allowances, file travel vouchers on a timely basis [within 5 duty days], and use the government travel card (GTC) for authorized purchases only.  REF:  AFI 1-1, para 2.8

Persons who receive a payment erroneously from the Government acquire no right to the money. They are bound in equity and good conscience to make restitution. If a benefit is bestowed by mistake, no matter how careless the act of the Government may have been, the recipient must make restitution. In theory, restitution results in no loss to the recipient because the recipient received something for nothing. REF: DoDI 1340.23, Enclosure 4, p. 8.

Comptroller General's Decision B-191813 - NEGLIGENT OR ERRONEOUS ACTS: A member's pay and allowances are governed by the applicable statutes and regulations.  Therefore, erroneous information supplied by government officers, agents, or employees cannot serve as a basis for payment of pay or allowances in excess of a member's entitlements.  REF:  Staff Sergeant Daniel J. Scott, USAF, B-191813, July 6, 1978.

The fact that an erroneous payment is solely the result of administrative error or mistake on the part of the Government is not sufficient basis in and of itself for granting a waiver [or remission].  The recipient has a duty to notify an appropriate official and to set aside the funds for eventual repayment to the Government, even if the Government fails to act after such notification.  REF:  DoDI 1340.23, Enclosure 4, p. 8

Repayment Options:
USC Title 10 - Sections 2774 & 9837 – (Website here)

If you do not have a valid reason to file a Remission/Waiver per the regulations, please coordinate with your Servicing Finance Office to repay the debt in full if possible via payroll deductions or check payment through the disbursing cage (IAW AFMAN 65-116, Chap 69, para 69.1).  Return the Debt Letter by the established due date to your Servicing Finance Office; otherwise, payroll deductions will be initiated to collect the debt in full.

If you are suffering from a financial hardship, please work with our office to coordinate a longer repayment schedule.

To speed up the processing time of lump sum collections and ensure timely collection, we highly recommend selecting payroll deduction over check payment.

If you did not receive a debt notification letter, please contact our office via the avenues detailed in the CPTS SERVICES section.

Debt notification letters will present the following options.
- Payment in full by Check.
- Payment by Salary Offset. (Must select one option below):
- Single Payment. Total amount of the debt deducted from salary during the month of ______________. (must select current month or next month)
- Multiple Payments at 15% of Disposable Pay. Debt will not be recouped all at once.
- Multiple Payments at More than 15% of Disposable Pay. Debt will not be recouped all at once. Amount deducted will be $___________ each pay period. (must provide dollar amount)

WHEN TO FILE A REMISSION OR WAIVER:
A Remission is filed to request partial or full remittance of a member's indebtedness incurred while the member was serving on active duty if it is considered to be in the best interest of the United States.

- Please note a debt will only be remitted or canceled upon a finding that the debt creates an injustice, an inequitable situation, or that its collection would result in undue hardship and that remission is in the best interest of the United States (AFI 36-3034 from Title 10, 2774). You must read through the 36-3034 to validate that your reason for filing is substantive. The regulation walks through types of indebtedness that will rarely be approved in Section 3.

A Waiver is filed to request a debt be waived due to erroneous payment of pay and allowances including travel or transportation allowance if recovery is determined to be against equity and good conscience and not in the best interest of the United States.  Debt collection cannot be suspended while waiting for waiver approval.

Note:  You can file a Remission and then a Waiver if the Remission is denied. However, you cannot file a Remission if you file the Waiver first.

A completed package includes:  DD Form 2789, Waiver / Remission of Indebtedness Application, Section I, with your Commander's endorsement and signature in blocks 20 - 22 (not optional), AF Form 2451 Financial Statement Remission of Indebtedness (only if claiming hardship), Remission Checklist and all supporting documentation.  If the completed package is not returned within 30 business days, payroll deductions will be initiated.

DD Form 2789
Remission Checklist
Waiver Checklist
AF 2451 Financial Hardship

References
AFI 1-1
AFI 36-3034
AFMAN 65 - 116 - Chapter 66 & 73
Comptroller General's Decision B-191813
DoDFMR 7A - Chapter 50
DoDI 1340.23

Notification:
Once the debt is fully generated in the system and stamped by DFAS, a debt letter will be sent from our office to inform you that you are indebted to the United States Air Force.  The debt letter will include the gross amount of your overpayment, the suspense date, payment options, and a 9-digit Transaction ID that can be used for Pay.gov payments.

Payment of Your Debt:
Please pay the debt in full no later than 30 days from initial notification. You can submit your payment(s) electronically from your bank account, debit card, or credit card through

https://www.pay.gov/public/form/start/64632045 (9-digit Transaction ID required).

If you are unable to pay the debt in one lump sum, you may agree in writing to pay the debt in regular installments by completing the Voluntary Repayment Agreement and submitting them to our office via the avenues detailed in the CPTS SERVICES section.

If completing the Voluntary Repayment Agreement, it must be returned before the 30-day deadline or collection action will be started automatically. The Department of Defense Financial Management Regulation (DoD FMR) contains general information concerning debt collection authority at Volume 16, Chapters 1-4.

If You are Unable to Pay Your Debt:
If you do not repay the debt in full, or do not submit a Voluntary Repayment Agreement within 30 days from the date of the letter, our office must collect the debt using other collection procedures.  Beginning on day 31, our office will initiate collection of the debt involuntarily from your pay by using salary offset procedures (payroll deductions).  A maximum of 15% of your net disposable pay will be deducted each pay period until your debt is paid in full.  The salary offset amount may fluctuate each pay period depending on your available net disposable pay. 

If you retire or resign before your debt is paid in full, the entire amount of your final pay (salary, allowances, lump-sum payments, and leave sell) will be withheld from you and applied to pay off your debt.  If you file for bankruptcy, you are required to notify our office as soon as possible. Failure to notify our office will result in further collection of pay until we are officially notified.  

Opportunities Available to You:
You have the right to inspect and/or receive copies of the record related to your debt. If you have questions regarding the debt, please contact your unit ODTA for assistance. If they are unable to assist, please have your unit ODTA reach out to the Scott DTS Helpline.

You may request a review by Finance if you question the validity or amount of the debt or contest the involuntary repayment schedule. Finance will provide you with a written response to your request for a review of the debt within 60 calendar days.

You may contact our office to request corrections, or changes, to your pay record if you have additional documents to support the payment you received.

You may file for a Waiver using DD Form 2789, Waiver/Remission of Indebtedness Application.  Please submit completed waiver application to the local Finance Office for review and submission.  By submitting an application for a Waiver, you acknowledge that you do not intend to dispute the validity or amount of the debt.  This process is for Active Duty Military, Civilians and Military members not on Title 10 at the time the debt was incurred. 

You may file for a Remission, using DD Form 2789, Waiver/Remission of Indebtedness Application, from the Secretary of the Air Force through the SAFRB process.  Submit your remission application to the local Finance Office for review and submission.  IAW AFI 36-3034, Remission of Indebtedness, the SECAF is authorized to remit or cancel any part of the indebtedness of a person to the United States Air Force incurred while serving on Title 10 active duty as a member of the Air Force, if the SECAF considers such action to be in the best interest of the United States.  You may request that your debt be remitted or canceled on the basis of hardship, injustice or both. Applicants who have previously applied for a waiver and received a decision on the merits of the waiver, are not eligible for a remission. 

You will be refunded any amounts you have previously paid or that were deducted for your debt which are later waived/remitted or found not to be owed to the United States.  

Information:

The 375 CPTS/FMA only processes these packages for Active Duty USAF with Scott AFB being their servicing Finance Office. Information about the packages can be found here.

Spouse Licensure Reimbursement documentation requirements are listed below:

1: Copy of your PCS order and amendments if you have any.

2: Legible copies of paid receipts for items required to obtain re-licensing or re-certification.

3: Copies of the applicable licenses or certifications you are requesting reimbursement for from the new duty station.

4: Current mailing address and SSN (if not showing full SSN on your PCS orders).

Please submit the above documentation to the FMA org-box: cptsfma@us.af.mil

Reimbursement is limited to $1,000.

Once received, the 375 CPTS/FMA office will complete the Optional Form (OF) 1164 and send to the member for review and signature. Once signed by the member, it needs to be sent back to the org box.  Once the 375 CPTS/FMA office receives the member signed OF 1164, it will be certified and submitted to DFAS for processing and payment.

Payments are taking between 4-6 weeks to pay out directly via EFT into your bank account. Payments will show as ‘Vendor’ on your bank statement.

1. At the end of December, the 2020 Social Security tax deferral will end. Beginning January 2021, the normal 6.2% Social Security tax withholdings will again be deducted from pay for military members and civilians, and an additional deduction for the deferred 2020 Social Security tax collection taken from pay.
    
2.  For Active Duty military members, collections begin with mid-month January and collect in even amounts over 24 increments (12 Mid-Month and 12 End of Month collections).
    
3.  For Reserve military members, collections begin with the mid-month disbursement vs. the first pay run of the month to be in alignment with Active Duty and to ensure time for programming and testing in advance of collections.  DFAS will collect at 2% of pay until the full deferral has been collected from the member.
    
4.  Beginning in January 2021, your myPay LES will reflect the monthly collection amount and contain a note in the remarks section that shows the remaining balance of deferred Social Security taxes.
    
5.  For civilian employees—the amount of Social Security taxes deferred in 2020 will be collected beginning with Pay Period End (PPE) 1/16/2021 and collected in even amounts over 24 pay periods ending with PPE 12/4/202. Beginning in January 2021, your myPay LES remarks section will include the 2020 deferred OASDI collection amount in that pay period, as well as the remaining balance to be collected.
    
6.  If you separate or retire prior to the deferred Social Security tax being collected in full, you are still responsible for the remainder of your Social Security tax repayment. The unpaid balance will either be collected from your final pay or you may receive a debt letter with instructions for repayment.
    
7. Be sure to check your LES for updated information regarding Social Security deductions.
    
8. Please visit the DFAS website https://www.dfas.mil/taxes/social-security-deferral/ for any further questions.

Military FAQs:  https://www.dfas.mil/taxes/Social-Security-Deferral/Military-FAQs/

Civilian FAQs:  https://www.dfas.mil/taxes/Social-Security-Deferral/Civilian-Employee-FAQs/