PDF By Order of The Air Force Manual 65-116 Volume 2 Secretary of ...

BY ORDER OF THE SECRETARY OF THE AIR FORCE

AIR FORCE MANUAL 65-116 VOLUME 2

18 JULY 2017

Financial Management

DEFENSE JOINT MILITARY PAY SYSTEM (DJMS) UNIT PROCEDURES

EXCLUDING FSO

COMPLIANCE WITH THIS PUBLICATION IS MANDATORY

ACCESSIBILITY: Publications and forms are available for downloading or ordering on the e-Publishing web site at e-Publishing.af.mil

RELEASABILITY: There are no releasability restrictions on this publication

OPR: SAF/FMFC (AFAFO)

Supersedes: AFMAN65-116V2 16 March 2007

Certified by: SAF/FM (Mr. Eric I Cuebas)

Pages: 52

This manual provides base-level military pay policy and procedural guidance for Air Force units other than finance offices.

This AFMAN applies to Air National Guard and Air Force Reserve members only when serving in an active duty status.

This AFMAN may be supplemented. All supplements that directly implement this publication must be routed to the Office of Primary Responsibility (OPR) for coordination prior to certification and approval. Refer recommended changes and questions about this publication to the OPR using the AF IMT 847, Recommendation for Change of Publication; route the AF IMT 847 from the field through the local Financial Services Office to AFIMSC to SAF/FMFC (AFAFO). Ensure that all records created as a result of processes prescribed in this publication are maintained IAW AFMAN 33-363, Management of Records, and disposed of IAW the Air Force Records Disposition Schedule in the Air Force Records Information Management System (AFRIMS). Submit requests for waivers to the publication through the local Financial Services Office to AFIMSC to SAF/FMFC (AFAFO).

The use of the name or mark of any specific manufacturer, commercial product, commodity, or service in this publication does not imply endorsement by the Air Force.

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AFMAN65-116V2 18 JULY 2017

SUMMARY OF CHANGES This document has been substantially revised and must be completely reviewed.

Chapter 1-- GENERAL INFORMATION

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1.1. Purpose....................................................................................................................

5

1.2. Supporting Documents. ..........................................................................................

5

1.3. Input Source Code. .................................................................................................

5

1.4. Transmission of Documents to FSO. ......................................................................

5

1.5. Filing of Source Documents. ..................................................................................

5

1.6. Inquiries. .................................................................................................................

6

1.7. Rejects.....................................................................................................................

6

1.8. Input List.................................................................................................................

6

1.9. FAX/Email..............................................................................................................

6

Chapter 2-- ROLES AND RESPONSIBILITIES

7

2.1. Purpose....................................................................................................................

7

2.2. Certifying Officers. .................................................................................................

7

2.3. Departmental Accountable Officials.......................................................................

7

2.4. Geographically Separated Unit (GSU). ..................................................................

7

2.5. Member. ..................................................................................................................

7

2.6. Commander:............................................................................................................

7

2.7. Installation/Wing Commander................................................................................

7

2.8. Major Command Commander. ...............................................................................

8

2.9. Other Government Agencies...................................................................................

8

2.10. Signature Cards.......................................................................................................

8

Chapter 3-- HOST AVIATION RESOURCE MANAGEMENT OFFICE PROCEDURES

9

3.1. Purpose....................................................................................................................

9

3.2. Aviation Duty. ........................................................................................................

9

3.3. Parachute Duty........................................................................................................ 10

Table 3.1. Parachute Duty........................................................................................................ 11

AFMAN65-116V2 18 JULY 2017

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Table 3.2. Waiver of Jumps Requirement ? Incentive Pay ? Parachute Duty. ........................ 12

Chapter 4-- TRAFFIC MANAGEMENT AND TRANSPORTATION OFFICE

PROCEDURES

13

4.1. Purpose.................................................................................................................... 13

4.2. Responsibilities. The transportation office: ............................................................ 13

4.3. Costs for Excess Baggage. ...................................................................................... 13

4.4. Processing DD Form 139, Pay Adjustment Authorization, from JPPSO. .............. 13

4.5. Waiver Consideration. ............................................................................................ 13

Chapter 5-- HOUSING MANAGEMENT OFFICE AND UNIT COMMANDER

PROCEDURES

14

5.1. General.................................................................................................................... 14

5.2. Basic Allowance for Housing/Quarters. ................................................................. 14

5.3. Overseas Housing Allowances (OHA). .................................................................. 15

5.4. Temporary Lodging Allowance (TLA). ................................................................. 16

5.5. Attachments to AF Form 1357. .............................................................................. 17

5.6. Move-In Housing Allowance (MIHA). .................................................................. 17

Table 5.1. Start, Stop or Change BAH for Members Without Dependents. ............................ 18

Table 5.2. Start, Stop or Change BAH for Members with Dependents. .................................. 19

Chapter 6-- OTHER UNIT PROCEDURES (EXCLUDING LEAVE)

20

6.1. General.................................................................................................................... 20

6.2. Direct Deposit. ........................................................................................................ 20

6.3. Hazardous Duty. ..................................................................................................... 20

6.4. Sea Duty.................................................................................................................. 20

6.5. Duty Subject To Hostile Fire or Imminent Danger................................................. 21

6.6. Diving Duty Pay. .................................................................................................... 21

6.7. Basic Allowance for Subsistence (BAS). ............................................................... 21

6.8. Substantiating Documents. ..................................................................................... 23

6.9. Family Subsistence Supplemental Allowance (FSSA). .......................................... 24

6.10. Clothing Allowances............................................................................................... 25

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AFMAN65-116V2 18 JULY 2017

6.11. Applying for an Allowance - Substantiating Documents. ...................................... 25

6.12. Health and Appearance Sales.................................................................................. 26

6.13. Allotments............................................................................................................... 26

6.14. Indebtedness - General............................................................................................ 27

6.15. Remission and Waiver of Debts. ............................................................................ 28

6.16. Collections of Indebtedness upon Discharge and Immediate Reenlistment. .......... 28

6.17. PCS Advance Pay. .................................................................................................. 29

6.18. Advance Payment of Basic Allowance for Housing (BAH)................................... 29

Table 6.1. Other Hazardous Duty Incentive Pay Starts ? Substantiating Documents. ............ 30

Table 6.2. Other Hazardous Duty Incentive Pay Stops ? Substantiating Documents.............. 31

Chapter 7-- UNIT LEAVE PROCEDURES

32

7.1. Procedures when LeaveWeb is not used:................................................................ 32

7.2. Failure to Return from Leave.................................................................................. 38

7.3. Extension of Leave. ................................................................................................ 38

7.4. Corrections.............................................................................................................. 38

7.5. Cancellation. ........................................................................................................... 38

7.6. Processing Other than Ordinary Leave. .................................................................. 39

7.7. Special Leave Accrual. ........................................................................................... 40

7.8. Terminal Leave. ...................................................................................................... 41

7.9. Leave Within 30 Days of Separation or Retirement with Return to PDS Before ETS, or Delay En Route Incident to PCS for Separation......................................... 41

7.10. Permissive TDY (PTDY)........................................................................................ 41

7.11. LeaveWeb. .............................................................................................................. 42

Figure 7.1. Memorandum For Unit Leave Monitor. ................................................................. 44

Table 7.1. Leave Processing. ................................................................................................... 45

Table 7.2. Leave Processing ? Certification of Part III of AF Form 988 by Supervisor. ........ 46

Table 7.3. Authorization and Accountability for Convalescent Leave. ................................... 47

Attachment 1-- GLOSSARY OF REFERENCES AND SUPPORTING INFORMATION

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5

Chapter 1

GENERAL INFORMATION

1.1. Purpose. This chapter contains general information about Defense Joint Military Pay System (DJMS) that applies to all input sources outside the Financial Service Office (FSO).

1.2. Supporting Documents. Actions affecting a member's Master Military Pay Account (MMPA) must be supported by legible documentation. This consists of signed and certified documents completely explaining each transaction. Source documentation also includes transactions that do not affect pay and allowances but are required in DJMS to maintain a member's MMPA.

1.2.1. DJMS requires source documents for all transactions to support changes to the MMPA and to clear rejected and suspended items listed on the daily register of transactions (DROT) for control purposes. The four types of source documents are:

1.2.1.1. Regular Source Documents - Authorize and support changes in entitlements and deductions on a MMPA.

1.2.1.2. Miscellaneous Source Documents - Authorize changes to a MMPA which do not involve entitlements and deductions. Examples are changes to payment option and taxing authority.

1.2.1.3. Military Leave Documents - See Chapter 7.

1.2.1.4. Administrative Source Documents - Used to change member's address, and organization code in the central-site JBIT file.

1.2.2. Disposition. Send original of supporting documents to FSO.

1.3. Input Source Code. FSO assigns a two-position alphanumeric input source code to each activity authorized to prepare and submit DJMS documentation. Use this code on AF Form 1373, MPO Document Control Log - Transmittal, as well as on each DJMS supporting document when submitting source documents to the FSO. Put the source code in the upper right hand corner of the documents.

1.4. Transmission of Documents to FSO. Each input source transmits original source documents to the FSO daily. Use AF Form 1373 for transmittal of all documents except leave and send original AF Form 1373 with source documents to the FSO; keep a copy in suspense awaiting acknowledgment of receipt by FSO through an entry on the DROT. AF Forms 1373 are sequentially numbered by the input source. FSOs may, if they wish, require the input source to renumber AF Forms 1373 at the beginning of each fiscal year. When transmitting multiple Military Pay Orders to the FSO, the AF Form 1373 can be annotated "See Attached" and include number of documents attached.

1.5. Filing of Source Documents. Keep a suspense copy of every source document. Attach this copy to the DROT and keep for reference and audit. Each input source makes sure there is a properly certified document in suspense for each transaction appearing on the DROT. Notify the FSO of any transaction appearing on the DROT for which you do not have proper documentation. Follow-up to determine processing status of any source documents in suspense

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AFMAN65-116V2 18 JULY 2017

which have not been acknowledged within five workdays by an entry on the DROT. Retain as specified in Air Force Records Disposition Schedule.

1.6. Inquiries. Direct members to Air Force Portal to view AFAFO Virtual Finance page where they can locate Frequently Asked Questions. If the member is not able to locate an answer on the portal they can call or visit the customer service counter of the servicing FSO.

1.7. Rejects. Data entering DJMS is subjected to base-level and DFAS edits to make sure only acceptable and valid data is used to update the MMPA. Incorrect or invalid data is not accepted and is rejected from the system. Finance personnel review all rejects and management notices. They determine action required, and when applicable, correct and resubmit the transaction. Any document rejected back to an input source that is resubmitted must be included on a new AF Form 1373.

1.8. Input List. The term "DROT" is used to describe the list of input transactions produced by DJMS-AC.

1.8.1. Content. Input list is produced for each input source and shows:

1.8.1.1. Base-level processed transactions.

1.8.1.2. Rejected transactions.

1.9. FAX/Email. When servicing FSO is at a different location from a unit, DJMS data may be transmitted by:

1.9.1. FAX: Faxing of documents for processing into DJMS is permissible. Units should contact their FSO for the FAX telephone number. AF Form 1373 should be used as the transmittal document. Follow-up with original documents is not required unless requested by servicing FSO under special circumstances.

1.9.2. Email: When sending documents via Email, ensure Personally Identifiable Information (PII) is held to a minimum and is safeguarded. Ensure email is encrypted and Privacy Act notice and For Official Use Only (FOUO) headers are used on the Email. Include an AF Form 1373 with the scanned documents attached to the Email.

1.9.3. myPay: Members may submit various changes to their MMPA via myPay. These

include tax withholding changes, address changes, direct deposit account changes and

allotments.

Log into myPay via the Air Force Portal or

.

1.9.4. CMS: Case Management System. Units may submit documents via CMS to the FSO or Force Support Squadron (FSS).

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