REQUIREMENT FOR SUPERVISORY REVIEW AND APPROVAL OF BIWEEKLY SLDCADA TO DCPS CIVILIAN PAY (CIVPAY) RECONCILIATIONS AND QUARTERLY VERIFICATION OF TIME AND ATTENDANCE CERTIFIERS BY COMMANDS/INSTALLATIONS WITH CIVILIAN WORKERS
Date Signed: 5/1/2019
MARADMINS Number: 267/19
R 011403Z MAY 19
MSGID/GENADMIN/CMC WASHINGTON DC MRA//
SUBJ/REQUIREMENT FOR SUPERVISORY REVIEW AND APPROVAL OF BIWEEKLY SLDCADA TO DCPS CIVILIAN PAY (CIVPAY) RECONCILIATIONS AND QUARTERLY VERIFICATION OF TIME AND ATTENDANCE CERTIFIERS BY COMMANDS/INSTALLATIONS WITH CIVILIAN WORKERS//
REF/A/MARADMIN 311-18/05 JUN 18//
REF/B/NFR 2017 FIN 026/30 SEP 17//
REF/C/NAVAUDSVC AUDIT REPORT/29 MAR 19//
REF/D/ASST SECNAV MEMO 3-17/23 JUN 17//
NARR/REF A IS FY18 MARINE CORPS FULL FINANCIAL STATEMENT AUDIT//
REF B IS NOTIFICATION OF FY17 FINDING AND RECOMMENDATION (NFR) ON SLDCADA TO DCPS RECONCILIATION//
REF C IS NAVAL AUDIT SERVICE REPORT ON USMC CIVILIAN EMPLOYEE TIME AND ATTENDANCE//
REF D IS THE ASSISTANT SECRETARY OF THE NAVY POLICY MEMORANDUM 3-17 FOR SUPERVISORY TIME AND ATTENDANCE APPROVAL//
POC/MR. KEVIN RAFFERTY/CIV/MX/TEL: (703)784-4791/DSN 278-4791/EMAIL: KEVIN.RAFFERTY@USMC.MIL//
GENTEXT/REMARKS/1. Reference (a) announced the audit of the USMC Financial Statement. Reference (b) identified deficiencies in the Civilian Payroll biweekly reconciliation process. Ref (c) identified deficiencies in the internal control procedures for civilian employee time and attendance. Ref (d) provides policy regarding the assignment of supervisory authority to approve time and attendance. This MARADMIN announces the establishment of internal controls for USMC employee time and attendance administrators and CSR Supervisors.
2. Definitions and background
2.A. SLDCADA is the Standard Labor Data Collection and Distribution Application. On 15 May 2000, the Deputy Under Secretary of the Navy (ISP) and the Deputy Assistant Secretary of the Navy (CivPers/EEO) directed SLDCADA to be the Department of the Navy’s Single Navy Standard Time and Attendance for Appropriated Fund employees; Marine Corps employees are covered under the DON Memo.
2.B. DCPS is the Defense Civilian Payroll System. DCPS is the Department of Defense’s only approved, standard civilian payroll system for appropriated employees. DCPS is hosted by the Defense Finance and Accounting Service (DFAS).
2.C. Command-level Payroll Customer Service Representatives (CSRs) are the primary interface with DFAS through DCPS. CSRs have the ability to update an employee’s payroll information and view payroll reports. CSRs use error reports to reconcile SLDCADA to DCPS biweekly, no later than the Tuesday following the end of each pay period. These reports are then locally filed.
2.D. Command-level SLDCADA Time and Attendance Administrators (T&A Admins) are responsible for identifying supervisors and assigning them certifier roles in SLDCADA. SLDCADA T&A Administrators are assigned in writing via a Delegation of Authority (DOA) letter, and a sample DOA letter may be found in ref (d).
3. Effective immediately, supervisors of CSRs are required to review, approve, and annotate the organization’s biweekly SLDCADA to DCPS reconciliation report before the report is filed. Additionally, the CSR Supervisors will be required to conduct record retention inspections.
4. CSR Supervisors will be familiar with and/or perform the following procedures:
4.A. Reports. There are multiple types of reports that the CSR can run from DCPS. These reports include:
4.A.1. The daily Master Employee Record (MER) Report - New Hire, provides the payroll and CSR technician with a detailed report identifying new employee records that were established.
4.A.2. The Employing Activity/Organization Change Report provides a listing of system updates for new hires, reassignments, or separations, and is used to notify the CSR to update employee records.
4.B. CSR Actions:
4.B.1. The CSR reviews error reports in SLDCADA and DCPS. The CSR makes error corrections in the appropriate system (i.e., SLDCADA or DCPS) as necessary or contacts the appropriate individual (e.g., Timekeeper, employee, HR) to make the correction(s). (This is a Key Control).
4.B.2. Once the error reports are deemed error free and cited/initialed by the CSR’s Supervisor, then the supervisory oversight reconciliation reports will be maintained for a period of two years by the CSR.
4.B.3. Additional opportunities exist to improve compliance and management of USMC Civilian employees Time and Attendance (T&A) process in the areas of:
4.B.3.A. T&A Administrator Delegation of Authority Letter.
4.B.3.B. Required Memorandum for the Record (MFR) for Quarterly Validation of T&A certifier assignments.
4.B.3.C. Employee attestation of the accuracy of timesheets (e.g., aka Employee Verified Time (EVT)).
4.C. Supervisor Actions:
4.C.1. Ensure Quarterly Validation of T&A certifier assignment are being performed and documented in an MFR as required.
4.C.2. Ensure the CSR retains evidence of the reconciliation and supervisory oversight, as well as other documents noted in paragraph 4.b.3 above, for a period of two years. Conduct semi-annual inspections of the records to ensure retention is being maintained.
4.C.3. Review the SLDCADA to DCPS reconciliation error reports and corrective actions of the CSR weekly and cite/initial to demonstrate this occurred.
5. Release authorized by Lieutenant General M. A. Rocco, Deputy Commandant, Manpower and Reserve Affairs.//