R 121647Z AUG 19
MSGID/GENADMIN/CMC MRA DAG SECT WASHINGTON DC//
SUBJ/TEMPORARY LOCAL AUGMENTATION OF THE MARINE CORPS ADMINISTRATIVE ANALYSIS TEAM (MCAAT) ASSESSMENTS FOR CIVILIAN PAY (CIVPAY) RELATED OVERSIGHT MATTERS OF COMMANDS AND INSTALLATIONS//
REF/A/MARADMIN 311-18/05 JUN 18//
REF/B/NFR 2018 FIN 052/12 OCT 18//
REF/C/NFR 2018 FIN 053/3 OCT 18//
REF/D/NFR 2018 FIN 058/29 OCT 18//
REF/E/NAVAUDSVC AUDIT REPORT/29 MAR 19//
REF/F/MARADMIN 267-19/11403Z MAY 19//
REF/G/TELECON BTWN MCICOM AND M&RA/27 JUN 19//
NARR/REF A IS FY18 MARINE CORPS FULL FINANCIAL STATEMENT AUDIT. REF B IS NOTIFICATION OF FY18 FINDING AND RECOMMENDATION (NFR) ON SLDCADA TO DCPS RECONCILIATION-REPEAT FINDING FROM 2017. REF C IS NOTIFICATION OF FY18 FINDING AND RECOMMENDATION (NFR) ON DCPDS FEEDER SYSTEM TO DCPS RECONCILIATION-REPEAT FINDING FROM 2017. REF D IS NOTIFICATION OF FY18 FINDING AND RECOMMENDATION (NFR) ON CIVILIAN PAYROLL CONTROL-REPEAT FINDING FROM 2017. REF E IS NAVAL AUDIT SERVICE REPORT ON USMC CIVILIAN EMPLOYEE TIME AND ATTENDANCE. REF F IS MARADMIN 267/19 ON 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 G IS A TELECONFERENCE BETWEEN MCICOM AND M&RA REGARDING INTERIM ASSISTANCE IN SUPPORTING CUSTOMER SERVICE REPRESENTATIVE (CSR) AUGMENTATIONS TO THE MCAAT//
POC/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. References (b) through (e) identified deficiencies in the Civilian Payroll reconciliation process. Reference (f) is the establishment of internal controls for USMC employee time and attendance (T&A) administrators and Customer Service Representative (CSR) Supervisors. Reference (g) is a conversation between G-1/G-8 MCICOM and M&RA MX Branch on the feasibility of supporting Regionally-sourced CSR Augmentations to the MCAAT. This MARADMIN announces the temporary need to regionally-source CSR’s to augment command and installation MCAAT assessments in order to ensure CIVPAY related T&A matters are being adhered to in accordance with applicable guidance and policy.
2. Definitions and background.
2.A. Standard Labor Data Collection and Distribution Application (SLDCADA). On 15 May 2000, the Deputy Under Secretary of the Navy (Institutional Strategic Planning) 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 system for Appropriated Fund employees. Marine Corps APF employees are covered under the same DON Memo.
2.B. Defense Civilian Payroll System (DCPS). 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. Defense Civilian Personnel Data System (DCPDS). DCPDS is the Department of Defense’s human resources information system designed to support civilian personnel operations. It simplifies processing personnel actions, accessing civilian workforce information, and delivering civilian personnel services.
2.D. Since 2017, the Marine Corps’ Full Financial Statement Audit has identified a material weakness regarding oversight of civilian pay (CIVPAY) related matters. Specifically, oversight of CIVPAY systems and reconciliation of errors (e.g., SLDCADA to DCPS and DCPS to DCPDS) internal to the Marine Corps at the Command/Installation level as well as external to the Marine Corps (e.g., SOC-1 reports and reconciliation with DFAS) is lacking. These issues principally center upon time-and-attendance accountability.
2.E. Until a more comprehensive, enterprise-level oversight capability and solution can be resourced at the HQMC level, M&RA is charged with establishing “compensating controls” that provide an interim solution and oversight of CIVPAY issues in order to address the audit deficiencies.
3.A. As a means to save travel costs, regionally-sourced CSRs will augment the Marine Corps Administrative Analysis Team’s (MCAAT) assessment visits of Commands and Installations that have appropriated civilian employees working for them. These sourced CSRs will act in the capacity of assessor assisting the MCAAT providing M&RA increased visibility concerning CIVPAY related oversight issues, gaps and potential remedies.
3.B.1. MCICOM tasks Region Commanding Generals and Commanders to provide CSR Subject Matter Expert (SME) support to MCAAT as needed to ensure the assessment end-states are achieved:
3.B.1.A. Commanding General, MCIEAST will determine how to best augment the MCAAT for all East Coast Installation and Command MCAAT Assessments.
3.B.1.B. Commanding General MCIWEST will determine how to best augment the MCAAT for all West Coast Installation and Command MCAAT Assessments.
3.B.1.C. Commanding General, MCIPAC will determine how to best augment the MCAAT for the WESTPAC OCONUS portion of Installation and Command MCAAT Assessments. These include locations on Okinawa, mainland Japan, and Hawaii as required.
3.B.2. Director, Headquarters, U.S. Marine Corps, Administration and Resource Management Division, Fiscal Branch (HQMC-AR-ARF) CSR/SME will augment the MCAAT for a portion of HQMC Command level MCAAT Assessments in the National Capital Region (NCR) and European OCONUS visits.
3.B.3. M&RA CSR should be prepared to provide a supernumerary CSR augmentation to the MCAAT in the event HQMC-AR-ARF CSR/SME is unable to support a particular MCAAT assessment of a National Capital Region organization.
3.B.4. HQMC-AR-ARF will also provide SOC-1 Report reviews and reconciliation actions associated with CIVPAY CUECs.
3.C. Coordinating Instructions:
3.C.1. If tasked Commands are unable to fulfil CSR Augmentation duties during the scheduled visits as outlined in paragraph 5.A. below, notification will be made on conflicting dates to M&RA MX Branch in order to coordinate a back-fill solution supporting the schedule.
3.C.2. Tasked Commands should provide M&RA MX Branch with a central POC with which to coordinate CSR SME support NLT 30 August 2019.
4. CSR Functions & Tasks to be reviewed by the CSR SME and MCAAT:
4.A. Ensure Quarterly Validation of T&A certifier assignment are being performed and documented in an MFR as required.
4.B. Ensure Delegation of Authority Letters exist that establish individuals as the T&A Administrator.
4.C. Ensure the T&A Administrator/CSR retains evidence of the reconciliation and supervisory oversight for a period of two years. Conduct inspection of the records to ensure document retention is being maintained.
4.D. Review the SLDCADA to DCPS reconciliation error reports and corrective actions of the T&A Administrator/CSR that should be done bi-weekly and ensure that this document was cited/initialed to demonstrate this occurred.
4.E. Ensure all other CIVPAY matters annotated on the MCAAT checklist are being adhered to.
4.F. Results of CIVPAY portion of the assessment conducted by the augmented CSR to the MCAAT will be provided to M&RA MX Branch via the MCAAT OIC or Assessment Lead.
5. Administration and Logistics:
5.A. MCAAT Schedule (August 2019-September 2020). Specific dates will be provided once assessment is 30-days out. Below is list of assessments by month and anticipated Command to provide CSR Augment:
5.A.1. August 2019 Visit: All 29 Palms, CA units with Civilian-Marines (MCIWEST supports)
5.A.2. September 2019 Visits:
5.A.2.A. MCLB Barstow, CA (MCIWEST supports)
5.A.2.B. 4th MCD (New Cumberland, PA) (HQMC-AR-ARF)
5.A.3. October 2019 Visits:
5.A.3.A. All MCB Quantico, VA units with Civilian-Marines (HQMC-AR-ARF supports)
5.A.3.B. CBIRF in Indian Head, MD (HQMC-AR-ARF supports)
5.A.4. November 2019 Visits:
5.A.4.A. All MCB Camp Lejeune (CLNC) units with Civilian-Marines (MCIEAST supports)
5.A.4.B. All MCAS New River area, NC units with Civilian-Marines (MCIEAST supports)
5.A.4.C. MWTC Bridgeport, CA (MCIWEST supports)
5.A.4.D. MARCORDET DEF LANG Monterey, CA (MCIWEST supports)
5.A.5. December 2019 Visits:
5.A.5.A. All MCB Camp Pendleton (CPEN) units with Civilian-Marines (MCIWEST supports)
5.A.5.B. All MCB Hawaii units with Civilian-Marines (MCIPAC supports)
5.A.6. January 2020 Visits:
5.A.6.A. All MCAS Beaufort, SC units with Civilian-Marines (MCIEAST supports)
5.A.6.B. All MCRD Parris Island, SC units with Civilian-Marines (MCIEAST supports)
5.A.7. February 2020 Visits:
5.A.7.A. MARDET DIS/FIN office, DFAS Cleveland, OH (HQMC-AR-ARF supports)
5.A.7.B. EWTCPAC in San Diego, CA (MCIWEST supports)
5.A.8. March 2020 Visits:
5.A.8.A. All Okinawan-based units with Civilian-Marines (MCIPAC supports)
5.A.8.B. MARFOREUR (Germany) (HQMC-AR-ARF supports)
5.A.8.C. MARFORSOUTH in Miami, FL (MCIEAST supports)
5.A.9. April 2020 Visits:
5.A.9.A. MARDET Fort Leonard Wood, MO (HQMC-AR-ARF supports)
5.A.9.B. MCAS Yuma, AZ units with Civilian-Marines (MCIWEST supports)
5.A.10. May 2020 Visits:
5.A.10.A. No visits required
5.A.11. June 2020 Visits:
5.A.11.A. MCRD SD units with Civilian-Marines (MCIWEST supports)
5.A.11.B. MATSG-22 Training Command, NAS Corpus Christi, TX (MCIWEST supports)
5.A.12. July 2020 Visits:
5.A.12.A. EWTGLANT, Norfolk, VA (HQMC-AR-ARF supports)
5.A.12.B. Fort Lee, VA (HQMC-AR-ARF supports)
5.A.12.C. MATSG-33 Training Command, NAS Oceana, VA (HQMC-AR-ARF supports)
5.A.13. August 2020 Visits:
5.A.13.A. Pensacola, FL (MCIEAST supports)
5.A.13.B. CPAC MATSG-23 (MCIEAST supports)
5.A.14. September 2020 Visits:
5.A.14.A. 8th & I, Washington, DC (HQMC-AR-ARF supports)
5.A.14.B. Fort Meade, MD (HQMC-AR-ARF supports)
5.A.14.C. RFF-KCI in Kansas City, MO (HQMC-AR-ARF supports)
5.B. Funding for travel: Funding will be provided by M&RA MX Branch/MCAAT to accommodate CSR Augmentation travel and per diem expenses where necessary. Funding will be transferred via the DTS cross-organization methodology.
5.C. The MCAAT Checklist has been updated to reflect CIVPAY related assessments that will be used by the CSR Augment.
6. Release authorized by SES J. W. Bearor, Assistant Deputy Commandant, Manpower and Reserve Affairs.//