R 011722Z AUG 12
UNCLASSIFIED//
MARADMIN 417/12
MSGID/GENADMIN,USMTF,2007/CMC WASHINGTON DC MRA MR(UC)/F002//
SUBJ/FAMILY READINESS OFFICER TIMEKEEPING//
REF/A/MSGID:MSG/CMC WASHINGTON DC MRA/2220462ZAUG08//
REF/B/MSGID:DOC/CMC WASHINGTON DC MRG/YMD:20001031//
NARR/REF A IS MARADMIN 471/08 TRANSITIONING THE MARINE CORPS FAMILY READINESS PROGRAM MANNING AND STAFFING POLICY AND PROCEDURES.  REF B IS THE MARINE CORPS NONAPPROPRIATED FUND PERSONNEL POLICY MANUAL WITH CH 4.//
POC/MAUREEN JILLISKY/NF-04/UNIT:MRG/-/TEL:703-432-0427//
GENTEXT/REMARKS/1.  REF A ESTABLISHED THE REQUIREMENTS FOR FAMILY READINESS OFFICER (FRO) TIMEKEEPING TO BE INPUT BY THE FRO AND APPROVED BY A DESIGNATED COMMAND REPRESENTATIVE.  MARINE CORPS NONAPPROPRIATED FUND AUDITING SERVICE (MCNAFAS) IS THE INTERNAL CONTROL AUTHORITY FOR THE COMMANDANT OF THE MARINE CORPS IN AUDITING MARINE CORPS NONAPPROPRIATED FUND (NAF) ACTIVITIES.  A 2011 MCNAFAS INTERNAL AUDIT ON FRO TIMEKEEPING FOUND INADEQUATE AND INEFFECTIVE INTERNAL CONTROLS IN THE DOCUMENTING AND APPROVING OF TIME.
2.  MARINE CORPS NAF EMPLOYEES ARE PAID USING AN ONLINE WEB BASED AUTOMATED SYSTEM KNOWN AS PEOPLESOFT HUMAN RESOURCES MANAGEMENT SYSTEM (HRMS).  AS NAF EMPLOYEES, EACH FRO MUST ENSURE THEIR TIME AND ATTENDANCE IS CORRECTLY INPUT INTO THE PEOPLESOFT HRMS.
3.  LOCAL MARINE CORPS COMMUNITY SERVICES (MCCS) PAYROLL OR OTHER MCCS ACTIVITIES, SUCH AS MARINE CORPS FAMILY TEAM BUILDING, ARE NOT AUTHORIZED TO APPROVE FRO TIME AND ATTENDANCE.  THUS, FAILURE FOR UNIT FRO TIME AND ATTENDANCE TO BE ENTERED INTO PEOPLESOFT AND APPROVED AS STATED HEREIN MAY RESULT IN THE NAF EMPLOYEE NOT BEING PAID IN A TIMELY MANNER.
4.  COMMANDING OFFICERS, OR THEIR DESIGNATED REPRESENTATIVES AS STATED BELOW, SHALL ENSURE THAT FRO TIMEKEEPING IS ACCURATE AND TIMELY AND APPROVED IN PEOPLESOFT.  USE OF PAPER TIMESHEETS ARE ONLY AUTHORIZED WHEN SYSTEM ISSUES PREVENT COMMANDING OFFICERS, OR THEIR DESIGNATED REPRESENTATIVES, FROM APPROVING TIME IN PEOPLESOFT.  APPROVAL FOR OVERTIME AND COMPENSATORY TIME, WHEN ORDERED AND APPROVED IN ADVANCE, AND COMPENSATORY TIME FOR TRAVEL MUST BE DOCUMENTED IN WRITING USING MCCS PAYROLL AUTHORIZATION AND APPROVAL FORMS AND APPROVAL FOR LEAVE MUST BE DOCUMENTED IN WRITING USING FORM OPM-71, REQUEST FOR LEAVE OR APPROVED ABSENCE, OR EQUIVALENT LOCALLY DEVELOPED FORM IN ADDITION TO BEING APPROVED IN PEOPLESOFT. 
5.  COMPENSATORY TIME IS AN UNFUNDED EXPENSE AND SHOULD ONLY BE USED IN EMERGENCY SITUATIONS AND ONLY WITH PRIOR APPROVAL OF THE COMMANDER OR THEIR DESIGNATED REPRESENTATIVE.  COMPENSATORY TIME IS AUTOMATICALLY PAID AT THE OVERTIME RATE (1.5 TIMES THE EMPLOYEE'S BASE HOURLY RATE) AFTER 26 PAY PERIODS FROM WHICH IT WAS EARNED.  COMPENSATORY TIME MUST BE CLOSELY MANAGED TO AVOID ANY RISK OF FUNDING OVER EXECUTION.  FROS ARE CLASSIFIED AS EXEMPT EMPLOYEES UNDER THE OFFICE OF PERSONNEL MANAGEMENT ADMINISTRATION OF THE FAIR LABOR STANDARDS ACT OF 1938, AS AMENDED.  PER REF B, COMMANDERS SHOULD EXPECT THEIR FROS TO WORK THE HOURS NECESSARY TO COMPLETE THEIR DUTIES.  WITH THIS EXPECTATION, COMMANDERS MAY USE FLEXIBLE WORK SCHEDULES TO ALLOW FOR EVENING AND WEEKEND WORK OR SCHEDULING DAYS OFF AROUND THE NEEDS OF THE UNIT'S OPERATION TEMPO WITHOUT THE NEED TO APPROVE OVERTIME AND OR COMPENSATORY TIME. 
6.  COMMANDING OFFICERS SHALL ENSURE THAT APPROPRIATE COMMAND LEVEL DESIGNATED REPRESENTATIVES, WHO MAY APPROVE TIME AND ATTENDANCE DURING THE COMMANDING OFFICER'S UNAVAILABILITY OR ABSENCE, ARE DESIGNATED IN WRITING.  THIS WRITTEN DESIGNATION MUST BE PROVIDED TO THE MCCS HUMAN RESOURCES OFFICE TO ENSURE NECESSARY SYSTEM ACCESS IS PROVIDED TO COMMAND DESIGNATED REPRESENTATIVES.  APPROPRIATE COMMAND LEVEL DESIGNATED REPRESENTATIVES INCLUDE THE EXECUTIVE OFFICER, ADJUTANT, AND/OR SERGEANT MAJOR.  IN ADDITION TO COMMAND DESIGNATED REPRESENTATIVES, MARFORRES UNIT COMMANDING OFFICERS SHALL ENSURE THAT A MEMBER ON THE I AND I STAFF IS DESIGNATED, IN WRITING, AS WELL.  IN ORDER TO APPROVE TIME IN THE PEOPLESOFT SYSTEM, COMMANDING OFFICERS AND THEIR DESIGNATED REPRESENTATIVES MUST COMPLETE THE PEOPLESOFT CONTINGENT WORKER FORM, WHICH PROVIDES NON-EMPLOYEES OF MCCS LOGON ACCESS TO PEOPLESOFT.
7.  FROS EMPLOYED BY UNITS IN A DEPLOYED STATUS WILL HAVE THEIR TIME APPROVED BY THE NEXT HIGHER COMMANDER OR THEIR DESIGNATED REPRESENTATIVES. 
8.  FROS ARE LIKE ANY OTHER MARINE CORPS CIVILIAN EMPLOYEE AND MUST BE IN A PAID STATUS DURING PERIODS WHERE A COMMANDING OFFICER APPROVES AN EXTENDED WEEKEND OR OTHER TIME-OFF FOR MARINES AND SAILORS.  COMMANDING OFFICERS ARE NOT AUTHORIZED TO APPROVE ADMINISTRATIVE LEAVE (PEOPLESOFT EARNINGS CODE - A0) FOR FROS DURING THESE PERIODS.  THUS, FROS MUST EITHER REPORT TO WORK OR BE IN ANOTHER PAID STATUS PER REF B.  OTHER STATUSES INCLUDE:
A.  ANNUAL LEAVE (PEOPLESOFT EARNINGS CODE - V0) TO THE FROS CREDIT.
B.  SICK LEAVE (PEOPLESOFT EARNINGS CODE - S0) TO THE FROS CREDIT WHEN THE SICK LEAVE REQUEST MEETS THE REQUIREMENTS OF REFERENCE (A).
C.  COMPENSATORY TIME OFF (PEOPLESOFT EARNINGS CODE - WA) AND COMPENSATORY TIME OFF FOR TRAVEL (PEOPLESOFT EARNINGS CODE - WAT) TO THE FROS CREDIT.
D.  LEAVE WITHOUT PAY (PEOPLESOFT EARNINGS CODE - LN).
9.  COMMANDERS HAVE MULTIPLE RESOURCE OPTIONS AND FORMATS AVAILABLE TO THEM FOR OBTAINING PEOPLESOFT HRMS TRAINING TO ASSIST THEM IN MANAGING/APPROVING FRO TIME AND ATTENDANCE.
A.  LOCAL COMMAND MCCS NAF HR AND PAYROLL OFFICES
(1) COMMANDERS SHOULD COORDINATE WITH THEIR LOCAL COMMAND MCCS NAF HR OFFICE TO OBTAIN ACCESS TO PEOPLESOFT AND DETAILED GUIDANCE ON SUPERVISING MCCS NAF FRO EMPLOYEES.
(2) COMMANDERS CAN OBTAIN GROUP TRAINING AND ONE-ON-ONE TRAINING FROM THEIR LOCAL COMMAND HR/PAYROLL OFFICES
(3) COMMANDERS CAN OBTAIN ASSISTANCE FROM THESE LOCAL COMMAND OFFICES FOR ANY QUESTIONS OR ADDITIONAL SUPPORT B.  ONLINE STEP BY STEP MODULES AND GUIDES - PEOPLESOFT HRMS ACCESS VIA MIL 2012 GUIDE - THIS STEP-BY-STEP GUIDE FOR .MIL USERS PROVIDES INSTRUCTION ON HOW TO GAIN ACCESS TO THE MCCS HRMS PEOPLESOFT APPLICATION FROM A COMPUTER LOCATED ON .MIL NETWORK FOR NAF TIME REPORTING AND APPROVAL PURPOSES.  LOCAL COMMAND HR/PAYROLL OFFICE CAN PROVIDE COPIES OF THIS GUIDE OR, IT CAN BE ACCESSED VIA THE FOLLOWING URL: HTTPS:(SLASH)(SLASH)SSLVPN.USMC-MCCS.ORG/CAC.  THERE ONCE LOGGED IN WITH YOUR CAC, THERE WILL BE TWO LINKS.  ONE PROVIDES ACCESS TO PEOPLESOFT AND THE OTHER LINK PROVIDES ACCESS TO THE MCCS INTRANET SITE THAT INCLUDES DETAILED MODULES AND ONLINE VIDEO TUTORIALS THAT WALK COMMANDERS THROUGH TIME APPROVALS.
10.  RELEASE AUTHORIZED BY MR. WILLIAM C. DILLON, DIRECTOR, SEMPER FIT AND EXCHANGE SERVICES DIVISION.//