R 151612Z MAR 11
UNCLASSIFIED//
MARADMIN 166/11
MSGID/GENADMIN,USMTF,2007/CMC WASHINGTON DC MF(UC)//
SUBJ/ANNOUNCEMENT OF DEBIT CARD PURCHASE PROGRAM FOR UNIT, PERSONAL AND FAMILY READINESS FUNDS EXPENSES//
REF/A/MSGID:MCO 1754.9/-/-//
REF/B/MSGID:1700.27B/-/-//
NARR/REF A IS THE UNIT, PERSONAL AND FAMILY READINESS PROGRAM (UPFRP) ORDER/REF B IS THE MARINE CORPS COMMUNITY SERVICES (MCCS) POLICY MANUAL.//
POC/NANCY MOORMAN/NF-05/UNIT:MRF/-/TEL:703-784-3852//
GENTEXT/REMARKS/1.  BACKGROUND.  THREE YEARS INTO THE ENHANCED FAMILY READINESS INITIATIVES, SOME CHANGES TO THE ADMINISTRATION OF UNIT AND FAMILY READINESS FUNDS ARE REQUIRED TO FACILITATE COMMANDER ACCESS TO FUNDS, ELIMINATE FRICTION POINTS, AND MORE CLEARLY DEFINE ROLES AND RESPONSIBILITIES.  THESE CHANGES ARE APPLICABLE TO ACTIVE USMC UNITS ABOARD USMC INSTALLATIONS.
2.  UNIT AND FAMILY READINESS FUNDS PROCESSES.  UNIT COMMANDERS WILL WORK DIRECTLY WITH THE LOCAL INSTALLATION MCCS ACCOUNTING OFFICE TO ACCESS THEIR UNIT AND FAMILY READINESS FUNDS.  AT INSTALLATIONS WHERE ACCESS TO UNIT AND FAMILY READINESS FUNDS IS WORKING WELL AND THE UNIT COMMANDER IS SATISFIED WITH CURRENT PROCESSES, THOSE PROCESSES MAY BE CONTINUED.  AT ALL USMC INSTALLATIONS, THE LOCAL INSTALLATION MCCS ACCOUNTING OFFICE WILL ALSO PROVIDE UNIT COMMANDERS WITH A DEBIT CARD OPTION TO FACILITATE ACCESS TO FUNDS. MCCS FINANCE OFFICERS SHOULD NOT FURTHER RESTRICT A UNIT COMMANDER'S ACCESS TO UNIT AND FAMILY READINESS FUNDS.  THE UNIT COMMANDER WILL RETAIN AND BE RESPONSIBLE FOR THE DEBIT CARD AND MAY DELEGATE THE USE OF THE DEBIT CARD TO THE FAMILY READINESS OFFICER (FRO) OR OTHER UNIT DESIGNEE.  THE COMMANDER HAS THE FIDUCIARY RESPONSIBILITY FOR UNIT AND FAMILY READINESS FUNDS, WHETHER ACCESSED BY DEBIT CARD OR OTHER PROCESSES; AND WHETHER SPENT BY THE COMMANDER OR BY A DESIGNEE. THE ENHANCEMENT OF THE UNIT AND FAMILY READINESS FUNDS PROGRAM WITH A LOCAL DEBIT CARD OPTION WILL HELP ELIMINATE FRICTION, PROVIDE GREATER FLEXIBILITY, AND FACILITATE USING UNIT AND FAMILY READINESS FUNDS WHILE ON DEPLOYMENTS.
3.  COMMANDERS' RESPONSIBILITIES.  IN ACCORDANCE WITH MCO 1754.9, UNIT COMMANDERS HAVE THE RESPONSIBILITY FOR BUDGETING AND MANAGEMENT OF UNIT AND FAMILY READINESS FUNDS.  COMMANDERS HAVE THE AUTHORITY TO DECIDE HOW TO SPEND UNIT AND FAMILY READINESS FUNDS FOR THEIR UNIT'S FAMILY READINESS NEEDS, CONSISTENT WITH HEADQUARTERS' POLICY OUTLINED IN MCO P1700.27B.  THE COMMANDER WILL RECONCILE THE UNIT'S UNIT AND FAMILY READINESS FUNDS WITH THE INSTALLATION MCCS ACCOUNTING OFFICE AT THE END OF EACH QUARTER.  THE RECONCILIATION WILL INCLUDE SUFFICIENT DOCUMENTATION SO THAT MCCS CAN TRACK EXPENDITURES BY PURPOSE FOR EACH UNIT.  TRANSACTION DOCUMENTATION WILL BE RETAINED BY THE UNIT COMMANDER FOR AUDIT PURPOSES.  MCNAFAS WILL BE SCHEDULED TO PERFORM A UNIT AND FAMILY READINESS FUNDS AUDIT ANNUALLY.
4.  MCCS RESPONSIBILITIES.  THE INSTALLATION MCCS WILL NEGOTIATE WITH A LOCAL FINANCIAL INSTITUTION TO PROVIDE DEBIT CARDS ISSUED FROM AN MCCS ACCOUNT.  MCCS WILL ISSUE CARDS TO UNITS AS REQUESTED BY THE COMMANDER AND WILL PROVIDE CONTINUED ACCESS TO CURRENT PROCESSES.  MCCS FINANCE OFFICERS SHOULD NOT FURTHER RESTRICT A UNIT COMMANDER'S ACCESS TO UNIT AND FAMILY READINESS FUNDS.  MCCS WILL PROVIDE THE COMMANDER A REPORT AT THE BEGINNING OF EACH QUARTER INDICATING THE UNIT AND FAMILY READINESS FUNDS ALLOCATION FOR THAT QUARTER ALONG WITH THE CARRY-FORWARD BALANCE FROM THE PREVIOUS QUARTER.  THE LOCAL MCCS WILL ASSIST THE UNIT COMMANDER IN ACCOUNTING FOR UNIT AND FAMILY READINESS FUNDS.  AT THE END OF THE NAF FISCAL YEAR, EXCESS FUNDS WILL BE WITHDRAWN, UNLESS DESIGNATED FOR A SPECIFIC PURPOSE. COMMANDERS REQUIRING ADDITIONAL FUNDS MAY REQUEST THROUGH THE CHAIN OF COMMAND TO THE INSTALLATION COMMANDER. IF FUNDS ARE NOT AVAILABLE LOCALLY, THE REQUEST SHOULD BE FORWARDED TO MF.
5.  IMPLEMENTATION.  CMC(MRF) WILL ISSUE A FINANCE AND ACCOUNTING STANDARDIZATION GUIDE TO THE INSTALLATION MCCS ACCOUNTING OFFICES BY 21 MARCH 2011 DETAILING THE INTERNAL CONTROL PROCEDURES TO BE APPLICABLE TO THE DEBIT CARD PROCESS AND OTHER MEANS OF ACCESSING UNIT AND FAMILY READINESS FUNDS.  MCCS FINANCE OFFICERS SHOULD ESTABLISH LOCAL STANDARD OPERATING PROCEDURES THAT COMPLY WITH THE INTERNAL CONTROL PROCEDURES ISSUED BY MF, HOWEVER, LOCAL PROCEDURES MAY NOT BE MORE RESTRICTIVE. MCCS FINANCE OFFICERS SHOULD BE POSTURED TO BEGIN ISSUING CARDS TO UNIT COMMANDERS, ACCORDING TO THEIR REQUESTS, BY 31 MARCH 2011.
6.  THIS MARADMIN IS APPLICABLE TO ACTIVE USMC UNITS ONBOARD USMC INSTALLATIONS.  THIS MARADMIN IS NOT APPLICABLE TO MARFORRES AND INDEPENDENT DUTY MARINES.
7.  THE PROCEDURAL CLARIFICATION CONTAINED IN THIS MARADMIN WILL BE INCORPORATED INTO THE NEXT REVISION OF MCO 1754.9 UNIT, PERSONAL AND FAMILY READINESS PROGRAM.
8.  RELEASE AUTHORIZED BY BGEN R. F. HEDELUND, DIRECTOR, MARINE AND FAMILY PROGRAMS DIVISION.//