BY ORDER OF THE SECRETARY OF THE AIR FORCE AIR FORCE MANUAL 65-116 V3 15 ...

486 Pages·2007·12.44 MB·English

BY ORDER OF THE SECRETARY AIR FORCE MANUAL 65-116
OF THE AIR FORCE VOLUME 3
7 NOVEMBER 2019
Financial Management
DEFENSE JOINT MILITARY PAY
SYSTEM (DJMS) RESERVE

COMPONENT (DJMS-RC)
COMPLIANCE WITH THIS PUBLICATION IS MANDATORY

ACCESSIBILITY: Publications and forms are available for downloading or ordering on the
e-Publishing web site at www.e-Publishing.af.mil
RELEASABILITY: There are no releasability restrictions on this publication

OPR: SAF/FMFC (AFAFO-F) Certified by: SAF/FMF
(Thomas J. Murphy)
Supersedes: AFMAN65-116 Volume 3, Pages: 486
15 March 2007

This manual implements DoDI 7770.02, Uniformed Services Pay File. This manual prescribes
procedures on processing pay and allowances for members of the Air Reserve component of the
United States Air Force. This Air Force Manual (AFMAN) applies to all Air Reserve Component
organizations, including Air Force Reserve (AFR), Air National Guard (ANG), and Reserve
Officers Training Corps (ROTC). This manual applies to all Reserve Component (RC) Payroll
Offices and any other accounting and finance offices which support ANG and AFR for military
pay payments and funds accountability. This AFMAN may not be supplemented. Refer
recommended changes and questions about this publication to the Office of Primary Responsibility
using the Air Force Form 847, Recommendation for Change of Publication; route Air Force Forms
847 from the field through major command (MAJCOM) functional managers. Route the AF IMT
847 from the local Reserve Component Payroll Office or host Financial Management Flight (FMF)
through major command (MAJCOM functions managers to Assistant Secretary of the Air Force
for Financial Management, Air Force Finance and Accounting Office-Finance (SAF/FMFC). The
authorities to waive wing/unit level requirements in this publication are identified with a Tier (T-
0, T-1, T-2, T-3) number following the compliance statement. See AFI 33-360, Publications and
Forms Management, for a description of the authorities associated with the tier numbers. Submit
requests for waivers through the chain of command to the appropriate tier waiver approval
authority, or alternately, to the Publication OPR for non-tiered compliance items. 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 in accordance with Air Force Records
2 AFMAN65-116V3 7 NOVEMBER 2019
Information Management System Records Disposition Schedule. 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. This publication requires the collection and or maintenance
of information protected by 5 United States Code (U.S.C.) § 552a, The Privacy Act of 1974. The
authorities to collect or maintain the records prescribed in the publication are Title 10 United States
Code § 8013, Secretary of the Air Force; Title 10 United States Code § 8037, Judge Advocate
General; Title 10 United States Code § 854, Record of Trial; Title 10 United States Code § 865,
Transmittal and Review of Records; and Executive Order 9397 (SSN). The applicable SORN,
T7344 DJMS– Reserve Component, is available at:
http://dpclo.defense.gov/Privacy/SORNs.aspx
SUMMARY OF CHANGES
This is a specialized publication intended for use by Airmen who have graduated from technical
training related to this publication and work in the discipline of financial management and military
pay. This document has been substantially revised and is to be completely reviewed. Change in
office name from Financial Services Office (FSO) to Financial Management Flight (FMF).
Change in SAF/FMFC name from AFAFO to AFAFO-F. Updated procedures to account for
system changes, Defense Finance and Accounting Service (DFAS) procedures and updates to
governing laws and higher publications. Changed retention of pay affecting documents from 6
years 3 months to 10 years for audit purposes.

Chapter 1—INTRODUCTION 25
Section 1A—. Introduction. 25
1.1. Introduction. ........................................................................................................... 25
Section 1B—. Roles and Responsibilities. 25
1.2. The Deputy Assistant Secretary for Financial Operations (SAF/FMF). ................ 25
1.3. Air Force Accounting and Finance Office (AFAFO-F) (SAF/FMFSI). ................. 25
1.4. Headquarters Air Force Reserve Command (AFRC). ............................................ 25
1.5. Headquarters Air National Guard (ANG). .............................................................. 25
1.6. Wing Commander. ................................................................................................. 25
1.7. Squadron/Unit Commander. ................................................................................... 25
1.8. Comptroller. ............................................................................................................ 26
1.9. Geographically Separated Unit (GSU). .................................................................. 26
1.10. Certifying Official. .................................................................................................. 26
1.11. Departmental Accountable Officials. ...................................................................... 26
1.12. Finance technician. ................................................................................................ 26
AFMAN65-116V3 7 NOVEMBER 2019 3
1.13. Member. .................................................................................................................. 26
1.14. Other Government Agencies. .................................................................................. 26
Section 1C—. Overview. 26
1.15. Establishment of RC Payroll Office. ..................................................................... 26
1.16. Conversion of codes. .............................................................................................. 27
1.17. Scope of DJMS-RC. ................................................................................................ 28
1.18. Interface with DJMS-RC. ...................................................................................... 28
1.19. Certifying Official Liability. .................................................................................... 29
1.20. Privacy Act Statement of 1974. ............................................................................... 30
1.21. RC Payroll Web Defense Military Pay Office (DMO). ........................................... 30
Chapter 2—ESTABLISH/MAINTAIN A DJMS-RC MASTER MILITARY PAY
ACCOUNT 32
2.1. Purpose. .................................................................................................................. 32
2.2. Required TINs. ........................................................................................................ 32
2.3. Documents required. .............................................................................................. 32
2.4. Establish MMPA. ..................................................................................................... 33
2.5. Maintain MMPA. ..................................................................................................... 35
2.6. Erroneous Social Security Number. ......................................................................... 35
2.7. Member Name Correction/Change. ....................................................................... 35
2.8. Pay Record Accessibility Flag (A06P). ................................................................... 35
2.9. Non-Prior Service Indicator. .................................................................................. 36
2.10. Pay Status. .............................................................................................................. 36
2.11. All other Pay Status Codes. ..................................................................................... 36
2.12. MMPA Record Loss due to Separation, Retirement, or Transfer from DJMS-RC. 36
2.13. Separated MMPAs. ................................................................................................ 37
2.14. Reactivated MMPAs. ............................................................................................... 37
2.15. AGR Status. ............................................................................................................. 38
2.16. Health Professions Scholarship Program, Financial Assistance Program, and
Specialized Training Assistance Program Participants. .......................................... 38
4 AFMAN65-116V3 7 NOVEMBER 2019
2.17. Correcting an Erroneous Separation. ..................................................................... 38
2.18. Individual Changes to PEC/PAS/ST-PGMA. .......................................................... 38
2.19. Reassignments and Transfers for members changing from one Reserve
Component payroll office to another. ...................................................................... 39
2.20. Correction of Records. ........................................................................................... 39
2.21. Reenlistments/Extensions. ...................................................................................... 39
2.22. Reconciliation of Expiration Term of Service Listing. ............................................ 39
Figure 2.1. Inprocessing Checklist for Reserve Component Members. ..................................... 40
Table 2.1. AA1-Permanent Duty Station (PDS) Gain for DJMS-RC Processed Transaction
Lines Review. .......................................................................................................... 41
Table 2.2. PDS Common Data Fields - TINs 102, 104, 105, 106, 113, 114, 115, 900. ............ 42
Table 2.3. Common data requirements of DJMS-RC Processed TINs 102, 104, 105, 113,
114, 115, and 900. .................................................................................................... 42
Table 2.4. TIN 900 – Separation Transaction for DJMS-RC Processed Transaction Line. ..... 43
Table 2.5. TIN A81 – Expiration Term of Service for DJMS-RC Processed Transaction
Line. ......................................................................................................................... 43
Table 2.6. TIN A38 – Date of Gain Change for DJMS-RC Processed Transaction Line. ........ 43
Table 2.7. TIN A06 – Establishing a MMPA for DJMC Reserve Component Processed
Transaction Line. ..................................................................................................... 44
Table 2.8. TIN A07-Check Mailing Address for DJMC Reserve Component Processed
Transaction Line. ..................................................................................................... 46
Table 2.9. TIN A08-Check Mailing Address for DJMC Reserve Component Processed
Transaction Line. ..................................................................................................... 47
Table 2.10. Explanation of Overseas Address Entry – APO Numbers. ...................................... 47
Table 2.11. Example of Overseas Address – APO Numbers. ..................................................... 48
Table 2.12. Explanation of Overseas Address – City, Province, Country. ................................. 48
Table 2.13. A09 - Changes to PEC, PAS, or ST-PGMA for DJMS-RC. ................................... 49
Table 2.14. TIN A10-Validation for DJMS-RC Processed Transaction Line. ........................... 49
Chapter 3—DJMS-RC INQUIRIES – MMPA, HISTORY FILES, AND MYPAY 50
3.1. Processing Inquiries. ................................................................................................ 50
3.2. DFAS-IN Contacts for Inquiry Help. ..................................................................... 50
AFMAN65-116V3 7 NOVEMBER 2019 5
3.3. Access to the DJMS-RC System. ............................................................................. 50
3.4. Access Control. ...................................................................................................... 51
Table 3.1. Customer Information Control System. ................................................................... 52
3.5. Joint Uniform Military Pay System -RF On-Line Inquiries. ................................. 52
3.6. MMPA Record Inquiry. .......................................................................................... 52
3.7. DJMS Address Inquiry. ......................................................................................... 54
3.8. LES History Inquiry. .............................................................................................. 54
3.9. Accounts Receivable Inquiry. .................................................................................. 54
3.10. Bonus Inquiry. ........................................................................................................ 55
3.11. Drill Master Record Inquiry. .................................................................................. 56
3.12. Processed Transactions. ........................................................................................... 56
3.13. History Inquiry. ....................................................................................................... 56
3.14. Leave Record Inquiry. ............................................................................................ 57
3.15. Housing Master Record Inquiry. ............................................................................. 58
3.16. Access to PRGM screens. ........................................................................................ 58
3.17. Help Screens. ......................................................................................................... 59
3.18. Dual Screen Access. .............................................................................................. 59
3.19. Sign-Off. .................................................................................................................. 59
3.20. Report Products. ....................................................................................................... 59
3.21. Management Notices. .............................................................................................. 60
3.22. Error Correction Timeliness/Processing. ................................................................. 60
3.23. myPay. ..................................................................................................................... 60
Chapter 4—DOCUMENTATION 62
4.1. Requirements for the protection and management of government records. ........... 62
4.2. Receipt of Documents in the Payroll Office. ......................................................... 62
4.3. Electronic Documents. ........................................................................................... 63
4.4. Retention of Original Source Documents. ............................................................... 63
4.5. Establish payroll files. .............................................................................................. 64
4.6. Active Guard Reserve Supporting Documentation. ................................................ 64
6 AFMAN65-116V3 7 NOVEMBER 2019
4.7. Retrieval of Documents. .......................................................................................... 65
4.8. Data Input/Transmission. ......................................................................................... 65
4.9. Computer Processing Schedules. ............................................................................. 66
4.10. Daily Transactions. .................................................................................................. 67
Chapter 5—REJECTS, RECYCLES, AND MANAGEMENT NOTICES 69
5.1. Error Correction Timeliness/Processing. ................................................................. 69
5.2. Rejects. ..................................................................................................................... 69
Table 5.1. Code Description. .................................................................................................... 70
5.3. Recycling or Unposted Payment Action. ................................................................. 70
5.4. Management Notices. ............................................................................................. 72
5.5. Assign Transactions to a User.................................................................................. 72
Chapter 6—MANAGEMENT CASE FILES AND CASE MANAGEMENT SYSTEM
(CMS) 74
6.1. Management Case Files Requirements. ................................................................... 74
6.2. Management Case File Contents. ............................................................................ 74
6.3. Case Management System (CMS). .......................................................................... 74
Chapter 7—DIRECT DEPOSIT, RETURNED FUNDS, AND LEAVE AND EARNING
STATEMENTS 76
7.1. Direct Deposit. ......................................................................................................... 76
7.2. Establishing Direct Deposit. .................................................................................... 76
7.3. Returned Funds. ....................................................................................................... 76
7.4. Held Pay for Returned Funds (Checks and Electronic Funds Transfer Payments). 77
7.5. Leave and Earnings Statement (LES). ................................................................... 78
7.6. Mailing Addresses. ................................................................................................ 78
Figure 7.1. Held Pay Reports. .................................................................................................... 79
Table 7.1. TIN D19-Miscellaneous LES Remark for Individual members and DJMS-RC
Processed Transaction Lines. ................................................................................... 79
Chapter 8—INACTIVE DUTY TRAINING 80
8.1. Entitlements. ........................................................................................................... 80
8.2. Change in Authorized Number of Paid UTAs or Inactive Duty Training. .............. 80
AFMAN65-116V3 7 NOVEMBER 2019 7
8.3. Additional Flight Training Periods. ......................................................................... 80
8.4. Maximum Daily Authorization. ............................................................................. 80
8.5. Time of Payment. ..................................................................................................... 80
8.6. Reporting IDT Periods for Pay. ............................................................................... 80
8.7. UTA Processing System (UTAPS). ........................................................................ 81
Table 8.1. TIN 020 – Inactive Duty Training Periods Authorized. .......................................... 81
Table 8.2. TIN B11 – Inactive Duty Training. .......................................................................... 82
Table 8.3. B10 – Additional Flying Training Periods. .............................................................. 83
Chapter 9—ACTIVE DUTY PERIOD 84
9.1. General Procedures and Requirements. ................................................................... 84
9.2. Supporting Documents required for Pay and Allowance. ....................................... 85
9.3. Active Duty – General Instructions. ........................................................................ 85
9.4. Reserve Pay Office General Payroll Processing. ..................................................... 86
9.5. Payment for Tours of duty. ...................................................................................... 86
9.6. Seminars. ................................................................................................................ 87
9.7. Payroll Office – Individual Ready Reserve Muster. .............................................. 87
9.8. Other Types of Active Duty Training. ..................................................................... 87
9.9. Pay Status Codes. ................................................................................................... 87
9.10. TINs C01, C02, and A24. ........................................................................................ 88
9.11. Active Duty without Pay. ....................................................................................... 89
Chapter 10—NON-PRIOR SERVICE BASIC TRAINING 90
10.1. Introduction to Basic Military Training. ................................................................ 90
10.2. Supporting Documentation. ................................................................................... 90
10.3. Allowances. ............................................................................................................ 90
10.4. Reserve Pay Office Actions (Out-processing). ........................................................ 90
10.5. Reserve Pay Office Actions (Date Order Starts). .................................................. 91
10.6. DFAS Disbursing (TIN E01). .................................................................................. 91
10.7. Reserve Pay Office Actions. ................................................................................... 91
10.8. Reserve Pay Office Actions (End of IADT). ......................................................... 92
8 AFMAN65-116V3 7 NOVEMBER 2019
10.9. Early Return from BMT or Technical Training School. .......................................... 93
Figure 10.1. FF80, Miscellaneous DQ03 for Discount Meal Rate Input. .................................... 93
Figure 10.2. Reserve Pay Office Actions. .................................................................................... 94
Chapter 11—BASIC PAY 96
11.1. General. .................................................................................................................. 96
11.2. Computation of Pay for Active Duty. ..................................................................... 96
11.3. Computation of Pay for Inactive Duty. ................................................................... 96
11.4. Basic Pay Rate and Changes. ................................................................................ 97
11.5. Basic Pay Rate (Over-4 Years Active Enlisted and Warrant Officer Service). ....... 97
11.6. Promotions, Demotions, and Pay Date Changes...................................................... 97
Table 11.1. A14 – Officers/Over-4 Years Active Enlisted/Warrant Service. ............................. 99
Chapter 12—BASIC ALLOWANCE FOR SUBSISTENCE 100
12.1. Entitlement. .............................................................................................................. 100
12.2. Restrictions. ........................................................................................................... 100
12.3. Supporting Documentation. ..................................................................................... 100
12.4. Reserve Pay Office Procedures. ............................................................................. 100
12.5. General Information. .............................................................................................. 100
12.6. Hospitalization. ........................................................................................................ 101
Chapter 13—BASIC ALLOWANCE FOR HOUSING 102
13.1. Introduction. ............................................................................................................ 102
13.2. Entitlement Overview. ........................................................................................... 102
13.3. Supporting Documentation. ................................................................................... 103
13.4. General Information. .............................................................................................. 104
13.5. Documentation Preparation and Certification.......................................................... 104
13.6. Proof of Relationship and Support. ........................................................................ 105
13.7. Relationship or Dependency Determinations. ........................................................ 108
13.8. Secondary Dependent (BAH Re-determinations). ................................................... 109
13.9. BAH Entitlement Recertification. ............................................................................ 110
13.10. Verification of Family-Type Government Quarters Assignments. ........................ 111
AFMAN65-116V3 7 NOVEMBER 2019 9
13.11. Verification of Single-Type Government Quarters Assignments. ......................... 112
13.12. Dependency Discrepancy Reconciliation. ............................................................. 112
13.13. Assignment/Termination of Temporary Lodging Facility. .................................... 114
13.14. BAH Entitlement. .................................................................................................. 114
13.15. BAH Entitlement – New Accessions. ..................................................................... 114
13.16. BAH-Partial. ........................................................................................................... 115
13.17. BAH-Differential. ................................................................................................... 115
13.18. BAH Rate Protection and Waivers. ....................................................................... 116
13.19. BAH Entitlement (Member in Temporary Duty Station or Permanent Change of
Station Status). ......................................................................................................... 116
13.20. BAH Entitlement (Military to Military). ................................................................. 116
13.21. BAH Entitlement (Death of Member). ................................................................... 117
13.22. Family Separation Housing -O and Family Separation Housing -B. ...................... 117
13.23. Advance Payment of BAH. .................................................................................... 117
13.24. Reserve Pay Office Procedures. ............................................................................... 117
Table 13.1. TIN A15 – BAH Dependency.................................................................................. 119
Table 13.2. A30 – BAH II Long Tour. ....................................................................................... 120
Table 13.3. A32 – Basic Allowance for Housing (BAH). .......................................................... 121
Chapter 14—CLOTHING AND UNIFORM ALLOWANCES 122
14.1. Introduction. ........................................................................................................... 122
14.2. Clothing Allowance Types. ................................................................................... 122
14.3. Substantiating Documentation: ................................................................................ 123
14.4. Reserve Pay Office Procedures. ............................................................................... 123
14.5. Clothing Allowance Entitlement. ........................................................................... 124
14.6. Additional Clothing Allowance. ............................................................................ 124
Table 14.1. B06 – Officer Clothing Allowance Initial / Correct Officer Clothing Allowance /
Future Date. ............................................................................................................. 125
Chapter 15—COST OF LIVING ALLOWANCE 126
15.1. Introduction. ............................................................................................................ 126
10 AFMAN65-116V3 7 NOVEMBER 2019
15.2. Substantiating Documentation. .............................................................................. 126
15.3. COLA Location Tables and Rates. ...................................................................... 126
15.4. Reserve Pay Office Actions. .................................................................................... 126
15.5. Monthly COLA Entitlement Verification. ............................................................. 128
Table 15.1. C05 (51) – Cost Of Living Allowance. .................................................................... 129
Chapter 16—FAMILY SEPARATION ALLOWANCE 130
16.1. Entitlement. ............................................................................................................ 130
16.2. Supporting Documentation. ..................................................................................... 130
16.3. Reserve Pay Office Procedures. ............................................................................... 130
16.4. Reserve Pay Office Procedures (Basic Training Attendees).................................... 130
Chapter 17—SPECIAL PAY FOR MEDICAL AND OTHER HEALTH PROFESSIONAL
OFFICERS 131
17.1. Introduction. ........................................................................................................... 131
17.2. Responsibility. ......................................................................................................... 131
17.3. Active Duty Training, Annual Training, and School Training. ............................... 131
17.4. Active Duty (Other than for Training). ................................................................... 132
Figure 17.1. Unearned Incentive Special Pay is recouped on a pro rata basis using the date of
ineligibility and the contract date. ............................................................................ 134
17.5. Veterinarian and Optometry Special Pay. ............................................................... 135
17.6. Collection of Active Duty Tours. ........................................................................... 135
Table 17.1. Medical Special Pay Component of Pay Table. ....................................................... 135
Table 17.2. D04 Medical, Dental, Veterinary and Optometry Special Pay Positive/Negative
Adjustments. ............................................................................................................ 136
Chapter 18—AVIATION INCENTIVE PAYMENTS 137
18.1. Introduction. .......................................................................................................... 137
18.2. Substantiating Documentation. ............................................................................... 137
18.3. Types of Entitlement. ............................................................................................... 138
18.4. TINs. ........................................................................................................................ 138
18.5. Reserve Pay Office Actions. .................................................................................. 138
18.6. Verification of DJMS and Aviation Resource Management Systems. ................... 140