N9G “TOOLBOX”
What is the N9G Tool
Box?
• The N9G tool box provides the field with
helpful information on wide range of
subjects.
• The tool box provides information to CNIC
Regions & Installations; keeping them “auditready” at all times.
• We have provided each of you with a tool
box, just make sure as we provide you a tool
monthly, you keep it in your tool box!
Topics that will be filling your
Tool Box Monthly
•
Cost of Goods Sold
November
•
Cash & Cash Handling
December
•
Managers Financial Review January
•
NAF Personnel
February
•
Contracts
March
•
Reconciliation
April
•
Assets Inventory
May
NAF PERSONNEL
 Considering that salaries and related benefits are the largest
expenditures of most governmental entities, it is imperative that
payroll amounts are calculated correctly.
 A systematic problem that most consider error proof can
result in significant miscalculation.
 Not only does this result in time-consuming re-calculations
upon discovery of errors, but it also results in lost confidence
from employees that they are paid correctly.
 Get the proper check and balances in place to ensure that your
entity is properly calculating payroll.
 How much emphasis do you place on reviewing payroll
after they have been entered in to your entity's payroll system?
 Do you double check the per-pay amount for a salary and
move on? There are many factors, that if ignored, can result in
over or underpayment of salaries.
NAF PERSONNEL
Service Computation Dates
Service computation dates are used to determine the
amount of government service creditable toward
eligibility for a specific benefit or entitlement.
 You may be familiar with the SCD shown on the
Personnel Action Report (PAR) that documents all of
an individual's personnel actions, such as
employment, promotions, transfers and separation.
 That's just one kind of SCD. There are others
calculated for annual leave, Thrift Savings Plan/401K
participation, reductions in force and retirement.
NAF PERSONNEL
Service Computation Dates
 Remember, just because you have received credit for service
in your "leave" service computation date doesn't mean you
automatically get credit for this service for purposes of
retirement eligibility or benefits.
SCDs do not necessarily reflect a specific date when
something happened. Instead, they establish a "virtual" starting
date for continuous creditable service. If there are several
separate periods of previous service, they are added together.
The total years, months and days of previous service are then
used in the SCD calculation.
NAF PERSONNEL
Service Computation Dates
 Remember when it comes to calculating a service
computation date, not all federal service is treated the same.
Here are some examples of different types you need to watch
out for:
Appropriated Fund employee
Nonappropriated fund instrumentality
Congressional service
Peace Corps or VISTA volunteer service
Periods of service where retirement contributions were
refunded
Military service
Seasonal work, summer jobs and casual post office
employment
Details to international organizations
Work for the District of Columbia
Service as a National Guard technician
Service under a different retirement system
In addition, you should be aware of periods of absence,
such as leave without pay or breaks in service.
Service Computation Dates
Creditable Service
 All prior service with a DOD NAFI as a regular employee
is creditable.
 Effective with the issuance of BUPERSINST 5300.10A
(December 1997), flexible employees converted to RFT or
RPT status will be given credit for their flexible service, if
converted to a regular status in the same NAFI without a
break in service. These employees must be employed for 90
days from the date of the status change before annual leave
can be used or granted.
 Per CNICINST 5300.2, dated May 10, 2011 –
The crediting of continuous flexible service of employees
who converted to RFT or RPT status is not authorized.
 Prior service as an APF employee is creditable only if the
employee has moved from a DOD APF position to a NAF
position without a break in service of more than 3 days, on or
after 1 January 1987.
Service Computation Dates
Creditable Service
All periods of 6 months or more of LWOP reduce the amount of
creditable service on a day for day basis.
 LWOP while on workers’ compensation is excluded from this. The SCD
will be reduced on a calendar day for calendar day basis. The periods of
LWOP that caused the reduction will be listed in the remarks of the PAR that
adjusts the SCD.
 All active uniformed service, except for certain retired members of the
uniformed services as outlined below, terminated by honorable discharge
under honorable conditions, or by transfer to inactive Reserves under
honorable conditions, is creditable for determining the annual leave
accrual rate.
 To verify the amount of RETIRED military service that is creditable,
submit the retired member's DD 214, Certificate of Release or Discharge
from Active Duty and SF 813 (08/1994), Verification of a Military Retiree’s
Service in Non-wartime Campaigns or Expeditions to the address on the
form. The employee is responsible for providing data concerning campaigns,
expeditions, etc., to the personnel specialist before any credit can be
authorized.
Service Computation
Dates
SERVICE COMPUTATION DATE (SCD SHEET)
Employee’s Name
________________________________
Date of Birth
_____________
Previous Entrance On Duty Date(s)
Exclude Most Recent
Activity
Year
Month
Day
Grade/Step
_________
Previous Separation Date(s)
Enter +1 Day for Each
Year
Month
Day
+
Totals
Calculations for Total Creditable Service
Total
Years
Total
Month
s
Total
Days
Year(s)
Month(
s)
Day(s)
Entry
Total Separation Dates (from above)
Total Entrance On Duty Dates (from above)
Difference = Total Creditable Service
Calculations for Service Computation Date (SCD)
Entry
Most Recent Entrance On Duty Date
Total Creditable Service (from calculation above)
Difference = Service Computation Date (SCD) for Leave
Prepared By
Signature
Reviewed By
Date
Signature
Date
Service Computation
Dates
• If the person being appointed has not had any previous military or
civilian service, use the date of appointment as the SCD-Leave.
•If the employee has prior service, SCD needs to be recomputed if:
•had a break in civilian service of more than three calendar
days; or
•claims military or civilian service that had not been claimed
before.
•GS/APF time is creditable in computing as long as there is no
break in service of more than 3 days if move is from GS to NAF.
• It does not apply if move is from GS to GS or NAF to NAF.
• Before computing the SCD, put creditable service in
chronological order. This ensures that each period of service will
be credited.
Service Computation
Dates
Things to remember:
•Leave calculations are based on a 360 day year, that is
12 months of 30 days each.
•Dates are added and subtracted in day, month, year
order. Borrowing is based on the 360 day year with 30
days equal to a month and 12 months equal to a year.
•Separations are effective at midnight of the effective
date. For each period of full or part time civilian
service, the day of the separation must be credited.
This can be done by adding a day to each separation
date.
Service Computation
Dates
Computation Method:
•Add appointment dates for all periods of full or part time
creditable service plus the service credited as months and
days.
•Subtract the appointment total from the separation total.
•The difference is the total creditable service.
•Subtract total creditable service from the most recent
entrance on duty date.
•Difference will be the SCD Leave.
Service Computation
Dates
SF 813 Instructions
Instructions for Completing and Sending SF 813
Notes 1) Use SF 813 only for persons who are retired from active military service. Do not use this
form if the person has completed 20 or more years of Reserve or National Guard service but will
not receive a pension until age 60.
2) If retirement is from the U.S. Coast Guard, allow six months from the date of retirement before
submitting this form.
Use SF 813 only to request verification of a retiree’s military service performed in a nonwartime
campaign or expedition for which badge/medal was authorized, in order to credit such service for
leave accrual rate and reduction-in-force purposes. Complete the address block and items 1
through 11, and send the form to the appropriate address listed below.
A. To verify campaign/expeditionary service for military retirees of the:
1) U.S. Coast Guard;
2) U.S. Army who retired before October 1, 1995;
3) U.S. Navy who retired before January 1, 1995;
4) U.S. Marine Corps who retired before October 1, 2001; and
5) U.S. Air Force who retired before October 1, 2004 (*for general officers, see below),
send the form to:
National Personnel Records Center
1 Archives Drive
St. Louis, MO 63138-1002
*If Air Force Retiree is a general, put “Retired General Officer” in the Agency’s Remarks block on
the front of this form.
B. To verify campaign/expeditionary service for persons who retired from Marine Corps, Navy,
Air Force, or Army on or after the dates shown below, send the form to the appropriate military
service at the address below.
U.S. Marine Corps, October 1, 2001
Headquarters U.S. Marine Corps
Personnel Management Support Branch (MMSB-10)
2008 Elliot Road
Quantico, VA 22134-5030
U.S. Air Force, October 1, 2004
AFPC/DPSIDR
550 C St. West, Suite 12
Randolph Air Force Base, TX 78150
U.S. Navy, January 1, 1995
Navy Personnel Command (PERS-312A)
5720 Integrity Drive
Millington, TN 38055-3130
U.S. Army, October 1, 1995
Human Resources Command Veterans Inquiry Section Dept. 420
1600 Spearhead Div Ave
Fort Knox, KY 40122
SF 813 Instructions Continued
 The SF 813 should be used to request verification of
participation in a nonwartime campaign or expedition, and
dates of participation, only if this information is not
documented on the retiree's DD Form 214.
 It is the retired member's responsibility to provide the name
of any nonwartime campaign or expedition for which credit is
requested. Service will be verified only if the SF 813 lists
specific campaigns/expeditions and inclusive dates of the
retiree's participation. It is not sufficient to list just the service
component (e.g., “USAF') or medal (e.g., “Armed Forces
Expeditionary Medal”).
If a follow up request is necessary, reproduce a copy of the
original request and clearly mark the top of the SF 813, “Follow
up Request.” For additional information see
www.opm.gov/StaffingPortal/vgmedal2.asp, VetGuide
Appendix A: Wars, Campaigns and Expeditions of the Armed
Forces Since WWII Which Qualify for Veterans Preference.