U.S. Coast Guard

Force Readiness Command

(FORCECOM)

Coast Guard Dining Facility (CGDF)

Administration Management

Tactics, Techniques, and Procedures (TTP)

CGTTP 4-11.17

May 2019

This page intentionally left blank.

Commander

United States Coast Guard

Force Readiness Command

Commandant (FC-Tptc)

Attn: FORCECOM Training Division, Performance Technology Center

1 U.S. Coast Guard Training Center

Yorktown, VA 23690-5000

Staff Symbol: FC-Tptc

Phone: (757) 856-2356

2 MAY 2019

COAST GUARD TACTICS, TECHNIQUES, AND PROCEDURES, CGTTP 4-11.17

Subj: COAST GUARD DINING FACILITY (CGDF) ADMINISTRATION MANAGEMENT

TACTICS, TECHNIQUES, AND PROCEDURES (TTP)

Ref: (a) Development System and Standards Tactics, Techniques, and Procedures (TTP), CGTTP 1-01 (series)

(b) Coast Guard Food Service Manual, COMDTINST M4061.5 (series)

(c) Food Safety and Sanitation Program Tactics, Techniques, and Procedures, CGTTP 4-11.12 (series)

(d) Coast Guard Quarantinable Communicable Disease and Pandemic Policy, COMDTINST M3121.2 (series)

1. PURPOSE. To provide the Culinary Specialist (CS) community with Coast Guard tactics, techniques, and procedures (CGTTP) focusing on Coast Guard dining facility (CGDF) administration management.

2. ACTION. This CGTTP publication applies to United States Coast Guard (USCG) subsistence program personnel, USCG commands operating a CGDF, members serving as food service officers, and the CS rating.

Internet release authorized.

3. CGTTP AFFECTED. None.

4. DISCUSSION. This tactics, techniques, and procedures (TTP) publication includes procedural guidance for:

Procuring food.

Developing a monthly budget and menu for command approval.

Preparing financial documents and requests.

Managing expenditures and allowances.

Managing and inventorying food stores and galley storage spaces (Jack-of-the-Dust (JOD) duties).

Preparing and managing monthly CGDF administrative management forms used by a unit to open and close a monthly CGDF operating statement.

CGDF Administration Management TTP

Preparing and completing financial workbook processes to include:

Monthly report submissions and record retention.

Vendor delivery, cutter load out, staging and, inventory control.

Documents needed for a report of survey (ROS).

Documents for an extraordinary operating condition (EOC).

Documents for freight reimbursement.

This TTP publication was authored by subject matter experts and validated by accomplished performers in the field. TTP publications adhere to a life-cycle maintenance periodicity unless triggered by other revision requirements.

5. DISCLAIMER. This TTP publication is not a substitute for applicable legal requirements, nor is it itself a rule. It is intended to provide guidance for Coast Guard personnel and is not intended to, nor does it, impose legally binding requirements on any party outside the Coast Guard.

6. DISTRIBUTION. U.S. Coast Guard Force Readiness Command (FORCECOM) Training

Division (FC-T) posts an electronic version of this TTP publication to the CGTTP Library on

CGPortal. In CGPortal, navigate to the CGTTP Library by selecting Training & Education, then select the TACTICS, TECHNIQUES, AND PROCEDURES link. FC-T does not provide paper distribution of this publication.

7. REQUEST FOR CHANGES. Field feedback regarding this TTP publication, or any other located in the CGTTP Library, may be provided via email to:

D05-SG-M-FORCECOM-TPTC-PRODUCTFEEDBACK@uscg.mil.

BRYAN J. BURKHALTER

Commander, U.S. Coast Guard

Director, Performance Technology Center (FC-Tptc)

By Direction of Chief, Force Readiness Command Training Division mailto:D05-SG-M-FORCECOM-TPTC-PRODUCTFEEDBACK@uscg.mil

Table of Contents

Chapter 1: Introduction ........................................................................................................... 1-1

Section A: Introduction ............................................................................................................................. 1-2

Section B: Notes, Cautions, and Warnings ................................................................................................. 1-5

Chapter 2: CGDF Administration Management Fundamental Principles ........................... 2-1

Section A: CS Portal .................................................................................................................................. 2-2

Section B: Establish, Disestablish, or Re-establish a CGDF .......................................................................... 2-3

Section C: CGDF Menu .............................................................................................................................. 2-5

Section D: CGDF Load Guide ..................................................................................................................... 2-7

Section E: Critical Incident Messing (CIM) ................................................................................................ 2-11

Chapter 3: CGDF Administration Forms Overview ............................................................... 3-1

Section A: CGDF Operating Statement ...................................................................................................... 3-2

Section B: Ration Memorandum, CG-3123 ................................................................................................ 3-3

Section C: Meal Sign in Sheet, CG-4901 ..................................................................................................... 3-4

Section D: Individual Credit Account, CG-3476 .......................................................................................... 3-5

Section E: Daily Ration Cost Record, CG-3471 ............................................................................................ 3-6

Section F: Issues/Sales Slip, CG-2581 ......................................................................................................... 3-7

Section G: Provision Inventory Control Record, CG-3469 ........................................................................... 3-8

Section H: Provision Inventory Report, CG-4261 ........................................................................................ 3-9

Section I: Custodian’s Count of Cash on Hand, CG-4971 ............................................................................ 3-10

Section J: Report of Survey, CG-5269 ....................................................................................................... 3-11

Section K: CG Procurement Request, DOT F 4200.1.2 ............................................................................... 3-12

Section L: Purchase Card Transaction Worksheet, DHS Form 1501 ............................................................ 3-13

Section M: Requisition and Invoice/Shipping Document, DD Form 1149 ................................................... 3-14

Appendix A: Acronyms .......................................................................................................... A-1

Appendix B: Coast Guard Dining Facility Job Aids............................................................. B-1

Section A: CS Portal Job Aids ..................................................................................................................... B-2

Section B: Julian Date Calendars ............................................................................................................... B-3

1-1 Chapter 1: Introduction

Chapter 1:

Introduction

Introduction This chapter overviews the contents of this tactics, techniques, and procedures (TTP) publication. It also defines the use of notes, cautions, and warnings in this TTP publication. See Appendix A: Acronyms for an explanation of terms and acronyms used in this TTP publication.

Per reference (a), Development System and Standards Tactics, Techniques, and Procedures (TTP), CGTTP 1-01 (series), “CGTTP is NOT policy and is not used to replace or fix policy gaps.”

In This Chapter This chapter contains the following sections:

Section Title Page

A Introduction 1-2

B Notes, Cautions, and Warnings 1-5

Chapter 1: Introduction 1-2

Section A: Introduction

A.1.

Background -

Affected Human

Performance

Factors

COMDT (CG-1111), the Subsistence Program, conducted a review of reference (b), Coast Guard Food Service Manual, COMDTINST

M4061.5A (series), and applicable directives, to determine the breadth and accuracy of culinary specialist (CS) administration management procedures for Coast Guard dining facilities (CGDFs).

COMDT (CG-1111) determined that 70 percent of reference (b), Coast

Guard Food Service Manual, COMDTINST M4061.5 (series), content needed to migrate to TTP publication. Additionally, it was determined that

CGDF administration management procedural guidance and practices are scattered across several documents and some information is outdated or gapped. As a result, COMDT (CG-1111) identified several CGDF performance gaps:

Lack of standardized CGDF administration management procedures results in a mismatch of packages from across the service.

Performers in the field have to review multiple resources to perform all elements of single task.

Changes in policy from other publications result in incorrect and outdated procedures and practices.

CSs assigned to independent duty food service officer (IDFSO) billets often do not get Food Service Officer (FSO) Paperwork Management

“C” school en route.

Food Service Assistance Team (FSAT) findings reveal CS personnel are not completing, submitting, and maintaining on file, all required inventory, financial purchase forms, and receipts.

1-3 Chapter 1: Introduction

A.2. Scope This TTP publication and supporting job aids provide procedural guidance to the CS community, focusing on CGDF administration management.

This TTP publication includes FSO procedural guidance for:

Procuring food.

Developing a monthly budget and menu for command approval.

Preparing financial documents and requests.

Managing expenditures and allowances.

Managing and inventorying food stores and galley storage spaces

(Jack-of-the-Dust (JOD) duties).

Preparing and managing monthly CGDF administrative management forms used by a unit to open and close a monthly CGDF operating statement (CGDFOS).

Preparing and completing financial workbook processes to include:

Monthly report submissions and record retention.

Vendor delivery, cutter load out, staging and, inventory control.

Documents needed for a report of survey (ROS).

Documents for an extraordinary operating condition (EOC).

Documents for freight reimbursement.

A.3. Target

Audience

This CGTTP publication applies to United States Coast Guard (USCG) subsistence program personnel, USCG commands operating a CGDF, members serving as food service officers, and the CS rating.

A.4. Exclusions and Assumptions

This TTP publication minimizes effort and time loss by excluding:

Food Safety and Sanitation, which is covered in reference (c), Food

Safety and Sanitation Program Tactics, Techniques, and Procedures

(TTP), CGTTP 4-11.12 (series).

Cooking techniques.

The examination process of a CGDFOS package at the USCG Finance

Center (FINCEN).

Terms used in this TTP publication:

“CO” refers to the commanding officer, acting commanding officer, officer in charge.

“XO” refers to the executive officer, executive petty officer, or acting executive officer.

Chapter 1: Introduction 1-4

Digital signatures.

Where signatures are required, digital signatures are preferred.

Digital signatures provide a date, time, and validation.

A.5. Training Although not a substitute for formal training, this document can be used as a training aid for local training.

A.6. Disclaimer

Statement

This TTP publication cannot cover every CGDF administrative management scenario that might arise. Some cases might result in a need to deviate from guidance in this publication. Deviate as necessary to complete the task with greater, accuracy, effectiveness, or efficiency, but do not take deviations lightly. Temper a decision to deviate with maturity and an understanding of the mission, members’ capabilities, and equipment.

Whenever possible, consult your unit chain of command, FSAT, or the

Subsistence Product Line prior to deviation. Report TTP publication adjustment needs per the Request for Changes paragraph located in the letter of promulgation.

A.7. Best

Practice

Throughout this TTP publication, the term “best practice” means a modified or innovative practice that results in an improved or more effective response that might merit adoption by other units, platforms, or commands.

A.8. Version

Control

Prior to deployment, or anytime connectivity might become an issue, go to

Culinary Specialist Rating Portal (CS Portal) and the Job Aid section to download the most current version of this TTP publication and the most current version of each job aid, form, and workbook that might be needed.

Check again when connectivity is restored, and on a regular basis, to ensure you still have the most current version.

https://cg.portal.uscg.mil/communities/erats/CS/SitePages/Home.aspx https://cg.portal.uscg.mil/communities/erats/CS/CS%20ADMIN%20TTP/Forms/AllItems.aspx https://cg.portal.uscg.mil/communities/hp/HPCenter/TTP/Default.aspx

1-5 Chapter 1: Introduction

Section B: Notes, Cautions, and Warnings

B.1. Overview The following definitions apply to notes, cautions, and warnings found in this TTP publication.

An emphasized statement, procedure, or technique.

A procedure, technique, or instruction that, if not followed, risks administrative errors.

WARNING:

A procedure, technique, or instruction that, if not followed, risks disciplinary action.

Chapter 1: Introduction 1-6

2-1

Chapter 2: CGDF Administration Management Fundamental Principles

Chapter 2:

CGDF Administration Management

Fundamental Principles

Introduction This chapter provides an overview of basic core principles of CGDF administrative management.

In This Chapter This chapter contains the following sections:

Section Title Page

A CS Portal 2-2

B Establish, Disestablish, or Re-establish a CGDF 2-3

C CGDF Menu 2-5

D CGDF Load Guide 2-7

E Critical Incident Messing 2-11

Chapter 2: CGDF Administration

2-2

Section A: CS Portal

A.1. CS Portal

Access

The CS Portal is the primary source of information for CGDF policy guidance, administrative forms, workbooks, job aids, training resources, and culinary specialist professional development.

CS Portal is managed by the rating knowledge manager.

A.2. Food

Service

Management

Workbook

Each month, go to the CS Portal and download the most current version of the Food Service Management Workbook for your applicable dining facility (perpetual or purchases vs. allowances (PVA)) and any other applicable forms. This ensures that you always have the most current version.

Use the Frequently Asked Questions tab within the workbook to troubleshoot issues or errors.

https://cg.portal.uscg.mil/communities/erats/CS/sitepages/home.aspx https://cg.portal.uscg.mil/communities/erats/CS/sitepages/home.aspx

2-3

Section B: Establish, Disestablish, or Re-establish a CGDF

B.1.

Establishment

Units authorized to establish a new CGDF complete the following prior to establishment:

1. Establish a government purchase card account and obtain a government purchase card for subsistence.

2. Obtain the 82 funds line of accounting (LOA) for your unit and associate all government purchase cards for subsistence with that LOA.

Contact the USCG Finance Center Subsistence Liaison (FCSL) for assistance.

3. Notify the USCG FCSL at FIN-SMB-CSLIAISON@uscg.mil and FSAT at D11-DG-M-TCPet-FSAT@uscg.mil. State the anticipated establishment date, number of CS personnel with government purchase cards, and full names and email addresses of personnel to receive

Oracle® alerts such as general accounting supply (OGD) receipts.

B.2. Permanent

Disestablishment

Units directed to permanently disestablish a CGDF facility complete the following prior to disestablishment:

1. Notify the USCG FCSL at FIN-SMB-CSLIAISON@uscg.mil and FSAT at D11-DG-M-TCPet-FSAT@uscg.mil.

Indicate the date of the scheduled disestablishment. Align this date with the Operating Facility Change Order.

Request an XS6 procurement audit.

Request a Block D analysis/accounts receivable audit.

2. Ensure all accounts receivable bills are closed and no surplus funds remain on account.

3. Complete and send Records Transmittal and Receipt, SF-135 to the appropriate federal records center for approval prior to shipment of records.

Completion instructions are on the reverse of the form.

Follow disposition instructions as directed by the federal records center.

mailto:FIN-SMB-CSLIAISON@uscg.mil mailto:D11-DG-M-TCPet-FSAT@uscg.mil

Chapter 2: CGDF Administration

2-4

B.3. Temporary

Disestablishment

Units authorized to temporarily disestablish a CGDF perform the following prior to temporary disestablishment:

1. Notify the USCG FCSL at FIN-SMB-CSLIAISON@uscg.mil and FSAT at D11-DG-M-TCPet-FSAT@uscg.mil indicating the temporary disestablishment date and anticipated re-establishment date.

2. In the CGDFOS, remarks section C, indicate the date of temporary disestablishment.

3. Using the drop-down menu on line 27 of the CGDFOS, select N/A.

Do not submit operating statements to FINCEN for the temporary disestablishment period.

Do not issue inventory items during temporary disestablishment.

Attempt to incorporate into your menu, or transfer, perishable items prior to disestablishment periods greater than one week.

B.4.

Re-establishment

Units that temporarily disestablished a CGDF and are re-establishing, complete the following prior to re-establishment.

1. Notify the USCG FCSL at FIN-SMB-CSLIAISON@uscg.mil and FSAT at D11-DG-M-TCPet-FSAT@uscg.mil indicating the date of re-establishment.

2. In the CGDFOS, remarks section C, indicate the date of temporary disestablishment and the date of re-establishment.

3. If the unit re-establishes the CGDF on any day other than the first (1st) of the month, use the drop-down menu on line 27 of the CGDFOS to select N/A.

If line 27 of your previous CGDFOS read “N/A,” carry the full amount in line 26 forward to line 25 of the new operating statement.

Purchasing food in support of an approved menu in advance of re-establishment is authorized.

2-5

Section C: CGDF Menu

C.1. Menu A menu is a plan of foods offered for one meal, one day, one week, several weeks, or an event. A menu is the key to successful CGDF management and providing meals within the unit’s basic daily food allowance (BDFA).

Submit menus to the CO for approval one week prior to use.

Menus are developed per reference (b), Coast Guard Food Service

Manual, COMDTINST M4061.5 (series). Recipes are approved by the FSO and the CO prior to use.

C.1.a.

Weekly Menu

Weekly menus consist of one week of planned meals to serve Monday through Sunday. PVA units are encouraged to use weekly menus, but cycle menus are acceptable if more appropriate.

C.1.b.

Cycle Menu

Cycle menus are a series of consecutively planned menus to serve over a specified period. A cycle menu generally covers three, four, or six weeks, depending on unit size. While it is OK to repeat menus, do not repeat specific menu items, but only ingredients from the previous menus. Best practices suggest using six-week cycle menus.

C.1.b.(1).

Time Saving

A cycle menu takes much less planning time than writing a fresh menu at the beginning of each week. It is reasonable and practical to assume that once a good menu is written, the plan is reusable, as is or with minor alterations, to bring it in line with proper rotation of subsistence inventory.

After a cycle is established, create each weekly menu by only making minor changes as the need arises. FSOs plan better menus when the pressure of a fast approaching weekly deadline is gone. While the cycle menu is in use, refine the menu before using it again.

C.2. Menu

Considerations

Many considerations are involved when developing a menu:

Nutritional Requirements – Refer to reference (b), Coast Guard Food

Service Manual, COMDTINST M4061.5 (series) for guidance.

Budget – Draft and develop menus based on the unit’s total BDFA and operational status. Cost individual recipes of each weekly menu before procurement to prevent over spending.

Procurement restrictions – See reference (b), Coast Guard Food Service

Manual, COMDTINST M4061.5 (series) for procurement restriction guidance.

Chapter 2: CGDF Administration

2-6

Availability – Maintain seasonal fresh produce, when available, as price and storage space permits.

Crew preferences – Guided by a menu advisory board and daily comment cards.

Existing inventory – When menu planning, use existing inventory, ensuring a first in, first out process.

Unit operations and mission – Consider unit operations and mission commitments. Area of operations and physical demands upon the crew affect caloric needs.

Special events – See reference (b), for guidance regarding special events planning, financing, and staffing.

CGDF staffing and equipment – Consider the number of available galley staff members; including mess attendants, operating galley equipment and performing the daily routine.

Food preparation and storage facilities – When menu planning, consider meal preparation and storage space capabilities.

C.3. Open Galley Create an open galley menu listing items available for the crew to prepare in the absence of the CS. Integrate this menu into the cycle menu or post it separately.

The CO approves the open galley menu prior to its use.

See the Menu Development Job Aid for guidance on creating an open galley menu.

Not all items on the open galley menu are required to be on hand at all times.

C.4. Menu

Analysis

Regardless of whether it is a weekly or cycle menu, use menu and load out guidance provided in reference (b) and within this TTP publication. Ensure protein product color variation, texture diversity, and overall menu innovation.

Use positive and complementing adjectives to describe food on the menu;

be specific (this aids in completing a shopping list). For example: “red potato hash browns” and “apple wood cured bacon” have greater appeal than “hash browns” and “bacon” and aid in completing the load list.

2-7

Section D: CGDF Load Guide

D.1. General A load guide is the procedure for establishing inventory needs for a predetermined amount of time. The purpose of a load guide is to purchase the proper amount of food to support the menu, and limit the purchasing of overpriced items in foreign ports.

Factors affecting inventory levels are:

Deployment duration or operational schedule.

Replenishment time.

Shelf life.

Load guides are developed after creating the deployment cycle menu. A primary task of the FSO and Jack-of-the-Dust during an in port is menu refinement and load guide development. Use developed menus and established recipes when building a load guide.

If weekly menus are prepared in advance of a deployment, there is no need to load excessive amounts of contingency items. If operations delay a replenishment opportunity, FSOs shift existing menus to accommodate shortages due to the extension.

D.1.a.

Ashore Unit

Considerations

If an ashore unit maintains no more than one week’s inventory, order and receive deliveries prior to the start of the week to allow for unforeseen circumstances, such as delivery of damaged or unsuitable items.

When purchasing perishable items weekly, take in to account shelf life and excessive container or case sizes to avoid spoilage and financial waste.

D.1.b. Afloat Unit

Considerations

Keep storage facility capacity and operating limitations in mind when ordering. Overloading refrigerator and freezer units leads to excessive load and mechanical failure.

D.1.c. Critical

Incident Messing

Units in hurricane areas Refer to Section E: Critical Incident Messing for stocking excess inventory as might be necessary.

Chapter 2: CGDF Administration

2-8

D.1.d.

Contingency

Reserves

(semi-perishable)

A contingency reserve is additional food stocked to compensate for possible deployment extensions or delays in scheduled replenishment. This varies among units, but as a best practice, for each deployment, stock at least 25 percent additional inventory, space permitting. Contingency reserve is derived by multiplying the deployment duration by the recommended additional inventory of 25 percent.

Calculating contingency reserve:

Deployment period x 25 percent = additional inventory.

28 days x 25 percent = 7 days of additional inventory

(contingency reserve).

Deployment period + contingency reserve = inventory needs.

28 days + 7 days = 35 days.

D.1.e. Freezer Start several weeks out and order no more than 30 percent at a time to prevent overloading the freezer, or having it open for too long.

Consult with the engineering department for storage requirements such as air gaps between bulkheads to allow air circulation.

Always order frozen proteins for load out.

Plan to load the first 2 weeks’ frozen food closest to the door.

Keep premade items to a minimum. This provides more room for meats and vegetables.

D.1.f. Dry Stores Start several weeks out to have time to arrange stock properly.

Order approximately 50 percent at a time.

Avoid ordering items in glass containers whenever possible.

Order enough baking ingredients to supplement pre-baked goods.

Order ultra-high temperature processing milk to supplement the fresh milk supply.

2-9

D.1.g. Fresh

Dairy/Eggs/

Produce

(Perishables)

Order fresh dairy and produce no more than one week before deployment.

This ensures the product is consumed before it exceeds its shelf life.

Order fresh produce last and split into two orders if time permits, with leafy vegetables last.

Check expiration dates when receiving to ensure a satisfactory shelf life.

Only purchase enough perishable food in a foreign country to last until reaching U.S. waters to minimize survey and disposal of good food.

When ordering produce, especially from foreign ports, specify export quality, not market quality.

Consider using ethylene gas absorbers. These products are proven to increase the shelf life of many produce products. For further information on these products contact the FSAT team for the unit.

D.1.h. Minimize

Stock

When creating a load guide, use the least amount of variety of a product to support recipes and menus. This also limits your total line items on the inventory, resulting in easier inventory management.

Examples:

Order boneless skinless chicken breast for the majority of chicken meals (fajitas, pot pies, stir fry, etc.). This avoids taking up valuable freezer space with multiple types of product (chicken strips, diced chicken, pulled chicken, etc. …).

Whole strip loin that can be sliced into portions takes up less room in the freezer than individually wrapped portion cut steaks.

Five pound blocks of cheese, stored frozen and sliced or shredded when thawed, uses less freezer space than a case of shredded cheese.

Limit the amount of breads purchased during load outs, these large cases take up valuable freezer space that could be used for United

States Department of Agriculture (USDA) approved meats and frozen vegetables. Having extra flour in dry stores is more important than bread in the freezer to avoid purchasing foreign meats while deployed.

D.1.h.(1).

Existing

Inventory

Incorporate existing inventory when completing menus and load guides.

Where applicable, establish high and low limits for key inventory items.

Chapter 2: CGDF Administration

2-10

D.1.h.(2).

Limiting bulk quantities of specialty items

FSOs may choose to carry higher priced specialty items to support special meals or crew favorite meals. Best practices recommend that FSOs avoid purchasing such items in bulk and special order or locally purchase single units of such items.

Example: If there are two recipes in a cycle that use oyster sauce, then do not order an entire case of oyster sauce.

D.1.h.(3).

Dry Goods

FSOs consider the same variety limiting practices with dry goods

Example: Limit canned tomato products to two or three varieties.

Create menu items using tomato paste and diced tomatoes instead of loading pizza sauce, tomato sauce, marinara sauce, crushed tomato, tomato puree, etc.

Dry spices are another item that can accumulate rapidly if quantities are not monitored. Avoid accumulating excess amounts of less popular dry spices, although they have extended shelf life, a dining facility does not normally use 8 one-pound containers of turmeric over the course of a deployment.

D.1.i. Receiving

On Load Order

Spread out deliveries so storage spaces can be properly loaded and rearranged. Coordinate delivery logistics with the XO for subsistence on-loads. Do not schedule during weekends, holidays, and stand-downs.

D.2.

Procurement

Sources

Large and medium afloat units use the Defense Logistics Agency (DLA)

Prime Vendor program as a primary source. Supplement items not in prime vendor catalogs with commercial vendors.

Leave homeport fully loaded, but replenish fresh produce, perishables, and other needed items during port calls.

Prime vendor usage during port call replenishment within the U.S. is a best practice, not a requirement.

Limit the purchase of meats, poultry, and seafood in foreign ports.

D.3.

Operational reporting

Accurately reporting inventory levels for daily operational situation report messages is critical for a cutter’s operations, and assists in calculating replenishment opportunities. FSOs engage with operations and supply officers for reporting.

http://www.dla.mil/TroopSupport/Subsistence/FoodServices/pvlist.aspx http://www.dla.mil/TroopSupport/Subsistence/FoodServices/pvlist.aspx

2-11

Section E: Critical Incident Messing (CIM)

E.1. Overview The primary mission of a dining facility is to provide for the nutritional adequacy of the unit. During critical incidents, there may be significant reductions in manpower levels, physical damage to the dining facility, loss of power, unavailability of food deliveries, etc. The reduction or loss of resources needed to operate a dining facility causes a command and FSO to implement an incremented 2-phase standard operating capability procedure.

E.2. 2-Phase

Operating

Procedures

The CO, with guidance from the FSO, implements these plans with regards to unit subsistence.

Phase 1 – Units operating at normal capacity:

Generate an individual credit account (ICA) for each patron receiving per diem or basic allowance for subsistence (BAS) subsisting at the dining facility.

Account for all meals issued from the CGDF on a Meal Sign-In

Sheet, CG-4901. See Chapter 3: CGDF Administration Forms

Overview, Section C: Meal Sign in Sheet, CG-4901, for guidance

Record meals provided to other government agencies not receiving per diem or BAS on a separate ICA workbook (see Chapter 3:

CGDF Administration Forms Overview, Section D: Individual

Credit Account, CG-3476), and use a Requisition and

Invoice/Shipping Document, DD-1149, for reimbursement.

Phase 2 – Units operating at limited capacity:

If the CO declares the unit at limited capacity, inform the

Subsistence Product Line immediately.

Suspend all cash sales.

If services are available and it is safe to do so, transmit all funds previously collected to the designated lockbox.

o Lockbox Address:

USCG Meal Sales

PO Box 979124

St. Louis, MO 63197-9000.

o Express Mail (Street Address for Courier)

Lockbox No. 979124 U.S. Bank Government Lockbox

1005 Convention Plaza

ATTN: GOVERNMENT LOCKBOX, SL-MOC1 GL

St. Louis, MO 63101.

https://www.dcma.mil/Portals/31/Documents/NPP/Forms/dd1149.pdf https://www.dcma.mil/Portals/31/Documents/NPP/Forms/dd1149.pdf https://www.dcms.uscg.mil/Our-Organization/Assistant-Commandant-for-Human-Resources-CG-1/Health-Safety-and-Work-Life-CG-11/Office-of-Work-Life-CG-111/Subsistence-Program-Office-of-Work-Life-CG-111/Contact-Subsistence-Program/

Chapter 2: CGDF Administration

2-12

Generate an ICA for each patron receiving per diem or BAS subsisting at the dining facility.

Account for all meals issued from the CGDF on a Meal Sign-In

Sheet, CG-4901. See Chapter 3: CGDF Administration Forms

Overview, Section C: Meal Sign in Sheet, CG-4901 for guidance.

Record meals provided to other government agencies not receiving per diem or BAS on a separate ICA workbook (see Chapter 3:

CGDF Administration Forms Overview, Section D: Individual

Credit Account, CG-3476), and use a Requisition and

Invoice/Shipping Document, DD-1149, for reimbursement.

E.3. Extreme

Weather

A field best practice suggests that units in areas potentially affected by extreme weather, such as hurricanes or nor’easters need to remain ready with emergency supplies. Stock meals, ready to eat (MREs) and enough emergency bottled water to sustain the unit per district or unit standard operating procedures.

The FSO does not procure or manage inventory stocks of MREs, unit group rations (UGRs), emergency bottled water, or any other emergency supplies.

Purchase MREs, UGRs, etc., solely through DOD eMall.

Purchase MREs, UGRs, emergency bottled water or other emergency supplies using appropriated funds, not supply fund 82.

Contact the Subsistence Product Line with questions or for guidance.

E.4. CIM for

Afloat Dining

Facilities

FSOs afloat comply with all plans and directives issued by their respective area/district commanders with regard to planning for, prevention of, and response to a critical incident.

E.5. Food Safety, Sanitation, and

Communicable

Diseases

Regardless of operating level, normal or limited, serve all meals with adherence to reference (c), Food Safety and Sanitation Program Tactics, Techniques, and Procedures, CGTTP 4.12 (series).

In the event of a communicable disease outbreak, the unit follows guidance provided in reference (d), Quarantinable Communicable Disease and

Pandemic Policy, COMDTINST M3121.2A (series).

3-1 Chapter 3:

CGDF Administration Forms Overview

Introduction This chapter provides an overview of CGDF administrative forms and workbooks. Use the hyperlinks throughout this TTP publication to access job aids that include completion guidance.

Prior to deployment, or anytime connectivity may become an issue, download the most current version of this TTP publication and the most current version of each job aid, form, and workbook that might be needed.

Check again when connectivity is restored, and on a regular basis, to ensure you have the most current version.

In This Chapter This chapter contains the following sections:

Section Title Page

A CGDF Operating Statement 3-2

B Ration Memorandum, CG-3123 3-3

C Meal Sign in Sheet, CG-4901 3-4

D Individual Credit Account, CG-3476 3-5

E Daily Ration Cost Record, CG-3471 3-6

F Issues/Sales Slip, CG-2581 3-7

G Provision Inventory Control Record, CG-3469 3-8

H Provision Inventory Report, CG-4261 3-9

I Custodian’s Count of Cash on Hand, CG-4971 3-10

J Report of Survey, CG-5269 3-11

K CG Procurement Request, DOT F 4200.1.2 3-12

L Purchase Card Transaction Worksheet, DHS Form

3-13

M Requisition and Invoice/Shipping Document, DD

Form 1149 3-14

Chapter 3:

3-2

Section A: CGDF Operating Statement

A.1. CGDF

Operating

Statement

The CGDFOS provides the unit dining facility’s financial condition, uncollected outstanding funds, agencies from which to obtain reimbursement, and other pertinent information.

There are three types of operating statements.

Regular – This statement provides accounting information to the

FINCEN so it can charge the appropriate accounts for funds used.

COMDT (CG-1111) also uses the CGDFOS for program management review and analysis.

Relief Statement – Complete a relief CGDFOS when the designated

FSO is relieved. The relieving FSO submits the CGDFOS to the CO as part of the relief package.

Memorandum – The FSO completes a unit-level memorandum statement for a unit change of command, or command-requested CGDF audit, and submits the statement to the CO for review.

Refer to Appendix B, Coast Guard Dining Facility Job Aids for the appropriate job aid.

A.1.a. When to Initiate

The FSO initiates a CGDFOS under the following circumstances:

End of month.

Formal or informal relief.

Audit verification.

A.1.b. Routing The CO approves and digitally signs the CGDFOS.

The CO can delegate signature authority per reference (b), Coast

Guard Food Service Manual, COMDTINST M4061.5 (series).

A.1.c.

Final Action

The FSO emails the CGDFOS with supporting documentation by the 10th day of the following month, in PDF format, to shared mailbox FIN-SMB-

CGDF@uscg.mil.

mailto:FIN-SMB-CGDF@uscg.mil

3-3

Section B: Ration Memorandum, CG-3123

B.1. Ration

Memorandum, CG-3123

The daily Ration Memorandum, CG-3123, determines the dining facility’s operating allowance based on daily ration value.

The summary Ration Memorandum, CG-3123, completes the month’s summary ration value. To complete either variation, refer to Appendix B, Coast Guard Dining Facility Job Aids for the appropriate job aid.

B.1.a. When to Initiate

Daily, the FSO inputs ration counts into the CG-3123 and submits a daily

Ration Memorandum to the XO at the end of each day.

The FSO submits a summary Ration Memorandum to the XO at the end of the reporting period with the CGDFOS.

The XO, may delegate in writing to the personnel or administrative officer, the signing of the daily Ration Memorandum, CG-3123, but the XO must sign the summary Ration Memorandum, CG-3123.

B.1.b. Routing The XO verifies and digitally signs the daily Ration Memorandum and summary Ration Memorandum.

B.1.c.

Final Action

Sent as supporting documentation, as needed, with the CGDFOS by the

10th day of the month following procurement, in PDF format, to shared mailbox FIN-SMB-CGDF@uscg.mil.

Cutters or shore stations unable to meet the normal CGDFOS due date due to network issues transmit by message to CMD-SMB-CG-

FINCEN the following information from the CGDFOS.

● Lines 2, 3, 5, 6, 7, 8, 11, 15, 16, 17, 18, 19, 20, 21, 22, 24, 26, 34, 37.

● Total of government purchases.

● Total of commercial purchases.

Submit the actual CGDFOS and supporting documentation to

FINCEN as soon as possible.

If a unit is unable to submit the CGDFOS by e-mail or message, call finance center subsistence liaisons at 757-523-6854 or 757-523-6055.

Chapter 3:

3-4

Section C: Meal Sign in Sheet, CG-4901

C.1. Meal Sign in

Sheet, CG-4901

The Meal Sign in Sheet, CG-4901, documents the sale of meals for each meal in the CGDF. Each dining facility patron inputs his or her own name, unit, and category. Refer to the most current USCG meal rates message that details the classification of patrons.

The FSO reviews the CG-4901 accounting for accuracy. For dining facilities with cash sales, the FSO also compares the cash count to the

CG-4901 to verify financial accountability.

Refer to Appendix B, Coast Guard Dining Facility Job Aids for the appropriate job aid.

3-5

Section D: Individual Credit Account, CG-3476

D.1. Individual

Credit Account, CG-3476

The Individual Credit Account (ICA), CG-3476, documents meal sales on a credit basis.

Each member has their own CG-3476.

D.1.a. When to Initiate

FSO inputs ICA data daily.

FSO issues ICA bill statements at the end of the reporting period, or prior to personnel departing on leave or departing the unit.

Refer to Appendix B, Coast Guard Dining Facility Job Aids for the appropriate job aid.

D.1.b. Final

Action

A customer pays the total within five working days of receiving the

CG-3476. Members departing on leave, TAD, etc., pay their ICAs before departing.

Acceptable forms of payment are personal check, money order, or Pay.gov.

Chapter 3:

3-6

Section E: Daily Ration Cost Record, CG-3471

E.1. Daily Ration

Cost Record, CG-3471

The Daily Ration Cost Record, CG-3471, tracks a CGDF’s accumulated monthly savings or losses and shows ration credits and values and total stores used.

The CG-3471 can be used to monitor daily savings and losses.

Comparative details of total daily rations and stores consumed gives the FSO insight into store room issues that exceed the operating allowance for that day.

The CG-3471 provides input into the perpetual inventory testing procedures.

Refer to Appendix B, Coast Guard Dining Facility Job Aids for the appropriate job aid.

E.1.a. When to Initiate

The FSO updates CG-3471 daily for PVAISW only.

E.1.b. Routing XO reviews daily entries when the CGDF is exhibiting extreme financial difficulties, such as excess accumulated deficit.

3-7

Section F: Issues/Sales Slip, CG-2581

F.1. Issues/Sales

Slip, CG-2581

The Issues/Sales Slip, CG-2581, functions as a means to document:

CGDF inventory issued for meal preparations.

Sale of inventory items to authorized purchaser.

Transfer of inventory items to other CGDF.

Refer to Appendix B, Coast Guard Dining Facility Job Aids for the appropriate job aid.

F.1.a.

Final Action

Sent as supporting documentation for sale or transfer of stores, as needed, with the CGDFOS by the 10th day of the month following procurement, in

PDF format, to shared mailbox FIN-SMB-CGDF@uscg.mil.

Chapter 3:

3-8

Section G: Provision Inventory Control Record, CG-3469

G.1. Provision

Inventory

Control Record, CG-3469

The Provision Inventory Control Record, CG-3469, maintains the current inventory total, displaying receipts and expenditures of all aspects of inventory management.

Refer to Appendix B, Coast Guard Dining Facility Job Aids for the appropriate job aid.

G.2. When to Initiate

The FSO updates the CG-3469 daily, or as needed.

3-9

Section H: Provision Inventory Report, CG-4261

H.1. Provision

Inventory

Report, CG-4261

The Provision Inventory Report, CG-4261, states the CGDF inventory value.

H.1.a. When to Initiate

CG-4261 is used for:

Regular – the CG-4261 is completed by the FSO when completing

CGDFOS.

Relief – the CG-4261 is completed by the incoming FSO.

Verification – the CG-4261 is completed by the auditor.

Refer to Appendix B, Coast Guard Dining Facility Job Aids for the

H.1.b. Routing Send to the CO for approval and digital signature.

Chapter 3:

3-10

Section I: Custodian’s Count of Cash on Hand, CG-4971

I.1. Custodian’s

Count of Cash on Hand, CG-4971

The Custodian’s Count of Cash on Hand, CG-4971, is used when auditing

Cash on Hand, including the change-making fund. A cash count includes cash on hand, checks, cashier’s checks, and money orders as cash.

When auditing cash on hand, verify that the total cash count matches the total recorded in the cash log.

Use the “TOTAL OF CASH ITEMS, OTHER” line to account for checks, cashier’s checks, and money orders.

The CG-4971 is included in the annual audit submission, if applicable.

3-11

Section J: Report of Survey, CG-5269

J.1. Report of

Survey, CG-5269

The Report of Survey, CG-5269 is an administrative form used to catalogue and survey food items spoiled or otherwise unfit for human consumption, damaged beyond use, missing, or lost.

The unit, district, or resource management office reimburses the supply fund for losses that result from approved reports of survey, from either the surcharge account or current-year operating expense appropriation.

Refer to Appendix B, Coast Guard Dining Facility Job Aids for the appropriate job aid.

J.1.a. When to Initiate

Submit a Report of Survey, Form CG-5269, for:

All food inventory losses due to mechanical failure.

Whenever neglect, misuse, theft, or fraud is suspected.

Any lost, missing, damaged, or destroyed food inventory greater than

$300.

J.1.b. Survey

Process

The FSO does not serve as the survey officer or as a survey board member.

All other survey tasks belong to the survey officer, survey board members, and the CO.

J.1.c. Routing If the accumulated loss is:

≥$5000.00 the ROS is routed to the Resource Management Office

(RMO) for review and signature.

<$5000.00 the ROS is routed to COMDT (CG-1111) for review and signature.

J.1.d. Final

Action

Unit follows instructions from COMDT (CG-1111).

J.1.e. Reports of

Survey for

Gleaning

Chapter 3:

3-12

Section K: CG Procurement Request, DOT F 4200.1.2

K.1. CG

Procurement

Request, DOT F 4200.1.2

A Department of Transportation form available through the CS Knowledge

Repository. Under the Purchasing section, select either Procurement

Authorization-Afloat or Procurement Authorization-Ashore depending on unit type.

The Procurement Request (PR), DOT F 4200.1.2, is completed before purchases are made. The electronic version of the PR is available on the

CS Portal. No obligations are entered into the Finance and Procurement

Desktop (FPD). The approved PR authorizes expenditures based on estimated operating allowance.

Refer to Appendix B, Coast Guard Dining Facility Job Aids for the appropriate job aid.

K.1.a. When to Initiate

Monthly, the FSO drafts not-to-exceed PR prior to making purchases against allowances.

FSO drafts amendment not-to-exceed PR when purchases are expected to exceed original PR thresholds.

K.1.b. Routing The CO or authorized designee digitally signs as funds manager.

https://cg.portal.uscg.mil/communities/erats/CS/SitePages/CS%20Knowledge%20Repository.aspx

3-13

Section L: Purchase Card Transaction Worksheet, DHS Form 1501

L.1.

Purchase Card

Transaction

Worksheet, DHS Form 1501

An old version (August 2015) of a Department of Homeland Security form, still used by the Coast Guard, available through the CS Knowledge

Repository.

1. Follow the link.

2. Under Workbooks, select DHS 1501 AUGUST 2015 (CG v1_3) 08-

14-15.

The DHS Form 1501 outlines transaction details for each cardholder in the dining facility. It is completed on a monthly basis, for the combined total of all the purchases for the month, as indicated in the PR.

Refer to Appendix B, Coast Guard Dining Facility Job Aids for the appropriate job aid.

L.1.a. When to Initiate

Monthly, the cardholder drafts DHS Form 1501 prior to making commercial purchases against allowances.

L.1.b. Routing The approving official digitally signs.

The CO or authorized designee digitally signs as funds manager.

https://cg.portal.uscg.mil/communities/erats/CS/Workbooks/DHS%201501%20AUGUST%202015%20(CG%20v1_3)%2008-14-15.pdf https://cg.portal.uscg.mil/communities/erats/CS/Workbooks/DHS%201501%20AUGUST%202015%20(CG%20v1_3)%2008-14-15.pdf

Chapter 3:

3-14

Section M: Requisition and Invoice/Shipping Document, DD Form 1149

M.1.

Requisition and

Invoice/Shipping

Document, DD Form 1149

A Department of Defense form available through the DoD Directives

Division.

1. Follow the link.

2. Click on DoD Forms.

3. Click on

4. Click on DD1149.

Request reimbursement for the cost of:

Subsistence items expended from inventory for alien migrant interdiction operations.

Meals provided to destitute or detained persons.

Meals sold to personnel from other government agencies.

Subsistence items sold to other government agencies.

Refer to Appendix B, Coast Guard Dining Facility Job Aids for the appropriate job aid.

M.1.a. When to Initiate

Initiate when required to request reimbursement.

M.1.b. Final

Action

Sent as supporting documentation, as needed, with the CGDFOS by the

10th day of the month following procurement, in PDF format, to shared mailbox FIN-SMB-CGDF@uscg.mil.

https://www.esd.whs.mil/dd/ https://www.esd.whs.mil/dd/

A-1 Appendix A: Acronyms

Appendix A:

Acronyms

ASDR Account Status Detail Report.

BAS Basic allowance for subsistence.

BDFA Basic daily food allowance.

CGDF Coast Guard dining facility.

CGDFOS Coast Guard dining facility operating statement.

CGTTP Coast Guard tactics, techniques, and procedures.

CIM Critical Incident Messing.

CO Commanding officer, acting commanding officer, officer in charge.

COMDTINST Commandant Instruction.

CS Culinary Specialist.

DHS Department of Homeland Security.

DLA Defense Logistics Agency.

DOD Department of Defense.

EOC Extraordinary operating condition.

FCSL USCG Finance Center Subsistence Liaison.

FINCEN USCG Finance Center.

FORCECOM U.S. Coast Guard Force Readiness Command.

FPD Finance and Procurement Desktop.

FSAT Food Service Assistance and Training Team.

FSM Food Service Manual (Coast Guard Food Service Manual (FSM)

COMDTINST 4061.5A).

Appendix A: Acronyms A-2

FSO Food service officer.

ICA Individual Credit Account.

IDFSO Independent duty food service officer.

LOA Line of accounting.

MRE Meal, ready to eat.

OGD General accounting supply.

PCA Purchase card application.

PDF Portable document format.

PIM Perpetual Inventory Management.

PISW Perpetual Inventory System Workbook.

PR Procurement request.

PVA Purchases vs. allowances.

PVAISW Purchases vs. Allowances Inventory System Workbook.

RMO Resource Management Office.

ROS Report of survey.

SFR Supply fund report.

SPL Subsistence Product Line.

SRR Sent receipt report.

TTP Tactics, techniques, and procedures.

UGR Unit group rations.

USCG United States Coast Guard.

TRR Transmittal Receipt Report.

XO Executive officer, executive petty officer, or acting executive officer.

B-1

Appendix B: Coast Guard Dining Facility Job Aids

Appendix B:

Coast Guard Dining Facility Job Aids

Introduction This appendix lists CGDF administrative management job aids on the CS

Portal. Prior to deployment, download the most recent version of each

CGDF administrative form and job aid.

In This Chapter This chapter contains the following sections:

Section Title Page

A CS portal job aids B-2

B Julian date calendar B-3

Appendix B: Coast Guard Dining

B-2

Section A: CS Portal Job Aids

The following CGDF Administration Management job aids are available in the CS Portal. Click on the CGDF Admin Mgmt (CGTTP 4-11.17) Job Aids Folder link.

01. Perpetual Inventory System Workbook (PISW).

02. PVA Inventory System Workbook (PVAISW).

03. Perpetual Inventory Management Workbook (CG-4261 and Stock Cards).

04. PVA Inventory Management Workbook.

05. Inventory Adjustments.

06. Supply Fund Report (SFR).

07. Sent Receipt Report (SRR).

08. Purchase Card Application (PCA).

09. Issue of Stores, CG-2581.

10. Sale of Stores, CG-2581.

11. Transfer of Stores, CG-2581.

12. Meal Sign-In Sheet, CG-4901 and Meal Sign-In Data Entry.

13. Individual Credit Account (ICA), CG-3476.

14. Transmittal of Funds.

15. Account Status Detail Report (ASDR).

16. Transmittal Receipt Report (TRR).

17. Pay.gov Payment Form.

18. Cash Log and Pay.gov Log.

19. Report of Survey, CG-5269.

20. Extraordinary Operating Condition (EOC).

21. Freight Reimbursement Request.

22. Gleaning.

23. End of Month Operating Statement Package (electronic files).

24. End of Month Operating Statement Package (Left-Right folder file).

25. Establish DHS Purchase Card Account.

26. DHS Online Purchase Card Training.

27. Procurement Forms.

28. STORES Web Ordering.

29. Procuring Stores.

30. Reimbursable Issues.

31. FSO Reliefs.

32. Menu Development.

33. Load Guide Development.

34. Annual Audit (FSO Guide).

https://cg.portal.uscg.mil/communities/erats/CS/SitePages/Home.aspx

B-3

Appendix B: Coast Guard Dining

Section B: Julian Date Calendars

Day Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec Day

1 001 032 060 091 121 152 182 213 244 274 305 335 1

2 002 033 061 092 122 153 183 214 245 275 306 336 2

3 003 034 062 093 123 154…