Attachment 3- CMAB Battle Book 1 Apr 16.pdf

DCIPS DATA ENTRY

BUSINESS RULES

BY TEAM ASSIGNMENT

Approved 20151001, Rapid Revision 20160401- Authority: LTC Hatten POC: John Voccio

Enclosed is CMAB Approved DCIPS Data Entry Business Rules (also referred to CMAB Battle Book), dated 01 April, 2016. This enclosure is only an example and is not an accurate representation of the Battle Book that will be in place at contract award. The Battle Book is provided strictly for informational purposes only and to assist in the preparation of the proposal.

Business Rule Updates

FOUO

• ICM/CMTT:

• Revised “The Days Ahead” Binder Delivered/DOD “Survivor Guide to Benefits” Binder (Assistance

Package)

• CMTT

• Added Heroes Earnings Assistance and Relief Tax Act of 2008 (HEART) Counseling Service (Resulting from information gleaned from SOS Leadership)

• Added Fry Scholarship/Dependent Education Assistance

• ICM/CMTT:

• Added Notification of Death (NOD) (IAW G-1 Guidance)

• Revised Letters of Condolence (IAW CSB Guidance)

12/5/2013

ICM – Approved 20151001 by Mr. Shafer

INITIAL CASE

MANAGEMENT

Purpose: Provide instructions on the disposition of partial Remains to be later identified by the AFME

Recipients: PADD

Rules for cases data entry:

Condition: As Applicable

Notify NOK of Additional Remains: YES, NO (All Cases must have an entry)

File Attachments: Form 1 must be uploaded into DCIPS File Attachments (if Autopsy is completed by AFME and is applicable).

POC Function: If Form 1 is not completed or status is necessary, follow-up with CMAB Case Manager.

NOTE: Make a journal entry regarding election, example “PADD has elected not to be notified on the FORM 1. Case closed for partial remains.”

Disposition of Partial Remains Tracked by Casualty Mortuary Affairs/Identification Tab

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ICM FUNCTION

10/1/2015

Purpose: Provide instructions on the disposition of organs retained by the AFME

Recipients: PADD

Rules for cases data entry:

AFME Retained Organs: As Applicable

NOK Notify of Retained Organs: YES, NO

File Attachments: Form 8 must be uploaded into DCIPS File Attachments.

POC Function: If Form 8 is not completed or status is necessary, follow-up with CMAB Case Manager.

NOTE: Make a journal entry regarding election, example “PADD has elected not to be notified on the FORM 8. Case closed for retained organs.”

Disposition of Retained Organs Tracked by Casualty Mortuary Affairs/Identification Tab

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Purpose: While the CAO is still assigned and working through the CAR, the Support Coordinator may be of assistance with connecting the Survivor to counseling, Army Family Program services (e.g., Respite Care - no cost daycare), non-profit and other local organizations, and Survivor events. The CAO will remain the Survivor’s primary POC until all short-term assistance actions have been completed. The Survivor will be advised of the Support Coordinator and introduced to the Support Coordinator annotated in DCIPS under the CAO Tab, if the Survivor desires, within 30 days from the date of the Soldier’s death.

Recipients: All. Parents and Sibling(s) that are not MWR eligible are not eligible for Family programs (e.g., Respite Care), but are eligible for SOS support and Survivor events.

Rules for case data entry:

CAO Tab: Verify SOS Coordinator’s information is complete and NOK assigned (completed by SC).

Rules for NOK who receive Early Introduction: Information must be listed in Document Tracking

Requested Date: Same as Date Counseled on CAR

Suspense Date, Received Date, Transmit Date: Leave blank

Completion Date: Same as Date Received on CAR or as reported by SOS/CAO/CAC

Remarks: Reserved for comments explaining any delays.

Rules for NOK who decline Early Introductions: Information must be listed in Document Tracking

Requested Date, Received Date, Transmit Date, Completion Date: Leave blank

Suspense Date: Same as Date of Death

Remarks: “Declined by NOK”

Rules for NOK when CACs do not facilitate Early Introductions: Information must be listed in Document Tracking

Requested Date, Suspense Date, Received Date, Transmit Date, Completion Date: Leave blank

Remarks: “CAC did not conduct”

POC Function: If not completed or status is necessary follow-up with Team Lead.

Early Introduction of SOS Coordinator Tracked by NOK NOK Document Tracking & CAO Tab

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Benefit: A person standing “in loco parentis” refers to an individual who assumes a parental status and responsibilities for another individual, usually a young person, without formally adopting that person. Seniority in age applies when persons are of equal relationship.

If the Soldier resided with a custodian other than their natural parent(s), and the custodian(s) provided for their care for at least one year prior to the Soldier’s 18th birthday or for one year prior to the Soldier joining the Army, in loco parentis documentation may be required. The CAO should provide court (custody) paperwork, tax filings, school records, etc. to the CAC in order for CMAOC establish in loco parentis.

Recipients: Any individual identified as having stood in Loco Parentis.

Rules for data entry:

Requested Date, Suspense Date, Received Date, Transmit Date: Leave blank

Completion Date: Date in loco parentis was determined.

Remarks: “[Name] stood in loco parentis for this Soldier”

Rules for cases in which the benefit is Not Applicable for the case

Suspense Date: Same as Date of Death (PNOK entry)

Remarks: “No one stood in loco parentis for this Soldier”

Loco Parentis Affidavit Required?

Tracked by NOK NOK Document Tracking

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PADD elected to retain Cremains Tracked by Casualty Casualty Document Tracking

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ICM FUNCTION Recipients: PADD

Rules for cases data entry:

Completion Date: Date PADD takes possession of Cremains

Remarks: “PADD received Cremains on ______” (enter date PADD took possession of Cremains);

or, “PADD interred Cremains”

Remains Not Cremated:

Requested Date, Received Date, Transmit Date: Leave blank

Suspense Date: For cases when Remains are buried – date of Soldier’s death

Remarks: “PADD interred Remains”

Benefit: Public Law 101-249 provides for the granting of U.S. citizenship to an alien or non-citizen national whose death resulted from injury or disease incurred on active duty with the U.S. Armed Services during specified periods of military hostilities.

Recipients: Deceased Service Member

Rules for case in which the Soldier was a U.S. Citizen:

Citizenship Eligible: Should read “No”

Rules for cases where the Family pursues citizenship:

NOK Requested: YES

NOK Requested Date: Date N644 received by ICM

Request Approved: YES

Request Approved Date: date Citizenship is approved

Posthumous Citizenship Certificate Prepared: Date Certificate is prepared

Journal Entry: Subject: Posthumous Citizenship

Text: “Posthumous Citizenship certificate presented on “____ to ____ (___ NOK Type).”

Rules for cases where Soldier is NOT a US citizen and Family declines to pursue:

NOK Requested: NO

Posthumous Citizenship (N-644)

Tracked by Casualty Posthumous Details Tab

FOUO

Benefit: Promotion to a higher grade following a casualty’s death (when officially promotable);

however, this promotion is not for pay purposes.

Recipients: Deceased Service Member

Rules for NOK who receive benefit:

Posthumous Promotion Info:

Eligible: YES

Status: Approved or Pending

Rank: As Applicable

Effective Date: Date of Death (Can’t promote after DOD)

Posthumous Promotion Certificate Prepared: Date Certificate Signed by TAG

For cases in which Soldier is eligible but is not posthumously promoted:

Posthumous Promotion Info:

Eligible: YES

Status: Not approved, Unit Denied

For cases in which Soldier is not eligible for posthumous promotion:

Posthumous Promotion Info:

Eligible: NO

NOTE: See Posthumous Promotion Certificate Presented Business Rule # 24 for instruction on Document Tracking once certificate is presented.

Posthumous Promotion Certificate Prepared Tracked by Casualty Posthumous Details Tab

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ICM/CMTT– Approved by Mr. Shafer and MAJ Schaumburg 20151001

INITIAL CASE MANAGEMENT

AND TRANSITION TEAM

Benefit: Appointment as guardian of a Minor’s estate is required when large proceeds (e.g., DG, SGLI, UPPA) are due to a Minor. This is a civil matter, but the legal assistance office may be able to assist. Persons desiring appointment as guardian of the Child’s estate must petition the local, usually Family, court. There will be instances in which the Minor Child’s Family will not be granted Conservatorship; instead, the court identifies an individual/institution, called Guardian ad Litem, to represent the Child and oversee the Child’s assets. When this occurs, the CAO should work the Guardian ad Litem, not the Child’s NOK, with the DG/SGLI claims process. See the local legal assistance office for more information.

In extremely rare circumstances, DFAS could require a natural guardian affidavit to process payment for death gratuity. When the Soldier has not elected a DG beneficiary, the entitlement is to be paid in a by law fashion, and if a Child is the beneficiary, a natural guardian affidavit is required to document that the Soldier did not give the Child up for adoption.

Recipients: Children (to include Adult)

Rules for Minor Children for whom a legal guardian must be appointed for the receipt of benefits:

Requested Date: Same as Date Counseled on CAR Suspense Date, Transmit Date: Leave blank Received Date: Same as Date Applied on CAR Completion Date: Same Court adjudicated documents received by CMAB (day guardianship established) Remarks: Reserved for comments explaining any delays or updates from outside agencies.

File Attachments: Copy of Court adjudicated documents must be uploaded into DCIPS File Attachments.

Rules for cases in which the Minor Child is not receiving substantial monetary benefits, i.e. DG, SGLI:

Suspense Date: Same as Date of Death Remarks: “Legal Guardianship Not Required”

Rules for Adult Children:

Suspense Date: Same as Date of Death Remarks: “Adult Child”

Rules for case in which there are no Children:

Do not create document tracking entry.

Appt Guardianship of Estate/Conservatorship Required?

Tracked by NOK NOK Document Tracking

FOUO

ICM/CMTT

FUNCTION

1.

Benefit: This form authorizes the Army to release the Survivor’s personal information to Members of Congress making an offer of support and condolences in the form of letters, gifts, grants, and financial relief and for non-governmental memorials, and to third party individual(s) or organization(s) making an offer of support and condolences in the form of letters, gifts, grants and financial relief. Survivor can revoke the authorization at any time.

Recipients: Spouse, Children (to include Minor but signed by Guardian), Parents

Rules for data entry:

Requested Date: Date given to NOK

Suspense Date, Transmit Date: Leave Blank

Received Date: Date signed by NOK

Completion Date: Should reflect the date of the signed ADI

Rules:

- All received ADIs must be documented (3rd Party and Congressional are tracked individually)

- Minor Children – Check the box of the Guardian(s) and the Children c/o if outside household

- Remarks* should state the following: 1) YES (ONCE RECEIVED AND THEY CONSENT)

2) NO-DOES NOT CONSENT

3) NO-ADI REQUESTED

4) NO-IS UNAVAILABLE

5) NO-REFUSES TO SIGN

6) NA

Rules for cases in which the benefit is Not Applicable for the case:

Suspense Date: Same as Date of Death (PNOK Entry)

Remarks: “Minor Child or ADI not required”

NOTE: Remarks are to be in ALL CAPS NOTE: Do not create document tracking entries for120-Day Refrads if not received.

Authorization for Disclosure of Information (DA Form 4475) – Congress and – 3rd Party Tracked by NOK, NOK Document Tracking

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ICM/CMTT

FUNCTION

Benefit: As a matter of policy, the Army will provide a flag to all eligible Family member(s). The Spouse is the authorized recipient of the interment, inurnment or memorial service flag . However, when there is no spouse, the flag will be presented to the PADD.

Recipients: Spouse, PADD, Children, and Parents (two if divorced)

Rules for NOK who receive benefit:

Flag Received: Checked

Date Rcvd: Same as Date Received on CAR (Survivor has flag case in hand)

Rules for second parent of married Parents:

Flag Received: Unchecked

Mortuary Affairs/Honors Tab/Remarks: Parents married, Flag received.

Rules for NOK who decline benefit or whose whereabouts are unknown at time of funeral:

Flag Received: Unchecked

Journal Entry:

Subject: Burial Flag /___ (NOK type)

Text: “Father Declined to receive, per CAR,” “Father’s whereabouts unknown”

Rules for NOK who were eligible but will receive the benefit at a late date:

Flag Received: Unchecked

Journal Entry:

Subject: Burial Flag/___ (NOK type)

Text: “Father incarcerated, will receive Flag from (____) CAC upon release.”

NOTE: Do not create document tracking entries for120-Day Refrads if not received.

Burial Flag Presented to NOK Tracked by Casualty NOK Checklist Tab & Mortuary Affairs/Honors Tab

FOUO

ICM/CMTT

FUNCTION

Benefit: The display case is a triangular, wooden container, which can hold the burial flag presented to the next of kin.

Recipients: Recipient of the interment, inurnment or memorial service flag (All flag recipients will receive a vinyl flag case.).

Rules for NOK who receive benefit:

Flag Case Rcvd: Checked

Date Rcvd: Same as Date Received on CAR (Survivor has flag case in hand)

Rules for second parent of married Parents:

Flag Case Rcvd: Unchecked

Mortuary Affairs/Honors Tab/Remarks: Parents married, Flag Case received.

Rules for NOK who decline benefit or whose whereabouts are unknown at time of funeral:

Flag Case Rcvd: Unchecked

Journal Entry:

Subject: Burial Flag Case/___ (NOK type)

Text: “Father Declined to receive case, per CAR,” “Father’s whereabouts unknown”

Rules for NOK who were eligible but will receive the benefit at a late date:

Flag Case Rcvd: Unchecked

Journal Entry:

Subject: Burial Flag Case/___ (NOK type)

Text: “Father incarcerated, will receive Flag Case from (____) CAC upon release.”

NOTE: Do not create document tracking entries for120-Day Refrads if not received.

Burial Flag Display Case Presented to NOK Tracked by Casualty NOK Checklist Tab & Mortuary Affairs/Honors Tab

FOUO

ICM/CMTT

FUNCTION

CMTT: Flag Case Changed to 1 authorization for all cases 24 July 2015. Any Death prior to that date is authorized multiple flag cases.

Benefit: The Days Ahead Binder (DAB) is an information resource provided to the NOK by the Army. The CAO should highlight the A Survivor’s Guide to Benefits, the Benevolent and Philanthropic Agencies list, and the availability of counseling from Military OneSource with the NOK.

Recipients: DAB will be hand delivered to the Primary Next of Kin (IAW DODI 300.18 and AR 638-8). ICM and CMTT Section Chief and/or designated representative will authorize any additional DABs.

Document Tracking Rules for NOK who receive benefit:

CSB Case Manager:

Requested Date, Suspense Date, Received Date, Completion Date: Leave blank Transmit Date: Days Ahead Binder Sent Remarks: FEDEX Tracking #: XXXX XXXX XXXX(CONUS)/USPS Tracking #: XXXXXXXXXX (OCONUS)

ICM/CMTT Case Managers:

Requested Date, Suspense Date, Received Date, Transmit Date: Leave blank Completion Date: Date received by NOK Remarks: “CSB Comment, Received by PNOK”

NOTE: Military OneSource offers this organizer for free to Spouses or other Family Members of fallen Service Members through phone orders only. Orders can be placed by calling 1-800-342-9647. Family Members may also access the following link:

http://www.militaryonesource.mil/12038/MOS/ResourceGuides/A-Survivors-Guide-To-Benefits.pdf.

POC Function: To verify application and status follow-up with CMAB Casualty Support (assigned Analyst).

“The Days Ahead” Binder Delivered/DOD “Survivor Guide to Benefits” Binder (Assistance Package) Tracked by NOK, Next of Kin Document Tracking

FOUO

SUPPORT BRANCH/ICM

4/1/2016

Benefit: PNOK may receive a replacement set of all of the Soldier’s military service medals, decorations, and awards.

Recipients: Primary NOK (only one eligible per Soldier). During periods when members of the U.S.

Army are engaged in combat against hostile forces, complete sets of decorations will be issued to the PNOK of personnel who die in the hostile fire zone or who die as the result of wounds received in the hostile fire zone. During such periods, a duplicate set of decorations may be issued, upon the request of the SNOK of deceased personnel after the original set has been presented to the primary next of kin.

Posthumous Details

Replacement Sets Requested: Date of request

Document Tracking

Requested Date: Date request is received.

Suspense Date, Received Date, Transmit Date: Leave Blank

Completion Date: Date PNOK receives replacement set.

Remarks: Reserved for comments explaining any delays.

Rules for case in which Decorations and Awards Request has not been submitted:

Do not create document tracking entries if the benefit has not been requested.

Decorations and Awards Request (Replacement Set) Tracked by Casualty & NOK NOK Document Tracking & Posthumous Details Tab

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ICM/CMTT

FUNCTION

CMTT: New Rule effective for cases with DOD:1 April

Escort Expense

Mortuary Affairs/Escort Tab and Benefits/Entitlements/Escort Expenses Tab

FOUO

ICM/CMTT/T&TS

FUNCTION

Recipients: Remains Escort (Special, Unit, Routine)

Rules for data entry: Mortuary Affairs Escort screen must be complete prior to transfer to CMTT. If the Advise of Payment (AOP) is in EDA, expenses must be entered in Escort Expenses tab of Benefits/Entitlements.

• Note: If travel is local annotate “local travel”

• Note: If no escort occurred journalize reason why and leave tabs blank. Review as blank verifying no escort mission was completed.

Benefit: The Gold Star Lapel Button was established by Congress in 1965 to identify Widows(ers), Parents and NOK of Service Members killed in combat.

Recipients: The Spouse, Children, Parents (includes Step, Adoptive, Foster, and in loco Parentis), and Sibling(s).

Rules for NOK who receive benefit:

Requested Date, Suspense Date, Received Date, Transmit Date: Leave blank Completion Date: Same as Date Received on CAR (date button received by NOK) Remarks: Reserved for comments explaining any delays or other comments

Rules for NOK who decline benefit or whose whereabouts are unknown at time of funeral:

Requested Date, Suspense Date, Received Date, Transmit Date, Completion Date : Leave blank Remarks: “Father declined to receive Gold Star Button, per CAR” or “Father’s whereabouts unknown”

Rules for NOK who were eligible but will receive the benefit at a late date:

Requested Date, Suspense Date, Received Date, Transmit Date, Completion Date : Leave blank Remarks: “Father incarcerated, will receive Gold Star Lapel Button from (____) CAC upon release.”

NOTE: Do not create document tracking entries for120-Day Refrads if not received.

Gold Star Lapel Button Presented to NOK (Theater) Tracked by NOK NOK Document Tracking

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ICM/CMTT

Benefit: The PNOK will be notified of the investigations conducted into the death of the Soldier within 30 days of the date of death (Autopsy/LOD/CID/AR 15-6/Safety) The CAO will provide the NOK with a list of investigations into the Soldier’s death and provide the FOIA request forms to obtain the actual written reports upon completion.

Recipients: The Primary Next of Kin and Parents*

Rules for NOK who receive benefit:

Requested Date: Date FOIA Letter sent to CAO/CAC

Suspense Date: For cases when no investigations are initiated/conducted enter DSM’s Date of Death

Received Date: Date FOIA request received by ICM

Transmit Date: Leave blank

Completion Date: Completed BY FIS

Remarks: Indicate explanation of any delays and/or a list of investigations for which FOIA request forms were sent, i.e.:

“Autopsy & AR 15-6”

For cases in which Investigation Letters are not Sent:

Suspense Date: Date of Soldier’s Death (PNOK Entry)

Remarks: “No Investigations Initiated, reason*” - Indicate explanation when no investigation is conducted

CMTT Case Manager:

NOTE: Investigation and CMTT Case Managers must conduct a 90 day review to ensure all applicable FOIA requests have been sent.

NOTE: Ensure all FOIAs are complete and accurate (i.e. Care of, CAC Addresses, POC etc.) prior to sending them to the

FOIA POC

NOTE: Do not create document tracking entries for120-Day Refrads if not received.

• * FOIAs to Adult Children and/or Guardians of Children outside the residence may be sent upon request

• ** When an investigation is required, a date will be populated in the Initiation Date; when no investigation is required, a comment will be posted in the Remarks column, such as, "No AR 15-6 report required."

Investigation Letter & FOIA Sent Tracked by NOK NOK Document Tracking

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ICM/CMTT/FIS

Recipients: Spouse, Children (including current Stepchildren and illegitimate Children), the Soldier’s Parents (including current Stepparents and adoptive Parents), the Spouse’s Parents (including current Stepparents and adoptive Parents) and the Soldier’s Sibling(s) (including current Stepsibling(s), half Sibling(s), and Sibling(s) through adoption). If adoption has severed a Sibling relationship, JAG should be consulted.

Also included is the PADD. NOK will not receive orders if they live in the local area as defined by the Joint Travel Regulation, Chapter 7.

NOTE: ITO travel can consist of Bedside, Dignified Transfer (DTR), Burial, and Unit Memorial (UM).

Rules for Data Entry: ITO travelers must be identified in DCIPS prior to transfer to CMTT. If Advise of Payment (AOP) is in EDA, expenses must be entered in ITO Expense tab of Benefits/Entitlements in DCIPS.

Rules for Local Travel: ITO must be built and all travelers who attended must be linked.

Travel order: Local Event Type: As applicable (Bedside, DTR, Burial, Unit Memorial, Funeral/Unit Memorial) Travel Completed: YES

Rules for Events in which travelers did not travel: ITO must be built and all travelers who chose not to attend must be linked.

Travel order: “Did Not Travel” Event Type: As applicable (Bedside, DTR, Burial, Unit Memorial, Funeral/Unit Memorial) Travel Completed: NO

Note: When Unit memorials have not yet been conducted or will not be conducted build ITO the same as Local and place “Pending” or “Not Conducted”

Invitational Travel Orders Tracked by NOK Benefits/Entitlements/ITO tab

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ICM/CMTT

Benefit: The Lapel Button was established to identify Widows(ers), Parents, and NOK of Service Members killed outside of combat.

Recipients: The Spouse, Children, Parents (includes Step, Adoptive, Foster, and in loco Parentis), and Sibling(s).

Rules for NOK who receive benefit:

Lapel Pin Eligible: Checked

Date Received: Same as Date Received on CAR

Rules for NOK who decline benefit or whose whereabouts are unknown at time of funeral:

Lapel Pin Eligible: Checked

Date Received: Leave Blank Journal Entry: Subject: Lapel Button/___ (NOK type)

Text: “Father Declined to receive Lapel Button, per CAR,” “Father’s whereabouts unknown”

Rules for NOK who were eligible but will receive the benefit at a late date:

Lapel Pin Eligible: Checked Date Received: Leave Blank Journal Entry: Subject: Lapel Button/___ (NOK type)

Text: “Father incarcerated, will receive Lapel Button from (____) CAC upon release.”

NOTE: Do not create document tracking entries for120-Day Refrads if not received.

Lapel Button Presented to NOK (Stateside) Tracked by Casualty NOK Checklist Tab & Mortuary Affairs/Honors Tab (via NOK checklist)

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ICM/CMTT

Paternity Established

Casualty Document Tracking

FOUO

ICM/CMTT

FUNCTION

Benefit: When an individual comes forward, claiming to be the biological Child of the Soldier and is able to furnish either a birth certificate or a court order adjudicating himself or herself as the Soldier’s Child, he or she will be added to DCIPS and receive all of the benefits to which the Soldier’s Children are entitled under the law.

Recipients: Individuals able to establish the Soldier’s paternity

Rules for cases where paternity is established:

Requested Date: Same as Date Counseled on CAR

Suspense Date: Leave blank

Received Date: Same as Date Applied CAR

Transmit Date: Leave blank

Completion Date: Date Court Adjudicated documents received by CMAB

Rules for cases where no one comes forward in an attempt to establish paternity:

Suspense Date: Same as Date of Death

Remarks: “No paternity issues identified”

Rules for cases in which Paternity is not yet established:

Requested Date: Date DNA paperwork received

Remarks: “DNA tested, pending court adjudication”

Benefit: Posthumous Award(s) are the responsibility of the Soldier’s unit. For theater deaths, the Awards Branch of HRC will produce the Award Certificate(s). In most cases, the Posthumous Awards and Medal Set will be hand carried by the Escort. The Escort will release the awards to the PNOK’s CAO. In some time-sensitive cases, the Awards and Medal Set will be sent directly to the receiving funeral home for the CAO to pick-up. One Medal set and Award Certificate is authorized to be presented to the eligible PNOK for each Posthumous Award the Soldier receives.

Recipients: PNOK (IAW AR 600-8-22, Military Awards)

Posthumous Details

Rules for Casualty who receives a posthumous award:

Posthumous Awards Received: Date of Awards and Certificates

NOK Document Tracking Rules for NOK who receive benefit:

Completion Date: Same as Date Received on CAR (received by PNOK) Remarks: List all posthumous awards, ex: “BSM, PH, AGCM”

Rules for NOK who is eligible but will receive the benefit at a later date:

Leave all fields blank EXCEPT REMARKS Remarks: “NOK incarcerated, will receive Award(s) from (____) CAC upon release.”

For cases in which Soldier did not receive posthumous awards:

Suspense Date: Date of Death (PNOK entry) Remarks: “No Posthumous Awards issued.”

NOTE: Do not create document tracking entries for120-Day Refrads if not received.

Posthumous Awards Presented Tracked by Casualty NOK Document Tracking/Posthumous Details Tab

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ICM/CMTT

FUNCTION

CMTT: New Rule effective for cases with DOD:1 April 2015. There is no Grandfather clause for those NOKs that have not received Awards and are no longer authorized.

Benefit: A posthumous promotion certificate is presented to the eligible PNOK of Soldiers who receive a posthumous promotion.

Recipients: PNOK (Same recipient of Award(s) will receive Promotion Certificate)

Posthumous Details Rules for NOK who receive benefit:

Posthumous Promotion Certificate Prepared: Date certificate is created/prepared by ICM

For cases in which Soldier was not posthumously promoted:

Eligible: Either YES, NO Status: Not Approved

Document tracking Rules for NOK who receive benefit:

Requested Date, Suspense Date, Received Date, Transmit Date: Leave Blank

Completion Date: Same as Date Received on CAR (received by NOK)

Remarks: Reserved for comments explaining any delays.

Rules for multiple requests:

Suspense Date: Same as Date Received on CAR for other NOK (Leave all other DCIPS dates blank)

Remarks: “Additional Request”

Rules for NOK who were eligible but will receive the benefit at a late date:

Leave all fields blank EXCEPT REMARKS

Remarks: “Father incarcerated, will receive Certificate from (____) CAC upon release.”

NOTE: Do not create document tracking entries for120-Day Refrads if not received.

Posthumous Promotion Certificate Presented Tracked by NOK & Casualty NOK Document Tracking/Posthumous Details Tab

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ICM/CMTT

FUNCTION

CMTT: New Rule effective for cases with DOD:1 April 2015. There is no Grandfather clause for those NOKs that have not received the Certificates and are no longer authorized.

Benefit: The Service Member must survive for seven days (168 hours), at a minimum, from the date of the traumatic event to be eligible for TSGLI, but this does not guarantee TSGLI eligibility. Every Soldier who has SGLI also has TSGLI coverage. This will be tracked in DCIPS regardless of whether the beneficiary applied for and received the benefit before or after the Soldier’s death.

See the TSGLI Procedures Guide on the VA website.

Recipients: Beneficiaries of SGLI payment

Rules for NOK who receive benefit:

SGLV 8600 Claim Date: Date the SGLV form 8600 is signed by claimant

Traumatic Injury Type: As appropriate

TSGLI Eligibility: Check if eligible

TSGLI Received Date: Date TSGLI Office receives claim

TSGLI Sent Date: Date NOK receives claim

TSGLI Denied Date: Date TSGLI Office denies claim

Rules for case in which TSGLI is not applicable:

Verify status. If N/A, update the TSGLI Tab remarks section with the following comment:

“TSGLI – N/A – CM Last Name, First Initial – 8/2/12.” (i.e. “TSGLI – N/A – Voccio, J. – 8/2/2012.”)

POC Function: To verify application and status follow-up with Team Lead, when data is not available in DCIPS

Traumatic SGLI (SGLV 8600)

Tracked by NOK Benefits/Entitlements/TSGLI Tab

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ICM/CMTT

FUNCTION

/(CSB Function for Escalations)

Benefit: Evaluation of Service connection by the Veteran's Administration

Recipients: Deceased Service Members found Not in the Line of Duty (NILD) and 120 Day Refrads

Rules for cases where the Families of 120-day Refrads pursue adjudication:

Requested Date: Date Packet Submitted to VA

Received Date, Suspense Date, Transmit Date: Leave blank

Completion Date: Date adjudication is received

Remarks: Annotate the Family Member who completed the application.

File Attachments: Copy of VA Rating must be uploaded into DCIPS File Attachments.

Rules for cases where the Families of 120-day Refrads choose not to pursue adjudication:

Suspense Date: Same as Date of Death (leave all other DCIPS dates blank)

Remarks: “Declined to pursue adjudication”

Rules for cases found NILD:

Requested Date: Leave blank

Suspense Date, Transmit Date: Date packet was sent from LOD Section to VA

Received Date: Leave blank

Completion Date: Date adjudication is received

Remarks: Annotate “NILD – Service-Connected” if so deemed by VA

Rules for cases where the Families of NILD choose not to file a claim:

Suspense Date: Same as Date of Death (leave all other DCIPS dates blank)

Remarks: “NILD – No Claim on File”

Rules for case found ILD:

Suspense Date: Same as Date of Death (leave all other DCIPS dates blank)

Remarks: “N/A – PILD” or “N/A – ILD”

VA Adjudication Initiated Tracked by Casualty Casualty Document Tracking

FOUO

ICM/CMTT

Was A Will Available?

Casualty Document Tracking

FOUO

ICM/CMTT

FUNCTION

Benefit: Soldier may complete a Will prior to his or her death to determine the distribution of his or her estate and legal representative.

Recipients: SCMO CAC, ICM or CMTT Sections (section of assignment)

Rules for data entry:

Requested Date, Received Date, Transmit Date: Leave blank

Suspense Date: FOR CASES WHEN WILL IS NOT AVAILABLE enter DSM’s Date of Death

Completion Date: Date Will is received by ICM or CMTT

Remarks: “Will is not available” “Will provided by XXX (Family Member) XXX (relationship)”

File Attachments: Copy of Will must be uploaded into DCIPS File Attachments and provided to

SCMO.

Purpose: The composition of a SCM is established by 10 USC 816 and Regulation for Courts-Martial 1301(a). A SCM is composed of one commissioned Officer appointed on orders. Accordingly, a SCMO appointed for the disposition of PE must be a commissioned Officer.

The appointing authority for a SCMO for the disposition of PE for a deceased Service Member is the Commander who has summary court-martial convening authority for the Soldier’s unit. In the event the Soldier has PE located on more than one military installation, the Commander exercising summary court-martial convening authority for each installation where PE is located will appoint a SCMO.

Rules for data entry:

SCMO Document Tracking Screen (Select appropriate SCMO):

Requested Date: Date SCMO appointment requested

Suspense Date, Received Date, Transmit Date: Leave blank

Completion Date: Date Appointment Order received by ICM

Remarks: Reserved for comments explaining any delays

Rules for case in which no SCMO is assigned (120-Day Refrads):

Do not create document tracking entry

File Attachments: SCMO appointment orders must be uploaded into DCIPS File Attachments.

POC Function: If not completed, follow-up with Team Lead.

Summary Court Martial Officer (SCMO) Appt. Orders Tracked by Casualty, SCMO Document Tracking Reference: AR 638-2, Chapter 18

FOUO

ICM/CMTT

Benefit: 45-Day Letters go out IAW AR 638-2, these letters allow a named Party 45 days to prove the PERE is not qualified. In many cases, Party contesting the PERE changes his/her mind. The No Contest Memorandum will go out with all 45-Day Letters and PE inventory forms to facilitate a more expedient process.

The No Contest Memorandum must be dated and signed by the recipient, and witnessed by an Army representative.

Recipients: Recipients of Letters to Interested Parties (45-Day Letters)

Rules for case requiring 45-Day Letters

Requested Date: Date No Contest Memorandum sent

Suspense Date, Received Date, Transmit Date: Leave Blank

Completion Date: Date No Contest Memorandum is received or leave blank

Remarks: “No Contest Memorandum and PERE Determination Letter have been reviewed by DA” or “Not returned”

Rules for cases in which 45-day letters and No Contest Memorandum have not been submitted:

Do not create document tracking

File Attachments: No Contest Memorandum and the PERE determination must be uploaded into DCIPS File Attachments.

No Contest Memorandum Tracked by Casualty, PE Document Tracking (see DCIPS Update, 30 July 2013) Reference: AR 638-2, Chapter 19 & DA Pam 638-2

FOUO

ICM/CMTT

Benefit: Other Relatives of the Decedent or interested persons may challenge the PERE’s qualification based upon Family relationship, PERE’s incompetence, or civil law. The burden of proof to establish that the PERE is not qualified generally rests with the person alleging the PERE is unqualified. Accordingly, the person challenging the PERE’s qualification will obtain and submit the documents required to disqualify the PERE.

Recipients: When it is identified a Party is contesting the PERE designation the SCMO or CAO will immediately notify the CAC. Once notified of the contesting Party the CAC will notify the SCMO to postpone shipment of the PE and send a 45-Day letter (with the inventory) to the contesting Party. This letter allows the interested party 45 days to produce valid legal documents that ascertain they should be the PERE.

Only one 45 day letter will be sent out and only to the Party contesting.

Rules for data entry:

Requested Date: Date letter sent to interested parties

Suspense Date, Received Date, Transmit Date: Leave blank

Completion Date: Date letters expire

Remarks: Indicate which interested parties the SCMO sent letters to and from which CAC the SCMO belongs; if letters expire, indicate “Letters expired (input date)” or “Sent for Legal Read”

Rules for cases in which 45-day letters have not been submitted: Do not create document tracking

File Attachments: 45-Day Letters must be uploaded into DCIPS File Attachments

NOTE: All 45 Day Letters must be accompanied by PE Inventory IAW AR 638-2.

Letters to Interested Parties (45-Day Letters) Tracked by Casualty, PE Document Tracking (see DCIPS Update, 30 July 2013) Reference: Title 10 U.S.C. § 4712, DODI 1300.18, AR 638-2, DA Pam 638-2 and CB 15-21

FOUO

ICM/CMTT

Benefit: The SCMO appointed by the home station CAC determines the PERE using available personnel records and prescribed regulatory guidance.

Recipients: PERE, determined by the Summary Court Martial Officer (SCMO).

Rules for data entry:

SCMO Document Tracking Screen (Select appropriate SCMO):

Requested Date: Date of SCMO Appointment Suspense Date, Received Date, Transmit Date: Leave blank Completion Date: Date of PERE Determination Letter Remarks: “PERE Determination Letter has been reviewed by DA” or “PERE relinquished rights”

Personnel Effects Screen:

PERE Determination: “Final” from dropdown Determination Date: Date of PERE Determination memo

Rules for case in which no SCMO is assigned (120-Day Refrads):

Do not create document tracking entry

File Attachments: PERE Determination Memo must be uploaded into DCIPS File Attachments.

PERE Determination Letter (Memo) Tracked by Casualty, SCMO Document Tracking & PE Tab (DCIPS Update, 30 July 2013) Reference: Title 10, section 4712, U.S. Code AR 638-2, Chapter 19 & DA Pam 638-2

FOUO

ICM/CMTT

Benefit: All articles of clothing designated for shipment will be clean and damaged items will be made presentable. Dry cleaning or laundering of items of clothing is authorized at government expense. Items that cannot be made presentable (i.e. blood-stained clothing) will be destroyed.

This provision applies to the clothing and other items found on or with the Remains, found in the unit’s field site, and/or the Soldier’s quarters. It is not to be construed as authority to clean or launder the Soldier’s entire wardrobe, or clean and repair other items.

Recipients: PERE, determined by the Summary Court Martial Officer.

Time Frame: 3 Days

Rules for NOK who receive benefit (theater cases only):

Requested Date: Date of Wash Memo Suspense Date: For cases when no Wash Memo is necessary, enter DSM’s Date of Death Received Date, Transmit Date: Leave blank Completion Date: Date of receipt of Wash memo by DA Remarks: “Wash” or “Do Not Wash” or ”Reason for Delay”

Rules for case in which Wash Memo has not been submitted:

Do not create document tracking entries using the Wash Memo if not applicable.

File Attachments: Wash Memo must be uploaded into DCIPS File Attachments, a journal entry must be made IAW JPED SOP and JPED must be informed via email that Wash Memo is uploaded in

DCIPS.

Wash Memo (Theater cases only) Tracked by Casualty, PE Document Tracking (see DCIPS Update, 30 July 2013) Reference: AR 638-2, Chapter 20, para 9 & CMAB Policy

FOUO

ICM/CMTT

Benefit: The PERE may relinquish the rights to receive the deceased or missing person’s PE. The relinquishment must be written, dated, signed by the PERE, and witnessed by an Army representative via a PERE Relinquishment Memorandum. The relinquishing PERE may not name the successor PERE. The successor PERE will be the next person in the order of priority.

Recipients: The successor PERE will be the next person in the order of priority determined IAW AR 638-2.

PE Document Tracking

Requested Date, Suspense Date, Received Date, Transmit Date: Leave Blank

Completion Date: Date Relinquishment Memorandum received

Remarks: “PERE Relinquishment and new PERE Determination Letter reviewed by DA” or “PERE Relinquishment and new PERE Determination Letter pending 45 day letters”, if applicable

Rules for case in which PERE Relinquishment Memorandum have not been submitted:

Do not create document tracking

File Attachments: The Relinquishment memorandum, and the new PERE determination must be uploaded into DCIPS File Attachments.

Relinquishment of PERE Authority Tracked by Casualty, PE Document Tracking (see DCIPS Update, 30 July 2013) Reference: AR 638-2, Chapter 19 & DA Pam 638-2

FOUO

ICM/CMTT

Benefit: The SCMO will use discretion and common sense in deciding which items should be forwarded and which should be destroyed. These items may include inappropriate items that may cause embarrassment or added sorrow if forwarded to the recipient, items of no value, items that could damage other PE, and/or items which are prohibited for shipment.

Recipients: Not provided to PERE. Exception – Media retained by JPED.

Rules for NOK who receive benefit:

Requested Date: Leave blank Suspense Date: For cases when no Certificate of Destruction is necessary, enter DSM’s DOD Received Date, Transmit Date: Leave blank Completion Date: Date of Certificate of Destruction Remarks: Reserved for comments explaining any delays or “No PE destroyed”

Rules for case in which Certificate of Destruction has not been submitted:

Do not create document tracking entries using the Certificate of Destruction Memo option if no PE is destroyed.

Certificate of Destruction Tracked by Casualty, PE Document Tracking (see DCIPS Update, 30 July 2013) Reference: AR 638-2, Chapter 20, paras 14 thru16

FOUO

ICM/CMTT

Benefit: The SCMO will contact the physical evidence custodian of the military law enforcement agency and advise the custodian that when PE is released as evidence, the PE will be turned over to the SCMO for disposition as prescribed by Federal statute and Army regulations. For Theater cases verify PE (such as media) is not being retained by JPED

Recipients: PERE, determined by the Summary Court Martial Officer.

Rules for benefit: Information must be listed in the PE tab When received:

Action item: Retained PE Delivered Date: Date retained PE is delivered Remarks: Reserved for comments explaining status and/or reason for any delays

When PE has not yet been released:

Action item: Retained PE Delivered Date: Leave blank Remarks: Reserved for comments explaining any delays and which agency has retained PE, i.e.

“Forensics Lab” or ”Fort Meade CID”

When benefit is not applicable:

Action item: Retained PE Delivered Date: Enter DSM’s Date of Death Remarks: “No PE retained”

Retained PE Tracked by Casualty, PE Details/PE Tab Reference: AR 638-2, Chapter 20, para 6 & 7

FOUO

ICM/CMTT

Benefit: Sentimental PE

Sentimental PE: If requested by the PERE, sentimental items (such as wedding bands, religious medals, and lockets) that are absolutely associated to the individual will be released by the SCMO in time to be available for the viewing, funeral, interment or cremation of the Remains. Coordination will be made with medical personnel who have custody of PE of persons who die in a Medical Treatment Facility (MTF) to locate sentimental items.

Recipients: PERE, determined by the Summary Court Martial Officer.

When received:

Action item: Sentimental PE Delivered Date: Date Sentimental PE Delivered to PERE Remarks: Reserved for comments explaining status and/or reason for any delays

When PE has not yet been released:

Action item: Sentimental PE Delivered Date: Leave blank Remarks: Reserved for comments explaining any delays and which agency has Sentimental PE, i.e.

“Forensics Lab” or ”Fort Meade CID” or “Pending 45 day letter”

When benefit is not applicable:

Action item: Sentimental PE Delivered Date: Enter DSM’s Date of Death Remarks: “No Sentimental PE to be shipped or delivered”

Sentimental Personal Effects Tracked by Casualty, PE Details/PE Tab Reference: AR 638-2, Chapter 20, para 8

FOUO

ICM/CMTT

Benefit: Transfer PE

Transfer PE: Transfer Personal Effects are those which were with the Remains but are not hand-carried or sentimental in nature.

Recipients: PERE, determined by the Summary Court Martial Officer.

When received:

Action item: Transfer PE Delivered Date: Date Transfer PE Delivered to PERE Remarks: Reserved for comments explaining status and/or reason for any delays

When PE has not yet been released:

Action item: Transfer PE Delivered Date: Blank Remarks: Reserved for comments explaining any delays and which agency has Transfer PE, i.e.

“Forensics Lab” or ”Fort Meade CID” or “Pending 45 day latter”

When benefit is not applicable:

Action item: Transfer PE Delivered Date: Enter DSM’s Date of Death Remarks: “No Transfer PE to be shipped or delivered”

Transfer Personal Effects Tracked by Casualty, PE Details/PE Tab Reference: AR 638-2, Chapter 20, para 8

FOUO

ICM/CMTT

Purpose: The SCMO’s mandatory duties consist of collecting and safeguarding, determining the PERE, and delivering or shipping the PE to the PERE. The SCMO’s discretionary duties are the collection and payment of local debts. The SCMO should make every effort to avoid becoming involved with collection and payment of the deceased or missing person’s debts. Whether or not action will be taken to collect or pay a debt will be a matter of individual judgment based on the particular facts of the case. The SCMO must not enter into any civil or legal actions in an effort to collect or pay disputed debts.

When PE are located at two or more locations, the commander with summary court-martial convening authority at each location will appoint a SCMO to care for the PE. The SCMO appointed by the commander with summary court-martial convening authority for the Soldier’s unit of assignment is the primary SCMO for all of the PE. The SCMOs appointed by the commander with summary court martial convening authority at other installations where PE are located, are supporting SCMOs to the primary

SCMO.

Recipients: Data Entry

Rules for data entry: Personal Effects SCMO screen must be completed.

Due Date: The report will be completed and forwarded within 30 days of the person’s death or the date the person is reported as missing.

Report Type: Type of report (Interim, Final) uploaded into DCIPS.

Received Date: Date Report Type is completed SCMO Report

Rules for case in which no SCMO is assigned (120-Day Refrads):

Do not create document tracking entry

File Attachments: Final SCMO Report must be uploaded into DCIPS File Attachments.

POC Function: If not completed or status is necessary follow-up with Team Lead.

Final Summary Court Martial Officer (SCMO) Report Tracked by Casualty, SCMO Document Tracking/SCMO Tab Reference: AR 638-2, Chapter 20

FOUO

ICM/CMTT

Benefit: The Army will transfer all of the Soldier’s movable personal property known as Personal Effects (PE) to the PERE. The Army is responsible for providing transportation of PE as authorized by the JTR. The personal category and duty status of the decedent and the location of the PE determines whether or not the PE can be transported at government expense.

Recipients: PERE, determined by the Summary Court Martial Officer (SCMO).

Rules for benefit: Information must be listed in the PE tab

When received:

Action item: PE (non-Theater) delivered Date: Same as Date Received on CAR Remarks: Reserved for comments explaining status and/or reason for any delays

When benefit is not applicable:

Action item: PE (non-Theater) delivered Date: Enter DSM’s Date of Death Remarks: Reserved for comments explaining any delays, unique circumstances, or there is “No PE to be delivered”

NOTE: Neither Federal statute or Army regulations purports to vest title of the PE to the PERE. Only the custody of the PE is transferred from the Army to the PERE by the SCMO. Any question of title or ownership must be determined by agreement among the interested parties or, if necessary, the civil courts in the State of the domicile of the deceased or missing person.

PE/HHG (Other than Theater) Tracked by Casualty, PE Details/PE Tab Reference: AR 638-2, Chapter 20

FOUO

ICM/CMTT

Benefit: The Army will appoint a Summary Court Martial Officer (SCMO) to collect and inventory all of the movable personal property, known as Personal Effects (PE), that is located in theater. The PE is then returned to the Soldier’s Family (specifically the PERE). This element of PE is processed at the Joint Personal Effects Depot (JPED). Electronics in the theater PE may extend JPED’s processing timeline. JPED will send the PE directly to the CAO for delivery to the PERE.

Recipients: PERE, determined by the Summary Court Martial Officer.

Rules for benefit: Information must be listed in the PE tab

When received:

Action item: Theater PE Delivered Date: Same as Date Received on CAR Remarks: Reserved for comments explaining status and/or reason for any delays

When benefit is not applicable:

Action item: Theater PE Delivered Date: Enter DSM’s Date of Death Remarks: Reserved for comments explaining any delays, unique circumstances, or there is “No theater PE to be delivered”

NOTE: Neither Federal statute nor Army regulations purports to vest title of the PE to the PERE. Only the custody of the PE is transferred from the Army to the PERE by the SCMO. Any question of title or ownership must be determined by agreement among the interested parties or, if necessary, the civil courts in the State of the domicile of the deceased or missing person.

Theater Personal Effects Tracked by Casualty, PE Details/PE Tab Reference: AR 638-2, Chapters 17, 20 & Chapter 22

FOUO

ICM/CMTT

Benefit: A Soldier’s POV is considered PE. The SCMO can ship up to two operational POVs to the PERE if necessary/requested at government expense. The CAO must be present during the delivery of the POV to the PERE.

Recipients: PERE, determined by the Summary Court Martial Officer.

Rules for benefit: Information must be listed in the PE tab

When received:

Action item: Receipt of POV Date: Same as Date Received on CAR Remarks: Reserved for comments explaining status and/or reason for any delays

When counseled but not applied (i.e. NOK declines the benefit):

Action item: Receipt of POV Date: Same as Date Counseled on CAR Remarks: “No POV per CAR” or “NOK declines the benefit” or “No POV to be delivered or shipped”

When benefit is not applicable:

Action item: Receipt of POV Date: Enter DSM’s Date of Death Remarks: “Benefit is not applicable” or “No POV to be delivered or shipped”

PERE Receipt of POV Tracked by Casualty, PE Details/PE Tab Reference: AR 638-2, Chapter 19 and JTR Volume 1, Chapter 5

FOUO

ICM/CMTT

Benefit: Household Goods (HHG) transportation is authorized to a Service Member’s home of record (HOR) or to the designated location as determined by the recipient of the HHG (i.e. storage). Eligible Survivors have one year from the DOD to utilize their Home of Selection (HOS) entitlement or one year after completion of estate litigation to turn in their HHG to Transportation unless an extension is requested annually from the TMO and granted. No extensions of HOS entitlement can be granted beyond 6 years from the date of receipt by a member's dependents of official notice that the member is dead (See JTR Paragraph 5316). HHG are defined as all personal property associated with the home and all PE belonging to a member and the member’s dependents which can be legally accepted and transported by an authorized commercial carrier in accordance with the rules and regulations established or approved by an appropriate Federal or State regulatory authority. If the DD 1300 does not contain the current fiscal year fund cite code, the CAC will need to produce a memorandum for “Movement of Personal Effects/HHG/POV (Bluebark).

Recipients: Survivor living in government quarters or BAH beneficiary

When received or applied for:

Action item: Final government Move

Date: Same as Date Received on CAR

Remarks: Reserved for comments explaining status and/or reason for any delays. Additionally the name of Briefer if available.

When counseled but not applied (i.e. NOK declines the benefit):

Action item: Final government Move

Date: Same as Date Counseled on CAR

Remarks: “Not moving at this time” “NOK declines the benefit” “NOK has been briefed”.