PWS Appendix 2 Holm Center Instruction 65 101 AFROTC Cadet Payment Programs.pdf

BY ORDER OF THE COMMANDER HOLM CENTER INSTRUCTION 65-101

JEANNE M. HOLM CENTER FOR OFFICER

ACCESSIONS AND CITIZEN DEVELOPMENT 27 JUNE 2012

Financial Management

THE AFROTC CADET PAYMENT PROGRAMS

COMPLIANCE WITH THIS PUBLICATION IS MANDATORY

ACCESSIBILITY: Publications and forms are available on the Maxwell Publications and Forms Management Office AF Portal page for downloading.

RELEASABILITY: There are no releasability restrictions on this publication.

OPR: Holm Center/SDF Certified by: Holm Center/SD (Col Jeanette M. Voigt) Supersedes AFOATSI 65-101, 21 April 2008 Pages: 23

This instruction implements AFPD 65-1, Management of Financial Services. It prescribes procedures and responsibilities of Air Force Reserve Officer Training Corps (AFROTC) units (detachments and operating locations) in the management of cadet payment programs. Refer recommended changes and/or corrections to this publication to the Office of Primary Responsibility (OPR) using the AF Form 847, Recommendation for Change of Publication, through your chain of command. This instruction addresses DFAS-DEM 7073-2, DoD Military Pay Manual; and DoD Instruction 1215.8, Senior Reserve Officer Training Corps Programs.

This instruction requires collecting and maintaining information protected by the Privacy Act of 1974; authority: Public Law 93-97; 5 U.S.C. 8140, Members of the Reserve Officers’ Training Corps; and 10 U.S.C. 8013, Secretary of the Air Force. System of Records Notice F036 AETC I, Cadet Records, applies. Ensure that all records created as a result of processes prescribed in this publication are maintained in accordance with Air Force Manual (AFMAN) 33-363, Management of Records, and disposed of in accordance with the Air Force Records Information Management System (AFRIMS) Records Disposition Schedule (RDS) located https://www.my.af.mil/afrims/afrims/afrims/rims.cfm. It applies to all AFROTC units.

SUMMARY OF CHANGES

This instruction has been substantially changed including the index. It must be completely read.

This revision changes all references from AFOATS/SDF or SDFA to Holm Center/SDFA;

changes references to AFROTCI 36-2019 to AFROTCI 36-2011; Changes paragraph 2.5 Veterans; changes 5-year extended subsistence entitlements; all references to AFOATS changed to Holm Center; adds paragraph 15.3 on MyPay access for cadets; paragraph 16.1.2 changes DFAS location and address; paragraph 17.3.3 second sentence changed HQ AFOATS/SDF to AFROTC/DOTP; changes references of “unit” to “detachment”; adds paragraph for new ELD tool in WINGS.

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1. General Information

2. Subsistence Entitlement – Academic Year

2.1. General Military Course (GMC)

2.2. Professional Officer Course (POC)

2.3. Accelerated Completion of Military Instruction

2.4. Concurrent Enrollment in Two Terms of Aerospace Studies (AS) and Leadership Laboratory (LLAB)

2.5. Veterans

2.6. Cooperative Course Members

3. Subsistence Allowance – Non-qualifying Circumstances

3.1. Pursuing Status or Special Student

3.2. Contracted GMC Temporarily Inactivated, Suspended, or Terminated

3.3. Contracted GMC Between Academic Years

3.4. Contracted GMC in PNA or Cooperative Program

3.5. Completed Status

3.6. Excess of 20-Month (600 Days)

3.7. Non-Participation in Aerospace Studies/Leadership Laboratory

3.8. Disenrollment Action for GMC Contract Cadet

3.9. Changes to Academic Major or Breaches

4. Prerequisites for Authorizing Extended Subsistence Entitlements (5-Year SAF- Approved Majors)

4.1. Enrolled in SAF-Approved Academic Major

4.2. Commander Certification

4.3. Approved Date of Commissioning

4.4. Additional Terms for Poor Academics

4.5. Additional Terms for Double Major

4.6. Effective Dates

5. Terms for which Extended Subsistence may be Paid

6. Extended Subsistence for Summer Terms

7. Extended Subsistence Payments for Terms Not Attending Aerospace Studies Courses

8. Computing Subsistence Entitlement

8.1. Beginning Month of Subsistence

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8.2. Ending Month of Subsistence

8.3. Summer Subsistence Entitlement and Training Pay

9. How to Determine the First Day of Subsistence Entitlement

9.1. Initial Entry

9.2. GMC Scholarship Reactivation

9.3. Return from PNA/Term Abroad

10. How to Determine the Last Day of Subsistence Entitlement

10.1. Estimated Last Day (ELD)

10.2. Completion of AFROTC

10.3. Completion of GMC

10.4. Maximum Subsistence Entitlement

10.5. Aerospace Studies Levels

10.6. PNA/Term Abroad

10.7. Termination, Suspension, or Temporary Inactivation of GMC Scholarship

10.8. Disenrollment Action – GMC

10.9. Disenrollment Action – POC

10.10. Failure to Reenroll in or Return to Institutional or Aerospace Studies Classes

10.11. Nonparticipation

10.12. Transfer from Air Force ROTC to Other Service ROTC

10.13. Death

11. How to Determine the Last Day of Institutional Classes

11.1. Institutional Class Dates – General

11.2. Contract Cadets—Postponing Final Exam

12. Institutional Class Dates for Cross-town/Consortium Schools

13. Internal Audit Program – Cadet Subsistence Pay

14. Verification of Subsistence Entitlements

15. Payment Procedures

15.1 Electronic Funds Transfer (EFT)

15.2. Leave and Earnings Statement (LES)

15.3. MyPay

15.4. Refusal to Accept Entitlements

15.5. Procedures for Payments Upon Notification of Death of a Cadet Member

16. Debts and Collections

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16.1. LES with Debt Amount

16.2. Debt Letter

17. The Pay System

17.1. Pay System Purpose

17.2. Items Directly Affecting Subsistence (not all inclusive)

17.3. Programs in Pay System

18. Administration of the Direct-Deposit-of-Pay Program

19. Detachment Administration of Cadet Payments

19.1. Responsibility to Administer and Review Procedures

19.2. Responsibility to Segregate Required Duties

20. Required Forms

20.1. SF 1199A, Direct Deposit Sign-Up Form

20.2. FMS 2231, Fast Start Direct Deposit

20.3. DD Form 2058, State of Legal Residence

20.4. Form W-4, Employee’s Withholding Allowance Certificate

20.5. SGLV 8286, Servicemember’s Group Life Insurance Election and Certificate

21. Cadet Pay Inquiries

21.1. Subsistence, Summer Training Pay and Textbooks

21.2. Military Uniform Commutation

Attachment 1 – Glossary of References and Supporting Information Attachment 2 – Format for Cadet Members Refusing Entitlements Attachment 3 – Claim by Beneficiary Statement Format Attachment 4 – Subsistence Amounts for Contract Cadets Attachment 5 – Continuity Notebook

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1. General Information: This instruction provides guidelines on the proper procedures for computing and identifying individuals eligible for subsistence and extended subsistence entitlements. It covers procedures on determining first and last day of subsistence entitlements, institutional class dates relating to subsistence authorization, textbooks authorization, and reports and forms used in conjunction with subsistence entitlements. This instruction directs the use of the Holm Center database user’s guide and the timely update of related information in the Holm Center database.

2. Subsistence Entitlement – Academic Year. During the academic year, a monthly subsistence allowance is paid at the rate indicated in Attachment 4 for contract cadets entitled to the allowance. Except for the beginning and ending months of pay, subsistence is paid continuously at the monthly rate during the academic year.

2.1. General Military Course (GMC). Only GMC contract cadets in a scholarship program are entitled to subsistence allowance. Total subsistence payments may not exceed 20 months (600 days) for GMC enrollment. Subsistence must be started and stopped for each academic year, and no subsistence is paid during summer vacation periods with the exception of cadets who attend classes during the summer at units operating an accelerated program.

2.2. Professional Officer Course (POC). All POC contract cadets whether in the scholarship or non-scholarship program are entitled to subsistence allowance. Total subsistence payments may not exceed 20 months (600 days) for POC enrollment or 30 months (900 days) for cadets in an approved 5-year Secretary of the Air Force (SAF)-approved major, and authorized extended subsistence entitlements as defined in paragraph 4 below. Subsistence is paid continuously, including between terms of POC enrollment (e.g., summer). Subsistence pay is not affected for POC cadets and/or scholarship suspension if the cadet continues to participate in the AFROTC program.

2.3. Accelerated Completion of Military Instruction. A member participating in the senior ROTC program at an institution which is being deactivated may complete the third and fourth years of military training in the third year (or the fourth and fifth years of a SAF-approved 5-year major in the fourth year) and be paid subsistence allowance during the fourth academic year (or the fifth year of a SAF-approved 5-year major) as though enrolled for training in the fourth year (or the fifth year of a SAF-approved 5-year major). This applies only when AFROTC program disestablishment is planned and 2 years of training are compressed into 1 year.

2.4. Concurrent Enrollment in Two Terms of Aerospace Studies (AS) and Leadership Laboratory (LLAB). When a period of nonattendance (PNA) or term abroad is authorized and approved in accordance with guidance prescribed in AFROTCI 36-2011, concurrent enrollment in two terms of AS and LLAB may result. If concurrent enrollment in AS and LLAB is authorized as a result of the approved PNA or term abroad, subsistence is paid (without exceeding authorized 600/900 day limitation) for the PNA or term abroad as follows:

2.4.1. When concurrent POC enrollment precedes or follows an approved PNA/term abroad, payment is made during the PNA/term abroad, unless the PNA/term abroad is

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authorized in the final term and the contract cadet is NOT in a 5-year SAF-approved major.

2.4.2. If a contract cadet is placed in completed status upon commencement of the PNA/term abroad, payment is stopped upon completion of AS classes (unless in a 5-year SAF-approved major).

2.4.3. A GMC contract cadet in an authorized PNA is not authorized subsistence pay.

2.4.4. A GMC contract cadet in an authorized term abroad is authorized subsistence pay only if the cadet will participate in classes that will count towards the cadet’s degree program.

2.5. Veterans. A prior service member who is now a cadet may receive tuition benefits from the Post 9-11GI bill. If the prior service cadet is receiving veterans’ education benefits paid directly to him/her for payment of room and board, he/she may receive payments from the Air Force for tuition and fees.

2.6. Cooperative Course Members. A member of the POC who participates in an academic work course which requires absence from the institution during portions of the school year is entitled to subsistence pay (not to exceed 600/900 days as authorized). If a cadet is placed in completed status upon commencement of the cooperative course, payment is stopped upon completion of AS classes (unless in a 5-year SAF-approved major). A GMC participant in this type program is not authorized subsistence pay.

3. Subsistence Allowance – Non-qualifying Circumstances. A cadet is NOT authorized subsistence allowance:

3.1. Pursuing Status or Special Student. While enrolled in a pursuing status or as a special student.

3.2. Contracted GMC Temporarily Inactivated, Suspended, or Terminated. While a GMC scholarship is temporarily inactivated, suspended or terminated. See the Holm Center database guide for instructions on starting, suspending, and stopping subsistence.

3.3. Contracted GMC Between Academic Years. For the summer vacation periods between academic years of the GMC; unless summer scholarship entitlements have been approved in accordance with guidance prescribed in AFROTCI 36-2011, Chapter 3 and the cadet is enrolled in AS classes and LLAB, as well as institutional classes. (This applies to GMC scholarship cadets only.)

3.4. Contracted GMC in PNA or Cooperative Program. As a scholarship member of the GMC in a PNA or cooperative program (see paragraphs 2.4 and 2.6 for POC members).

NOTE: Certain restrictions apply to GMC contract cadets pursuing a term abroad (see paragraph 2.4.4).

3.5. Completed Status. While in completed status, cadets awaiting commissioning are not entitled to subsistence allowance.

Latesha Highlight

Latesha Highlight

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3.6. Excess of 20-Month (600 Days). In excess of the 20-month (600 days) GMC or POC limitation, or the 30-month (900 days) limitation when authorized extended subsistence entitlements (5-year SAF-approved majors).

3.7. Non-Participation in Aerospace Studies/Leadership Laboratory. If not participating weekly in AS courses and LLAB. Discontinue subsistence allowance when a member either stops participating in aerospace AS or LLAB. A member MUST participate in BOTH AS and LLAB to qualify for subsistence allowance. Exceptions are during school vacations for POC members (as in paragraph 2.2) or when an extended POC cadet is in a 5-year SAF-approved major during a term or terms while enrolled in institutional classes but not in AS classes, although LLAB participation may be required.

3.8. Disenrollment Action for GMC Contract Cadet. When a disenrollment action is initiated on a GMC contract cadet (see paragraph 10.6.).

3.9. Changes to Academic Major or Breaches. During a term a cadet changes academic major or breaches any other aspect of the AFROTC contract without prior or subsequent authorization, leading to the cadet's disenrollment.

4. Prerequisites for Authorizing Extended Subsistence Entitlements (5-Year SAF- Approved Majors). The following eligibility requirements pertain to all contract cadets (scholarship and non-scholarship). These criteria are for determining eligibility for extended subsistence entitlements only. Refer to AFROTCI 36-2011 to determine extended scholarship entitlements. The detachment commander must review the following five subparagraphs and sign a statement for each extended contract cadet stating the cadet has been considered for extended subsistence payment and whether the cadet is or is not entitled. If a contract cadet qualifies for extended subsistence entitlements, the cadet is automatically approved. The detachment commander will add a statement on the reverse side of AFROTC Form 16, AFROTC Officer Counseling Record, which reads “I certify that Cadet __________ (meets/does not meet) the prerequisites for extended subsistence entitlements prescribed in Holm Center Instruction 65- 101, paragraph 4.”

4.1. Enrolled in SAF-Approved Academic Major. The cadet must be enrolled in a SAF-approved academic major. Academic majors not listed in AFROTCI 36-2011 do not qualify for extended subsistence entitlements.

4.2. Commander Certification. The cadet must be certified by the detachment commander as requiring more than 4 years (8 semesters/12 quarters) when the normal academic load is combined with AFROTC courses.

4.2.1. During the extended term, the cadet must be taking at least one institutional course approved on the academic plan. Courses being repeated because of a previous failure do not count toward fulfilling this requirement.

4.2.2. Subsistence entitlements are limited to 5 total years (10 semesters or 15 quarters) and may not exceed a maximum of 900 total days subsistence in the POC.

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4.2.3. To qualify the academic major for extended entitlements, prerequisite courses, (e.g. calculus, statistics, and ops research) must be completed PRIOR TO requesting extended entitlements.

4.3. Approved Date of Commissioning. The cadet must have an established HQ AFROTC approved date of commissioning which is recorded on the academic plan and reflected in the Holm Center database.

4.4. Additional Terms for Poor Academics. The cadet must not require the additional term due to poor academic performance or PNA. A cadet who requires additional academic terms due to course failure or withdrawals is not eligible for additional subsistence entitlements.

4.5. Additional Terms for Double Major. The cadet must not require an additional term to fulfill requirements of a double major or to obtain a minor unless the minor is required by the attending institution.

4.6. Effective Dates. Extended entitlements, subsistence and/or scholarship are effective the day after the last day of the institutional classes IAW paragraph 11.1.

5. Terms for which Extended Subsistence may be Paid. Extended subsistence is authorized only for the number of terms in excess of 4 academic years that are required to complete the degree program if a full-time student load is taken each term. Subsistence is not authorized for any additional terms required because of poor academic performance or PNA. For example, if a cadet must attend two academic terms beyond the normal 4 years, and one academic term is due to degree requirements in accordance with paragraph 4, and one academic term is due to the cadet repeating courses which were failed in previous academic terms, the cadet is authorized extended subsistence for one term only.

6. Extended Subsistence for Summer Terms. Extended subsistence entitlements for the summer are authorized ONLY if a cadet plans to return to attend a fifth year in the fall.

7. Extended Subsistence Payments for Terms Not Attending Aerospace Studies Courses.

Extended cadets in SAF-approved 5-year programs are not required to participate weekly in AS courses and LLAB in order to receive subsistence for the number of additional terms for which subsistence is authorized. The period the cadet does not attend AS classes and LLAB occurs after the cadet has completed AFROTC courses and after the fourth academic year; i.e., in the “fifth" year. However, there may be exceptions when a cadet in a SAF-approved 5-year program must participate in a PNA or term abroad that has been approved in accordance with AFROTCI 36-2011. The cadet is entitled to subsistence during the approved PNA/term abroad provided the cadet has been enlisted and has entered the POC prior to the PNA/term abroad.

8. Computing Subsistence Entitlement. Except for the beginning month of pay and the ending month of pay, subsistence allowance is based upon a monthly rate as shown in Attachment 4, and every month is considered to have 30 days (to include February). Once a cadet's enlistment information is entered into the Holm Center database according to the user’s guide, payment is automatically made for 30 days subsistence each month until the ending month of pay. The 31st is never a day of pay.

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8.1. Beginning Month of Subsistence. Compute by counting the actual number of days from the first day of subsistence entitlement through the 30th of the month (e.g., first day of entitlement was 27 Feb, the cadet is authorized 4 days of pay for the month of February).

Cadets are never authorized more than 30 days subsistence for any one month.

8.2. Ending Month of Subsistence. Compute by counting the actual number of days from the first day of the month through the last day of subsistence entitlement for that month.

However, in a month containing 31 days, if the last day of entitlement is the last day of the month, the cadet is entitled to only 30 days subsistence.

8.3. Summer Subsistence Entitlement and Training Pay. Summer subsistence entitlements are authorized to contracted POC cadets and is computed for the period between the last day of host institutional classes of the prior academic year and the first day of host institutional classes of the upcoming academic year—with number of training days for which cadet is paid (e.g., FT, PDT) deducted. These deductions are necessary to avoid dual compensation. Remember, count only through the 30th day of the month when determining normal subsistence. For example, a contracted POC junior’s last day of classes is 27 May and will not return to school until 4 Sep (based on the rules of determining first and last day of subsistence entitlements in paragraphs 9 and 10 below). During the summer, the contracted cadet attended PDT for the period 10 Jul through 5 Aug (actual training days excluding travel). To compute summer subsistence, count the 3 days in May (monthly maximum=30), 30 days in Jun, 9 days in Jul, 25 days in Aug (monthly maximum=30), and 3 days in Sep for a total of 70 days of summer subsistence entitlements which is counted against the 600/900 total days authorized. The period 10 Jul – 5 Aug is counted as training days and the cadet will receive training pay for 22 days in Jul (for calculating training pay, if training does not exceed 30 days, each day is counted to include the 31st—NOTE: If training exceeds 30 days, do not count the 31st when computing total days of training) and 5 days in Aug for a total of 27 days of training pay. These days are NOT counted against the 600/900 total days authorized for subsistence. Training pay is calculated at 35 percent of an O-1 (2d lieutenant), less than two years, monthly basic pay. NOTE: If a cadet attends training after being placed in completed status or after completing the academic degree program for cadets in a 5-year SAF-approved major, only training pay is authorized since the cadet is NOT authorized subsistence once completed.

9. How to Determine the First Day of Subsistence Entitlement: NOTE: The “first day of institutional classes” referred to below is defined as the date shown in the host school official school calendar as the beginning date of classes.

9.1. Initial Entry. Subsistence allowance begins upon enlistment in the Obligated Reserve Section (ORS) or on the first day of host institutional classes (not ROTC classes) for the member's first term, whichever is LATER.

9.2. GMC Scholarship Reactivation. If a GMC member's scholarship is temporarily inactivated and reactivated during the same academic term the cadet is entitled to subsistence retroactive to the day after the inactivation date. If a scholarship is suspended and later reactivated in a succeeding term, no retroactive subsistence is due and subsistence entitlement begins on the date of scholarship activation in the succeeding term (host

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university). If HQ AFROTC/RRFP authorized a scholarship’s reactivation between terms, the first day of subsistence entitlement is the first day of the host institutional classes for the succeeding term. NOTE: See AFROTCI 36-2011 for rules regarding temporarily inactivation and how it relates to cadets in medical recheck status.

9.3. Return from PNA/Term Abroad. If subsistence was not paid during the PNA/term abroad, subsistence entitlement is reinstated on the first day of host institutional classes for the term in which the member reenters academic classes (scholarship cadets only) and continues with the ROTC program.

10. How to Determine the Last Day of Subsistence Entitlement: NOTE: Reference paragraph 11 for the definition of the “last day of host institutional classes.”

10.1. Estimated Last Day (ELD) (pay). ELD calculator is located in WINGS in the “Pay Information at DFAS” screen, Academic Level tab. It is mandatory that all ELD calculations be made using this platform. Start pay is based on three criteria: 1) contract enlistment date

2) POC entry date 3) host term begin date (whichever is the latest). By inserting the maximum entitlement to subsistence (600/900 days), the system will compute the last day of pay. All applicable rules for termination of pay remain in effect.

10.2. Completion of AFROTC. The last date of entitlement to subsistence allowance is the last day of institutional classes for the term in which the member completes AFROTC.

10.3. Completion of GMC. When a cadet completes the GMC, the last day of subsistence entitlement is the last day of institutional classes for the academic term in which the member completes the GMC. The subsistence entitlement must be stopped. Subsistence payments for the GMC and the POC are separate entitlements, and cadets are not entitled to subsistence for any period of time between the date they complete the GMC and the date they begin the POC. FOR EXAMPLE, if a cadet completes the GMC in a term for which the last day of institutional classes is 15 December and enters the POC in a term for which the first day of institutional classes is 3 January, the member is entitled to 15 days subsistence in the GMC for December and 28 days subsistence in the POC for January (3-31 January). In this example, the member is not entitled to any subsistence for the period between 16 December and 2 January.

10.4. Maximum Subsistence Entitlement. The maximum entitlement to subsistence is 20 months (600 days) for activated College Scholarship Program (CSP) members of the GMC, 20 months (600 days) for POC members, or 30 months (900 days) for POC members in a SAF-approved 5-year major. If not previously stopped for other reasons, the last date of subsistence entitlement is the day the member reaches the maximum subsistence.

10.5. Aerospace Studies Levels. Update individuals to the next AS level no later than ten days prior to host institutional classes start date for the current term. EXCEPTION:

When elevating an individual to an AS800, the effective date MUST reflect the day after spring term ends OR 600 days, whichever is EARLIER.

10.6. PNA/Term Abroad. If subsistence is not paid during the PNA/Term Abroad, the last date of subsistence entitlement is the day prior to the start of institutional classes for the

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semester, quarter, or trimester in which the member enters a PNA. Exception: GMC cadets are not entitled to subsistence entitlements over the summer; therefore, if a GMC cadet enters a PNA/Term Abroad in the Fall term, the last day of subsistence entitlements is the last day of institutional classes of the Spring term prior.

10.7. Termination, Suspension, or Temporary Inactivation of GMC Scholarship. When a GMC cadet converts from an active scholarship to an inactive status during an academic term, the last day of subsistence is the effective date of scholarship inactivation, suspension, or termination. When a GMC scholarship is terminated, suspended, or temporarily inactivated between academic terms, the last day of subsistence is the last day of institutional classes of the last term in which the member was in an active scholarship status.

10.8. Disenrollment Action – GMC. Temporarily stop GMC subsistence pay on the date a disenrollment action is initiated (the date cadet is served with a letter of notification). If the cadet is not disenrolled, in accordance with paragraph 9.2, cadet is entitled to pay retroactive to date pay was temporarily stopped. If cadet is disenrolled, cadet is entitled to pay in accordance with paragraph 10.5.

10.9. Disenrollment Action – POC. For POC cadets who are participating in the program up until the time of disenrollment, the last day of subsistence is the effective date of disenrollment. See paragraph 10.9 for the last date of subsistence entitlement for members who stop participating.

10.10. Failure to Reenroll in or Return to Institutional or Aerospace Studies Classes. When a contract cadet fails to enroll in or to attend either institution or AS classes for the next academic term, the last date of subsistence entitlement is the day prior to the first day of institutional classes in which the member stopped participating. An exception to this provision is that a cadet in a SAF-approved 5-year program is not required to be enrolled in AS classes and LLAB during the terms enrolled in institutional classes for the extended subsistence entitlement period.

10.11. Nonparticipation. When a contract cadet stops attending either institutional or AS classes and LLAB during an academic term, the last day of subsistence is the last day the member attended.

10.12. Transfer from Air Force ROTC to Other Service ROTC. The last date of subsistence entitlement is the date of discharge from the ORS.

10.13. Death. When a member dies, the last date of subsistence entitlements is the date of death.

11. How to Determine the Last Day of Institutional Classes:

11.1. Institutional Class Dates – General. The last day of institutional classes is defined as the date shown in the host school official school calendar as the last day of classes. If the official school calendar specifies the last day of final examinations, use that date. If the final examination dates are not included in the school calendar, use the date classes officially end.

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(NOTE: If a cadet is commissioned on the last day of exams, subsistence is authorized for the day.) In addition:

11.1.1. All contract cadets are paid to the final date whether they individually attend or not. Contract cadets who are excused from the final examinations or complete them early are paid up to the final date in the calendar.

11.1.2. Contract cadets who complete their examinations before the end of the official final examination dates are paid to the final date even if they depart the campus.

11.2. Contract Cadets—Postponing Final Exam. Contract cadets who postpone their final examinations to a date beyond the official published date are paid only to the date published in the school calendar.

12. Institutional Class Dates for Cross-town/Consortium Schools. For those students who are enrolled in the AFROTC program through cross-town or consortium agreements, the first and last day of institutional classes is based off the host institution’s calendar. Using the host calendar provides a better audit trail.

13. Internal Audit Program – Cadet Subsistence Pay. Internal audit is a valuable and necessary tool of management used to validate subsistence entitlements. Internal audits reduce and eliminate errors, if properly used. The detachment commander will appoint an officer or noncommissioned officer (NCO) other than the ROTC Monthly Status and Payment Report (257 Report) certifying official to perform the audits. The appointed auditor will perform the audit monthly using a detachment or region devised tracking system. The detachment commander will submit an e-mail to the region by the 20th of the month after the end of each quarter verifying the 257 Reports and audits were completed for each month.

14. Verification of Subsistence Entitlements: All verification reports must be signed and dated by the detachment commander. A facsimile signature is not authorized. The signed and dated verification reports must be kept on file at the unit for each month (ROTC Monthly Status and Payment Report (257 Report) and audits).

15. Payment Procedures:

15.1. Electronic Funds Transfer (EFT). Cadets must receive all payments through EFT. If the unit receives checks due to incorrect bank information after the Holm Center database is updated reflecting current information, call Holm Center/SDFA (334-953-2052) for guidance.

15.2. Leave and Earnings Statement (LES). Each time a cadet has a payment or change of administrative information, the cadet will receive an LES. The LES will be sent to the detachment address during the school year and to the cadet’s home of record during the summer, if requested.

15.3. MyPay. Cadets have limited access to MyPay as of Apr 2011. Hard copy LESs will be discontinued at a future date.

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15.4. Refusal to Accept Entitlements. When a member refuses to accept authorized entitlements or payments, prepare a statement in the format shown in Attachment 2 and forward it to Holm Center/SDFA. Do not alter this statement in any manner.

15.5. Procedures for Payments Upon Notification of Death of a Cadet Member. (Call Holm Center/SDFA if there are any questions.)

15.5.1. If payments have been made and the cadet is due the entire amount, write a memo for record, signed by the detachment commander, stating the amount of payments due and noting the circumstances of when and how the payments were made.

15.5.2. If the cadet is due additional money, payment due will be deferred pending receipt of a claim by the beneficiary obtained as follows:

15.5.2.1. The detachment commander forwards a copy of a statement in the format shown in Attachment 3 to the cadet’s beneficiary indicated on DD Form 93, Record of Emergency Data, with a cover letter requesting the beneficiary sign and complete the statement, obtain the signatures of two witnesses, and return the statement to the detachment commander.

15.5.2.2. Upon receipt of the completed statement from the beneficiary, the detachment commander prepares a letter addressed to Holm Center/SDFA explaining the circumstances surrounding the death of the member and reporting the amount of payments due at the time of the cadet’s death.

15.5.2.3. The detachment forwards the detachment commander’s letter, the beneficiary’s statement, and a copy of the DD Form 93 to Holm Center/SDFA for processing and payment to the designated beneficiary.

16. Debts and Collections.

16.1 LES with Debt Amount. When a cadet receives an LES with a debt amount, the following procedures apply:

16.1.1. If the cadet is still in the AFROTC program and expects to receive future payments through the Defense Finance and Accounting Service (DFAS) Cadet Pay System, the cadet should not pay the debt. The system will collect the money owed from future payments.

16.1.2. If the cadet is no longer in the program or has received all payments due, the cadet must reimburse the Air Force. The cadet should forward a check or money order (with social security number clearly indicated) along with a copy of the LES showing the debt information to DFAS-IN/JAACBA, DFAS-IN/Dept 3300, Attention: Special Actions/Base Level, 8899 East 56th Street, Indianapolis, IN 46249.

16.2. Debt Letter. If the cadet receives a debt letter from DFAS-IN or a collection agency, the cadet must respond to the instructions contained in the letter.

14 HOLMCENTERI65-101 27 JUNE 2012

17. The Pay System. Refer to the Holm Center database user’s guide for pay procedures and processing.

17.1. Pay System Purpose. Data entered into the Holm Center database will be transmitted to DFAS-IN. All unit updates should be entered as they occur and pay transactions properly generated.

17.2. Items Directly Affecting Subsistence (not all inclusive): Name (no hyphens or spaces);

host campus start/end term dates; enlistment date; “active” GMC scholarship; summer training; military school’s uniform commutation; identifying an individual’s last day of pay as related to the 600/900 day authorization; AS Level; university’s address; state of legal residence; the individual’s home address; an “active” bank routing number, bank name, checking/savings account number (no hyphens or spaces); aid year; marital status; gender;

Form W-4, Employee’s Withholding Allowance Certificate, and SGLV 8286, Servicemember’s Group Life Insurance Election and Certificate, information.

17.3. Programs in Pay System. The pay system is designed to pay the following:

17.3.1. Subsistence Payments. After the detachment updates the Holm Center database to start subsistence payments at the beginning of the school year, pay is automatic each month at the rate indicated in Attachment 4 at the 30-day rate unless the detachment initiates a transaction changing subsistence entitlement. The detachments are responsible for inputting subsistence data.

17.3.2. Textbooks. Paid only to scholarship cadets in an active status. The detachments are responsible for inputting textbook payments and collections. Textbook payments are subject to the 45-day rule as listed in AFROTCI 36-2011, paragraph 3.43. Requests for textbook payments can only be submitted after the 45th day of the academic year start date. If a cadet drops out of the program within 45 days of the academic year start date, a textbook payment is not authorized. Refer to AFROTCI 36-2011, paragraphs 3.38 and 3.39.

17.3.3. Summer Training Pay. Paid to cadets attending field training or professional development training. These pay transactions are input by AFROTC/DOTP and are NOT counted as part of the 600/900 authorized days. NOTE: Cadets will access MyPay to download Forms W-2, Wage and Tax Statement.

17.3.4. Military Uniform Commutation (MUC). Paid to cadets attending the five DoD-recognized military schools. The five military school units are required to transmit uniform pay data twice a year. Holm Center/SDFA will provide date to transmit pay data. NOTE: Reference HOLMCENTERI 65-102, AFROTC Uniform Commutation Program.

17.3.5. Input errors. Detachments are responsible for identifying and correcting errors associated with pay data in the Holm Center database. Use the Holm Center database user’s guide, when appropriate, to make corrections. If detachment is unable to make an immediate correction, contact Holm Center/SDFA and document the finding.

HOLMCENTERI65-101 27 JUNE 2012 15

18. Administration of the Direct-Deposit-of-Pay Program. Under Department of Defense (DoD) Policy, ROTC cadets are required to participate in the Direct-Deposit-of-Pay Program.

Cadets not presently enrolled must enroll immediately.

19. Detachment Administration of Cadet Payments. The detachment commander is responsible and will be held accountable for the proper administration and control of payments for subsistence, textbooks, summer training, and uniform commutation (military schools only).

19.1. Responsibility to Administer and Review Procedures. During each academic year, the detachment commander will review procedures for certifying, processing, and verifying cadet payments. Upon completion of the review, the detachment commander will prepare a memo either stating procedures are adequate and are being followed, OR that there were inadequacies noted, improvements initiated, areas reviewed, and how the review was conducted. The detachment commander will sign the memo and place it in the records. The detachment commander also must:

19.1.1. Ensure required duties are segregated and personnel are appointed in writing to perform all required duties.

19.1.2. This instruction directs the use of continuity books at all AFROTC Detachments. At a minimum, continuity books will include references, contact list, subsistence rates/pay codes, rules of entitlements, start/stop pay guidance, monitoring and auditing pay, trouble tickets and the monthly 257 report instructions.

19.1.3. Ensure appointed personnel are adequately performing all responsibilities and are knowledgeable of regulations and procedures required by their duties.

19.1.4. Ensure alternate personnel are appointed and trained to perform duties if the primary is unavailable. This is especially important during the summer months when personnel are rotating, attending summer training, or on leave.

19.2. Responsibility to Segregate Required Duties. Personnel must be appointed and will perform all functions listed below. The detachment commander may perform any of the required duties or may appoint other detachment personnel. The certifying official for the ROTC Monthly Status and Payment Report (257 Report) may not serve as internal auditor.

19.2.1. Certifying Official for ROTC Monthly Status and Payment Report (257 Report).

This may be any detachment member appointed by the detachment commander. By signing the 257 Report, the certifying official states that cadets have been paid correctly, or if discrepancies are noted, what actions have been taken to correct deficiency.

19.2.2. Internal Auditor (paragraph 13). This person may be any detachment officer or NCO appointed by the detachment commander. They are responsible for ensuring that monthly internal audits are performed on each cadet receiving payments.

20. Required Forms. Cadets scheduled to receive payments for subsistence, textbooks, summer training, or uniform commutation (military schools only) must complete the following forms:

16 HOLMCENTERI65-101 27 JUNE 2012

20.1. SF 1199A, Direct Deposit Sign-Up Form. All cadet payments are paid through Electronic Funds Transfer (EFT). Cadets must have a bank account, either checking or savings, and complete an SF Form 1199A.

20.2. FMS 2231, Fast Start Direct Deposit. Cadets may use this form instead of SF 1199A for direct deposit.

20.3. DD Form 2058, State of Legal Residence. (Effective only during Summer Training)

20.4. Form W-4, Employee’s Withholding Allowance Certificate. (Effective only during Summer Training)

20.5. SGLV 8286, Servicemember’s Group Life Insurance Election and Certificate.

(Effective only during Summer Training)

21. Cadet Pay Inquiries:

21.1. Subsistence, Summer Training Pay and Textbooks. Holm Center/SDFA, DSN 493- 2052/5892 or commercial (334) 953-2052/5892.

21.2. Military Uniform Commutation. Holm Center/SDFA, DSN 493-5892 or commercial

(334) 953-5892.

ROBERT D. THOMAS

Brigadier General, USAF Commander, Holm Center

HOLMCENTERI65-101 27 JUNE 2012 17

Attachment 1

GLOSSARY OF REFERENCES AND SUPPORTING INFORMATION

References

HOLMCENTERI 65-102, AFROTC Uniform Commutation Program, [under revision]

AFROTCI 36-2011, Cadet Operations, 15 July 2010

DFAS-DEM 7073-2, DoD Military Pay Manual

DoD Instruction 1215.8, Senior Reserve Officers Training Corps (ROTC) Programs, 26 June

Public Law 88-6471

Adopted Forms

DD Form 93, Record of Emergency Data, January 2008

DD Form 2058, State of Legal Residence, February 1977

FMS 2231, Fast Start Direct Deposit, SF 1199A, Direct Deposit Sign-Up Form, June 1987

AF Form 847, Recommendation for Change of Publication, 1 April 2010

AFROTC Form 16, Officer Candidate Counseling Record, 1 July 2006

Form W-4, Employee’s Withholding Allowance Certificate

Form W-2, Employee Wage and Tax Statement

SGLV 8286, Servicemember’s Group Life Insurance Election and Certificate

Abbreviations and Acronyms

AFROTC—Air Force Reserve Officer Training Corps

AS—Aerospace Studies

DFAS—Defense Finance and Accounting Services

DOC—Date of Commission

DoD—Department of Defense

EFT—Electronic Funds Transfer

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ELD—Estimated Last Day (pay)

EOM—End of Month

GMC—General Military Course

LES—Leave and Earning Statement

LLAB—Leadership Laboratory

MUC—Military Uniform Commutation

NCO—Noncommissioned Officer

ORS—Obligated Reserve Section

POC—Professional Officer Course

PNA—Period of Nonattendance

ROTC—Reserve Officer Training Corps

SAF—Secretary of the Air Force

Terms Explained

Academic Year (AY)—Consists of two semesters, three quarters, or the equivalent combination of other academic terms.

Aerospace Studies (AS)—The official designation of the Air Force Reserve Officer Training Corps (AFROTC) program of instruction.

Concurrent Enrollment—Simultaneous enrollment in two courses of the GMC or POC.

(NOTE: Concurrent enrollment in a GMC and a POC class is not authorized.)

Consortium Arrangement—An agreement which two or more colleges or universities make for their mutual benefit to permit cross enrollment of their students. The non-host institution agrees to grant appropriate academic credit applicable toward graduation for the successful completion of courses offered by the Department of Aerospace Studies.

Cooperative Course—An academic work course that requires absence from the institution during portions of the school year.

Cross-town Agreement—An agreement between AFROTC, a host institution, and a non-host institution that either is accredited and grants bachelor’s degrees or is a 2-year institution not authorized to grant bachelor’s degrees. The agreement permits students from the non-host institution to enroll in the AFROTC program conducted by the host institution.

Disenrollment—The elimination of a contract GMC or POC cadet from program membership.

HOLMCENTERI65-101 27 JUNE 2012 19

Extended Subsistence Entitlements—Additional allowance authorized only to individuals in a 5-year SAF-approved major where the member was previously forecasted as needing the additional year prior to entering the POC.

General Military Course (GMC)—The first and second years of the 4-year program consisting of AS100 and AS200.

Leadership Laboratory (LLAB)—Non-academic portion of the AFROTC program conducted during the normal academic year which is mandatory for individuals seeking accreditation of AS class.

Military Uniform Commutation (MUC)—An allowance (non-taxable) authorized to cadets attending one of the five military schools to help subsidize the cost associated with the purchase of military uniforms.

Obligated Reserve Section (ORS)—The reserve element to which AFROTC cadets are assigned.

Period of Nonattendance (PNA)—A period (other than an institutional vacation period) in which a contract cadet not in completed status is excused from attending AS courses and LLAB.

Professional Officer Course (POC)—Contracted members in the third and fourth years of the 4-year program or the first and second year of the 2-year program consisting of AS300 and AS400 as prescribed under 10 U.S.C. 2104.

Subsistence—A monthly allowance (non-taxable) paid at a specified rate for a contracted cadet.

Summer Training Pay—An authorized entitlement (taxable) paid to individuals attending field training or professional development training that is not counted as part of the 600/900 authorized subsistence days.

Term Abroad—Overseas study opportunity for students offered by many schools with credit applicable at the host school toward the student’s degree.

20 HOLMCENTERI65-101 27 JUNE 2012

Attachment 2

FORMAT FOR CADET MEMBERS REFUSING ENTITLEMENTS

I, (First MI Last Name) , recognizing my appointment in the Air Force Reserve Officer Training Corps may authorize me to receive financial assistance in the form of scholarship tuition benefits, subsistence payments, textbook payments, training pay, and uniform payments (military schools only), hereby declare I no longer will accept, request, or demand such monetary benefits and allowances. The Air Force is hereby authorized to stop all such payments and allowances as set forth in the preceding sentence. I understand that by signing this waiver I forfeit the only right I may have to obtain the above described monetary pay and allowances during the entire course of my participation in the Air Force Reserve Officer Training Corps Program and forever thereafter. I freely and voluntarily waive these rights.

(Signature of Cadet Member) (Date Signed)

____________________________________ or _______________________________ (Signature of First Witness) (Signature of Notary Public)

(Signature of Second Witness)

HOLMCENTERI65-101 27 JUNE 2012 21

Attachment 3

CLAIM BY BENEFICIARY STATEMENT FORMAT

I, (Type or Print Name) , certify that to the best of my knowledge and belief, I am the person designated by (Name of Decedent) , AFROTC member, to receive the cadet payments due at their death, and I hereby make claim for said amount from the United States.

(Signature of Claimant) (Date)

(Street Address) (City, State and Zip Code)

We certify we are well acquainted with ______________________, whose signature above was affixed in our presence.

(Signature of Witness) (Signature of Witness)

(Street Address) (Street Address)

(City, State, and Zip Code) (City, State, and Zip Code)

22 HOLMCENTERI65-101 27 JUNE 2012

Attachment 4

SUBSISTENCE AMOUNTS FOR CONTRACT CADETS

01 – SC01: All AS100 GMC contract cadets ................................................ $300.00

02 – SC02: All AS200 and AS250 GMC contract cadets ............................. $350.00 (AS500 cadets are not entitled to subsistence)

03 – NS03: All AS300 POC contract cadets ................................................. $450.00

04 – NS04: All AS400 and AS450 POC contract cadets............................... $500.00

05 – NS05: All AS800 (scholarship) and AS700 (nonscholarship) POC contract cadets in a SAF-approved 5-year major ........................... $500.00

HOLMCENTERI65-101 27 JUNE 2012 23

Attachment 5

CONTINUITY NOTEBOOK

A – Introduction References

Points of Contact

B – Contents What is Subsistence

Pay Rates

Pay Codes

GMC Entitlement Rules

POC Entitlement Rules

Creating Pay Record WINGS/DFAS

Starting Subsistence

Stopping Subsistence

Trouble Tickets

End of Month Report (257 Report)

How to Balance 257 Report to WINGS

Personnel Appointed Responsibility for 257 Report

C – Additional Entitlements Textbooks

Field Training

Foreign Language Pay

Military Uniform Commutation (Military Schools Only)

D – WINGS Screen Shots (as appropriate) Pay Information at DFAS (all tabs)

DFAS Lookups

Cadet Transactions

Additional categories may be added.