count on the retained copy of the transmittal letter, submit the original with a new transmittal letter, and refile the copy of the document with the retained copy of the new transmittal letter.
ORIGINAL MISSING.— If the DCL shows fewer documents than those on file, and if the original of a document is missing, remove the copy from the suspense file, correct the document count on the retained copy of the transmittal letter, retype the document, annotating it as a corrected copy, and destroy the old retained copy of the document. Forward the original retyped document in the current day’s transmittal, file a copy in the suspense file, and destroy all other copies of the retyped document.
ERRORS IN DOCUMENTS.— The DCL shows the errors in erroneous documents corrected by NMPC and in those returned for correction or retyping and resubmission. Returned documents that failed scanning may accompany the DCL. Those that passed scanning, but contain other errors, may be returned by separate correspondence. For errors listed in the DCL that were corrected by NMPC, identify the correct entries and take precautions to ensure that future documents are correct.
ERRONEOUS DOCUMENTS RETURNED.— On identifying an error in a returned document, retrieve all available copies of the incorrect document and correct or retype the document as necessary, annotating it as a corrected copy. If retyping is necessary, destroy all copies of the erroneous document. Forward the original correct or retyped document in the current day’s transmittal under a separate transmittal letter and distribute the copies as in the initial submission.
DCL IN ERROR.— If close comparison of a returned document with the DCL reveals no error in the document, annotate a reproduced copy of the DCL to indicate the error in the listing and return both the annotated copy of the DCL and the original document to NMPC in a separate OCR mailing envelope without a transmittal letter.
MEMBER TRANSFERRED.— If an erroneous document is returned with the DCL after a member has been transferred, forward the document and a reproduced copy of the DCL to the member’s new command for corrective action and resubmission of the document. If a DCL acknowledging a transmittal has not been received within 10 days plus estimated mailing time, prepare a copy of the unacknowledged transmittal letter, mark it “TRACER COPY,” and mail it to NMPC in an envelop separate from the daily transmittals. On receiving the tracing copy, NMPC will notify your activity whether or not the transmittal was received. If it was not, resubmit the documents.
Error Feedback from NAVFINCEN
Error feedback from NAVFINCEN on data input to the pay system normally comes to the admin office through the local disbursing office. Correct or retype erroneous documents returned by NAVFINCEN, and resubmit them promptly to the disbursing office for transmittal.
VERIFICATION OF AUTOMATED REPORTS
Data input to the pay and personnel systems is reflected in various automated reports furnished to field activities. Two important ones received by the admin office are the Enlisted Distribution and Verification Report, NMPC Report 1080-14, and the Officer Distribution Control Report, NAVPERS 1301/5.
Carefully check automated reports received to verify that the information submitted from the field has been properly recorded. When an event reported to NMPC by an OCR document whose receipt has been acknowledged is not reflected in the automated report within 60 days of submission, send a tracer letter to NMPC, explaining the circumstances and enclosing a copy of the document in question. Include the member’s name and social security number, the form number of the document, the transmittal date and number, and the document serial number shown in the DCL.
Documents Erroneously Transmitted
On discovering that an improper OCR document has been submitted to NMPC, report and explain the erroneous submission by speedletter or message and request removal of the information contained in the document from the member’s service record and from the automated personnel system. Identify the document by form number, transmittal date and number, document serial number, and the member’s name and social security number. Use a message only if it is necessary to prevent hardship to the member or
