Civilian Pay Coordination - S-1 Procedural Page

Role and responsibility

The S-1 officer routes civilian Marine pay actions to the civilian personnel office per DoDFMR Vol 8DODFMR Vol 8 Chapters 1-11 and DODI 1400.25DODI 1400.25. The civilian personnel liaison coordinates the supervisor's T&A actions per Chapter 2. The civilian supervisor signs T&A per Chapter 2 and approves leave per Chapter 5. The Defense Finance and Accounting Service (DFAS) civilian pay processes the pay actions. The Marine Corps civilian personnel advisory service (CPAS) supports the civilian Marines.

Source documents flow from the civilian Marine's pay action requirement (T&A reporting, mandatory deduction setup, leave approval, allotment authorization, debt collection, special-category employee designation), the supervisor's authorization, the prior pay record, the FECA package per MCO 12810.1MCO 12810.1 when applicable, and the DFAS civilian pay system. Civilian pay coordination outputs include the routed pay action to the civilian personnel office, the T&A submission per Chapter 2, the deduction setup per Chapter 4, the leave action per Chapter 5, the special-category designation per Chapter 10, the allotment authorization per Chapter 11, the FECA claim package per MCO 12810.1, and the audit trail.

Per DoDFMR Vol 8, civilian pay administration runs through DFAS Civilian Pay with input from civilian timekeepers and supervisors. Per DODI 1400.25, the DoD Civilian Personnel Management System governs civilian position management, classification, performance, and pay coordination. The unit S-1 supports the coordination but does not directly process civilian pay through MCTFS.

Trigger events

• New civilian Marine arrives at the unit.
• Civilian pay action requires unit-level coordination.
• Civilian T&A submission cycle (biweekly).
• Civilian leave request requires supervisor approval.
• Civilian Marine experiences workplace injury triggering FECA claim per MCO 12810.1.
• Civilian special-category designation triggers Chapter 10 processing.
• Civilian allotment or voluntary deduction request.
• Annual civilian pay audit cycle.

Processing workflow

1. Identify the civilian Marine. Per DoDFMR Vol 8DODFMR Vol 8 Chapter 1, civilian pay applies to DoD civilian employees. Marines in uniform route through DoDFMR Vol 7A military pay channels.
2. Route the pay action to the civilian personnel office. The S-1 routes the action to the Marine Corps civilian personnel advisory service (CPAS) or the installation civilian personnel office.
3. Coordinate T&A. Per Chapter 2, the supervisor signs T&A on the biweekly cycle. The unit timekeeper enters the data.
4. Coordinate pay administration. Per Chapter 3, the supervisor approves pay actions (within-grade increase, promotion, locality pay change).
5. Coordinate mandatory deductions. Per Chapter 4, federal tax, FICA, retirement, and other mandatory deductions run through DFAS.
6. Coordinate leave processing. Per Chapter 5, annual leave, sick leave, military leave, and other leave categories route through the supervisor.
7. Coordinate special-category employee processing. Per Chapter 10, special-category employees (NAF, foreign nationals, etc.) carry distinct pay rules.
8. Coordinate allotments and voluntary deductions. Per Chapter 11, the civilian Marine establishes voluntary deductions through DFAS civilian pay.
9. Coordinate FECA actions. Per MCO 12810.1MCO 12810.1 and 20 CFR Part 10, workplace injury claims route through the FECA program.
10. Verify civilian LES through the civilian personnel office. The civilian LES (different from the military LES) runs through DFAS Civilian Pay and pulls through the civilian personnel office.

Systems of record and forms

Systems

• Defense Finance and Accounting Service (DFAS) Civilian Pay. Master civilian pay record.
• Defense Civilian Pay System (DCPS). DFAS civilian pay processing.
• T&A System (varies by command). Captures biweekly T&A submissions.
• Defense Civilian Personnel Data System (DCPDS). Per DODI 1400.25.
• Civilian Personnel Advisory Service (CPAS). Marine Corps civilian personnel office.

Forms

• Time and Attendance Report. Per DoDFMR Vol 8 Chapter 2.
• Leave Request. Per Chapter 5.
• W-4. Federal tax withholding.
• TSP Election Form. Federal Thrift Savings Plan.
• Civilian Allotment Authorization. Per Chapter 11.
• CA-1 / CA-2 / CA-7 FECA Claim Forms. Per MCO 12810.1.

Common pitfalls

• Civilian pay action routed through MCTFS. Per DoDFMR Vol 8DODFMR Vol 8 Chapter 1, civilian pay runs through DFAS Civilian Pay. Military MCTFS does not process civilian pay.
• T&A submission past the biweekly cycle. Per Chapter 2, the cycle drives the cadence.
• Supervisor signature missing on T&A. Per Chapter 2, supervisor signature certifies T&A.
• FECA claim not initiated promptly. Per MCO 12810.1, the workplace injury claim runs through CA-1 form filing.
• Special-category employee processed under standard rules. Per Chapter 10, special-category employees carry distinct rules.
• Civilian LES not verified. The civilian LES runs through DFAS Civilian Pay separately from the military LES.

Decision points

• Military versus civilian pay routing. Marines in uniform route through DoDFMR Vol 7A and MCTFS. DoD civilian employees route through DoDFMR Vol 8 and DFAS Civilian Pay.
• Special-category designation. Per Chapter 10, NAF employees, foreign nationals, and other special categories carry distinct pay rules.
• FECA versus standard leave. Per MCO 12810.1, workplace injury routes through FECA. Non-workplace injury routes through standard leave.

Authority

This sub-page sits under DoDFMR Vol 8DODFMR Vol 8 Civilian Pay Policy with Chapters 1-11 covering Introduction, T&A, Pay Administration, Mandatory Deductions, Leave, Miscellaneous Actions, DoDEA, Underpayments and Debt Collection, Records, Special Category Employees, and Allotments. DODI 1400.25DODI 1400.25 covers DoD Civilian Personnel Management System. MCO 12810.1MCO 12810.1 covers FECA Program. 5 U.S.C. (Title 5 Civil Service rules) sets statutory authority for federal civilian employment.

Related references

• DoDFMR Vol 8 Chapters 1-11. Civilian pay framework.
• DODI 1400.25. DoD Civilian Personnel Management.
• MCO 12810.1. FECA Program.
• 5 U.S.C. Title 5 Civil Service.