MCTFSPRIUM 12-120103 - AUDIT OCCASIONS AND REQUIREMENTS

Paragraph 120103, Chapter 12 of the MCTFSPRIUM. Reproduced from the 2026-06-01 manual snapshot (source file 20103_AUDIT_OCCASIONS_AND_REQUIREMENTS.md). Verify against the live manual before reporting a transaction: Open the PRIUM on MOL (MOL access required).

Source text

  The service and computer record is required to be audited on the following occasions: 1. Gains.  Gains consist of the accession and inbound join processes.  During the initial accession process and after executing Permanent Change of Station or Assignment Orders, an audit of the electronic service record and military pay is required.  This audit requirement does not apply to Marines that are temporarily assigned to training units in a TEMINS status.  The audit can be conducted either by the administration section or center and then entered into the MCTFS via unit diary or through the Inbound Interview module within MOL.  Below are the auditor’s responsibilities during gains:

a.  Accession.  Accession is the process of establishing an electronic personnel record in the MCTFS. The process to properly access an individual’s electronic record in the MCTFS is outlined in Chapter 3 of this manual. The purpose of the audit during the accession process is to have individuals complete the required financial documents to establish their master military pay account (MMPA) and to collect key supporting documents to validate and verify data imported from the Marine Corps Recruiting Information Support System (MCRISS) or entered by another method. (1) Requirement(s): (a) Assist in the completion of required documents (i.e. W4, State of legal residence, MGIB, SGLI, Direct Deposit etc.) to establish an individual’s MMPA. (b) Collect key supporting documents to validate and verify data imported from the MCRISS or entered by another method.

(c) Report all required changes/updates into the MCTFS via UD/MIPS.

(d) File required key supporting documents into the SRB/OQR.

(e) Report annual screening after all actions have been completed. (2) Responsible entity:  Marine Corps Recruit Depots Recruit Administration Branch and Marine Corps Base Quantico Officer Candidate School.

b.  Inbound Join Process - Upon completion of the accession pipeline.  Due to the fast pace of the accession pipeline and a Marine’s lack of ability to have important documents sent to him/her during training, a detailed audit is required after a Marine has completed the accession pipeline and upon arrival to their first Permanent Duty Station (PDS).  This includes initial Reserve gains and applies to assignments that are considered Duty Under Instructions (DUINS).  The auditor is responsible to ensure the accuracy of the MCTFS data and the OMPF. The auditor must review and validate all pay and entitlements received during the accession pipeline and must audit the electronic service record to ensure all required documents have been uploaded into the member’s OMPF. (1) Requirement(s): (a) Conduct an audit of MCTFS Option N and CHRO. (b) Compare data in the MCTFS and the information contained in the Official Military Personnel File (OMPF) to ensure required documents are in the OMPF (Contractual documents (i.e. DD Form 4, DD Form 1966), dependent documents (as applicable i.e. NAVMC 10922, Marriage Certificate), and as applicable, Meritorious Promotion Warrants (DD Form 216), Montgomery G.I Bill Form (DD Form 2366) etc). (c) Report all changes/updates into the MCTFS via UD/MIPS. (2) Responsible Entity: Servicing Personnel Administration Center / Reporting Unit

(3) Audit Tools: (a) MCTFS CICS 'RPTS', Option ‘N’, Multiple EDIPI’s ‘Y’ (b) Audit OMPF (OQR/SRB) (c) Join Checklist, PRIUM Table 12-1 (d) Pay and Allowance Audit, PRIUM Table 12-2 (e) COGNOS Analytics (4) Completion Validation or Substantiation: (a) Report TTC 343 024, 815 000, 816 000, 922 000 (b) Report Training Event Code “ER” OQR/SRB SCAN TO E-RECORD COMPLETED.  Note: must be reported NLT 45 days from date joined unit. (c) Report Training Event Code “Z2” (ADMIN ONLY) PAY AND ALLOWANCES AUDIT COMPLETE (5) All documents used to conduct the Accession Join Audit must be retained for current year plus 2 years, and may be retained in electronic format. c.  Inbound Join Process - Inbound Interview.  An audit can be completed in the Inbound Interview module within MOL, whenever joined chargeable to a unit.  Use of the Inbound Interview (IBI) applies to both Permanent Change of Assignment and Permanent Change of Station. (1) Requirement (s): (a) MOL Reviewer: ‘Set Report Date’ for those Marines on the Incoming Tab within the Inbound Management module (b) MOL Approver: ‘Approve Report Date’ for those Marines on the Onboard Tab within the Inbound Management module (c) Individual Marine: Must confirm the Approved Report Date and complete Inbound Interview, placing the interview in a ‘MOL-Submitted’ status

Section 1

The MOL-Submitted status must be achieved within five days of the report date. (d) Individual Marine: Complete and submit Travel Voucher Interview (TVI)

Section 1

Individual Marine must complete the TVI within five days of the report date.

Section 2

Command S-1s  are required to monitor and ensure the TVI reaches a ‘TVI-Settled’ status and/or provide the individual Marine assistance when the TVI is delayed or in a ‘Returned’ status. (e) MOL Reviewer:  Must ‘Review Interview’ for those Marines on the Onboard Tab within the Inbound Management module (f) MOL Approver:  Must ‘Approve Interview’ for those Marines on the Onboard Tab within the Inbound Management module; this final approval will place the IBI in a ‘MOL-Approved’ status.

Section 1

The MOL-Approved status must be achieved within 15 days of the report date (2) Responsible Entity: Supporting Unit / Individual Marine (3) Audit Tools: Inbound Interview Module

d.  Inbound Join Process - UDMIPS. (1) Requirement(s): (a) Conduct an audit of MCTFS Option N and CHRO. (b) Compare data in the MCTFS and the information contained in the Official Military Personnel File (OMPF) to ensure required documents are in the OMPF (Contractual documents (i.e. DD Form 4, DD Form 1966), dependent documents (as applicable i.e. NAVMC 10922, Marriage Certificate), and as applicable, Meritorious Promotion Warrants (DD Form 216), Montgomery G.I Bill Form (DD Form 2366) etc). (c) Report all changes/updates into the MCTFS via UD/MIPS. (2) Responsible Entity: Servicing Personnel Administration Center / Reporting Unit (3) Audit Tools: (a) MCTFS CICS 'RPTS', Option ‘N’, Multiple EDIPI’s ‘Y’ (b) Audit OMPF (c) Accession Join Checklist, PRIUM Table 12-1 (d) COGNOS Analytics (4) Completion Validation or Substantiation: (a) Report TTC 343 024, 815 000, 816 000, 922 000 (5) All documents used to conduct the Inbound Join Audit must be retained for current year plus 2 years, and may be retained in electronic format. 2.  Member Married-to-Member (M2M).  The member married-to-member audit is a review and comparison of entitlements; aimed to avoid unauthorized or duplicate payments of pay and allowances for both service members.  The audit will consist of a thorough review and comparison of the member's and the service spouse's entitlements and allowances.  Particular emphasis must be placed on those entitlements and allowances in which erroneous payments most frequently occur, to include Basic Allowance for Housing (BAH), Family Separation Allowance (FSA), Overseas Housing Allowance (OHA), Government quarters, Cost of Living Allowance (COLA), and dual travel entitlements or allowances on behalf of the same class of dependents or Active Duty service spouse. (1) Requirement(s): (a) Complete the Member to Member datasheet, PRIUM Table 12-3, upon joining a new unit, when a member gain’s a member spouse or when the member spouse status changes (i.e. Major Service Component Code change). (b) Scan and upload the Member to Member Data sheet and marriage certificate into each member's Official Military Personnel File (OMPF), when the reporting unit has both members.  Note:  an accurate Member to Member Data sheet is required to be maintained in a member’s OMPF even when that member has other dependents. (c) Conduct member married-to-member audit upon a member married to another member joining a new duty station (covering the period from last member married-to-member audit through the join date. This is to be completed by the IPAC/Reporting unit NLT 60 days from the join date either in person or telephonically. If completed telephonically, the M2M data sheet will be verified by an E-6 or above) and then annually, not to exceed 12 months, from the previous member married-to-member audit. (d) Conduct member married-to-member audit when two married members divorce. (e) Conduct a thorough review of both member’s OMPF.  The OMPF review should ensure a properly completed Member to Member data sheet, marriage certificate and birth certificates for child(ren), whenever applicable and whether or not claimed for BAH or travel purposes, are resident in each member's OMPF. (f) For cases where both members are not under the same reporting unit, discrepancies discovered for the member that is not assigned to the reporting unit must be submitted to the appropriate unit via a Miscellaneous Action Notice (MAN) document in Document Tracking Management System (DTMS). (g) Report all required changes/updates into the MCTFS via UD/MIPS (2) Responsible Entity:  Servicing Personnel Administration Center / Reporting Unit

(3) Audit Tools: (a) Member-to-Member datasheet, PRIUM Table 12-3 (b) Audit OMPF (c) TRS Remarks Summary screens, Leave and Earning Statement (LES), COGNOS Analytics (containing entitlements and allowances for both members). (d) If married to other members of the Armed Forces and pay records are not accessible via MCTFS, units are required to gain and maintain access to DFAS MilPay Repository.  In the absence of DFAS MilPay Repository, members married to members of other services are responsible for providing the information of their service spouse's entitlements and allowances.  Members must provide the reporting unit copies of their spouse's LES covering the required audit period to conduct the review and comparison of entitlements. (4) Completion Validation or Substantiation:

(a) Report Training Event Code “Z1” (ADMIN ONLY) MEMBER-TO-MEMBER AUDIT COMPLETE (5) All documentation used to conduct member married-to-member audits, and annual reviews of pay and entitlements, will be maintained for current year plus 2 years, and may be retained in electronic format.

Section 3

Mobilization / Active Duty in excess of 30 days / Annual Training.  The purpose of the audit is to confirm the administrative readiness of Marines for mobilization, a period of Active Duty in excess of 30 days, or Annual Training. In all cases, the audit will consist of a review of the BIR, RED, and CRCR. (1) Requirement(s):

(a) Conduct an audit no earlier than 90 days prior to a mobilization start date, commencement of a period of Active Duty that is anticipated to exceed 30 days in duration, and prior to an Annual Training (AT) period.  In addition to confirming administrative readiness, this audit provides administrators a mechanism to validate that the Marine’s Primary Residence Address (PRA) has not changed since the orders originally written; which directly affects the entitlement to basic allowance for housing (BAH) during periods of Active Duty.  Note:  For Marines that are not available to conduct the audit in person due to geographic separation from the unit that is administratively responsible for the Marine, and/or traveling the distance would create a hardship, the audit can be conducted via telephone or another means of communication.  The auditor conducting the audit will print, sign, and date the audit indicating the Marine was not available for signature and indicate the reason for the non-availability. (2) Responsible Entity: Reporting Unit.  Reporting Unit will coordinate with the subordinate command to ensure timely completion.

(3) Audit Tools: (a) MCTFS Basic Individual Record (BIR). (b) MCTFS Record of Emergency Data (RED), self-audit via MOL. (c) MCTFS Career Retirement Credit Record (CRCR), self-audit via MOL. (4) Completion Validation or Substantiation: (a) Report TTC 343 024, 815 002, 816 000, 922 000 (5) All documents used to conduct the audit will be retained for current year plus 2 years, and may be retained in electronic format. 4.  Pre-deployment.  The purpose of the pre-deployment audit is to validate the administrative readiness of Marines prior to a deployment.  Due to the increased risks associated with deployments the pre-deployment audit ensures next of kin information is accurate and up to date in order to facilitate the casualty notification process, verify designated beneficiaries, and ensure the personal authorized direct disposition of remains is up to date and accurate.  Commanders may also use this time to provide Marines and their family members with important administrative information and resources regarding the upcoming deployment. (1) Requirement(s): (a) Conduct of a pre-deployment audit no earlier than 90 days prior to the deployment date. (2) Responsible Entity: Deploying Command.  Deploying Command will coordinate with the servicing Personnel Administration Center for reporting.

(3) Audit Tools: (a) MCTFS Record of Emergency Data (RED), self-audit via MOL. (b) Review the Life Insurance coverages and beneficiary information via the SGLI Online Enrollment System (SOES) (https://milconnect.dmdc.osd.mil/milconnect/).  5.  TAD Excess / Fleet Assistance Program.  The purpose of the audit for Marines assigned to temporary additional duty (TAD) in Excess of 30 days or to the Fleet Assistance Program (FAP) is to ensure Marines are properly accounted for, to substantiate pay and entitlements while TAD/FAP, and to aid in capturing accurate MCTFS data for Talent Management decisions.  In some cases, coordination between the supported unit and the reporting unit will be required to facilitate updates to the electronic service record and reporting. (1) Requirement(s): (a) Parent command must submit a copy of the TAD Excess / FAP, authorization or orders to the reporting unit no later than five days after execution. (b) The losing or parent reporting unit will review the MCTFS and OMPF records to ensure each is up to date and then report the Marine TAD or FAP.  Only requires the presence of the Marine if updates are required. Coordinate with parent command if the Marine’s presence is determined to be required. (c) Upon arrival to the temporary command, the TAD or FAP unit must provide their assigned reporting unit a copy of the reporting endorsement no later than five days after the Marine’s arrival. (d) The gaining or temporary reporting unit, upon receipt of the reporting endorsement, must attach the Marine TAD or join FAP, update the BIR information, if required, and make the necessary changes to pay and entitlements according to regulations.  This may require the presence of the Marine, coordinate with the gaining or temporary unit if it is determined the Marine’s presence is required.

(2) Responsible Entity: Parent Command, TAD/FAP command, Parent Reporting Unit, TAD/FAP reporting unit. (3) Audit Tools: (a) MCTFS Basic Individual Record (BIR) (b) MCTFS Chronological Record (CHRO) (c) MCTFS Remarks Summary (4) Completion Validation or Substantiation: (a) Report TTC 106, 031 or TTC 306, 032, as applicable (5) All documents used to record Marines TAD Excess / Fleet Assistance Program will be retained for current year plus 2 years, and may be retained in electronic format. 6.  Post Deployment / Post Mobilization / Post TAD Excess / Post Fleet Assistance Program.  The purpose of this audit is to review the MCTFS in order to ensure changes to pay and entitlements made for the sole purpose of the temporary assignment are adjusted back to the appropriate entitlements of the parent assignment in a timely manner. (1) Requirement(s): (a) Parent command must ensure, if applicable, the Marine completes the final travel voucher no later than five days after return. (b) Parent command must submit a copy of the deployment / mobilization / TAD / FAP, voucher (if available) or orders to the reporting unit no later than five days after a Marine’s return. (c) Reporting unit, no later than 5 days after receipt of the voucher / orders returning a Marine to his/her permanent duties, make the necessary changes to pay and entitlements according to regulations. For group or unit deployments / mobilizations / TAD / FAP, the reporting unit must compare the roster(s) or orders received during the beginning phase to the ones received during the ending phase, paying particular attention to changes in the personnel listed. (d) Parent command, no later than 10 days of the Marine's return to the Permanent Duty Station (PDS) / audit the MCTFS for accuracy. This audit does not require the physical presence of the Marine. (2) Responsible Entity: Parent Command, Reporting Unit.  Parent Command will coordinate with the servicing Personnel Administration Center for reporting.

(3) Audit Tools: (a) MCTFS Basic Individual Record (BIR)

(b) MCTFS Chronological Record (CHRO) (c) Travel Claim, Disbursing Office Voucher (DOV), Defense Travel System reports, manifests, boots on the ground (BOG) orders, detachment orders, MROWS orders, and/or Fleet Assistance Program (FAP)/TAD orders. (d) TRS Remarks Summary screens, Leave and Earning Statement (LES), or COGNOS Analytics (e) Report all required changes/updates into the MCTFS via UD/MIPS (4) Completion Validation or Substantiation: (a) Report TTC 107 or TTC 307, as applicable (b) Report Training Event Code “Z9” POST DEPLOYMENT / FROM TAD EXCESS AUDIT (5) All documents used to conduct audits for Post Mobilization / Post TAD Excess / Post Fleet Assistance Program will be retained for current year plus 2 years, and may be retained in electronic format. 7. Dependent Child(ren) Over 21 Years of Age.  The purpose of this audit is to prevent erroneous payment of allowances (i.e. BAH/OHA/FSA/COLA) and to validate dependent child(ren) over the age of 21 are authorized travel and transportation at the government expense. The reporting unit must change the travel status to “N” if the dependent child(ren) over the age of 21 has not been approved by MFP-1, NLT 15 working days after the child’s 21st birthday. (1) Requirement(s): (a) The reporting unit must review the MCTFS record, local files, and the OMPF of Marines with dependent children over the age of 21 or approaching the age 21. After the review, if it is determined the Marine does not have approval from MFP-1 to retain the child(ren) as a dependent, the reporting unit must notify the supported unit, in written form, i.e. rosters via email/EPAR etc. of the discovery and inform the unit of the process for the child(ren) to remain a dependent.  The notification must happen NLT 45 days prior to the child’s 21st birthday. (b) The supported unit must notify their members that have child(ren) over the age of 21 or that will reach the age of 21 and the process for the child(ren) to remain a dependent, NLT 30 days prior to the child’s 21st birthday. (c) Submit DD Form 137-6 to CMC (MFP-1) (d) If approval to retain the child(ren) as a dependent has not been received from MFP-1 15 working days after the child’s 21st birthday, change the dependent travel flag to “N” and make necessary adjustment(s) to pay and entitlements in accordance with applicable regulations. There’s no requirement to remove or drop the child(ren) from the MCTFS record. (2) Responsible Entity: Supported Unit, and Servicing Personnel Administration Center / Reporting Unit

(3) Audit Tools: (a) MCTFS Dependent Information screen (D150) (b) Diary Feedback Report (4) Completion Validation or Substantiation: (a) Report TTC 088 002 (5) All documents used to conduct the Dependent Children Over 21 Years of Age Review will be retained for current year plus 2 years, and may be retained in electronic format.

Section 8

Audit Waivers.  Commanding Officers are authorized to waive the audit requirements for Marines under the circumstances listed below.  Requests for specific waivers to audit requirements that are not described below will be forwarded to the DC Action Group, Secretariat for consideration.

a.       Undergoing recruit training to include MCT or officer candidate training. b.  Marines assigned to a unit in a TEMINS status. c.  Serving in a combat area if in the opinion of the Commanding Officer such an audit would interfere with combat efficiency. d.  The Commanding General, Marine Forces Reserve, has waived the requirement to complete a join audit for members of the Individual Ready Reserve and Standby Reserve.  The Commanding General, Marine Forces Reserve, may also modify the remaining procedures contained in this chapter to meet the unique audit requirements of the Individual Ready Reserve and Standby Reserve.  The Commanding General, Marine Forces Reserve, will report all modification to audit procedures to the DC Action Group, Secretariat.  The authority to waive the join audit requirements does not apply to Individual Mobilization Augment and Mobilization Training Unit personnel.