SUBJ: FOOD SERVICE POLICY CHANGES AND UPDATE TO FOOD SERVICE PAPERWORK MANAGEMENT WORKBOOKS (FSPMW)

Food Service Policy Changes – Message From SC Eric Toler at Culinary Program

R 011715Z FEB 24
ALCOAST 052/24
SSIC 4061
SUBJ: FOOD SERVICE POLICY CHANGES AND UPDATE TO FOOD SERVICE
PAPERWORK MANAGEMENT WORKBOOKS (FSPMW)
A. Records & Information Management Program Roles and
Responsibilities, COMDTINST 5212.12B
B. Culinary Operations Management, COMDTINST 4061.5B
C. CGTTP 04-11.17 CGDF Administration Management

This ALCOAST announces an update to financial reporting processes
for Coast Guard Dining Facility (CGDF) operations. The following
policy changes will become effective 01 February 2024. Updated
workbooks, memorandum templates, and job aids are available on the
updated CS Portal Page:
(Copy and Paste URL Below into Browser)
https://uscg.sharepoint-mil.us/sites/USCG-CSPORTAL
a. All CGDFs will utilize the newest revision (Rev. 07-23)
Perpetual Inventory System Workbook (PISW) and Purchases vs.
Allowances Inventory System Workbook (PVAISW) to complete all
Worksheets (WS) IAW REF (B). As of 01 March 2024, the CG Finance
Center (FINCEN) will no longer accept previous versions of the PISW
or PVAISW and they will be rejected.
b. All CGDFs will utilize the newest revision (Rev. 07-23)
Inventory Management Workbook Perpetual (IMWP) and Inventory
Management Workbook Purchase v. Allowance (IMWPVA) to track and
record all inventories IAW REF (B). As of 01 March 2024,
FINCEN will no longer accept previous versions of the IMWP or IMWPVA
and they will be rejected. A migration tool is located on the CS
Portal with instructions.
c. CGDFs utilizing Individual Credit Accounts (ICA) will record
and track members’ bills in the updated ICA Workbook (Rev. 07-23).
As of 01 March 2024, FINCEN will no longer accept previous versions
of ICA Worksheets; all previous versions will be rejected. Payment
of ICA is required within 5 business days after issuance. Prior to
leaving the unit, through Permanent Change of Station (PCS) or other
timeframes that cross CGDF reporting periods, members will pay in
full their accrued ICA bill. Coast Guard Dining Facility Operation
Statements (CGDFOSs) will be rejected by FINCEN if there are any
outstanding (unpaid) ICAs and/or receivables from the previous
reporting period. Units are required to submit a memorandum to
FINCEN detailing the nature of the delinquency and actions to
collect and account for outstanding payments.
d. The physical CGDF monthly file will contain all applicable
financial documents for each month’s transactions. Cover sheets
listing applicable documentation (left and right side) and order of
precedence will be used for each side of the CGDF monthly file.
Updated job aid will be available on the CS Portal.
e. All dining facilities will submit a digital copy of the
CGDFOS and supporting documents, when applicable, to FINCEN. An
updated job aid will be available on the CS Portal. The supporting
documents include the following:
(1) Reimbursable Issues and Sales of Stores
(2) WS-2581, Transfer of Stores
(3) WS-2581, Sales of Stores
(4) Credit Card History Report (CCHR)
(5) Sent Receipt Report (SRR)
(6) Requisition and Invoice/Shipping Documents (DD-1149)
(7) ICA Data Page
(8) Supporting Memorandums (FSO Relief Memo, Report of
Surveys, Excess Deficits, etc.).
(9) OTCnet, Credit Card, and Pay.gov logs
(10) WS-4261, Provision Inventory Report Worksheet
f. A checklist detailing reasons why a CGDFOS will be rejected
is available on the CS Portal. Any rejected CGDFOS will be corrected
IAW FINCEN instructions and resubmitted within 3 days.

These changes will be incorporated into the next revision of REFs
(B) and (C), which will be released within 12 months.

For assistance or clarification, reach out to your Culinary
Support Branch representative. POC can be found via the CS portal
page.

This message will be cancelled on 31 MAR 2025.

POC: Commandant (CG-1K13); Mr. Chad A. Adams at (202) 475-5149,
Chad.A.Adams@uscg.mil.

RADM Dana L. Thomas, Assistant Commandant for Health, Safety, and
Work-Life (CG-1K), sends.

Internet release is authorized.