Sector New York Operations Supplement to the Auxiliary - US Coast ...

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________________________________________________________________________ Enclosure 3 Auxiliary Patrol Orders Protocol A. GENERAL: 1. This chapter provides specific procedures for issuing, handling and submitting Auxiliary Patrol Authorizations. All processing of Auxiliary Patrol Orders will be done using the Patrol Order Management System (POMS). POMS is an on-line, automated system developed and implemented by Statronics Solutions Inc. in conjunction with the United States Coast Guard Finance Center. POMS provides: • CG-5132’s with Section 1 preprinted • Preprinted CG-5132 is then mailed to the Coxswain • Significant reduction in error rates at all points in the CG-5132 processing cycle. CG-5132 data is transferred from AUXDATA to POMS daily. • Available 24 hours per day, 7 days per week. • Instant patrol order numbers. • Real time patrol updates. • Real time management reports. • Workload distribution. • Expedited payment of claims. Direct electronic submission of claims from POMS to the Finance center expedites the reimbursement process. 2. POMS is based on the Coast Guard Auxiliary Patrol Order Form (CG-5132, rev 05/28/03-FC). This form is used to order and reimburse the Auxiliary for missions. The Auxiliary also uses it to report mission specifics and costs associated with these missions back to the Order Issuing Authority (SECTOR New York). B. ISSUING AUTHORITY AND PROCEDURES: 1. SECTOR New York is the “Order Issuing Authority” for all Divisions operating within the SECTOR New York AOR. As the Order issuing Authority, SECTOR New York is responsible for issuing, monitoring, reviewing and approving all Auxiliary Patrol Authorizations. 2. All coxswains, whether on-line users or not, shall request patrol orders through their respective Division SO-OP. 3. Request for patrol orders should be made at least 72 hours in advance of the intended patrol. Waivers of this requirement MAY be considered on a case-by-case basis with the concurrence of the SO-OP. 3. SO-OP’s shall enter the request in POMS. The Order Issuing Authority shall activate orders that have been requested by the SO-OP. All others shall be declined. 4. During the request process SO-OP’s are required to request orders within their designated area(s). No Auxiliary facility will transit to another division’s area without authorization from the Order Issuing Authority. If this is desired, the SO-OP’s shall coordinate this with the Order Issuing Authority or controlling station. The SO-OP for the requested area shall request the orders. 5. In no circumstances shall any Auxiliary facility cross the respective patrol area designations without authorization from the Order Issuing Authority or SECNY E5-1
Communication Center. Going outside the respective patrol area without prior approval will constitute orders not being approved for reimbursement. 6. Division Commanders will ensure that personnel who receive an order on behalf of SECTOR New York are fully qualified and authorized to accept the orders. SECTOR New York reviews orders submitted for payment to ensure the required number of crewmembers were aboard, all personnel held the proper qualifications to accept the orders and auxiliary facilities have been inspected by an Auxiliary Vessel Examiner (VE). Operational facilities must have an Offer of Use letter on file. This verification is based on facility and personnel data taken from AUXDATA. Auxiliarists who receive orders must review their information in AUXDATA to ensure that it is complete and correct. If, upon examination, it is determined that the orders were accepted by unauthorized individuals, the orders will be considered invalid and the payment will not be processed. 7. Each facility issued orders shall carry a PEPIRB issued by DIRAUX; D1 (oax-SR) it is the coxswain’s responsibility to ensure it is carried on board when under orders. PEPIRBS will be registered with NOAA and entered into POMS before being used - POMS will not issue orders if a PEPIRB is not on board. 8. There are two (2) types of orders members will normally receive. Their use is as follows: a. Reimbursable Orders. Provide the member with reimbursement for fuel, oil, ice, trailering, launch and subsistence while under Coast Guard Orders. Expenditures must be effectively and accurately monitored to ensure that the allocations of patrol funds are kept under control. Reimbursable orders may be requested for scheduled Safety Patrols, SAR Call-Out, Training (U/W navigation problems with Mentor aboard, etc.), Regatta Patrols, Private Aids to Navigation Inspections, MDA Patrols, Mobile Communications Patrols and other operational support missions. b. Non-reimbursable Orders. Are issued on a case-by-case basis and provide limited liability coverage should damage or injury/death occur. Non-reimbursable orders may be issued for any type of operational support mission. They are issued when: • The member does not wish reimbursement, or • Funds are not available to pay for the mission. 9. Order numbers for both types of orders must be obtained from either SECTOR New York or the Division Staff Officer-Operations (SO-OP) for scheduled patrols or Marine Events. The following procedures are used: a. Routine Patrol. The Coxswain of a patrol will contact the controlling SO-OP with all the information needed to complete Part 1 of the CG-5132. The coxswain is responsible for ensuring that the vessel meets the requirements established by this document and its references. An infraction of these requirements may result in denial of reimbursement and/or loss of liability coverage for facility damage. The SO-OP will ensure that vessels chosen for patrol are the most economically operationally ones available for that period. In selecting patrol facilities, care must be taken to select vessels that moor in or near the patrol area. The SO-OP enters this data into POMS using the “Request Patrols” operation at least 72 hours in advance. E4-2
Page 2 and 3: SECTOR NEW YORK - AUXILIARY OPERATI
Page 4 and 5: A.6.b Questions pertaining to Auxil
Page 6 and 7: CHAPTER 2 OPERATIONS PROGRAM ADMINI
Page 8 and 9: ___________________________________
Page 10 and 11: STATION NEW YORK AOR HUDSON RIVER/L
Page 12 and 13: Map of Patrol Area Boundries 4-2
Page 14 and 15: A.8.h Marine Environmental Protecti
Page 16 and 17: A.10 Regatta Support A.10.a Local
Page 18 and 19: There are added sections 4 A.18 thr
Page 20 and 21: ___________________________________
Page 22 and 23: enforcement, and other non-recurrin
Page 24 and 25: ___________________________________
Page 26 and 27: . Schedule the inspection of all pr
Page 28 and 29: ___________________________________
Page 30 and 31: is assigned the voice call sign "Co
Page 34 and 35: . Non-routine Patrol. These patrols
Page 36 and 37: D. CLAIM FOR REIMBURSEMENT PROCEDUR
Page 38 and 39: ___________________________________
Page 40 and 41: Enclosure 5 Auxiliary Division Oper
Page 42 and 43: Enclosure 6 SECTOR FORMS Attachment
Page 44 and 45: Attachment (2)
Page 48 and 49: Sector New York Operation Small Fry
Page 52 and 53: ___________________________________
Page 54 and 55: ___________________________________

Sector New York Operations Supplement to the Auxiliary - US Coast ...

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