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

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. Non-routine Patrol. These patrols are generally originated by the controlling station or SECTOR New York under circumstances that do not permit advance planning, e.g., SAR callout. In this case, the SOP shall request a patrol number the next working day from the Sector Auxiliary Liaison. 10. Each working day the Order Issuing Authority will review patrol requests in POMS and issue orders. This process activates the order and assigns an order number. The CG-5132 is then printed, signed by the Order Issuing Authority and mailed to the Coxswain. In the event that the time interval between order issuance and patrol date is too short for the Coxswain the received the CG-5132 via mail the Coxswain will contact the controlling SO-OP. The SO-OP can access POMS and provide the Coxswain with the order number. NOTE: Orders not used due to weather, illness etc. will be voided. The SO-OP is authorized to substitute coxswains or patrol dates during the weekend period only. C. ORDER COMPLETION INSTRUCTIONS: 1. Upon completion of the patrol, the coxswain will fill in the necessary information on the paper copy of the CG-5132 (trailering expenses if applicable, mission times and locations, crew members, ALL reimbursable expenses, etc.). The form will be signed and dated by the Operator (Coxswain) and the person requesting reimbursement (usually the facility owner). The Issuing Authority will only accept an originally signed copy of the Patrol Orders. Each coxswain is encouraged to keep a copy of all paperwork for his or her own personal records. 2. Receipts will be attached for all expenses exceeding $74.99. To prevent delays, the coxswain submitting claims will forward the completed CG-5132 (and attachments if necessary) to the SO-OP within ten (10) days of completing the patrol. When received - the orders will be reviewed for correctness, verified in POMS and then, if found in order, forwarded to the Order Issuing Authority. If errors are found at this stage of the review process, the orders will be returned to the Auxiliarist for correction. Corrections to patrol orders will only be made by the Auxiliarist executing the patrol. Upon receipt of properly completed orders, the SO-OP shall forward them WITHIN 20 DAYS OF THE PATROL directly to: Commander USCG SECTOR New York 212 Coast Guard Drive Staten Island, NY 10305 Attn: Auxiliary POMS Processing Officer 3. The Order Issuing Authority will review the document(s) and, for orders approved for reimbursement, approve the orders in POMS using the “Approve CG-5132s” operation. These orders will be electronically forwarded to the Finance Center for payment. Orders not approved for reimbursement will be returned to the person requesting payment with explanatory documentation and instructions for resubmission. 4. Orders received at SECTOR New York will be processed several times per week in POMS. Electronic payment to the account of the person requesting payment via E4-3
direct deposit is normally within five (5) to seven (7) days of the processing date. If you have questions about a particular set of orders, contact your controlling SO-OP who can verify the processing dates in POMS. Completed/approved orders will be maintained at Sector New York. 5. Incorrectly completed forms, i.e., those that are missing essential information, (such as reimbursable expenses, receipts or signatures), result in unnecessary delays and require additional time and labor to process. If a Coxswain is repeatedly unable to complete the issued patrol orders in a proper and timely manner, they will loose their eligibility to receive future patrol orders from this command. The Division SO-OP will ensure claim completion training is conducted at the operations workshop and the Flotilla level. 6. Include requests for the reimbursement of gas and oil costs with each Auxiliary Patrol Order. CG Finance Center procedures require an ORIGINAL receipt for any single expenditure in excess of $74.99. Receipts must have name of vender with letterhead, date of purchase, itemized list of products and total purchase. (Member should retain a copy of any receipts submitted for payment.) Do not allow them to accumulate for several patrols. If it is impossible to refuel between patrols then submit the completed patrol orders covered by the fuel expenditure as a group with an explanatory note attached. 7. If an original receipt is lost or unavailable, a Certificate in Lieu of Receipt, will be issued by SECNY to be completed by the member and returned to the address below. This form is to be used only to replace a lost receipt. 8. Reimbursement for meals is accrued for each crewmember (including the operator) and paid at the current per diem rates. These rates are subject to change during the patrol season. Meals are automatically entered by POMS based on the patrol start and end times. If you did not receive meals at a Coast Guard facility DO NOT check the “In Kind” box on the CG-5132. 9. Members of the Coast Guard Auxiliary under orders, performing specific duties at a unit accessible to an enlisted dining facility may be provided rations at Coast Guard expense (COMDINST M4061.3, par. 2-C-4). Station COs/OICs will inform their Auxiliarists about established procedures for eating at their respective units. A properly completed and signed Auxiliary Patrol Order form acts as the necessary documentation for the Coast Guard to account for the subsistence ration and is to be submitted to the unit where the meal was consumed. If you plan on eating at a Coast Guard facility, make sure to inform the OOD of the facility, so the cook(s) can make proper preparations to accommodate what meals you and your crew will be eating and how many people will be eating. When the patrol orders are submitted for reimbursement, be sure to check the “In Kind” box on the CG-5132 for meals received at the Coast Guard facility. 10. The Order Issuing Authority must receive all orders no more than thirty (30) CALENDAR DAYS after the patrol. Orders that are not received within 30 CALENDAR DAYS must include a reasonable explanation and may result in the suspension of any further orders to that member until the matter is resolved. 11. The CG FINCEN has implemented an 800-telephone number with an automated voice response feature where an Auxiliarist will be able to provide his/her SSN and obtain the status of reimbursement payments to his/her financial institution. The number is 1-800-564-5504, use option 1 from the main menu. Assistance is also available through their web site. www.fincen.uscg.mil. E4-4
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
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Page 30 and 31: is assigned the voice call sign "Co
Page 32 and 33: ___________________________________
Page 36 and 37: D. CLAIM FOR REIMBURSEMENT PROCEDUR
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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: ___________________________________

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