Policy Frequently Asked Questions (FAQs)

FAQs are available for the following sections:


Air Shows and Open Houses

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Question: May MCCS nonappropriated funds (NAF) be used to hire civilian air acts?

Answer:

Yes, MCCS NAF may be used to pay for civilian air acts at air shows. Selection and operational control of civilian air acts, however, must remain with the command air show representatives. Funding for the acts may be done via the NAF revenue generated by air show commercial sponsorship revenue (preferred) or MCCS NAF. The civilian air act contracts must be signed by MCCS NAF contracting officers in their capacity as representatives of the command air show committee. Commercial sponsorship contracts may not violate existing understandings or agreements.

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Question: May MCCS NAF be used to pay for official air show expenses such as aviation fuel for government aircraft or for vehicle rental for security?

Answer:

No. MCCS NAF's should not be used for any costs for which APF's are authorized and available. Nor may they be spent on anything not directly connected to MCCS MWR activities. Some other specific prohibitions on the use of NAF are: rental cars and transportation or per diem costs for military members or DoD civilians not on MCCS MWR business, receptions exclusively for certain groups, or miscellaneous public works support (unless directly supporting an MWR cost not authorized APF support).

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Question: Is there anything within MCCS MWR policy that would prevent civilian air acts that perform at USMC open houses (air shows) from setting up booths and selling their own memorabilia?

Answer:

Military exchanges control all resale activities on an installation. There's no need to prohibit civilian air acts from setting up booths, but just because they have a contract to fly does not include an authorization to sell unless it is included in the terms of their contract. The contract should reflect the price we are charged, i.e. MCCS pays less for the act if we allow them to sell merchandise. MCCS could also get a percentage of their sales the same as we do any other vendor.

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Question: May we use NAF to pay the expenses (such as hotel rooms and rental cars) for the "Blue Angels" to come to our bases' annual air show?

Answer:

No. An air show as defined by the Public Affairs Manual is a public affairs event. It includes displays of military equipment and performances by military flight demonstration teams. These displays are official functions and must be paid for using appropriated funds (APF). NAF may only be used to support MCCS MWR events held in conjunction with air shows such as food and beverage or souvenir concessions as well as additional entertainment/events such as a concert or a 10K run.

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Birthday Ball

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Question: What is the Marine Corps Policy on the use of NAF to support Marine Corps Birthday Balls?

Answer:

There are two directives that address authorized uses of NAF for Birthday Balls. They are MCO P1700.27B (MCCS Policy Manual) and MCO 7040.11A (Marine Corps Birthday Ball Funding). 7040.11A separates the Ball into Official and Social (unofficial) components. NAF is generally authorized and required for the social portion (cake, beverages and entertainment, non-active duty guests of honor), APF must be used for official guests (active duty) color guards and photography and printing requirements for the official ceremony.

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Commercial Sponsorship

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Question: Can commercial sponsorship be used to support functions outside the realm of MCCS MWR activities?

Answer:

No. Commercial sponsorship may not be used to support non-MWR events. See MCO P1700.27B for further guidance.

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Question: Are Private Organizations allowed to solicit for commercial sponsorship?

Answer:

No, not on base or in any way representing the Marine Corps. MWR is the only organization authorized to solicit commercial sponsorship aboard a military base and in representation of the military MWR Program (which is the only DoD program granted this authority). If a private organization wants to solicit for a sponsorship agreement for themselves out in town, however, they may do so (assuming they aren't violating any state or local ordinances). Again, they may not represent the Marine Corps or solicit support for Marine Corps MWR programs.

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Question: If there is a centralized commercial sponsorship agreement made by a HQMC MWR agency, can other activities "piggy-back" on it or would they have to negotiate separate agreements with the company?

Answer:

Yes, they can "piggy-back". If there's a centrally negotiated contract then the associated agencies may join it without having to implement separate agreements. If HQMC negotiates a commercial sponsorship agreement for Marine Corps installations, then any or all of our installations could participate. MCCS activities may have to issue a delivery order against the original contract to indicate their participation.

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Question: Is there any policy that prohibits commercial sponsorship of conferences?

Answer:

No. There is no prohibition regarding commercial sponsorship for conferences. As long as they are MWR related events commercial sponsorship is authorized.

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Question: Can we accept commercial sponsorship from off-base financial institutions if there is an on-base institution?

Answer:

Yes, but there are conflicting policies. DoDI 1015.10 allows MWR to solicit and obtain commercial sponsorship from vendors generally without restrictions (except on alcohol or tobacco vendors). The DoD Financial Management Regulation prohibits off base financial institutions from advertising on base unless it's through a paid publication such as a commercial enterprise publication. MWR activities are authorized to sell advertising in publications produced by them. Commercial Sponsorship is essentially an advertising mechanism for which vendors pay event costs in exchange for exposure. Our position is to leave it up to the commands discretion, not to push this option but also not to prohibit them.

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Gifts

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Question: What is the policy on accepting a gift to the organization?

Answer:

The Marine Corps policy for accepting gifts is contained in the Marine Corps Manual for Legal Administration (MCO P5800.16). Gifts to MCCS MWR organizations may be processed in accordance with the following policy. Gifts of personal property up to $3,000 may be accepted by the local MCCS Director at those bases which have their own MWR fund. For independent duty locations, they need to go to the next highest activity in the chain of command that has their own fund (e.g. recruiting stations need to go to the MCCS Director at MCRD Parris Island or MCRD San Diego). Gifts in excess of $3,000 need to be forwarded to the Director MR/MF Division for acceptance.  All cash gifts to MWR activities shall be processed per the Legal Adminstration Manual. Policy pertaining to paragraph 12003.1e has changed.

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Marine Corps Family Team Building

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Question: Are there policy guidelines as to authorized and unauthorized expenditures of NAF for LINKS, and MCFTB?

Answer:

The rules for spending NAF monies are contained in paragraphs 1313 and 1314 of the MCCS Policy Manual, MCO P1700.27B. Also review Enclosure (7) of MCO 1754.6C, (Note, the reimbursable expenses listed there are examples and are not meant to be restrictive in nature. Any legitimate operational expense may be paid for LINKS programs with NAF similar to any other MWR program).

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Question: If a CDC is already receiving USDA reimbursements are they eligible to also receive USA reimbursements for food?

Answer:

No. The rule in this situation is this: Where either of two appropriations may reasonably be construed as available for expenditures not specifically mentioned under either appropriation, the determination of the agency as to which of the two appropriations to use will prevail. Once the election has been made, the continued use of the other appropriation is prohibited, in the absence of any changes in the appropriation.

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NAF/APF Use

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Question: Can nonappropriated funds (NAF) be used on things that are not part of MCCS MWR activities?

Answer:

No. MCO P1700.27B as well as higher level Department of Defense (DoD) policy (DoD Directives 1015.15 and DoD Instruction 1015.10) all prohibit using MCCS NAF on things not related to MWR or the NAFI.

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Question: May APF be used to purchase tickets for the Single Marine Program?

Answer:

Yes, for Marines only. Since the Single Marine Program is a Category A MCCS MWR activity, it is authorized up to 100% APF support. As with all expenditures of APF, a determination must be made that purchases and expenditures are necessary to the mission of the organization ("necessary expense rule"). The command involved must make that determination on a case-by-case basis. Therefore, since there is no specific prohibition against purchasing "tickets" and given a necessary expense determination by the command, a ticket for a single Marine to participate in a specific event or activity which promotes the purposes of the Single Marine Program (and is not otherwise inappropriate), could be purchased with APF within currently available funding.

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Question: Paragraph 60204 of MCO P1700.27 (Old MWR Policy Manual (now cancelled)) provided a provision for us to pay for Command membership in civic organizations. Please advise?

Answer:

Membership in local civic organizations may be purchased with NAF if determined to be in the best interest of MCCS MWR activities as defined in MCO P1700.27B. A membership for the AC/S MCCS (or Base Commander) in the local Chamber of Commerce is good for business and would be an authorized expense for NAF funds. Other civic organization memberships would depend on the purpose of the group and it's relationship to MCCS. Organizational memberships can be construed as authorized expenditures if they support MCCS MWR activities.

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Question: May NAF be used to pay for ethnic/cultural events?

Answer:

The answer depends on whether or not the event is MWR related. If the event is a party in celebration of an ethnic holiday and all are welcome to the event, NAF may be used. If the celebration is a lecture on cultural matters, NAF may not be used to pay event expenses.

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Question: What is the correct funding source (APF or NAF) for the purchase and maintenance of playground equipment outside Family Housing Areas?

Answer:

Playgrounds built in conjunction with Family Housing Areas should be normally maintained and repaired by Family Housing with their APF. They should budget for and control funding and maintenance. If a Commander decides that he would prefer to have MCCS run the playgrounds, they should be maintained with APF. Playgrounds and their related equipment are Category A MWR activities as defined by DoDI 1015.10. As such, they are authorized 100% APF support for procurement and installation of playground equipment as well as maintenance and upkeep for the subject grounds and equipment per Enclosure (4) of DODI 1015.14.

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Question: Can NAF support be given to the Retired Affairs Office? What type of NAF support may be provided to retirees?

Answer:

No. The use of NAF is restricted to MWR programs. The Retired Activities program is not an "authorized MWR program." However per current policy, NAF may be spent on retirees in supporting MWR functions. Paragraph 1313 of the MCCS Policy Manual (MCO P1700.27B) allows for certain MWR type events that may be held in conjunction with other official events. For instance, NAF may be used to buy refreshments served after commanders call, a deployment brief, or a retirees briefing. We can't use NAF to support the official event, but we can support a social event. Refer to paragraphs 1313 and 1314 in the MCCS Policy Manual for further guidance.

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NAF/APF Use for Volunteers

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Question: How should refreshments supporting volunteer events be funded?

Answer:

NAF funds should be used.

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Question: The Key Volunteer coordinator would like to present the volunteers with a bouquet of flowers or other gift at the appreciation dinner they are planning. May NAF or APF be used?

Answer:

NAF may be used, subject to availability to pay for appreciation gifts as long as the cost does not exceed $24 per individual.

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Question: How do unit commanders obtain NAF Support for volunteers?

Answer:

Unit commanders must request funding through specific NAF funding budget requests from MCCS for volunteers or take money from the Unit and Family Readiness Funds they already control.

 

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Question: Is there a standard amount of NAF provided to unit commanders for their volunteers?

Answer:

No. There is a standard amount of unit funds provided to Marines. This amount is $25 per Marine per year. NAF volunteer funding may be taken from that account or requested and budgeted for separately. The amount provided depends on program requirements and available funding.

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Question: How are volunteers reimbursed for expenses and what may be reimbursed?

Answer:

The Marine Corps Family Team Building Order (MCO 1754.6C) provides specific details regarding reimbursement procedures and authorized reimbursable expenses. Generally, any reimbursement requires the volunteer to have completed a gratuitous service agreement. Things that may be reimbursed include: mileage, parking and tolls, telephone toll calls, child care expenses and expenses incurred while on invitational travel orders. Volunteers requesting APF reimbursement must complete an SF 1164; Claims for NAF reimbursement may use the same form. It then needs to be forwarded to the proper command channel.

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Question: Can all volunteer programs be categorized as Category A MCCS MWR activities so they may use NAF?

Answer:

No. Volunteer programs already have access to APF for items such as awards and "necessary" costs of the program as determined by the commander. Regarding access to NAF, a program must be MCCS MWR related. MR has determined thatMCFTB and UPFRP activities are directly related to unit mission readiness and hence are considered a Category A MCCS MWR activities. Not all volunteer programs can qualify under this definition, however.

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Official Entertainment Fund (OEF)

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Question: Is the Official Entertainment Fund still in effect?

Answer:

No. The Official Entertainment Fund (OEF) was eliminated by ALMAR 583/99 in December 1999.

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Question: The CG wants to hold a special event that does not appear to be directly related to MWR. Under the old OEF regulation this was authorized. Is it still permissible?

Answer:

The Director MR has given the following guidance on this subject: "If commanders have a special event that they wish to fund with NAF, they should review paragraphs 1313 and 1314 of the MCCS Policy Manual (MCO P1700.27B) and determine if the event meets the criteria and take responsibility for the decision made. The policy is adequate as written to make an informed decision."

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Private Organizations

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Question: Can a private organization supporting a museum, operate a resale activity?

Answer:

Yes. There are two policies involved. First, there is the "resale primacy" policy that is prescribed by the armed services exchange regulation (DODI 1330.21). Second is the policy that allows a private organization to provide resale in support of an official activity. According to DoDI 1000.15, enclosure 2, paragraph 4, a private organization can supplement DoD activities when specifically approved. If these foundations can exist as private organizations, then the local commander needs to provide the approval for their continued operation on the installation as a private organization that offers continuous resale in the museum gift shops. As for the resale primacy, these gift shops are servicing mostly visitors to the installation and should be charging local sales tax. This fits their designation as a private organization since they do not receive any of the sovereign rights provided to NAFI's.

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Question: Can a private organization such as wives clubs or rod and gun clubs operate a resale activity?

Answer:

Yes, assuming they have the permission of the Installation Commander and MCCS Director.

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Question: Must they charge sales tax?

Answer:

Yes. Private organizations are not federal instrumentalities and must comply with state laws regarding sales tax.

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Question: May MCCS support private organizations on base?

Answer:

Yes, as allowed in the Joint Ethics Regulation (DODD 5500.7-R).  MCCS is not allowed to expend NAF or NAF assets, including any obtained from MCCS commercial sponsorship, on private organizations. MCCS can't provide support for a private organization fundraiser (other than allowing them to use a facility at normal charge for them to conduct a single event charity fund raising event). Private organizations may be commercial sponsors themselves. They may donate prizes or cash and property. They may not share the events name with the base MCCS program.

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Question: Can a private organization on base accept cash money from charitable organizations to help fund activities they do on a base?

Answer:

Yes. As private individuals they are able to do as they like in this matter. This is presuming that any Military members or civilian employees are acting in their personal capacities as participants per paragraph 3-300 of the Joint Ethics Regulation (DoD 5500.7-R).

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Question: May MCCS co-sponsor events with private organizations on base?

Answer:

It depends on the definition of co-sponsorship. If it means equally sharing revenues from an event with MCCS and the private organization sharing the event name... the answer is a definite no. There is no such thing as co-sponsorship in terms of the MCCS commercial sponsorship program. MCCS is not allowed to expend NAF or NAF assets, including any obtained from MCCS commercial sponsorship, on private organizations

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Question: Is it legal to set up a 'for profit' coffee/soda mess? Is there an order that covers informal funds?

Answer:

No. Resale functions on base are the sole domain of MCCS. Activities like coffee messes, plaque funds and flower funds are allowed to generate income but profit is not allowed. The total income may not exceed $50 per month. The sale of food or merchandise is prohibited. The order that controls informal funds in the Marine Corps is MCO 5760.4 on Private Organizations.

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Retail/Services/Recreation Business

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Question: How do I do business with MCCS?

Answer:

The product or service an individual or firm wants to sell to MCCS determines whom he should contact. If it is a resale product to be sold system wide, contact CMC (MRX); if it is a product to be sold in the local exchange, contact the local Exchange Manager or Buyer. If an individual wants to open a patron service or vending operation, provide entertainment at the club, recreational instruction etc, he should contact the local MCCS procurement office.

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Question: Can MCCS co-sponsor an MWR event with another base activity and provide NAF support (prizes)?

Answer:

Yes, if it is strictly an MWR event. NAF may not be used to support anything that is not related to MWR. Exchanges may not "donate" prizes unless it is for their own exchange-sponsored event. Prizes for other MCCS MWR activities may be transferred at landed cost.

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Question: May we open our golf course to the general public?

Answer:

Yes. Per paragraph 1201.2 of the MCCS Policy Manual commands may request that certain Category C activities be opened to the public. This action would require CMC (MR) approval and may only be done if certain conditions are met. They are: (1) The Commander determines that adequate facilities are available and are currently under used by authorized patrons. (2) Written agreements are obtained from local government officials or other appropriate community leaders indicating that they have no objections to expanded use of these activities. (3) Allowing individuals to use these facilities is beneficial to both the military members and civilians in the community. (4) No conflict exists with Federal, State, or local laws.

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Question: Can we use the Marine Corps Emblem (Eagle, Globe and Anchor) on items for sale through exchanges?

Answer:

Yes, with permission from the CMC Trademark and Licensing Office.

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Question: Are retail employees allowed to solicit prizes for MCCS events?

Answer:

No. per the Joint Ethics Regulation, no employee may solicit donations for the government.

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Question: Has anyone ever hosted a car rental sale from a rental car company? Here is the proposal: They want to host the sale in our Exchange parking lot. They need some parking spaces and help with advertising etc. They are willing to pay us $50 for each car sold as a commission for our help. Can we?

Answer:

No. Exchanges don't have the authority to sell automobiles in the U.S. There is authority for overseas sales but it only applies to new or factory certified cars. Lemon lots and overseas bank and credit union repossession sales are specifically excluded.

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Question: May civilian personnel declared emergency essential be authorized limited PX privileges (health and welfare items, etc.) if they are required to stay on base during hurricanes, snow storms, etc?

Answer:

We can't give civilians PX privileges unless they are authorized in DoDI 1330.21.  Civilian employees and visitors may purchase single servings of food and beverages from Marine Marts and othEr food activities. Exchange regulations permit TAD civilians to purchase health and comfort items when they are billeted aboard base.

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Question: Why does MCCS Retail Policy state that firearms cannot be returned?

Answer:

Firearms sales are considered final once the weapon has left the store location throughout the industry, because of the legalities of having the firearm registered to that consumer. If there is a defect with the firearm the exchanges will ship that firearm off for repair at no charge to the consumer.

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Question: May NAF be used to support cable TV costs for barracks recreation rooms?

Answer:

No,  this is an APF installation facility responsibility.

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Semper Fit/Sports

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Question: Can MCCS fund entrance fees for Marine athletes not participating in Marine Corps organized sporting events?

Answer:

Yes. Depending on availability, either APF or NAF may be used to fund entry fees into any athletic contest that the command decides would benefit Marines or the sports program.

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Question: The Single Marine Program wants to conduct a fund raising event and donate money for the victims of the recent Osprey crash. Can this be done or if not can the policy be waived?

Answer:

No, it can't be done and MR can't waive this policy. Donating NAF money to charities is specifically prohibited by DoDI 1015.15. Marines as private individuals may form a private organization to raise money for the families though. MCCS can't do the fundraising for them or make any donations. There are specific guidelines for fundraising in paragraph 1405 of the MCCS Policy Manual; the Joint Ethics Regulation (DoD 5500-7-R), paragraph 3-201; and the Navy Public Affairs Manual (Chapter 4 on Community Relations).

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Question: Can APF be used to buy uniforms for workers in a gymnasium?

Answer:

Yes. Paragraph E4.T1.12 of DODI 1015.15 specifically allows procurement of supplies necessary for the operation of Category A & B MWR activities. Specifically included in this definition is clothing.

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Support

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Question: We were approved years ago to open our golf course to civilians from the community (non DoD)(refer to question on opening golf course to the public mentioned in the Retail/ Services/Recreation Business Section above). Can we advertise (Newspapers, radio, etc.) in the local media for civilians in the community to join our course?

Answer:

Yes.  Enclosure 12 of DoDI 1015.10, paragraph 2.C.5 is the applicable guidance.

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Question: May we provide awards to Marines of the Quarter/Year?

Answer:

No. Paragraph 1314.2 of the MCCS Policy Manual prohibits using NAF to give military proficiency prizes. MCO 7042.6 also specifically authorizes APF for these types of awards.

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Question: Can a GS employee manage a combined Recreation ITT/Leisure Travel Activity? What if there is a NAF Manager at the activity level who is managing the day to day operations of the Leisure Travel Activity?

Answer:

The answer is no and yes. A GS employee may not be the direct manager of a commercial travel activity at a non-remote area. However, a GS employee may be the next level supervisor of a NAF manger of the commercial travel activity if the supervision includes other managers of other activities. An APF employee may be used in an Executive Control and Essential Command Supervision (ECECS) billet per MCO P1700.27B and other higher HQ's directives.

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Question: In support areas, such as accounting, purchasing/ contracting, personnel, maintenance and information technology-if it can be shown that funding is used for Category A and B support, shouldn't we be allowed to use APF for expenses? Example--we have 4 techs in personnel--two of those techs process NAF employees who work in Category A & B activities only.

Answer:

In the example given the answer is no. APF wouldn't be authorized because technical NAF personnel work is considered internal NAFI management and is not considered eligible for APF support. The other areas depend on what is being done. A procurement agent spending NAF is not authorized APF reimbursement. APF support in procurement is reserved for people providing policy guidance. Accounting Techs are similar. Someone providing financial policy guidance is ECECS and authorized APF support. Someone doing bookkeeping for money collected from usage fees at a hobby shop is not.

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Question: Would it be permissible to contract with MCRC to put a USMC recruiting ad on the sides of an MCCS Liberty bus taking Marines to various destinations in the state and receive payment.

Answer:

Yes. Per 10 USC 2492, DoD and MCCS policy, it is permissible for MCCS MWR activities to provide or obtain goods and services from other Federal agencies and also for MCCS MWR to sell advertising space in appropriate media.

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Uniform Funding and Management (UFM) Practice

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Question: Do we lose the ceiling points/Full Time Equivalents (FTE's) when GS positions are converted under the UFM Practice? Once the FTE's are lost, is the money lost as well?

Answer:

Yes, the FTE is lost but the funding is not. During the January/February timeframe of each year, a memorandum is issued to each installation as a cover to the Letter Of Authority. This memorandum will contain a paragraph referencing the NAF workforce reimbursed with installation APF as outlined in the UFM MOA. The intent of this paragraph is to increase visibility of the total MCCS workforce, regardless of the APF or NAF status. MCCS Directors are responsible for drafting the UFM MOA with their respective installation commander/comptroller. To increase labor visibility associated with the UFM Practice, MCCS Directors will be requested to attach line-item billet descriptions to the UFM MOA to support the total labor dollars reflected in the agreement. In essence, the details in the MOA become the documentation that identifies the NAF civilian personnel being supported with APF under the UFM Practice.

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Unit and Family Readiness Funds

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Question: Is there an MCO that restricts the purchase of alcoholic beverages with picnic and party funds (unit funds)?

Answer:

No. Units are authorized to buy alcohol with unit funds. Units must also buy non-alcoholic beverages for non-drinkers at unit functions.

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Question: Can Unit and Family Readiness Funds be used to purchase items that would not be available to every single member of the unit?

Answer:

Yes. Per MCO P1700.27B, the administration of MCCS NAFs is a trust which requires that funds be expended with prudence so as to benefit the greatest number of personnel and that all expenditures are properly authorized, planned, and executed. This does not mean that all MCCS MWR activities have to be available to everyone all the time. As long as all have the opportunity to participate at some point in the activities, NAF may be used for support.

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Question: Can commands require a unit to spend their Unit and Family Readiness Funds for barracks recreation room requirements or fitness equipment requirements?

Answer:

No. Unit and Familiy Readiness Funds, as defined by the MCCS Board of Directors, are intended for purchasing expendable goods and services. Non-expendable items must be funded from either actual MCCS funds or other sources.  For example, barrack recreation rooms are the responsibility of the installation facilities office and AFP are the appropraite funding sources.  Fitness center requirements are the responsibility of the Semper Fit program and should be funded with APF.  Unit commanders may use their APF to purchase fitness equipment for unit use, but these satelite centers are not kept or mointered by Semper Fit.

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Question: Unit PT doesn't fall under any MCCS MWR program and the MCCS Policy Manual prohibits using NAF for non-MCCS MWR activities or for expenses other than consumable goods and services. (1)May MCCS MWR funds be used to purchase unit PT uniforms? (2)May APF be used to purchase sports uniforms?

Answer:

  1. No. MCCS MWR may not be used to purchase uniform items. MWR NAF may be used for sports uniforms if APF is not available.
  2. Yes. APF's can be used to buy intramural uniforms if they don't have individuals' names.

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Question: What is the policy on the use of Unit and Family Readiness Funds?

Answer:

Installation units are authorized $25/Marine/year minimum allocation for purchase of expendable items. The funds shall be expended in year allocated unless waived by the respective Installation Commander. A 10 percent discount on items/services procured (except alcohol or tobacco products) with UFRF funds through MCCS shall be authorized.

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Question: Where do funds come from to support recruiting station Marines? Is it from the Depot or District?

Answer:

Neither. Independent duty units get funding directly from CMC at the rate of $130/Marine/year. The distribution of funds is from MR DIV, HQMC.

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