In-Processing

 

Hours of Operations
Monday – Friday: 0730 – 1630 EST
Lunch: 1130 – 1300 EST
Phones Open for Customer Service: M-F, 1300 – 1600 EST
Closed on weekends and Federal/Training Holidays


Commander Welcome Letter

USASD Welcome Letter

SharePoint

U.S. Army Student Detachment (USASD) is now In-Processing Students through our SharePoint Portal: https://ako.hq.tradoc.army.mil/sites/USASD/. All Students are required to use a CAC Card accessible computer and the use of their Enterprise email for authentication to gain access to SharePoint. SharePoint and USASD Staff communications will be directed to your Enterprise email account upon submission of your documents. No exceptions will be made to communicate through any other non-Enterprise email accounts.

Enterprise Email OWA: https://web.mail.mil/owa

When Enterprise Email prompts you for your credential, choose the “DOD EMAIL” certificate.

If you require help to gaining access to your Enterprise Email Account log into AKO and see Army Links: CAC Reference Center or use the below link to login: https: //www.us.army.mil/suite/designer

Computer System Requirements for accessing SharePoint

Computer and processor 1 gigahertz (GHz) or faster x86- or x64-bit processor with SSE2 instruction set
Memory (RAM) 1 gigabyte (GB) RAM (32-bit); 2 gigabytes (GB) RAM (64-bit)
Hard Disk 3.0 gigabytes (GB) available
Display Graphics hardware acceleration requires a DirectX10 graphics card and a 1024 x 576 or higher resolution monitor
Operating System Windows 10 (32-bit or 64-bit)
Windows 8.1 (32-bit or 64-bit)
Windows 8 (32-bit or 64-bit)
Windows 7 (32-bit or 64-bit)
Browser
Internet Explorer 8, 9, 10, or 11;
Access Requirements Common Access Card (CAC) For more in formation go to: http://www.cac.mil/
Common Access Card Reader (CAC) For more in formation go to: http://militarycac.us/files/CAC_Reader_Class_color.pdf

Trouble Shooting SharePoint:

If you cannot login to SharePoint follow the below steps:

  1. Attach your CAC Reader to your Computer and insert your CAC Card.
  2. Login into AKO: https://www.us.army.mil/. Open another screen and attempt to login to SharePoint again.
  3. If you cannot login update your CAC Reader. Most CAC Reader only require installing DoD Certificates and Active Client. After installing updates attempt to login to SharePoint.

Direct Links:

DOD Cert Program Install

https://ako.us.army.mil/suite/doc/46721240

Active Client Install

https://ako.us.army.mil/suite/doc/40954924

     4. If you still cannot login, return to AKO Home Page and “click” the link to CAC Reference Center and follow CAC Installation Quick Start instruction on the left of the screen.

  1. If you require more assistance to login contact: netcom-9sc.om-iacacpki.helpdesk@mail.mil or call (866)-738-3222, Hours: 0700-1500 Arizona time.

In-Processing Actions

To In-Process U. S. Army Student Detachment using SharePoint, log in to the portal. Under the “Home” Tab “click” Student Access and follow steps 1-4 to submit your documents.

Soldiers will report by sending their complete HR and FI Packets via SharePoint. Ensure your PCS Leave Form is sign (Block 14 a, b and c must be complete and signed by the Losing Command). Send documents on your Report Date or no later than (NLT) 10 days after your Report Date. If In-processing packet is not received, a notice will be sent to you by Enterprise email concerning your Failure to Report and risk of pay suspension, FLAG imposed or UCMJ action.

Scan your HR Packet documents into one PDF and FI documents together in another PDF before logging into SharePoint. See the below checklist for documents required for HR and FI In-Processing. Include all mandatory documents in each packet to prevent delays in your arrival to USASD.

HR INPROCESSING CHECKLIST FY 18

FINANCE INPROCESSING CHECKLIST 2018

Do not submit photographs of your documents. We cannot process photograph documents. Submit documents in PDF format only to prevent delays in receiving your entitlements.


 DFAS Smart Voucher Information

As of September 15, 2017, students submit Travel Voucher reimbursements through the DFAS Smart Voucher system.

Travel Voucher Memo

After completing and submitting your Smart Voucher Online to DFAS, print a completed copy of your Smart Voucher. Submit the copy with your Finance In-Processing Packet.

DFAS Ticket Smart Voucher

https://www.dfas.mil/militarymembers/travelpay/smartvoucher.html


SharePoint Link: https://ako.hq.tradoc.army.mil/sites/usasd

Do not create a file or submit your documents early without approval. Early In-Processing/Reporting must be approved by USASD Commander.You may submit  NET 10 days before your report date. Early entry without approval will be deleted from SharePoint and not processed.


Attaching Documents to SharePoint

Attach two PDF files (HR and FI) to SharePoint to submit your in-processing documents. Please do not submit multiple files if possible. Do not submit documents separately in multiple entry to SharePoint, wait until you have complete all the necessary steps to settle your claims (i.e. travel complete, house hunting complete…etc.) which will allow you to complete all documents.

Name your PDF files as follows: Last Name_First Name_Middle Initial_In-processing (Example: Doe_John_P_HR or FI_In-processing) (make sure to use underscores between the last name, first name).

SharePoint will send a auto reply after you submit your documents. Please allow no less that 20 working days prior to telephonic inquiries.  Turn-around time for processing of military pay updates and PCS travel disbursements is 8 to 10 weeks


PCS Orders

Ensure Permanent Change of Station (PCS) Orders are accurate and include below mandatory information:

  1. Complete legal name (Last, First, MI)
  2. Complete Social Security Number (SSN)
  3. Name/Location of assignment; include UIC
  4. Start/End date of ACS Program
  5. Physical duty address of assignment under the ACS Program; include City, State, Zip Code

Example of a correct Assigned To Line on PCS Orders:

Assigned To: USA STU DET FJSC OFF (W30U1A) FT JACKSON, SC 29207 WITH DUTY AT NAVAL POSTGRADUATE SCHOOL (NPS), MONTEREY, CA 93043

It is the Service Member’s responsibility to ensure PCS orders are accurate; Student Detachment does not have authority to change, amend, correct, or modify PCS orders published by another Military Personnel Division activity.


Human Resources Training requirements for In-Processing: 

1. SHARP (Sexual Harassment/Assault Response and Prevention): Standing Strong (Version: A)

SHARP Annual Mandatory Training Part II (For both Initial Certification and Recertification.) This course is the self-study portion of the mandatory annual SHARP training for Soldiers and DA Civilians. It is an interactive multimedia instruction designed to enhance awareness of the behaviors that constitute sexual harassment and sexual assault. The material will demonstrate strategies for intervention and allow users to practice making decisions and taking action in a safe, virtual environment so that they can successfully intervene to stop sexual harassment and sexual assault. This course fulfills the mandatory training requirement as stated in AR 350-1, Appendix G. *Note: Part I of the training requirement is satisfied by the face-to-face SHARP training conducted at each individual location. Face-to-face attendance for SHARP training is required annually for each individual.

Go to AKO then ALMS “Search” box and type in SHARP in the “Enter Keyword, ID or Description box” and look for the above course description.

 2. CYBER SECURITY TRAINING CENTER at https://ia.signal.army.mil/DoDIAA/


CONTACT AGENCY THAT PUBLISHED INITIAL ORDER FOR ANY/ALL REVISIONS.

In accordance with AR 621-1, Service member may report no early than ten (10) days prior to official report date or start date of schooling/training, whichever occurs latest.  Request for exception to above policy must be submitted to the Chief of Advanced Education Programs Branch, Human Resource Service Center at Fort Knox KY.  For additional information please read the “Early Arrival” section on this page.

All “No Cost Move” In-processing packets must contain a DA Form 31 with a control number and DA Form 5960. The DA Form 5960 is required for recertification of your BHA rate.  The PCS DA 31 is required for the change in assignment and duty status.

ALL In-processing packets require a Emergency Data Form (DD 93) and Service Member’s Life Insurance Election Form (SGLV 8286).

Soldiers conducting a Personal Property Movement (PPM) or partial PPM must finalize settlement voucher at the nearest military installation, per Joint Travel Regulation (JTR).  Additional information may be found at Defense Personal Property System (DPS) website at www.move.mil.


If  you would like to submit a email concerning in-processing status or questions, please us the In-Processing  email address below:

usarmy.jackson.CAC.mbx.usasd-in-processing@mail.mil


To avoid us asking for additional documents and having your In-processing delayed ensure you have submit a complete set of documents as requested. Remember to check your packet documents before submitting. Also, sometime units issue PCS orders which has information on the front and back of one page. Sometime Soldiers only scan the front page and forget to scan the back page. Scan front and back pages of PCS Orders to prevent delays.

The time it takes to process In-processing Soldiers in both Human Resource and Finance is not the same for everyone. Our goal is make your transition to Student Detachment as user friendly as possible.


Total Army Sponsorship Program (TASP)

In accordance with AR 600-8-8, Service members assigned to student detachments are excluded from participation in TASP.


Contact Email Addresses for In-Processing. Submit questions only to the below email addresses. Submit In-Processing packets via SharePoint. 

FAO-IRT Students use email box: usarmy.jackson.CAC.mbx.usasd-fao@mail.mil

Last Name (A-E)

  • Phone: (803) 751-5381

Last Name (F-M)

  • Phone: (803) 751-5346

Last Name (N-U)

  • Phone: (803) 751-5381

Last Name (V-Z)

  • Phone: (803) 751-9824

Foreign Area Officer(FAO) – In Region Training (IRT)

All FAO-IRT Officers

Phone (803) 751-5389


GREEN TO GOLD

  • By Phone: (803) 751-6467

 

Documents required to In-process (Linked):

HR

PCS orders and amendments (if applicable) With duty at location must be included in the “Assigned to” lead line.  Contact losing station orders issuing authority if not included.

DA Form 31 (Request and Authority for Leave) with a control number (Block a-c must be complete and signed) The To Block must be the official Report Date as specified on the PCS orders. Not having this, will delay your Finance In-Processing.

DD FORM-93-RECORD-OF-EMERGENCY-DATA (Current under the USASD Command) Complete online and print when complete.

Service Member’s Group Life Insurance (SGLI) Online Enrollment (SOES) https://milconnect-pki.dmdc.osd.mil/milconnect/protected/portlet/soes/

Complete online and print, when complete add it to your HR In-processing packet.

DA Form 7415 (Exceptional Family Member Program (EFMP) Querying Sheet)

USASD Policies Memorandum of Understanding (signed and dated)

USASD Policy Memo

DA Form 705  (Army Physical Fitness Test (APFT) scorecard)

Additional Documents required if applicable (Linked):

DA Form 5500 (Male) or DA Form 5501 (Female) Body Fat Content Worksheet


BAH Secretarial Waiver

ALARACT 097-2016 BAH Waiver

BAH – OHA – COLA Waiver Document List

BAH Waiver Request for LTC-MSG and Above

BAH Waiver Request for MAJ-SFC and Below


FI

In-Processing Checklist (completed and signed)

PCS orders and amendments (if applicable) With duty at location must be included in the “Assigned to” lead line.  Contact losing station orders issuing authority if not included.

DA Form 31 (Request and Authority for Leave) with a control number

DA Form 5960 (Basic Allowance for Housing (BAH) formerly known as BAQ and VHA) Completing DD Form 5960

Government Travel Charge Card (GTCC) Travel Card Program (Travel Card 101) Certificate (Current within two (2) years). Certification is mandatory for GTCC holders. Training available at https://www.defensetravel.dod.mil/Passport/bin/Passport.html

Government Travel Charge Card Program Statement of Understanding

Government Travel Charge Card Update your Information (GTCC holders only)

Individual Billed Account (IBA) Government Travel Card Application (Non GTCC

holders)

Defense Travel System Update your Information

FI

TDY Orders and amendments

DD Form 2560 (Advance Pay Certification/Authorization)

Request for Temporary Lodging Allowance (TLA) with daily itemized lodging receipts (TLA memo/authorization form from local Embassy Housing Office) (OCONUS)

DD Form 2367 (Individual Overseas Housing Allowance (OHA) Report) (w/lease agreement)

DD Form 2556 (Move-In Housing Allowance Claim (Receipts))

DD Form 1351-2C (Travel Voucher or Sub Voucher (Continuation Sheet))

DFAS Form 9098 (Claim for Temporary Lodging Expense (TLE) w/itemized and signed lodging receipts (Provide complete physical address in Block 43 for meals only claims)) (CONUS)

DD Form 1561 (Statement to Substantiate Payment of Family Separation Allowance (FSA))

Most recent Foreign Language Proficiency Bonus (FLPB) order and signed/approved DA Form 330 (Language Proficiency Questionnaire) results.

Orders for Special Pay (i.e. Flight, EOD, etc.)

Proof of custody if receiving BAH based on child and/or if paying child support.

Supporting documents if recent changes to dependency status (i.e. divorce decree, marriage certificate)

POV Inspection sheet(s) if travel included stop at Vehicle Processing Center.

Personally Procured Move (PPM) Settlements (formally known as DITY Moves) are processed for re-imbursement by your locally designated Transportation Offices. Soldiers conducting a Personal Property Movement (PPM) or partial PPM must finalize settlement voucher at the nearest military installation, per Joint Travel Regulation (JTR).  Additional information may be found at Defense Personal Property System (DPS) website at www.move.mil.

In accordance with AR 621-1, Service member may report No Early Than ten (10) days prior to official Report Date or Start Date of schooling/training, whichever occurs latest.  Request for exception to above policy must be submitted to the Chief of Advanced Education Programs Branch, Human Resource Service Center at Fort Knox KY. The USASD Commander is the Final Authority for approval/disapproval. For additional information please read the “Early Arrival” section on this page.

All “No Cost Move” In-processing packets must contain a DA Form 31 with a control number and DA Form 5960. The DA Form 5960 is required for recertification of your BHA rate.  The PCS DA 31 is required for the change in assignment and duty status. (Block a-c must be complete and signed)

ALL In-processing packets require a Emergency Data Form (DD 93) and Service Member’s Life Insurance Election Form (SGLV 8286).

All In-processing documents must be legible to alleviate delay of submission and/or reimbursement of authorized entitlements.


PTDY

PTDY for House Hunting, in accordance with AR 600-8-10, paragraph 5-32, f. If Service Member meets this criteria, the PCS leave form is signed in the approving authority Block by the losing command (LTC or above), and Block 17, Remarks Section, state “Authorized 10 days PTDY for House Hunting,” this will be honored by USASD.


Early Arrival

In accordance with AR 621-1, paragraph 2-9, b(1) “Assignment instructions will specify a reporting date no earlier than 10 days before the first day of class or earliest date required to be present at the university.” Request for early arrival in excess of what is authorized Permanent Change of Station (PCS) orders, normally 10 days, must be submitted to the Chief of Advanced Education Programs Branch, Human Resource Service Center at Fort Knox KY.  If you would like to request an early report date contact your Branch Manager or the Advanced Education Programs Branch Chief.

Chief, Advanced Education Programs Branch

Mr. Pavek

By Phone: (502) 613-6416

DSN: (312) 983-6416

By E-mail: kerry.w.pavek.civ@mail.mil

Web Page: https://www.hrc.army.mil/Officer/Officer%20Advanced%20Education%20Programs

For up to date information visit the U.S. Army Human Resource Command webpage at Advanced Education Programs.

Also, see FY18 ACS Standing Policy and Procedures Update as of 11 Oct 17 (003)


DOD Enterprise Email and MILCONNECT Update

The TRADOC G-6 actively manages TRADOC DOD enterprise email (DEE) accounts and their respective class assignment.  The appropriate class of account is determined by each command.  TRADOC has determined that most personnel assigned will have a Business Class (4GB) account.  However, user accounts will need to show that the individual is assigned/supports TRADOC .  This is accomplished by updating MILCONNECT.  Because of the unique nature of your assignment, your account is not easy to identify as a TRADOC user.  This makes your account at risk of being misidentified as a non-TRADOC account and then downgraded to a Basic Class (512MB) account.  To prevent this, you will need to update MILCONNECT with the following sub-organization field selected: “United States Army Training and Doctrine Command.” Please view Milconnect Update PowerPoint screen shot for update.  Once complete your account will not be subject to downgrade.  Complete update to prevent downgrade to Basic Class. Update unit as USASD, your duty location address, your phone number and duty title as Student.


Family Members

You may add or remove Family members to your DEERS record at the nearest military ID card issuing facility. Submit new Family member’s birth certificates and Divorce Decree to HR at usarmy.jackson.93-sig-bde.mbx.ltb-sd-iperms-updates@mail.mil

To obtain an ID, what documentation are needed to take with you, such as a Birth Certificate, Marriage Certificate, or Divorce, read The DoD Identity and Eligibility Documentation Requirements. If your situation is not listed, contact your nearest military ID card facility for instructions.

Visit the RAPIDS Site Locator, to locate the nearest military ID card facility.