R 131526Z DEC 24 MARADMIN 601/24 MSGID/GENADMIN/CMC MRA WASHINGTON DC// SUBJ/DIRECTED USAGE OF THE UNIT DIARY/MANPOWER INTEGRATED PERSONNEL  SERVICE (UD/MIPS) FOR STORAGE OF KEY SUPPORTING DOCUMENTS// REF/A/MSGID: DOC/CMC/WHITE LETTER/8NOV19// REF/B/MSGID: DOC/NFR/17APR19// REF/C/MSGID: DOC/NFR/31OCT18// REF/D/MSGID: DOC/DOD/7000.14-R/VOL 1// REF/E/MSGID: MSG/CMC/R 131455ZJAN20// NARR/REF A IS CMC WHITE LETTER 02-19, FULL SUPPORT TO MARINE CORPS  FINANCIAL STATEMENT AUDIT.  REF B IS THE FY19 NOTICE OF FINDING AND  RECOMMENDATIONS (NFR) ON DEPENDENCY APPLICATIONS FOR MILITARY PAYROLL  ENTITLEMENTS.  REF C IS THE FY18 NOTICE OF FINDING AND  RECOMMENDATIONS (NFR) ON MILITARY PAYROLL CONTROL TESTING.  REF D  IS DOD FINANCIAL MANAGEMENT REGULATION, VOLUME 1: GENERAL FINANCIAL  MANAGEMENT INFORMATION, SYSTEMS AND REQUIREMENTS.  REF E IS  MARADMIN 1-20, MANPOWER AUDIT ADVISORY 1-20: REQUIREMENT FOR USING  THE OFFICIAL MILITARY PERSONNEL FILE (OMPF) FIELD FOLDER AS THE  CENTRAL DOCUMENT REPOSITORY (CDR) IN SUPPORT OF USMC FINANCIAL  STATEMENT AUDIT OF SELECTED MILPAY-RELATED DOCUMENTS// POC/MR. JAMES D. KENKEL/BRANCH HEAD/MANPOWER STRATEGY BRANCH/TEL:  703-784-9564/EMAIL: [email protected]// POC/LTCOL MICAH A. STEINPFAD/DEPUTY BRANCH HEAD/MANPOWER STRATEGY  BRANCH/TEL: 703-784-9645/EMAIL: [email protected]// POC/CWO5 BRIAN C. JOHNSON/MARINE CORPS ADMINISTRATIVE ANALYSIS TEAM  OFFICER IN CHARGE/TEL: 703-784-0099/EMAIL: [email protected]// GENTEXT/REMARKS/1.  Situation.  The Deputy Commandant for Manpower  and Reserve Affairs (DC M&RA) publishes Manpower Audit Advisories  (MAA) to respond to audit findings and sustain auditability across  M&RA’s Military Payroll (MILPAY) and Military Personnel (MILPERS)  Lines of Business.  This MARADMIN directs standardization and  provides guidance on the use of UD/MIPS for storage of Key  Supporting Documents (KSDs) which support MILPAY transactions. 1.a.  Reference (a) directed full support to the audit of the Marine  Corps’ Financial Statement.  References (b) and (c) identified  internal control deficiencies and lack of internal control procedures  for MILPAY KSDs supporting MILPAY transactions.  Reference (d)  establishes Department of Defense (DoD) roles, responsibilities,  and authorities for developing and implementing DoD-wide financial  management systems and overseeing financial management activities.   Reference (e) established the requirement to upload selected MILPAY  KSDs to the Official Military Personnel File (OMPF) Field Folder as  a compensating control until a full service-level technical solution  is developed. 1.b.  DoD’s Full Financial Statement Audit, conducted by a  third-party Independent Public Accountant (IPA), has identified  weaknesses in the Marine Corps’ ability to demonstrate existence and  completeness of MILPAY KSDs necessary to support MILPAY financial  transactions.  Restrictions on acceptable documents for upload in the OMPF limit its effectiveness as the central document repository (CDR)  for all MILPAY KSDs.  This requires Installation Personnel  Administration Centers (IPACs) and other reporting units to maintain  all KSDs for certified transactions within local files utilizing  command-generated, non-standardized filing procedures.   2.  Mission.  Effective upon publication of this MARADMIN, IPACs and  other unit diary reporting activities will upload certified unit  diary files into UD/MIPS with all associated supporting documentation  not resident or required in a Marines’ OMPF, in order to standardize  UD/MIPS as the CDR for MILPAY KSDs necessary to sustain financial  auditability.  3.  Execution. 3.a.  DC M&RA’s intent.  Active Component and Reserve Component  MILPAY payments are greater than seventeen billion dollars annually  and represent more than fifty percent of the Commandant’s annual  financial outlays.  Ensuring these payments meet auditability  standards during annual Full Financial Statement Audits is a vital  enabler towards maintaining clean audits. Personnel reporting  organizations have the technical capabilities and authorities for  reporting MILPAY transaction, and commanders at all levels retain  accountability as the Commandant’s direct representative  for accuracy of their Marines’ personnel and pay records.  These  actions support continued clean financial audits by ensuring KSDs  are available to substantiate all MILPAY transactions. 3.b.  Tasks. 3.b.1.  IPACs and all unit diary reporting activities. 3.b.1.a.  After certifying a unit diary, reporting units will ensure  all KSDs substantiating unit diary transactions are uploaded to the  applicable unit diary in UD/MIPS, under its respective source  document tab.   3.b.1.b.  The unit diary files will be saved in an un-editable format  and must remain legible to substantiate the reported transaction(s).   3.b.1.c.  Unit diary files will be uploaded into UD/MIPS within 5  working days after its certification. 3.b.2.  Commanders at all levels continue to ensure financially  relevant updates to Marines personnel and pay records are timely,  accurate, and complete. 3.c.  Coordinating Instructions.  To ensure compliance with this  MARADMIN, use of UD/MIPs to store MILPAY KSDs is an inspectable item  by the Marine Corps Administrative Analysis Team (MCAAT), including  MCAAT inspections conducted in conjunction with Inspector General of  the Marine Corps inspections. 4.  Administration and Logistics.  Manpower Strategy Branch  (M&RA(MX)) and MCAAT are available for assistance in meeting MILPAY  and MILPERS audit readiness standards. 5.  Command and Signal.   5a. This MARADMIN is applicable to the Marine Corps Total Force. 5b. Release authorized by Lieutenant General Michael J. Borgschulte,  Deputy Commandant of the Marine Corps for Manpower and Reserve  Affairs.//