ALCGPSC 027/18 - ACCOUNTING SOFTWARE PROCEDURES FOR CERTAIN MORALE, WELL-BEING, AND RECREATION (MWR) PROGRAMS

21 FEB 18

ALCGPSC 027/18
SUBJ:  ACCOUNTING SOFTWARE PROCEDURES FOR CERTAIN MORALE, WELL-
BEING, AND RECREATION (MWR) PROGRAMS
A.  ALCGPSC 089/17
B.  Coast Guard Morale, Well-Being, and Recreation Manual, COMDTINST M1710.13 (series)
1.  In October 2016, PSC chartered an MWR Integrated Process Team (IPT) to make
recommendations on several areas within the MWR program.  REF A addressed procedures that
were approved affecting the accepting of payment cards within Nonappropriated Fund
Instrumentality (NAFI) programs.  This guidance impacts procedures regarding the use of a
standard NAF accounting software application within certain MWR programs.  This MWR IPT
was comprised of subject matter experts from TRACEN Yorktown, CGA, CSC, AIRSTA
Borinquen, Base Portsmouth, Base Elizabeth City, and Sector San Francisco, representing all
commands impacted by this policy change.  The IPT was unanimous in support for this change
as was the IPT Guidance Team, represented by CSC, FORCECOM, DOL, CGA, and a District
representative.
2.  QuickBooks Online Plus will be the required MWR software package for commands that
have Category B or C MWR activities, as defined in REF B, and with NAF employees.  The use
of appropriated funds to support any changes will be guided by the policy as contained in REF B.   
This change does not impact commands that have outsourced their MWR accounting to a third
party or the CSC.  Commands must also use multi-factor authentication and two-step verification
feature, a financial industry standard in which a user is required to provide additional verification
after signing in.  Commands with a standalone system, not connected to CGDN+ may opt to use
the desktop equivalent version of this software as long as the most current version of the
software is always used.  The conversion to the CSC directed version of this software package
must be completed as soon as possible, but no later than the end of NAF Year 2018 (31 Jan
2019).  For commands using SWS for their accounting platform, this conversion must be
completed prior to the Windows 10 imaging upgrade, as locally installed versions of
QuickBooks will no longer be supported after the Windows 10 image upgrade.  All users should
ensure they retain good data backups prior to the upgrade and review the published procedures to
import data files from QuickBooks Desktops for Windows to QuickBooks Online Plus.
3.  This change will standardize the accounting for the affected commands’ MWR programs
which in the long term will facilitate financial audits, the development and use of standard charts
of accounts, and in gaining assistance from commands that have oversight responsibility. 
4.  This change will be incorporated in the next promulgation of REF B.
5.  Point of contact:  Mr. Gary Scheer, CG CSC, (757) 842-4903, or by global email.
6.  Released by CAPT M.W. Sibley, Acting Commander, Personnel Service Center.  The Service
Center for our most important resource – Our People.
7.  Internet release authorized.