Fast Facts 2010 June
June 2010 Fast Facts
Back to the Basics
1. Location and Hours: The Accessions Department is physically located on the campus of the National Naval Medical Center, on the 13th floor of Building One (the tower), Bethesda, Maryland. We are open from 0730 to 1600 (Eastern) Monday through Friday.
2. Stipend: On July 1st, there will be an INCREASE in the HPSP/FAP stipend that corresponds to the military cost of living adjustment for the calendar year.
The new stipend will be $2060 per month. Pay days are on the 15th of the month (for days 1 - 14 of the month) and the 1st of the next month (for days 15 - 31 of the preceding month). Remember the stipend is taxable.
3. ID Card: As a reserve military officer, you are entitled to and should carry a reserve military ID card. A reserve ID card allows you to use any military commissary, exchange or recreation facility as many times as you want during the year. Please visit the following link for information:
http://www.med.navy.mil/sites/navmedmpte/accessions/Pages/IDCards.aspx. To obtain an Individual Ready Reserve (IRR) ID card, take your Oath of Office document to a Personnel Support Department that issues ID cards. If you do not have a copy, please let us know at OH@med.navy.mil with a subject heading of "ID card - Need Oath of Office ICO ENS (your name)". Please call the site, prior to traveling to the facility for the card, to be sure they can issue your ID and to verify their operating hours/schedule for an appointment. If unable to find a facility near you using this site, please contact OH@med.navy.mil.
4. Changing Your State of Residence: Your state of residence, determines the amount of state income taxes you must pay. Please note that changing your address with us DOES NOT automatically change your state of residence for tax purposes.
To change your State of Legal Residence:
1) Complete and submit a Standard Form DD 2058, which can be found on our website:http://www.med.navy.mil/sites/navmedmpte/accessions/Pages/Forms.aspx.
2) Submit a W4 form for that state, which can be obtained on the state’s web page or by searching for it on an internet search site such as Google.
3) Please ensure that you meet all the qualifications for state residence. The Accessions Department is not responsible for any tax difficulties incurred as a result of changing your state of residence.
5. Has your family changed? Please notify the Systems Section about any changes. Provide the required documents (i.e. Marriage Certificate, Birth Certificate, etc). You will need to sign and return a Dependency Application/Record of Emergency Data (Page 2), which will be generated by the Systems Section once your information is received. You will have to go to the nearest DEERS office and have your additional dependents added and issued ID card(s) if applicable. Note: Children under the age of 10 will not be issued an ID card. Failure to notify the Systems section of dependency changes may impact pay allowances while on Annual Training (AT).
6. Has your name changed? If you want to submit a name change request, the form is located at http://www.med.navy.mil/sites/navmedmpte/accessions/Pages/Forms.aspx. The name change process takes about 4-6 weeks to be processed upon receipt.
7. Annual Training: To request annual training (School Orders, Clerkships, or Officer Development School (ODS), please follow the instructions found on our website under the section "HPSP and FAP Annual Training,” located at http://www.med.navy.mil/sites/navmedmpte/accessions/Pages/HPSPandFAPAnnualTraining.aspx. This page has the links to the Annual Training Request Form and instructions on how to fill it out. Once you have filled it in, please scan and send it to OH@med.navy.mil.
8. Reimbursement: You are entitled to reimbursement for all required books, supplies, and equipment for the covered academic terms of the scholarship. This is limited to purchases that are considered ordinary, necessary and required of all students enrolled in your year of study for your professional degree. Please submit all requests for reimbursement on a "Claim for Reimbursement of Expenditures on Official Business," Standard Form 1164 (SF-1164). You will be reimbursed for authorized items only once, unless otherwise specified. A list of reimbursable items as well as a link to the SF1164 are available on the Accessions Department website at:
http://www.med.navy.mil/sites/navmedmpte/accessions/Pages/HSPSFAPBookandEquipmentReimbursment.aspx.
All reimbursement claims should contain the following materials:
1) A completed and signed SF1164 form
2) Proper receipts and or proof of purchase/payment
3) A signed Dean's certificate (required for all reimbursements except required
exams such as the USMLE and COMLEX)
For assistance and information on completing a reimbursement, please visit our website at http://www.med.navy.mil/sites/navmedmpte/accessions/Pages/HSPSFAPBookandEquipmentReimbursment.aspx.
You may submit requests for reimbursements as many times as necessary in the year. The military's fiscal year starts on 1 October and ends 30 September. Please submit all your yearly reimbursement claims prior to 30 August so we can close our books for the fiscal year. You can start again on 1 October!
9. Tuition Payment: The Navy contracts directly with your school for your tuition payment. In order to have a contract with your school, we must have a current Academic Year Statement on file for you. Once a contract is in place, the school must invoice the Navy for your term. Tuition is paid directly to the school for the items listed below, upon receipt of a valid invoice.
- Standard tuition
* Building use fees
* Student activity fees for the use of educational facilities and services
* Laboratory fees
* Health Service Fee
* Graduation fees (excluding cap and gown rental or purchases)
* University required rentals (i.e. microscopes, PC, slide sets)
* Health insurance premiums, when invoiced with tuition, but ONLY when this insurance is required by the school, and only at the single policy rate (single-rate with no dependents). Health insurance, malpractice insurance, disability insurance and vision coverage are allowed reimbursable items (at the minimum insured level) if they are REQUIRED of all students attending your school. If required by the school but not invoiced with tuition, you should pay for the item and submit a claim for reimbursement using standard form (SF) 1164 "Claim for Reimbursement for Expenditures on Official Business," located at http://navmedmpte.med.navy.mil/accessions/forms/DD1164.pdf.
If any problems occur related to tuition payment, please contact Accessions Department Tuition Section immediately. Under no circumstances should you pay your tuition personally if you are a student in good standing in the HPSP program.
10. Record Maintenance: You will be asked many times in your career for official documentation. For example, when applying to programs such as residencies or fellowships, you will be asked to provide copies of Board Scores. To save yourself some expense and inconvenience, save all official documents in a safe, accessible place with your other important papers such as wills, mortgage, and important papers.
11. Maintain Open Communication: Please notify us immediately at OH@med.navy.mil of any changes to your health or academic status. Waiting to inform us will only delay our ability to provide guidance, information and assistance.
12. Emergencies and disasters: In the event of a local, regional or national disaster, you should ensure the immediate safety of yourself and your family. Follow local emergency directions. Once you are safe, contact the MDAD Registrar by phone (301) 319-4526 or email oh@med.navy.mil to provide contact information and updates.
13. Student Handbook: The NEW Handbook has arrived. It is VERY important that you read it thoroughly. The handbook is the official policy guide for students. The handbook may be found at: http://www.med.navy.mil/sites/navmedmpte/accessions/Documents/NAVMEDMPTEINST%201520.1D%20STUDENT%20PROGRAMS%20HANDBOOK%201520.1D.pdf.
14. Website: Please familiarize yourself with the website, as it contains all the forms, directions and information you will need while in the HPSP program. Information on the website is updated frequently . The website address is:
http://www.med.navy.mil/sites/navmedmpte/accessions/Pages/default.aspx.
15. Correspondence: OH@med.navy.mil is the best way to send documents or ask questions. Please limit yourself to one question area per e-mail and 5MB. Multiple questions about multiple areas cannot be copied and sent to knowledgeable individuals in the e-mail system we use.
Military Etiquette: Chief’s Corner
From the desk of Chief Lacson, a Senior Enlisted Leader, who has been in the Navy for 19 years, and wants to assist you in your successful journey as a Naval Officer in the U.S. Navy.
Military Bearing: Grooming standards are based on several elements including neatness, cleanliness, safety, military image and appearance. The standards established here are not intended to be overly restrictive nor are they designed to isolate Navy personnel from society. The limits set forth are reasonable, enforceable, and insure that personal appearance contributes to a favorable military image.
a. No articles shall protrude from or be visible on the uniform, including such items as pencils, pens, key chain fobs, jewelry, large wallets, or similar items. One wireless communications device (e.g. cell phone, pagers, etc.) may be worn on the belt, aft of the elbow. Use of these devices will not interfere with the proper rendering of military courtesies and honors.
b. Civilian bags (e.g. computer bags/briefcases, gym bags, garment bags, etc., but not including women’s handbags/purses) may be worn with the working and service uniforms as prescribed in the manner below:
1) Backpacks may be worn over either the left shoulder or both shoulders while wearing service working uniforms. Authorized colors of backpacks include black or navy blue. No personal ornamentation shall be attached on or to the backpack.
2) Computer bag and brief case may be worn across the left shoulder to facilitate saluting. When wearing a bag, the strap must be worn across the left shoulder (fore and aft) with the bag hanging on the same side of the body. The case or bag will not be worn with the strap and bag on the opposite sides of the body (diagonally).
