Enclosure (4) to COMDTINST 4600.14B
without exception that all CBA billing statements are properly reconciled and that
the reconciled statement along with all supporting documents are in the mail to
the Coast Guard Finance Center within 5 working days after receipt of the
statement. Following are the reconciliation steps that must be followed:
(a) Match every line item charge on the statement to a set of official travel orders.
(b) Any charges that are being disputed shall have the word "Disputed" legibly
written on the statement to the immediate left of the amount charged. The
coordinator has the responsibility to properly and accurately maintain a log of
any disputed charges and follow-up until final resolution of the disputed
amount.
(c) Any charges that are not being disputed shall have a number, starting with the
number 1, legibly written on the statement to the immediate left of the amount
charged. The same number shall be used when identifying the common
carrier charge and the TMC service fee for the same set of orders. The
number shall also be written on the copy of the orders for which the statement
charge is to be charged against. The number on the orders shall be legibly
written in the lower right hand corner of the orders with a circle drawn around
the number.
(2) After every line item on the statement has been reconciled, the coordinator shall
prepare a transmittal memorandum. This is a basic memorandum and should be
formatted as follows:
From: CBA coordinator name and unit
To: Coast Guard FINCEN
Subj: Transmittal of (unit name) (month) Reconciled Citibank CBA Statement
1. Please find enclosed (unit name) (month) reconciled CBA statement. Please
contact (your name and contact information) should you have any questions.
Encl:
1. (unit name) (month) Citibank CBA Statement
2. (number) supporting documents
(3) The package being mailed must be assembled with the transmittal memo on top
followed by the Citibank statement and then the supporting documents in
numerical order.
Mail the entire package to: Commanding Officer (OPA2B), 1430A Kristina Way,
Chesapeake, VA 23326
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