Standard Operating Procedures

Governing Directives, Regulations and Forms

1. 
   AR 601-270
   
2. 
   OPNAVINST 1100.4C
   
3. 
   MCO P1100.75D
   
4. 
   AFI 36-2003 (I)
   
5. 
   COMDTINST M 1100.2E
   
6. 
   USMEPCOM Regulation 601-4
   
7. 
   USMEPCOM Regulation 601-23
   
8. 
   USMEPCOM Regulation 680-3
   
9. 
   USMEPCOM Regulation 40-1
   
10. 
    USMEPCOM Regulation 380-1
    
11. 
    USMEPCOM Regulation 611-1
    

Applicability

This SOP supersedes the previous version dated 1 September 2008.

Supported Units

• 
  New York City Recruiting Battalion, Army
  
• 
  Mid Atlantic Recruiting Battalion, Army
  
• 
  Army Medical Detachment (AMEDD), New York
  
• 
  Navy Recruiting District New York
  
• 
  Marine Corps Recruiting Station, New Jersey
  
• 
  Marine Corps Recruiting Station, New York
  
• 
  313^th US Air Force Recruiting Squadron New York
  
• 
  U.S. Coast Guard Recruiting Office, New York
  
• 
  U.S. Coast Guard Recruiting Office, Newark
  
• 
  New York National Guard
  
• 
  New Jersey National Guard
  
• 
  Connecticut National Guard
  

Summary of Changes

Normal Operating Hours

Appendix 1 contains the processing arrival and cut-off requirements for the NY MEPS.

Saturday Operations

The following apply:

1. 
   At least 10 full physicals must be projected for the MEPS to open.
   
2. 
   ASVAB Testing will be projected in Testing the Thursday prior to Saturday.
   
3. 
   Shippers will not be processed or projected on Saturdays.
   
4. 
   No processing cutoff extensions will be granted during Saturday operations.
   

Non-Processing Days

Training Days: USMEPCOM designates four training days on the FY Operating schedule. Applicants are not processed on Training Days. Service counselors may be present in the station on training days and are invited to participate in the training sessions.

Holidays: MEPS is closed on all federal holidays and on additional holidays identified by USMEPCOM.

Organizational Day: There will be one non-processing Organizational Day per year.

ASVAB Testing

Projections for all tests are due 48 hours prior to the test date. Less than prior to the 48 hour window, the Testing Section will accept Walk-in testers for the CAT ASVAB until 1300 on the test date, Monday through Thursday. Service Liaisons must submit a USMEPCOM 727 with a projection type “W.” Unprojected applicants for special tests must submit an ETP.

SDP applicants must report to the MEPS no later than 0630 on Mondays and working Saturdays.

Part 3 – Applicant Preparation

Preparatory Steps

Recruiters are encouraged to show their applicants the “A Day at the MEPS” video prior to bringing them to the MEPS. A Day at the MEPS” video is available online at http://www.mepcom.army.mil/video.html

Applicants are required to remain inside the MEPS until their processing is complete. The only exception to this policy will be for those applicants who must leave the MEPS for official purposes prior to the conclusion of all processing. Applicants may not smoke or use smokeless tobacco while processing.

Applicant Attire

- Shorts more than 4 inches above the knee

- Halter tops, strapless tops, or similar style dresses

- Crude slogans or pictures

- Dirty or torn clothing

- Transparent clothing

- Open toed shoes, open heeled shoes, and flip flops

- Hats, scarves, or head gear

- Midriff-bearing shirts

- Shirts displaying cleavage

- Body piercings and earrings (males); more than one pair earrings (females)

- Sleeveless shirts

Applicant Misconduct

The MEPS Commander will decide whether or not to ship enlistees in cases involving misconduct or liability at the hotel.

Hotel for Applicants

The hotel will provide transportation for night testers and holdovers only. The Recruiting Services are responsible for transporting all other applicants to the hotel. Applicants may be dropped off at the hotel between 1400 and 2000. Only applicants who are projected correctly will stay at the hotel. If an applicant is not projected correctly, he will not stay in the hotel.

Each applicant will receive a hotel fact sheet from the recruiter titled “From the Desk of the Commander” that covers the rules and amenities of the hotel. Applicants are responsible for following all rules.

Applicants placed in a holdover status by 1630 or within 30 minutes after expiration of an ETP will be allowed stay at the hotel with the proper projection.

Government Photo Identification

Recruiting Services are responsible for ensuring all shippers have valid photo identification. Applicants without valid photo identification will not ship.

e-Security Enrollment

All applicants who process through the NY MEPS must biometrically enroll in e-Security. Along with a USMEPCOM Form 680-3A-E, the applicant must present one of the following:

-Original Social Security Card

-SSA Verification Printout (NUMI)

-DD Form 214

-TD Form W-2

-Tax Statement

-Pay Stub/Statement

-Uniform Services Identification Card (with SSN printed on it)

-Official School Transcript
Documents other than the Social Security card may be copies.

Applicant Projection Requirements

Service Liaisons will complete all projections in the USMEPCOM Integrated Reporting System (USMIRS). Service Liaisons are required to turn in all USMEPCOM Forms 727-E Processing Lists (PL) in accordance with the timeline on the next page.

APPLICANT PROJECTION TIMELINE
Applicant Status	Time PL Due	Remarks
Shipper	1100 48 hours prior to shipping. Must turn in medical record. Hotel and Meal PL must be turned in by 1300.	Must be committed in USMIRS 72 hours prior to shipping. Changes within 72 hours require an exception to policy.
Holdover Shipper	1100 on the day the applicant was supposed to ship. Hotel and Meal PL must be turned in by 1300.
Processor	1300 48 hours prior to processing. Must turn in medical record and DD Form 2807-2. Hotel and Meal PL must be turned in by 1300.	Services have until 1100 the following day to correct QRP deficiencies. Any deficiencies not corrected will result in a deleted projection. Missing records or DD Form 2807-2 will result in an automatic deletion.
Night Tester	48 hours prior to the test	Submit APL to testing. APLs for applicants projected as a walk-in by 1300 day of testing (W type projection)
Special Tests	48 hours prior to the test
Walk-in	Prior to the completion of morning check in	Applicants must have walk-in tag and proper paperwork.

Even Flow Processing

Even Flow processing provides the Recruiting Services a reasonable minimum number of full physicals/contracts while ensuring processing efforts are completed within a standard business day.
The service allocations promulgated to the IRC on 1 Oct 2011 are:
Army and Army Reserves 25 New Contracts

Army National Guard 11 New Contracts

Navy and Navy Reserves 15 New Contracts

Air Force, Air Force Reserve or Guard 5 New Contracts

Marine Corps 15 New Contracts

Coast Guard and Coast Guard Reserve 3 New Contracts

74 New Contracts
These allocations may be changed based on guidance from MEPCOM and changing workloads. Even Flow processing does not impact shippers or other processors.

If the services do not engage in proactive allocation exchanges (a.k.a. horse trading), recruiting services may only project the appropriate number of applicants for new contract processing; however, this may only be done with the understanding that if at projection cutoff of 1300 the MEPS capacity of 74 is exceeded, the Service Liaisons/Guidance Counselors must reduce their number of projections to no higher than their daily allocation in order to bring the MEPS total down to maximum capacity. If more than one service is involved, preference will be given to the service with the lowest no-show rate from the prior 30 days of processing.

Medical Prescreening Prior to Projection

All applicants must submit a DD Form 2807-2 (Medical Pre-screen of Medical History Report) before arriving for processing at the MEPS. The DD Form 1966 (Record of Military Processing – Armed Forces of the United States) must accompany the pre-screen for all minor applicants. Service Liaisons will submit to the Files Room.

a. Pre-screens on applicants with no medical history documentation and no "yes" responses in any item numbers other than 12, 61, and 73 will be submitted along with APLs by 1300 48 hours prior to processing. MEPS medical personnel will review pre-screens during QRP.
b. Med Reads are pre-screens with medical history. Med reads on applicants with medical history documentation of five or less pages and "yes" responses in any item numbers other than 12, 61, and 73 will be submitted by 1000 3 days prior to the applicant’s processing date. The Service Liaison may submit the Med Read without a projection, but the USMEPCOM Form 680-3A-E must accompany the Med Read to support USMIRS data entry. The MEPS Chief Medical Officer (CMO) and Fee Basis Provider (FBP) authorized to review Med Reads are to review 3-day pre-screens within 24 hours and inform the Recruiting Services of the results. Example: The Service Liaison submits a Med Read on Monday by 1000. The CMO or FBP must review the Med Read before 1000 on Tuesday. If approved, the Service Liaison may project his applicant to process on Thursday.
c. Med Reads on applicants with medical history documentation of more than five pages and "yes" responses in any items numbers other than 12, 61, and 73 will be reviewed and the Recruiting Service will be notified of the applicant's status within 72 hours of receipt. Example: The Recruiting Service submits a Med Read on Monday by 1000. The Recruiting Service will be notified of the applicant's status before 1000 on Thursday. If approved, the Service Liaison may project the applicant to process on Monday.
d. A pre-screen is valid for 60 days from the date the applicant signed the pre-screen. After 60 days, the applicant must submit a new pre-screen.
e. Applicants with deferred 2807s should not be submitted at QRP.

Projection Requirements

The following table outlines the minimum requirements for projecting an applicant:

Type of Applicant	Required Documents prior to projection	Document Turn-in Time	Documents required upon arrival at the MEPS	Remarks
Shipper	USMEPCOM Form 727-E	1100	Shipper packet per USMEPCOM Reg 601-23	Packet must be in order with specified number of copies
Holdover Shipper	USMEPCOM Form 727-E	1100		Same requirements as above
All Testers	USMEPCOM Form 727-E	1300	Form 680-3A-E, e-Security enrollment document	Personal data must be committed in MIRS
Walk-In	USMEPCOM Form 727-E	Prior to morning check-in completed	All documents that fall within the respective category	Walk-in tags required for applicants who will full phys or dep-in that day
Full Physical	USMEPCOM Form 727-E	1300	e-Security enrollment document (if applicable)
	DD Form 214, DD Form 368 or REDD Report	1300		For Prior Service Applicants
	DD Form 2807-2	1300	any required additional documentation	Must have medical section approval prior to projection
	DD Form 1966/5 Parental Consent	1300		parents/guardian signature or justification for single parent signature
Repeat Physical	DD Form 2807-2, 680-3A-E	1300	As applicable: DD Form 214, NGB 22, REDD Report Waiver	Required for the following: physical expires between DEP and Ship; prior Service requiring RE Code waiver; original phys lost
Medical Inspect	USMEPCOM Form 727-E	1300	Any required documentation requested by the Medical Section
DEP Only	USMEPCOM Form 727-E	1000
Holdover DEP	USMEPCOM Form 727-E	1630 or within 30 minutes of ETP expiration

NOTE: The USMEPCOM Form 727-E Processing List contains five pages that USMIRS lists as copies. The NY MEPS uses pages one, two, and five. All applicants must have page one of USMEPCOM Form 727-E for projection. Service Liaisons must print and submit page two for applicants who require lodging and page five for applicants who require lunch.

Lunch

The NY MEPS provides a free lunch for applicants through a contracted caterer. Service Liaisons must use page five of USMEPCOM Form 727-E to project their applicants for lunch. Projections must be made by 1300 48 hours prior to processing. If an applicant is not projected for lunch, the staff cannot guarantee that the contractor will have food for him or her.

The files room HRT doing QRP will fill in the daily number sheet based on the applicants projected. He or she will print the Lunch Meal Count fax sheet with the guaranteed minimum projection (60%) for the next day and fax it to the caterer by 1430.

After morning check-in, the morning number will be completed. The meal APLs will be counted for each service, totaled, and faxed to the caterer. This will be done by 0830.

Requests for MEPS Action

The Files Room completes DEP discharges, Service processing for (SPF) changes, personal data corrections, records requests, and ownership transfers (fax and mail). Files Room customer Service hours are from 0900-1300 and 1530-1630 daily. Service Liaisons must submit a NY MEPS Form 18 (MEPRS Transaction Request Form) and USMEPCOM Form 680-3A-E to the Files Room by 0900 along with the required documentation to formally request a MEPS action. The action will be completed by MEPS personnel within 24 hours. If the request contains incomplete information, the Service Liaison must fix the deficiencies and resubmit the request.

DEP Discharges

A memorandum including the discharge code is required. Service Liaisons must return Files Room Packets to the Files Room. Service Liaisons should review Process Results Option 12 at the close of business and print USMEPCOM Form 680-3ADP for applicant discharges each day. The original physical is required for DEP Discharge transactions.

Service Processing For (SPF) Changes

Services may not project an applicant for processing at the MEPS until the SPF change is complete. Each Service may request the SPF changes required. Service Liaisons will settle disputes over applicants who request multiple SPF changes between Services.

Ownership Transfers (Fax and Mail)

Any applicant who processed at another MEPS requires an ownership transfer, more commonly known as fax and mail. During normal operations, the NY MEPS will receive a copy of the requested record within 72 hours (fax) and the original record within 10 business days (mail). SPF changes will be completed upon receipt of the faxed copy of the requested record.

Applicants who completed a full physical exam prior to a SPF change will be placed in an “N” status (Med Clear SPF Change) until they complete a medical inspect for the new Service. An applicant may process with a faxed copy of his medical record but cannot ship on a copy. If an applicant does not have the original MEPS physical in his record, he must take another physical examination (repeat physical).

Medical Records

Service Liaisons must submit a USMEPCOM form 680-3ADP with “records request” written on it. The record will be pulled and checked out in MIRS. Upon pick up, the liaison will sign out the records in the sign out log.

Projected Active Duty Date Changes (PADD)

Service Liaisons must submit a Request for Action form with a new USMEPCOM Form 1966/1 to change a PADD. This does not apply to National Guard or Reserve.

"N" Status: Administrative Hold

An “N” Status in USMIRS bars an applicant from further processing until specific discrepancies are corrected. The chart below provides the most common circumstances for an "N" status, the required action, and the responsible party for clearing the “N” status. This list is not all-inclusive.

“N” Status Table
"N" Status Reason	Required Action	Responsible Party
Signature Needed/ verify signature	Applicant signs USMEPCOM Form 680-3A-E in the presence of MEPS personnel	Control Desk
Medical disclosure during PEI/PAI	Human Resource Assistant (HRA) completes USMEPCOM Form 601-23-E. CMO reviews the disclosure; determines applicant’s fitness for duty.	Processing/Medical Section
Non-medical disclosure during PEI/PAI	HRA completes USMEPCOM Form 601-23-E. Service considers the additional information and clears or terminates processing in USMIRS.	Service Liaison
Drug Use (not shared during physical)	HRA completes USMEPCOM Form 601-23-E. CMO reviews the disclosure; determines applicant’s fitness for duty. Liaison compares to Service standards and suspends or continues processing.	Processing/Medical Section
Alcohol Abuse (not shared during physical)	HRA completes USMEPCOM Form 601-23-E. CMO reviews the disclosure; determines applicant’s fitness for duty. Liaison compares to Service standards; suspends or continues processing.	Processing Section
Unpaid Fines/Tickets	Liaison provides proof of payment	Processing Section
Information not on SF 86	Notify Service Liaison and correct form	Processing Section
Other MEPS Processor	Service Liaison completes a 680-3A-E and submit for ownership transfer	Files Room
Prior Military Service	Submit Prior Service Checklist and source document (DD Form 214, DD Form 368 or REDD Report)	Files Room
Drug Test Results Cancellation	Applicant retest required (No further action will be taken until retest)	Medical Section
HIV Test Results Cancellation	Applicant retest required (No further action will be taken until retest)	Medical Section
Positive Drug Test	USMIRS creates a reevaluation believed justified (RBJ) date; cannot process until date passed. CMO notifies the applicant; MEPS Commander notifies Recruiting Service Commander. Service determines to submit a waiver or discharge.	USMIRS Database
Incomplete 680-3A-E	Applicant/Liaison/Recruiter completes USMEPCOM Form 680-3A-E	Testing Section/Control Desk
Invalid Test: Tested Too Soon	USMIRS creates an RBJ date. Applicant must wait until the RBJ date passes to retest.	USMIRS Database
Invalid Test Caught Cheating	USMIRS creates an RBJ date. Applicant must wait until the RBJ date passes to retest. (6 months for any future Test at MEPS)	USMIRS Database
Invalid Test Retested with same test version	Applicant must wait one calendar month to retest or MEPS Commander approves waiver if previous test version is annotated on 680-3A-E and TA gives same test version.	Testing Section
Confirmation Test Required	Administer Confirmation Test at the MEPS	Testing Section
Partial Biometric Enrollment	The MEPS staff completes biometric enrollment	Testing Section/ Medical Section/ Processing Section
SSN Mismatch	Applicant provides proof of SSN	Recruiting Service
Name mismatch with the United States Citizenship and Immigration Service (USCIS) or Social Security Administration (SSA)	Applicant provides source document (see pages 12/13). The MEPS staff enters the new information in USMIRS and generates a new USCIS/SSA investigation.	Recruiting Service/ Control Desk/ Processing Section
Place of birth country mismatch with USCIS/SSA	Applicant provides source document (see pages 12/13). MEPS enters the new information in USMIRS and generates a new USCIS/SSA investigation.	Recruiting Service/ Control Desk/ Processing Section
Date of birth mismatch with USCIS/SSA	Applicant provides source document (see pages 12 and 13). The MEPS staff enters the new information in USMIRS and generates a new USCIS/SSA investigation.	Recruiting Service/Control Desk/ Processing Section
Citizenship mismatch with USCIS/SSA	Applicant provides source document (see pages 12 and 13). The MEPS staff enters the new information in USMIRS and generates a new USCIS/SSA investigation.	Recruiting Service, Files Room, Processing Section
Applicant tests with Accession Data	Liaison contacts MAPWG to remove accession data	Liaisons/Testing Section

NOTE: New USCIS/SSA investigations require a minimum of two business days to complete. Applicants cannot ship with pending USCIS/SSA results. If an applicant is scheduled to ship but has a USCIS/SSA mismatch, the Service Liaison must project the applicant again after the USCIS/SSA investigation results have posted.

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