CALIFORNIA WING SUPPLEMENT 5 CAP REGULATION 173-1 14 December 2016 DRAFT Finance FINANCIAL MANAGEMENT PROCEDURE 7 - B & C FLYING PROCEDURE CAP Regulation 173-1, dated 15 November 2012, is supplemented as follows: SUMMARY OF CHANGES The interest rate was changed to reflect current rate. Wording in CAPR 173-1, Financial Procedures and Accounting, was changed and is reflected now in this publication. Reformatted as required by new publication regulations. 13.a. Added. The following procedure applies to the maintenance component for the B&C missions listed below, which are not reimbursed or funded by USAF funds from National HQ. These missions are paid by CAWG members or by CAWG funds. This new procedure does not make any changes to the existing fuel payments for B&C flight activity. Civil Air Patrol Flight mission symbols are partially established to help track financial accountability of flights performed by Civil Air Patrol pilots. A list of these symbols can be found in the Aircraft Information File (aka Aircraft Binder) or can be acquired from the Unit Commander and or Aircraft Manager. The list is published by Civil Air Patrol Headquarters and can also be found on the back of the CAPF99 document or on the National Website at: http://www.capmembers.com/emergency_services/aircraft_ops staneval/. 13.b. Added. Presently there are four classes of symbols within the approved mission list: A Air Force Assigned Missions (AFAM) Reimbursable with USAF funding by submission of an e108 in WMIRS (see CAWG Financial Management Procedure 4 for procedure.) Minor maintenance charges are collected from the USAF and retained at National HQ for A missions. Regions and their subordinate units are not involved. B AFAM USAF Non- reimbursable (may be reimbursed by non- Air Force agencies) or paid by a Civil Air Patrol member. C CAP Corporate Missions - flown and funded under CAP corporate missions or paid by a Civil Air Patrol member. L USAF liaison personnel flying. 13.c. Added. The following B&C mission Symbols are to be paid by members or units within California Wing. National Headquarters may add, delete or modify mission symbols as necessary. Additional B&C mission symbols not included below are exempt from payment since they are flown under special procedures and funded by the requesting agency or by CAWG. The list of these symbols and applicable procedures are documented in CAWG FMP 4. It is the responsibility of the Pilot- In- Command to ensure the correct symbol is being used in WMIRS and the Aircraft Flight Time Log: Supersedes CAWG FMP 7, 1 Oct 15 OPR: FM Distribution: 1 Ea Unit, 1 PCR/CC Pages 8
2 FMP 7 14 December 2016 13.c.(1). Added. B5 - AF Training Missions paid with corporate or member funding. 13.c.(2). Added. B7 - CAPFs 5 and 91 evaluations not reimbursed with AF Funds (may be paid with corporate or member funding). 13.c.(3). Added. B9 - Maintenance ferry flights of airworthy aircraft to and from Consolidated Maintenance Contract Program (CMCP) facilities not reimbursed with AF Funds; other CAP- USAF and NHQ/LG approved maintenance flights. (All B9 flights must be flown by current and qualified TMPs, MPs, or Cadet Orientation Pilots). 13.c.(4). Added. B12 - Proficiency flights by qualified transport mission pilots and mission pilots conducted pursuant to guidelines published by HQ CAP- USAF in the pilot profiles on the Stan/Eval website. (May be paid with corporate or member funding). 13.c.(5). Added. B15 - CAP cadet orientation flights IAW CAPP 52-7, Cadet Orientation Flight Syllabus, (not reimbursed with AF funds). 13.c.(6). Added. B16 - Orientation flights for IACE cadets and their escorts. 13.c.(7). Added. B17 - National Check Pilot Standardization Course and Flight Clinic sorties flown under an Air Force mission number (not reimbursed with AF funds). 13.c.(8). Added. B20 - Glider tow plane operation sorties supporting CAPP 52-7, Cadet Orientation Flight Syllabus. This includes non- reimbursed ferry flights and tow pilot training. 13.c.(9). Added. B23 - Technically Advanced Aircraft (TAA) training sorties and sorties supporting aircraft upgrades. 13.c.(10). Added. B50 - CAPR 123-3 inspections paid for with corporate or member funds. (CAPR 123-3 inspections are only authorized as a B50 mission through a training mission request via WMIRS). 13.c.(11). Added. C7 - CAPFs 5 & 91 evaluations not designated as an AFAM. 13.c.(12). Added. C8 - Air transportation flights to and from squadron, or higher, official conferences or meetings. 13.c.(13). Added. C9 - Maintenance flights associated with actual maintenance or operational checks of powered or glider aircraft; ferry flights of airworthy aircraft to and from Consolidated Maintenance Contract Program (CMCP) facilities not reimbursed with AF Funds; other NHQ/LG approved maintenance flights. (All C9 flights must be flown by current and qualified TMPs, MPs or Cadet Orientation Pilots). 13.c.(14). Added. C12 - Proficiency flights not designated as an AFAM. 13.c.(15). Added. C16 - Cadet flight training including individual instruction, flight academies, and cadet encampments (not Cadet Orientation Flights). 13.c.(16). Added. C17 - National Check Pilot Standardization Course sorties flown & funded under CAP corporate missions. 13.c.(17). Added. C20 - Glider tow plane flights for non- USAF missions (includes ferry/training flights) supporting CAPP 52-7, Cadet Orientation Flight Syllabus. This includes non- reimbursed ferry flights and tow pilot, winch launch and auto tow training. 13.c.(18). Added. C23 - Technically Advanced Aircraft (TAA) training and aircraft upgrades. 13.c.(19). Added. C25 - CAP Pilot Flight Training by senior members holding a Private Pilot Certificate or higher leading to an additional airman rating, certificate or endorsement. 13.c.(20). Added. C26 - CAP Pilot Flight Training approved for senior members not holding a Private Pilot Certificate or higher leading to an initial FAA certificate, rating or endorsement IAW CAPR 60-1 (Solo, Private Pilot, Balloon, or Glider). 13.d. Added. California Wing has offered a new process of collecting maintenance payments from flying members for B&C mission flights. The process features electronic payment by the Pilot of Record (POR). The POR is the member signing out the aircraft, and may not necessarily be the PIC as recorded and reported by the WMIRS Wing Report for each flight flown under these missions. This process
FMP 7 14 December 2016 3 began on 1 October 2015. In summary, the process is a direct payment method through an Automated Clearing House (ACH) bank draw payment. POR s will be required to sign up for the payment program with their bank information upon receiving their first notice of a payment due from the CAWG Wing Banker accounts receivable software. Sign up is required only once unless a new bank is chosen by the POR. If a pilot declines to use the new method of payment, he must mail payment by check made payable to Civil Air Patrol to CAWG Finance. If the flight is being paid in part or in full by another member, the POR will be required to complete a CAWGF 4, California Wing Manual B&C Payment, attach it to an email promptly sent to FMA@cawg.cap.gov. Finance will shift the sortie to the paying member s invoice if the email is received before month- end. Payments made through the Wing Banker accounts receivable software will eliminate the need for squadron finance officers, commanders and/or aircraft managers to collect payments from flying members and then make deposits on their behalf (see exception for Glider Operations, below.) It also will improve the collection and solvency of the squadrons as draft backs will no longer be required at squadron level. 13.e. Added. Pilot Responsibilities. Pilot responsibilities include the following: 13.e.(1). Added. Beginning 1 October 2015, pilots will no longer leave a check in the aircraft. 13.e.(2). Added. At the conclusion of each month, all flight activities under pilot reimbursable B&C mission symbols will be uploaded from WMIRS into the CAWG QuickBooks accounting software. QuickBooks will generate an automated invoice to be sent by email to the POR for all aircraft flown that month. Attached to the invoice will be an alphabetized Pilot Report to assist in reconciling their flight activities. The report will show all reported pilot flight activities for the month. The POR will receive the invoice on or about the 15th of each month. The POR should review the invoice along with his/her section of the Pilot Report for accuracy. Any discrepancy in the billing must be immediately reported to FMA@cawg.cap.gov. Once the invoice is reconciled, the POR may then select payment through an enrolled ACH payment (pilot generated checking account bank transfer) by clicking the Pay button within the email. 13.e.(3). Added. If the POR declines to use the ACH payment method, he/she must promptly prepare a check made payable to Civil Air Patrol. Identify the check as B & C Flying in the Remarks area. Send the check by US mail to: HEADQUARTERS CALIFORNIA WING CIVIL AIR PATROL UNITED STATES AIR FORCE AUXILIARY PO Box 7688 Van Nuys CA 91409-7688 13.e.(4). Added. If the flight is being paid in part or in full by another member, the POR must complete a CAWGF 4, and send an email to FMA@cawg.cap.gov with the CAWGF4 attached. If this is done prior to the end of the month, the sortie will be shifted to the paying member s account and will appear on his/her monthly statement. If done after the statement has been received, the POR is also responsible to remind the other person of the payment due. 13.f. Added. Preparation of CAWGF 4, California Wing Manual B&C Payment. Procedures for the CAWGF 4 are as follows:
4 FMP 7 14 December 2016 13.f.(1). Added. Enter the detail information to include POR Group and Unit of assignment, name, CAPID, sortie date(s), mission number, sortie number(s), tail number, total Hobbs time, and check number and amount, if applicable. 13.f.(2). Added. If the payment will be made by someone other than the POR, enter the name and CAPID of the payee, the unit name and charter number. If the payment is to be made by the unit account, leave the name and CAPID blank. 13.f.(3). Added. If the payment is to be made by the unit, forward the CAWGF 4 to the unit finance officer for processing. 13.f.(4). Added. Forward the CAWGF 4 by email attachment to FMA@cawg.cap.gov or by FAX to 818-989- 8108, or US Mail to: HEADQUARTERS CALIFORNIA WING CIVIL AIR PATROL UNITED STATES AIR FORCE AUXILIARY PO Box 7688 Van Nuys CA 91409-7688 13.g. Added. Glider Operations: Glider operations include proficiency and flight training sorties which require unique procedures for billing and payment when CAP Corporate aircraft are used as tow planes. The glider pilot/trainee will be charged a fee for each tow sortie. The fee is calculated to cover the maintenance and fuel costs to relocate the tow plane to/from the activity site as well as the tows actually given while there. An alternative to the following procedure is to pay outside of WMIRS for commercial tow services when available. 13.g.(1). Added. The following procedures will be followed for operations at Los Alamitos: 13.g.(1).(a). Added. During the flight month, the Los Alamitos Glider Training Squadron 41 collects flight fees from glider pilots/trainees for each sortie flown. 13.g.(1).(b). Added. Funds are deposited into their Wing Banker Squadron account with a supporting CAWGF 3, California Wing Deposit Advice with Purpose/Account Number described as Member Flying Misc/Acct 5225203. Each check should identify the mission and glider sortie number(s) in the Remarks area. 13.g.(1).(c). Added. All glider and tow sorties are logged as they occur. These are transcribed into WMIRS after the activity. The logs are retained for squadron records and reconciliation of flight charges. 13.g.(1).(d). Added. The POR is reimbursed actual fuel costs at any time by preparing and submitting CAWGF 11 supported by the fuel receipt(s) to Sq 41/FM. See below for recovery of maintenance cost. 13.g.(1).(e). Added. On or about the 15th of the month following the flight the POR will receive the invoice email with supporting Pilot Report from the accounts receivable program. 13.g.(1).(f). Added. The POR prepares a CAWGF 4 including each B20/C20 line item on his section of the report and referring payment to Sq 41. The CAWGF 4 and Pilot Report is forwarded to Sq41/FM.
FMP 7 14 December 2016 5 13.g.(1).(g). Added. Sq41/FM verifies the B20/C20 sorties on the CAWGF 4 to the logs. If both documents agree, Sq41/FM prepares CAWGF 11 to transfer the total amount to the Wing General Account. Any discrepancies are immediately reported to FMA@cawg.cap.gov for investigation. A separate CAWGF 11 is prepared for each POR participating in B20/C20 flight activities. 13.g.(1).(h). Added. CAWG Finance transfers the requested amount to the Wing General Account and credits the bill as being paid in QuickBooks. The transfer record, CAWGF 11 and supporting CAWGF 4 are uploaded to SmartVault. 13.g.(2). Added. The following procedures will be followed for Glider operations at Byron Airport, CA. CAWG conducts glider operations at Byron Airport in association with the Northern California Soaring Association using corporate or club gliders and corporate C182 aircraft assigned to Group 2 and Group 5 units or commercial aero- tows. Qualified tow pilots are based in other Group 2 and 5 units. Accounting for B & C flying charges at Byron is therefore more complex. Operations must be planned and scheduled in advance. If B & C flights are combined with Cadet Orientation flights, relocation of the corporate aircraft to and from Byron is covered under A20 funding and is outside the scope of the following procedure. In such case, only the unfunded glider tow sorties are covered below. Fuel used by corporate tows must be kept separated between the A15/A20 Orientation sorties and any B20 or C20 tow. Commercial aero- tows are also beyond the scope since payment is arranged by the glider pilot/trainee with the club. The following procedures apply to B20 and C20 operations for glider proficiency and training flights: 13.g.(2).(a). Added. During the flight month tow- equipped corporate aircraft from Groups 2 and/or 5 will support the glider operation. Each POR collects flight fees from glider pilots/trainees for each tow sortie flown. NOTE: Two fees may apply, depending on concurrent Orientation flight activity. Relocation fee is the maintenance and fuel cost of repositioning the C182 from its home base in Santa Rosa or San Jose to Byron and return. This fee is shared by all glider pilots/trainees utilizing B20/C20 tows during the operational period. This fee varies with the flight time required for relocation of each aircraft. Tow fee is the same for each corporate C182. It is the maintenance and fuel cost to complete a standard tow sortie. 13.g.(2).(b). Added. All funds collected are forwarded by the POR to his squadron Finance Officer (FM) for deposit into the corresponding Wing Banker Squadron account using CAWGF 3, California Wing Deposit Advice with Purpose / Account Number described as Member Flying Misc / Acct 5225203. Each check should identify the mission, glider and tow sortie number(s) in the Remarks area. 13.g.(2).(c). Added. All glider and tow sorties are logged as they occur. These sorties are transcribed into WMIRS after the activity. The logs are returned to and retained by the FM for squadron records and reconciliation of flight charges. 13.g.(2).(d). Added. The POR is reimbursed actual fuel costs at any time by preparing and submitting CAWGF 11, Disbursement Request supported by the fuel receipt(s) to his squadron FM. Recovery of maintenance cost is described below. 13.g.(2).(e). Added. On or about the 15th of the month following the flight the POR receives the invoice email with supporting Pilot Report from the accounts receivable program. The POR reviews and pays charges for mission symbols other than B20/C20.
6 FMP 7 14 December 2016 13.g.(2).(f). Added. The POR prepares a CAWGF 4 including each B20/C20 line item on his section of the Pilot Report and referring payment to his squadron. The CAWGF 4 and Pilot Report is forwarded to the squadron FM. 13.g.(2).(g). Added. The Finance Officer verifies each CAWGF 4 and Pilot Report section to the logs. Any discrepancies are immediately reported to FMA@cawg.cap.gov for investigation. If the documents agree, the FM submits to CAWG Finance a CAWGF 11 signed by one or two members of the finance committee, depending on the amount. The corresponding CAWGF 4 showing the tow pilot s B20/C20 sorties is attached as the receipt. A separate CAWGF11 will be submitted for each POR assigned to the squadron and claiming reimbursement. 13.g.(2).(h). Added. CAWG Finance transfers the requested amount from the squadron to the Wing General Account and credits the bill as being paid in QuickBooks. The transfer record, CAWGF 11 and supporting CAWGF 4 are uploaded to SmartVault. 13.h. Added. Payment by Pilots Assigned Outside of CAWG Units. PORs who are assigned to a unit outside of California Wing can also sign up and participate in the direct billing process by sending a request to join by email to FMA@cawg.cap.gov with the following data: Name, CAPID, Unit/Charter, Number, Postal mailing address, including city state and zip code, Email address. POR s who are assigned to a unit outside of California Wing who decline to use the ACH payment option must then follow the procedure described in section Pilot Responsibilities above. 13.i. Added. CAWG Finance Responsibilities. Finance responsibilities at CAWG HQ include the following: 13.i.(1). Added. After the 10 th of each month, CAWG/FMA generates a CAPF 18, Wing Monthly Aircraft Utilization report for the preceding month in WMIRS and compares it to the WMIRS Wing Report for consistency. If the two reports agree on time and dollars flown, a WMIRS to QuickBooks Excel procedure is run with the results subsequently posted into QuickBooks. The WMIRS to QuickBooks program calculates the amount to be charged to each POR by using the WMIRS Wing Report data. 13.i.(2). Added. An invoice is created from QuickBooks for each pilot and will be emailed within 3 business days following the posting into QuickBooks. A copy of the pdf Pilot Report will be attached to the invoice listing all sorties to assist PORs in reconciling their flight activities. 13.i.(3). Added. Payments made through the ACH procedure are automatically posted to QuickBooks and recorded into the POR accounts receivable record within three business days from payment. Funds are deposited into the CAWG General account where they are held until a further transfer to National Headquarters is completed. Each ACH requires a minor processing fee from the third party conducting the transfer and that fee will be paid by wing. 13.i.(4). Added. A QuickBooks accounts receivable aging report is generated each month and emailed to the Group Commander of the POR s assigned unit. This report is intended as an aid to the groups in collecting delinquent payments from personnel assigned to their units. 13.i.(5). Added. Only the Wing Commander can ground a pilot for cause. Any POR whose accounts receivable aging is past due by 60 days may be restricted from future flying until payment is made current.
FMP 7 14 December 2016 7 13.j. Added. Group Responsibilities. Group Commander responsibilities include: 13.j.(1). Added. A monthly accounts receivable aging report will be sent to each group commander reflecting the amount due from every pilot assigned within their group and their past due status. Group commanders will advise squadron commanders of pilots with past due obligations. The CAWG Commander may find it necessary to impose disciplinary action up to grounding of a pilot for nonpayment of B&C flight activities. 13.j.(2). Added. If a group or wing unit has decided it will pay for any portion of the flight, then a CAWGF 11, Disbursement Request signed by one or two members of the finance committee depending on the amount will be submitted to Wing Banker using any of the following as a receipt: A copy of the check collected from the pilot (or the member paying on behalf of the pilot) and already deposited to Wing Banker, or the payment confirmation from the ACH transfer, or a completed CAWGF 4. Approved by Finance Committee: 20 December 2016
8 FMP 7 14 December 2016 Attachment 1 - Compliance Elements There are no compliance elements for this regulation.