[Federal Register Volume 71, Number 195 (Tuesday, October 10, 2006)]
[Rules and Regulations]
[Pages 59374-59380]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: E6-16649]


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DEPARTMENT OF DEFENSE

Office of the Secretary

[DOD-2006-OS-0134; RIN 0790-AG91]

32 CFR Part 284


Waiver Procedures for Debts Resulting from Erroneous Payments of 
Pay and Allowances

AGENCY: Department of Defense.

ACTION: Final rule.

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SUMMARY: This rule implements policy and prescribes procedures for 
considering applications for the waiver of debts resulting from 
erroneous payments of pay and allowances (including travel and 
transportation allowances) to or on behalf of members of the Uniformed 
Services and civilian Department of Defense (DoD) employees. The 
Legislative Branch Appropriations Act of 1996 transferred to the 
Director of the Office of Management and Budget (OMB) the Comptroller 
General's authority to settle claims. The OMB Director subsequently 
delegated some of these authorities to the Department of Defense. 
Later, the General Accounting Office Act of 1996 codified many of these 
delegations to the Secretary of Defense and others and transferred to 
the OMB Director the authority of the Comptroller General to waive 
uniformed service member and employee debts arising out of the 
erroneous payment of pay or allowances exceeding $1,500. The OMB 
Director subsequently delegated the authority to waive such debts of 
uniformed service members and DoD employees to the Secretary of 
Defense. The Secretary of Defense further delegated his claims 
settlement and waiver authorities to the General Counsel. This rule 
implements the reassignment of the Comptroller General's former duties 
within the Department of Defense with little impact on the public.

DATES: Effective Date: October 10, 2006.

FOR FURTHER INFORMATION CONTACT: Michael Hipple, 703-696-8510.

SUPPLEMENTARY INFORMATION: On Thursday, November 14, 2002 (67 FR 
68964), the Department of Defense published 32 CFR part 284 along with 
parts 281, 282, and 283 as proposed rules with request for public 
comments.

[[Page 59375]]

No public comments were received on part 284. Numerous comments, 
however, were received from the DoD components on the appropriate 
format, syntax, and in some instances, the substance of the final 
regulation. None of the possibly substantive changes negatively impact 
individual applicants. The changes deal mostly with internal government 
organization or process. However, the redesign of the regulation, and 
its coordination throughout DoD, was time consuming.
    In consideration of the various internal comments that were 
offered, the final rule modifies the proposed rule as follows:
    (1) The functional process for obtaining a waiver is now contained 
in the appendices of the regulation rather than being intermingled with 
such internal matters as purpose, policy and responsibilities. 
Accordingly, subparts 284.6 through 284.12 were eliminated, and the 
content of these former subparts is now contained in Appendix A to part 
284 (Overview of Waiver Application Process). The word ``and 
functions'' was deleted from the heading of 284.5. The other appendices 
were re-labeled to reflect that there is a new Appendix A (e.g., former 
Appendix A is now Appendix B, etc.).
    (2) Technical changes include the deletion of the word 
``Instruction'' where it appears and the substitution of the word 
``part.'' While Part 284 is the same regulation as DoD Instruction 
1340.23, the word ``Instruction'' is not used in the Federal Register 
format. The underlining of statutory citations is deleted, and 
underlines are now used to differentiate separate processes and 
concepts. Numbers less than 10 are spelled out rather written as a 
number; e.g. ``Three'' has been substituted for ``3.''
    (3) The overall format was changed to provide for a more distinct, 
and less verbose, paragraph style. The bulk of the modifications 
involve simpler sentence structures and word reduction. For example, in 
Appendix B (Standards for Waiver Determinations), paragraph A.1, the 
words ``In other words,'' were deleted from the beginning of the third 
sentence which now reads: ``If a benefit is bestowed by mistake, no 
matter how careless the act of the Government may have been, the 
recipient must make restitution.'' The phrase ``In other words,'' added 
nothing to the meaning of the standard. Another example is the deletion 
of ``strict conformity,'' and the substitution of compliance,'' from 
the definition of ``Erroneous Payment''in Subpart 284.3 (Erroneous 
Payment. A payment that is not in compliance with applicable laws or 
regulations.) Other examples include the deletion of words like 
``therefore'' and the splitting of larger sentences into multiple, 
smaller ones. Examples are found throughout the entire document and are 
too numerous to detail each instance.
    (4) Changes that could be considered as substantive are as follows:
    (a) Subpart 284.2(b) was revised to include references to 
agreements between DoD and the departments and agencies that involve 
the ``non-DoD Components'' that are impacted by the regulation. The 
substance of former Subpart 284.2(b) is now found at Subpart 284.2(c), 
and is contained in a more succinct form.
    (b) The definition of ``Uniformed Services'' was eliminated from 
Subpart 284.3 because it is defined by statute.
    (c) The words ``of Uniformed Service personnel'' were added for 
clarification purposes to make it clear that the regulation only 
pertained to the debts of uniformed service members and not to those of 
civilian employees working under the Heads of the Non-DoD Components. 
See Subpart 284.5(d) and Appendix D paragraph C.1.i. The General 
Accounting Office Act of 1996 and the subsequent delegation of the 
Director, Office of Management and Budget to the Secretary of Defense 
affected only uniformed service personnel of the non-DoD Components. 
Part 284 was never intended to affect the civilian employees of the 
heads of the Non-DoD Components. The only civilian employees affected 
by this regulation are those within the Department of Defense.
    (d) The reference to the Director, Department of Defense Dependent 
Schools (DoDDS) was struck and replaced with the Director, Department 
of Defense Education Activity (DoDEA) to assure that all elements 
within DoDEA were included.
    (e) An additional responsibility for DoD Components is added. DoD 
Components must also ensure that, if applicable, the submission and 
filing of waiver applications/appeals also satisfy the requirements of 
5 U.S.C. 552a. See Appendix A, paragraph B and E.
    (f) The requirement that an applicant include his social security 
number to DOHA was eliminated, and is now only required if the 
component concerned requires such information as part of its 
procedures. See Appendix C, paragraph C.3 and Appendix F, paragraph 
C.3.
    (g) For clarification purposes, the date of discovery of an 
overpayment is further defined by adding the following sentence to 
Appendix C, paragraph F: ``The date of discovery is the date it is 
definitely determined by an appropriate official that an erroneous 
payment has been made.'' This language is consistent with the 
explanation provided in the decisions of the Defense Office of Hearings 
and Appeals and the Comptroller General.

Executive Order 12866, ``Regulatory Planning and Review''

    It has been determined that 32 CFR Part 284 is not economically 
significant regulatory actions and will not significantly affect a 
substantial number of small entities.

Unfunded Mandates Reform Act (Sec. 202, Pub. L. 104-4)

    It has been certified that 32 CFR part 284 does not contain a 
Federal mandate that may result in the expenditure by State, local and 
tribal governments, in aggregate, or by the private sector, of $100 
million or more in any one year.

Public Law 96-354, ``Regulatory Flexibility Act'' (5 U.S.C. 601)

    It has been certified that 32 CFR Part 284 is not subject to the 
``Regulatory Flexibility Act'' (5 U.S.C. 601) because, if promulgated, 
they would not have a significant economic impact on a substantial 
number of small entities. These rules affect members of the Uniformed 
Services, Federal employees and transportation carriers. 32 CFR Part 
284 establishes policies and provide procedures for considering 
applications for waiver of debts resulting from erroneous pay and 
allowances to or on behalf of members and civilian DoD employees.

Public Law 96-511, ``Paperwork Reduction Act'' (44 U.S.C. Chapter 35)

    It has been certified that these parts do not impose any reporting 
or record-keeping requirements under the Paperwork Reduction Act of 
1995.

Executive Order 13132, ``Federalism''

    It has been certified that these parts do not have federalism 
implications, as set forth in Executive Order 13132. These parts do not 
have substantial direct effects on:
    (1) The States;
    (2) The relationship between the National Government and the 
States; or
    (3) The distribution of power and responsibilities among various 
levels of government.

List of Subjects in 32 CFR Part 284

    Administrative practice and procedure, Armed Forces, Waivers.


0
Accordingly, 32 CFR part 284 is added to read as follows:

[[Page 59376]]

PART 284--WAIVER PROCEDURES FOR DEBTS RESULTING FROM ERRONEOUS 
PAYMENTS OF PAY AND ALLOWANCES

Sec.
284.1 Purpose.
284.2 Applicability and scope.
284.3 Definitions.
284.4 Policy.
284.5 Responsibilities.

Appendix A to part 284--Overview of Waiver Application Process.
Appendix B to part 284--Standards for Waiver Determinations.
Appendix C to part 284--Submitting a Waiver Application.
Appendix D to part 284--Processing a Waiver Application When the 
Debt is $1,500 or Less.
Appendix E to part 284--Processing a Waiver Application When the 
Debt is More than $1,500.
Appendix F to part 284--Appeals.

    Authority: 10 U.S.C. 2575, 2771, 4712, 9712; 24 U.S.C. 420; 31 
U.S.C. 3529, 3702; 32 U.S.C. 714; 37 U.S.C. 554.


Sec.  284.1  Purpose.

    This part implements policy under 32 CFR part 283 and prescribes 
procedures for considering waiver applications under 10 U.S.C. 2774, 32 
U.S.C. 716, and 5 U.S.C. 5584.


Sec.  284.2  Applicability and Scope.

    This part applies to:
    (a) The Office of the Secretary of Defense, the Military 
Departments, the Chairman of the Joint Chiefs of Staff, the Combatant 
Commands, the Office of Inspector General of the Department of Defense, 
the Defense Agencies, the Department of Defense Field Activities, and 
all other organizational entities within the Department of Defense 
(hereafter referred to collectively as the ``DoD Components'').
    (b) The Coast Guard, when it is not operating as a Service in the 
Navy under agreement with the Department of Homeland Security, the 
Commissioned Corps of the Public Health Service (PHS) and the National 
Oceanic and Atmospheric Administration (NOAA) under agreements with the 
Departments of Health and Human Services and Commerce, respectively 
(hereafter referred to collectively as the ``non-DoD Components'').
    (c) Certain functions for considering waiver applications that, by 
statute or delegation, are vested in the Department of Defense or the 
Secretary of Defense.


Sec.  284.3  Definitions.

    Committee. The person or persons invested, by order of a proper 
court, with the guardianship of a minor or incompetent person and/or 
the estate of a minor or incompetent person.
    Component Concerned. The agency/activity (as well as the official 
designated by the Head of the agency/activity) required to perform the 
function or take the action indicated or that notifies the individual 
of the debt that is the subject of a waiver application.
    Debt. An amount an individual owes the Government as the result of 
erroneous payments of pay and allowances (including travel and 
transportation allowances) to or on behalf of members of the Uniformed 
Services or civilian DoD employees.
    Employee. A person who is or was an officer or employee as defined 
in 5 U.S.C. 2104 and 2105.
    Erroneous Payment. A payment that is not in compliance with 
applicable laws or regulations.
    Final Action. A finding by the appropriate official under this part 
concerning a waiver application from which there is no right to appeal 
or request reconsideration, or for which the time limit prescribed in 
this part for submitting an appeal or request for reconsideration has 
expired without such a submission.
    Member. A member or former member of the Uniformed Services.
    Waiver Application. A request that the United States relinquish its 
claim against an individual for a debt resulting from erroneous 
payments of pay or allowances (including travel and transportation 
allowances) under 10 U.S.C. 2774, 32 U.S.C. 716, and 5 U.S.C. 5584.


Sec.  284.4  Policy.

    It is DoD policy under 32 CFR part 283 that waiver applications for 
debts resulting from erroneous payments of pay and allowances 
(hereafter referred to as ``waiver applications'') be processed 
according to all pertinent statutes, regulations, and other relevant 
authorities.


Sec.  284.5  Responsibilities.

    (a) The General Counsel of the Department of Defense (GC, DoD) or 
designee shall consult on, or render opinions concerning, questions of 
law or equity that arise in the course of the performance of the 
Director, Defense Office of Hearings and Appeals' (DOHA) 
responsibilities under paragraph (b) of this section when requested by 
the Director.
    (b) The Director, Defense Office of Hearings and Appeals or 
designee, under the GC, DoD (as the Director, Defense Legal Services 
Agency), shall:
    (1) Deny or grant all or part of a waiver application, if the 
aggregate amount of the debt is more than $1,500.
    (2) Consider an appeal of an initial determination and affirm, 
modify, reverse, or remand the initial determination, according to this 
part and relevant GC, DoD opinions.
    (3) Process waiver applications and appeals according to this part.
    (c) The Heads of the DoD Components or designee shall process 
waiver applications according to this part.
    (d) The Heads of the Non-DoD Components or designee concerning 
debts of Uniformed Services personnel resulting from the Component's 
activity; the Director, Department of Defense Education Activity 
(DoDEA) or designee, concerning debts of civilian employees resulting 
from that Component's activity; the Director, National Security Agency 
(NSA) or designee, concerning debts resulting from that Component's 
activity; and the Director, Defense Finance and Accounting Service 
(DFAS) or designee, under the Under Secretary of Defense (Comptroller)/
Chief Financial Officer (USD(C)/CFO), concerning debts resulting from 
all other DoD Components' activities shall:
    (1) Deny or grant all or part of a waiver application, if the 
aggregate amount of the debt is $1,500 or less.
    (2) If the aggregate amount of the debt is more than $1,500:
    (i) Deny a waiver application in its entirety, or
    (ii) Refer a waiver application for consideration with a 
recommendation that part or all of the application be granted, 
according to this part.
    (3) Process waiver applications, when the aggregate amount of the 
debt is more than $1,500, and appeals according to this part.
    (4) Resolve a debt according to the final action that results from 
the waiver application process provided for in this part.

Appendix A to Part 284--Overview of Waiver Application Process

A. Standards for Waiver Determinations

    The standards that must be applied in determining whether all or 
part of a waiver application should be granted or denied are at 
Appendix B to this part.

B. Submitting a Waiver Application

    The DoD Components shall ensure, if applicable, the submission 
and filing of waiver applications/appeals satisfy the requirements 
of 5 U.S.C. 552a. The procedures an applicant must follow to submit 
a waiver application are at Appendix C to this part.

C. Processing A Waiver Application When The Debt Is $1,500 Or Less

    The procedures a DoD Component must follow in processing a 
waiver application

[[Page 59377]]

when the debt is $1,500 or less are at Appendix D to this part.\1\
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    \1\ Contact the appropriate non-DoD Component for the procedures 
it follows in processing a waiver application.
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D. Processing a Waiver Application When the Debt Is More Than $1,500

    The procedures a DoD Component must follow in processing a 
waiver application when the debt is more than $1,500 are at Appendix 
E to this part.

E. Appeals

    The DoD Components shall ensure, if applicable, the submission 
and filing of waiver applications/appeals satisfy the requirements 
of 5 U.S.C. 552 and 552a. The procedures for appealing initial 
determinations are at Appendix F to this part.

F. Refund of Repaid Debts That Are Subsequently Waived

    When a final action waives all or part of a debt that has been 
repaid, the waiver application shall be interpreted as an 
application for a refund and the Component concerned shall, to the 
extent of the waiver, refund the amount repaid.

G. Publication

    The Director, DOHA or designee shall make redacted copies of 
responses to requests for reconsideration available for public 
inspection and copying at the DOHA's public reading room and on the 
worldwide web according to 5 U.S.C. 552 and 552a.

Appendix B to Part 284--Standards for Waiver Determinations

A. Standards

    1. Generally, persons who receive a payment erroneously from the 
Government acquire no right to the money. They are bound in equity 
and good conscience to make restitution. If a benefit is bestowed by 
mistake, no matter how careless the act of the Government may have 
been, the recipient must make restitution. In theory, restitution 
results in no loss to the recipient because the recipient received 
something for nothing. However, 10 U.S.C. 2774, 32 U.S.C. 716, and 5 
U.S.C. 5584 provide authority to waive, under certain conditions 
debts individuals owe the Government that are the result of 
erroneous payments of pay and allowances (including travel and 
transportation allowances). A waiver is not a matter of right. It is 
available to provide relief as a matter of equity, if the 
circumstances warrant.
    2. Debts may be waived only when collection would be against 
equity and good conscience and would not be in the best interests of 
the United States. There must be no indication the erroneous payment 
was solely or partially the result of the fraud, misrepresentation, 
fault, or lack of good faith of the applicant.
    3. The fact that an erroneous payment is solely the result of 
administrative error or mistake on the part of the Government is not 
sufficient basis in and of itself for granting a waiver.
    4. A waiver usually is not appropriate when a recipient knows, 
or reasonably should know, that a payment is erroneous. The 
recipient has a duty to notify an appropriate official and to set 
aside the funds for eventual repayment to the Government, even if 
the Government fails to act after such notification.
    5. A waiver generally is not appropriate when a recipient of a 
significant unexplained increase in pay or allowances, or of any 
other unexplained payment of pay or allowances, does not attempt to 
obtain a reasonable explanation from an appropriate official. The 
recipient has a duty to ascertain the reason for the payment and to 
set aside the funds in the event that repayment should be necessary.
    6. A waiver may be inappropriate in cases where a recipient 
questions a payment (which ultimately is determined to be erroneous) 
and is mistakenly advised by an appropriate official that the 
payment is proper, if under the circumstances the recipient knew or 
reasonably should have known that the advice was erroneous.
    7. Financial hardship is not a factor for consideration in 
determining whether a waiver is appropriate.
    8. Waiver determinations under these standards depend on the 
facts in each case.

Appendix C to Part 284--Submitting a Waiver Application

A. Who May Apply for Waiver

    Any person (``applicant'') from whom collection is sought for a 
debt resulting from erroneous payments of pay or allowances 
(including travel and transportation allowances) may submit a waiver 
application under 10 U.S.C. 2774, 32 U.S.C. 716, and 5 U.S.C. 5584. 
Additionally, an authorized official of the Component concerned, or 
the Director, DOHA or designee may initiate a waiver application 
during the processing of a claim under 32 CFR part 281.

B. Where To Submit A Waiver Application

    An applicant must submit a waiver application to the Component 
concerned according to the guidance provided by that Component. A 
waiver application submitted somewhere other than to the Component 
concerned does not stop the calculation of the time limit as 
discussed in paragraph F to this Appendix. It is the applicant's 
responsibility to submit the waiver application properly.

C. Format of a Waiver Application

    An applicant must submit a waiver application in the format 
prescribed by the Component concerned. It must be written and signed 
by the applicant (in the case of an application on behalf of a minor 
or incompetent person, there are additional requirements explained 
at paragraph E to this Appendix) or by the applicant's authorized 
agent or attorney (there are additional requirements explained at 
paragraph D to this Appendix). In addition, the waiver application 
should include:
    1. The applicant's mailing address.
    2. The applicant's telephone number.
    3. The applicant's social security number when required by the 
Component concerned.
    4. The amount for which waiver is requested.
    5. An explanation why a waiver should be granted under the 
standards explained at Appendix B to this part.
    6. Copies of documents referred to in the application.
    7. Statements (that are attested to be true and correct to the 
best of the individual's knowledge and belief) of the applicant or 
other persons in support of the application.

D. Waiver Application Submitted by Agent or Attorney

    In addition to the requirements in paragraph C to this Appendix, 
a waiver application submitted by the applicant's agent or attorney 
must include or have attached a duly executed power of attorney or 
other documentary evidence of the agent's or attorney's right to act 
for the applicant.

E. Waiver Application Submitted on Behalf of a Minor or Incompetent 
Person

    In addition to the requirements in paragraph C to this Appendix:
    1. If a guardian or committee has not been appointed, a waiver 
application submitted on behalf of a minor or incompetent person 
must:
    i. State the applicant's relationship to the minor or 
incompetent person.
    ii. Provide the name and address of the person having care and 
custody of the minor or incompetent person.
    iii. Include an affirmation that any moneys received shall be 
applied to the use and benefit of the minor or incompetent person, 
and that the appointment of a guardian or committee is not 
contemplated.
    2. If a guardian or committee has been appointed, a waiver 
application on behalf of a minor or incompetent person must include 
or have attached a certificate of the court showing the appointment 
and qualification of the guardian or committee.

F. When To Submit a Waiver Application

    An applicant must submit a waiver application so that it is 
received by the Component concerned within three years after the 
erroneous payment is discovered. The date of discovery is the date 
it is definitely determined by an appropriate official that an 
erroneous payment has been made. The time limit is set by 10 U.S.C. 
2774, 32 U.S.C. 716, and 5 U.S.C. 5584, whichever applies. It may 
not be extended or waived. Although the issue of timeliness is 
usually raised on initial submission (as explained in paragraph B to 
Appendix D in this part), the issue may be raised at any point 
during the waiver application consideration process.

Appendix D to Part 284--Processing a Waiver Application When the Debt 
Is $1,500 or Less

A. Initial Component Processing

    Upon receipt of a waiver application, the Component concerned 
must:
    1. Date stamp the application on the date received.
    2. Determine whether the application was received within three 
years after the discovery of the erroneous payment. If the 
application was not timely, follow the procedures in paragraph B to 
this Appendix.

[[Page 59378]]

    3. Investigate the circumstances relating to the erroneous 
payment.
    4. Refer the application to the appropriate determining official 
(see paragraph C to this Appendix) for consideration and an initial 
determination.

B. Untimely Waiver Applications

    When the Component concerned determines that a waiver 
application was not received within three years after the erroneous 
payment was discovered, the Component must send the applicant a 
notice of untimely receipt.
    1. The notice must:
    i. Cite the applicable statute and explain the reasons for the 
finding of untimely receipt.
    ii. State that the application was not received within the 
statutory time limit and may not be considered unless that finding 
is reversed on appeal.
    iii. Explain that the applicant may submit a rebuttal to the 
finding of untimely receipt (as explained in paragraph B.2.).
    iv. State that the statutory time limit may not be extended or 
waived.
    2. An applicant may submit a written rebuttal, signed by the 
applicant or the applicant's agent or attorney, to a notice of 
untimely receipt. The Component concerned must receive the rebuttal 
within 30 days of the date of the notice and may grant an extension 
of up to an additional 30 days for good cause shown. The rebuttal 
should:
    i. Explain the points of, and reasons for, disagreement with the 
notice.
    ii. Have any documents referred to in the rebuttal attached.
    iii. Include or have attached statements (that are attested to 
be true and correct to the best of the individual's knowledge and 
belief) by the applicant or other persons in support of the 
rebuttal.
    3. If the applicant does not submit a rebuttal within the time 
permitted, the notice of untimely receipt is a final action and the 
Component must return the application to the applicant with a notice 
that the finding is final and the application may not be considered.
    4. If the applicant submits a timely rebuttal, the Component 
must consider the rebuttal.
    i. If the Component finds that the application was received 
within the required time limit, the Component must reverse its 
finding of untimely receipt, notify the applicant in writing, and 
process the application on its merits.
    ii. If the Component does not reverse the finding of untimely 
receipt, the Component must forward the record, including the 
application, notice of untimely receipt, and rebuttal, to the 
appropriate determining official (see paragraph C.1. to this 
Appendix) for an initial determination on the issue of untimely 
receipt. The Component does not need to investigate the merits of 
the application before forwarding the record.
    5. After making an initial determination on the issue of 
untimely receipt, the determining official must follow the 
procedures in paragraph D to this Appendix. In addition, if the 
determining official finds that the application was timely, the 
official may:
    i. Return the application to the Component concerned for 
processing on its merits according to this part, or
    ii. Consider the application and make an initial determination 
on its merits according to paragraph C.2. to this Appendix.

C. Initial Determinations

    The standards in Appendix B to this part must be applied when 
considering the merits of a waiver application. After making an 
initial determination, the determining official must follow the 
procedures at paragraph D to this Appendix.
    1. The officials listed and referred to in this part as 
determining officials shall consider waiver applications and take 
the appropriate action described in paragraph C.2. to this Appendix. 
These officials are identified as follows:
    i. The Head of a non-DoD Component or designee for debts of 
Uniformed Services personnel resulting from that Component's 
activity.
    ii. The Director, DoDEA or designee for debts of civilian 
employees resulting from that Component's activity.
    iii. The Director, NSA or designee for debts resulting from that 
Component's activity.
    iv. The Director, DFAS or designee for debts resulting from the 
DoD Component activity not included in paragraphs C.1.ii. and 
C.1.iii. to this Appendix.
    2. The officials listed in paragraph C.1. to this Appendix may 
make an initial determination for the following:
    i. Whether or not a waiver application was received within three 
years after the discovery of the erroneous payment.
    ii. Deny a waiver application in its entirety.
    iii. Grant all or part of a waiver application.

D. Processing After An Initial Determination

    After making an initial determination, the determining official 
must:
    1. Notify the applicant. The notification must explain:
    i. The determination and the reasons for it.
    ii. The appropriate Component action to resolve the debt as a 
consequence of the determination if it is or becomes a final action 
(the finality of an initial determination is explained at paragraph 
E to this Appendix).
    iii. The appeal process (as explained in Appendix F to this 
part) if the determination does not grant the entire application or 
does not contain a finding of timely receipt.
    2. Notify the Component concerned if the determining official is 
not an official of the Component concerned when and if the 
determination is a final action. The notice must explain:
    i. The determination and its reasons.
    ii. The appropriate Component action to resolve the debt as a 
consequence of the determination.

E. When an Initial Determination Is Final

    A final action is an initial determination that grants the 
entire waiver application or finds that the application was timely 
received. Also, an initial determination (including one of untimely 
receipt) is a final action if the determining official does not 
receive an appeal within 30 days of the date of the initial 
determination (plus any extension of up to 30 additional days 
granted by the determining official for good cause shown).

Appendix E to Part 284--Processing a Waiver Application When the Debt 
Is More Than $1,500

A. Initial Component Processing

    Upon receipt of a waiver application, the Component concerned 
must:
    1. Date stamp the application on the date received.
    2. Determine whether the application was received within three 
years after the discovery of the erroneous payment. If the 
application was not timely, follow the procedures in paragraph B in 
this part.
    3. Investigate the circumstances relating to the erroneous 
payment.
    4. Refer the waiver application to the appropriate determining 
official (see paragraph C to this Appendix) who after applying the 
standards in Appendix B in this part may either:
    i. Deny the application in its entirety, if appropriate, and 
follow the procedures in Appendix D to this part, or
    ii. Refer the application with a recommendation that part or all 
of the application be granted to the DOHA for consideration and an 
initial determination under paragraph C to this Appendix. The 
determining official must send the entire record and prepare and 
submit a recommendation and administrative report (as explained in 
paragraphs D and E to this Appendix) with the application.

B. Untimely Waiver Applications

    When the Component concerned determines that a waiver 
application was not received within three years after the erroneous 
payment was discovered, the Component must send the applicant a 
notice of untimely receipt.
    1. The notice must:
     i. Cite the applicable statute and explain the reasons for the 
finding of untimely receipt.
    ii. State that the application was not received within the 
statutory time limit and may not be considered unless that finding 
is reversed on appeal.
    iii. Explain that the applicant may submit a rebuttal to the 
finding of untimely receipt (as explained in paragraph B.2. to this 
Appendix.).
    iv. State that the statutory time limit may not be extended or 
waived.
    2. An applicant may submit a written rebuttal, signed by the 
applicant or the applicant's agent or attorney, to a notice of 
untimely receipt. The Component concerned must receive the rebuttal 
within 30 days of the date of the notice and may grant an extension 
of up to an additional 30 days for good cause shown. The rebuttal 
should:
    i. Explain the points of, and reasons for, disagreement with the 
notice.
    ii. Have any documents referred to in the rebuttal attached.
    iii. Include or have attached statements (that are attested to 
be true and correct to the best of the individual's knowledge and 
belief) by the applicant or other persons in support of the 
rebuttal.

[[Page 59379]]

    3. If the applicant does not submit a rebuttal within the time 
permitted, the notice of untimely receipt is a final action and the 
Component must return the application to the applicant with a notice 
that the finding is final and the application may not be considered.
    4. If the applicant submits a timely rebuttal, the Component 
must consider the rebuttal:
    i. If the Component finds that the application was received 
within the required time limit, the Component must reverse its 
finding of untimely receipt, notify the applicant in writing, and 
process the application on its merits.
    ii. If the Component does not reverse the finding of untimely 
receipt, the Component must forward the record, including the 
application, notice of untimely receipt, and rebuttal, to the 
appropriate determining official (see paragraph C.1. of Appendix D 
to this part) for an initial determination on the issue of untimely 
receipt. The Component does not need to investigate the merits of 
the application before forwarding the record.
    5. After making an initial determination on the issue of 
untimely receipt, the determining official must follow the 
procedures in Appendix D to this part. In addition, if the 
determining official finds that the application was timely, the 
official may:
    i. Return the application to the Component concerned for 
processing on the merits according to this part, or
    ii. Make a recommendation to the DOHA to grant all or part of 
the application as described in paragraph D to this Appendix.

C. Initial Determinations

    The standards in Appendix B to this part must be applied when 
considering the merits of a waiver application. After making an 
initial determination, the DOHA must follow the procedures at 
paragraph F to this Appendix and may take the following actions 
regarding waiver applications referred under paragraph A.4.ii. or 
B.5.ii. to this Appendix:
    1. Make an initial determination denying a waiver application in 
its entirety; or
    2. Make an initial determination granting all or part of a 
waiver application.

D. Recommendation to the DOHA To Grant All or Part of an Application

    Referrals to the DOHA must include the entire record along with 
the recommendation and administrative report described in paragraph 
E to this Appendix. The record and the report must be sent to: 
Defense Office of Hearings and Appeals, Claims Division, P.O. Box 
3656, Arlington, VA 22203-1995.

E. Recommendation and Administrative Report

    The recommendation and administrative report required by 
paragraph D to this Appendix must describe the recommended action 
(and its reasons) and the following:
    1. The names and mailing addresses of each employee, member, or 
other person from whom collection is sought, or a statement that the 
person cannot reasonably be located.
    2. The aggregate amount of the debt, including an itemization 
showing the elements of the aggregate amount.
    3. The date the erroneous payment was discovered.
    4. The date the recipient was notified of the error and a 
statement of the erroneous amounts paid before and after receipt of 
such notice.
    5. A summary of the facts and circumstances describing how the 
erroneous payment occurred; the recipient's knowledge of the 
erroneous nature of the payment; the steps taken by the recipient to 
bring the matter to the attention of the appropriate official; and 
the Component's response, if any.
    6. A finding of whether there is any indication of fraud, 
misrepresentation, fault, or lack of good faith on the part of the 
applicant and the reasons for such a finding.
    7. Legible copies or the originals of supporting documents, such 
as leave and earnings statements, notifications of personnel 
actions, travel authorizations and vouchers, and military orders.
    8. Statements (that are attested to be true and correct to the 
best of the individual's knowledge and belief) of the applicant or 
other persons in support of the application.

F. Processing After an Initial Determination

    After making an initial determination, the DOHA must:
    1. Notify the applicant if all or part of the waiver application 
is denied. The notification must explain:
    i. The determination and the reasons for it.
    ii. The appropriate Component action to resolve the debt as a 
consequence of the determination if it is or becomes a final action 
(the finality of an initial determination is explained at paragraph 
G to this Appendix).
    iii. The appeal process (as explained in Appendix F to this 
part) if the determination does not grant the entire application or 
does not contain a finding of timely receipt.
    2. Notify the Component concerned when and if the determination 
is a final action. The notice must explain:
    i. The determination and its the reasons.
    ii. The appropriate Component action to resolve the debt as a 
consequence of the determination.

G. When an Initial Determination Is Final

    A final action is an initial determination that grants the 
entire waiver application or finds that the application was timely 
received. Also, an initial determination (including one of untimely 
receipt) is a final action if the determining official does not 
receive an appeal within 30 days of the date of the initial 
determination (plus any extension of up to 30 additional days 
granted by the determining official for good cause shown).

Appendix F to Part 284--Appeals

A. Who May Appeal

    An applicant may appeal if an initial determination denies all 
or part of a waiver application or finds that the application was 
not received by the Component concerned within the time limit 
required by statute.

B. When and Where To Submit an Appeal

    1. When the determining official is not in the DOHA, the 
determining official must receive an applicant's appeal within 30 
days of the date of the initial determination. The determining 
official may extend this period for up to an additional 30 days for 
good cause shown. No appeal may be accepted after this time has 
expired. The appeal shall be processed under the procedures in 
paragraphs C through K to this Appendix.
    2. When the determining official is in the DOHA, the DOHA must 
receive an applicant's appeal within 30 days of the date of the 
initial determination. The DOHA may extend this period for up to an 
additional 30 days for good cause shown. No appeal may be accepted 
after this time has expired. The appeal shall be considered to be a 
request for reconsideration and shall be processed under the 
procedures in paragraphs L through Q of this Appendix.

C. Content of an Appeal

    No specific format for an appeal is required however it must be 
written and signed by the applicant, the applicant's authorized 
agent, or the applicant's attorney. In addition, it should:
    1. Provide the applicant's mailing address.
    2. Provide the applicant's telephone number.
    3. Provide the applicant's social security number when required 
by the Component concerned.
    4. Identify specific:
    i. Errors or omissions of material and relevant facts.
    ii. Legal or equitable (under the standards in Appendix B to 
this part) considerations that were overlooked or misapplied.
    iii. Conclusions that were arbitrary, capricious, or an abuse of 
discretion.
    5. Present evidence of the correct or additional facts alleged.
    6. Explain the reasons why the findings or conclusions should be 
reversed or modified.
    7. Have attached copies of documents referred to in the appeal.
    8. Include or have attached statements (that are attested to be 
true and correct to the best of the individual's knowledge and 
belief) by the applicant or other persons in support of the appeal.

D. Determining Official's Review

    The determining official must review an applicant's appeal, and 
affirm, modify, or reverse the initial determination.
    1. When the determining official grants the entire waiver appeal 
or grants the application to the extent requested in the appeal 
after review of an appeal in a case involving a debt in the 
aggregate amount of $1,500 or less, the determining official must 
notify the applicant in writing and the Component concerned if the 
determining official is not an official of the Component concerned. 
The notice must explain the appropriate action to resolve the debt. 
This is a final action.
    2. When the determining official finds that the application was 
received within the time limit required by statute after review of 
an appeal concerning the untimely receipt of the waiver application, 
the determining official must notify the applicant in writing and 
take the appropriate action under paragraph B.5. of Appendix D to 
this part or paragraph B.5. of Appendix E to this part, as 
appropriate.

[[Page 59380]]

    3. In all other cases, the determining official must forward the 
appeal to the DOHA according to paragraph E. of this Appendix. The 
determining official must prepare a recommendation and 
administrative report (as explained in paragraph F to this Appendix) 
and send a copy of the administrative report to the applicant with a 
notice that the applicant may submit a rebuttal to the determining 
official (as explained in paragraph G to this Appendix).
    4. The determining official must date stamp the applicant's 
rebuttal on the date it is received.

E. Submission of Appeal to the DOHA

    The determining official must send the entire record along with 
the recommendation and administrative report required by paragraph F 
to this Appendix no earlier than 31 days after the date of the 
administrative report or the day after the applicant's rebuttal 
period, as extended, expires, to the following address: Defense 
Office of Hearings and Appeals, Claims Division, P.O. Box 3656, 
Arlington, Virginia 22203-1995.

F. Recommendation and Administrative Report

    The recommendation and administrative report required by 
paragraph D.3. to this Appendix must describe the recommended action 
(and its reasons) and include:
    1. The names and mailing addresses of each employee, member, or 
other person from whom collection is sought, or a statement that the 
person cannot reasonably be located.
    2. The aggregate amount of the debt, including an itemization 
showing the elements of the aggregate amount.
    3. The date the erroneous payment was discovered.
    4. The date the recipient was notified of the error and a 
statement of the erroneous amounts paid before and after receipt of 
such notice.
    5. A summary of the facts and circumstances describing how the 
erroneous payment occurred; the recipient's knowledge of the 
erroneous nature of the payment; the steps taken by the recipient to 
bring the matter to the attention of the appropriate official; and 
the Component's response;
    6. A finding of whether there is any indication of fraud, 
misrepresentation, fault, or lack of good faith on the part of the 
applicant and the reasons for such a finding.
    7. Legible copies or the originals of supporting documents, such 
as leave and earnings statements, notifications of personnel 
actions, travel authorizations and vouchers, and military orders.
    8. Statements (that are attested to be true and correct to the 
best of the individual's knowledge and belief) of the applicant or 
other persons in support of the application.

G. Applicant's Rebuttal

    An applicant may submit a written rebuttal, signed by the 
applicant or the applicant's agent or attorney, in response to the 
recommendation and administrative report. The rebuttal must be 
received by the determining official within 30 days of the date of 
the recommendation and administrative report. The determining 
official may grant an extension of up to an additional 30 days for 
good cause shown. The rebuttal should include:
    1. An explanation of the points and reasons for disagreeing with 
the report.
    2. The file reference number.
    3. Any documents referred to in the rebuttal.
    4. Statements (that are attested to be true and correct to the 
best of the individual's knowledge and belief) by the applicant or 
other persons in support of the rebuttal.

H. DOHA Appeal Decision

    Except as provided in paragraph P to this Appendix, the DOHA 
must base its decision on the written record, including the 
recommendation and administrative report and any rebuttal by the 
applicant. The written decision must:
    1. Affirm, modify, reverse, or remand the initial determination 
and decide the application on its merits or return the application 
to the Component concerned for investigation and processing for an 
initial determination on the merits according to Appendix D to this 
part.
    2. State the amount of the waiver application that is granted 
and the amount denied and/or that the application was or was not 
received within the statutory time limit, as appropriate.
    3. Explain the reasons for the decision.

I. Processing After the Appeal Decision

    After issuing an appeal decision, the DOHA must:
    1. Send the applicant the decision and notify the applicant of:
    i. The appropriate Component action to resolve the debt as a 
consequence of the decision if it is or becomes a final action (as 
explained in paragraph J to this Appendix).
    ii. The procedures under this Appendix to request 
reconsideration (as explained in paragraphs K through M to this 
Appendix), if the decision does not grant the waiver application to 
the extent requested, or does not contain a finding of timely 
receipt, when applicable.
    2. Notify the Component concerned of the decision and the 
appropriate Component action to resolve the debt as a consequence of 
the decision.

J. Finality of a DOHA Appeal Decision

    An appeal decision that grants the waiver application to the 
extent requested on appeal, or that finds that the application was 
timely received, when applicable, is a final action when issued. An 
appeal decision is a final action if the DOHA does not receive a 
request for reconsideration within 30 days of the date of the appeal 
decision (plus any extension of up to 30 additional days granted by 
the DOHA for good cause shown). Note: In the case of a DOHA appeal 
decision issued before the effective date of this part that denied 
all or part of the waiver application, a request for reconsideration 
by the GC, DoD may be submitted within 60 days of the effective date 
of this part. The GC DoD shall consider such requests and affirm, 
modify, reverse, or remand the DOHA appeal decision. Requests for 
reconsideration by the GC, DoD received more than 60 days after the 
effective date of this part shall not be accepted. Requests must be 
submitted to the address in paragraph E.5. to this Appendix. The 
provisions of paragraph M to this Appendix apply.

K. Who May Request Reconsideration

    An applicant may request reconsideration of a DOHA appeal 
decision.

L. When and Where To Submit a Request for Reconsideration

    The DOHA must receive a request for reconsideration within 30 
days of the date of the appeal decision.\2\ The DOHA may extend this 
period for up to an additional 30 days for good cause shown. No 
request for reconsideration may be accepted after this time has 
expired. A request for reconsideration must be sent to the DOHA at 
the address in paragraph E to this Appendix.
---------------------------------------------------------------------------

    \2\ Request for reconsideration by the GC, DoD must be received 
by the DOHA within 60 days of the effective date of this Instruction 
as explained in paragraph J of this appendix for appeal decisions 
issued before the effective date of this Instruction.
---------------------------------------------------------------------------

M. Content of a Request for Reconsideration

    The requirements of paragraph C to this Appendix for the content 
of an appeal apply to a request for reconsideration.

N. DOHA's Review of a Request for Reconsideration

    No earlier than 31 days after the date of the appeal decision or 
the day after the last period for submitting a request, as extended, 
expires, the DOHA must:
    1. Consider a request for reconsideration.
    2. Affirm, modify, or reverse the appeal decision.
    3. Prepare a response that explains the reasons for the finding.
    4. Send the response to the applicant and the Component 
concerned and notify them of the appropriate action on the debt.

O. Finality of a DOHA Reconsideration Decision

    The response is a final action. It is precedent in the 
consideration of all waiver applications covered by this part unless 
otherwise stated in the document.

P. Consideration of Appeals and Requests for Reconsideration

    When considering an appeal or request for reconsideration, the 
DOHA may:
    1. Take administrative notice of matters that are generally 
known or are capable of confirmation by resort to sources whose 
accuracy cannot reasonably be questioned.
    2. Remand a matter to the Component with instructions to provide 
additional information.

     Dated: October 3, 2006.
L.M. Bynum,
OSD Federal Register Liaison Officer, DoD.
 [FR Doc. E6-16649 Filed 10-6-06; 8:45 am]
BILLING CODE 5001-06-P