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Payroll Service Letter 05-15.1: Procedure for Transmitting Documents DFAS


Payroll Service Letter 05-15.1: Procedure for Transmitting Documents DFAS

Number: PS05-15.1

Date: April 17, 2005 (Revised May, 2009)

Subject: Payments for Cash Awards and Lump Sum Annual Leave

Category: Payments

Reference: PS05-15, Subject: Procedures for Transmitting Documents to DFAS, dated April 17, 2005. PS05-15.1 supersedes PS05-15. Please replace that letter with this one.

This letter provides the procedures for transmitting documents to the Defense Finance and Accounting Service (DFAS). DFAS requires certain documents be sent to their DFAS Cleveland Payroll Office (DFAS-CL). However, these documents are first sent to the DFAS office in Indianapolis, IN where they are scanned into the DFAS Electronic Document Management (EDM) system (Imaging). Additional information and instructions are found in this letter.

_ _ _ _

Effective April 17, 2005, documents that are required to be sent directly from the HHS Human Resource Centers to the DFAS-CL Payroll Office, such as: back pay settlement cases, military deposit applications, leave buy back cases, etc. should be forwarded to the DFAS-CL Payroll Office via the Imaging Center. (Note: Individual Payroll Letters will provide instructions on the documents that should be faxed or mailed directly from HR Centers to the DFAS-CL Payroll Office, as applicable.)

What is the Imaging System? DFAS has a centralized operation for receiving and tracking payroll documents that is called Imaging. Imaging is a system that scans, indexes, stores, and provides electronic routing and retrieval for all documents sent to the DFAS Payroll Offices. All incoming faxed or mailed documents are converted to an electronic file that the DFAS Payroll staff can access.

The fax numbers are:

Toll Free: 1 (866) 401-5849
Commercial: 1 (317) 275-0354

When documents are required to be sent to the DFAS-CL Payroll Office, they should be mailed to:

DFAS Cleveland
Civilian Payroll Office 
8899 E 56th Street 
Indianapolis, IN 46249-1900

Each page of the fax must contain the employee’s social security number for the documents pertaining to that employee. Only civilian payroll documents should be faxed or mailed to Imaging. A copy of the Imaging Fax Cover Letter is attached and must accompany all faxes.

Any documents mailed directly to the DFAS-CL Payroll Office (with the exception of retirement packages)will experience a short delay due to these documents needing to be mailed to the above address.

NOTE: The only exception to the above requirement is retirement packages. Retirement packages should be mailed directly to the Cleveland payroll office at the following address:

DFAS Cleveland
Civilian Payroll Office
1240 E 9th Street
Cleveland, OH 44199

For further assistance or for questions regarding the information in this letter, please contact your Payroll Customer Service Team.