Quarterly CMR, GTCC, and Records Management

What This Page Covers

Four quarterly obligations the CO owns outside the monthly cadence. CMR reconciliation, GTCC delinquency review, Capstone change reporting via ETMS2, and the quarterly check on records management and fiscal-training currency.

These are not Quarter-1-only items. They recur every quarter. The CO's name is on each.

CMR Reconciliations

Per the 2016 Commanders Materiel Readiness Handbook, the unit reconciles the Consolidated Memorandum Receipt (CMR) quarterly. This is the supply accountability check between what is on paper and what is in custody.

What the reconciliation covers

• Every line item on the unit's CMR
• Sub-custody records by Responsible Officer
• Equipment in deployed status, temp-loan status, or away from the unit
• Discrepancies between CMR and the physical count

Who does the work

The Supply Officer leads the reconciliation. The CO reviews and signs.

What you do as CO

• Receive the reconciliation report
• Question discrepancies and ensure they route to FLIPL (DD Form 200) where appropriate
• Sign the quarterly statement
• Submit unfunded equipment deficiencies through the established channel

Documentation

Signed reconciliation statement retained per local SOP. Annual wall-to-wall inventory synchronizes with the CMR at the end of the year.

Common failures

• Discrepancies discovered at quarterly review but FLIPL not initiated
• Sub-custody not reconciled because the holder is on TAD or deployed
• CMR signed without actual review by CO

GTCC Delinquency Review

Per DoDI 5154.31 Vol. 4 and IGMC FAC #10, you review the GTCC delinquency report quarterly. The unit Component Program Manager (you) and the Agency Program Coordinator (APC) execute the program.

What the delinquency report shows

• Cards past 60 days delinquent
• Cards past 90 days delinquent (charge-off risk)
• Marines with multiple delinquency incidents
• Account misuse flags

What you do quarterly

• Receive the delinquency report from your APC
• Review each delinquent Marine's case
• Confirm the APC has initiated salary offset where required
• Counsel and document Marines with repeat delinquency
• Cancel cards for Marines no longer in the unit or no longer eligible
• Submit any necessary administrative action recommendations

Where it gets missed

The APC runs the program day to day. The CO never sees the quarterly report. The unit accrues delinquencies and the first time the CO learns of it is at an IGMC FAC #10 inspection.

The fix is calendar-driven. The APC submits a quarterly summary report to you. You review and sign.

Capstone Official Notification to ARD Records

Per MCBul 5210 Para 3.b.(1)(a)(3), changes to Capstone officials require notification to ARD Records on a quarterly ETMS2 tasker.

What a Capstone official is

In the CROSS records management framework, Capstone officials are the records officials who own permanent records categories. Changes in personnel filling these roles must be tracked at the HQMC level.

What triggers the notification

• New CO assumes command (Capstone role)
• XO change
• SgtMaj change
• CDRM appointment or replacement
• Other unit-specific Capstone-designated positions

How the notification happens

Through the quarterly ETMS2 tasker. The CDRM owns the tasker response. The CO ensures the CDRM is current on it.

Failure mode

ETMS2 tasker comes due. CDRM is unaware of the role change. Quarterly response misses the new Capstone official. HQMC ARD Records out of sync. Inspection finding.

Records Management Quarterly Check

Beyond the Capstone update, the quarterly records management discipline includes:

• CDRM continuity verified (E-6/GS-9 or higher per MCBul 5210)
• NAVMC 10030 status confirmed current
• Annual MarineNet RM training (M01RMT0700) completion tracked for all personnel
• CROSS access list audit

A missed NAVMC 10030 cycle, an expired RM training, or a CROSS access discrepancy each generates an inspection finding.

Fiscal Training Currency Check

Tier 1 Fund Control Personnel (the CO, the Comptroller, and other designated positions) require fiscal/appropriations law training every 3 years per MARADMIN 350/11 Para 4.

Quarterly check

Even though the cycle is 3 years, the quarterly check confirms:

• Date of last training for each Tier 1 person
• Time until next required training
• Status of any new Tier 1 staff who arrived since last quarter
• DON Budget Execution Course completion on ASN(FMC) website

Reporting up

Status reports are due to DC, PR (RFR) NLT 7 April and 7 October annually. The quarterly check feeds those semi-annual reports.

CIRRAS Access Audit

Per MCO 1500.60A Para 4.b.(3)(a), CIRRAS profile-level access is restricted to uniformed users. Quarterly audit verifies this.

What to audit

• Full list of users with profile-level access
• Confirmation each is uniformed (not civilian, not contractor)
• Confirmation each is in the chain of command for the Marines they access
• Removal of users who departed the unit since last audit

What to document

• Date of audit
• List reviewed
• Adjustments made
• Signature of CO

Failure mode

Civilian S-1 staff retained access from a prior CO. The system was never audited at the unit level. Direct violation of MCO 1500.60A.

A Single Quarterly Checklist

Pulled together, here is the quarterly action set the CO owns.

Calendar Pattern

Build into the quarter-end rhythm:

• Last two weeks of the quarter: staff prepares reports.
• First week of next quarter: CO reviews and signs.
• Second week: any escalations (FLIPL, salary offset, training shortfall) initiated.
• Third week: feedback closes the quarterly loop.

A quarter where the staff prepares reports but the CO does not sign and review by week 4 of the new quarter is a quarter where the obligations were missed in practice.

Common Failures Across Quarterly Items

1. CMR signed without review. Routine. Discrepancies accrue. FLIPL action delayed.
2. GTCC delinquency report unread by CO. APC handles. CO unaware. IGMC FAC #10 finding.
3. Capstone tasker missed. CDRM unaware. HQMC ARD Records out of sync.
4. NAVMC 10030 expires without re-signature. Records management posture compromised.
5. CIRRAS access audit skipped. Civilian access discovered at inspection.
6. Tier 1 training currency lapses. No internal tracking. Discovered at semi-annual report.

Related Pages

• Battle Rhythm Overview (this topic, order 1) - the lookup index
• Monthly CMG (this topic, order 2) - the monthly SAPR-specific forum
• Monthly FPC and CSNE (this topic, order 3) - the monthly FPC procedure
• 90 to 120 Days and Recurring Battle Rhythm (Turnover topic) - the post-CoC anchoring of recurring items
• Outgoing CO Master Checklist (Turnover topic) - the FLIPL and CMR turnover obligations