Chapter 7 Funding Your Program1. Purpose. This chapter provides detailed information on the support and funding of Command’s Family Readiness Program and the Command’s Ombudsman.2. Roles and Responsibilities. per reference (x), COs willprovide support to Command Family Readiness Program as command resourcespermit. It is the responsibility of the CO to establish upfront whatspecific guidance the Command Ombudsman will receive. a. Command Ombudsman. Per reference (x), it is important forthe ombudsman and the CO to discuss the Family Readiness Program’s budgetand determine what support can be provided. It is important to establishupfront specific, preapproved expenses. (1) Administrative Support such as paper, envelopes, pens,copier service, clerical assistance, and other support will be ascommand resources permit. (2) Command Supported Newsletter. If the command has anestablished command newsletter, an Ombudsman may add to it. However,if the command does not have an established newsletter, the ombudsmancan produce one with content approved by the command beforedistribution. (3) Claim for Reimbursement. Based on an authorized budget,the command may reimburse the command ombudsman. To receivereimbursement, the ombudsman must document expenses and submit a SF1164 (enclosure X) and appropriate receipts to the command. CO’s mayreimburse the items found in reference (x) enclosure 6. (a) Childcare, by any provider, but not to exceed thelocal rate that would be charged by the Child Development Center.Currently established Child Development Center usage priorities applyto the Ombudsman. (b) Mileage, parking, and tolls paid at the currentGovernment privately-owned vehicle rate. Mileage must be documentedand parking and tolls require receipts. (c) Communication equipment such as a computer, cellphone, page, or other electronic devices, long distance calling cardsor plans, or internet service are authorized. Command pre-authorization/approval of equipment expenditures is required forreimbursement. Command-owned equipment may be issued to theOmbudsman at the discretion of the commanding officer/commander ifthey decide the command program will function more effectively. Thisequipment must be accounted for and returned when the Ombudsman
resigns the position. The Ombudsman must limit use of these items toexecution of official duties only. (d) Telephone lines and any necessary telecommunicationequipment may be installed in the private residences of persons whoprovide voluntary services per reference (x). In the case ofequipment installed under this authority, the commandingofficer/commander may pay the charges incurred for the use of theequipment, for the authorized purposes, using Appropriated Funds orNon-Appropriated Funds. Installation of such equipment must not bedone routinely, but only after careful consideration and subsequentdecision that to do so is necessary for the command Family Ombudsmanprogram to function. (e) Travel expenses incurred during command-directed/authorized participation in training, conferences, etc., will be paid. 1. Local command may reimburse the Ombudsman forcosts of childcare and mileage incurred during Ombudsman Basic andAdvance Training. To be eligible for reimbursement, the Ombudsmanmust have a letter of appointment and have signed the volunteeragreement. In locations where training is not available, a commandmay issue Invitational Travel Orders, per reference (x), to enable theOmbudsman to complete the course at another installation. WhenOmbudsman Basic Training is not available in your area, use reasonableeffort to find the closest training in order to minimize travelexpenses. 2. Travel expenses incurred during command-directed/authorized participation in other training, conferences, ormeetings, will be paid by the command. The command is authorized,budget permitting, to issue Invitational Travel Orders and fund theassociated travel, berthing, meals, and incidental expenses forOmbudsman to attend non-local training that will improve theireffectiveness, per reference (x). Expenses may be reimbursed ortravel advances may be authorized per reference (x). DD 1351-2, TravelVoucher, Sub-voucher, or other command approved travel claim processmust be used to claim travel reimbursement. Local travel expenses areto be reported on SF 1164, Claim for Reimbursement for Expenses onOfficial Business. Receipts must be submitted as required by thecommand. (f) Other Incidental Expenses. Other Incidental expensesmay be paid from Appropriated Funds, per reference (x). The expensecan only be incurred and paid directly by the command at thediscretion of the commanding officer/commander. These expenses arenot reimbursable to the Ombudsman. (g) Other Support. Administrative support such as paper,envelopes, pens, copier service, clerical assistance, commandtelephone cars, use of government mail, and government vehicletransportation should be budgeted and may be provided from
Appropriated Funds or Non-appropriated Funds, as command resourcespermit. (h) Newsletter Expenses. The command will assume allcosts for the production and delivery of the Ombudsman newsletter.The newsletter content must be approved by the command prior toprinting or electronic distribution. If produced solely within thecommand, it is responsible for providing technical/administrativesupport, paper, printer access, and delivery costs (stamps/bulk mail,etc.? If it is printed/delivered by the Document Automation andproduction Service, the command must approve and provide the funding.The local printing officer can provide guidance. Use of governmentmailing privileges is authorized for official information such asmailing of newsletters, per reference (x). For definitions andadditional guidance on use of official mail privileges, see the NavyFamily Ombudsman Program Manual. b. Responsibility for Supervision of the Ombudsman. Navy has theresponsibility for the primary supervision of Ombudsmen when they areproviding services to Navy. This responsibility may be delegated toauthorized supervisors per reference (x). (1) The commanding officer/commander and the ombudsman, at thetime of appointment, must complete a DD 2793, Volunteer Agreement forAppropriated Fund Activities and Non-Appropriated FundInstrumentalities. A copy of the signed agreement should be given tothe volunteer prior to commencing volunteer services. Part II of thefrom will be completed at the end of the Ombudsman’s term of servicein order to document the dates of the volunteer service. A copy ofthe completed volunteer agreement shall be given to the Ombudsman upontermination of service. Volunteer records shall be retained for threeyears following the termination of volunteer service by the commandreceiving the service. (2) Commanding officers/commanders shall ensure that neitherthey nor their paid or volunteer staff violates the provisions ofreference (x). By law, no Department of Defense official shalldirectly or indirectly impede or otherwise interfere with the right ofa spouse of a military member to pursue and hold a job, attend school,or perform volunteer services on or off a military installation.Moreover, no official shall use the preferences or requirements of thecommand to influence or attempt to influence the employment,education, or volunteer decisions of a spouse.3. Ombudsman Appreciation/Recognition. Each command will establish aprogram to recognize the volunteer contributions of their Navy Familycommand Ombudsman. Some general guidelines include: a. Personally support the program, especially with their time. b. value the Ombudsman’s opinion and advice.
c. Let the Ombudsman know they have done a good job, in writingor in person, and look for opportunities to provide officialrecognition at command functions and in publications. d. Celebrate Ombudsman Appreciation Day in an appropriate andtimely way. e. Present a personally written letter of commendation orcertificate of appreciation oat the end of service. f. Issue an official nametag with command emblem attachedinscribed with the ombudsman’s title and name. g. Purchase an Ombudsman pin through the Navy Uniform Service ofthe Navy Exchange and present to the Ombudsman. While it is usuallyworn separately from the nametag, it can also be attached to it. h. Include the Ombudsman’s name and e-mail address in the plan ofthe day/week. i. The commanding officer/commander may use Non-AppropriatedFunds, if available, for individual Ombudsman appreciation dinners andOmbudsman plaques and awards. Per reference (x), the Non-AppropriatedFunds limitation is $50 per Ombudsman per year, not to exceed a totalof $500 (multiple Ombudsmen) per Morale, Welfare, and Recreation fundper year. Cash awards are not authorized.4. Accounting for Funds. Ombudsman are required to keep track oftheir expenses. Ombudsman may be eligible to claim tax deductionsfrom the federal government for any unreimbursed costs associated withvolunteering.5. Official Volunteers Per reference (x), CO will discuss with theOfficial Volunteer what support can be provided. It is important toestablish upfront specific, preapproved expenses.