There are over 46 reoccurring reasons in which performance evaluations are rejected. These error reasons have been assigned a specific code to identify the reason for rejection.
Commands are highly encouraged to become familiar with the various error codes in order to determine the reason(s) why reports have been rejected and what necessary action(s) are required in order to correct the invalid report(s).
Upon the review of a member's individual continuity report, error codes may be listed. If listed, individual service member's are asked to immediately contact the administrative personnel at the command where the rejected report was issued for correction assistance if necessary. Some errors, such as missing the signature of the member, do not require administrative assistance.
Administrative personnel should contact the Performance Evaluations Branch, Customer Service Section for additional guidance if necessary.
The following is a detailed listing of each error code plus the reject reason associated with the code. The error code is provided in parenthesis. Error codes were designed to coincide with a particular block on an officer's fitness report or enlisted performance evaluation.
Some error codes are separated with a backslash (/) followed by "OFF" for officers and "ENL" for enlisted. This entry differentiates between an officer fitness or enlisted evaluation report that share the same block number but require different data in the field.
The following is a detailed listing of each error code and the reject reason associated with the code.
Listing of Error Codes Plus Reject Reason
1) Verify block 1, Member’s Name and block 4, Members SSN. The name in block 1 does not match SSN in block 4.
(2) Invalid summary group. Block 2, Grade/Rate, must be the same on all reports.
(3) Invalid summary group. Block 3, Designator, must be in the same competitive category on all reports.
(5A) Complete block 5, Duty/Competitive Status. This is a required entry that must be the same on all reports in a summary group.
(5B) Invalid summary group. Block 5, Duty/Competitive Status, must be the same on all reports.
(6) Complete block 6, UIC. This is a required entry.
(7) Complete block 7, Ship/Station. This is a required entry.
(8) Invalid summary group. Block 8, Promotion Status, must be the same on all reports.
(8A) Invalid entry in block 8, Promotion Status. Entry of “SELECTED” not authorized for O1 personnel.
(8B) Invalid entry in block 8, Promotion Status. “APPROVED” is only an authorized entry for block 21, Billet Subcategory.
(9) Entry required in block 9, Date Reported. This is a required entry.
(10-13A) Complete block 10-13, Occasion for Report. This is a required entry.
(10-13B) Invalid summary group. Block 10-13, Occasion for Report, must be the same on all reports.
(10-13C) Provide in block 41 or 43, Comments on Performance, justification for the submission of a Special report.
(10-13D) Special fitness reports for superior performance or recommendations are specifically prohibited for officers.
(10-13E) Invalid or Unauthorized justification for the submission of a Special report.
(10-13F) (AT/SPECIAL REPORT) Invalid “Special” report. Prepare a not observed detachment of individual report with comments for every period of active duty that is greater than 10 days and less than 90 days.
(10-13G) Invalid summary group. Block 10-13, Occasion for Report, is marked “? “, ICO _________. However, other reports in the summary group are marked “?”. In order for this member to be included in this summary group, the occasion for report must also be marked “?”.
(10-13H) Unauthorized “Special” report. Do not submit a promotion/frocking report on an officer or chief petty officer, unless the change in Periodic report dates will result in more than 15 months between Regular reports.
Complete blocks 14 and 15, Period of Report.
This is a required entry.
(14-15B) Report(s) marked “Periodic” but “To” date (block 15) is a non-periodic date.
(14-15C) Period of report exceeds maximum authorized limit of 15 months.
(14-15D) Invalid summary group. Block 15, Report end Date, must be the same on all reports.
(14-15E) Correct blocks 14 and 15, Period of Report. Invalid dates entered. OR Block 15, report end date, must not be a future date.
(14-15F) Unauthorized “Detachment of Individual” OR “Detachment of Reporting Senior” report. Per reference (a), Periodic reports may not be omitted unless the member has received a graded report 3 months prior to the periodic report due date. Submission of a Periodic report is required.
(14-15G) Unauthorized “Detachment of Individual” OR “Detachment of Reporting Senior” report. Per reference (a), Periodic reports may no longer be delayed and combined with another report. After submission; however, it may be extended by letter for up to 3 months in place of a Detachment of Individual, Detachment of Reporting Senior, or a Frocking report.
(16A) Not observed reports (NOB) can not be adverse. Promotion recommendation required.
(16B) Report can not be not observed (NOB) if block 20 (PRT) indicates (F) or (NS) and the end date of the report is prior to 01MAY00. Promotion recommendation required.
(17-19) Entry required in blocks 17 through 19, Type of Report.
(20A) Missing or invalid entry in block 20, Physical Readiness.
(20B) Invalid entry in block 20, Physical Readiness. “Exempt” is no longer a valid PRT Code. Refer to OPNAVINST 6110.1H.
(21A) Invalid summary group. Block 21, Billet Subcategory, must be the same on all reports.
(21B) Complete block 21, Billet Subcategory. This is a required entry.
(21C) Unauthorized use of Special billet subcategory entry of “Special??” in block 21 (Billet Subcategory). This entry must be approved in advance by CHNAVPERS.
(21D) Verify entry in block 21, Billet Subcategory. Primary duty listed in block 29 does not validate entry in block 21.
(21E) Invalid entry in block 21, Billet Subcategory.
(22-27) Block 27, Reporting Senior’s SSN, is a required entry in order to compute reporting senior’s cumulative average. Please provide. OR Blocks 22-27 must be the same on each report.
(33-39A) Block __ is missing a trait grade.
(33-39B) Maximum trait grade allowed with a failed PRT entry in block 20 is 2.0 (for reports written on or before 30 APR 2000).
(33-39C) Per reference (a), submit a Not Observed, Detachment of Individual report (with comments) for reservist on active duty for training that does not exceed 90 days. Trait grades or promotion recommendations are not authorized.
(41/OFF OR 43/ENL) Block 41 OR 43, Comments on Performance, cannot be (handwritten or centered).
(42A/OFF OR 45A/ENL) Provide individual promotion recommendation. Entry required.
(42B/OFF OR 45B/ENL) If the report is intended to be an observed report without a promotion recommendation, give the reason in block 41 or 43, Comments on Performance. Otherwise, correct blocks 42 and 43 (FITREP) or 45 and 46 (EVAL).
(42C/OFF OR 45C/ENL) A promotion recommendation in blocks 42 and 43 (FITREP) or 45 and 46 (EVAL) may not be given if blocks 33 through 39 are marked not observed (NOB).
(45D/ENL) – A “Progressing” promotion recommendation may not be marked if an advancement recommendation is already in effect in the current grade.
(43A/OFF OR 46A/ENL) Missing reports from summary group. Summary line, block (43 or 46) shows a total of ___ reports. Only ___ reports received. Please provide missing report(s).
(43B/OFF OR 46B/ENL) The maximum promotion recommendation allowed with any trait graded 2.0 is Promotable.
(43C/OFF OR 46C/ENL) Promotion recommendation quota exceeds maximum limit authorized for (Must or Early) promote.
(43D/OFF OR 46D/ENL) A promotable recommendation may not be assigned with three or more traits graded 2.0.
(43E/OFF OR 46E/ENL) A Promotable, Must Promote or Early Promote promotion recommendation may not be assigned with any trait graded 1.0.
(43F/OFF OR 46F/ENL) The maximum promotion recommendation allowed with a failed PRT entry in block 20 is Promotable (for reports written on or before 30 APR 2000).
(43G/OFF OR 46G/ENL) A Promotable, Must Promote or Early Promote promotion recommendation may not be marked with a trait grade of 2.0 or less in block 34(FITREP) OR 35 (EVAL), Equal Opportunity.
(43H/OFF OR 46H/ENL) Block 43(FITREP) or Block 46(EVAL), Summary, must have correct entries. It cannot have 0/0/0/0/0 if a promotion recommendation is to be given.
(43I/OFF OR 46I/ENL) Force distribution error. Correct block (43 OR 46), Summary, to include each member of the summary group. Promotion recommendation quota exceeds maximum limit authorized for (Must or Early Promote).
(43J/OFF OR 46J/ENL) Correct block (43 OR 46), Summary. Each column must have an entry.
(43K/OFF OR 46K/ENL) Invalid summary group. Force distribution rule in violation. The promotion recommendation quota exceeds maximum limit authorized for Early or Must Promote. Individual promotion recommendations marked in block 42 OR 45, do not match the totals listed in block 43 OR 46, Summary. Currently block 43 OR 46 shows ?/?/?/?/?. However, block 42 OR 45 actually has __ “Early Promote” and __ “Must Promote” promotion recommendations assigned.
(43L/OFF OR 46L/ENL) Unauthorized promotion recommendation due to the PFA information provided in block 41 or 43, Comments on Performance. The member has received three or more PFA failures in a 4-year period. Per OPNAVINST 6110.1H, for a reporting period in which a member fails their third or more PFAs in the most recent 4-year period, the member shall receive a grade no greater than 1.0 in “Military Bearing”, a mark of “Significant Problems” and for enlisted personnel, retention must be marked “Not Recommended”. (For report written on or after 1 MAY 2000).
(45/OFF OR 50/ENL) The report is not signed by the reporting senior.
(BLOCK 47) Entry required in block 47, Enlisted Retention.
(46A/OFF OR 51A/ENL) The report is not signed by the member. The reporting senior may write “Certified Copy Provided” in the member’s signature block if the report is not adverse. “Unsigned Advance Copy” is no longer an authorized entry.
(46B/OFF OR 51B/ENL) Report is considered adverse. “Certified Copy Provided” is not authorized. Member’s signature required. If member refused to sign report, the reporting senior must indicate that in the member’s signature block and initial the entry.
(47/OFF OR 52/ENL) The report is not signed by the regular reporting senior. (For concurrent reports only).
(NOTE 2/A) Due to a form location error during the processing of the report, the report is not legible for file. Please provide a clear and legible copy of the report(s) for re-scanning into the digitized records/microfiche.
(NOTE 2/B) Back page scanned first. Front page scanned last.
(NOTE 2/D) Due to a processing error, the report has been scanned in incorrectly (front and back page does not match, missing front or back page or overlapping reports). Please provide a clear and legible copy of the report(s) for re-scanning into the digitized records/microfiche.
(NOTE 2/E) Regular reporting senior must initial block 17, Regular, if it is their intent for the Concurrent report to be the regular report for continuity purposes.
(NOTE 2/F) The report is invalid. Submitted on wrong form. Please resubmit.
(NOTE 2/H) Member currently has a __________report on file submitted by ___________________, covering the reporting period of __________________. Only one regular report is authorized. Unless otherwise directed, the report already on file is the official report of record.
(NOTE 2/I) Invalid summary group. Block (43 or 46), Summary, must be the same on each report.
(NOTE 2/J) Correction to the remainder of the summary group is required. All other performance evaluations in the summary group have been accepted to the official record in error. Either submit a separate supplemental letter on each member, correcting the summary line, or change the 1.0 trait grade or 2.0 trait grade ICO ______________ to a 2.0 or 3.0.
(NOTE 2/K) Correction to the remainder of the summary group is required. All other performance evaluations in the summary group have been accepted to the official record in error. Contact PERS 311 in order to determine which members require a supplemental letter or supplemental report. Please correct each summary line in the summary group and resubmit.
(NOTE 2/L) Report is filed in wrong service record (information provided via End of Board Report).
(NOTE 2/M) PSR Data differs from actual performance report.
(NOTE 2/N) Member listed as reporting senior in blocks 22 through 27 is not authorized based on grade listed in block 23.
(NOTE 2/P) The maximum promotion recommendation allowed for non-LDO Ensign and Lieutenant (Junior Grade) officers is ‘Promotable’.