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Error Codes/Reasons 
 

There are over 98 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, "CHIEF" and "ENL" for enlisted. This entry differentiates between an officer fitness, chief evaluation (E7 thru E9) and enlisted evaluation (E6 and below)  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. 

(8C) Complete block 8, Promotion Status.  This is a required entry.

(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)  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. 

(14-15A)   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. 

(16C) NOB reports that do not have a promotion recommendation, must not have more than three(3) graded trait marks, in order to be accepted as a Partial NOB report.  

(17-19A)   Entry required in blocks 17 through 19, Type of Report.  

(17-19B)  Reporting senior title must be Commander or Officer in Charge in block 25 on an OPS CDR report.

(17-19C)  Member must be identified as a Commander or Officer in Charge in block 21, 28, and/or block 29 on an OPS CDR report.

(20A)   Missing or invalid entry in block 20, Physical Readiness.  

Please Note:  Enter the below message in the "OTHER" field on you reject letter if block 20 has an invalid PFA Code on any report ending 1 August 2010 or later.

For performance reports with an end date (block 15) of 1 August 2010 or later, commands are required to enter a one-letter PFA Code in block 20 for each PFA cycle completed during the reporting period.  Refer to NAVADMIN 193/10. 

(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.     

(22-27)   Block 27, Reporting Senior’s SSN, is a required entry in order to compute reporting senior’s cumulative average.  Please provide.    

(22-27)  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/CHIEF)   Block 41, Comments on Performance, cannot be (handwritten or centered).  

(42A-OFF/CHIEF)   Provide individual promotion recommendation.  Entry required.   

(42B-OFF /CHIEF)   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. 

(42C/OFF/CHIEF)   A promotion recommendation in blocks 42 and 43 (FITREP)  may not be given if blocks 33 through 39 are marked not observed (NOB).

(43/ENL)  Block 43, Comments on Performance, cannot be handwritten.  

(43A-OFF/CHIEF)   Missing reports from summary group.  Summary line, block 43 shows a total of ___ reports.  Only ___ reports received.  Please provide missing report(s).  

(43B-OFF/CHIEF)    The maximum promotion recommendation allowed with any trait graded 2.0 is Promotable.   Invalidates the entire summary group.

(43C-OFF/CHIEF)   Promotion recommendation quota exceeds maximum limit authorized for (Must or Early) promote.  Invalidates entire summary group.  

(43D-OFF/CHIEF)   A promotable recommendation may not be assigned with three or more traits graded 2.0.  Invalidates the entire summary group. 

(43E-OFF/CHIEF)    A Promotable, Must Promote or Early Promote promotion recommendation may not be assigned with any trait graded 1.0.   Invalidates the entire summary group.

(43F-OFF/CHIEF)   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/CHIEF)    A Promotable, Must Promote or Early Promote promotion recommendation may not be marked with a trait grade of 2.0 or less in  Equal Opportunity or Character.  Invalidates the entire summary group.    

(43H-OFF/CHIEF)   Block 43, Summary, must have correct entries.  It cannot have 0/0/0/0/0 if a promotion recommendation is to be given.   

(43I-OFF/CHIEF)   Force distribution error.  Correct block 43, Summary, to include each member of the summary group.  Promotion recommendation quota exceeds maximum limit authorized for (Must or Early Promote).   

(43J-OFF/CHIEF)   Correct block 43, Summary.  Each column must have an entry.   

(43K-OFFCHIEF)  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, do not match the totals listed in block 43 OR 46, Summary.  Currently block 43 shows ?/?/?/?/?.  However, block 42 actually has __ “Early Promote” and __ “Must Promote” promotion recommendations assigned.   

(43L-OFF/CHIEF)  Unauthorized promotion recommendation due to the PFA information provided in block 41, 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). 

(43M- OFF/CHIEF)  Invalid summary group.  Force distribution rules in violation.  NOB Report cannot be calculated in the summary group totals.

(43N- OFF/CHIEF)  Individual promotion recommendation marked in block 42 is not aligned with teh entry provided in block 43, Summary.  PERS 32 unable to determine the promotion recommendation.

(45-OFF/CHIEF)   The report is not signed by the reporting senior.  

(45A-ENL)  Provide individual promotion recommendation.  Entry required.

(45B-ENL)  If the report is intended to be an observed report with a promotion recommendation, give the reason in block 43, Comments on Performance.  Otherwise, correct 45 and 46) 

(45C-ENL)  A promotion recommendation in blocks 45 and 46 may not be given if block 33 through 39 are marked not observed (NOB). 

(45D- ENL/CHIEF)  A "Progressing" promotion recommendation may not be marked if an advancement recommendation is already in effect in the current grade.  Invalidates entire summary group. 

(46A-OFF/CHIEF)   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.   

(46A ENL)   Missing report(s) from summary group.  Summary line, block 46 shows a total of ___ reports.  Only ____ reports received.   Please provide missing reports(s).

(46B -- OFF/CHIEF)  Report is considered adverse.  "Certified Copy Provided"  is not authorized.  Member's signature required.  If member refuse to sign report, the reporting senior must indicate that in the member's signature block and initial the entry.

(46B- ENL)  The maximum promotion recommendation allowed with any trait graded 2.0 is Promotable.  Invalidates entire summary group.

(46C - ENL)  Promotion recommendation quota exceeds maximum limit authorized for Must or Early promote.  Invalidates entire summary group.

(46D - ENL) A promotable recommendation may not be assigned with three or more traits graded 2.0.  Invalidates entire summary group.

(46E - ENL)  A Promotable, Must Promote or Early Promote promotion recommendation may not be assigned with any trait graded 1.0.  Invalidates entire summary group.

(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).

(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 35, Equal Opportunity.  Invalidates entire summary group.

(46H - ENL)  Block 46, Summary, must have correct entries.  It cannot have 0/0/0/0/0 if a promotion recommendation is to be given.

(46I - ENL)  Force distribution error.  Correct block 46, Summary, to include each member in the summary group.  Promotion recommendation quota exceeds maximum limit authorized for Must or Early Promote.

(46J - ENL)  Correct block 46, Summary.  Each column must have an entry.

(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 45, do not match the totals listed in block 46, Summary.  Currently block 46 shows ?/?/?/?/?.  However, block 45 actually has __ "Early Promote" and __ "Must Promote" promotion recommendations assigned.

(46L - ENL)  Unauthorized promotion recommendation due to the PFA information provided in block 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)

(46M - ENL)  Invalid summary group.  Force distribution rule in violation.  NOB Report cannot be calculated in the summary group total.

(46N - ENL)  Individual promotion recommendation marked in block 45 is not aligned with the entry provided in block 46, Summary.  PERS 32 unable to determine the promotion recommendation. 

(47- OFF/CHIEF)   The report is not signed by the regular reporting senior.  (For concurrent reports only). 

(47 - ENL)  Entry required in block 47, Enlisted Retention.

(50 - ENL)  The report is not signed by the reporting senior.

(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.

(51B - ENL)  Report is considered adverse.  "Certified Copy Provided" is not authorized Member's signature required.  If member refuse to sign report, the reporting senior must indicate that in the member's signature block and initial the entry.

(52 - ENL)  The Concurrent Report is not countersigned by the regular reporting senior.NOTE

(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)  The report is invalid.  Submitted on wrong form.  Please resubmit.  

(NOTE 2/C)  Member currently has a ____________________report on file submitted by __________________,covering the reporting period of ___________________. Only one regular repor is authorized.  Unless otherwise directed, the report already on file is the official report of record. 

(NOTE 2/D OFF/CHIEF)   Invalid summary group.  Block 43, Summary, must be the same on each report.

(NOTE 2/D - ENL)  Invalid summary group.  Block 46, Summary, must be the same on eaach report.

(NOTE 2/E)    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/F)    Due to violation of force distribution guidelines, the enclosed group of reports is unacceptable fo file.  Performance evaluations ICO ____________________ have been accepted to the official record in error and all of these reports, should have been combined in accordance to the summary group table listed in reference(a).  Corrrection to the entire summary group is required.  Contact (901)  874-3506 for specific correction details and required Supplemental Information guidance.

(NOTE 2/G)  Member listed as reporting senior in blocks 22 through 27 is not authorized based on grade listed in block 23.   

(NOTE 2/H)    The Maximum promotion promotion recommendation allowed for no-LDO Ensign and Lieutenant (Junior Grade) officers is "Promotable".

 

 

NAVY PERSONNEL COMMAND: 5720 Integrity Drive, Millington TN 38055-0000 
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