NAVFIT98 Error Codes
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.
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.
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. (Officers Only)
(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. (Officers Only)
(8B) Invalid entry in block 8, Promotion Status. “APPROVED” is only an authorized
entry for block 21, Billet Subcategory.
(8C) Missing entry in 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(OFF) or 43(ENL), Comments on Performance,
justification for the submission of a Special report. Refer to reference (a), Annex D,
pages D-3 and D-4.
(10-13D) Special fitness reports for superior performance or recommendations are
specifically prohibited for officers. Refer to reference (a), Annex D, page D-5. (Officers
Only)
(10-13E) Invalid or Unauthorized justification for the submission of a Special report.
Refer to reference (a), Annex D, pages D-3 through D-5.
(10-13F) (AT/SPECIAL REPORT) Invalid “Special” report. Per NAVADMIN 049/97,
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 "?".
(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.
Refer to reference (a), Annex A, page A-3.
(14-15C) Period of report exceeds maximum authorized limit of 15 months. Refer to
reference (a), Annex D, page D-1.
(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.
(16A) Not observed reports (NOB) can not be adverse. Promotion recommendation
required. Refer to reference (a), Annex G, page G-2.
(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. A promotion recommendation is
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. Per NAVADMIN 063/00, all Navy
personnel, regardless of age, shall participate in a semi-annual PFA.
(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 a special billet subcategory entry of "Special??" in block 21
(Billet Subcategory). This entry must be approved in advance by CHNAVPERS. Refer
to reference (a), annex A, pages A-4 and A-5.
(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. Refer to reference (a), Annex A, page A-8.
(33-39B) Maximum trait grade allowed with a failed PRT entry in block 20 is 2.0. For
reports written prior to 01MAY00.(This error invalidates the entire summary group)
(41/OFF OR 43/ENL) Block 41 OR 43, Comments on Performance, cannot be
(handwritten or centered). Refer to reference (a), Annex N, page N-1.
(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).
Refer to reference (a), Annex G.
(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). Refer to reference (a), Annex G.
(45D/ENL) A “Progressing" promotion recommendation may not be marked if an
advancement recommendation is already in effect in the current grade. Refer to
reference (a), Annex Q, page Q-1. (This error invalidates the entire summary group)
(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).(This error invalidates the entire summary group)
(43B/OFF OR 46B/ENL) The maximum promotion recommendation allowed with any
trait graded 2.0 is Promotable. Refer to NAVOP 043/95. (This error invalidates the
entire summary group)
(43C/OFF OR 46C/ENL) Promotion recommendation quota exceeds maximum limit
authorized for (Must or Early) promote. Refer to reference (a), Annex A, page A-13.
(This error invalidates the entire summary group)
(43D/OFF OR 46D/ENL) A promotable recommendation may not be assigned with
three or more traits graded 2.0. Refer to NAVOP 043/95. (This error invalidates the
entire summary group)
(43E/OFF OR 46E/ENL) A Promotable, Must Promote or Early Promote promotion
recommendation may not be assigned with any trait graded 1.0. Refer to NAVOP
043/95. (This error invalidates the entire summary group)
(43F/OFF OR 46F/ENL) The maximum promotion recommendation allowed with a
failed PRT entry in block 20 is Promotable. For reports written prior to 01May00. (This
error invalidates the entire summary group)
(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. Refer to NAVOP 043/95.
(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. Refer to reference (a), Annex A, page
A-14 for the Officer Summary Group Table or Annex A, page A-15 for the Enlisted
Summary Group Table. Promotion recommendation quota exceeds maximum limit
authorized for (Must or Early Promote). Refer to reference (a), Annex A, page A-13.
(This error invalidates the entire summary group)
(43J/OFF OR 46J/ENL) Correct block (43 OR 46), Summary. Each column must have
an entry. Refer to reference (a), Annex A, pages A-14 and A-20 (FITREP) or pages A-
15 and A-22(EVAL). (This error invalidates the entire summary group)
(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. Refer to reference (a), Annex
A, page A-13.
(45/OFF OR 50/ENL) The report is not signed by the reporting senior. Refer to
reference (a), Annex A, page A-16.
(BLOCK 47) Entry required in block 47, Enlisted Retention.
(46A/OFF OR 51A/ENL) The report is not signed by the member. Per NAVADMIN
175/98, 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.
Refer to reference (a), Annex O.
(47/OFF OR 52/ENL) The report is not signed by the regular reporting senior. Refer
to reference (a), Annex A, page A-16 and Annex E, page E-2. (For concurrent reports
only).
(NOTE 2/A, 2/B, 2/D OR 2/G) 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.
(OR) Due to a processing error, the report has been scanned in incorrectly
(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. Refer to
reference (a), Annex E.
(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/OFF OR 46/ENL), Summary, must be the
same on each report. Refer to referene (a), annex A, page A-14 for the Officer
Summary Group Table.
(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. Refer to reference (a), Annex B.
These error reasons have been assigned a specific code to identify the
reason for rejection.
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.
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. (Officers Only)
(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. (Officers Only)
(8B) Invalid entry in block 8, Promotion Status. “APPROVED” is only an authorized
entry for block 21, Billet Subcategory.
(8C) Missing entry in 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(OFF) or 43(ENL), Comments on Performance,
justification for the submission of a Special report. Refer to reference (a), Annex D,
pages D-3 and D-4.
(10-13D) Special fitness reports for superior performance or recommendations are
specifically prohibited for officers. Refer to reference (a), Annex D, page D-5. (Officers
Only)
(10-13E) Invalid or Unauthorized justification for the submission of a Special report.
Refer to reference (a), Annex D, pages D-3 through D-5.
(10-13F) (AT/SPECIAL REPORT) Invalid “Special” report. Per NAVADMIN 049/97,
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 "?".
(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.
Refer to reference (a), Annex A, page A-3.
(14-15C) Period of report exceeds maximum authorized limit of 15 months. Refer to
reference (a), Annex D, page D-1.
(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.
(16A) Not observed reports (NOB) can not be adverse. Promotion recommendation
required. Refer to reference (a), Annex G, page G-2.
(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. A promotion recommendation is
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. Per NAVADMIN 063/00, all Navy
personnel, regardless of age, shall participate in a semi-annual PFA.
(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 a special billet subcategory entry of "Special??" in block 21
(Billet Subcategory). This entry must be approved in advance by CHNAVPERS. Refer
to reference (a), annex A, pages A-4 and A-5.
(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. Refer to reference (a), Annex A, page A-8.
(33-39B) Maximum trait grade allowed with a failed PRT entry in block 20 is 2.0. For
reports written prior to 01MAY00.(This error invalidates the entire summary group)
(41/OFF OR 43/ENL) Block 41 OR 43, Comments on Performance, cannot be
(handwritten or centered). Refer to reference (a), Annex N, page N-1.
(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).
Refer to reference (a), Annex G.
(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). Refer to reference (a), Annex G.
(45D/ENL) A “Progressing" promotion recommendation may not be marked if an
advancement recommendation is already in effect in the current grade. Refer to
reference (a), Annex Q, page Q-1. (This error invalidates the entire summary group)
(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).(This error invalidates the entire summary group)
(43B/OFF OR 46B/ENL) The maximum promotion recommendation allowed with any
trait graded 2.0 is Promotable. Refer to NAVOP 043/95. (This error invalidates the
entire summary group)
(43C/OFF OR 46C/ENL) Promotion recommendation quota exceeds maximum limit
authorized for (Must or Early) promote. Refer to reference (a), Annex A, page A-13.
(This error invalidates the entire summary group)
(43D/OFF OR 46D/ENL) A promotable recommendation may not be assigned with
three or more traits graded 2.0. Refer to NAVOP 043/95. (This error invalidates the
entire summary group)
(43E/OFF OR 46E/ENL) A Promotable, Must Promote or Early Promote promotion
recommendation may not be assigned with any trait graded 1.0. Refer to NAVOP
043/95. (This error invalidates the entire summary group)
(43F/OFF OR 46F/ENL) The maximum promotion recommendation allowed with a
failed PRT entry in block 20 is Promotable. For reports written prior to 01May00. (This
error invalidates the entire summary group)
(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. Refer to NAVOP 043/95.
(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. Refer to reference (a), Annex A, page
A-14 for the Officer Summary Group Table or Annex A, page A-15 for the Enlisted
Summary Group Table. Promotion recommendation quota exceeds maximum limit
authorized for (Must or Early Promote). Refer to reference (a), Annex A, page A-13.
(This error invalidates the entire summary group)
(43J/OFF OR 46J/ENL) Correct block (43 OR 46), Summary. Each column must have
an entry. Refer to reference (a), Annex A, pages A-14 and A-20 (FITREP) or pages A-
15 and A-22(EVAL). (This error invalidates the entire summary group)
(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. Refer to reference (a), Annex
A, page A-13.
(45/OFF OR 50/ENL) The report is not signed by the reporting senior. Refer to
reference (a), Annex A, page A-16.
(BLOCK 47) Entry required in block 47, Enlisted Retention.
(46A/OFF OR 51A/ENL) The report is not signed by the member. Per NAVADMIN
175/98, 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.
Refer to reference (a), Annex O.
(47/OFF OR 52/ENL) The report is not signed by the regular reporting senior. Refer
to reference (a), Annex A, page A-16 and Annex E, page E-2. (For concurrent reports
only).
(NOTE 2/A, 2/B, 2/D OR 2/G) 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.
(OR) Due to a processing error, the report has been scanned in incorrectly
(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. Refer to
reference (a), Annex E.
(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/OFF OR 46/ENL), Summary, must be the
same on each report. Refer to referene (a), annex A, page A-14 for the Officer
Summary Group Table.
(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. Refer to reference (a), Annex B.
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