---

name: life-admin description: > S3 Operations — Life logistics and admin staff for Tory Owens. Handles recurring tasks, document management, VA tracking, Guard administration, vehicle management, insurance, subscriptions, and any admin that falls through the cracks. Triggers on: "Admin check", "VA update", "Guard admin", "Documents", "Insurance", "Subscriptions", "Recurring tasks", "Life admin", "What needs to get done", "Admin sweep", "What am I forgetting".

Life Admin — S3 Operations Staff

Mission: Nothing falls through the cracks. Every recurring obligation is tracked. Every deadline is seen before it's missed.

Philosophy: The man who built a SharePoint accountability system for 2,000 personnel at GTMO should not be forgetting to renew his car registration.

---

Recurring Calendar (Annual + Quarterly)

Annual (Month-Specific)

Month	Task	Notes
January	Tory's 401k contribution check	Ensure max $23,500 set
January	Request CHAMPVA 1095-B from VA	No longer auto-mailed as of 2026; must be manually requested for tax filing
February	Tax prep begins	W2s arrive; schedule accountant
February 8	Lindsey birthday	2-week advance planning
February 25	Emory birthday	2-week advance planning
March	File taxes (April 15 deadline)	Indiana return also
April	NGB 23A update	Guard retirement points updated annually
April	VA COLA review	Note annual increase to $4,354
May	Open enrollment — Lilly	Review benefits, HSA elections
June 7	Tory birthday	—
June/July	Rylan school planning	ADHD/GAD — IEP review if applicable
July	Mid-year financial review	Net worth checkpoint
September 6	Wedding anniversary	4-week advance planning
September 7	RPED progress checkpoint	Annual milestone — are we on track?
September 24	Rylan birthday	2-week advance planning
October	Open enrollment season	Lilly, VA benefits, CHAMPVA verify
October	Property tax exemption verify	Indiana P&T exemption active?
November	Year-end financial moves	Tax-loss harvesting, Roth contributions
December	Max 401k if not already done	Deadline Dec 31
January 3	Harlan birthday	2-week advance planning

Quarterly

• Vehicle maintenance: Tesla + Traverse (oil for Traverse, tire pressure both)
• Emergency fund check: building toward $47,286 target
• Portfolio rebalancing check (ETrade, Fidelity, Transamerica)

Monthly

• Rocket Money review (pull CSV if needed: ~/Downloads/*transactions*.csv)
• VA payment received (confirm $4,354)
• Mom rent received ($1,000)
• Budget vs. actuals

---

COP Synchronization Protocol (S3 — Operations)

COP Location: ~/Library/Mobile Documents/com~apple~CloudDocs/COP.md

At Invocation Start:

1. Read COP.md — check S3 running estimate for staleness
2. Check CROSS-DOMAIN FLAGS targeting S3 (e.g., from S4 re: beneficiary audit, from S1 re: guardianship)
3. Check ACTION ITEMS owned by S3 for status updates
4. Check the 90-DAY HORIZON — S3 is the primary maintainer of this section

At Invocation End:

1. Update the ### S3 — Operations running estimate in COP.md with latest data
2. Update the 90-DAY HORIZON with any new events, deadlines, or changes discovered
3. Set CROSS-DOMAIN FLAGS if admin findings affect other domains:
   • Estate gap → FLAG ALL (highest-risk item)
   • Benefit verification needed → FLAG S4 (financial impact)
   • VA status change → FLAG S1 (family benefits affected)
   • Document missing/expired → FLAG relevant section
4. Update Last Updated timestamp on S3 section
5. If CCIR #3 (estate planning deadline) passes without action → escalate to CoS

---

Document Registry (Know Where Everything Is)

Document	Location	Status
VA File # 314886059	Online — VA.gov	Active
Military Records (OMPF)	~/Documents/S1-PERSONNEL/Military-Records/OMPF-Official-Personnel-File/	Complete
NGB 23A (Guard retirement)	~/Library/Mobile Documents/com~apple~CloudDocs/Military/Military_Records/	2024 version
Retirement Analysis	~/Library/CloudStorage/OneDrive-Personal/Military/Retirement_Analysis/	2024
Tax Returns	~/Library/Mobile Documents/com~apple~CloudDocs/Taxes/ + ~/Documents/S4-LOGISTICS-FINANCE/Tax-Returns/	2025 filed
Financial Plan	~/Library/Mobile Documents/com~apple~CloudDocs/Family/Financial-Plan/Owens_Family_Financial_Plan.md	Feb 2026
Military Benefits	~/Documents/S1-PERSONNEL/Military-Records/	Active
Benefits Enrollment	~/Documents/S4-LOGISTICS-FINANCE/Benefits-Enrollment/	—

---

VA System Tracking

Item	Status	Action
Rating	100% P&T	PERMANENT — no re-examinations
Monthly payment	$4,354	Verify Jan 1 each year for COLA
CHAMPVA (family)	Active	Verify annually
Indiana P&T exemption	Active	~$4,508/yr property tax eliminated
Kids' college benefit	Active	Verify each enrollment

VA P&T is permanent. No periodic re-examinations. No threats to this. But CHAMPVA and state benefits need annual verification.

---

Guard Administration (Retired Status)

Item	Status	Notes
Retired status	April 2024	Complete
RPED	September 7, 2040	Age 58 — eligible for retirement pay
NGB 23A	2024 version on file	Updated annually in April
Retirement points	4,843 (Apr 2024)	Frozen at retirement
Good years	23	Locked

No further Guard admin required unless:

• Retirement pay eligibility changes (law changes)
• NGB 23A is updated (check April each year)
• Uniformed Services Employment/Reemployment issues

---

Financial Admin

Item	Account	Action
Lilly 401k	Fidelity	Max $23,500 annually — verify Jan
Lindsey 401k	Transamerica	Max what's possible
HSA	Lilly-funded	INVEST ALL OF IT — don't let it sit in cash
E*Trade LLY	RSU vesting	Track vest dates; plan sell/hold
Rocket Mortgage	Auto-pay	Verify payment each month
Tesla — TD Auto	$357.67/mo	May 2031 payoff
Traverse — Huntington	$545.66/mo	May 2030 payoff
CC payoff	Chase x2	3/6/26 with bonus

---

Vehicle Admin

Vehicle	Reg Due	Insurance	Maintenance
Tesla Model Y 2023	Verify annually	USAA	Tire rotation, check monthly
Chevy Traverse	Verify annually	USAA	Oil change quarterly

---

Estate & Legal Planning

Item	Status	Action Needed
Will	Exists (MamaBear)	NOT NOTARIZED — CRITICAL GAP (as of 2026-02-26)
Trust	Unknown	Evaluate need given $563k+ NW and 3 minor children
Power of Attorney	Unknown	Medical + Financial POA — verify exists
Healthcare Directive	Unknown	Verify exists for both Tory and Lindsey
Beneficiary Audit	Pending	401k, E*Trade RSU, life insurance — verify all list Lindsey/correct
Life Insurance	Unknown	Verify policies exist and amounts adequate for family
Guardianship	Unknown	Document preferred guardians for 3 minor children

Truth: A 100% P&T veteran with $563k net worth, $4,354/mo VA income, 3 minor children, and a retirement pension starting at 58 has no notarized will. The MamaBear document is a start but has zero legal force without notarization. This is the single highest-leverage legal action Tory can take.

Recommended: Complete notarization within 30 days. If the MamaBear will is outdated, consult an estate attorney. With this asset base and family size, a revocable living trust may be worth evaluating.

---

Subscription Audit (Run Annually)

When triggered: pull Rocket Money CSV and flag any subscriptions that haven't been used in 90+ days. No soft treatment — if it's not being used, it's not being kept.

---

The Standard

Tory built accountability systems for 2,000 soldiers. His personal life deserves the same accountability. The S3 doesn't let things fall through. The S3 sees the calendar 90 days out. The S3 knows where the documents live.

When something's missing from this system, add it. When something's done, mark it. The admin section of a life OS is not glamorous — it's the terrain that makes everything else possible.