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The Family Liaison Office

**Table of Contents**

[Message from the Family Liaison Office 1](#__RefHeading___Toc154287789)

[Evacuation Definitions 3](#__RefHeading___Toc154287790)

[Choosing Your Safehaven: Factors to Consider
5](#__RefHeading___Toc154287791)

[The Metropolitan Washington, DC Area 5](#__RefHeading___Toc154287792)

[Other Locations within the United States
5](#__RefHeading___Toc154287793)

[Alternate Foreign Safehaven 5](#__RefHeading___Toc154287794)

[Changing Locations 6](#__RefHeading___Toc154287795)

[Coping Strategies for Evacuees 7](#__RefHeading___Toc154287796)

[Make contingency plans 7](#__RefHeading___Toc154287797)

[Plan for the long term 7](#__RefHeading___Toc154287798)

[Use resources 7](#__RefHeading___Toc154287799)

[Create a "normal" life 7](#__RefHeading___Toc154287800)

[Keep in touch 8](#__RefHeading___Toc154287801)

[Pets in an Evacuation 9](#__RefHeading___Toc154287802)

[Evacuation Allowance Overview 10](#__RefHeading___Toc154287803)

[Pertinent Regulations 10](#__RefHeading___Toc154287804)

[Purpose 10](#__RefHeading___Toc154287805)

[Safehaven 10](#__RefHeading___Toc154287806)

[Travel Expenses 11](#__RefHeading___Toc154287807)

[Subsistence Expense Allowance (SEA) 12](#__RefHeading___Toc154287808)

[Air freight 13](#__RefHeading___Toc154287809)

[Transportation Allowance 13](#__RefHeading___Toc154287810)

[Lease Coverage 13](#__RefHeading___Toc154287811)

[Household Effects (HHE)/Personally Owned Vehicle (POV)
14](#__RefHeading___Toc154287812)

[Education Allowance 14](#__RefHeading___Toc154287813)

[Tandem Couples 15](#__RefHeading___Toc154287814)

[Length of the Evacuation 15](#__RefHeading___Toc154287815)

[More on Subsistence Expense Allowance 16](#__RefHeading___Toc154287816)

[Per Diem and Meals and Incidental Expenses
16](#__RefHeading___Toc154287817)

[Lease Coverage 16](#__RefHeading___Toc154287818)

[Daily Transportation Allowance 16](#__RefHeading___Toc154287819)

[Airfreight Replacement Allowance 16](#__RefHeading___Toc154287820)

[Subsistence Expense Allowance Application
18](#__RefHeading___Toc154287821)

[Calculating the Subsistence Expense Allowance
19](#__RefHeading___Toc154287822)

[Checklist for Evacuees Returning to Post
20](#__RefHeading___Toc154287823)

[Frequently Asked Questions on Evacuation
23](#__RefHeading___Toc154287824)

[General 23](#__RefHeading___Toc154287825)

[Safehaven 24](#__RefHeading___Toc154287826)

[Subsistence Expense Allowance (SEA) and Advance Payments
26](#__RefHeading___Toc154287827)

[Travel Allowances 31](#__RefHeading___Toc154287828)

[Education Allowances 33](#__RefHeading___Toc154287829)

[Transitional Separate Maintenance Allowances (TSMA)
36](#__RefHeading___Toc154287830)

[Separate Maintenance Allowances (SMA) 38](#__RefHeading___Toc154287831)

[Single Parents / Tandem Couples 41](#__RefHeading___Toc154287832)

[Shipments and Property Claims 42](#__RefHeading___Toc154287833)

[Termination of Evacuation 43](#__RefHeading___Toc154287834)

[Involuntary Separate Maintenance Allowance (ISMA)
43](#__RefHeading___Toc154287835)

[TSMA & Evacuation 45](#__RefHeading___Toc154287836)

[Evacuation Contacts 49](#__RefHeading___Toc154287837)

[All Agencies at Post 49](#__RefHeading___Toc154287838)

[U.S. Department of State 49](#__RefHeading___Toc154287839)

[U.S. Agency for International Development (USAID)
51](#__RefHeading___Toc154287840)

[Drug Enforcement Administration (DEA) 53](#__RefHeading___Toc154287841)

[Federal Bureau of Investigation (FBI) 53](#__RefHeading___Toc154287842)

[Foreign Agriculture Service (FAS) 53](#__RefHeading___Toc154287843)

[Foreign Commercial Service (FCS) 53](#__RefHeading___Toc154287844)

[Homeland Security 54](#__RefHeading___Toc154287845)

[United States Secret Service 54](#__RefHeading___Toc154287846)

[Voice of America/ International Broadcasting Bureau (VOA/IBB)
54](#__RefHeading___Toc154287847)

[General Resources 55](#__RefHeading___Toc154287848)

[A Message from the Office of Medical Services
55](#__RefHeading___Toc154287849)

[Evacuee Medical Information 56](#__RefHeading___Toc154287850)

[Hotels and Lodging in the Washington, DC Area
58](#__RefHeading___Toc154287851)

[Hotel/Suite Chains in Greater Metro DC
59](#__RefHeading___Toc154287852)

[Hotels Frequently Used by FS Personnel
61](#__RefHeading___Toc154287853)

[Car Rental Information 61](#__RefHeading___Toc154287854)

[School District Contact Information - Washington, DC Area
62](#__RefHeading___Toc154287855)

[Other School Resources on the Internet
63](#__RefHeading___Toc154287856)

Welcome Back!

Published by the Family Liaison Office

Revised December 2006

[]{#__RefHeading___Toc154287789 .anchor}Message from the Family Liaison
Office

Dear Evacuee:

Welcome back. Your last few days have probably been difficult and you
have not had a chance to plan or think things through. This evacuation
information was put together by the Family Liaison Office as a resource
and guide to help you settle into life in your safehaven.

**The Family Liaison Office (FLO):** FLO is here to assist as you try to
bring some order back into your lives. We provide services in three
areas:

-   *The Crisis Management and Support Officer* and *Program Assistant*
    are your principal FLO points of contact. They can help you navigate
    the world of allowances and regulations. They will also remain in
    contact with your community during the entire evacuation.

-   *The Employment Program Coordinator* can provide information for
    family members on employment and other opportunities in the DC area.

-   *The Education and Youth Officer* can assist with your children's
    educational needs in the DC area and with information on boarding
    schools throughout the country.

Please feel free to call or stop by to meet with the FLO staff. Note
that as of mid-January, 2006, unless you have a valid Department of
State Smart ID, you must **enter the building through the C Street
(diplomatic) entrance**. All visitors must be screened in exterior
security screening facilities at the C Street lobby for clearance into
the building. Our contact information follows:

> Harry S Truman Building (Main State)\
> 22^nd^ and C Street NW, Room 1239
>
> Washington, DC 20520
>
> Telephone: (202) 647-1076, or toll-free (800) 440-0397
>
> Fax: (202) 647-1670
>
> Email: <flo@state.gov>
>
> For Evacuation Questions: <FLOAskEvacuations@state.gov>
>
> Website:
> [**http://www.state.gov/m/dghr/flo**](http://www.state.gov/m/dghr/flo)

**The** **Employee Consultation Service (ECS):** is a **confidential**
counseling service available to evacuees and their families. The office
is staffed by clinical social workers who meet with clients by
appointment, on a drop-in basis, through e-mail or by phone. Many
evacuees have found it helpful to talk with them about difficulties
their children are experiencing handling a sudden move as well as about
their own reactions. The clinical social workers are available for
individuals and/or group counseling.

> Employee Consultation Service\
> Columbia Plaza, SA-1, H-246\
> Telephone: (202) 663-1815. FAX: (202) 663-1456\
> Email: <MEDECS@state.gov>

**The Transitions Center at the George P. Schultz** **National Foreign
Affairs Training (FSI):** offers many courses of interest to Foreign
Service family members. To register, email <FSITCTraining@state.gov>
with your name, address, agency, and social security number. Indicate
that you are an evacuee.

> The Transition Center,
>
> George P. Schultz National Foreign Affairs Training Center
>
> 4000 Arlington Blvd., Arlington, VA 22204
>
> Telephone: (703) 302-7268
>
> Fax: (703) 302-7452
>
> Email: <FSITCTraining@state.gov>
>
> Website:
> [**http://www.state.gov/m/dghr/flo**](http://www.state.gov/m/dghr/flo)

Please call the Family Liaison Office as soon as possible (at (202)
647-1076 or 1 (800) 440-0397 or email <flo@state.gov>) to let us know
your safehaven address, telephone number(s), and your email address. We
would like to stay in contact with you throughout your time in the
United States and need to be able to contact you quickly if there is a
change in the evacuation status. If you are in the Washington area, we
will also arrange occasional briefings to provide opportunities to hear
what is happening and to ask questions on both political and
administrative matters. We can also help you process the financial
paperwork for your evacuation. Once again, welcome back. We look forward
to assisting you in any way we can.

> Sincerely,
>
> Ann Greenberg, Director

[]{#__RefHeading___Toc154287790 .anchor}Evacuation Definitions

***The primary purpose of the evacuation of a U.S. Mission is for the
safety and security of Mission personnel and their families. The
following definitions are in accordance with Department of State
regulations. Please note that the military uses slightly different
definitions for some of these terms.***

**\
Authorized Departure:** This type of evacuation is voluntary for
official family members and non-emergency direct-hire employees. It
allows the Chief of Mission greater flexibility in determining which
employees or groups of employees may depart. There is no difference in
benefits between authorized and ordered departure. *The employees and
family members who choose to depart post on authorized departure may not
choose when to return to post.* They may not return until the Under
Secretary for Management has lifted the evacuation.

**Ordered Departure:** An Ordered Departure evacuation is not voluntary.
Family members and non-emergency staff are ordered to depart post on
evacuation status. It is not uncommon for the status of an evacuation to
shift from authorized to ordered, depending upon the situation at post.
In some evacuations, all staff must leave and operations are temporarily
suspended at post. Members of Household (MOH) are entitled to evacuation
assistance, but cannot be ordered to depart. However, it is important to
note that if an MOH is occupying USG housing, and the Chief of Mission
(COM) feels that the presence of MOHs in post housing could impact post
security resources or otherwise affect post operations, then the COM can
direct the employee to move MOHs out of USG housing. In addition, if the
MOH remains at post, they would not have access to official post
facilities and services while the employee remains on evacuation.

**Drawdown:** Refers to the evacuation of family members and
non-emergency staff, leaving emergency personnel at post. One of the
tasks of the Emergency Action Committee at post is to determine which
staff positions would be necessary during a crisis. In an evacuation,
the post would be ***drawn down*** to that number, unless the crisis
required the temporary closure of the post.

**Safehaven:** When personnel and family members are evacuated from
post, the official safehaven destination is the United States. Employees
must report to their agency headquarters, while family members may
choose a safehaven location anywhere in the United States and Puerto
Rico; they are not required to return to their home leave address.
Employees may request an alternate foreign safehaven for family members,
however, the request must be approved by the Under Secretary for
Management.

**Subsistence Expense Allowance (SEA):** The allowance given to official
evacuees, based on locality per diem.

# Meals & Incidental Expenses (M&IE): Part of the Subsistence Expense Allowance, M&IE is a flat rate not requiring receipts (amount varies depending on locality). 

**Commercial lodging:** Any temporary lodging, such as a hotel, for
which one pays a rent and can produce a receipt.

**Non-commercial lodging:** A lodging for which one does not pay a
receipted rent, such as one's own home or a relative's residence.

**Separate Maintenance Allowance (SMA):** An allowance available to
employees whose official family members have not chosen to accompany the
employee for a tour of duty at a particular post. The employee may be
eligible for ***Involuntary Separate Maintenance Allowance (ISMA)***
when, after an evacuation, family members are not allowed to return to
post but the employee does.

**Transitional Separate Maintenance Allowance (TSMA):** Following the
termination of an evacuation and the conversion of a post to an
unaccompanied status, or for educational reasons following the
termination of an evacuation and reversion of post to accompanied
status, the employee may be eligible to receive TSMA. Consult the
Department of State Standardized Regulations 262.3 for a complete
explanation of the eligibility requirements of these benefits.

[]{#__RefHeading___Toc154287791 .anchor}Choosing Your Safehaven: Factors
to Consider

In an evacuation situation, family members may choose a safehaven at any
point in the United States, including Alaska, Hawaii, and Puerto Rico.
They do not necessarily have to choose their home leave address. When
deciding on a safehaven location, family members may want to consider
the following options, and the pros and cons of each.

[]{#__RefHeading___Toc154287792 .anchor}The Metropolitan Washington, DC
Area

If the employee is evacuated, she or he ***must*** report for duty at
the agency headquarters, usually Washington, DC. In this case, family
members may wish to choose Washington as their safehaven point. Family
members earlier evacuated to a U.S. or authorized foreign safehaven may
be permitted to rejoin an employee subsequently evacuated and reporting
to duty in Washington, DC. Being in Washington has certain advantages,
including being able to come into the State Department for briefings
organized by the Family Liaison Office (FLO) or the evacuated post's
Community Liaison Office Coordinator working out of FLO; taking courses
at the Overseas Briefing Center; and having the resources of the
Department near at hand. If a group of evacuees is located in the
Washington area, they have the opportunity to enjoy mutual support, and
an evacuee may feel a little more in touch with the situation at post.

[]{#__RefHeading___Toc154287793 .anchor}Other Locations within the
United States

Often the most important factor for evacuees in making the safehaven
decision is where their network of support is located. If family and
friends are located on the other side of the country from Washington
that may well be the best safehaven for the evacuee. If the employee did
not return to the U.S. on evacuation status, it may be even more
important to be near a source of family support, particularly if there
are small children involved. Although FLO makes every effort to keep in
contact with all evacuees wherever they are located by phone or e-mail,
those located farther from Washington have less access to certain
resources. However, this is often less important to evacuees than the
support of their family, friends and hometown.

[]{#__RefHeading___Toc154287794 .anchor}Alternate Foreign Safehaven

Although the official safehaven for evacuated families is the U.S. and
Puerto Rico (in rare cases the official safehaven may be in a foreign
country), some family members may not have particular ties to the U.S.
and would prefer to choose a foreign location. **Note that the post must
request an alternate foreign [safehaven]{.underline} for a family member
from the Department of State**. If the request is approved, the evacuee
will receive a Subsistence Expense Allowance based on the lowest of the
following: the official safehaven, approved alternate foreign safehaven,
or the standard CONUS rate. If the request was not approved, the evacuee
will not receive travel, evacuation or education benefits.

[]{#__RefHeading___Toc154287795 .anchor}Changing Locations

Once the evacuee has arrived at the safehaven location, he or she will
not be funded for travel to another location during the period of the
evacuation. One exception: Funding for travel is allowed if the travel
is to relocate and rejoin an employee newly returned to the United
States. Family members who move from one location to another during the
evacuation may do so at personal expense. SEA payments will then be
based on the new official safehaven.

[]{#__RefHeading___Toc154287796 .anchor}Coping Strategies for Evacuees

Evacuations elicit a variety of different feelings, but the universal
response to an evacuation is a sense of not being in control of one's
own life. The individual feels powerless, caught in a situation which
affects every aspect of life. Since this feeling is so common, the
following tips are suggested as ways to gain a measure of control over
the situation.

[]{#__RefHeading___Toc154287797 .anchor}Make contingency plans

Decide ahead of time on a safehaven location, organize the documents to
take to post, make plans for the children, MOHs, pets, and have powers
of attorney (including one accepted by your bank or credit union) in
order. Keep and use a copy of FLO's *Evacuation Plan: Don't Leave Home
Without It*. This document can be found online at
<http://www.state.gov/m/dghr/flo>

[]{#__RefHeading___Toc154287798 .anchor}Plan for the long term

Evacuations average 3 - 4 months. While the length of any evacuation is
difficult to predict, those who plan for a longer, rather than a
shorter, period of time experience fewer frustrations.

[]{#__RefHeading___Toc154287799 .anchor}Use resources

While in the Washington, DC area, take some courses at FSI's Transition
Center <http://www.state.gov/m/fsi/tc/>, including the many long
distance training courses available. Consult with the executive office
of your bureau and the FLO employment staff
<http://www.state.gov/m/dghr/flo/c1959.htm> about short-term employment.
The licensed clinical social workers at the Department of State's
Employee Consultation Service at (202) 662-1815 (or their equivalent in
other agencies) may be helpful. Also, the Department of State, USAID and
many other USG agencies have contracts for employee assistance programs
through Information Quest, a free resource and referral service
available around the clock. The phone number is (800) 222-0364 or
(888)262-7848 for the hearing impaired). The website is:
[www.WorkLife4You.com](http://www.WorkLife4You.com/).

[]{#__RefHeading___Toc154287800 .anchor}Create a "normal" life

Develop as normal a routine as possible for yourself and your children.
Try to eat healthy food, get adequate exercise and socialize with family
and friends. If an evacuation lasts more than a month, you may choose to
put the children in school; some overseas schools have virtual programs
so the children can continue their education with the same institution.
Get them involved in activities, and get involved yourself. Pursue
hobbies, do volunteer work, or take a part-time job.

[]{#__RefHeading___Toc154287801 .anchor}Keep in touch

Stay in touch with fellow evacuees, with FLO, your CLO, and/or your
assigned point of contact (i.e. the family liaison specialist for your
agency) throughout the evacuation. You'll be up-to-date on the latest
information from post, and enjoy mutual support with others in the same
situation. FLO (or your agency's family liaison representative) will
phone and/or send e-mails regularly, providing information on the status
of the evacuation, and other important news. With permission, FLO will
share with fellow evacuees your phone number and email address so that
you may stay in contact with friends from post. FLO encourages posts to
permit the CLO Coordinators to work out of the FLO Office during an
evacuation to help maintain a sense of community between the evacuees
and the post. Together, FLO and CLOs may organize Town Hall Meetings in
the Department of State for employees and family members from all
affected agencies.

There are instances when evacuees may not return to post at all. This
can be a very difficult time for many as they have left their homes,
their friends, and the life they knew in that country without having
said goodbye. There is a sense of "unfinished business" about their
post. Many experience an emotional loss. Most people who experience an
evacuation are able to put it into perspective and go on, yet Foreign
Service life never seems quite the same again. The experience may make
evacuees more wary, and hopefully, will influence them to take
contingency planning more seriously in the future. Eventually, the
memory of an evacuation becomes part of the rich tapestry of
experiences, positive and negative, which make up the life of a Foreign
Service family.

[]{#__RefHeading___Toc154287802 .anchor}Pets in an Evacuation

The official policy of the Department of State is that it does not
evacuate pets. In some evacuations pets have accompanied the evacuees at
personal expense, but there are no guarantees as it depends entirely on
the situation. We recommend that, as a part of evacuation contingency
planning, one make several optional plans for the pet so that one is
ready for any situation that might arise in an evacuation. These options
might include:

-   Prepare to take the pet with you when you evacuate. Make sure shots
    are up to date and the pet carrier is ready in case you must quickly
    leave with the pet. Be informed about pet travel regulations of host
    country and any country you must transit. Be aware, again, that you
    are responsible for the cost of the pet\'s evacuation.

-   Think about sending the pet out of country ahead of time if there
    seems to be a likelihood of evacuation, and if there is time.
    Identify someone back home to whom you can send the pet.

-   Identify someone in-country with whom you can leave the pet if there
    is a crisis and you cannot take the pet with you. Make arrangements
    with this person now so that you are prepared in this event.

-   FLO suggests that all these options be in place at once, since one
    cannot predict what form an evacuation will take. Keeping shots up
    to date, your pet in good health and an appropriate carrier ready
    will be important in all these scenarios. The [Overseas Briefing
    Center](http://fsiweb.fsi.state.gov/fsi/tc/obc/pets/default.asp) has
    country-specific information on quarantines and import requirements.
    OBC also has lists of professional pet shipppers.

-   Other web sites of interest regarding pets include:

> [http://www.clubpet.com](http://www.clubpet.com/)
>
> [http://www.interpetexplorer.com]{.underline}
>
> [http://www.petswelcome.com](http://www.petswelcome.com/)
>
> [http://www.travelpets.com](http://www.travelpets.com/)

[]{#__RefHeading___Toc154287803 .anchor}Evacuation Allowance Overview

A Summary of Department of State Regulations for Non-Military Employees
and Eligible Family Members under Evacuation Orders

*The **Department of State Standardized Regulations** apply to all
government civilians in foreign areas but each agency may have further
implementing regulations. Check your agency\'s regulations before
applying the DSSR (for Foreign Affairs agencies consult the FAM)*

[]{#__RefHeading___Toc154287804 .anchor}Pertinent Regulations

Complete authorizing regulations are in Chapter 600, Standardized
Regulations (Government Civilians, Foreign Areas), and may be
supplemented by individual agency regulations and procedures. Additional
Department of State guidance on evacuation benefits is provided in
Chapter 1400 of the Department of State\'s Emergency Planning Handbook
(12 FAH-1).

The authorizing official for evacuation benefits is determined in
accordance with each agency\'s practices and procedures. In the
Department of State, the managing geographic Bureau and the Bureau of
Resource Management normally will determine this. Any official approving
a benefit not clearly authorized by the regulations is responsible for
seeking the advice of an appropriate authority.

[]{#__RefHeading___Toc154287805 .anchor}Purpose

The purpose of evacuation benefits is to help offset added expenses
incurred as a result of an evacuation/authorized departure. The employee
continues to be responsible for normal family living expenses.

[]{#__RefHeading___Toc154287806 .anchor}Safehaven

The United States, including Alaska and Hawaii and the territory of
Puerto Rico, is the official safehaven for eligible family member
evacuees, and Washington, DC or other U.S. duty station is the official
safehaven for all employees. Employees will be notified of the
officially designated safehaven location in any emergency requiring
evacuation. While an alternate foreign safehaven location may be
approved in individual cases by the Secretary of State (who delegates
the authority to the Under Secretary for Management) when considered
necessary and in the best interests of the government, evacuees are not
entitled to the usual diplomatic privileges, immunities or
administrative services. No evacuation benefits are available for
evacuees who proceed to an unauthorized point. If a request for an
alternate foreign safehaven is not approved, evacuation benefits will
not be authorized until the evacuee arrives at the official safehaven.

[]{#__RefHeading___Toc154287807 .anchor}Travel Expenses

Employees are generally authorized travel only to Washington, DC or
other U.S. duty stations.

Eligible family members (EFMs) may travel to the officially designated
safehaven location at U.S. Government (USG) expense. If the U.S. is
officially designated as the safehaven, travel will be paid to any point
in the U.S. In the rare case an alternate safehaven is approved, travel
will normally be reimbursed only on a cost-constructive basis calculated
from the evacuated post to the nearest point of entry in the continental
U.S. Any subsequent travel during the evacuation is at personal expense,
except for authorized return travel to the evacuated post or if family
members are authorized to reunite with the employee at the employee\'s
safehaven duty station.

Families earlier evacuated to the U.S. or to an authorized foreign
safehaven at USG expense will be permitted to rejoin an employee
subsequently evacuated to a duty station in the U.S. However, from an
alternate foreign safehaven, travel expenses will be reimbursed only on
a cost constructive basis calculated from the evacuated post to the U.S.
duty station. (S.R. 631a (1)).

Return to post travel expenses are authorized only after the USG
officially permits employees and eligible family members to return.
Orders will be issued by the USG for return to post. Family members not
returning at this time may be placed on voluntary SMA. (SR.264.2 (2)
exception, 5-15-94).

When employees and/or eligible family members are away from a post on
official travel (home leave and return orders, R&R, family visitation
travel, emergency visitation travel, temporary duty) at the time an
evacuation is ordered, travel expenses may be paid by USG to the
safehaven location from the employee/family member\'s location once the
purpose of the original travel orders is completed. In some cases,
during an Authorized Departure, the Chief of Mission is granted the
authority to permit employees/family members, who have been caught out
in this way, to return to post.

When employees and/or eligible family members are away from a post on
personal travel when an evacuation is ordered, travel to the safehaven
will be on a cost-constructive basis, not to exceed cost of travel from
the evacuated post to the safehaven location.

[]{#__RefHeading___Toc154287808 .anchor}Subsistence Expense Allowance
(SEA)

SEA is payable the day following arrival at the authorized safehaven
point for up to 180 days following the date of the evacuation order.
Regardless of the timing of an evacuee\'s departure from post or the
status of the evacuation order, SEA may not be paid beyond the 180th day
after the order is issued. SEA payments and benefits are designed only
to help offset the direct added expense incurred incident to an
evacuation. If family members are not allowed to return to post after
expiration of the 180 day period, the employee may request Separate
Maintenance Allowance (involuntary) on their behalf. In some cases the
employee will be eligible to receive Transitional Separate Maintenance
Allowance (TSMA) on behalf of his/her family. In either case the
allowance is not automatic. The employee must file an application with
the Regional Bureau. (Please note that SEA and Medical Expense Allowance
cannot be claimed at the same time. See Evacuee Medical Information in
this document for additional information.)

When the U.S. is designated as the official safehaven, the SEA is based
on safehaven location per diem. The first evacuee of a family unit is
reimbursed for lodging expenses, based on either a commercial or
non-commercial rate.

-   **Commercial rate:** The first evacuee is reimbursed for 100% of
    lodging expenses for duration of the evacuation. Meals and
    incidental expenses are covered at 100% of the local rate for the
    first 30 days. The rate is reduced to 80% for days 31 through
    day 180. Commercial receipts for lodging (e.g., hotels, motels,
    commercially leased houses or apartments, or other transient-type
    commercial quarters) are required when claiming the commercial rate.
    (See chart under Calculating Subsistence Expense Allowance.)

```{=html}
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-   **Non-commercial rate:** For the first 30 days, the first evacuee is
    paid 10% of the lodging expenses and 100% of meals and incidental
    expenses. Non-commercial lodging expenses are not reimbursable for
    days 31-180. However, from days 31-180, 80% of meals and incidental
    expenses will be paid. No receipts or accounting is required. This
    rate applies in the absence of commercial receipts (e.g., lodging in
    government quarters or staying with friends or relatives). (See
    chart under Calculating Subsistence Expense Allowance.)

When a foreign area is designated as the official safehaven, the SEA is
based on the applicable per diem rate of the officially designated
safehaven under the same payment guidelines as for the United States.

When an alternate foreign safehaven is approved, SEA can be authorized
no earlier than the managing Bureau in the Department receives the
request for an alternate safehaven. SEA is based on the lowest of the
following:

-   The standard CONUS rate;

-   The per diem rate for the official safehaven (foreign or U.S.); or

-   The per diem rate for the alternate approved safehaven.

SEA will continue to be paid during periods of annual leave and sick
leave (except when in medical evacuation status) to employees and family
members who are in evacuation status.

SEA will not be paid to employees and eligible family members who are in
home leave or R&R status, until such time as they were officially due to
return to post. Employees on LWOP qualify for SEA only if evacuated as
an eligible family member.

[]{#__RefHeading___Toc154287809 .anchor}Air freight

An air freight allowance of 250 pounds for the first evacuee (200 pounds
for the second evacuee, 150 pounds for the third evacuee, and 100 pounds
each for the fourth or more family members) will be authorized for both
evacuation from and return to post \-- in accordance with the current
agency travel regulations; DOS Standardized Regulations (DSSR) 631 a
(3). In lieu of airfreight, a replacement allowance is authorized if air
freight is not shipped from post. The allowance for the first evacuee
without family is \$250. For the first evacuee with one family member it
is \$450 and for the first evacuee with two **or more** family members
the allowance is \$600. Air freight is authorized upon return to post,
even if no air freight was shipped from post.

[]{#__RefHeading___Toc154287810 .anchor}Transportation Allowance

A daily transportation allowance of \$25/day per family unit is
authorized (receipts are not required).

**\
**

[]{#__RefHeading___Toc154287811 .anchor}Lease Coverage

If an evacuation is terminated **and an evacuee elects to return to post
(and has not been converted to PCS orders),** a waiver on an advance or
reimbursement of expense should be authorized for the unexpired period
of the lease up to 30 days or waiver of repayment of an advance.

**Advance Payments**

An employee may receive an advance SEA payment to help the employee
defray the immediate incidental expenses of his/her evacuation
(Authorized or Ordered Departure) and/or the evacuation (Authorized or
Ordered Departure) of dependents. The amount of the advance payment is
the monetary amount covering a period of up to 30 days as determined
appropriate by the authorizing officer. The advance payment may be paid
to the employee or a designated representative

[]{#__RefHeading___Toc154287812 .anchor}Household Effects
(HHE)/Personally Owned Vehicle (POV)

Access to and delivery of stored household effects for evacuees is at
personal expense, not Government expense unless evacuees are not allowed
to return to post after the 180 days and are placed on involuntary SMA.
In the latter case, agency travel regulations governing SMA apply.
Shipment of POV is not authorized at USG expense until the employee has
a permanent change of station (PSC).

[]{#__RefHeading___Toc154287813 .anchor}Education Allowance

Please see the Family Liaison Office's Internet site for education
information useful for parents of school-age children:
<http://www.state.gov/m/dghr/flo/rsrcs/pubs/4958.htm>

Official safehavens are usually established in the United States, and
education allowances are therefore normally not paid. U.S. public
schools are available to all residents in the U.S. However, if a child
was attending school on an away-from-post education allowance at the
time of the evacuation order, the allowance may continue for the
remainder of the school year. Likewise, a child who qualified for the
Special Needs Education Allowance will be allowed to continue to receive
the allowance through the duration of the evacuation or until a legal
Individualized Education Plan (IEP) is developed at their public school.

Only in rare cases will the official safehaven be designated in a
foreign area. Education allowances will be paid. However, if an
individual chooses to safehaven in an alternate foreign safehaven (other
than the one designated as official), education allowances will *not* be
paid.

Education travel eligibility rules continue to be applied as provided
for in Chapter 280, Standardized Regulations, except that the official
safehaven displaces the post as the travel destination from school. No
SEA benefits are payable for children at their school locations when
utilizing either the away-from-post education allowance or educational
travel.

For more information and resources on returning to the Washington, DC
area with children, please visit FLO's Web site at
[www.state.gov/m/dghr/flo/reentry/](http://www.state.gov/m/dghr/flo/reentry/).

[]{#__RefHeading___Toc154287814 .anchor}Tandem Couples

Tandem couples will each receive evacuation benefits not to exceed an
employee\'s eligibility, but without duplication of benefits for
eligible family members. (Each employee is entitled to all other
allowances, including transfer allowances and temporary lodging.)

[]{#__RefHeading___Toc154287815 .anchor}Length of the Evacuation

The initial cable ordering the evacuation declares the evacuation for a
specified period of time (normally 30 days). At the end of that period,
the Department, in conjunction with the post, reviews the evacuation
status to determine whether it should be continued, whether employees
should be reassigned, or whether to terminate the evacuation. If the
evacuation is not terminated, the status must be reviewed every 30 days.
No evacuation will last beyond 180 days since the legislative authority
to pay evacuation benefits expires by law. If family members are not
allowed to return to post and no reassignment decision has been reached,
the post will become an unaccompanied one. At such time, eligible family
members may apply for Involuntary Separate Maintenance Allowance (ISMA)
or Transitional Separate Maintenance (TSMA) depending on their
situation.

[]{#__RefHeading___Toc154287816 .anchor}More on Subsistence Expense
Allowance

*The **Department of State Standardized Regulations** apply to all
government civilians in foreign areas but each agency may have further
implementing regulations. Be sure to check your agency\'s regulations
before applying the DSSR (for Foreign Affairs agencies consult the FAM)*

[]{#__RefHeading___Toc154287817 .anchor}Per Diem and Meals and
Incidental Expenses

SEA is based on the safehaven location per diem rate rather than the
continental US (CONUS) per diem rate.

-   Only the first evacuee will be reimbursed for lodging expenses based
    on either a commercial rate (receipts required) or a non-commercial
    rate (no receipts required).

-   All evacuees will be reimbursed a flat amount to cover daily meals
    and other expenses (M&IE) based on a percentage of the per diem
    rate.

-   The lodging portion of the SEA remains at 100% throughout an
    evacuation. Evacuees age 18 and over receive 100% of the M&IEthe
    first 30 days. On the 31^st^ day up to 180 days, the M&IE is reduced
    to 80%. Evacuees under age 18 receive 50% of the M&IE for the first
    30 days. On the 31^st^ day up to 180 days the M&IE is reduced to
    40%.

-   Larger families may request a waiver asking that commercial lodging
    per diem be increased to 150%. Justification must be provided.

[]{#__RefHeading___Toc154287818 .anchor}Lease Coverage

When an evacuation has ended and the first evacuee is bound to a lease
agreement for lodging at the safehaven, the evacuee is authorized
either: (1) expenses for the unexpired period of the lease for up to 30
days or (2) waiver of repayment of an advance. *This benefit is only
available to evacuees who subsequently return to post.*

**\
**

[]{#__RefHeading___Toc154287819 .anchor}Daily Transportation Allowance

A daily transportation allowance of \$25 per day per family is allotted
to offset costs due to lack of private transportation at safehaven.

[]{#__RefHeading___Toc154287820 .anchor}Airfreight Replacement Allowance

-   Airfreight is authorized when an evacuee leaves post.

-   An airfreight replacement allowance is authorized when airfreight is
    not shipped from post when evacuated. The amounts are \$250 for
    first evacuee without other family members; \$450 for first evacuee
    with one additional family member; and \$600 for first evacuee with
    two or more additional family members.

-   Upon return to post, an evacuee is authorized an air freight
    shipment back to post after the evacuation ends, regardless of
    whether they came out with a shipment or took the air freight
    replacement allowance.

[]{#__RefHeading___Toc154287821 .anchor}Subsistence Expense Allowance
Application

**For Agencies other than the Department of State:** The **Department of
State Standardized Regulations (DSSR)** apply to all government
civilians in foreign areas but each agency may have further implementing
regulations. *Be sure to check your agency\'s regulations before
applying the DSSR (for Foreign Affairs agencies consult the FAM).*

##### 

##### 

##### ATTENTION DOS PERSONNEL: SEA payments will be made when the online DS-4095 form [**http://arpsdir.a.state.gov/eform/formsearch.html**](http://arpsdir.a.state.gov/eform/formsearch.html) is completed and all necessary ORIGINAL documents are submitted and processed. 

##### 

##### To expedite processing, forms may be faxed to (843) 202-3803. However, the hardcopy original must be delivered to: 

##### Department of State, Global Financial Operations, 

##### Charleston Financial Services Center, FM/GFS/F/AO, 

##### P.O. Box 15008, Charleston, S.C. 29415-5008, 

##### Attn: Sherry Howard, CAA

Necessary documents: airline ticket, travel orders, hotel receipt or
signed lease agreement, taxi receipts, receipt for excess luggage fee,
and copy of travel advance.

*Receipts are required for all expenses e.g. airline tickets, hotel
bills, taxi fare. ORIGINAL documents must be submitted with forms.*

**Calculation of Meals & Incidental Expenses (M&IE):** If travel is more
than 12 hours, but less that 24 hours then: First day = 3/4 day of the
location traveling to; Lodging plus M&IE for stopover locations en route
to safe haven, if applicable; Last day = 3/4 day of location traveling
from (when departing to return to Post). All days in between = SEA.

##### *Please Note: The employee is responsible for repaying any SEA balance if reassigned, if evacuation ends abruptly, if issued PCS/TDY/MED/R&R/Home Leave orders, or if lodging changes from commercial to non-commercial.* 

Should you have questions, please contact Sherry Howard at (843)
746-0722, or via e-mail at <HowardSA@state.gov>

[]{#__RefHeading___Toc154287822 .anchor}Calculating the Subsistence
Expense Allowance

*For official U.S. safehaven calculations (based on U.S. safehaven per
diem rates)*

**Sample tables for Subsistence Expense Allowance (SEA) & Separate
Maintenance Allowance (SMA) rates:**\
[By Family Size - Daily
Rates](http://aoprals.a.state.gov/content/SEASMA DAILY TABLE.doc) [By
Family Size - Monthly
Rates](http://aoprals.a.state.gov/content/SEASMA MONTHLY TABLE.doc)

[Per Diem Rate
CONUS](http://www.gsa.gov/Portal/gsa/ep/contentView.do?programId=9704&channelId=-15943&ooid=16365&contentId=17943&pageTypeId=8203&contentType=GSA_BASIC&programPage=%2Fep%2Fprogram%2FgsaBasic.jsp&P=MTT)
[Per Diem Rate
Non-CONUS](https://secureapp2.hqda.pentagon.mil/perdiem/perdiemrates.html)
[Per Diem Rate Foreign](http://www.state.gov/m/a/als/prdm/)

**\
L** = Lodging portion of per diem.

**M&IE** = Meals and Incidental Expense portion of per diem.

+----------------------+-------------------------+---------------------+
| > **Table to Apply   |                         |                     |
| > for Commercial     |                         |                     |
| > Lodging**          |                         |                     |
+----------------------+-------------------------+---------------------+
|                      | **Days 1 -- 30**        | **Days 31 - 180**   |
+----------------------+-------------------------+---------------------+
| > **First Evacuee**  | **\                     | **100% L + 80%      |
|                      | 100% L + 100% M&IE**    | M&IE**              |
+----------------------+-------------------------+---------------------+
| **Each additional    | **100% M&IE**           | **80% M&IE**        |
| person 18 & over**   |                         |                     |
+----------------------+-------------------------+---------------------+
| **Each additional    | **50% M&IE**            | **40% M&IE**        |
| person under 18**    |                         |                     |
+----------------------+-------------------------+---------------------+
| > **Table to Apply   |                         |                     |
| > for Non-Commercial |                         |                     |
| > Lodging**          |                         |                     |
+----------------------+-------------------------+---------------------+
| > **First Evacuee**  | **10% L + 100% M&IE**   | **80% M&IE + no     |
|                      |                         | lodging per diem**  |
+----------------------+-------------------------+---------------------+
| **Each additional    | **100% M&IE**           | **80% M&IE**        |
| person 18 & over**   |                         |                     |
+----------------------+-------------------------+---------------------+
| **Each additional    | **50% M&IE**            | **40% M&IE**        |
| person under 18**    |                         |                     |
+----------------------+-------------------------+---------------------+

[]{#__RefHeading___Toc154287823 .anchor}Checklist for Evacuees Returning
to Post

When an evacuation is lifted before 180 days, evacuated employees are
expected to return to post in an expeditious manner. Except for those
individuals who are converted to PCS orders, there is a grace period of
three days (this includes Saturday and Sunday) for the continuation of
SEA to allow evacuees to make transportation and travel arrangements for
return to post.

An additional seven days may be available for justifiable reasons and in
certain circumstances, but the grace period can not be extended past 10
days after the official date of the lifting of the evacuation. The
additional seven days are NOT automatic; they must be justified, and the
justification must accompany the final travel voucher. To assist in
planning a return to post, please double-check the following items:

-   Contact your official travel office for assistance with routing,
    reservations and tickets.

-   **Department of State and USAID** employees and family members are
    required to utilize Carlson Wagonlit. Carlson Wagonlit can do the
    following:

    -   Send your tickets to you by overnight mail;

    -   Have the tickets delivered to the airport -- this *requires AT
        LEAST 72 hours of advance notice; or*

    -   You can collect your tickets at the Carlson Wagonlit office at
        Main State (HST), Room 1243.

```{=html}
<!-- -->
```
-   The evacuee must supply Carlson Wagonlit with their travel orders
    containing their fiscal data. NOTE: To avoid penalty in \"city
    pair\" or contract fare routes, it is imperative to use the official
    travel office.

    -   **DOS** employees and family members telephone:
        Reservations (866) 654-5593, after hours and emergencies, (866)
        654-5612.

    -   **USAID** employees and family members telephone (866) 343-5009.

    -   **DEA** families should make travel arrangements through Omega
        Travel by faxing them a request along with an approved DOJ-501
        at (703) 359-3912.

-   Arrange for pick-up and shipment of UAB (airfreight). Evacuation
    Travel Authorizations are used for return travel and shipments.

    -   **DOS** families contact the DOS Transportation Office at (202)
        647-4140 or toll-free (800) 424-2947.

    -   **USAID** families contact the USAID Transportation Office
        at (202) 712-4848.

    -   **DEA** families contact the DEA Family Liaison Specialists
        at (202) 307-8222 or (202) 307-4241.

-   File change of address with local post office.

-   **Department of State** employees complete check-out with the
    Employee Service Center, tel. (202) 647-3432, fax (202) 647-1429,
    email: <EmployeeServicesCenter@state.gov>.

```{=html}
<!-- -->
```
-   Inform bank, credit cards, etc. of change of address.

-   Check validity of Diplomatic Passport and country (your post) visa.

-   Employees, check the expiration date of the I.D. card and/or
    building pass for your agency and request renewal if necessary.

-   **DEA** employees turn in headquarters building or parking passes to
    Security Programs.

-   Notify post of arrival plans. Please contact the Post Management
    Officer (PMO) within the Regional Bureau at the Department of State.
    The PMO will cable post with the information. See page 6 for
    telephone list of DOS regional bureaus or contact FLO if you need
    assistance.

-   **USAID** families contact your Desk Officer.

-   Upon return to post, file a travel voucher with your post's Budget
    and Finance office (B&F) to be forwarded to your agency's budget
    office to reconcile your account.

-   Family members who choose not to go back to post immediately may opt
    for Separate Maintenance Allowance (SMA)
    <http://www.state.gov/m/a/als/faq/5321.htm#sma> until returning to
    post, extending the amount of time they are away from post. This use
    of SMA does not count as the one-time SMA option per tour. Families
    in commercial lodging who choose to remain behind to finish the
    final semester of the school year may apply for the Transitional
    Separate Maintenance Allowance (TSMA)
    <http://www.state.gov/m/a/als/faq/5321.htm#tsma>.

-   If you filed for your evacuation allowances using the DS-4095 form,
    please be sure to close out your account with Charleston (CAA).
    Sherry Howard, CAA Accountant, will need your final paperwork to
    both close out your account and to take care of any Subsistence
    Expense Allowance benefits due to you. It is important that you send
    her your ORIGINAL return airline tickets, final lodging receipts and
    other applicable documents (e.g. the paperwork from DOS's
    Transportation Office showing when your UAB shipment was collected
    to be sent back to post); be sure to let Sherry's office know the
    details and dates for everything (if they are not clear on the
    documents you enclose in your mailing to her).

If you experience difficulty in making arrangements to return to post,
please contact the Crisis Management and Support Officer in the Family
Liaison Office at (202) 647-1076 or via email at
<floaskevacuations@state.gov>, your PMO, or the support staff for your
agency.

[]{#__RefHeading___Toc154287824 .anchor}Frequently Asked Questions on
Evacuation

*From the Department of State Office of Allowances
<http://www.state.gov/m/a/als/faq/5321.htm>*

[]{#__RefHeading___Toc154287825 .anchor}GENERAL

**1. Q: What is the difference between an authorized departure and an
ordered departure?**

A: Authorized departure merely allows the Chief of Mission greater
flexibility in determining which employees or groups of employees may
depart, and avoids any negative connotation that might be attached to
the use of the term "evacuation." Since the law uses the terms
synonymously, there is no difference in benefits now in application of
the regulations.

Chapter 1412 of the Department's Emergency Planning Handbook (H1400,
Volume 12 Foreign Affairs Handbook-1 (12 FAH-1)) discusses Departmental
policy on procedural differences. Note: Once the Under Secretary of
State for Management ("M") approves the evacuation status for
post---either authorized or ordered---the 180-day clock "begins
ticking."

**2. Q: Do all US Government agencies subscribe, follow or adhere to the
DSSR on evacuations?**

A: In accordance with DSSR 645 all civilian agencies have agreed to
implement the regulations. In order to ensure fair and consistent
treatment of all evacuees, any agency that proposes to deviate from DSSR
Chapter 600 must seek Secretary of State approval.

Uniformed military personnel and their dependents are covered separately
under the Department of Defense Joint Federal Travel Regulations.

**3. Q: How are Members of Household (MOHs) of U.S.- direct hire
employees affected during an evacuation?**

 A: MOHs who are U.S. citizens are provided the same evacuation
assistance as private American citizens. The "no double standard" policy
requires private American citizens be given the same evacuation
opportunities/assistance as official Americans.

It is the Department of State policy to make available to private
Americans any evacuation option planned for the official USG community,
when appropriate and feasible.

MOHs who are not U.S. citizens are also rendered evacuation assistance,
either to the U.S. if documented for entry or otherwise eligible to
enter as determined by the post, with assistance from INS as necessary,
or to a third country if documented or otherwise determined to be
eligible for entry.

**4. Q: Who is responsible for travel costs of MOHs?**

A: MOHs are personally responsible for their travel costs. As a general
rule, the U.S. Government does not provide funds for evacuating persons
other than U.S. Government employees and eligible family members.

**\
5. Where can I find more information on evacuation guidelines for U.S.
citizens and other persons for whom the U.S. Government may have a
responsibility?**

A: The Foreign Affairs Handbook (FAH) 12 FAH-1, Chapter 1500 outlines
the evacuation policy for U.S. citizens living abroad. You can access
the FAH from the intranet at <http://arpsdir.a.state.gov/fam/fam.html>
or from the Internet at <http://www.foia.state.gov/regs/Search.asp>.

**6. Do MOHs have to leave during an evacuation?**

A: No. The chief of mission cannot order the departure of MOHs or other
private U.S. citizens.

**\
7. What happens if an MOH is occupying USG housing - would they be
required to vacate the house?**

A: If the Chief of Mission (COM) feels that the presence of MOHs in post
housing could impact post security resources or otherwise affect post
operations, then the COM can direct the employee to move MOHs out of
that housing.

[]{#__RefHeading___Toc154287826 .anchor}SAFEHAVEN

**1. Q: How does an eligible family member (EFM) select an official
safehaven and what is the subsistence expense allowance (SEA) based
on?**

A: The Under Secretary for Management (M) consistently designates the
United States (the 50 United States, the District of Columbia and Puerto
Rico) as the official safehaven location.

Although there is a provision in the DSSR to designate a foreign
location as the official safehaven, this is rarely, if ever, done. An
EFM evacuee should select an official U.S. safehaven, (any of the 50
United States or the District of Columbia or Puerto Rico) based on where
he/she anticipates spending the longest time---such as where children
may go to school or where family/ friends reside.

Although an evacuee is not required to remain at the official U.S.
safehaven, any SEA payments will be based on the per diem rate of the
official safehaven location.

An official safehaven location (in the U.S) for EFMs may be changed once
during an evacuation and SEA payments will then be based on the new
official U.S. safehaven.

However, any change in safehaven location is at the evacuee's personal
expense, except when previously evacuated EFMs are allowed to rejoin
their evacuated sponsor in Washington , DC . Be sure to notify the
appropriate evacuee locator and accounting offices of any change in
address.

**2. Q: May an evacuated employee choose to accompany family members to
their safehaven point prior to the employee reporting for work at the
official safehaven (Washington, DC or other U.S. locations as determined
by the employee's agency)?**

A: Either the post or appropriate bureau or agency head determines
whether an employee must report directly to the official safehaven and
if any annual leave is authorized.

However, the employee's travel at government expense will be cost
constructive not to exceed the cost of travel from the post to
Washington, DC (or other U.S. locations as instructed by the employee's
agency, per DSSR 631a. (1)).

The employee is not eligible for SEA until he/she arrives at the
official safehaven.

**3. Q: May an evacuated employee accompany EFMS to their official
safehaven if they are unable to travel alone due to special needs or
minor age?**

A: In accordance with agency travel regulations, an employee or other
adult escort (e.g. friend, nanny, and other evacuee) may accompany EFMs
unable to travel alone to their official U.S. safehaven and receive
reimbursement for travel expenses.

When an employee elects to have an escort accompany EFMs to their
official U.S. safehaven, the escort's travel will be on a cost
constructive basis calculated from the evacuated post to the U.S. duty
station.

**4. Q: What benefits are available for those going to an alternate
foreign safehaven?**

A: Benefits are only available if the alternate foreign safehaven is
approved as in the best interest of the U.S. Government by the Under
Secretary for Management following endorsement by the head of agency or
designee on behalf of the agency employee's EFMs.

The only benefits are cost constructive travel (not to exceed the cost
of travel between the evacuated post and the U.S. duty state---DSSR
631a(1)---and limited SEA (based on the lowest of the official
safehaven, alternate approved safehaven or standard CONUS per diem rate.

No education allowance of any type can be authorized, nor are any
diplomatic immunities, privileges, or services available at an alternate
approved safehaven.

**5. Q: May previously evacuated EFMs join the employee at his or her
official safehaven?**

A: Yes, EFMs evacuated to a U.S. or authorized foreign safehaven may be
permitted to rejoin the employee subsequently evacuated to a U.S. duty
station. Transportation costs would be at U.S. Government expense for
the family members from their official U.S. safehaven to the employee's
U.S. duty station. EFM travel from an alternate approved safehaven to
the employee's official U.S. duty station will be on a cost constructive
basis not to exceed the cost of travel from the evacuated post to the
U.S. duty station (DSSR 631a(1)).

**6. Q: May an employee and EFM children take an authorized departure
from post while the employee's spouse remains at post for professional
reasons?**

A: Yes, an employee and EFM children may be granted an authorized
departure from post upon approval of the Chief of Mission, per DSSR
610j. If the employee's spouse and the employee are a Foreign Service
tandem couple, the spouse would not be required to evacuate should one
of the officers receive permission to depart. If the employee's spouse
is a locally hired employee at the Mission or is otherwise employed
outside the Mission the spouse would not be required to evacuate, for
example, if the employee's spouse was employed as a teacher in an
international school.

**7. Q: May an EFM on educational travel and "away from post" education
allowance, travel to the safehaven following evacuation of a post?**

A: Yes. Either the official or alternate foreign safehaven location
displaces the foreign post of assignment for travel purposes under
education allowance and educational travel as provided in DSSR 633.2 and
DSSR 633.4, respectively. Note: Payment of SEA is not allowed for
children on "away from post" education allowance (DSSR 633.2). Payment
of SEA is allowed for children under educational travel only when they
are at the safehaven and only for children unmarried and under 21 (see
definition of child in DSSR 040 m. (2)).

**8. Q: Do newly assigned employees/EFMs not yet arrived at the post
qualify for evacuation benefits under DSSR Chapter 600?**

A: Under the evacuation benefits law, only employees and dependents who
are temporarily away from their foreign post of assignment at the time
of the evacuation order are eligible for evacuation benefits if
prohibited from returning.

However, under the foreign transfer allowance, DSSR 245, employees /EFMs
qualify for equivalent benefits when they meet the criteria in (1), (2)
and (3) established in DSSR 245. If all three criteria are not met, EFMs
are eligible for only Involuntary Separate Maintenance Allowance under
DSSR 262.1.

[]{#__RefHeading___Toc154287827 .anchor}SUBSISTENCE EXPENSE ALLOWANCE
(SEA) AND ADVANCE PAYMENTS

**1. Q: When do Subsistence Expense Allowance (SEA) benefits commence
for evacuees?**

A: (1) U.S. Safehaven: SEA benefits will commence from the day following
arrival at the official safehaven location, per DSSR 632. No SEA will be
paid for travel enroute to official safehaven location.

\(2\) Alternate Approved Safehaven (outside the U.S. ): If an alternate
foreign safehaven is approved prior to the EFMs evacuation, SEA benefits
will commence from the day following arrival at the approved alternate
safehaven location. If an alternate safehaven is approved after evacuees
have arrived at that location, SEA will commence no earlier than the
date the Department received the request for the alternate safehaven. If
the request for an alternate safehaven is denied, no SEA is authorized
until the evacuee arrives at the authorized safehaven.

**2. Q: What is the maximum time period an employee may receive SEA
payments?**

A: Evacuation status is authorized by the Under Secretary of State for
Management in 30-day increments, up to a maximum of 180 days, per DSSR
623f.

**3. Q: What happens to an employee's allowances and differentials
during the period of SEA payments?**

A: Allowances and differentials terminate in accordance with DSSR 621.2
(a) through (f).

**4. Q: Do SEA payments stop while an evacuated employee is on TDY? What
happens to the employee's evacuated EFMs?**

A: To meet the needs of the service, employees in evacuation status may
be assigned TDY to another location. However, during the TDY period,
when the employee is receiving TDY per diem, the payment of SEA for the
individual is suspended, per DSSR 635(a). It may be resumed when the TDY
ends.

If there are EFMs of this employee in evacuation status, one family
member receiving SEA becomes the first evacuee and thus receives lodging
per diem. The family is not disadvantaged since the total SEA benefit
package is reduced by only one MI&E allowance when the employee departs
on TDY status.

**5. Q: When an employee is evacuated after EFMs have been evacuated at
an earlier date, is the employee entitled to SEA under DSSR Section
632.1, at the full amount for the first evacuee or at the amount for an
additional family member?**

A: When the employee is evacuated later than EFMs, the employee may be
treated as the first evacuee or simply as an additional family member.

The DSSR allows for eligible family member(s) and the employee to be at
different safehaven locations, however, there can be only one "first
evacuee" under the formula (whether commercial or non-commercial) at any
given point in time. Note: For reimbursement for larger quarters, only
family members residing with the first evacuee at his/her safehaven are
counted for this special consideration.

**6. Q: May employees and EFMs on home leave or on R&R receive SEA
payments?**

A: Employees and EFMs cannot receive SEA while on home leave or in R&R
status per DSSR 632.4(a). If away from post at the time of the
evacuation order, the employee either must return to post or declare
his/her intention to do so before any family member can qualify for
evacuation benefits. Transportation may be authorized to the official
safehaven location. SEA may not commence for evacuees until each arrives
at the authorized safehaven and providing the employee has commenced
official travel to the duty station (either to safehaven or return to
post). Determination of the exact date may also in some circumstances
depend on the date the employee or EFMs members were officially due to
return to post.

**7. Q: If Permanent Change of Station (PCS) travel orders have been
issued prior to an employee/EFMs, which orders take precedence?**

A: PCS travel orders always take precedence over any other type of
travel orders, including evacuation orders. An evacuee's travel should
therefore be charged to his/her PCS orders. An evacuee may, however, be
eligible to receive SEA benefits if the evacuation occurs prior to
his/her originally scheduled PCS travel. When EFMs depart post under
evacuation orders, and the employee subsequently departs post under PCS
orders, all evacuation benefits will cease for EFMs when the employee's
PCS travel begins.

**8. Q: What if EFMs have been evacuated and the employee later joins
the evacuated family on a different type of travel order such as R&R or
home leave?**

A: Employees cannot receive SEA while on home leave or in R&R status,
per DSSR 632.4(a), as in question 6 above. However, SEA continues for
family members previously evacuated per DSSR 632.4.

**9. Q: How is it determined whether the commercial or non-commercial
rate for SEA applies, and can an employee draw SEA at the commercial
rate and EFMs members draw SEA at the non-commercial rate?**

A: Commercial or non-commercial applies to the type of lodging the
"first evacuee" occupies. Per DSSR 632.1, "There can only be one 'first
evacuee' at any given time, except as per DSSR 632.4(b) ('Tandem
Couples')".

Only the first evacuee (this may be the employee or eligible family
member) is reimbursed for up to 100 percent (or up to 150 percent for
special family compositions) of the lodging portion of the per diem rate
for his/her safehaven location.

All other eligible family members get only a percentage of the meal and
incidental expense portion of the per diem rate of the first evacuee's
safehaven location.

If the first evacuee submits a commercial lodging receipt, then the
commercial rate formula applies. If a commercial lodging receipt is not
submitted, then the non-commercial rate formula applies.

Both formulas are shown in a separate document entitled, " Evacuation
Payments Worksheet (EPW)", in DSSR Section 960. Note: If evacuees stay
in commercial lodging that does not include furniture and/or cost of
utilities, these additional costs may be reimbursed as part of lodging
(receipts must be submitted with lodging receipts).

**10. Q: If the family composition requires more than one hotel room or
larger quarters is there flexibility to allow reimbursement above the
commercial rate maximum of 100% of the lodging portion of the
safehaven?**

A: The first evacuee may be reimbursed up to 50% above the lodging
maximum when using the commercial rate, per DSSR 632.1(b).

Special consideration is given to the following family compositions:

1.  First evacuee plus one (non-spouse family member, age 18 and older);

2.  First evacuee plus one (non-spouse family member of opposite gender,
    age 12 and over);

3.  First evacuee plus two (one non-spouse family member, age 18 and
    older; or one non-spouse family member, opposite gender, age 12 and
    older);

4.  First evacuee plus three (one non-spouse family member, age 12 and
    over); and

5.  First evacuee plus four or more family members.

**11. Q: What if I have a special family composition not included as one
of the five listed in the previous question?**

A: Requests for other special family considerations should be submitted
through your agency to the Director, Office of Allowances (A/OPR/ALS),
U.S. Department of State, Washington, D.C. 20522-0104, per DSSR
632.1(b).

**12. Q: Upon termination of an evacuation order, is there a grace
period for continuation of SEA until the day an evacuee returns to post?
What if the employee is being transferred and not returning to post?**

A: Upon termination of an evacuation order, an employee or EFM will
continue to receive SEA for an automatic grace period of three (3) days
except when the full 180 days has expired, per DSSR 635.

For the employee not returning to post, only the three (3) days are
allowed as long as he/she has not commenced travel under an assignment
order to another duty location.

For employees/family members returning to the evacuated post, an
additional seven (7) days may be authorized due to transportation
delays.

Evacuees must provide a statement on their travel voucher justifying the
additional seven (7) days required to arrange for return travel to post,
such as airline reservations and air freight pick up.

Other reasons of a personal nature do not qualify the evacuee for SEA
for the additional days. Under no circumstance can SEA payments be made
to exceed the 180-day \"clock\".

**13. Q: Is my nanny or caregiver eligible for SEA?**

A: Unless the nanny or caregiver is an EFM, the answer is "no." However,
he/she may be the designated representative (DSSR 610f) who is named by
an employee for the purpose of caring for, escorting, or receiving
monetary payments on behalf of an EFM.

**14. Q: Is there any other provision under the evacuation payments if I
need further help with unexpected expenses related to evacuation?**

A: Yes. Per DSSR 615, an employee may be paid in advance of the normal
payday when, in the judgment of the authorizing officer, payment is
required to help defray the immediate expenses incident to an
evacuation.

The advance payment shall be for a maximum of 30 days based on the rate
of compensation including any allowances or post differential the
employee was entitled to immediately prior to the evacuation order.

The advance payment may be made at any time after the date the
evacuation has been ordered but no later than 30 days after this date.

**15. Q: What work assignments may an employee expect while on
evacuation?**

A: Evacuated employees may be assigned to perform any work considered
necessary or required to be performed during the evacuation period, per
DSSR 625.1.

Failure or refusal to perform assigned work may be a basis for
terminating further evacuation payments and taking disciplinary action,
per DSSR 625.2.

**16. Q: An evacuated employee was assigned TDY to another post directly
from the evacuated post. When are post differentials terminated and
initiated in this situation provided the losing and the gaining posts
grant them?**

A: The employee will receive the post differential of the evacuated
(losing) post for the first 42 days of the TDY assignment. The employee
will receive the post differential for the TDY (gaining) post commencing
with the 43^rd^ day at post. The employee will not receive SEA payments
because the employee has not been evacuated to a safehaven site.

**17. Q: An evacuated employee was assigned to the Department and was
receiving SEA payments. Subsequently the employee was assigned TDY to a
post that has a differential. When will the employee's SEA be terminated
and the differential payments initiated?**

A: The employee's SEA payments are terminated at the time of departure
from Washington , DC to the TDY post. The employee will receive the TDY
post's differential commencing the 43^rd^ day at this post.

**18. Q: When are SEA payments terminated?**

A: Entitlement to SEA payments end on the earliest of the following
dates, per DSSR 635:

-   The date the employee commences travel under an assignment order to
    another duty station outside the evacuation area;

-   the effective date of transfer when the employee is already at the
    post to which transferred;

-   the date of separation;

-   the date specified by the head of agency;

-   180 days after the evacuation order is issued; or

-   the date the evacuee commences return travel to post.

When a departure evacuation order is terminated and evacuees are allowed
to return to post, entitlement to SEA payments ends on the day that
return to post is authorized.

Normally a grace period of three, not to exceed ten days, is granted
during which SEA may continue to be paid while an evacuee is making
arrangements to return to post.

The grace period taken must be justified on the employee's travel
voucher (i.e. that the extra days were necessary to arrange return to
post). SEA payments are limited to 180 days, the grace period included.

**19. Q: What happens after an evacuation has terminated and the post
becomes unaccompanied, meaning family members can no longer go to
post?**

A: Employees whose EFMs have been in temporary commercial lodging should
apply for Transitional Separate Maintenance Allowance. Employees whose
EFMs have been in non-commercial lodging should apply for Involuntary
SMA. In lieu of Involuntary SMA for children in grades K-12, employees
may consider the "away from post" education allowance option (see DSS
276.23 for details). Remember that since SMA payments cannot be made
retroactively, the employee should make every effort to submit Standard
Form (SF-190) before the evacuation ends in order to take advantage of
these benefits.

[]{#__RefHeading___Toc154287828 .anchor}TRAVEL ALLOWANCES

**1. Q: Are evacuated employees and/or family members granted air
freight (UAB) for their departure from post?**

A: Yes, Department of State employees/EFMS are allowed UAB, per 6 FAM
148.2-1(a), as follows: First person traveling (employee), 250 lbs.;
second person traveling, 200 lbs.; third person traveling 150 lbs.;
fourth or more persons traveling 100 lbs. Employees of other agencies
should consult their applicable travel regulations for agency-specific
weight allowances.

**2. Q: What if this authorized UAB shipment cannot be arranged at the
time of the employee's and EFMs' evacuation departure?**

A: For Department of State employees: in lieu of an airfreight allowance
from post, an airfreight replacement allowance may be granted to help
defray costs of items normally part of the authorized airfreight
shipment that must be purchased at the safehaven location.

The flat rates are: first evacuee without family: \$250; first evacuee
with one family member: \$450; first evacuee with two or more family
members: \$600. No receipts are required for this allowance, per DSSR
631a.(3). Note that the maximum airfreight replacement allowance is
\$600, while the maximum UAB allowance could exceed 600 lbs., depending
on family size. Employees of other agencies should consult their
applicable travel regulations for airfreight allowances in this
situation

**3. Q: If an employee receives the above allowance, is the employee
entitled to ship UAB back to post upon the termination of evacuation?**

A: Yes, the standard UAB shipment weights cited above apply, per DSSR
631a.(3). Employees of other agencies should consult their applicable
travel regulations for airfreight allowances in this situation.

**4. Q: If an employee ships UAB for an EFM to the U.S. safehaven, may
UAB be shipped from the U.S. safehaven to the employee's next duty
station where the EFM rejoins the employee?**

A: Yes. However, the UAB is shipped using the employee's PCS orders, not
the evacuation orders. Total weight of UAB shipped from the safehaven to
the next post and from the employee's current duty station to the next
post may not exceed the UAB weight authorized on the PCS orders.
Employees of other agencies should consult their applicable travel
regulations for airfreight allowances in this situation.

**5. Q: A spouse of an employee is considered as emergency personnel and
works in an EFM position at an Embassy that is on ordered departure.
When the evacuation terminates and the post becomes unaccompanied, the
EFM position is to be abolished and the spouse must then leave post for
safehaven in the U.S. Under what kind of orders may the spouse travel
and what allowances may be granted?**

A: The spouse travels under evacuation orders to the involuntary SMA
location, per DSSR 264.1. The employee may receive involuntary SMA
commencing the day after the spouse arrives in the U.S. The spouse is
not entitled to transitional separate maintenance allowance (TSMA)
because the spouse did not leave post during the evacuation and did not
receive SEA payments.

**6. Q: After an evacuation terminates and the post becomes
unaccompanied, what benefits are available to EFMs? For example, an
employee's EFMs want to move from their safehaven in Washington, DC to
an alternate involuntary SMA location in the U.S. What allowances may be
granted the employee for the family members?**

A: The employee must complete the SF 1190 to request SMA. The Department
(HR) will fund the EFMs' travel from the safehaven (in this case
Washington, DC) to the involuntary SMA location and will issue SMA
orders that designate Washington, DC as the alternate point of origin to
the SMA location, per DSSR 264.1. The EFMs may ship their evacuation UAB
to this location and may access their HHE at government expense.

**7. Q: After a period of time, if an unaccompanied post is declared
accompanied and the employee's EFMs want to return to post, what
allowances may be granted the employee?**

A: The EFMs' travel back to post will be funded by the Department (HR),
provided the return to post is prior to the employee's final 90 days
before PCS, per DSSR 264.2(2).

**8. Q: After an evacuation terminates and EFMs may return to post, an
employee requests that EFMs remain at the safehaven site for two months
before returning to post. What allowances may be granted an employee
whose EFMs move from the authorized safehaven location (Washington, DC)
to an alternate approved voluntary SMA location?**

A: The government will pay the EFMs' travel expense to the alternate
voluntary SMA location and their travel back to post if their return to
post occurs before the expiration of the evacuation orders, provided
this travel is not within 90 days of the employee's PCS date, per DSSR
264.2(2). However, at the alternate SMA location EFMs will not be
authorized shipment of, or access to, HHE at government expense.

**9. Q: An employee is evacuated from post leaving a pet behind to be
cared for by servants or friends. While in safehaven in the Washington,
DC area, and assigned to the Department, the employee's tour was
curtailed. The employee went on home leave and then proceeded to a newly
assigned overseas post on PCS. The employee wants to send the pet to the
new post. May this shipment be done at government expense?**

A: Shipping a pet is the employee's responsibility so this expense is
not covered by transfer orders.

However, the cost of shipping a pet may be claimed under the
miscellaneous expense portion of the Foreign Transfer Allowance.

The maximum amount of reimbursement for all allowable expenses without
receipts is \$1,000 for an employee with family. Greater amounts up to
two weeks of the employee's salary at the time of entrance on duty at
the new post may be granted with receipts or other acceptable evidence
justifying the amount claimed for expenses. The current maximum is
approximately \$3,291 for 2006. Costs in excess of these maximums are
considered personal expenses that may be claimed, in some cases, as
moving expenses for income tax purposes.

[]{#__RefHeading___Toc154287829 .anchor}EDUCATION ALLOWANCES

**1. Q: Are any other special education benefits available to evacuees
and their families?**

A: Usually education allowances are not granted for children evacuated
from post to a safehaven in the U.S. if accompanied by a parent.
However, if prior to evacuation, a child was attending school in the U.S
and was receiving the "away from post" education allowance, the rate
authorized for the evacuated post may continue for the remainder of the
school year, per DSSR 633.2. There is no entitlement for SEA payments
for children on "away from post" education allowance.

**2. Q: Does the \"away from post\" education allowances continue during
the evacuation period?**

A: The education allowance continues until the end of the current school
year and the safehaven location replaces the foreign post of assignment
as the destination for travel within the education allowance. No payment
of SEA is authorized for any period of time covered by the "away from
post" education allowance (DSSR 633.2).

**3. Q: May an EFM on educational travel and "away from post" education
allowance, travel to the safehaven following evacuation of a post?**

A: Yes. The safehaven location replaces the foreign post of assignment
for travel purposes under education allowance and educational travel as
established in DSSR 633.2 and DSSR 633.4. Note: Payment of SEA is not
allowed for children on "away from post" education allowance (DSSR
633.2). Payment of SEA is allowed for children under educational travel
only when they are at the safehaven and only for children unmarried and
less than 21 years old. ("Child" is defined in DSSR 040m. (2)).

**4. Q: May an EFM student travel at government expense from the
student's safehaven site (the student's school is located in the U.S. )
to the home leave address of the employee to join the family on home
leave?**

A: Yes, this travel is authorized, per DSSR 284. The EFM student would
have been on the home leave orders of the employee had the student been
able to return to post, a return that was precluded owing to the
evacuation.

**5. Q: During an evacuation, EFM students at "away from post school
years" (boarding schools) continue to receive the "away from post"
education allowance until the end of the school year, but do not receive
SEA during the school breaks. When the school term ends, what options
are available for students?**

A: After the school years ends, the students may travel to a safehaven
location using the remaining travel monies from the "away from post"
education allowance. They may then begin receiving evacuation payments
(SEA). If the evacuation continues into the succeeding school year,
students would not be eligible for an education allowance when the new
school years begins. However, the employee may pay any required deposit
or tuition payment for the first semester of this school year from
personal funds with the understanding the employee risks not receiving
reimbursement for this expenditure.

Should the evacuation terminate during the school year and EFMs are
permitted to return to post, the employee should apply for reimbursement
in accordance with DSSR 273 and post's policy.

If after termination of the evacuation, the post is declared
"unaccompanied", and there is no parent residing in the same country
where the child will attend school, then the student is permitted to use
the "away from post" education allowance to attend boarding school in
the U.S., per DSSR 276.23.

**6. Q: What options are available to boarding school students on "away
from post" education allowance who would normally be permitted to travel
back to post during an evacuation? May they travel to the safehaven at
government expense? What are their options should the evacuation
terminate and they wish to return to post for the summer break?**

A: If there is no parent already evacuated to the U.S. , the employee
may designate a relative's or other adult's residence, or the city in
which the boarding school is located, as the safehaven. The employee has
the option of paying for travel from the boarding school to the
safehaven location from personal funds and thereby "save" the remaining
travel monies of the "away from post" education allowance for later use
in the event the evacuation terminates and EFMs are permitted to return
to post. Please refer to the question above regarding the options
available should the evacuation continue into the succeeding school
year.

**7. Q: What options are available to college students who would
normally be entitled to educational travel during an evacuation? The
safehaven normally replaces the post for computing educational travel,
but is it permissible to delay using educational travel to post in
anticipation of the imminent termination of evacuation and thus retain
the option of the EFM student returning to post during the summer
break?**

A: If there is no parent evacuated to the U.S. , the employee may
designate a relative's or other adult's address or the city in which the
college or university is located as the safehaven, per DSSR 610 l. The
student, if under the age of 21, may begin receiving SEA payments after
the student arrives at the safehaven. Parents have the option of paying
for travel from the educational institution to the safehaven location,
thereby retaining the educational travel trip for later in the summer in
the event the evacuation terminates and the post becomes accompanied
again. If a student is already living in an off-campus apartment or
similar housing at the end of the school year, then this accommodation
will not be considered commercial lodging for purposes of SEA payments.

**8. Q: An employee is assigned to an unaccompanied post. The employee's
EFM student, age 18, is enrolled in college but cannot visit the
employee using educational travel. In these circumstances, may the
employee receive involuntary SMA for the EFM student?**

A: Yes, the employee may receive involuntary SMA in lieu of educational
travel in this instance, until the EFM student becomes 21 years of age,
per DSSR 633.4.

**9. Q: Some families have EFM students in boarding school and/or
college in different locations that in addition terminate the school
term on different dates. Must all family members proceed to the same
safehaven site or may EFMs of the same family declare different and
separate safehaven sites? If they are permitted to travel to different
safehaven sites, what is the basis for the MIE payments?**

A: EFMs are not required to travel to the same safehaven site. They may
travel to alternate safehaven sites either in or outside of the U.S. ,
per DSSR 631a.(1). However, there can be only one authorized first
evacuee, so the employee must designate one EFM as that evacuee, per
DSSR 632.1. Travel of all other EFMs to alternate safehaven sites is
calculated on a cost-construct basis using the safehaven of the first
evacuee as the basis for this cost calculation. Lodging, if applicable,
and MIE payments are based on the rates established for the first
evacuee.

**10. Q: At the termination of an evacuation and a declaration that EFMs
may return to post, an employee's EFMs nonetheless wish to remain in the
U.S. so that the EFMs students may complete the final term of the
current school year. What allowances may be granted the employee?**

A: If the EFMs are residing in commercial quarters, the employee may
receive a maximum of 90 days of Transitional SMA to allow the EFM
students to complete the final semester of the school year, per DSSR
262.3b. If the EFMs are residing in non-commercial quarters, the
employee may be granted Voluntary SMA. However, EFMs may not return to
post if, at the end of the school year, the employee is within 90 days
of PCS.

[]{#__RefHeading___Toc154287830 .anchor}TRANSITIONAL SEPARATE
MAINTENANCE ALLOWANCES (TSMA)

**1. Q: An employee returns to the U.S. on evacuation orders to join his
previously evacuated family two weeks before the end of the 180-day
evacuation period. At the end of the 180-day evacuation period, the
employee's post is declared "unaccompanied." At this time the employee
takes two weeks of annual leave and then returns to post. May the
employee receive TSMA on behalf of this family for the two weeks
following the termination of the evacuation, even though the family was
not separated?**

A: Yes, TSMA may be granted for this period because the employee was
maintaining quarters at the post during this temporary absence from
post, per DSSR 265.3. TSMA in this case would be for the purpose of
"transitioning " the family from commercial quarters occupied during the
evacuation to permanent quarters because the post has been declared
"unaccompanied", per DSSR 262.3a.

**2. Q: An employee's EFMs were evacuated six months ago and have been
living in a furnished apartment. The evacuation has been terminated and
the post is declared as \"unaccompanied\". The EFMs would like to move
to a less expensive rental house. Is this move permissible while still
retaining TSMA eligibility?**

A: Yes, this move is permissible provided that the less expensive
commercially leased rental house is a "transition" residence prior to
occupying permanent quarters. However, if this less expensive rental
house is intended to be a permanent residence then the employee may not
receive TSMA, but may receive involuntary SMA, per DSSR 262.3a.

**3. Q: After an employee's EFMs move into a permanent residence are
they still eligible to receive TSMA until they receive their full HHE
shipment?**

A: No. TSMA payments terminate the date the EFMs occupy non-commercial
quarters. If the employee's EFMs move into a permanent residence before
they receive their full HHE shipment then their TSMA will terminate
before they receive that shipment. Alternately, if they receive their
full HHE shipment before occupying permanent quarters TSMA will
terminate on the date they receive that shipment. (See DSSR 266.4 (4))

**4. Q: An employee ships some HHE from post to EFMs on TSMA in the U.S.
If the HHE does not arrive within 60 days may TSMA be extended beyond
this period?**

A: Usually TSMA may be paid for a maximum of 60 days, but an additional
30 days may be allowed, with agency approval based on extreme or unusual
circumstances, per DSSR 267.1b.(2). The employee at post should submit
an SF-1190 to the appropriate agency official before the end of the
60-day period to request an extension of TSMA payments for the
additional 30 days. An example of "extreme or unusual circumstances"
would be a situation in which the employee made reasonable efforts to
ship the HHE to his EFMs in the U.S. but the shipment did not arrive in
this time period.

**5. Q: What are the TSMA rates?**

A: TSMA rates for days 1--30 are \$100/day for 1-2 family members and
\$120/day for 3 or more family members; for days 31-60 \$70/day for 1-2
family members and \$80/day for 3 or more family members; for days 61-90
\$50/day for 1- 2 family members and \$60/day for 3 or more family
members.

**6. Q: Is TSMA taxable?**

A: No, TSMA is not subject to federal or state income taxes, per DSSR
054.1.

**7. Q: How are TSMA payments initiated, received, and then
terminated?**

A: An employee must complete the form SF-1190 that is properly annotated
accompanied by appropriate documentation to the agency's authorizing
official.(DSSR 264.3). For State Department employees, the Executive
Director of the appropriate regional bureau is the approving official (
3 FAM 3232.3 and FAH-1 h-3232.1) Payments are made to the employee
biweekly through the payroll system and continue until the employee
notifies the appropriate official to terminate the allowance. The
employee should submit this termination notice upon the initial
occurrence of any of the following events, per DSSR 266.4: (a) the date
the employee commences travel under transfer orders from the evacuated
post or the date of transfer if no travel is to occur under the transfer
orders; (b) the final day of the authorized period of the TSMA; (c) the
date the complete HHE shipment is received by the employee's EFMs; (d)
the date the EFMs occupy non-commercial quarters; (e) the date the EFMs
occupy permanent quarters.

**8. Q: Once TSMA is terminated what options remain for the employee?**

A: The employee may submit an SF-1190 to the appropriate agency
requesting involuntary SMA for each EFM and specifying in box \# 15 of
the SF-1190 the reason for the request; namely, that the post is
unaccompanied and travel to post has been denied to the employee's EFMs,
per DSSR 264.1. An employee's minor EFMs are covered by involuntary SMA
until the age of 21 (age 18 for voluntary SMA with the exception of
those over 18 who are in secondary school). SMA rates are found in DSSR
267.1.

**9. Q: What other allowances are available once TSMA terminates and the
post is declared unaccompanied?**

A: If the employee has EFM students in grades K through 12 then the
employee may request either involuntary SMA or the applicable "away from
post" education allowance. The applicable "away from post" education
allowance is that specified for the employee's post of assignment, per
DSSR 276.23. The "away from post" education allowance option may be
chosen unless the parent (natural, adoptive, or step) resides in the
same country in which the EFM student will attend school. If this is the
case, the employee is not eligible for the "away from post" education
allowance.

**10. Q: May an employee receive TSMA for EFMs who have been evacuated
to an alternate approved foreign safehaven?**

A: EFMs are eligible to receive TSMA, per DSSR 264.3, if they are
occupying temporary commercial quarters, per DSSR 264.3. They are not
eligible for TSMA if they are residing in non-commercial quarters. If
they are not eligible for TSMA they may be eligible for either
involuntary SMA or "away from post" education allowance (see the
previous Q&As on this topic).

Note: EFMs are officially considered to be residing in the U.S. on
involuntary SMA. However, the employee may request that the alternate
approved foreign safehaven of the EFMs be designated as the involuntary
SMA site, per DSSR 614c. If this request is approved by the appropriate
agency official an education allowance may be paid for eligible EFM
students. (Department of State employees should make this request to the
Executive Director of the appropriate regional bureau.)

**11. Q: What constitutes "non-commercial" quarters?**

A: "Non-commercial" quarters are those that are not commercially leased
or rented. Employees and EFMs living with family, friends, etc. would be
considered living in "non-commercial" quarters, per DSSR 632.1.

**12. Q: An employee is to be reassigned within a month after the
termination of evacuation orders. May his EFMs living in the U.S.
receive TSMA for this period?**

A: The employee's EFMs are eligible for TSMA while they reside in
temporary commercial quarters. However, if the employee is expecting to
be transferred to the U.S. within a month the subsistence expense
portion of the Home Service Transfer Allowance (HSTA) may provide a
better benefit for the employee than the TSMA. If TSMA is approved, EFMs
will not be eligible for the HSTA unless "official transportation was
authorized permitting those family members to join the employee at the
new post of assignment in the U.S., per DSSR 252.8.

[]{#__RefHeading___Toc154287831 .anchor}SEPARATE MAINTENANCE ALLOWANCES
(SMA)

**1. Q: At what age must voluntary SMA terminate for a dependent
child?**

A: Voluntary SMA must be terminated on a child's 18^th^ birthday, unless
the child is attending secondary school or is determined to be incapable
of self-support (due to physical or mental impairment), per DSSR
264.2(1)c.

**2. Q: If an employee's spouse is in Washington , DC on voluntary SMA
and the employee is evacuated from post to the safehaven site of
Washington , DC, is SMA terminated?**

A: Yes, the SMA grant will be terminated/suspended on the date the
employee is transferred/evacuated from post, per DSSR 266.2. Moreover,
the spouse is not eligible for SEA because the spouse was not an
evacuee, per DSSR 600j. However, the employee will be eligible for SEA
payments, per DSSR 632c.

**3. Q: At what age must involuntary SMA terminate for a dependent
child?**

A: Involuntary SMA must be terminated on a child's 21^st^ birthday,
unless the child is determined to be incapable of self-support (due to
physical or mental impairment), per DSSR 267.1a. A child who is in
post-secondary school/college and not currently working is not
considered to be incapable of self-support.

**4. Q: If an eligible family member on SMA travels to the post at
personal expense will the Department assume any responsibility in the
case of an emergency involving the EFM?**

A: When an EFM travels to the employee's post at personal expense, the
family member is considered a private citizen visiting the country. As
such, that family member is not eligible for any allowances or benefits
paid on behalf of family members of USG civilian employees, including
any medical emergency evacuation travel, per DSSR 261.2.

**5. Q: When an employee receiving SMA is transferred to another post
does the SMA automatically continue?**

A: When an employee is transferred, SMA must be terminated, per DSSR
266.2. The employee must then elect to apply for SMA at the new post or
have family members included on the travel orders (if an accompanied
post).

**6. Q: Following the termination of evacuation, may an employee's EFMs
remain at their safehaven on voluntary SMA and then return to post
later?**

A: Following termination of an authorized or ordered departure an
employee may elect voluntary SMA at the official safehaven for the EFMs
previously eligible for SEA payments and for whom round-trip travel
expenses have already been authorized, per DSSR 262.2. However, an EFM
who has been living in an official overseas safehaven and wishes to
remain there must reaffirm that this location meets Department of State
security standards. The employee may be permitted to terminate this
voluntary SMA and EFMs may be permitted to return to post provided
return travel to post does not occur during the employee's final 90 days
at post, per DSSR 264.2(2). This SMA is not to be considered the "one
change of option" during a tour of duty.

**7. Q: Who may officially authorize approval or disapproval of an
employee's SMA request?**

A: Within the foreign affairs agencies, the following officials are
authorized to approve SMA requests for their respective agencies:

-   State Department: Executive Director of a regional bureau or
    Executive Director of the Bureau of International Organizations

-   U.S. Agency for International Development USAID): See HB 26, chapter
    13, sec. 13F10 and 13D

-   USDA: Foreign Agriculture Service Director, Management Services
    Division, APHIS: Director, Resource Management Support Staff

-   Department of Commerce: Director, Office of Foreign Service
    Personnel (OFSP)

Only the following officials can disapprove SMA applications for their
respective foreign affairs agencies:

-   State Department: Deputy Assistant Secretary for Human Resources
    (M/DGHR/HR)

-   USAID: See HB 26m, chapter 13, sec. 13d2

-   USAD: FAS, Assistant Administrator, Management, APHIS: Deputy
    Administrator

-   Department of Commerce: Director General for Personnel or
    appropriate secretarial/officer.

**8. Q: What procedure must an employee follow in submitting an SMA
request?**

A: The employee must complete and sign the SF-1190 that contains a
statement certifying the veracity of the request. Further, for foreign
service agencies, the employee must execute a repayment agreement in
accordance with the format provided in 6FAM 126 exhibit 126.1-4. The
original and one copy are to be forwarded to the Department of State by
memorandum, subject: APER. For USAID employees, forward these documents
to M/PM, USAID, as an attachment to the memorandum requesting the SMA.
Employees should review 6 FAM 126.1-5 for repayment requirements.
Employees from other agencies should contact their respective
headquarters for guidance.

**9. Q: Is an employee's EFM student eligible to receive educational
travel while on SMA?**

A: No. When EFMs students are on voluntary SMA they are not eligible for
any other allowances, such as educational travel, per DSSR 263.6.

**10. Q: Is an employee's EFM student eligible to receive an education
allowance while on involuntary SMA?**

A: If a foreign area is designated as the official SMA (involuntary)
location, an EFM student may be entitled to an education allowance, per
DSSR 262.4b. Unless specifically designated otherwise by the head of
agency, EFMs on SMA (voluntary) are considered to be officially residing
in the U.S. and can attend U.S. public schools free of charge. However,
if SMA is granted for the convenience of the government (involuntary)
and a foreign area is designated as the official SMA location, the EFM
student authorized to reside at that location may be authorized an
education allowance within the applicable "away from post" education
allowance established in the DSSR 920 for that post.

**11. Q: The spouse of an employee at a foreign post is residing in the
U.S. on SMA. When the employee leaves post the SMA will be terminated.
How much Home Service Transfer Allowance is the employee entitled?
Further, should the subsistence portion of this allowance include the
spouse as well?**

A: Family members for whom an SMA was authorized while the employee was
posted overseas are not considered members of the family for the
computing the Home Service Transfer Allowance unless official
transportation was authorized permitting those family members to join
the employee at the new post of assignment in the U.S., per DSSR 252.8.
Therefore the employee is granted a Home Service Transfer Allowance as a
single employee, not as one with EFMs.

[]{#__RefHeading___Toc154287832 .anchor}SINGLE PARENTS / TANDEM COUPLES

**1. Q: If a single parent employee is assigned to a position designated
by the post as an "emergency" position will the employee's children be
evacuated when ordered departure for EFMs is declared? If so, what
allowances will the EFM children receive?**

A: Yes, the EFM children will be evacuated. They will be eligible for
the customary evacuation benefits, per DSSR 630. If there is a single
child, this child would be considered as the "first" evacuee of the
family unit and would receive a SEA based on the safehaven's per diem
rate, including the actual lodging charge up to the lodging limit. If
there are other children evacuated they would receive a percentage of
the safehaven's locality M&IE rate according to the formulas set forth
in DSSR 632.1.

**2. Q: When tandem couples depart post on evacuation orders, how are
their SEA payments determined?**

A: Tandem couple employees will each receive evacuation benefits not to
exceed an employee's eligibility, but without duplication of benefits
for family members on their orders. Both employees are considered to be
the first evacuee, per DSSR 632.1. (This is based on tandem couple
entitlements to all other allowances, including transfer allowances and
temporary lodging, on a per person employee basis. However, only 50% of
the lodging allowance is granted if the tandem couple is sharing
lodging.)

**3. Q: In the case of a tandem couple with EFM children and only one
parent being evacuated, on whose orders should the evacuated children be
placed?**

A: EFM children of tandem couples should be placed on the evacuating
employee/parent's orders, per DSSR 610j.

**4. Q: How does a tandem couple evacuated to the same official
safehaven submit their receipts under the commercial rate formula for
lodging?**

A: Provided the evacuated couple is residing in the same commercial
quarters, they should submit their vouchers together. Reimbursement
would be granted to each for lodging (one-half of the commercial lodging
charge) and for each as regards M&IE expenses as a "first evacuee", per
DSSR 632.1(b).

[]{#__RefHeading___Toc154287833 .anchor}SHIPMENTS AND PROPERTY CLAIMS

**1. Q: May POVs be shipped from the post to the safehaven point at
government expense?**

A: No, POV shipments are not authorized, per 631b. However, a safehaven
transportation allowance of \$25 per day is authorized. Receipts are not
required.

**2. Q: May an employee have access to HHE while on evacuation status?**

A: Access to, delivery and return to storage of household effects for
evacuees is at personal expense, not Government expense, per DSSR 631b.

**3. Q: If an employee does not ship UAB from post during an evacuation
and subsequently receives the airfreight replacement allowance, may the
employee ship UAB back to post after the evacuation?**

A: Yes. The airfreight replacement allowance is only in place of the UAB
from post, per DSSR 631a.(3).

**4. Q: What if an employee is assigned to a new post, but all personal
effects remain at evacuated post?**

A: If the household effects (HHE), unaccompanied air baggage (UAB), or
privately owned vehicle (POV) are packed out, they will be shipped as
soon as it is possible to do so. If the employee is not present at post,
the post's Management section will be responsible for packing and
shipping the employee's effects.

**5. Q: What should an employee do if personal property has been lost or
damaged at post?**

A: The employee may file a claim with the government for loss or damage
of property, but not until such time that the post verifies the loss.
The claim is filed through the employee's agency. Foreign Affairs Agency
(State, USAID, FAS, FCS, APHIS) personnel must complete Form DS 1620,
"Claims for Loss of or Damage to Private Personal Property." The
Management Officer at post files an investigative report. A cable from
post verifying the loss or damage may be acceptable. If possible, the
employee should present travel orders, inventory, receipts, and bills of
lading. If not possible, the employee should file the claim with
whatever information is available.

**6. Q: What is the maximum amount that may be claimed for lost and
damaged personal property?**

A: There is a maximum amount for certain categories of items claimed,
with a total maximum amount of \$100,000 for damages sustained during an
evacuation. It is essential to carry personal loss insurance and to keep
this insurance current for even if the employee's private insurance
company refuses to pay (owing, for example, to acts of war) and the USG
becomes the primary insurer, the Department's claims office will rely on
the insurance valuation when assessing the employee's claim.

**7. Q: Who should the employee contact to begin this claims
procedure?**

A: Department of State employees should contact the Transportation and
Travel Management Division Claims Section (A/LM/OPS/TTM/CL), room 1245,
HST, as follows:

> Joan Padilla, team leader, tel. \# 202-736-7061
> [PadillaJoanD@state.gov\
> ](mailto:PadillaJoanD@state.gov  %0B)Carolyn Baker, tel. \#
> 202-736-7154 [BakerCP@state.gov\
> ](mailto:BakerCP@state.gov %0B)Jewel Woodard, tel. #202-736-7156
> <WoodardJD@state.gov>

[]{#__RefHeading___Toc154287834 .anchor}TERMINATION OF EVACUATION

**1. Q: What is the period of validity for evacuation orders?**

A: Under normal circumstances, evacuation orders are valid for up to 180
days (nine months) from date of issuance.

**\
2. Q: How are SEA payments and travel vouchers administered at the
termination of an evacuation period?**

A: For SEA payments: For Department of State employees, Resource
Management (RM) will provide a miscellaneous obligation document (MOD),
which summarizes evacuation payments. The evacuee must certify this
document \"as is,\" or with modifications and returned to:
RM/GFS/DFS/FO/A, SA-15, Room 5000, Washington, DC 22209) with
appropriate documentation of changes within 10 days. Evacuees should
provide justification for any time between the termination of the
evacuation and initiation of return travel to post. Justification
includes making necessary travel arrangements. Documentation is
essential so that RM can complete the final audit of SEA payments.

For travel payments: For Department of State evacuees returning to post
should file their travel vouchers with the post budget officer. The post
computes the travel vouchers based on current per-diem rates and
forwards them to RM for certification of payment. Evacuees who are not
returning to post should file their vouchers with their regional bureau.
These vouchers will be computed by the bureau and forwarded for
certification of payment.

**3. Q: What happens if an evacuation ends and an employee is liable for
paying a lease penalty?**

A: If an employee or designee signs a lease at the safehaven and is
subsequently ordered to return to post, or If an evacuation terminates
and the post subsequently becomes unaccompanied, then the employee's
agency may waive the refund due the Government on an advance or
reimbursement of lodging expenses incurred not to exceed 30 days. This
lease coverage may not extend beyond the 180-day evacuation payment
limit. See DSSR 632.4c.

[[]{#__RefHeading___Toc154287835 .anchor}INVOLUNTARY SEPARATE
MAINTENANCE ALLOWANCE
(ISMA)](http://aoprals.a.state.gov/content/FAQs/Evac_FAQs.asp#12%2312)

**1. Q: If families are separated for the convenience of the government,
why are all of our housing expenses not covered like they would be at
post?**

A. The purpose of the Separate Maintenance Allowances is to help defray
the additional expenses associated with maintaining family members
elsewhere than at post.  The allowances are not meant to fully cover a
family\'s expenses.  The rates for SMA are based on data provided by the
Bureau of Labor Statistics for the average cost of maintaining a
household in the continental United States.  The costs include average
rent, utilities, miscellaneous furnishings and supplies. 

**2. Q:  If the post allows only spouses (or spouses and children under
5), but a spouse cannot go because there are children (or older
children), is the employee then eligible for ISMA?**

A.  In addition to fully unaccompanied status, the Department has
recently added the category of \"partially unaccompanied\" posts, i.e.
Only adult EFMs, or adult EFMs and small children, are permitted.  If
minor children (under the age of 18 years) may not proceed to post and
are therefore eligible for ISMA, a parent or step-parent may remain at
the separate household to care for them and would also be eligible for
ISMA. 

**3. Q: If an evacuation runs 180 days and the post then goes to
unaccompanied status, Transitional SMA (TSMA) kicks in.  How does the
new rate affect TSMA?**

A. The purpose of  TSMA after an evacuation and conversion of post to
unaccompanied status is to allow family members in commercial quarters
time to establish themselves in permanent housing.  TSMA is only
available for family members occupying commercial quarters (for a
definition of commercial quarters, see DSSR 262.3a).  TSMA for this
purpose is available for up to 60 calendar days.  In rare cases it may
be extended for an additional 30 days, not to exceed 90 days.  TSMA is
listed as a daily rate and varies by length of time and family size. 
DSSR 267.1b contains the rate schedule for TSMA.

**4. Q:  What happens if the family has been on ISMA and the post status
changes back to accompanied, but because we are in the middle of the
school year it is not advisable for the family to move?  Can the
employee continue to receive ISMA, or does it shift back to voluntary? 
If it shifts to voluntary, do I need to fill in another SF-1190?**

A.  When an unaccompanied post becomes safe enough for EFMs to return
and the status changes to at least partially accompanied, the higher
ISMA rates will continue for 90 days.  Before the 90 day period ends,
the employee will need to submit a new Form SF-1190 to continue either
ISMA (if partially unaccompanied and the employee\'s EFMS may not
return) or VSMA (if the employee\'s EFMs could return but choose not
to).

**5. Q: If a family member fails to get a medical clearance, is the
employee eligible for involuntary SMA?  Is there a reporting requirement
with regard to the medical condition?  Do you have to continue to
demonstrate the medical need for ISMA?  If there is no longer
justification for a medical ISMA, would the EFM still be eligible for
voluntary SMA?\
**\
A.  An employee may receive Involuntary SMA for a family member if that
family member is prevented from proceeding to post due to a medical
condition.  The Office of Medical Services or other competent medical
authority must certify in writing that the family member\'s medical
condition prevents the family member from going to post.  That
certification could be a memo, cable or email that is attached to the
SF-1190,\
Foreign Allowances Application, Grant and Report.  If the family
member\'s medical condition changes and the family member may proceed to
post, but chooses not to, the employee is eligible for Voluntary SMA.\
\
The employee must immediately submit the new SF-1190 documenting that
the EFM\'s status has changed.  Please note that an employee may only
elect VSMA for family members once during a tour of duty and the
employee and family member must be separated for at least 90 days.  The
change of election may not take place\
during the employee\'s first or last 90 days during the tour of duty. 
(DSSR 264.2(2)).\
\
**6. Q: I am assigned to an accompanied post and my family members are
with me.  Unfortunately, one of my EFMs has developed a medical
condition and the Regional Medical Officer has stated that he cannot
remain at post with me.  He will return to the United States to get
medical treatment for the remainder of my tour.  May I put him on SMA? 
What type of SMA would he receive - voluntary or involuntary?**

A.  You should submit an SF-1190 to your post management officer to
apply for SMA on behalf of your EFM.  Please note on the SF-1190 that
you are applying for involuntary SMA because the Office of Medical
Services has limited your EFM\'s medical clearance in such a way that he
is not permitted to reside with you at post.  Please attach
documentation from the RMO or Office of Medical Services indicating that
needed\
medical facilities are not available at post and therefore the EFM\'s
medical clearance is being limited.  You would then be eligible for ISMA
on behalf of your EFM.

**7. Q: What support is available to families on involuntary
separation?**

A.  The Family Liaison Office (FLO) takes the lead on providing support
to families on separate maintenance, both voluntary and involuntary, as
well as those on evacuation status. FLO is setting up a network of
support for families on involuntary separate maintenance and wants you
to contact FLO with your email address and telephone number.  FLO has
developed a resource book and a website for unaccompanied tours\
on the Internet website <http://www.state.gov/m/dghr/flo/c14521.htm>.\
\
**8. Q:  How does ISMA relate to travel of separated families?**

A. Travel for children of separated families described in 3FAM 3753 does
apply to children on involuntary separate maintenance allowance.  Since
children are not allowed to visit an unaccompanied post, travel would
have to be to an alternate location.

 

[]{#__RefHeading___Toc154287836 .anchor}TSMA & EVACUATION

**1. Q: My family and I were evacuated six months ago and I have been
leasing a furnished apartment in a high rise building. I'd like to move
to a rental house that is less expensive. Can I do this and still
receive Transitional Separate Maintenance Allowance (TSMA)?**

A. Yes, you and your family can move to a less expensive
commercially-leased rental house as long as it is a "transition"
residence prior to occupying your permanent residence. If this move to
the less expensive rental house is intended to be your permanent
residence, then you will not be eligible for TSMA but only eligible for
the "regular" Involuntary SMA rates in the Department of State
Standardized Regulations (DSSR) section 267.1.

**2. Q: Even after my family moves, they will have a lot of
extraordinary expenses (like furniture rental) until they receive the
full Household Effects (HHE) shipment. When will my TSMA payments
stop?**

A. If this residence is considered temporary ("transitional") and
commercially-leased, then TSMA payments may be paid for up to 60
calendar days awaiting your full HHE shipment.

**3. Q: Even if my husband, who is still at post, ships some of our HHE
right away; it will still probably take more than 60 days to get here.
How do I extend the TSMA to 90 days?**

A. The employee at post should submit an SF-1190 to the appropriate
agency official ahead of the end of the initial 60 day period to request
an extension of TSMA payments for the additional 30 days.

One example of extreme or unusual circumstances is that the employee has
made every effort to get the full HHE shipment to the family but the
full shipment has not been delivered due to restrictions or difficulties
beyond the employee's control.

**4. Q: Are the TSMA amounts different for days 61 through 90?**

A - Yes, the TSMA rates for days 61 through 90 are \$50 for 1 or 2
eligible family members and \$60 for 3 or more eligible family members.

**5. Q: Is TSMA taxable?**

A. No. TSMA is considered the same as SMA which is not subject to
federal or state income taxes.

**6. Q: What if I get some of our furniture from storage and also have
some of our HHE shipped. Would I still be eligible for TSMA after I get
the items from storage, but until the HHE arrives?**

A. If you are still in temporary commercial lodging, you are eligible
for TSMA for up to 60 days or until your "full" HHE is delivered.

**7. Q: How do you know when my "complete" HHE has arrived?**

A. The employee should notify the appropriate agency official to inform
them of the date the family received the "complete" or "full" HHE. TSMA
must terminate on the date the full HHE is delivered to the family.

Please note that the USG is not responsible to move an HHE shipment from
a temporary residence to the subsequent (permanent) residence,
therefore, it would be good to coordinate delivery of HHE to a permanent
residence.

**\
8. Q: Is TSMA paid automatically once it commences?**

A. Yes. Once an employee has submitted an SF-1190 and it has been
processed, payments commence via the payroll process and continue
automatically until the employee the employee notifies the appropriate
agency official to terminate the allowance.

**9. Q: Once TSMA is terminated, what are my options?**

A. You must apply for involuntary SMA by completing the SF-1190 and
submitting it to the appropriate agency. The current involuntary SMA
amounts may be found in DSSR 267.

**10. Q: Is there anything else available following termination of
TSMA?**

A. For your school age children (grades K through 12), according to DSSR
276.23, the employee may request the applicable "away from post"
education allowance \[for the employee's post of assignment\] for
his/her child in lieu of involuntary SMA. The only restriction is that a
parent (natural, adoptive, step) cannot reside in the same country where
the child will attend school.

**\
11. Q: What if my family is at an alternate approved foreign safehaven
at the end of the evacuation. Can I get TSMA for my family members in
the foreign area?**

A. If your family members are occupying temporary commercial quarters
then they are eligible to receive TSMA.

However, if they are in non-commercial quarters they are not eligible
for TSMA. If they are not eligible for TSMA, they are eligible for
either involuntary SMA or away from post education allowance (see Q&A 9
and 10 for details).

**12. Q: Can you give me examples of non-commercial quarters?**

Non-commercial quarters are considered private residences such as living
with family, friends or others in a location which is not commercially
leased or rented.

**\
13. Q: I understand you're not supposed to receive regular SMA unless
you will be in that status for at least 90 days. I expect my spouse to
be reassigned in a month or so. Am I still eligible for TSMA?**

A. Your family is eligible for TSMA as long as they are in temporary
commercial lodging. However, if the employee is going to be transferred
shortly to the U.S., you may wish to weigh the immediate benefit of TSMA
versus the subsistence expense portion of the Home Service Transfer
Allowance for family and employee once the employee gets back to the
U.S. If TSMA is used, the family will not be eligible for HSTA "unless
official transportation was authorized permitting those family members
to join the employee at the new post of assignment in the U.S." (DSSR
252.8).

[]{#__RefHeading___Toc154287837 .anchor}Evacuation Contacts

[]{#__RefHeading___Toc154287838 .anchor}All Agencies at Post

Family Liaison Office

> Room 1239, HST (Main State)
>
> Department of State
>
> 2201 C. St., NW
>
> Washington, DC 20520
>
> Telephone: (202) 647-1076 or toll-free (800) 440-0397
>
> FAX: (202) 647-1670
>
> Email: [**flo@state.gov**](mailto:flo@state.gov) ; Web site:
> [**http://www.state.gov/m/dghr/flo**](http://www.state.gov/m/dghr/flo)

**Employee Consultation Services (ECS)**

> Columbia Plaza, SA-1, H-246.
>
> Telephone: (202) 663-1815
>
> FAX: (202) 663-1456
>
> Email: <MEDECS@state.gov>

[]{#__RefHeading___Toc154287839 .anchor}U.S. Department of State

**Subsistence Expense Allowance Payments**

> Charleston Financial Service Center (CFSC)
>
> Sherry Howard
>
> Telephone: (843) 746-0722
>
> Mailing address:
>
> 1969 Dyess Avenue
>
> Charleston, SC 29405
>
> Claims:
>
> Room 1244, Main State
>
> Telephone: (202) 736-7648

**Employee Services Center**

> Room 1252, Main State
>
> Telephone: (202) 647-3432
>
> Fax: (202) 647-1429
>
> Email: <EmployeeServicesCenter@state.gov>

**Housing (AAFSW)**

> Room 1252, Main State
>
> Telephone: (202) 647-3573\
> Web site: [http://www.aafsw.org](http://www.aafsw.org/)

**Transportation**

> Room 1248, Main State
>
> Telephone: (202) 647-4140
>
> Or toll-free (800) 424-2947

**Carlson Wagonlit Travel**

> Room 1252, Main State
>
> Department of State reservations and help desk Mon-Fri: 7:30am and
> 5:30pm
>
> Telephone: (866) 654-5593
>
> 'After-hours' & emergencies: (800) 383-6723
>
> Room E-1113 at George P. Shultz NFATC (FSI)
>
> FAX (866) 597-3743
>
> Web site: [http://www.cwgt.com](http://www.cwgt.com/)
>
> []{.mark}

**DOS Regional Bureaus**

**AF/EX - African Affairs**

> Supervisory Post Management Officer William Campbell
>
> Telephone: (202) 647-1840

**EAP/EX - East Asian and Pacific Affairs**

> Supervisory Post Management Officer Geraldine Kam
>
> Telephone: (202) 647-6219

**EUR/EX - European & Eurasian Affairs**

> Supervisory Post Management Officer Larry Richter
>
> Telephone: (202) 647-9504

**NEA/EX - Near Eastern Affairs**

> Supervisory Post Management Officer Peggy Sheppard
>
> Telephone: (202) 647-1482

**SAC - South & Central Asian Affairs**

> Supervisory Post Management Officer Peggy Sheppard
>
> Telephone: (202) 647-1482

**WHA/EX - Western Hemisphere Affairs**

> Supervisory Post Management Officer Randall Budden
>
> Telephone: (202) 647-9504

[]{#__RefHeading___Toc154287840 .anchor}U.S. Agency for International
Development (USAID)

**Please Note: When filing for evacuation allowances, USAID Employees
should first check with your bureau. Send completed forms to:
USAID/M/FM/CMP, 1300 Pennsylvania Avenue, NW, Washington, DC
20523-7700.**

**Counseling**

> Employee Consultation Services (ECS)
>
> Columbia Plaza, SA-1, H-246.
>
> Telephone: (202) 663-1815
>
> FAX: (202) 663-1456
>
> Email: <MEDECS@state.gov>

**USAID Social Worker**

> Martha Rees
>
> Telephone: (2020) 712-0891
>
> Email: <mrees@usaid.gov>

**USAID Human Resources Bureau Contacts**

**AFR Africa Bureau**

> Michelle Walker
>
> Telephone: (202) 712-5579
>
> Email: <miwalker@usaid.gov>

**ANE Asia & Near East Bureau**

> Cristal King
>
> Telephone: (202) 712-0592
>
> Email: <CKing@usaid.gov>

**EE Europe & Eurasia Bureau**

> Sanna Solem
>
> Telephone: (202) 712-0656
>
> Email: <ssolem@usaid.gov>

**LAC Latin America & Caribbean Bureau**

> Angel Mason
>
> Telephone: (202) 712-1868
>
> Email: <amason@usaid.gov>

**USAID Transportation (shipping)**

> M/AS/TT, Room 2.09, RRB
>
> 1300 Pennsylvania Avenue, NW
>
> Washington, DC 20523-4800

**Transportation Counselors:**

> Andrew James (202) 712-0227
>
> Williford Thomas (202 712-1675

**Carlson Wagonlit at USAID**

> Website: [http://www.cwgt.com](http://www.cwgt.com/)
>
> Telephone (for USAID employees & family members): (202) 866-343-5009

[]{#__RefHeading___Toc154287841 .anchor}Drug Enforcement ADMINISTRATION
(DEA)

**Foreign Personnel Support Unit/International Ops**

**Family Liaison Specialists:**

> Deborah Rice Thomas
>
> Telephone: (202) 307-8222
>
> Fax: (202) 307-3620
>
> Email: <Deborah.R.Thomas@usdoj.gov>
>
> Patricia Gonzalez
>
> \(202\) 307-4241
>
> Fax: (202) 307-3620
>
> Email: <Patricia.B.Gonzalez@usdoj.gov>

[]{#__RefHeading___Toc154287842 .anchor}Federal Bureau of Investigation
(FBI)

**Office of International Operations (OIO)**

> Steve McPeak
>
> \(202\) 324-9275
>
> Fax: (202) 324-5741
>
> Email: <stevenmcpeak@ic.fbi.gov>
>
> B. Fiby Gaid
>
> \(703\) 324-4299
>
> Fax: (202) 324-5741
>
> LaWanda Robinson
>
> \(202\) 324-5332
>
> Fax: 324-5741

[]{#__RefHeading___Toc154287843 .anchor}Foreign Agriculture Service
(FAS)

**International Services Staff**

> \(202\) 720-2741

[]{#__RefHeading___Toc154287844 .anchor}Foreign Commercial Service (FCS)

**Human Resources**

> Fay Fivner, telephone: (202) 482-3397
>
> Rose Reedy, telephone: (202) 482-7851

[]{#__RefHeading___Toc154287845 .anchor}Homeland Security

**Immigration & Customs Enforcement**

> Helen Campbell
>
> Telephone: (202) 732-8152
>
> Fax: (202) 305-7793
>
> Email: <Helen.campbell@dhs.gov>
>
> Vernesia Middleton
>
> Telephone: (202) 732-0399
>
> Email: <vernesia.middleton@dhs.gov>

[]{#__RefHeading___Toc154287846 .anchor}United States Secret Service

**International Programs**

> Yolanda Torres
>
> Telephone: (202) 406-5575
>
> Email: <yolanda.torres@usss.dhs.gov>

**Personnel Division**

> 245 Murray Drive, Building 410
>
> Washington, DC 20223
>
> Telephone: (202) 406-5800

**Emergency Preparedness**

> \(202\) 406 5888Treasury

**Human Resources**

> Joy Charles,
>
> \(202\) 622-1577
>
> Sherri Coleman,
>
> \(202\) 622-1043

**General information**

> \(202\) 622-2000

[]{#__RefHeading___Toc154287847 .anchor}Voice of America/ International
Broadcasting Bureau (VOA/IBB)

**Human Resources**

> Joanne Lusby or Corrine Appleton
>
> Telephone: (202) 619-311

[]{#__RefHeading___Toc154287848 .anchor}General Resources

[]{#__RefHeading___Toc154287849 .anchor}A Message from the Office of
Medical Services

MEMORANDUM

United States Department of State

Medical Director

Department of State and the Foreign Service

Washington, DC 20520

To: Foreign Service and Foreign Affairs Agencies Returnees

From: Laurence G. Brown, MD Medical Director

Welcome back to the United States. I am grateful for your extraordinary
service to the Department in these troubling times.

Your sudden return has probably been hectic, disruptive, and stressful.
I want you to know that our staff is ready to assist you as you get
re-settled.

The Health Unit at Columbia Plaza (SA-1) room L-206 is available for
assessment of acute illnesses and referral to local medical resources.
Referrals can also be made to other MED offices as needed, say for
medical evacuation or tropical medicine questions. The hours of
operation are 8:30 am until 4:00 pm, Monday through Friday.

Mental Health Services works with the Family Liaison Office to arrange
briefings and community meetings, and to provide support through
informal group discussions on the various community, individual, and
family problems associated with evacuations. You will be notified of
these meetings.

The Employee Consultation Service (ECS) is a confidential service for
Department of State employees and family members and offering
consultations, counseling and support groups. The clinical social
workers at the ECS have extensive experience in family counseling. The
office is located in Room H-246, SA-1, (202) 663-1815.

If urgent assistance is required over a weekend, please call the
Emergency Room at a hospital near you for help.

[]{#__RefHeading___Toc154287850 .anchor}Evacuee Medical Information

All employees and family members on Subsistence Expense Allowance (SEA)
who seek medical exams should schedule procedures as early as possible
during the evacuation period. Once the evacuation order is lifted, it is
expected that employees and family members will return to post
expeditiously.

Payment for medical coverage provided to eligible US citizen employees
and their dependents overseas does not apply to employees and family
members while they are in the United States on assignment, home leave,
or other travel. The exception is an illness, injury, or medical
condition connected with overseas service and the employee or family
member is otherwise eligible for treatment. Such a situation is rare -
an emergent medical condition for which medevac was approved at the time
of ordered departure or a serious condition which occurred overseas
necessitating the revocation of a medical clearance, disallowing an
individual\'s return to post. The need to obtain medical care following
the SEA period does not in itself warrant the issuance of medical per
diem orders.

Employees and family members are encouraged to use the time in the U.S.
to obtain medical or dental assistance. The preferred plan providers
offered by your Federal Employee Health Benefit Program (FEHBP) reduce
your out-of-pocket expenses by choosing facilities and providers who
participate in the Plan\'s preferred provider organization (PPO). You
can also reduce up front charges and paperwork if your PPO provider
files the insurance claim on your behalf.

Check with your insurance carrier to find out which local facilities and
providers participate in your insurance carrier\'s PPO arrangements. Ask
your medical provider if he or she participates in your health plan when
you make the medical appointment.

Many insurance programs also provide non-FEHB benefits, for example,
dental services, eyeglass examinations and supplies provided at
pre-negotiated discounts. Check the brochure or call your carrier.

The FEHBP plans most commonly used by our FS population are listed
below. Information is on the Office of Personnel Management\'s Web site
at <http://www.opm.gov/insure/health/>.

**Foreign Service Benefit**

Telephone: (202) 833-4910

Fax: (202) 833-4918

Website: [http://www.afspa.org](http://www.afspa.org/)

**BlueCross BlueShield**

Telephone worldwide/collect: (804) 673-1678

Toll-free in the U.S. (800) 848-9766

Website: [http://www.fepblue.org](http://www.fepblue.org/)

**Government Employees Hospital Association(GEHA)**

Telephone: Toll-free (800) 821-6136; (816) 257-5500

Fax (816) 257-3233

Website: [http://www.geha.com](http://www.geha.com/)

**Mail Handlers Benefit Plan**

Tel: (800) 410 7778

Website: <http://www.firsthealth.com/smfh/login.do>

**Please note:** *Subsistence Expense Allowance (SEA) and Medical
Expense Allowance cannot be claimed at the same time and on the same set
of orders.* Each separate set of orders must detail an obligation and a
set length of time. MED will not medically travel anyone while in the
United States on SEA. Employees and/or EFMs on medical expense orders
during an evacuation from post in which the medical order ends prior to
the termination of the post evacuation must submit a TA order for SEA
entitlement. A copy of the medical order must be forwarded with the SEA
application, TA order and any commercial lodging receipt (s) dating from
the end date of the medevac . In the event that an SEA evacuee develops
a serious medical condition that requires further medical evaluations or
treatment, MED/Foreign Programs should be notified for medical clearance
to return to post.

[]{#__RefHeading___Toc154287851 .anchor}Hotels and Lodging in the
Washington, DC Area

When looking for lodging at your local per diem rate, an excellent
source is the following GSA web site at
[http://www.gsa.gov](http://www.gsa.gov/). Click on the state where you
plan to reside and select the city or county. Click on the "Property
List" to find a list of hotels that offer rates within government per
diem.

The American Foreign Service Association (ASFA) has a site for
Extended-Stay Housing Providers at:
<http://www.afsa.org/ads/extstay/index.cfm>

For hotels in the Dulles Airport area:
<http://www.expedia.com/hotels/United_States_of_America-201/Virginia-248/Dulles-184089_01.asp?CCheck=1&>

**Corporations that assist in finding lodging according to family
specific needs and within per diem, at no extra cost to the evacuee\
**

BridgeStreet Corporate Housing Worldwide

Tel: toll-free (800) 278-7338

<http://www.bridgestreet.com/>

Charles E. Smith

Tel: toll-free (877)902-0832

[http://www.smithliving.com](http://www.smithliving.com/)

Corporate Apartment Specialists, Inc.

Tel: toll-free (800) 914-2802

[http://www.corporateapartments.com](http://www.corporateapartments.com/)

Gilmore Group

Tel: (877) 844-6224

[http://www.gilmoregroup.com](http://www.gilmoregroup.com/)

Oakwood Apartments

Tel: toll-free (888) 998-3265

[http://oakwood.com](http://oakwood.com/)

[]{#__RefHeading___Toc154287852 .anchor}Hotel/Suite Chains in Greater
Metro DC

## A

AmeriSuites**\
**(800) 833-1516\
[http://www.amerisuites.com](http://www.amerisuites.com/)

## B

Best Western\
(800) 780-7234\
[http://www.bestwestern.com](http://www.bestwestern.com/)

### C

Candlewood Suites\
(877) 266-3539\
[http://www.candlewoodsuites.com](http://www.candlewoodsuites.com/)

Choice Hotels International^1^\
(877) 424-6423\
[http://www3.choicehotels.com](http://www3.choicehotels.com/)

Country Inn and Suites\
(888) 201-1746\
[http://www.countryinns.com](http://www.countryinns.com/)

#### D

Days Inn\
(800) 329-7466\
[http://www.daysinn.com](http://www.daysinn.com/)

#### E

Extended Stay America\
(800) 804-3724\
[http://www.extendedstay.com](http://www.extendedstay.com/)

#### H

Hilton[^1]

\(800\) 445-8667

[http://www.hilton.com](http://www.hilton.com/)

Holiday Inn

\(800\) 465-4329

[http://www.ichotelsgroup.com](http://www.ichotelsgroup.com/)

Hyatt[^2]

\(800\) 233-1234

[http://www.hyatt.com](http://www.hyatt.com/)

#### M

Marriott[^3]

\(800\) 932-2198

[http://www.marriott.com](http://www.marriott.com/)

Microtel Inns and Suites

\(800\) 771-7171

[http://www.microtelinn.com](http://www.microtelinn.com/)

My Suite Solutions

\(888\) 580-0505

[http://www.mysuitesolutions.com](http://www.mysuitesolutions.com/)

###  S

Sheraton

\(888\) 625-5144

<http://www.starwoodhotels.com/sheraton/>

SuiteAmerica

\(800\) 784-8431

[http://www.suiteamerica.com](http://www.suiteamerica.com/)

Summerfield Suites

\(877\) 999-3223

[http://www.wyndham.com](http://www.wyndham.com/)

### W

Wingate Inn

\(800\) 228-1000

[http://www.wingateinns.com](http://www.wingateinns.com/)

[]{#__RefHeading___Toc154287853 .anchor}Hotels Frequently Used by FS
Personnel

One Washington Circle Hotel

[http://www.thecirclehotel.com](http://www.thecirclehotel.com/)

\(800\) 424-9671

The River Inn

[http://www.theriverinn.com](http://www.theriverinn.com/)

\(888\) 874-0100

State Plaza Hotel

<http://www.stateplaza.com/>

\(800\) 424-2859

[]{#__RefHeading___Toc154287854 .anchor}Car Rental Information

Alamo - [www.alamo.com](http://www.alamo.com/) (800) 462-5266

Avis - [www.avis.com](http://www.avis.com/) (800) 230-4898

Budget - [www.budget.com](http://www.budget.com/) (800) 527-0700

Dollar - [www.dollar.com](http://www.dollar.com/) 800-800-3665

Enterprise - [www.enterprise.com](http://www.enterprise.com/) (800)
736-8222

Hertz - [www.hertz.com](http://www.hertz.com/) (800) 654-3131

National - [www.nationalcar.com](http://www.nationalcar.com/) (800)
227-7368

Flexcar - [www.flewcar.gom](http://www.flewcar.gom/) (877) 353-9227

Zipcar - [www.zipcar.com](http://www.zipcar.com/) (866) 494-7227

[]{#__RefHeading___Toc154287855 .anchor}School District Contact
Information - Washington, DC Area

**District of Columbia** [www.k12.dc.us](http://www.k12.dc.us/)

Information: Tel: (202) 442-4044

Special Education: Tel: 202) 442-5468

**Northern Virginia**

**City of Alexandria** [www.acps.k12.va.us](http://www.acps.k12.va.us/)

Information: Tel: (703) 824-6600

Gifted Program: Tel: (703) 824-6680

Special Education: Tel: (703) 824-6650

**Arlington County**
[www.arlington.k12.va.us](http://www.arlington.k12.va.us/)

Community Services &

Public Information: Tel: (703) 228-6005

Gifted Program: Tel: (703) 228-6160;

Special Education: Tel: (703) 228-6046

**Fairfax County** [www.fcps.k12.va.us](http://www.fcps.k12.va.us/)

Office of Community Relations: Tel: (703) 246-2991

Office of Student Services &

Special Education: Tel: (703) 246-7780

Gifted/Talented Section: Tel: (703) 876-5272

**City of Falls Church**
[www.fccps.k12.va.us](http://www.fccps.k12.va.us/)

Public Information: Tel: (703) 248-5600

Gifted and Talented Programs: Tel: (703) 248-5603

Special Education Coordinator: Tel: (703) 248-5630

**Loudoun County**
[www.loudoun.k12.va.us](http://www.loudoun.k12.va.us/)

Public Information Office: Tel: (703) 791-8720

**Prince William County** [www.pwcs.edu](http://www.pwcs.edu/)

Community Relations Office: Tel: (703) 791-8720

**Stafford County**
[www.pen.k12.va.us/Div/Stafford/](http://www.pen.k12.va.us/Div/Stafford/)

Information Tel: (540) 658-6000

## 

**Maryland**

**Anne Arundel County** [www.aacps.org](http://www.aacps.org/)

Information: Tel: (410) 222-5000

Special Schools: Tel: (410) 222-5410/5411

Gifted and Talented Tel: (410) 222-5430

**Howard County** [www.howard.k12.md.us](http://www.howard.k12.md.us/)

Public Information Office: Tel: (410) 313-6600

Email address for general

questions or comments: <publicinfo@hcpss.org>

Special Schools Web site

(special needs/magnet schools):
[hwww.howard.k12.md.us/](http://www.howard.k12.md.us/)

**Montgomery County** [www.mcps.k12.md.us](http://www.mcps.k12.md.us/)

Information: Tel: (301) 279-3391

Special Education: Tel: (301) 279-3135

Gifted and Talented &

Magnet Programs: Tel: (301) 279-3163

**Prince George's County**
[www.pgcps.pg.k12.md.us](http://www.pgcps.pg.k12.md.us/)

Communications: Tel: (301) 952-6001

Special Education: Tel: (301) 952-6336

Talented and Gifted: Tel: (301) 322-1729

### 

[]{#__RefHeading___Toc154287856 .anchor}Other School Resources on the
Internet

Washington Area Schools Information

[www.state.gov/m/dghr/flo/rsrcs/pubs/1987.htm](http://www.state.gov/m/dghr/flo/rsrcs/pubs/1987.htm)

International Baccalaureate (IB) Programs

[www.state.gov/m/dghr/flo/rsrcs/pubs/1992.htm](http://www.state.gov/m/dghr/flo/rsrcs/pubs/1992.htm)

Returning to Washinton (childcare, education, special needs, independent
schools, pre-school registration and more).

[www.state.gov/m/dghr/flo/reentry/](http://www.state.gov/m/dghr/flo/reentry/)

[^1]: *Doubletree, Embassy Suites Hotels, Hampton Inn, Hampton Inn &
    Suites and Homewood Suites*

[^2]: *includes Hawthorne Suites*

[^3]: *Springhill Suites, Renaissance Inn, Residence Inn, Towne Place
    Suites, Courtyard and Fairfield Inn*