Page 1 of 22 pages

PER DIEM, TRAVEL AND TRANSPORTATION ALLOWANCE COMMITTEE

HOFFMAN BUILDING 1, ROOM 836

2461 EISENHOWER AVENUE, ALEXANDRIA, VA 22331-1300

PDTATAC/tmc/C9003 29 January 1999

MEMORANDUM FOR THE EDITOR

SUBJECT: Editorial Changes to the JTR

1. It is requested that the JTR, Appendix I, be amended by removing the current Part A, inserting the attached

revised Part I in its place and redesignating Part B as Part II.

2. It is requested that this revision appear in printed change 402, of the JTR, dated 1 April 1999.

W. B. Tirrell, Sr.

Acting Director

cc:

CAP Members

{Action Officer} TMC 1/29/99 

Copy of Editorial Submitted to PDC Editor: ____02/01/99________________

SYNOPSIS:

This change adopts changes to DSSR § 632 SEA; § 632.4(c) special rules for subsistence expense allowance, Lease

coverage; § 631.b household effects and POV; and § 631a(3) Air freight payments during an ordered/authorized

departure. The changes are effective 22 Jan 99.

MR. SAMMARCO TDY
Page 2 of 22 pages

APPENDIX I

PART I

(Evacuations from Foreign Locations)

(See Chapter 12 for additional information)

State Department Standardized Regulations

(Government Civilian, Foreign Areas)

Chapter 600

Payments During Ordered/Authorized Departure

DEPARTMENTAL REGULATIONS

INDEX

 General..............................................600

 Definitions..........................................610

 Description..........................................611

 Purpose............................................611.1

 Authority..........................................611.2

 Scope..............................................611.3

 Coverage.............................................612

 Employees Covered..................................612.1

 Locations..........................................612.2

 Locally Employed American Citizens not Covered.....612.3

 Entitlement..........................................613

 Designation of Authorized Safehaven..................614

 By Secretary of State..............................614a

 Insufficient Time for Written Evacuation Order.....614b

 Alternate Safehaven Approved by Head of Agency.....614c

 Advance Payments.....................................615

 Eligibility........................................616

 Amount of Advance..................................617

 Computation of Advance Payment...................617.1

 Payment..........................................617.2

 To Employee or Designated Representative.......617.2(a)

 After Evacuation Order is given................617.2(b)

 Payment Procedures.................................617.3

 Recovery.............................................618

 General Requirements...............................618.1

 Waiver of Recovery.................................618.2

 Continuation of Salary and Allowance Payments........620

 Computation........................................621

 Family Ordered/Authorized to Depart -

 Employee Remains at Post...........................621.1

 Post and Supplementary Post Allowance............621.1(a)

 Temporary Lodging Allowance......................621.1(b)

 Living Quarters Allowance........................621.1(c)

 Education Allowance..............................621.1(d)

 School at Post Allowance.......................621.1(d)(1)

 School Away From Post Allowance................621.1(d)(2)

 School at Safehaven............................621.1(d)(3)

 Education Travel.................................621.1(e)
Page 3 of 22 pages

 Employee and Family Ordered/Authorized to Depart...621.2

 Post & Supplementary Post Allowance..............621.2(a)

 Temporary Lodging Allowance......................621.2(b)

 Living Quarters Allowance........................621.2(c)

 Education Allowance..............................621.2(d)

 School at Post Allowance.......................621.2(d)(1)

 School Away From Post Allowance................621.2(d)(2)

 Education Travel.................................621.2(e)

 Post Differential & Danger Pay...................621.2(f)

 Payment..............................................622

 Full Time & Part Time Employees....................622a

 Intermittent Employees.............................622b

 Paid to............................................622c

 Offset Against Salary..............................622d

 Termination (Salary/Post Allowances Under Sec. 620)..623

 Agency Report Requirements...........................624

 Work Assignments for Evacuated Employees.............625

 At Safehaven.......................................625.1

 Failure or Refusal to Perform Work.................625.2

 Part Time Employees................................625.3

 Special Allowances...................................630

 Travel Expense Allowance.............................631

 Special Safehaven Travel Consideration.............631a

 From Post to Family Safehaven Location...........631a(1)

 From Outside Point to Safehaven..................631a(2)

 Air Freight.(Unaccompanied Baggage)..............631a(3)

 Air Freight Replacement Allowance................631a(3)

 Third Country Nationals..........................631a(4)

 Household Effects & POV............................631b

 Transportation Allowance at Safehaven..............631b

 Subsistence Expense Allowance (SEA)..................632

 Daily Amount Authorized............................632.1

 For First 15 Days................................632.1(a)

 For 16th to 180th Day............................632.1(b)

 Rate Applicable to Employee & Family.............632.1(c)

 Commercial Rate................................632.1(c)(1)

 For First Evacuee............................632.1(c)(1)(a)

 For Each Additional Family Member............632.1(c)(1)(b)

 When Commercial Rate Applies.................632.1(c)(1)(c)

 Non-Commercial Rate............................632.1(c)(2)

 For First Evacuee............................632.1(c)(2)(a)

 For Each Additional Family Member............632.1(c)(2)(b)

 When Non-Commercial Rate Applies.............632.1(c)(2)(c)

 Lease Coverage.................................632.1(c)(3)

 Foreign Area Safehaven.............................632.2

 Subsistence Expense Allowance (SEA)..............632.2(a)

 Alternate Foreign Area Safehaven SEA.............632.2(b)

 Actual Payment (Maximum or Lower Rate).............632.3

 Special Rules for Subsistence Expense Allowance....632.4

 During Annual, Sick, Home Leave & LWOP...........632.4(a)

 Tandem Couples...................................632.4(b)

 Lease Coverage.....................................632.4(c)

 Special Education Allowance..........................633

 Official Safehaven in Foreign Area.................633.1
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 Official Safehaven in U.S. ........................633.2

 Alternate Approved Foreign Safehaven...............633.3

 Child Eligible for Education Travel at time of

 Evacuation........................................633.4

 Suspension of SEA Payments...........................634

 Termination of Special Allowance Payments.(travel,

 SEA, & special education expenses)...................635

 Return to Assignment.................................636

 Review Employee Account..............................638

 Employees Assigned After Date of Evacuation..........639

 Approval of Agency Regulations.......................640

 Prior Approval (of Agency Regulations)...............641

 Approval Procedures (for Agency Regulations).........642

 Supplements to Agency Regulations....................643

 Reimbursement to Other Agencies......................644

 Agencies With Approved Regulations...................645
Page 5 of 22 pages

 State Department Standardized Regulations

 (Government Civilian, Foreign Areas)

 Chapter 600

 Payments During Ordered Authorized Departure

 DEPARTMENTAL REGULATIONS

(These regulations are prescribed by the Secretary of State for adoption by

departments in the Executive Branch of the Federal Government. See Section

640.)

600 GENERAL

610 DEFINITIONS. As used in these regulations, the following terms are

 defined as follows:

 a. "Adult dependent" For the purpose of this chapter includes the

 employee's spouse and any of the relatives defined in Sections

 040m as family members who are 21 years of age or older. (Section

 040m is included on last page of this Appendix.)

 b. "Advance payment" means the monetary amount payable to an employee

 ordered/authorized to depart or his/her designated representative

 in advance of the date on which the employee would otherwise be

 entitled to be paid.

 c. "Day" means calendar day except when otherwise specified.

 d. "Department" means any department of the Government of the United

 States of America, any agency or independent establishment in the

 executive branch of the Government, and any corporation in the

 executive branch wholly owned or controlled by the Government.

 e. "Dependent" means a member of the employee's family as defined in

 Section 040m of the Standardized Regulations (Government

 Civilians, Foreign Areas). (Section 040m is included on last page

 of this Appendix.) Special factors include:

 (1) neither member of an assigned career or probationary career

 married working (tandem) couple should be forced to be

 evacuated in dependent status. However, a career or

 probationary career employee in leave without pay status

 (LWOP) maybe ordered/authorized to depart as a dependent;

 (2) locally hired dependent employees should be evacuated or

 authorized to depart as dependents unless the Chief of Mission

 decides the position is essential, and the Department of State

 concurs in the decision.

 f. "Designated representative" means a person 18 years of age or over who

 is named by an employee for the purpose of caring for, escorting, or

 receiving monetary payments on behalf of a dependent.
Page 6 of 22 pages

 g. "Evacuation" means the authorized or ordered departure of an employee

 or dependent(s), or any of the circumstances outlined in Section 610j

 herein. The terms "evacuated" and "ordered/authorized to depart" are

 used interchangeably in these regulations.

 h. "Evacuation order" means either an oral or written communication which

 authorizes or orders the departure from the post of assignment.

 i. "Evacuation payment" or "evacuation/departure payment" means a monetary

 amount payable to an employee, his/her dependents, or designated

 representative during a period of ordered evacuation or authorized

 departure.

 j. "Evacuee" means an employee or dependent who because of military or

other reasons in the national interest which create imminent danger to

the life of the employee or dependents:

 (1) has departed post of assignment under authorized or ordered

 departure status; or

(2) is ordered or authorized to depart post but cannot leave the post

 because of reasons beyond the control of the employee; and, in the

 case of an employee, is prevented by circumstances beyond the

 control of the employee and beyond the control of the Government

 from performing position duties; or

(3) is prevented from returning to the post while temporarily absent

 from post but otherwise intended to do so.

 k. "Monetary amount" is the net amount of compensation including any

 allowances or post differential due an employee after making all

 deductions authorized by law, such as retirement or social security

 deductions, authorized allotments, Federal withholding tax, and others,

 when applicable.

 l. "Safehaven" as used in this chapter means (1) a location or place

 officially designated by the Secretary of State to which an employee

 and/or dependents will be ordered or authorized to depart; (2) An

 alternate safehaven is a safehaven approved by the head of agency under

 individual circumstances when in the interests of the U.S. Government.

 Evacuees at a safehaven are not entitled to diplomatic courtesies,

 immunities, services and privileges accorded to the official American

 diplomatic community assigned to the safehaven. (Also see Section

 631a(1).)

 m. Subsistence expense allowance (SEA) means the daily monetary amount

 payable to assist in offsetting direct added subsistence expenses of

 evacuees.

 n. Special allowance means an additional allowance to offset the direct

 added expenses incident to an ordered/authorized departure.
Page 7 of 22 pages

611 DESCRIPTION

611.1 Purpose. These regulations govern the authority and procedures for

 paying employees who are evacuated from assigned posts of duty, and for

 paying their dependents who are evacuated, for military or other

 reasons which create imminent danger to the life of the employees or

 their dependents or which otherwise are in the national interest.

611.2 Authority. These regulations are issued under the authority contained

 in 5 U.S.C. 5521-5527 (The Act of September 26, 1961 (P.L. 87-304, 75

 Stat. 662)) as amended by the Foreign Service Act of 1980 (P.L. 96-495)

 and Executive order 10982 issued December 25, 1961.

611.3 Scope. These regulations cover the authority for an advance of pay

following an ordered/authorized departure, continuation of salary and

 allowance payments during the period of ordered/authorized departure,

 and special allowances to partially offset certain direct added

expenses

 incurred as a result.

612 COVERAGE

612.1 Employees Covered. These regulations apply to: (1) civilian employees

 of the United States Government who are United States citizens or are

 United States nationals, except as provided in Section 612.3, and (2)

 when and to the extent determined by the Secretary of State, third

 country nationals, i.e., civilian employees who are not citizens or

 nationals of the United States and who are not citizens or nationals of

 the country in which the evacuated post is located. Third country

 national employees and/or dependents may be considered for evacuation

 travel to their country of origin, point of hire, or designated foreign

 or U.S safehaven, if this is in the interest of the U.S. Government.

612.2 Locations. These regulations apply to evacuations from, or within, any

 area situated outside: (1) the United States; (2) the Commonwealths of

 Puerto Rico and the Northern Mariana Islands, and (3) any territory or

 possession of the United States.

612.3 Locally Employed American Citizens Not Covered. These regulations do

 not apply to: (1) local United States citizens who do not have official

 U.S. Government employment, including but not limited to Americans with

 private business or organizations, teachers recruited by local

 American-supported schools, Fulbright grantees, and individuals with

 contracts to work for the foreign host government; or (2) locally hired

 American citizens who work for the U.S. Government but who do not have

 an agreement for return transportation to the United States at

 Government expense.

613 ENTITLEMENT

 a. Employees and their dependents shall be entitled to be paid only if

 they meet the requirements of these regulations. Entitlement to

 payment shall cease on the date when the employee is determined to be

 covered by the Missing Persons Act (50 App. U.S.C. 1001 et seq.),
Page 8 of 22 pages

 unless payment is earlier terminated under these regulations or unless

 determined otherwise by the Secretary of State.

 b. Benefits for uniformed military personnel and dependents are covered in

 the DOD Joint Federal Travel Regulations.

614 DESIGNATION OF AUTHORIZED SAFEHAVEN

 a. An official safehaven will be designated by the Secretary of State as

 far in advance of any actual or possible evacuation as practicable.

 Employees and their dependents are expected to travel to this safehaven

 if an evacuation is ordered. (See Sections 631-633 for commencement

 and payment of special allowances.)

 b. When there is insufficient time for a written evacuation order due to

 the nature of the danger, the Secretary of State must be notified as

 soon as possible of the conditions that warrant the order so that an

 appropriate safehaven may be authorized and payment of special

 allowances approved.

 c. An alternate safehaven may be approved by the head of the agency under

 individual circumstances when in the interest of the U.S. Government

 and shall be effective no earlier than the date of request for an

 alternate safehaven. (Within DoD, ASD (FMP) approves alternate

 safehavens. Phone (703) 697-2086 or DSN 227-2086.)

615 ADVANCE PAYMENTS

616 ELIGIBILITY

An employee may be paid in advance of the normal pay day when, in the opinion

of the authorizing officer, payment is required to help defray the immediate

expenses incident to an evacuation of an employee and/or dependents.

617 AMOUNT OF ADVANCE PAYMENT

The advance payment shall be based on the rate of compensation including any

allowances or post differential to which an employee was entitled immediately

prior to the issuance of the evacuation order. The amount of the advance

payment is the monetary amount covering a period not to exceed 30 days or a

lesser number of days as determined appropriate by the authorizing officer.

617.1 Computation of Advance Payment

 (a) For full time and regular part time employees, the amount of advance

 payment shall be computed on the basis of the number of regularly

 scheduled workdays that will occur during the period as determined

 under Section 617.

 (b) For intermittent employees, the amount of advance payment shall be

 computed on the basis of the number of days on which the employee would

 be expected to work during the period as determined under Section 617.

 The number of days shall be determined whenever possible by
Page 9 of 22 pages

 approximating the number of days per week normally worked by the

 employee during an average six week period.

617.2 Payment

 (a) The advance payment may be paid to the employee or a designated

 representative. Payments to anyone other than the employee should be

 made only pursuant to prior written authorization by the employee,

 wherever possible. Where circumstances do not permit prior written

 authorization, the payment may be made and the employee should then

 confirm such payment by preparation and submission to the safehaven

 post, or appropriate management office, of an allotment or assignment

 of pay form, immediately following departure of dependents. If the

 employee is evacuated or authorized to depart, submission will be upon

 arrival at the safehaven post.

 (b) The advance payment may be made at any time after the evacuation order

 is given, but not later than the expiration of 30 days after the

 evacuation has been effected.

617.3 Payment Procedures. Payment of an advance payment and any required

 adjustment thereof will be made in accordance with procedures approved

 by the head of agency.

618 RECOVERY

618.1 General Requirements. After an employee's account is reviewed as

 required by Section 638 of these regulations, and if it is found that

 the employee is indebted for any part of an advance payment made,

 recovery of the indebtedness will be effected by the payroll office

 having jurisdiction over the employee's account unless a waiver of

 recovery has been approved. Repayment of the indebtedness shall be

 made either in full or in partial payments as agreed upon by the

 payroll officer and the employee.

618.2 Waiver of Recovery. Recovery of indebtedness for an advance payment

 shall not be required when it is determined by the head of the agency

 that the recovery would be against equity and good conscience or

 against the public interest in accordance with agency procedures.

619 Not currently used

620 CONTINUATION OF SALARY AND ALLOWANCE PAYMENTS

621 COMPUTATION

621.1 Family Ordered/Authorized to Depart - Employee Remains at Post

 (a) Post Allowance. After departure of all members of an employee's

 family from the post, pursuant to an evacuation order, the post

 allowance shall be reduced to the "employee without family" rate.

 (b) Temporary Quarters Subsistence Allowance. If early return of the

 employee's family to the post is anticipated, the temporary quarters
Page 10 of 22 pages

 subsistence allowance may be continued at the rate prescribed in

 Sections 120 and 925 of the Standardized Regulations (Government

 Civilians, Foreign Areas).

 (c) Living Quarters Allowance. The living quarters allowance may be

 continued at the "with family" rate for a period not to exceed six

 months.

 (d) Education Allowance

 (1) "School at post" education allowances shall be terminated without

 financial penalty to the employee in accordance with appropriate

 provisions governing education allowances in the Standardized

 Regulations (Government Civilians, Foreign Areas).

 (2) "School away from Post" education allowance may continue until the

 end of the school year for children attending "school away from post"

 outside the U.S.

 (3) "School at safehaven", see Section 633 for special education

 allowance.

 (e) Education Travel. When a dependent is at school in the United States

 utilizing educational travel benefits under Section 280, the official

 safehaven location displaces the post as the travel destination. (See

 Section 633.4)

621.2 Employee and Family Ordered/authorized to Depart

 (a) Post Allowances. The post allowances shall be terminated as of the

 close of business of the day of departure from the post.

 (b) Temporary Lodging Allowance. The temporary lodging allowance shall be

 terminated as of the close of business of the day of departure from the

 post.

 (c) Living Quarters Allowance. Payment of the living quarters allowance

 shall be terminated as of the close of business of the day of the

 employee's departure from the post, unless the employee is required to

 maintain and pay for quarters at the post or unless lease termination

 is impossible or impracticable.

 (d) Education Allowance

 (1) "School at post" education allowances shall terminate without

 financial penalty to the employee in accordance with appropriate

 provisions governing education allowances in the Standardized

 Regulations (Government Civilians, Foreign Areas). (See Section

 274.22)

 (2) "School away from post" education allowances. (See Section 633.)

 (e) Education Travel. When a dependent is at a school in the United States

 utilizing educational travel benefits under Section 280, the official
Page 11 of 22 pages

 safehaven location displaces the post as the travel destination. (See

 Section 633.4)

 (f) Post Differential and Danger Pay. When the employee departs post

 pursuant to ordered or authorized departure, payment of post

 differential and danger pay shall terminate in accordance with

 applicable provisions of the Standardized Regulations (Government

 Civilians, Foreign Areas) (See Section 532 and Section 654

 respectively). Subsequent eligibility for these benefits to an

 evacuated employee at the safehaven post or other temporary duty

 stations shall be governed by the provisions of the Standardized

 Regulations (Government Civilians, Foreign Areas) dealing with payment

 of these benefits on detail. (See Sections 540 and 655.)

 622 PAYMENT

Insofar as practicable, payments shall be paid on the employee's regular pay

days, computed as follows:

 a. For full time and regular part time employees, the amount of the

 payment shall be computed on the basis of the employee's regularly

 scheduled workweek.

 b. For intermittent employees, the amount of the payment shall be

 computed, whenever possible, by approximating the number of days per

 week normally worked by the employee during an average six-week period.

 c. Payment and any required adjustment will be made in accordance with

 procedures approved by the head of agency. Payments may be paid to the

 employee, an adult dependent, or a designated representative. Payments

 to anyone other than the employee should be made only pursuant to prior

 written authorization by the employee, wherever possible. Where

 circumstances do not permit prior written authorization, the payment

 may be made and the employee should then confirm such payment by

 preparation and submission to the safehaven post of an allotment or

 assignment of pay form, immediately following departure of dependents

 or, if the employee is also evacuated, upon arrival at the safehaven

 post.

 d. When an advance payment has been made under Section 615, no part of the

 advance will be offset against salary and allowance payments (Section

 620) so long as the evacuation order remains in effect. (See Section

 618 and 638 for reconciling employee accounts.)

623 TERMINATION

The authority for allowance payments under Section 620 shall cease as of the

earliest of the following dates:

 a. the date the evacuated/departed employee commences travel under an

 assignment order to another duty station outside the evacuation area;

 b. the effective date of transfer when the employee is already at the post

 to which transferred;
Page 12 of 22 pages

 c. the date of separation;

 d. the date specified by the head of agency;

 e. the date specified by the Secretary of State.

 f. 180 days after the evacuation order is issued; or

 g. the date the evacuee commences return travel to post.

624 AGENCY REPORT REQUIREMENTS

When an evacuation is ordered or authorized, a report will immediately be

submitted to the head of agency who will forward a copy to the Department of

State. The report will contain the following information:

 a. names of evacuated employees:

 b. names of evacuated dependents (indicating, where appropriate,

 designated representatives);

 c. feasibility of officially reassigning evacuated employees to other

 positions;

 d. number and kinds of evacuated employees needed to reactivate the post;

 and

 e. any other facts or circumstances which may aid in determining whether

 evacuation payments are necessary beyond the first 60 days of the

 period of evacuation.

A similar report will be made after the expiration of 45 days of evacuation.

Upon receipt of this report, a determination will be made as to the number of

evacuated employees who will be required to be retained as the civilian staff

available for the performance of duty and for whom evacuation payments may be

continued beyond the first 60 days of the period of evacuation. As soon as

this determination is made, the post will be instructed as to the number of

evacuated employees who may continue to receive evacuation payments and the

duration of the period for which such payments will continue. When the

extension thus granted is less than 120 additional days, and the evacuation

lasts beyond the approved period for continuation of the evacuation payments,

approval for continuation of evacuation payments up to the full 120

additional days must be secured from the head of agency.

625 WORK ASSIGNMENTS FOR EVACUATED EMPLOYEES

625.1 Evacuated employees at safehaven posts may be assigned to perform any

 work considered as necessary or required to be performed during the

 period of the evacuation without regard to the grades or titles of the

 employees.

625.2 Failure or refusal to perform assigned work may be a basis for

 terminating further evacuation payments and/or taking disciplinary
Page 13 of 22 pages

 action.

625.3 When part time employees, either regular or intermittent, are given

 assigned work at the safehaven post, records of the number of hours

 worked will be maintained so that payment may be made for any hours of

 work which are greater than the number of hours on which payments under

 Section 620 are made.

630 SPECIAL ALLOWANCES

To help offset direct added expenses which are incurred by the evacuee as a

result of an evacuation order, special allowances are provided for certain

travel, subsistence, and special education expenses. The employee continues

to be responsible for normal family living expenses. Only one departure is

permitted an evacuee during any one evacuation period. In determining the

direct added expenses which may be payable as special allowances under these

regulations, an agency determination shall be made for the evacuation

considering the following items as the maximum amounts payable:

631 TRAVEL EXPENSE ALLOWANCES

The travel reimbursement for evacuees shall be determined in accordance with

the rates of per diem for travel in foreign areas contained in the

Standardized Regulations (Government Civilians, Foreign Areas), the Federal

Travel Regulations or other pertinent agency travel regulations. Travel per

diem is authorized for dependents of an employee ordered/authorized to depart

at a rate which is equal to the rate payable to the employee (except that the

rate for dependents under 12 years of age shall be one-half this rate).

Travel per diem for the employee and dependents will be payable from the date

of departure from the evacuated post through the date of arrival at the

safehaven, including any periods of delay en route beyond the evacuee's

control which may result from travel arrangements.

 a. Special Safehaven Travel Considerations:

 (1) From Post to Family Safehaven Locations. When the U.S. is the

 officially designated safehaven, ordered/authorized departure travel

 of all dependents may be permitted to the approved home leave point

 or to any other place in the continental U.S. even though the

 employee is authorized travel only to Washington, D.C. or other U.S.

 duty station. Families earlier ordered or authorized to depart to

 the U.S. or to an authorized foreign safehaven (see Sections 6101 and

 614) at Government expense, may be permitted to rejoin an employee

 subsequently ordered or authorized to depart to a duty station in the

 U.S. However, to and from an alternate safehaven outside the U.S.,

 travel expenses may be reimbursed only on a cost constructive basis

 calculated from the evacuated post to the U.S. duty station.

 (2) From Outside Point to Safehaven. When an evacuee is away from a post

 on official travel (home leave orders, R&R, family visitation

 travel), emergency visitation travel, temporary duty) at the time of

 an evacuation order, travel expenses may be paid to the safehaven

 location from the employee/dependent's location. When an employee

 and/or dependents are away from a post on personal ravel when an
Page 14 of 22 pages

 evacuation order is issued, travel to the safehaven location is on a

 cost constructive basis, not to exceed cost of travel from the

 evacuated post to the safehaven location. Upon arrival at the

 safehaven location, SEA payments under Section 632 are applicable.

NOTE: P Indicates changed effective 22 January 1999

P (3) Air Freight Allowance and Air Freight Replacement Allowance. An air

 freight allowance for unaccompanied baggage may be authorized for both

 ordered/authorized departure from and return to post trips (in

 accordance with JTR, par. C2301). If the air freight allowance is not

 used to ship unacompanied baggage because of circumstances beyond the

 evacuee’s control, an air freight replacement allowance (in lieu of an

 air freight allowance from post) may be granted to help defray costs

 of items normally part of the authorized air freight shipment which

 must be purchased. The flat amounts are as follow: First evacuee

 without family: $250; First evacuee with one family member: $450; or

 First evacuee with two or more family members: $600. No receipts are

 required for this allowance.

 (4) Third Country Nationals. On a case by case basis, as determined by

 the head of the agency, third country national employees and/or their

 dependents may be considered for evacuation travel to their country

 of origin or point of hire rather than to other designated foreign or

 U.S. safehavens, if this is in the interest of the U.S. Government

 and approved by the Secretary of state.

P b. Household Effects, Privately Owned Vehicle (POV) and Transportation

Allowance. Access to, delivery and return to storage of household

effects for evacuees is at personal expense, not Government expense.

Shipment of POV is not authorized at U.S. Government expense. In the

absence of a POV at the safehaven location, the first evacuee may be paid

a $10 per day transportation allowance to assist with unexpected local

transportation costs. The transportation allowance may be paid from the

first day following arrival at the safehaven location. Receipts are not

required.

P 632 Subsistence Expense Allowance (SEA) (§ 632 through § 632-3 changed)

Unless otherwise directed by the Secretary of State, a subsistence

expense allowance for an evacuee shall be determined and paid in

accordance with the provisions herein. Payment shall commence as of the

date following arrival of the evacuee at an authorized safehaven location

and may continue for not more than 180 days or when terminated under

these regulations, whichever occurs first. Authorization to make

payments ceases on the 181st day after the evacuation order is issued.

Any subsequent order issued after the 180th day will constitute a

separate order, will start a separate 180 day period, and will apply only

to evacuees departing under that order. (See Section 631 for Air Freight

Replacement Allowance and Transportation Allowance.)
Page 15 of 22 pages

632.1 Daily Amounts Authorized

(a) From the day following arrival at the safehaven location the first

evacuee and additional family members will be reimbursed according to

either a commercial or non-commercial rate. The commercial rate requires

a receipt for lodging in a hotel, motel, commercially leased house or

apartment, or other transient-type commercial establishment. The noncommercial rate will apply for days when a receipt for a commercial

establishment is not received. On the 31st day at the safehaven location

the rate of reimbursement will be reduced to the 31st through 180th day

calculation listed for the rate (commercial or non-commercial) the family

chooses for each of the remaining days in evacuation status. The

employee may always be treated as the “first evacuee” if evacuated, even

if evacuated subsequently to the other family member(s). There can only

be one “first evacuee” at any given time, except as provided under

Section 632.4(b) (“Tandem Couples”).

(b) Commercial rate

(1) The per day amounts allowed for days 1 through 30 following

arrival at the safehaven location are:

For the first evacuee: up to 100 percent of the lodging portion of the

safehaven per diem rate (receipt required) plus a flat amount (no

receipts required) equal to 100 percent of the meal and incidental

expense (M&IE) portion of the safehaven per diem rate. If the first

evacuee cannot get an exemption from paying the tax on commercial

lodging, he/she may be reimbursed for the tax in addition to the amount

allowed for the lodging portion.

For each additional evacuee age 18 and over: a flat amount equal to 100

percent of the meal and incidental expense (M&IE) portion of the

safehaven per diem rate.

For each additional evacuee under age 18: a flat amount equal to 50

percent of the meal and incidental expense (M&IE) portion of the

safehaven per diem rate.

Example 1: Commercial Rate. Per day amounts for days 1 through 30 after

arrival at safehaven. Safehaven Per Diem = $161 (Lodging Portion $115;

M&IE $46). Family A consists of Employee, Spouse, Children ages 6, 12

and 18.

Family A Maximum Lodging Meal and Incidental

Days 1 thru 30 (actual amount up Expense (M&IE) Portion

After Arrival to lodging portion (flat amount - no receipts

At Safehaven - receipts required) required) Totals

Employee $115 x 100% = $115 $46 x 100% = $46 $161

Spouse xxx $46 x 100% = $46 $46

Child under 18 xxx $46 x 50% = $23 $23

Child under 18 xxx $46 x 50% = $23 $23
Page 16 of 22 pages

Child 18 & over xxx $46 x 100% = $46 $46

 Totals $115 $184 $299

Lodging: The family will be reimbursed up to $115 per day toward lodging plus any room tax charged

when an exemption cannot be obtained. Receipts are required.

M&IE: The family will be paid a flat amount per day of $184 to help defray costs

of meals, laundry and dry cleaning. Receipts are not required.

(2) The per day amounts allowed from the 31st day following arrival at

the safehaven location through the end of the evacuation are:

For the first evacuee: up to 80 percent of the lodging portion of the

safehaven per diem rate (receipt required) plus a flat amount (no

receipts required) equal to 80 percent of the meal and incidental expense

(M&IE) portion of the safehaven per diem rate. If the first evacuee

cannot get an exemption from paying the tax on commercial lodging, he/she

may be reimbursed for the tax in addition to the amount allowed for the

lodging portion. (NOTE: Families of five evacuees or larger may request

from the head of agency that the 80 percent cap be waived and the lodging

portion be reimbursed up to 100 percent of the lodging portion of the

safehaven per diem rate for the duration of the evacuation.)

For each additional evacuee age 18 and over: a flat amount equal to 80

percent of the meal and incidental expense (M&IE) portion of the

safehaven per diem rate.

For each additional evacuee under age 18: a flat amount equal to 40

percent of the meal and incidental expense (M&IE) portion of the

safehaven per diem rate.

Example 2: Commercial Rate. Per day amounts for days 31 through end of

evacuation - not to exceed a total of 180 days. Safehaven Per Diem =

$161 (Lodging Portion $115; M&IE $46). Family A consists of Employee,

Spouse, Children ages 6, 12 and 18.

Family A Maximum Lodging Meal and Incidental

Days 31 thru 180 (actual amount up to Expense (M&IE) Portion

80% lodging portion (flat amount - no receipts

- receipts required) required) Totals

Employee $115 x 80% = $92.00 $46 x 80% = $36.80 $128.80

Spouse xxx $46 x 80% = $36.80 $36.80

Child under 18 xxx $46 x 40% = $18.40 $18.40

Child under 18 xxx $46 x 40% = $18.40 $18.40

Child 18 & over xxx $46 x 80% = $36.80 $36.80

 Totals $92.00 $147.20 $239.20

Lodging: The family will be reimbursed up to $92.00 per day toward lodging plus any room tax charged

when an exemption cannot be obtained. Receipts are required.

M&IE: The family will be paid a flat amount per day of $147.20 to help defray costs

of meals, laundry and dry cleaning. Receipts are not required.

NOTE: Families of five evacuees or larger may request from the head of agency that the 80 percent cap

be waived and the lodging portion be reimbursed up to 100 percent of the lodging portion of the safehaven

per diem rate for the duration of the evacuation.
Page 17 of 22 pages

(3) For lease coverage see Section 632.4(c).

(c) Non-Commercial Rate

(1) The per day amounts allowed for days 1 through 30 following arrival

at the safehaven location are:

For the first evacuee: a flat amount of 10 percent of the lodging portion of

the safehaven per diem rate (no receipts required) plus a flat amount (no

receipts required) equal to 100 percent of the meal and incidental expense

(M&IE) portion of the safehaven per diem rate.

For each additional evacuee age 18 and over: a flat amount equal to 100

percent of the meal and incidental expense (M&IE) portion of the safehaven

per diem rate.

For each additional evacuee under age 18: a flat amount equal to 50 percent

of the meal and incidental expense (M&IE) portion of the safehaven per diem

rate.

Example 1: Non-Commercial Rate. Per day amounts for days 1 through 30

after arrival at safehaven. Safehaven Per Diem = $161 (Lodging Portion

$115; M&IE $46). Family B consists of a tandem couple (both employees

eligible for “first evacuee” rates) with two children ages 3 and 13 on

employee #1’s orders.

Family B Flat Lodging Meal and Incidental

Days 1 thru 30 amount Expense (M&IE) Portion

After Arrival no receipts (flat amount - no receipts

At Safehaven required required) Totals

Employee #1 $115 x 10% = $11.50 $46 x 100% = $46 $57.50

Employee #2 $115 x 10% = $11.50 $46 x 100% = $46 $57.50

Child under 18 xxx $46 x 50% = $23 $23.00

Child under 18 xxx $46 x 50% = $23 $23.00

 Totals $23.00 $138 $161.00

Lodging: The family will be reimbursed a flat amount of $23.00 per day toward non-commercial lodging.

Receipts are not required.

M&IE: The family will be paid a flat amount per day of $138 to help defray costs of meals, laundry and dry

cleaning. Receipts are not required.

(2) The per day amounts allowed from the 31st day following arrival at the

safehaven location through the end of the evacuation are:

For the first evacuee: a flat amount (no receipts required) equal to 80

percent of the meal and incidental expense (M&IE) portion of the safehaven

per diem rate.

For each additional evacuee age 18 and over: a flat amount equal to 80

percent of the meal and incidental expense (M&IE) portion of the safehaven

per diem rate.
Page 18 of 22 pages

For each additional evacuee under age 18: a flat amount equal to 40 percent

of the meal and incidental expense (M&IE) portion of the safehaven per diem

rate.

Example 2: Non-Commercial Rate. Per day amounts for days 31 through end of

evacuation - not to exceed a total of 180 days. Safehaven Per Diem = $161

(Lodging Portion $115; M&IE $46). Family B consists of a tandem couple

(both employees eligible for “first evacuee” rates) with two children ages 3

and 13 on employee #1’s orders.

Family B Flat Lodging Meal and Incidental

Days 31 thru 180 amount Expense (M&IE) Portion

no receipts (flat amount - no receipts

required required) Totals

Employee #1 $115 x 0% = $0 $46 x 80% = $36.80 $36.80

Employee #2 $115 x 0% = $0 $46 x 80% = $36.80 $36.80

Child under 18 xxx $46 x 40% = $18.40 $18.40

Child under 18 xxx $46 x 40% = $18.40 $18.40

 Totals $0 $110.40 $110.40

Lodging: The family will not be reimbursed an amount for lodging for days 31 thru 180.

M&IE: The family will be paid a flat amount per day of $110.40 to help defray costs of meals, laundry and

dry cleaning. Receipts are not required.

632.4 Special Rules for Subsistence Expense Allowance

 (a) During Annual Leave, Sick Leave, Home Leave, Leave Without Pay

 Upon completion of authorized leave, an employee who is away from post

 on annual leave (including R&R) or home leave when an evacuation is

 approved should immediately notify post of an intention to return to

 work status in order to become eligible for the SEA at the designated

 safehaven. The employee then returns to post immediately or receives

 authorization to report to the official safehaven or to a temporary

 duty station. Dependents become eligible for SEA upon their arrival at

 the authorized safehaven following the employee's commencement of

 official travel to the duty station. SEA is not paid to any evacuee

 authorized travel per diem (see Section 634). Neither an employee nor

 dependent in R&R or home leave status is eligible for SEA. SEA

 payments continue for dependents previously ordered/authorized to

 depart who are joined by an employee on R&R home leave, but no

 additional travel for the dependents is authorized at U.S. Government

 expense. SEA shall continue to evacuees otherwise eligible while an

 employee in ordered/authorized departure status takes annual or sick

 leave. An employee in leave without pay (LWOP) status is not eligible

 for SEA unless evacuated as a dependent.

 (b) Tandem Couples

 Tandem couple employees should each receive up to the first evacuee

 rate of subsistence expense. (See Section 610e(1).)
Page 19 of 22 pages

 (c) Lease Coverage

 If an employee or designee signs a lease for lodging at the

 safehaven and is ordered to return to post, a waiver of the refund due

 the Government on an advance or reimbursement of expenses incurred

 should be authorized for the unexpired period of the lease up to 30

 days at not to exceed the lodging portion of the safehaven per diem

 rate (plus applicable tax if an exemption cannot be obtained).

633 SPECIAL EDUCATION ALLOWANCE. Unless otherwise directed by the Secretary

of State, a special education allowance may be paid on behalf of children

evacuated to the official safehaven as follows:

633.1 Official Safehaven in Foreign Area

 (a) at the annual rate of the "school at post" education allowance

 indicated for the safehaven post; or

 (b) at the "school away from post" rate either of the evacuated post or of

 the safehaven post, at the discretion of the authorizing officer, where

 children are sent away from the safehaven post to schools necessitating

 boarding. In this case the subsistence expense allowance ceases for

 that child. The official safehaven location displaces the evacuated

 post as the travel destination.

633.2 Official Safehaven in U.S. Normally education allowances are not

 payable on behalf of children evacuated from a post in a foreign area

 to safehaven in the United States if accompanied by a parent, as public

 schools are available to all residents in the United States. However,

 if prior to evacuation, a child was attending school in the United

 States utilizing the "away from post" education allowance, the rate

 authorized for the evacuated post may continue for the remainder of the

 school year. There is no entitlement to subsistence expense allowance

 for children on "away from post" education allowance.

633.3 Alternate Approved Foreign Safehaven. No special education allowance

 is authorized at an alternate safehaven.

633.4 Child Eligible for Education Travel at the Time of Evacuation.

 Education travel eligibility rules continue to be applied as provided

 in Section 280, except that the official safehaven displaces the post

 as the travel destination from school. While the child is temporarily

 at the safehaven location, SEA payments may be made consistent with

 Section 632. While the child is at the school there are no SEA

 payments.

634 SUSPENSION OF SEA PAYMENTS. Payment of subsistence expense allowance

provided under Section 632 shall be suspended in the applicable per-person

amount for any period during which the employee or dependents are authorized

the travel expense allowance under Section 631, travel per diem, or education

travel under Section 280. If SEA payments are temporarily suspended for the

first evacuee, one family member also receiving SEA becomes the first evacuee

and thus receives the higher SEA payment.
Page 20 of 22 pages

635 TERMINATION. Entitlement to special allowance payments during an

evacuation shall cease as of the earliest of the following dates (an

appropriate grace period necessary to arrange return to post may be

authorized, normally not to exceed ten days, provided it is justified on the

employee's travel voucher and provided the 180 day limit is not exceeded):

 (a) the date the evacuated employee commences travel under an assignment

 order to another duty station outside the evacuation area;

 (b) the effective date of transfer when the employee is already at the post

 to which transferred;

 (c) the date of separation;

 (d) the date specified by the head of agency;

 (e) the date specified by the Secretary of State;

 (f) 180 days after the evacuation order is issued; or

 (g) the date the evacuee commences return travel to post.

636 RETURN TO ASSIGNMENT

Not later than 180 days after the evacuation order is issued, an employee

must be returned to the regular post of assignment, or appropriate action

must be taken to reassign the employee to another post. This action must be

taken in accordance with prescribed agency regulations.

638 REVIEW - EMPLOYEE ACCOUNTS (See also Section 618.)

638.1 The payroll office having jurisdiction over the employee's accounts

 shall review his/her account at the earliest possible date after the

 evacuation is terminated, or earlier if the circumstances justify, or

 after the employee returns to his/her assigned post of duty, or when

 the employee is officially reassigned to another post.

638.2 For the period or periods covered by any payments under these

 regulations, the employee shall be considered as though active Federal

 service had been rendered in a regular position without a break in

 service. Compensation shall be adjusted on the basis of the rates of

 compensation including any allowances or post differentials to which

 the employee would otherwise be entitled under all applicable statutes

 other than this act (P.L. 87-304, 75 Stat. 662), as codified in 5

 U.S.C. 5521-5527, as reflected in Sections 621.1 and 621.2. Any

 adjustments shall also reflect payments made to the employee as

 authorized by Sections 617 through 618 of these regulations.

639 EMPLOYEES ASSIGNED AFTER DATE OF EVACUATION

Employees/dependents who have not yet arrived at the post at the time of the

evacuation/departure order are not covered by Chapter 600. However, under
Page 21 of 22 pages

the limited circumstances outlined in Section 245, employees and dependents

precluded from proceeding to post may be eligible for payments equivalent to

those provided under chapter 600 of the Standardized Regulations. Otherwise,

when the criteria of Section 245 are not met, dependents who normally would

accompany an employee to post will be eligible for involuntary separate

maintenance allowance (Section 260) effective the date the employee begins

official travel under assignment orders.

640 APPROVAL OF AGENCY REGULATIONS

641 PRIOR APPROVAL

Executive Order 10982 requires prior approval by the Secretary of State of an

agency's regulations which implement Chapter 600 of the Standardized

Regulations (GC, FA). No agency shall make any payment under 5 U.S.C.

5521-5527 until approval has been received.

642 APPROVAL PROCEDURES.

The head of an agency may adopt these regulations without change, but the

Secretary of State must be so notified before the requirement for prior

approval is satisfied. When an agency proposes to implement regulations that

deviate from those provided in this Chapter, prior approval must be obtained

from the Secretary of State before implementation.

643 SUPPLEMENTS TO AGENCY REGULATIONS.

An agency may issue supplemental instructions so long as they are not

inconsistent with approved regulations and prior approval of the Secretary of

State has been obtained before implementation.

644 REIMBURSEMENT TO OTHER AGENCIES

If a payment is made to an employee or designated representative by an agency

other than his/her own, the amount and date of payment will be immediately

reported to the employee's agency and prompt reimbursement will be made.

645 AGENCIES WITH APPROVED REGULATIONS

Agencies which have regulations approved by the Secretary of State:

 Agency for International Development

 Agriculture, Department of

 American Battle Monuments Commission

 Commerce, Department of

 Defense, Department of

 Education, Department of

 Energy, Department of

 General Accounting Office

 General Services Administration

 Health and Human Services, Department of

 Interior, Department of the

 Justice, Department of

 Labor, Department of
Page 22 of 22 pages

 National Aeronautics and Space Administration

 National Science Foundation

 Peace Corps

 State, Department of

 Transportation, Department of

 Treasury, Department of the

 United States Information Agency

 Veterans Affairs, Department of

The following definition of "Family" from Section 040 of the Standardized

Regulations (Government Civilians, Foreign Areas) is included here to

complete the definition of "Adult dependent" in Section 610a and "Dependent"

in Section 610e.

040 DEFINITIONS

m. "Family" means one or more of the following relatives of an employee

 residing at his/her post, or who would normally reside with him/her at

 the post except for the existence of circumstances cited in Section 262

 warranting the grant of a separate maintenance allowance, but who does

 not receive from the Government an allowance similar to that granted to

 the employee and who is not deemed to be dependent or a member of the

 family of another employee for the purpose of determining the amount of a

 similar allowance:

 (1) spouse, excluding a spouse entitled to and receiving a similar

 allowance;

 (2) children who are unmarried and under 21 years of age or, regardless

 of age, are incapable of self support. The term shall include, in

 addition to natural offspring, step and adopted children and those

 under legal guardianship of the employee or the spouse when such

 children are expected to be under such legal guardianship at least

 until they reach 21 years of age and when dependent upon normally

 residing with the guardian. (See Sections 270 and 280 on education

 allowances and educational travel.);

 (3) parents (including step and legally adoptive parents) of the employee

 or of the spouse, when such parents are at least 51 percent dependent

 on the employee for support;

 (4) sisters and brothers (including step or adoptive sisters, or step or

 adoptive brothers) of the employee or of the spouse, when such

 sisters and brothers are at least 51 percent dependent on the

 employee for support, unmarried and under 21 years of age or,

 regardless of age, are incapable of self support. (See also Sections

 270 and 280 on education.);

 (5) when determined by the head of the agency to be in the interest of

 the Government, a father, mother, brother, sister, son or daughter,

 regardless of age or dependency, who acts as the official hostess or

 equivalent for an employee who has no spouse residing with him or her

 at the post.