Key Dates and Deadlines
1. What are the three critical dates I need to know when
an evacuation terminates?
The three dates are: (1) Date of Termination, (2) Grace
Period end date, and (3) "MUST FLY BY" date. The Termination Date and
number of grace period days are specified in the Return of Evacuees cable and
determine your SEA eligibility and travel deadlines.
2. What is the Date of Termination?
This is the official date the evacuation ends, as stated in
the Return of Evacuees cable. It serves as Day 1 when counting calendar days
for your "MUST FLY BY" date, and it may be the last date you receive
Subsistence Expense Allowance (SEA) if you don't travel within the grace
period.
3. Where can I find the Date of Termination?
The Date of Termination is stated in the termination cable
and the Return of Evacuees cable. Please read the cables carefully to know the
exact termination date.
4. How does the grace period work?
The grace period is a specified number of calendar days
(stated in the Return of Evacuees cable) during which you can continue
receiving SEA while arranging your return travel, UAB pack out, and departure.
You start counting Day 1 the day AFTER the Date of Termination. You must begin
travel back to post within this grace period.
5. What happens if I don't travel within the grace
period?
If you do not begin your travel back to post within the
stated grace period days, your last day to receive SEA is the Date of
Termination. There are no exceptions or extensions.
6. Can you provide an example of how to calculate my
"MUST FLY BY" date?
If the Date of Termination is January 12 and you're
authorized up to 10 grace period days, you must be on a plane no later than
(NLT) January 22, the 10th day. The grace days run from January 13-21, so you
must fly NLT January 22.
7. Can I get additional grace period days due to UAB pack
out schedules?
No. There are no additional grace period days due to UAB
pack out schedules.
8. How many grace period days will I receive?
The number of grace period days varies and is specified in
the Return of Evacuees cable. Please read the cable for the authorized number
of days. The average number of days is 5, and the maximum number of days that
can be authorized, per the regulations, is 10 days.
9. What does "MUST FLY BY" mean?
This is the final date by which you must be on a plane
returning to post, if you want your travel funded by the U.S. Government. It is
calculated by counting 30 calendar days from the Date of Termination. You must
be on the plane by day 30.
10. Are grace period days business days or calendar days?
Grace period days are calendar days, not business days.
Subsistence Expense Allowance (SEA)
11. When does SEA end?
If you are not traveling to post within the grace period
days, the last day you can receive SEA is the Date of Termination. If you
are traveling back to post within the grace period days, the last day to
receive SEA will be the day prior to beginning travel back to post.
12. Can I continue receiving SEA after the grace period
ends?
No. If you do not begin travel back to post within the grace
period, your SEA ends on the Date of Termination.
Lease Payoff
13. Can I be reimbursed for my lease if I can't break it?
Reimbursement for lease expenses may be authorized for up to
30 days from the day prior to the effective date, not to exceed the daily SEA
lodging rate, provided you meet all eligibility requirements.
14. What are the eligibility requirements for lease
payoff reimbursement?
You must meet the following conditions:
- Your
total SEA payment does not exceed 180 days
- You
are returning immediately to post within the grace period
- The
lease/extension was signed prior to the termination date in the cable
- You
provide documentation showing you attempted to break the lease and a
statement from the lessor certifying that all tenants vacated the lodging
15. What documentation do I need to provide for lease
payoff?
You must provide, to CGFS, documentation demonstrating an
effort to break the lease and a statement by the lessor certifying that the
lodging was vacated by all tenants.
16. Does my lease need to have been signed before a
certain date to qualify for reimbursement?
Yes. The lease or lease extension must have been signed
prior to the date of termination stated in the cable.
17. Can I receive lease payoff if I'm not returning to
post?
No. You must be returning immediately to post within the
grace period to be eligible for lease payoff reimbursement.
Separate Maintenance Allowance (SMA) and Eligible Family
Members (EFMs)
18. What if my EFM does not wish to return to post after
the evacuation terminates?
EFMs who do not wish to return to post may qualify for a
Separate Maintenance Allowance in accordance with Department of State
Standardized Regulations (DSSR) chapter 260. Voluntary Separate Maintenance
Allowance (VSMA) may be a temporary option without using the one-change rule,
per DSSR 264.2 EXCEPTION. However, this exception does not apply during the
first or last 90 days of the USDH assignment at post.
19. What does VSMA cover under the exception?
This is not full VSMA—it only pays the VSMA rate. There are
no expenses for travel, shipment of household effects (HHE), or other SMA
expenditures.
20. What is the "one-change rule" and how does
it apply to this situation?
The one-change rule typically limits changes to SMA status.
However, under DSSR 264.2 EXCEPTION, EFMs who choose not to return during the
grace period may access VSMA as a temporary option without using their
one-change rule.
21. Can I use VSMA during the first or last 90 days of my
spouse's assignment?
No. VSMA is not applicable during the first or last 90 days
of the USDH assignment at post.
22. Where can I find VSMA rates?
Rates for VSMA can be found in DSSR 267.
23. Where can I find more information about SMA
eligibility and requirements?
Frequently Asked Questions and the DSSR are available at:
24. What DSSR chapter covers SMA?
SMA is covered under DSSR chapter 260.
25. How do Department of State USDH submit SMA requests?
Department of State USDH should submit SMA requests through
the MyPay portal at https://gtmprod.servicenowservices.com/mypay.
26. Is SMA retroactive?
No. SMA is not retroactive, which is why it's important to
submit your request as early as possible.
27. I'm from a non-State agency. How do I apply for SMA?
Evacuees from non-State agencies should contact their home
agency for guidance on SMA eligibility and processing.
Returning to Post - Travel Arrangements
28. How do I arrange my travel back to post?
In general, Department of State evacuees in the United
States may contact CWTSato Travel. CWTSato's office may be reached at
1-866-654-5593, or reservation requests can be emailed to DOSGlobal@cwtsato.com.
All evacuees should follow the cable guidance for post specific information.
29. What is my travel authorization for returning to
post?
Your return travel authorization (TA) is your Form JF-144.
You will not be issued a new JF-144 for return travel. Please use the JF-144
you were provided at the start of the evacuation.
30. How is the cost-construct calculated for Department
of State USDH travel from an approved alternate domestic safe haven?
Travel to and from an approved alternate domestic safe haven
is on a cost-construct basis calculated from Washington, DC to the evacuated
post.
31. How is the cost-construct calculated for Department
of State EFM travel from an alternate foreign safe haven?
Travel to and from an alternate foreign safe haven is on a
cost-construct basis calculated from Washington, DC to the evacuated post.
32. I'm from another agency. How is my cost-construct
calculated?
Other agencies make their own determination with respect to
cost-construct for alternate safe haven travel. Contact your home agency for
guidance.
33. Can I begin my return travel before the termination
date?
No. Travel back to post may not commence prior to the
termination date stated in the termination cable.
34. May I cost construct my return travel to post and
stop in a location of my choice on the way?
Return travel to post should be in the most expeditious and
direct manner possible. Cost-construct travel, outside of travel from an
approved alternate domestic/foreign safe haven location, is not authorized.
Transportation of Effects
35. Can I ship unaccompanied air baggage (UAB) back to
post?
Yes. The Return of Evacuees cable may authorize shipment of
unaccompanied air baggage (UAB), also known as airfreight, back to post
regardless of whether UAB was shipped from post and regardless of whether an
airfreight replacement allowance was granted.
36. How do I request a UAB shipment back to post?
All shipment requests must be submitted through the PCS
Portal module in myServices. The PCS Portal can be accessed through myServices
on OpenNet using single sign-on, or on the Internet with a username and
password at https://myservices.servicenowservices.com/.
37. I don't have a myServices account. How do I get
started?
Go to https://myservices.servicenowservices.com and
click "Request an Account."
38. Who can I contact if I have questions about shipping
my effects?
Questions may be addressed to the GSO travel section at
post, or email transportationquery@state.gov.
39. Will delays in my UAB packout extend my grace period?
No. Delays in UAB packout will not be grounds for additional
grace period days.
How to Apply
40. How do I apply for SMA?
Apply through MyPay (reference cable 25 STATE 28980). Make
sure to upload all requested documents.
41. Where can I find more information about allowances?
Visit the Office of Allowances at:
42. What cable should I reference to help me start my
application for SMA?
Reference cable 25 STATE 28980 when applying for SMA through
MyPay.
43. Who should I contact if I have questions not covered
in these FAQs?
The Office of Allowances at GOAskAllowances@state.gov.