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JOINT PLAN FOR DoD NONCOMBATANT EVACUATION AND REPATRIATION
Nov 2005

Table of Contents


HEADQUARTERS, DEPARTMENT OF THE ARMY
WASHINGTON, D. C. 20310-0300

ANNEX J TO JOINT PLAN FOR DOD NONCOMBATANT REPATRIATION
FINANCIAL MANAGEMENT (FM)

1. SITUATION.

a. General. See Basic Plan.

b. Authority.

(1) The Service Components have the authority (37 USC 405A) to provide special allowances for their Service members and family members under an authorized/ordered evacuation from overseas locations. Entitlements for military eligible family members during an evacuation are described in Joint Federal Travel Regulation (JFTR), Vol. 1, Chapter 6.

(2) Federal employees and their family members are also authorized (5 USC 5521-5527) pay and special allowances during an authorized/ordered evacuation from overseas location. Joint Travel Regulation (JTR), Vol. 2, Appendix 1(COLA-UJ-1) addresses entitlements for federal employees and their family members.

(3) Evacuation of personnel is authorized without regard to the availability of an appropriation (31 USC 1515). The authority for the Components to expend these funds for an evacuation comes through the issuance of an authorized/ordered departure directive from the Secretary of State, Secretary of Defense, or their authorized representatives.

c. Assumptions. See basic plan.

2. MISSION. Provide financial entitlements for DoD civilian employees and
DoD family members beginning at the point of repatriation or stop movement and ending at the termination of the safe haven period. Financial allowances include, but are not limited to, advance payments (when authorized by sponsor), travel, safe haven allowances and subsistence expense allowances to authorized individuals, and legal claims settlements when authorized by OSD/parent organization.

3. EXECUTION.

a. Concept of Operation.

(1) Each of the DoD Service Components has designated its permanent change of station (PCS) account within their military pay appropriation to fund the costs of its Service members’ family members during noncombatant evacuations.

(2) As the DoD Executive Agent, the Army has a centrally managed allotment (CMA) to fund the costs for eligible DoD civilian employees and their family members in emergencies if the respective parent organizations do not provide fund cites for them.

(3) Each federal Agency is required by law to reimburse another agency for the evacuation costs (travel and per diem) of their personnel when incurred by the other Agency. If the Army’s CMA is used for any non-Army personnel, the Secretary of the Army (Operating Agency 22) will seek reimbursement from that non-Army Agency.

(4) DoD families processing through the Repatriation Center will obtain initial advance travel and per diem payments and advances against pay (when authorized) from the Service/DFAS representatives. DoD families who have been affected by the corresponding stop movement order will obtain financial entitlements from personnel at the centralized Service/DFAS Sites listed in paragraph 3. b (5)(d) below. All follow-on payments and final settlements will be made by these designated Service/ DFAS Sites. Finance personnel at installations/bases, or DFAS Operating Locations/Centers are not authorized to make payments to evacuees without prior coordination with the Service/DFAS supporting sites. They will do so only in emergency situations.

b. Responsibilities.

(1) The Army as the DoD Executive Agent, is responsible for general guidance for repatriation.

(2) The Department of State (DoS) will:

(a) Issue an authorized/ordered departure message for the evacuation of noncombatants.

(b) Arrange for transportation to bring noncombatants to safety, whether through commercial means or military transport. A memorandum of agreement between DoS and OSD identifies specific Departmental responsibilities for funding a State/Defense evacuation.

(3) The Office of the Principal Deputy Under Secretary of Defense for Personnel and Readiness (PDUSD (P&R)) will provide policy guidance on the financial allowances for evacuees to the HQDA, G-1 for widespread Service dissemination. Memoranda provided by the PDUSD (P&R) provide authorization for DoD Components to expend funds for the evacuation.

(4) DoD Component and Agency Comptrollers and/or Financial Managers will:

(a) Provide fund cites for evacuation expenses (per diem and transportation) of Service family members and Service/DoD Agency civilian employees. Fund cites are also referenced in the individually released Entitlements messages and change with the Fiscal Year.

(b) Provide name and phone number of point(s) of contact to the Office of the Assistant Secretary of the Army, (Financial Management and Comptroller) ATTN: SAFM-BUC-E, 109 Army Pentagon, Washington, DC 20310 to facilitate reimbursement of costs for any Service Component/DoD Agency civilian personnel and/or family members when Army’s CMA has been used. If the Defense Component Comptroller fails to provide name, address or phone number for their point of contact, the Army will submit billings (SF 1080s) to the Assistant Secretaries (Financial Management & Comptroller) of the Services and the Under Secretary of Defense (Comptroller) for resolution.

(c) Provide monthly incremental cost reports to the DFAS-DE/ICCI, 6760 East Irvington Place, Denver, Colorado 80279-2000, in accordance with Chapter 23, Volume 12, of the Financial Management Regulation. Component Comptrollers will submit an SF 1080 to DFAS-DE/ICCI, with supporting documentation, for any amount cited on the Cost Report requiring cost reimbursement for non-DoD employees or their family members. The DoS/DoD Cost Responsibility Matrix (for NEOs) can be found in Appendix 2, Chapter 23, Volume 12, DoD Financial Management Regulations and the 24 July 1998 memorandum from USD (Comptroller) identifies revised cost responsibilities.

(d) Provide trained finance fly-away teams to augment the Repatriation Center operation, as required. Service/DoD Agency numbers for establishing these teams are:

Army: DFAS-Indianapolis, IN
C: (317)510-3301; DSN: 699-; TPS/NEO: 1/800/759-4118

Navy: BUPERS
C: (703)693-0205; DSN: 223-

Air Force: Headquarters, Air Force, SAF/FMPC, Pentagon
C: (703)695-0140; DSN: 225-/Closest individual base-
Point of contact 210-652-6357, DSN: 487-3483

Marine Corps: Marine Corp Finance, Kansas City, MO:
C: (816)926-5720; DSN: 465-5720

DoD Agency civilians (does not include Service civilians)
DFAS-Indianapolis, IN; C: (317) 542-3301; DSN: 699-

(5) The Assistant Secretary of the Army (Financial Management & Comptroller) will:

(a) Provide a fund cite for use by DoD civilian personnel and/or family members for the evacuation costs (per diem and transportation only) in the event the appropriate parent organization is unable to provide funds in a timely manner.

(b) Adequately fund the CMA to cover all costs associated with the emergency funding for federal civilians, if required. Request supplemental funding as needed.

(c) Notify Resource Services Indianapolis (JDRS-I) when the designated fund cite has been activated.

(d) Provide monthly incremental cost reports to the DFAS-DE/ICCI, 6760 East Irvington Place, Denver, Colorado 80279-2000, in accordance with Chapter 23, Volume 12, of the DoD Financial Management Regulation. If reimbursements are required for non-DoD evacuees, Component Comptrollers will submit an SF 1080 to the DFAS-DE/ICCI.

(6) U.S. Army Resource Services, Indianapolis (JDRS-I), Indiana will:

(a) Notify the Office of the Assistant Secretary of the Army, ATTN: SAFM-BUO-C, 109 Army Pentagon, Washington, D.C. 20310 when additional funding is required for the CMA to cover costs of the noncombatant evacuees.

(b) Initiate SF 1080 billings to all non-Army DoD agencies for reimbursement of costs associated with the noncombatant evacuation of their personnel and/or family members. Billings for non-Army non-DoD agencies (as Coast Guard) will be submitted through ASA(FMC) to DFAS-DE as described in 3.b.(6)(d) above.

(c) Maintain historic financial records for the civilian evacuee account.

(7) The Defense Finance and Accounting Service - Denver Center (DFAS-DE/ICCI) will:

(a) Consolidate SF 1080s received from the DoD Component
Comptrollers requesting reimbursement for non-DoD repatriation costs and submit to appropriate agency for payment.

(b) Provide a DoD Contingency Operations Cost Report to Component Comptrollers, Office of the Secretary of Defense (Comptroller) and DA DCS, G-1 in accordance with Chapter 23, Volume 12 of the DoD Financial Management Regulation.

(8) Representatives at the Military & Civilian Personnel Processing Points at the Repatriation Center will:

(a) Verify evacuee’s entitlements (command versus non-command sponsored military family members and DoD employees and/or their family members with transportation agreements (TAs) versus locally-hired US citizens (see Annex K for entitlements).

(b) Prepare orders (see Appendix 1 of this Annex) or amendments as required. Request for orders do not constitute amended orders, and amendment order must be prepared. Military members who are ordered to depart an area being evacuated must be either in a TDY or PCS status. A local fund cite will be used for their TDY. Escorts from the Theater who are to return to duty will also be funded by a local fund cite.

(c) DoD civilian employees who are ordered to depart an area being evacuated must be either in a TDY or PCS status.

c. Coordinating Instructions. Direct coordination between interested planning agencies and Services at all levels is authorized for planning actions in conjunction with this annex. All supporting plans and directives will be fully coordinated, as required prior to issuance.

4. ADMINISTRATION AND LOGISTICS. (Payments)

a. Repatriation Site.

(1) Upon request by Joint Repatriation Coordination Center, the Services and DFAS will deploy trained finance teams to support payments at the designated location(s). These teams will

(a) Make payments for safe haven allowances (per diem and transportation) for a period NTE 30 days, civilian and military pay advances (when approved in advance by the sponsor) and legal claims advances if authorized. DFAS will process military pay advances. A Civilian Pay Representative will process civilian pay advances.

(b) Ensure that each order (DD 1610) presented includes an estimated amount for the family’s allowances for a period of 180 days, unless a lesser duration has been identified.

(c) Process orders through normal accounting channels. Forward additional copies to respective centralized sites identified in 4b.(1) below for follow-on payments. In the event payments were made against the designated CMA in 3b (6) above, a copy of the family’s orders will also be forwarded to US Army Resources and Programs Agency, HQDA Resource Management, Resource Services Indianapolis/RSI, 8899 East 56th Street Room 222T, Indianapolis, Indiana 46249-3005

(d) In an effort to decrease costs, facilitate efficiency and convenience, and reduce the necessity for handling large sums of cash or travelers’ checks, HQDA, G-1, the Executive Agent for Repatriation Operations, has entered into an agreement with the U.S. Treasury Department and DFAS to implement a NEO Debit Card program. The pilot program commences in 2005. At this time instead of cash evacuation allowance disbursements, evacuees will be issued a NEO Debit Card which DFAS will replenish in 30 day increments throughout the duration of the evacuation. Evacuees will be able to use this card to pay for lodging, withdraw cash, make purchases—i.e., this card functions like any other personal debit card provided by one’s financial institution. For large group evacuations DFAS will continue to keep a limited amount of cash on hand for emergency situations ONLY. At the conclusion of the pilot program phase, any required changes or improvements will be made and the NEO Debit Card will become the standard mode of evacuation allowance disbursements.

b. The Repatriation Site finance team chief will:

(1) Arrange with the supporting installation/base banking facility to “sell” cash to the supporting finance teams for making cash payments, as required.

(2) Coordinate with the supporting installation/base bank facility to sell/or provide free of charge traveler’s checks to civilian employees/family members.

(3) Determine requirements, in coordination with support finance teams, for work space, security of finance work areas, and the secure storage of cash and/or other negotiable instruments.

c. OCONUS intermediate staging bases (ISBs). ISBs may be used to provide overnight lodging and respite before evacuees move on to CONUS repatriation sites and eventual final destinations. Normally, evacuation payments will not be made at these locations.

(1) If payments are made to evacuees who are returning to CONUS, the paying organizations will forward all payment information (copies of payment vouchers, orders, etc.) to the respective site in paragraph 4 c.(1) below.

(2) If payments are made to evacuess who do not return to CONUS safe havens (i.e., remain in the vicinity of the ISB), follow-on payments will be made in accordance with the Combatant Commander's repatriation support plan.

d. Each Service and DFAS have established central sites to support payments for individuals while in their safe haven location and for families who did not process through designated repatriation sites.

(1) The following organizations have been designated:

Army: DFAS-Indianapolis, IN
C: (317) 510-3301; DSN: 699- ; TPS/NEO 1/800/759-4118

Navy: Bureau of Naval Personnel, Washington, DC
1-888-227-3832

Air Force (Stop Movement): Randolph Air Force Base, TX
1-800-435-9941; C: (565) 652-2671/3483; DSN: 665-

*1/Air Force (West Coast): McChord Air Force Base, WA

*1/Air Force (East Coast): Charleston Air Force Base, SC
C: (803)566-3785; DSN: 673-

Marine Corps: Marine Corps Finance, Kansas City, MO:
C: (816) 926-5760; DSN: 465-5720

DoD Agency civilians (does not include Service civilians)
DFAS-Indianapolis; C: (317) 542-3301; DSN: 699-

*1/ Air Force evacuees who process through a West Coast Repatriation Site will receive follow-on payment support from McChord AFB; through an East Coast Repatriation Site from Charleston.

(2) Supporting centralized sites will:

(a) Publish 1-800 numbers upon notification that their services are required. Provide this number to Service Headquarters and the Joint Repatriation Coordination Center (888) 852-4880). Prepare family information packets for mailing to families.

(b) Provide initial safe haven advances for travel and per diem and pay advances, when authorized, to DoD military and civilian families affected by the stop movement order or others who cannot process through the Repatriation Center. Process orders through normal channels. In the event initial payments were made against the designated CMA in 3b (6) above, a copy of the family’s orders will also be forwarded to US Army Resources and Programs Agency, HQDA Resource Management Resource Services Indianapolis/RSI, 8899 East 56th Street Room 222T, Indianapolis, Indiana 46249-3005 and also forward copy of travel advances to Travel Pay Services ATTN: NEO Team, 8899 East 56th Street, Indianapolis, Indiana 46249-3700.

(c) Provide for follow-on payments for respective DoD families and make final settlement. Respond to families’ questions concerning payments and allowances
throughout the process.

5. COMMAND AND COMMUNICATIONS. See Basic Plan.

6. SERVICE FUND CITES. Military Service and DoD civilian fund cites are provided in the DoD Comptroller Financial Code Book, the HQ Department of Army website at http://www.armyg1.army.mil/MilitaryPersonnel/neo, or in the individually released Entitlements messages for Personnel Withdrawing from various overseas posts as noncombatant drawdowns occur.

J

Table of Contents


HEADQUARTERS, DEPARTMENT OF THE ARMY
WASHINGTON, D. C. 20310-0300

APPENDIX 1 TO ANNEX J FINANCIAL MANAGEMENT
INSTRUCTION SHEET FOR DD 1610

ITEM 1. Fill in date of request.

ITEM 2. Fill in name of evacuee and Social Security Number.

ITEM 4. Fill in duty station.

ITEM 6. Fill in phone number of duty station.

ITEM 7. Type of orders is "Evacuation."

ITEM 9. Purpose is "Authorized Departure" or "Ordered
Departure."

ITEM 10 a. Fill in "NTE 180 Days"
b. Complete the date of approximate departure.

ITEM 11. Document itinerary.

ITEM 14. Cite associated per diem and travel costs.

ITEM 15. Calculate and document the authorized advance.

ITEM 16. Fill in remarks IAW the sample DD 1610.

ITEM 2 (CONTINUED) Additional family members' names are
documented here.

ITEM 16 (CONTINUED) Service toll-free numbers are documented here for further assistance.

J-1

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