JOINT PLAN FOR DoD NONCOMBATANT EVACUATION AND REPATRIATION
WASHINGTON, D. C. 20310-0300
ANNEX K TO JOINT PLAN FOR DOD NONCOMBATANT REPATRIATION
1. Evacuees receive certain allowances payable when ordered or authorized to depart an overseas location. These allowances are contained in the Joint Federal Travel Regulations, Volume 1 (JFTR), Chapter 6, PART A, for eligible military dependents and Joint Travel Regulations, Volume 2 (JTR), Appendix I, Part A for civilian employees and their dependents. These regulations are found at https://SecureApp2.HQDA.Pentagon.mil/perdiem.
2. Instructions implementing the provisions of the JFTR and the JTR are issued from the Office of the Principal Deputy Under Secretary of Defense for Personnel and Readiness (PDUSD(P&R)). However, repatriation processing center and family support center personnel should be knowledgeable of some basic guidelines to more effectively assist evacuees.
In general, evacuees may expect to receive the following:
a. Transportation at government expense to a safe haven and, when authorized, from the safe haven to a permanent residence (designated place) for military dependents.
b. Safe haven per diem allowances are paid to command-sponsored eligible dependents. Current allowances are documented in the JFTR found at the web link provided in para. 1. Please note that the lodging portion of the per diem allowance is not paid unless the family is living in, and paying for, commercial quarters.
c. Allowances for civilian employees (see reference in para. 1.) and their dependents under an authorized/ordered departure include transportation expenses and travel per diem while traveling from the evacuation site to the U.S. (50 States and D.C.) safe haven location.
d. Either return travel if dependents are authorized to return overseas, or travel to the next duty station in a permanent change of station status, or travel to a designated place for eligible military dependents while the military sponsor completes his/her overseas tour.
e. Additional allowances, including shipment of household goods, shipment of vehicles, advanced payment of per diem, as addressed in the JFTR and JTR. (See citation in para. 1.) Family separation allowances are addressed in DoDFMR, Volume 7A, Chapter 27 at http://www.dod.mil/comptroller/fmr/
3. Instructions will also be included in the implementation and continuing memoranda/messages from the Office of the Principal Deputy Under Secretary of Defense for Personnel and Readiness regarding who has authority to approve most requests for exceptions. The most frequent exception is a request for alternate safe haven (for example, to safe haven in Puerto Rico or Germany rather than the continental United States (CONUS), i.e., the 48 contiguous states and D.C. The Secretary of State must act on a request for an alternate safe haven. See Annex L, Appendix 1 for additional, detailed information concerning alternate safe havens outside CONUS.
a. Request to safe haven in a location other than the one specified must be justified (often a request to safe haven in a location outside CONUS. The request must state why the designated safe haven (normally CONUS) is not suitable for the evacuees.
b. Once in a safe haven, requests to change safe haven (e.g., CONUS to outside CONUS) are authorized/approved only in hardship cases by State Department through PDUSD(P&R) and the Service. Requests for changes for personal reasons within CONUS are considered on an individual basis with PDUSD(P&R) being the decision authority unless further delegated.
4. Evacuees remain in safe haven status until the Department of State terminates the evacuation. Depending on the circumstances, evacuations may continue for a maximum period of 180 days. Consequently, evacuees may be in safe haven status for several months. Should reduced per diem rates (as dictated in the JFTR) prove inadequate to cover essential lodging and meal expenses, evacuees who are dependents of military personnel may request authorization for an increased per diem by submitting an actual expense list to the Per Diem, Travel and Transportation Allowance Committee. Civilian employees and their dependents with special family compositions not listed in JTR, Appendix I, Part A, par. 632.1(b) may request the special 150 percent rate for commercial lodging through the Civilian Advisory Panel (CAP) member (http://www.dtic.mil/perdiem/phdir.html) to the State Department. There is no other provision for an increased per diem for civilian employees and their dependents.
5. The matrix displayed in Appendix 1 of this Annex provides an overview of allowances for which military dependents may be eligible depending on their status (i.e., command-sponsored or non-command-sponsored) and situation (i.e., during the evacuation or upon its termination).
WASHINGTON, D. C. 20310-0300
APPENDIX 1 TO ANNEX K COMPENSATION POLICIES
MILITARY ALLOWANCES MATRIX
WASHINGTON, D. C. 20310-0300
APPENDIX 2 TO ANNEX K COMPENSATION POLICIES
(DRAFT) DEBIT CARD
The DoD Executive Agent for Repatriation has developed a Concept of Operations Plan for employing the use of a Debit Card to pay DoD official evacuees their evacuation allowances vice electronic funds transfer or cash disbursements. This program has been endorsed by all of the Services. Its details are described in this Appendix.
1. Current Process and Business Problem. During a NEO, each Service handles paying travel entitlements to evacuees and accounting for disbursements made in a similar fashion; however, some processes are Service unique. At times, current processes are inefficient and often result in the evacuees having too much cash on hand. An evacuation debit card impacts the current process in the following positive ways:
a. Enables multiple location access.
b. Reduces the volume of cash at evacuation locations.
c. Provides the security of banking process.
d. Facilitates processing and payment of advances and future payments.
e. Provides instant funding to the evacuee without burden of large amounts of currency.
2. Description of Evacuation Debit Card.
a. The evacuation Debit Card is a flexible, magnetic stripe card that uses the Internet as its infrastructure to deliver miscellaneous or non-recurring payments to individuals, or to allow government employees access to cash in their official duties.
b. The evacuation Debit Card is not a stored value card and it does not contain an integrated circuit chip.
c. It does not require any special point of sale (POS) equipment.
d. The evacuation Debit Card is a flexible payment mechanism that can be used to deliver miscellaneous or non-recurring payments to individuals or to allow government employees access to cash in their official duties.
e. The program is managed by the e-Money Team within the U.S. Treasury – Financial Management Service working with JP Morgan CHASE Bank (CHASE). CHASE provides merchants across the nation with electronic payment processing for Visa, MasterCard, Discover, debit and other credit card transactions initiated at POS terminals or over the Internet.
3. How the Debit Card Works. The evacuation Debit Card is a magnetic stripe bankcard that can be used by Federal agencies to make payments to individuals. Federal agencies may load the card with any amount. The fund loaded is accounted for in a host system with a database of card serial numbers and associated card balances. The card is then issued to a Federal payee. Once issued to the payee, the evacuation Debit Card may be used at Automated Teller Machines (ATMs) to make cash withdrawals, or at point-of-sale (POS) terminals to make retail purchases. In addition, by choosing the U.S. Debit MasterCard Card (the card with the MasterCard logo) for this program, the cardholder is afforded the ability to use the Debit Card wherever MasterCard is accepted to make purchases or obtain cash advances. The card may be issued as a disposable payment mechanism, whereby a fixed amount of value is loaded to the card. Once this value is spent, the card is discarded; or, it may be used as a reloadable payment mechanism if the Federal agency determines to make multiple payments to the payee over a period of time. The evacuation Debit Card may be issued “on-the-spot” to a payee in an agency’s field office or may be issued out of a central office and mailed to the payee or distributed some other way. The functionality of the card includes an Internet funding process that enables government agencies to order and fund cards in advance via the web. All value loaded onto the cards is PIN protected and backed by a commercial bank. In addition to making payments to individuals outside the Government, the evacuation Debit Card may be issued to Government employees to allow them to access cash in carrying out their official duties.
4. Card Uses. The Debit Card can be used for the following purposes in addition to payment for evacuee travel and per diem allowances:
a. Travel/per diem
b. Temporary payrolls, personal Services
d. Replace imprest funds, third party drafts
e. Replace bulk cash transfers
f. Overseas access to foreign currency
g. Payments to foreign visitors
5. Card Features. Prominent features of the Debit Card include:
a. Magnetic stripe card in any denomination
b. Issued “on-the-spot” or over the Internet
c. PIN protected
d. Immediate activation
e. No bank account required
f. Used at ATM and POS locations
g. Multi-lingual Interactive Voice Response (English and Spanish)
h. Reports and statements available online
i. Multiple cards can access the same pool of funds
6. Cardholder Operations. Cardholders can access and move funds via:
a. Point-of-Sale purchase
b. ATM withdrawal
c. Cash Advances at banks if card has MasterCard logo
7. Procedural Flow Chart. The flow chart below depicts the general process which overlays the debit card on existing procedures.
8. Procedural Assumptions. All evacuee travel payments will be made through the debit card. These payments include all travel advances, accruals, and the final settlement. The debit card will be overlaid on existing procedures for NEO travel payments as depicted in the flow chart above.
a. A Deployment Team, composed of three to five Service personnel who consistently support evacuation operations, will deploy to large group evacuation in-processing sites to fund and issue the Debit Cards. This team employs effective standard operating procedures and composure includes trained and properly appointed Cashiers and personnel trained in performing Travel Entitlement computations. Properly appointed personnel with written disbursing authority (cashiers) will complete card issuance.
b. JPMorgan CHASE is the Treasury Agent which manages the evacuation Debit Card program for the U.S. Treasury.
c. During a large group evacuation, multiple stations should be arranged such that the first station is Travel and the last station is disbursing. Filling out the forms first with Travel and then providing them immediately to the disbursing station allows extra time for disbursing personnel to input the necessary card information into the CHASE system. Adhering to the processing flow ensures that funded debit cards will be available for issue when the evacuee processes through the disbursing station.
d. The evacuee needs funding immediately.
e. The CHASE system has been tested to confirm it can handle hours of constant use without interruption of access.
f. Services must provide Internet capability so cashiers can access the debit card web site.
g. Both debit card training and debit card accountability will be centrally managed.
9. Program Establishment in the E-funds System. The DoD NEO Executive Agent will complete all information in the CHASE Implementation Package and Agency Requirement Profile. These documents establish the security hierarchy for participation in the E-funds System maintained by CHASE. CHASE also may require additional documentation.
10. Card Stock. For this program, the DoD NEO Executive Agent is using the Pre-Issued CHASE E-Funds card with the MasterCard logo. Each Debit Card is embossed with a Department of Defense NEO identification. An example of this card stock appears below:
11. Card Ordering and Distribution. CHASE will manage the initial order of debit cards through coordination with representatives of the DoD NEO Executive Agent. For subsequent card requests, authorized representatives of the DoD NEO Executive Agent can use the E-Funds website (www.efundscard.com) to order cards.
An inventory of debit cards will be pre-positioned at locations determined by each Service with each Service having a minimum of one location: Army: DFAS-Indianapolis 100, Navy: San Diego Naval Base,CA 500, Norfolk Naval Base, VA 500; Air Force: Charleston AFB, SC 1000, Travis AFB, CA 1000; and Marine Corps: Marine Corps Base Quantico, VA 100. These locations will be confirmed through coordination with the DoD NEO Executive Agent and the Services. Cards expire 18 months after they are issued. To ensure cards do not expire while being used during an evacuation, the Services will order and replenish their pre-positioned card stocks every 12 months. To support a large scale contingency evacuation, 8000 cards will be kept in stock pile controlled by NEO.
12. Card Activation. Due to the nature of the application required to support the DoD NEO Executive Agent, CHASE will use Pre-Issued CHASE E-Funds card with the MasterCard logo. Features of this card include:
a. When a Debit Card number is pre-populated on CHASE E-Funds system, the card is activated. Funds actually are not placed on the Debit Card for use until the duly appointed cashier performs this operation via the secure Internet site at www.efundscard.com. Then the card is issued to the evacuee.
b. A PIN is pre-established and provided for each cardholder. Cardholders can contact CHASE to reset their PIN.
c. The Debit Card can be used immediately by the cardholder after the funded card has been issued. In the event a cardholder loses his/her card, he/she should contact CHASE immediately to obtain a replacement card.
13. Cardholder Enrollment. Authorized representatives of the Supporting Service (with proper appointment and written disbursing authority) are required to access the CHASE E-Funds system and input data in order to assign a card to each evacuee. Additionally, each Service is required to provide authorized representatives. The number of representatives will depend on the projected mission. The following data are required to issue a card for an evacuee:
a. First Name, Last Name, Mother’s Maiden Name
e. SSN # (last 4 digits only)
f. Cost Center Field (Service NEO Accounting Classification)
14. Agency/Organization Responsibilities
a. Military Service Responsibilities. Each of the Military Services will:
(1.) Designate a location where existing stocks of Debit Cards will be stored meeting security requirements in DODFMR, Volume 5 for blank card stock.
(2.) Fund Services’ share of the program.
(3.) Provide required hardware and communications support at repatriation site and/or at the supporting installation.
(4.) Designate a POC to initiate the ACH transaction to CHASE that deposits funds in the Services’ Reserve Account for funding debit cards.
(5.) Designate individuals for training. Appoint and train cashiers and a Service DO, where appropriate.
(6.) Manage their Services’ training program.
(7.) Modify existing Service Evacuation Standard Operating Procedures (SOP) to reflect debit card procedures.
(8.) Army, as the DOD Executive Agent, has the following added responsibilities.
(a.) To establish a DOD NEO evacuation Debit Card policy cell to lead the other Services in establishing and maintaining DOD NEO evacuation Debit Card policy. The current policy point of contact is MAJ Matthew Voithofer, DSN 222-6889, 703 692-6889, firstname.lastname@example.org.
(b.) To interface with agencies and organizations outside DoD regarding the evacuation Debit Card program.
b. DFAS Responsibilities. DFAS will:
(1.) Support program implementation by providing technical advice related to Military Service evacuation travel payment processing, disbursing, and accounting procedures.
(2.) Appoint DFAS-IN as the NEO DoD Executive Agent’s (Army’s) lead for maintaining existing Debit Card stocks.
c. Assistant Secretary of the Army (Financial Management and Comptroller) Responsibilities. ASA (FM&C) sets overall program policy and provides headquarters support. The U.S. Army Finance Command (USAFINCOM) will represent ASA (FM&C) as well as:
(1.) Coordinate, initiate and assist in guiding the implementation of the program.
(2.) Evaluate the program with the U.S. Treasury Department and Army, G1.
(3.) Maintain oversight and conduct annual reviews of the program.
d. U.S. Department of the Treasury, Financial Management Service Responsibilities. The U.S. Department of the Treasury serves as the interface between CHASE and the NEO DoD Executive Agent and designates the bank as the Fiscal/Financial Agent. Additionally, Treasury will:
(1.) Write and manage a Memorandum of Understanding to work with Department of the Army, DFAS, and the Army, G1.
(2.) Architect U.S. evacuation Debit Card solution for CIDC.
(3.) Establish bank account(s) at JP Morgan Chase Bank.
(4.) Provide high-level guidance for the U.S. evacuation Debit Card.
e. JP Morgan CHASE Responsibilities. As the fiscal/financial agent designated by the U.S. Treasury for the evacuation Debit Card program, JP Morgan CHASE will:
(1.) Provide customer support and training/hand outs on instructions for problem resolution, what to do if charges are improper, not posted properly, or posted for the wrong amounts, etc, and how Bank Regulation E applies.
(2.) Provide a web site that will be available 7 days a week, 24 hours a day, 7 days a week.
(3.) Provide one day of training on-site at each NEO Repatriation site on the CHASE E-Funds system. The training provided will be a “train-the-trainer” training and focus on using all aspects of the CHASE E-Funds system and best practices. Each Service will be required to train personnel. Each Service can request additional training from CHASE as they deem necessary; however, these additional training costs training will be funded by the requesting Service.
15. Residual values. Debit Cards expire 18 months after the card is initially ordered. If an evacuee does not use all funding on the card prior to its 18 month expiration, the evacuee must contact CHASE to get a refund for their remaining balance. The Card may be used at:
a. Any bank that accepts MasterCard. Banks that accept MasterCard can provide a cash advance up to the balance remaining on the card.
b. A POS terminal. A POS terminal may be used to purchase an item and receive cash advances up to the limits imposed by the retailer.
16. Contact JP Morgan CHASE. Contact information for JP Morgan CHASE is as follows:
a. Cardholders may obtain information 24 hours a day, 7 days a week via online at www.efundscard.com or by calling the customer Service center toll free number at 1-888-606-7058 (International #___________). Customer service representatives are available to assist families Monday – Friday from 0700 to 2400 EST and on Saturdays, Sundays and holidays from 0800 to 1700 EST. When customer service representatives are not available, the caller can use the automated voice response unit (VRU). If outside the U.S., a cardholder may call collect.
b. Clients (FMS or NEO) may access account information via the E-funds website 24 hours a day, 7 days a week. Efunds personnel may also be contacted directly at 1-888-606-5560 Monday – Friday, from 0700 to 2000 EST. If a client wishes to speak to a representative after hours or on weekends, representatives at 1-888-606-7058 will be able to offer assistance.