3 FAM 2550
DEATHS IN SERVICE
(CT:PER-866; 08-23-2017)
(Office of Origin: HR/OCA)
3 FAM 2551 GENERAL
(CT:PER-667; 02-27-2012)
(State Only)
(Applies to Foreign Service and Civil Service Employees)
a. The death of a Civil Service (CS) or Foreign Service
(FS) employee of the Department of State may be the result of an illness or
injury incurred in the performance of duty, or the result of causes unrelated
to employment. A death occurring abroad must be investigated to establish a
cause and manner of death. The Office of Casualty Assistance (DGHR/OCA) is
responsible for administrative assistance and ongoing support following the
death of any U.S. citizen CS or FS employee of the Department of State and of
any eligible family member whose employee sponsor is assigned abroad. DGHR/OCA
provides a single point-of-contact within the Department of State for bereaved
families and assists dependents and beneficiaries to file for benefits for
which they may be eligible.
b. This subchapter contains procedures that must be
followed in the event of death of a CS employee, a FS employee, an eligible
family member of an employee assigned abroad, and employees employed by posts
abroad. For deaths in the performance of duty, also see 3 FAM 3650.
3 FAM 2552 APPLICABILITY
(CT:PER-667; 02-27-2012)
(State Only)
(Applies to Foreign Service and Civil Service Employees)
This subchapter applies to the following employees
domestically and abroad:
(1) Civil Service employees in the United States (see 3 FAM 2553.3);
(2) Foreign Service employees in the United States (3 FAM 2553.3);
(3) U.S. citizen employees assigned, or eligible
family members of such employees, abroad (3 FAM 2553.1);
and
(4) Employees employed at posts abroad (including
Foreign Service nationals (FSNs) and those employed under personal services
contracts and personal services agreements) (3 FAM 2553.2).
3 FAM 2553 CITIZEN EMPLOYEES AND
ELIGIBLE FAMILY MEMBERS ABROAD - PROCEDURES AND GUIDELINES
3 FAM 2553.1 Post Responsibility
3 FAM 2553.1-1 Telegraphic
Report to Department
(CT:PER-561; 07-28-2005)
(State Only)
(Applies to Foreign Service and Civil Service employees)
In the event of death of a U.S. citizen employee
(exclusive of employees employed by overseas posts) or an eligible family
member of such employee while assigned abroad, the post will transmit the
following information by telegram to the Department:
(1) Name of employee, or in the case of an eligible
family member, name, and relationship of family member and name of employee,
and employees agency (State, USAID, etc.);
(2) Place, cause (if known), and time of death. If
details are not known at time telegram is sent, the post must inform Department
immediately when known; and
(3) If necessary, specific instructions to notify
next-of-kin, legal representative, or other person, including name, address,
and telephone number of such person, if known.
3 FAM 2553.1-2 Captioning
Telegram
(CT:PER-667; 02-27-2012)
(State Only)
(Applies to Foreign Service and Civil Service Employees)
a. In the case of death of a Department of State
employee, or any eligible family member of such employee, the telegram will
bear the special caption OBIT/STATE (see 5 FAH-2 H-443)
and include the Office of Casualty Assistance (DGHR/OCA) and the regional
bureau or the Bureau of International Organization Affairs (as appropriate) on
the addressee line.
b. Telegrams reporting the death of employees of other
agencies (USAID, Commerce, etc.) or of any eligible family members of such
employees must be specifically marked for the employing agency for its action
(e.g., OBIT/AID, OBIT/Commerce) and include the Office of Casualty Assistance
(DGHR/OCA) and the regional bureau or the Bureau of International Organization
Affairs (as appropriate) on the addressee line.
3 FAM 2553.1-3 Notification of
Post Medical Staff
(CT:PER-667; 02-27-2012)
(State Only)
(Applies to Foreign Service and Civil Service Employees)
a. Post will notify the regional medical officer or
Foreign Service health practitioner upon the death of any U.S. Civil Service
and Foreign Service employee or eligible family member abroad. In the event
there is no Foreign Service medical provider at post, the notification will be
made to the regional medical officer for that post.
b. The regional medical officer or the Foreign Service
health practitioner is then responsible for reporting deaths to the Office of
Medical Services in accordance with 16 FAM 133.1.
c. The regional medical officer, Foreign Service
health practitioner and/or regional medical officer/psychiatric will provide
any medical or mental health services required by the family or community.
3 FAM 2553.1-4 Notification of
Regional Security Officer (RSO) and Further Post Actions
(CT:PER-866; 08-23-2017)
(State Only)
(Applies to Foreign Service and Civil Service Employees)
a. Post must immediately notify the regional security
officer (RSO) of any death covered by this subchapter so that the RSO may:
(1) Provide continued safety and security of personnel
under chief-of-mission authority;
(2) Respond to the scene of the death; and
(3) Secure the scene of death and initiate an
investigation, as appropriate, following 1 FAM 262.4-1(D).
b. Posts may be asked to provide information to
surviving family members or assist, as appropriate, with matters listed below:
(1) Deaths, disposition of remains, and personal
estates of U.S. citizen employees, exclusive of locally employed staff other
than EFMs employed in the mission (7 FAM 200);
(2) Allowable travel and transportation expenses (14
FAM 500);
(3) Proceeds of undelivered check(s) due deceased
payee (4 FAM
341.2 and 4
FAM 482);
(4) Death benefits and claims under Federal Employees
Group Life Insurance (3 FAM 3620);
(5) Any benefits available under the Federal Employees
Health Benefits Program (3 FAM 3610);
(6) Payment of employees unpaid compensation (3 FAM
3100 and 4 FAM
482);
(7) Lump-sum payment for annual leave (3 FAM 3336);
(8) Benefits payable under Foreign Service or Civil
Service retirement (refer to 3 FAM 6000);
(9) Compensation payable for work injuries under
Federal Employees Compensation Act (3 FAM 3650);
and
(10) Reference to the Department of Veterans Affairs
National Cemetery Administration Web site for burial arrangements in a national
cemetery, if eligible and if desired by the family.
c. See 3 FAM 2510 for
effective date of separation, 4 FAM 510 for
payroll procedures, and the Standardized Regulations for termination of
allowances.
3 FAM 2553.1-5 Departmental
Responsibility
(CT:PER-866; 08-23-2017)
(State Only)
(Applies to Foreign Service and Civil Service Employees)
a. It is the responsibility of the Operations Center to
set up a conference call between the chief of mission (COM) or designee; the
Assistant Secretary or designee of the affected regional bureau; the Assistant
Secretary or designee of the functional bureau, if appropriate; and the duty
officer of DGHR/OCA to determine how notification of the next-of-kin or other
person designated in posts telegraphic report of death will be made when the
next-of-kin is not resident at post. If the deceased employee worked for
another agency, then a representative of that agency should be included on the
call. The Special Investigations Division (DS/ICI/SID)
should always be included on the call to make a determination as to
whether further action is needed on its part. If post does not provide contact
information, the Operations Center will utilize information maintained in the
Employee Services Center emergency contact database.
b. It is the responsibility of DGHR/OCA to assist in:
(1) Preparing a condolence letter from the Secretary;
(2) Working with post, bureau, and other entities and
agencies as necessary to provide assistance and support for such issues as
return and escort of remains; return of effects; coordination in regard to
investigative efforts; assisting bureaus with memorial services in the
Department; and other pertinent issues that may arise;
(3) Sending the next-of-kin or legal representative a
letter advising of Federal benefits for which the deceased individual may be
eligible;
(4) Providing pertinent forms to the next-of-kin or
legal representative and assistance in completing required forms;
(5) Arranging for the next-of-kin or legal
representative to meet with a representative from the Bureau of Human Resources
Office of Retirement (HR/RET) or the Office of Employee Relations (HR/ER) to
discuss benefits, as necessary; and
(6) Providing ongoing support to the family of the
deceased, as appropriate, including information on crime victim support and
referrals on grief resources.
c. It is the responsibility of the Office of Career
Development and Assignments (HR/CDA) for Foreign Service employees and the
Office of Human Resource Management (HR/CSHRM) for Civil Service employees and
their respective servicing human resource offices to process Form SF-50,
Notification of Personnel Action, to separate the employee from the Department.
d. It is the responsibility of the Family Liaison
Office (DGHR/FLO) to provide guidance to Community Liaison Office (DGHR/CLO)
coordinators on how best to respond and support family members of the deceased
and members of the community at post. DGHR/FLO offers resources on grief and
loss, suggestions on organizing a memorial service, and a Survivor Checklist
for the family. DGHR/FLO is available, as needed, to support and assist the
family returning to the United States.
3 FAM 2553.2 Death of Overseas
Employees
(CT:PER-667; 02-27-2012)
(State Only)
(Applies to Foreign Service and Civil Service Employees)
a. In case of death of a local employee or staff member
employed by a post abroad (FSNs, PSCs, PSAs) who is not covered by 3 FAM 2553, the
post is responsible for notifying next-of-kin and for rendering all necessary
and appropriate assistance (see 3 FAM 7000 and post compensation plan).
b. In the case of death of U.S. citizen contractors who
are not covered by 3 FAM 2553,
Consular Affairs Office of Overseas Citizen Services (CA/OCS) is responsible
for notifying next-of-kin and for rendering all necessary and appropriate
assistance (see 7 FAM 200).
3 FAM 2553.3 Death of Department
Employees in the United States
3 FAM 2553.3-1 Bureau
Responsibility
(CT:PER-667; 02-27-2012)
(State Only)
(Applies to Foreign Service and Civil Service Employees)
a. When a State Department employee dies in the United
States, the appropriate human resources/management officer in the executive
office of the employing bureau will:
(1) Immediately notify the Office of Career
Development and Assignments (HR/CDA) for Foreign Service personnel or the
Office of Human Resource Management (HR/CSHRM) for Civil Service personnel; and
(2) Furnish the Office of Casualty Assistance
(DGHR/OCA) with the name, address, and telephone number of next-of-kin or legal
representative or other person to be contacted.
b. The appropriate human resources/management officer
of the employing bureau will complete a:
(1) Form SF-52, Notification of Personnel Action, and
send it to HR/CDA for Foreign Service or HR/CSHRM for Civil Service;
(2) Form SF-2821, Agency Certification of Insurance
Status, for employees enrolled in CSRS at the time of death; Form SF-2800A,
Agency Certification for Death in Service; and Form SF-2810, Notice of Change
in Health Benefits Enrollment; and
(3) Form SF-2821, Agency Certification of Insurance
Status, for employees enrolled in FERS at the time of death; Form SF-3104-B,
Documentation and Elections in Support of Application for Death Benefits; and
Form SF-2810, Notice of Change in Health Benefits Enrollment. All original
forms must be sent to DGHR/OCA.
c. The employing bureau should prepare an inventory
and secure any personal items in the employees office (witnessed by at least
one other employee) until arrangements can be made for the claiming of such
items.
d. When a member of the Foreign Service dies in the
United States, as per 14 FAM 536.2,
the employing bureau covers the cost of preparation and transportation of
remains, travel of eligible family members, and storage and/or shipment of
household effects.
3 FAM 2553.3-2 Bureau of Human
Resources Responsibility
(CT:PER-667; 02-27-2012)
(State Only)
(Applies to Foreign Service and Civil Service Employees)
It is the responsibility of the Office of Casualty
Assistance (DGHR/OCA) to assist in:
(1) Preparing a condolence letter from the Secretary;
(2) Sending the next-of-kin or legal representative a
letter advising of benefits for which the deceased individual may be eligible,
such as life insurance and unpaid compensation;
(3) Providing pertinent forms to the next-of-kin or
legal representative and assistance in completing required forms;
(4) Arranging for the next-of-kin or legal
representative to meet with a representative from the Office of Retirement
(HR/RET) or the Office of Employee Relations (HR/ER) to discuss benefits, as
necessary; and
(5) Providing ongoing support to the family of the
deceased, as appropriate.
3 FAM 2554 THROUGH 2559 UNASSIGNED