4 FAH-3 H-830
EMERGENCY EVACUATION FISCAL POLICY
(CT:FMP-99; 08-30-2018)
(Office of Origin: CGFS/FPRA/FP)
4 FAH-3 H-831 PURPOSE AND
POLICY
4 FAH-3 H-831.1 Purpose
(CT:FMP-26;
12-16-2004)
The following provides a Financial Management Officer (FMO),
Management Officer (MO), or other post officials with the basic fiscal
guidelines to follow in the event of an emergency that may require partial or
complete evacuation of an Embassy or consulate(s).
4 FAH-3 H-831.2 Policy
(CT:FMP-75;
07-23-2013)
a. Fiscal
operations for country or post emergencies should be planned in advance. In
the event of the unanticipated, extreme emergency, common sense and prudent
controls are followed. Regulations should guide the actions of financial
management personnel to ensure that strong controls and accountability are
maintained under emergency conditions to avoid financial problems and fiscal
irregularities.
b. All
emergency fiscal operations are executed in accordance with the Departments
financial management regulations and procedures in 4 FAM 830 and
this FAH; related procedures in 7 FAM 100; Chapter 600, Department of State
Standardized Regulations (DSSR); and the S/ES-O/CMS Crisis Management Manual.
4 FAH-3 H-832 RESPONSIBILITIES
OF POST PERSONNEL
4 FAH-3 H-832.1 Instruction and Coordination
(CT:FMP-26;
12-16-2004)
a. The FMO or
MO (if there is no FMO at post) must ensure that all personnel assigned to a
post are familiar with their fiscal duties and responsibilities under emergency
evacuation conditions and are aware of emergency evacuation fiscal operating
requirements, including the specific emergency evacuation duties assigned to
their immediate staffs.
b. After the
evacuation has been authorized or ordered, the Under Secretary for Management
(M) provides fiscal data with the evacuation instructions. The FMO or MO
should coordinate the emergency evacuation fiscal operations between activities
at post, the regional bureau, and the designated safehaven(s). This includes
State, other agencies, and special activities within the country being
evacuated.
4 FAH-3 H-832.2 Protection of Funds and Accounting
Records
(CT:FMP-75;
07-23-2013)
a. Financial
management personnel must ensure the protection and inventory of all official
funds, local trust funds, related accounting records, and supporting
transaction documents held at the post. This may include cash on hand,
negotiable instruments, blank check forms, funds on deposit in local banks, and
related accounting records and documents.
b. The FMO or
MO ascertains within 48 hours of receiving the authorized or ordered departure
cable the amount of official funds on hand that might be used for emergency
evacuation expenses. This includes funds held by the post Class B cashier from
his or her authorized advance, including alternate and subcashier(s), the
cashier checking account, and other agency cashiers. To the extent possible,
the U.S. disbursing officer (USDO) is responsible for any emergency movement of
funds out of his or her bank account with advice from the FMO. The FMO issues
instructions to all budget and fiscal personnel regarding the use of official
funds held for emergency evacuation purposes and will evaluate whether
accommodation exchange transactions should be continued during the emergency.
c. If deemed
necessary for emergency purposes, the chairperson of the posts emergency
action committee, or his or her designee, may direct that all official and
local trust funds, related accounting records and supporting transaction
documents held by post cashiers, including cashiers of other agencies, be
turned over to a designated U.S. employee. Such transfers of accountability
are accomplished by means of a receipt for the items transferred, prepared in
quadruplicate, time permitting. For class B cashiers, this receipt should be a
transfer of accountability (Form OF-205, Statement of Cash Operating Advance
and Replenishment Voucher):
(1) The original is sent to the Office of Global
Disbursing Operations (CGFS/DO);
(2) One copy is given to the person surrendering the
funds;
(3) One copy is sent to the USDO responsible for the
cashier advance(s); and
(4) One copy is retained by the employee accepting
responsibility for the funds, records, and documents.
d. The FMO or,
in the absence of an FMO, the cashier supervisor, should ensure that the
principal cashier reconciles his or her accountability and provides the
reconciliation forms to the American supervisor. The reconciliation documents
and cash on hand should be verified by the supervisor, time permitting. The
cashier should place all supporting documents in a separate file to permit the
quick and complete collection of all necessary documents to support the cashier
transactions. The cash on hand should be in one cash box to permit quick
retrieval.
e. Proper
transfer of accountability can be time consuming and emergency situations may
prohibit a proper and full reconciliation of official cashier advances. In
this case, the individual accepting accountability must include a list of
funds, records, and documents received.
f. If
necessary, the chairperson of the emergency action committee, or his or her
designee, may authorize using for emergency expenses any official funds held at
a post being evacuated. The person who has accepted responsibility for
official funds must maintain proper documentation to account for all funds
disbursed under authority of the emergency action committee.
g. Within two
days after the emergency evacuation of the post has begun, the FMO should
advise CGFS/S, the servicing USDO, and the Chief Disbursing Officer (CDO) at
Treasury of the disposition being made of all official funds, accounting
records, and documents. Send a telegram with action to the servicing USDO and
CGFS/S with a request for CGFS/S to
pass the telegram to the CDO at Treasury. A similar statement regarding the
disposition of funds, records, and documents is made after the emergency.
h. In the event
of a complete evacuation or temporary closure of the post, the person who has
accepted responsibility for official funds carries the official funds and
supporting documentation to the safehaven post. The accounts are kept open
while at the safehaven post until all transactions affecting the USDOs
accountability have been processed and/or the USDO receives instructions from
the Department to submit a final accounting.
i. If
necessary, the person having responsibility for the official funds will keep a
manual record of transactions until they are submitted to the servicing USDO.
4 FAH-3 H-833 EVACUATING
POST FINANCIAL MANAGEMENT OPERATIONS
4 FAH-3 H-833.1 Appropriations and/or Funds Chargeable
for Emergency Evacuation Expenses
4 FAH-3 H-833.1-1 Emergency Fund Requests to the
Department
(CT:FMP-26;
12-16-2004)
The FMO or MO should consult with responsible officers
regarding emergency evacuation funding requirements as the emergency develops
and assist in preparing the request for funds.
4 FAH-3 H-833.1-2 Department of State Post Emergency
Evacuation Expenses
(CT:FMP-75;
07-23-2013)
Unless specifically directed otherwise by the Department,
all post emergency evacuation expenses are chargeable to appropriation 19X0522,
Emergencies in the Diplomatic and Consular Service. M/EDCS will provide the
authority to charge this appropriation and the necessary fund citation upon
receipt of a request. Charges against these fund authorizations are processed
without establishing formal obligation documents and are vouchered in
accordance with prescribed procedures, time permitting. All emergency
evacuation vouchers and receipts for payments and advances are batched
separately and transmitted in accordance with 4 FAH-3 H-300.
4 FAH-3 H-833.1-3 Emergency Evacuation Expenditures for
Other Agencies
(CT:FMP-26;
12-16-2004)
a. In most
cases, emergency evacuation expenses for non-State employees are charged to
fiscal data provided by the Department. If the agencies are not able to
provide the Department with fiscal data, transportation-related evacuation
expenses of non-State employees should be charged to Emergencies in the
Diplomatic and Consular Service.
b. Authorized
procedures for paying compensation, post differential, and allowances in the
event of an emergency evacuation of employees and/or their eligible family
members and those agencies having adopted regulations approved by the
Department are contained in Chapter 600 of the DSSR. If the other agency does
not provide fiscal data for these types of expenses, it will be charged to
State Department's Diplomatic and Consular Programs (D&CP) appropriation.
c. Emergency
evacuation expenditures for other agencies are clearly identified as expenses
to be reimbursed by the benefiting agency in each case.
4 FAH-3 H-833.2 Payment of Emergency Evacuation
Expenses for State and Serviced Agency Employees and Eligible Family Members
(EFMs)
4 FAH-3 H-833.2-1 Payments
(CT:FMP-75;
07-23-2013)
Regulations for payments during evacuation, including
advance payments, are prescribed for all participating agencies in Chapter 600
of DSSR. The regulations apply to U.S. citizen civilian employees,
third-country national employees, when authorized, and EFMs. Cash advances for
emergency evacuation expenses may be paid to EFMs or to other designated
employee representatives and to other authorized evacuees. The person
receiving an advance payment will sign for such receipt on Form DS-4097,
Receipt for Cash-Subvoucher (formerly SF-1165), which is used in accounting for
the payments.
4 FAH-3 H-833.2-2 Group Evacuation Expenses
(CT:FMP-75;
07-23-2013)
When a group of State and/or Serviced Agency Employees is
evacuated, cash may be advanced to the designated group leader to pay
evacuation expenses of the group as a unit, if deemed necessary. The group
leader should be given a pad of Forms DS-4097 to use in accounting for payments
made when receipts cannot be obtained from vendors. Upon arrival at the
safehaven, turn over the pad of stubs and unused cash to the USDO, post
cashier, or FMO for entry into the official accounting system. The official
entering the transactions will retain such records and receipts.
4 FAH-3 H-833.2-3 Forwarding Pay and Allowance Data
(CT:FMP-26;
12-16-2004)
Furnish current pay and allowance data to the employees
safehaven or to the fiscal-servicing post. The data may be transmitted by the
employee being evacuated or by other safe means.
4 FAH-3 H-833.2-4 Power of Attorney
(CT:FMP-75;
07-23-2013)
When eligible family members are evacuated to the safehaven post(s)
and the employee remains at his or her duty post, the employee should be
advised to execute a power of attorney for his or her spouse, other responsible
dependent, or other person acting on their behalf to cash their checks.
4 FAH-3 H-833.3 Payment of Emergency Evacuation
Expenses for Private U.S. Citizens and Third-Country Nationals
(CT:FMP-75;
07-23-2013)
In an emergency, post should not accept cash from private
U.S. citizens or from third-country nationals to cover evacuation expenses. To
provide evacuation expenses to a safehaven, posts may make loans to individual
U.S. citizens, their non-U.S. citizen family members, or third-country
nationals whose evacuation has been approved by the Department. Each head of a
family being evacuated must execute a Form DS-3072, Emergency Loan Application
and Evacuation Documentation, approved by a consular officer. In reviewing
these forms, officers should ensure that applicants who are U.S. citizens or
permanent residents have included a U.S. address, social security number,
passport number, and date and place of birth. When such persons are to be
evacuated in a group and time is limited, verbal agreement to repay their pro
rata share of the group evacuation expenses is requested from each individual,
with the understanding that they will be expected to sign a promissory note for
the amount to be repaid for themselves and their dependents, if any, after
arriving at the safehaven post. Third-country nationals who are evacuated will
not be billed directly. Rather, their government will be required to pay the
U.S. Government for the evacuation of those nationals. The approved Form DS-3072
forms are forwarded to the Accounts Receivable office (CGFS/F/RR) for recording
and collection with a copy retained at post.
4 FAH-3 H-833.4 Representation of U.S. Interests by
Third Powers
(CT:FMP-75;
07-23-2013)
When severance of diplomatic and consular relations with a
foreign country occurs, protection of U.S. interests, including U.S. property, is usually transferred to a
third neutral but friendly power. Consular relations may not be severed, and
the U.S. consular section may continue to operate under the embassy of the
protecting power.
4 FAH-3 H-834 SAFEHAVEN
POST FINANCIAL MANAGEMENT OPERATIONS FOR EVACUEES
4 FAH-3 H-834.1 Rates of Employee Pay, Allowances, and
Post Differential Payable During Evacuation
(CT:FMP-75;
07-23-2013)
Authorized advance payments of salary and/or special
allowances and post differentials, which are not terminated in accordance with
Chapter 600 of the DSSR and the
S/ES-O/CMS Crisis Management Manual, may be made to civilian employees of
participating agencies who are U.S. citizens, or U.S. nationals (natives of
U.S. territories or possessions), or third-country nationals who are employees
of the U.S. Government and not citizens or nationals of the country to which
they have been evacuated.
4 FAH-3 H-834.2 Payments of Salaries, Allowances, and
Post Differential to State and Serviced Agency Employees and/or Eligible Family
Members After Arrival at Safehaven
4 FAH-3 H-834.2-1 Washington, DC or Other Agency Payroll
Activity at Official Designated Safehaven
(CT:FMP-99;
08-30-2018)
a. When
employees are evacuated to Washington, DC or agency headquarters, they will
report to their bureau or agencys executive office. The executive director
for each bureau or serviced agency has the responsibility to perform those
tasks required in processing each employee evacuees Time and Attendance
(T&A) Report.
b. Timekeeping
for evacuated employees payrolled by the Global Compensation Directorate (CGFS/GC) is through a biweekly T&A cable
sent to CGFS Charleston by the post management office. Employees may log on
through the Internet or Intranet to employeeexpress.gov to print E&L
statements, make changes to health insurance, federal and state tax
information, Thrift Savings Plan (TSP), allotments, savings bonds, and home
address. Employees also have the option to make changes for savings bonds. If
the Intranet is available, the employee can access his or her E&L
statements through e-Phone. The employee must have a pin number and password
for both e-Phone and Employee Express.
4 FAH-3 H-834.2-2 Safehavens Other Than Washington, DC
(CT:FMP-75;
07-23-2013)
An evacuated employee whose safehaven is another post rather
than Washington, DC will use that posts T&A system after coordinating with
CGFS Charleston. The FMO or MO must furnish CGFS Charleston with the names of
all employees and/or their Eligible Family Members (EFMs) and the safehaven.
4 FAH-3 H-834.2-3 Payments and Allowances at Safehaven
(CT:FMP-26;
12-16-2004)
When specifically authorized by the Department to pay
salaries, allowances, and post differential of the safehaven post to State
employees and/or EFM evacuees during their stay at a safehaven post, these
costs may be charged to the Diplomatic and Consular Programs (D&CP)
appropriation, American Salary allotment, and to the evacuated posts Program
and International Cooperative Administrative Support Services (ICASS) operating
allowances, as applicable. Salary, allowance, and post differential payments
for other agencies are charged to their funds. Such payments may be made when
the evacuee(s) present(s) the necessary current pay and allowance data or it is
received by other means from the FMO of the evacuated post. (See 4 FAH-3 H-833
for maintaining and forwarding records.)
4 FAH-3 H-835 THROUGH H-839
UNASSIGNED