6 FAH-5 H-380
ICASS Budgeting Under Unique Circumstances
(CT:ICASS-75; 06-20-2018)
(Office of Origin: CGFS/ICASS)
6 FAH-5 H-381 ICASS BUDGETING AND COST
SHARING FOR POSTS UNDER EVACUATION
(CT:ICASS-47; 08-20-2015)
(Applies to participating ICASS agencies)
When a post is under an evacuation (authorized or ordered
departure), all agencies agree that post must maintain the ICASS platform to
provide administrative support for ongoing operations, and to resume full
operations when the evacuation is lifted. Many ICASS costs are fixed and post
will continue to incur these costs whether or not personnel have been evacuated
from a post. This chapter provides guidance, policy and procedures on
distributing ICASS costs to agencies when a post experiences either a short or
a long-term (i.e. over 180 days) drawdown. This guidance also applies to
Alternate Service Providers (ASPs) as appropriate. In exceptional
circumstances including situations where the COM limits the return of some
agencies to post, other approaches that deviate from guidance in this chapter
may be used to determine the workload counts to ensure more equitable
distribution of costs. Post must coordinate with the affected agencies, the
regional or functional bureaus, the ASP headquarters when applicable, and the
ICASS Service Center when an alternative methodology is needed.
6 FAH-5 H-381.1 ICASS Workload
Counts
(CT:ICASS-47; 08-20-2015)
(Applies to participating ICASS agencies)
Workload counts form the basis for developing ICASS agency
invoices. Evacuations and drawdowns pose challenges in gathering the data, and
validating the information. It is the responsibility of both the service
provider and the customer agencies to ensure their accuracy.
6 FAH-5 H-381.1-1 General Rule on
Workload Counts
(CT:ICASS-75; 06-20-2018)
(Applies to participating ICASS agencies)
a. ICASS workload counts play a crucial role in
distributing administrative support costs to ICASS customer agencies. During
an evacuation, if an agency decides to permanently downsize its presence or
withdraw from post due to events, it will result in certain fixed ICASS costs
shifting to remaining agencies until the service provider can make appropriate
adjustments such as terminating leases, reducing staff size, etc. Therefore,
it is important for agencies to notify the service provider as soon as possible
about their intention to permanently change their presence at post.
b. Approval of workload counts and invoices may be
requested at agency headquarters if post is unable to contact the post agency
representatives during an evacuation.
c. The ICASS workload counts established on May 1 and
approved by agency representatives should be used when agency personnel,
including EFMs, are temporarily away from post due to an evacuation. If a post
is under evacuation on May 1 when the annual workload count is normally
conducted, workload counts will be based on the most recently approved workload
counts from a budget or data call, adjusted for any changes, abolished
positions, or withdrawals with proper notification. If an agency has initiated
the National Security Decision Directive (NSDD) -38 process to abolish certain
positions and notified the service provider, those positions will not be
counted.
d. In general, workload counts will only be adjusted
when an agency abolishes positions or completely withdraws from post. If an
agency temporarily withdraws from services during evacuation without any other
actions to reduce presence such as abolishing positions, workload counts will
not be adjusted.
Note: In cases where ICASS support is provided by
another post as a result of the evacuation either because agency personnel have
been evacuated to another post or ICASS staff is providing service from another
post customer agencies may also receive an invoice from the servicing post.
e. If an agency has initiated the NSDD-38 process to
abolish certain positions and notified the service provider, workload counts
will be adjusted in accordance with existing policies in 6 FAH-5
H-333.3. If the abolishment of position(s) results in a complete
withdrawal from post, refer to 6 FAH-5
H-381.1-1 (f).
f. If an agency decides to completely withdraw from
post, it must initiate the NSDD-38 process and provide six months termination
notice in writing, with the six-month period commencing on the next April 1 or
October 1 (6
FAH-5 H-016.5); workload counts will be changed in accordance with existing
policy (6
FAH-5 H-333.3).
g. For detailed guidance on handling workload counts
related to 78XX-Building Operations for residential and non-residential space,
see section 6
FAH-5 H-381.2.
h. For workload related to 6144-FAP regarding vacant
positions, see 6 FAH-5 H-512.4.
If all FAP assets are lost during an evacuation, a new buy-in will be assessed
to all agencies upon return to post.
i. For an evacuation that lasts until the start of the
next workload count cycle, post should communicate with regional bureaus for
further guidance based on the circumstances at post at the time. The regional
bureaus, working with the ISC, will keep affected agencies informed of
decisions related to an evacuated post, including coordination on budgets and
workload counts.
6 FAH-5 H-381.1-2 Evacuation
Begins After October 1
(CT:ICASS-47; 08-20-2015)
(Applies to participating ICASS agencies)
If an evacuation occurs after the beginning of the fiscal
year, workload counts will not be adjusted unless the agency formally abolishes
positions or completely withdraws from post (See 6 FAH-5
H-381.1-1 (e and f)). All agencies will continue to share ICASS costs
based on established workload counts.
6 FAH-5 H-381.1-3 Evacuation
Begins Before October 1
(CT:ICASS-47; 08-20-2015)
(Applies to participating ICASS agencies)
If an evacuation occurs before the beginning of the fiscal
year:
(1) At the initial budget, workload counts will remain
the same as previously documented (See 6 FAH-5
H-381.1-1 (c).) unless the agency formally abolishes positions or
completely withdraws from post (See 6 FAH-5
H-381.1-1 (e and f)); and
(2) At the final budget, the capitation workload count
should be pro-rated to 0.5 for any of the counted positions that remain in
evacuation status. For all others, the workload count will not be adjusted.
The cumulative and other non-capitation static workload counts should remain
the same as previously documented (See 6 FAH-5
H-381.1-1 (c)). If post is completely drawn down with no U.S. direct hires
at post, all workload counts will remain the same as previously documented (See
6 FAH-5
H-381.1-1 (c).
6 FAH-5 H-381.2 Costs for Building
Operations and Local Guard Program
(CT:ICASS-47; 08-20-2015)
(Applies to participating ICASS agencies)
Funding responsibilities for lease costs and other
building operating expenses depend on the ownership (Government-Owned/Capital
Lease vs. Operating Lease) and type of the space (Residential vs.
Nonresidential).
6 FAH-5 H-381.2-1 U.S.
Government-Owned/Capital Lease (GO/CL) Residential Space
(CT:ICASS-47; 08-20-2015)
(Applies to participating ICASS agencies)
a. Lease costs for Capital Lease (CL) residential space
are fully funded by the Bureau of Overseas Buildings Operations (OBO)
regardless of the occupying agency, except for certain USAID properties (15 FAM 162.1).
b. Building operating expenses (BOE) for Government
Owned/Capital Lease (GO/CL) residential spaces are the responsibility of the
occupying agency (15 FAM 162.1).
During an evacuation, ICASS workload counts for cost center 7810 GO/CL
Residential Building Operations remain unchanged in accordance with existing
policy. For any direct charges, such as utilities, the vacating agency is
responsible up to 90 days after the property has been permanently vacated,
unless another tenant is assigned. After the 90 day period, if the space
remains unassigned, the funding responsibility for direct charges will shift to
State D&CP since the Department of State is the Single Real Property
Manager.
c. If an agency decides to permanently abolish some
but not all of its positions, it must immediately notify the service provider.
If the agency has initiated the NSDD-38 process, the service provider will
change the agencys workload counts for cost center 7810 at the next possible
opportunity, either at the beginning (initial budget) or end (final budget) of
the budget cycle (6 FAH-5
H-333.3). All vacant/unassigned GO/CL space is allocated to agency code
1900.0-State D&CP. For any direct charges, the vacating agency is
responsible up to 90 days after the property has been permanently vacated,
unless another tenant is assigned. If the property is not reassigned to
another agency after 90 days, the funding responsibilities for direct charges
will shift to State D&CP since the Department of State is the single real
property manager.
d. If an agency decides that it will completely
withdraw from post, the agency must initiate the NSDD-38 process and provide
six months termination notice in writing, with the six-month period commencing
on the next April 1 or October 1, whichever is closer (6 FAH-5
H-016.5 (c)). Workload counts for cost center 7810 will be adjusted
according to existing policy in 6 FAH-5
H-333.3 (5). During the six month notification period, the vacating agency
remains responsible for the workload counts related to its assigned the space.
After the required six-month notification period expires, if the property has
not been assigned, the related workload counts are allocated to agency code
1900.0-State D&CP since the Department of State is the single real property
manager. For any direct charges, the vacating agency is responsible up to 90
days after the property has been permanently vacated, unless another tenant is
assigned. If the property is not reassigned to another agency after 90 days,
the funding responsibilities for any direct charges will shift to State
D&CP since the Department of State is the single real property manager.
6 FAH-5 H-381.2-2 U.S.
Government-Owned/Capital Lease (GO/CL) Nonresidential Space
(CT:ICASS-47; 08-20-2015)
(Applies to participating ICASS agencies)
a. Lease Costs for Capital Lease (CL) nonresidential
spaces are fully funded by the Bureau of Overseas Buildings Operations (OBO)
regardless of the occupying agency, except for certain USAID properties (15 FAM 162.1).
b. Building operating expenses (BOE) for
Government-owned/Capital Lease (GO/CL) nonresidential spaces are the
responsibility of the occupying agency (15 FAM 162.1).
During an evacuation, an agency remains responsible for the BOE related to its
assigned space. ICASS workload counts for cost center 7820 GO/CL
Nonresidential Building Operations remain unchanged in accordance with existing
policy.
c. If an agency decides to permanently abolish some of
its positions, it must immediately notify the service provider. If the agency has
initiated the NSDD-38 process, the service provider will change the agencys
workload counts for cost center 7820 at the next possible opportunity, either
at the beginning (initial budget) or end (final budget) of the budget cycle (6 FAH-5
H-333.3). If the property is not reassigned to another agency upon
notification of abolishment of the position, all vacant/unassigned GO/CL space
is allocated to agency code 1900.0-State D&CP since the Department of State
is the Single Real Property Manager (6 FAH-5 H-341.12-2(D))
d. If an agency decides that it will completely
withdraw from post, the agency must initiate the NSDD-38 process and provide
six months termination notice in writing, with the six-month period commencing
on the next April 1 or October 1, whichever is closer (6 FAH-5
H-016.5 (c)). Workload counts for cost center 7820 will be adjusted
according to existing policy in 6 FAH-5
H-333.3 (5). During the six month notification period, the vacating agency
remains responsible for the workload counts related to its assigned space.
After the required six-month notification period expires, vacant/unassigned
nonresidential space is allocated to agency code 1900.0-State D&CP since
the Department of State is the Single Real Property Manager.
6 FAH-5 H-381.2-3 Operating Lease
(OL) Residential Space
(CT:ICASS-47; 08-20-2015)
(Applies to participating ICASS agencies)
a. Lease costs and BOE for Operating Lease (OL)
residential spaces are the responsibility of the occupying agency (15 FAM 162.2).
During an evacuation, ICASS workload counts for cost center 7850 OL Residential
Building Operations remain unchanged in accordance with existing policy. For
any lease costs and other direct charges, the vacating agency is responsible up
to 90 days after the property has been permanently vacated unless another
tenant is assigned. If the residence is vacant/unassigned for more than 90
days after the agency has vacated it, and post management, with ICASS council
(or headquarter agency) concurrence, wishes to retain it, approval from OBO
must be obtained (15 FAM 313.5).
In such cases, if retention is approved, all related lease costs and other
direct charges shift to ICASS and will be shared among the remaining agencies
through ICASS redistribution until it is reassigned (6 FAH-5
H-471.13).
b. If an agency decides to permanently abolish some of
its positions during an evacuation or drawdown, it must immediately notify the
service provider. If the agency has initiated the NSDD-38 process, the service
provider will change the agencys workload counts for cost center 7850 at the
next possible opportunity, either at the beginning (initial budget) or end
(final budget) of the budget cycle (6 FAH-5
H-333.3). For lease costs and any other direct charges, the vacating
agency is responsible for up to 90 days after the property has been permanently
vacated, unless another tenant is assigned. If the residence is
vacant/unassigned for more than 90 days after the agency has vacated it, and
post management, with ICASS council concurrence, wishes to retain it, approval
from OBO must be obtained (15 FAM 313.5).
In such cases, if retention is approved, lease costs and any other direct
charges shift to ICASS and will be shared among the remaining agencies through
ICASS redistribution until it is reassigned (6 FAH-5
H-471.13).
c. If an agency decides that it will completely
withdraw from post, the agency must initiate the NSDD-38 process and provide
six months termination notice in writing, with the six-month period commencing
on the next April 1 or October 1, whichever is closer (6 FAH-5
H-016.5 (c)). Workload costs for cost center 7850 will be adjusted
according to existing policy in 6 FAH-5
H-333.3 (5). During the six-month notification period, the vacating agency
remains responsible for the workload counts for the residence. After the
required six-month notification period expires, if the property has not been
reassigned and a decision has been made to retain it (15 FAM 313.5),
the related workload counts are allocated to agency code 1901.0-ICASS and the
costs will be shared by all remaining agencies through ICASS redistribution (6 FAH-5
H-471.13). For any lease costs and other direct charges, the vacating
agency is responsible up to 90 days after the property has been permanently
vacated, unless another tenant is assigned. If the residence is
vacant/unassigned for more than 90 days after the agency has vacated it, and
post management, with ICASS council concurrence, wishes to retain it, approval
from OBO must be obtained (15 FAM 313.5).
In such cases, if retention is approved, lease cost and any other direct
charges shift to ICASS and will be shared among the remaining agencies through
ICASS Redistribution until it is reassigned (6 FAH-5
H-471.13).
d. If a lease is terminated early, any penalty or
decommissioning costs may be charged to ICASS.
6 FAH-5 H-381.2-4 Operating Lease
(OL) Nonresidential Space
(CT:ICASS-47; 08-20-2015)
(Applies to participating ICASS agencies)
a. Lease costs and BOE for OL nonresidential spaces are
the responsibility of the occupying agency(ies) (15 FAM 162.2).
During an evacuation, an agency remains responsible for its share of lease
costs and BOE related to its assigned space. ICASS workload counts for cost
center 7860 OL Nonresidential Building Operations remain unchanged in
accordance with existing policy.
b. If the agency decides to permanently abolish some of
its positions, it must immediately notify the service provider. If the agency
has initiated the NSDD-38 process, the service provider will change the
agencys count at the next possible opportunity, either at the beginning
(initial budget) or end (final budget) of the budget cycle (6 FAH-5
H-333.3). If its a single-agency occupied space, the agency will continue
to be responsible for all lease costs and BOE related to the space unless/until
the lease is terminated.
c. If an agency decides that it will completely
withdraw from post, the agency must initiate the NSDD-38 process and provide
six months termination notice in writing, with the six-month period commencing
on the next April 1 or October 1, whichever is closer (6 FAH-5
H-016.5 (c)). Workload counts for cost center 7860 will be adjusted
according to existing policy in 6 FAH-5
H-333.3 (5). During the six month notification period, the vacating agency
remains responsible for the workload counts related to its assigned space (6 FAH-5
H-341.12-4(D). After the required six-month notification period expires,
unassigned nonresidential space is allocated to all remaining tenant agencies
proportionally (6 FAH-5
H-341.12-4(D)).
d. For a single-agency occupied space, if the lease is
terminated early, any related costs will be charged to the vacating agency.
For a shared space, if as a result of any agency downsizing post is able to
terminate the lease for a portion of the space, termination costs are the
responsibility of the departing agency.
6 FAH-5 H-381.2-5 Local Guard
Program (LGP)
(CT:ICASS-47; 08-20-2015)
(Applies to participating ICASS agencies)
Local Guard Program costs will be charged to evacuated
agencies in accordance with their assigned/occupied space under the Building
Operations cost centers as described in this sub-chapter. Space maintained for
the agency will be guarded according to the security standards in place at
post, and agencies are responsible for all costs related to the maintenance and
preservation of that space. At such time as the agency is no longer liable for
the BO costs due to the circumstances described above (e.g., positions
abolished, space permanently vacated, etc.) then the related LGP costs for the
space will no longer be the responsibility of the agency. This includes guard
costs associated with cost centers 5821, 5822, 5823, and 5826.
6 FAH-5 H-381.3 Budgeting During
Evacuation
(CT:ICASS-47; 08-20-2015)
(Applies to participating ICASS agencies)
a. Budgeting in a fiscal year when post is under
evacuation poses special challenges due to uncertainties. Although post
continues to incur most ICASS support costs during evacuation, reduced presence
and operational levels at post should result in a decrease in certain costs,
such as utilities, fuel, supplies, etc. Certain costs (American Salary and
Post Assignment Travel) related to ICASS USDH positions that will be vacant for
more than 6 months in the fiscal year should not be included in budget.
b. Post should communicate the estimated requirements
to regional and functional bureaus so that proper budget targets can be
established. If the targets exceed the requirements, post should contact the
appropriate funding office and submit a budget under target. At a post that
remains closed, the budget should be limited to actual requirements to operate
the post in its current status.
6 FAH-5 H-381.4 Budgeting for
Return to Full Operations
(CT:ICASS-47; 08-20-2015)
(Applies to participating ICASS agencies)
When post returns to full operations, the service provider
must assess the funding requirements to restore the platform and coordinate
with the regional and functional bureaus to develop estimated targets. If this
occurs outside of the twice-annual target setting process and requires an
immediate increase in funding, the Regional Bureau will contact the ICASS
Service Center (ISC) to facilitate a meeting with all appropriate Department of
State entities and agencies with a presence at post to determine each agencys
share of the costs to restore operations. Agencies should be aware that there
may also be significant direct charges outside ICASS required to maintain the
post.
6 FAH-5 H-382 THROUGH H-389 UNASSIGNED
6 FAH-5 Exhibit H-381
Funding Matrix for Building Operations
(CT:ICASS-47; 08-20-2015)
(Applies to participating ICASS agencies)
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Lease Cost
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Direct Charges*
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ICASS
78xx BO**
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GO/CL
(residential)
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OBO
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Occupying agency (up to 90 days after it permanently
vacates the assigned space);
State D&CP if unassigned (after 90-day period)
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Occupying agency based on workload count
1900.0-State D&CP for unassigned space
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GO/CL (Nonresidential)
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OBO
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Occupying agency based on workload count
State D&CP if unassigned
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Occupying agency based on workload count
1900.0 State D&CP for unassigned space
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OL
(Residential)
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Occupying agency (up to 90 days after it
permanently vacates the assigned space);
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Occupying agency (up to 90 days after it permanently
vacates the assigned space);
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Occupying agency based on workload count
1901.0-ICASS for unassigned space
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ICASS if unassigned (after 90-day period)
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ICASS if unassigned (after 90-day period)
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OL
(Nonresidential)
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Occupying agency based on workload count
Unassigned space is proportionally allocated to remaining
tenant agencies
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Occupying agency based on workload count
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Occupying agency based on workload count
Unassigned space is proportionally allocated to remaining
tenant agencies
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*Direct charges costs that are directly charged to
agencies such as utilities.
**78XX BO Building operating expenses budgeted in cost
center 7810/7820/7850/7860 that are distributed to agencies through ICASS.