3 FAM 7160
FSN Emergency Relief Fund
(CT:PER-945; 05-18-2019)
(Office of Origin: M/EDCS)
3 FAM 7161 Purpose and policy
(CT:PER-768; 05-21-2015)
a. The Foreign Service National (FSN) Emergency Relief
Fund (the Relief Fund) was established in 1994 to respond to a crisis caused by
natural disasters, civil unrest, targeted attacks, or "in the line of
duty" incidents.
b. The Fund is one of the Gift Fund programs managed by
the Office of Emergencies in the Diplomatic and Consular Service (M/EDCS).
Funding for this program is not appropriated and is sustained solely by
voluntary financial contributions.
c. Disbursements provided to LE Staff Members
(formerly FSNs) represent partial reimbursement for certain lost or damaged
property due to national disasters or civil unrest, as well as compensation for
certain personal injuries. Due to financial limitations, no non-work-related
medical events such as surgeries, therapy or equipment, medical bills, or
medication are covered by the Fund.
3 FAM 7162 DEFINITIONS
(CT:PER-768; 05-21-2015)
For the purposes of this chapter, the following
definitions apply:
Civil unrest includes mass
riots or protests; military or rebel attacks; and government-initiated actions
that cause damage.
Foreign Service National (FSN) has
the same meaning as in 3 FAM 7121. It
includes Locally Employed (LE) Staff, including local guard force employees.
The term does not cover Official Residence Expense (domestic) workers,
third-party contractors, or personal service contractors.
Natural disaster means any
natural or weather-related event that results in flooding or damage, including
earthquakes, hurricanes, volcanoes, tornadoes, and wildfires and fires in the
primary residence of an employee.
PMO is the Post Management Officer
assigned to the regional bureaus Office of the Executive Director.
Targeted attacks and "Line of
Duty" Incident includes an attack on a Mission; an attack on U.S.
government property while the LE Staff member is on duty; an attack on the LE
Staff member outside of work as a result of his or her employment with the U.S.
government; or accidental injury of the LE Staff member in the line of duty.
"The Committee" is the FSN
Emergency Relief Fund Committee, which considers requests for formal
assistance from the Fund, and is comprised of representatives from each
regional bureau, HR/OE, M/EDCS, and the M Special Assistant.
3 FAM 7163 Authorities
(CT:PER-945; 05-18-2019)
a. Section 25 of the State Department Basic Authorities
Act, Acceptance of Gifts on Behalf of the United States (22 U.S.C. 2697).
b. Section 4 of the State Department Basic Authorities
Act, Emergency Expenditures (22 U.S.C. 2671).
c. Delegation of Authority No. 462, dated January
9, 2019, by which the Secretary of State delegated to the Under
Secretary for Management (M) management-related functions now vested or which
in the future may be vested in the Secretary relating to the laws or
regulations administered by the bureaus under his or her supervision.
3 FAM 7164 SUbmitting a request for
assistance
(CT:PER-768; 05-21-2015)
a. The request for formal assistance is coordinated
with the PMO. The post gathers details and sends in a formal request for
financial assistance. In the case of property damage, the request focuses on
the integrity (foundation) of the LE Staff members home and essential
household items that he or she will need. The formal request includes the
items in 3 FAM
Exhibit 7164(1). Sample requests are in 3 FAM Exhibits 7164(2)(A) and
7164(2)(B).
b. If the LE Staff member needs immediate assistance,
there is the possibility of an immediate humanitarian payment and or a donation
of excess property, described below.
3 FAM 7164.1 Immediate
Humanitarian Payment
(CT:PER-768; 05-21-2015)
a. The post may request an immediate humanitarian
payment of $100 each for affected personnel. This is generally used in cases
of natural disasters, and the payment is intended to provide emergency
financial assistance to procure food or shelter while the LE Staff member
surveys the damage to his or her property.
b. Post submits this request to M/EDCS through the PMO,
and provides an approximate number of affected people based on the number of LE
staff at post or the number of employees reporting damage.
c. Post issues the payment immediately to all
significantly affected LE Staff members upon receipt of the fiscal data from
M/EDCS. If there are additional employees that should be added to the list or
were otherwise initially overlooked, the post should request an increase in the
obligation to cover those personnel. The individual payments should not be
reduced in order to evenly distribute the available funds.
d. Unless the employee states that his or her estimated
damages will be less than $100, he or she receives $100 under this program.
3 FAM 7164.2 Donation of Excess
Personal Property
(CT:PER-768; 05-21-2015)
a. In the case of property loss, the post may, in
accordance with applicable law and regulation, donate excess personal property
to eligible LE staff. Posts are reminded that property may not be classified
as excess without approval by the Chief, Property Management Branch
(A/LM/PMP/PM). Examples of items, once approved for disposal as excess,
include, but are not limited to, lamps, sofas, mattresses, and dishes. See 14 FAM 417.2-5
for a discussion of the proper disposition of excess property to charities.
b. If the post donates excess personal property to an
eligible employee, the General Service Officer (GSO) documents and records that
the excess property is donated to the Relief Fund. After this step is taken,
the post proceeds with the distribution of the excess property as needed.
3 FAM 7165 procedure for consideration
of requests
3 FAM 7165.1 Policy
(CT:PER-768; 05-21-2015)
a. The Committee considers a wide variety of factors
when deciding on whether to grant the request and, if so, how much the
disbursement will be. The most significant environmental concerns at post that
could affect the recommended payment include, but are not limited to:
(1) The local compensation plan;
(2) The economy;
(3) The gravity of the disaster or incident;
(4) Availability of raw materials and goods to
facilitate rebuilding;
(5) Local efforts of fundraising at post;
(6) Any host government assistance; and
(7) The employees years of service and number of
dependents.
b. In order to determine equitable payouts, the
following formula will be applied to all cases, in addition to consideration of
the environmental factors listed above:
(1) The final disbursement will be capped at one
months salary at the midpoint of the LE pay scale using the gross rate; or
(2) In case of injury in the line of duty,
disbursements are capped at one months salary based on the local pay scale,
but no more than $1,800 for minor injuries and up to $2,500 for serious
injuries.
3 FAM 7165.2 Procedure
(CT:PER-768; 05-21-2015)
a. PMOs meet with the Committee to present and review
the cases and to determine individual payments. The Committee will make a determination
for each requestor.
b. During the Committee meeting, the PMO provides
background on the cases so that the Committee is able to assess the requests.
c. The PMOs knowledge of the individual
circumstances, environmental factors, regional security, and the local economy
allows him or her to assist in the Committees decision-making.
d. If the Committee approves the request, M/EDCS drafts
an Action Memo to the Under Secretary for Management (M) requesting
disbursement of the funds.
e. Upon approval by M, M/EDCS issues the disbursement
via fiscal data to the PMO and post. Alternatively, the PMO may include the
fiscal data in a cable to post informing post of the disbursement.
f. There is no procedure for reconsideration in
situations where the Committee fails to recommend payment.
3 FAM 7165.3 Items Covered by the
Fund
(CT:PER-768; 05-21-2015)
a. This is a list of essential items covered by the
Fund:
Work uniforms (if not provided);
Work boots (if not provided);
Two sets of personal clothing for each family member (including
tops, bottoms, undergarments, and shoes);
Stoves;
Refrigerators;
Bed sheets and comforters;
A portion of livestock and feed (grain);
Household furnishings (e.g., sofas, chairs, and mattresses); and
Primary residence structure (e.g., walls, ceilings, floors, and
doors).
b. The following is a list of non-essential items not
covered by the Fund:
Non-essential electronic items such as televisions, music
devices, computers, cameras, and telephones);
Electric kitchen devices;
Jewelry;
Rugs;
Cash; and
Vehicles, motorcycles, or bicycles.
3 fam 7166 through 7169 unassigned
3 FAM Exhibit 7164(1)
Formal Request
(CT:PER-768; 05-21-2015)
1. A formal request for assistance is submitted by the
Regional Bureau's PMO and includes:
a. A memo from the Bureau Executive Director
summarizing the essential factors;
b. A corresponding spreadsheet (see below) detailing
the property damage and approximate value/cost of repair or replace, if
applicable;
c. Digital photos; and
d. A copy of the posts pay scale.
2. The spreadsheet includes the following categories:
a. The LE Staff Members full name; office or agency;
and grade /step;
b. His or her salary;
c. A list of (eligible) damaged items;
d. Details of the damage (including whether the item
will be repaired or replaced);
e. A statement as to whether digital pictures are
provided (if not, please explain why);
f. LE Staff Members years of service;
g. Number of dependent family members living in the
damaged residence (primary only);
h. Whether the damaged residence is rented or owned;
i. Whether the landlord is contributing to the cost
of repair or replacement of any items;
j. Estimated costs of repair/replacement of items
(in local currency);
k. Estimated costs of repair/replacement of items (in
U.S. dollars);
l. If applicable, amount received from the immediate
humanitarian payment (in local currency);
m. If applicable, amount received from the immediate
humanitarian payment (in U.S. dollars);
n. Whether the LE Staff Member has previously
received assistance from the Fund; and
o. Any additional information about funding received
from any mission fundraising efforts, any local government assistance, or local
charities. (Format for Request for Assistance)
3 FAM Exhibit 7164(2)(A)
Sample Request
(CT:PER-768; 05-21-2015)
MEMORANDUM to fsn Emergency relief fund committee
THROUGH: M/EDCS
FROM: EUR/EX
SUBJECT: Request for Assistance from the FSN Emergency
Relief Fund for an LE Staff Member at [post]
RECOMMENDATION
That you approve funds to assist ________, an LE Staff
member, who was injured while on duty.
Approve _____________ Disapprove
______________
BACKGROUND
During the early morning hours of July 4, 2014,
three intruders climbed the back wall of the [post] office/residential compound
and attempted to subdue the embassy-contracted local guards. During the
encounter, local guard ______ was shot in his side. The intruders fled the
scene while the Marine Detachment Commander awoke in his residence and sounded
an audible alarm. The guard remained in the hospital for three days, then
returned home to rest.
_______ is married with six children. ____ has been
employed as a residential security guard at [post] for over seven years.
Locally, [post] personnel raised $437 for XX and his family. We believe
assistance from the fund will provide financial relief to XXs family and
recognize his dedication in protecting U.S. embassy facilities and personnel.
He continues to suffer the emotional trauma of the attack; however, he plans to
return to work when released to do so. Assistance to XX signals to his
colleagues and community that his ongoing service is important, and recognized.
Local Guard Force personnel throughout the world are
the first line of defense for all Embassy personnel. Their dedication and
commitment to the performance of their duties supports the accomplishment of
our diplomatic mission and promotion of foreign policy.
Attachments:
Tab 1 RSOs Incident Report or Cable from Post
Tab 2 Copy of [post] LCP and pay scale
(Sample Application Memo for Personal Injury While on
Duty)
3 FAM Exhibit 7164(2)(B)
Sample Request
(CT:PER-768; 05-21-2015)
MEMORANDUM TO FSN Emergency RELIEF FUND COMMITTEE
THROUGH: M/EDCS
FROM: EAP/EX
SUBJECT: Request for Emergency Assistance from the FSN
Emergency Relief Fund for LE Staff at [Post].
RECOMMENDATION
That you approve funds to assist 52 LE Staff members whose
homes and property were damaged following flooding from Typhoon Jade.
Approve __________ Disapprove
___________
BACKGROUND
In early December, the torrential rains that
drenched the region have left all of Bangladesh in a state of disaster.
Mudslides and flooding have damaged infrastructure and killed more than 140
people. Furthermore, over 70,000 people have been moved into government
shelters because their homes were destroyed or are unstable. The government
has issued a declaration of a state of emergency and announced that resources
and food supplies are running low.
37 of our LE Staff have been forced to move into
government shelters due to the extensive damage to their own homes. The
embassy has held local fundraisers and distributed $8,350 evenly to all 52
employees who have been affected (including the 37 in government shelters).
We request assistance for 52 employees who have
incurred moderate to significant property damage or loss as a result of the
heavy rains and flooding. The list includes employees from DOS, USAID, and the
CDC. The property damage is estimated at $82,252.
Attachments:
Tab 1 Copy of Posts LCP and pay scale
Tab 2 Damages spreadsheet
Tab 3 Digital photos of damaged properties
(Sample Application Memo and Spreadsheet for Property
Damage)