Identifier
Created
Classification
Origin
00STATE228569
2000-12-01 16:43:00
UNCLASSIFIED
Secretary of State
Cable title:  

ANNUAL GUIDE TO ASSIGNMENTS AND TRANSFERS

Tags:  APER 
pdf how-to read a cable
R 011643Z DEC 00
FM SECSTATE WASHDC
TO ALL DIPLOMATIC AND CONSULAR POSTS
SPECIAL EMBASSY PROGRAM
AMEMBASSY FREETOWN 
USOFFICE PRISTINA 
AMEMBASSY DUSHANBE 
AMEMBASSY BELGRADE
UNCLAS STATE 228569 

SIPDIS

E.O. 12958: N/A
TAGS: APER
SUBJECT: ANNUAL GUIDE TO ASSIGNMENTS AND TRANSFERS

UNCLAS STATE 228569

SIPDIS

E.O. 12958: N/A
TAGS: APER
SUBJECT: ANNUAL GUIDE TO ASSIGNMENTS AND TRANSFERS


1. SUMMARY. WE IN HR/CDA RECOGNIZE THAT THE ASSIGNMENT
AND TRANSFER PROCESS CAN BE A COMPLICATED UNDERTAKING. WE
WANT TO HELP EMPLOYEES MAKE THESE TRANSITIONS AS SMOOTHLY
AS POSSIBLE. WE ARE AWARE THAT EMPLOYEES SOMETIMES FACE
PROBLEMS BECAUSE OF AN INCOMPLETE UNDERSTANDING OF SOME
IMPORTANT ASSIGNMENT AND TRANSFER ISSUES. WE HAVE
PREPARED THIS MESSAGE TO HELP EMPLOYEES AVOID THESE
PITFALLS. OFFICERS ARE ENCOURAGED TO CONTACT THEIR CDOS
IN HR/CDA IF OTHER ISSUES NOT INCLUDED HERE SHOULD BE
ADDED IN THE FUTURE. END SUMMARY.

TOURS OF DUTY

2. RULES ON R&R: ALL EMPLOYEES SERVING IN POSTS WHICH
HAVE AN R&R SHOULD BE AWARE THAT THEY MUST SERVE AT THE
POST FOR THE FULL TOUR OF DUTY TO QUALIFY FOR THE R&R(S).
ANY CURTAILMENT BY ONE MONTH OR MORE RESULTS IN A
REQUIREMENT TO EITHER REPAY THE R&R OR REQUEST A WAIVER OF
THE REPAYMENT FROM THEIR CAREER DEVELOPMENT OFFICER (CDO)
IN HR/CDA. EVEN IF THE GAINING AND LOSING POST AND THE
EMPLOYEE ARE ALL IN AGREEMENT, THE EMPLOYEE MUST REQUEST
AN R&R REPAYMENT WAIVER IF S/HE WILL DEPART POST PRIOR TO
THE LAST MONTH OF THE FULL TOUR OF DUTY.


3. HOME LEAVE: EMPLOYEES BECOME ELIGIBLE TO TAKE HOME
LEAVE AFTER 18 MONTHS SERVICE OVERSEAS. TIME IN THE
UNITED STATES ON R&R, PERSONAL TRAVEL, OR ANNUAL LEAVE
DOES NOT COUNT TOWARD THE 18 MONTH REQUIREMENT NOR DOES IT
RESTART THE CLOCK (SEE 3 FAH-1 H-3434.2). THUS, AN
EMPLOYEE WHO IS ASSIGNED OVERSEAS FOR 18 MONTHS MAY NOT BE
ELIGIBLE FOR HOME LEAVE ON TRANSFER IF VACATION OR R&R
TIME WAS SPENT IN THE UNITED STATES. THE FACT THAT AN
EMPLOYEE IS ELIGIBLE FOR HOME LEAVE AFTER 18 MONTHS
OVERSEAS DOES NOT AUTOMATICALLY MEAN THAT HOME LEAVE WILL
BE FOLDED INTO THE TOUR OF DUTY. HOME LEAVE IS NORMALLY
TAKEN UPON TRANSFER FROM POST OF ASSIGNMENT. HOWEVER,
HOME LEAVE IS MANDATED BY STATUTE TO BE TAKEN AS SOON AS
POSSIBLE AFTER 36 MONTHS OVERSEAS. FOR THIS REASON,
EMPLOYEES WITH HOME LEAVE/RETURN FOLDED INTO THEIR TOUR OF
DUTY SHOULD BE SURE TO TAKE THE HOME LEAVE WHEN INDICATED.
THIS IS PARTICULARLY IMPORTANT FOR EMPLOYEES AT R&R POSTS
WHERE IT IS ESSENTIAL THAT THE HOME LEAVE BE TAKEN AT THE
MID-POINT IN THE TOUR TO PROTECT ELIGIBILITY FOR R&R.
EMPLOYEES AND THEIR FAMILIES WHO TAKE POST TO POST OR
ROUND TRIP HOME LEAVE TRAVEL MUST GENERALLY SPEND AT LEAST
20 WORK DAYS IN THE UNITED STATES. EMPLOYEES MAY REQUEST
A WAIVER OF THIS HOME LEAVE REQUIREMENT IN ADVANCE.

SEPARATION: RESIGNATIONS AND RETIREMENTS

4. EMPLOYEES FACING SEPARATION, WHETHER VOLUNTARY OR
INVOLUNTARY, SHOULD BE AWARE THAT THEY MAY BE REQUIRED TO

REPAY R&R, HOME LEAVE, HOME SERVICE TRANSFER ALLOWANCES,
DOMESTIC RELOCATION EXPENSES, LONG TERM TRAINING EXPENSES
AT NON-STATE FACILITIES, PHYSICIANS COMPARABILITY
ALLOWANCES, OR TO SHIP THEIR OWN EFFECTS IF THEY HAVE NOT
MET THEIR SERVICE OBLIGATIONS. PLEASE CONTACT YOUR CDO
BEFORE MAKING ANY PLANS TO SEPARATE FROM THE FOREIGN
SERVICE TO BE SURE YOU ARE NOT INCURRING AN UNEXPECTED
EXPENSE.


5. THE SELECTION OF THE SEPARATION ADDRESS ON THE OF 126
RESIDENCY AND DEPENDENCY FORM IS CRITICAL. THIS ADDRESS
ESTABLISHES THE MAXIMUM AMOUNT OF MONEY THAT THE
GOVERNMENT WILL SPEND TO SHIP YOUR HOUSEHOLD EFFECTS. YOU
MAY CHANGE THAT ADDRESS UP UNTIL YOUR LAST DAY IN ACTIVE
DUTY STATUS. AFTER THAT TIME, YOU HAVE A MAXIMUM OF 18
MONTHS (YOU MUST REQUEST THIS EXTENSION) TO SHIP YOUR HHE
TO ITS FINAL DESTINATION. IF THAT FINAL DESTINATION IS
DIFFERENT FROM THE SEPARATION ADDRESS ON YOUR OF 126, YOUR
HHE WILL BE SHIPPED ON A COST-CONSTRUCTIVE BASIS TO THE
FINAL DESTINATION.

6. NEW APPOINTEES SIGN AN AGREEMENT TO REMAIN IN THE
SERVICE FOR ONE YEAR FROM THE DATE THEY ENTER ON DUTY.
SHOULD AN EMPLOYEE RESIGN PRIOR TO THAT ONE-YEAR MARK,
REPAYMENT OF ALL/ALL APPOINTMENT TRAVEL EXPENSES (FROM
PLACE OF RESIDENCE AT TIME OF APOINTMENT THROUGH TRAINING
PER DIEM TO TRAVEL AND SHIPMENT TO FIRST PERMANENT DUTY
STATION) MUST BE MADE. NEW APPOINTEES ARE REQUIRED TO
COMPLETE THE ENTIRE TWO-YEAR FIRST OVERSEAS TOUR (OR ONE
YEAR OF THE SECOND OVERSEAS TOUR) TO BE ELIGIBLE FOR
SEPARATION TRAVEL ORDERS AND SHIPMENT OF EFFECTS BACK TO
THE U.S.

7. EMPLOYEES CANNOT TAKE ANNUAL LEAVE JUST PRIOR TO
SEPARATION FROM THE FOREIGN SERVICE. SEE 3 FAM 3416.

8. EMPLOYEES SHOULD MAKE AN APPOINTMENT WITH THEIR
RETIREMENT COUNSELOR IN HR/RET DURING SEPARATION
CONSULTATIONS. HR/RET HANDLES COLLECTION OF STATE ID
BADGES, DIPLOMATIC PASSPORTS, QUESTIONS ON ANNUITIES/TSP,
ETC.

AWAY FROM POST EDUCATION ALLOWANCE

9. THE STANDARDIZED REGULATIONS REQUIRE THAT AN EMPLOYEE
BE AT POST BEFORE ANY PAYMENTS CAN BE MADE FOR EDUCATION
ALLOWANCE. THIS MEANS THAT IF AN EFM WILL REMAIN IN THE
SAME BOARDING SCHOOL WHILE THE EMPLOYEE TRANSFERS FROM ONE
POST TO ANOTHER, NO FURTHER PAYMENTS CAN BE MADE UNTIL THE
EMPLOYEE ARRIVES AT THE NEW POST, AND THE MAXIMUM RATE
AUTHORIZED MAY CHANGE AS A RESULT OF THE MOVE TO A NEW
POST. THE BOARDING SCHOOL MAY REQUIRE THE PAYMENTS TO
HOLD THE SPACE FOR THE EFM WHILE THE EMPLOYEE IS BETWEEN
ASSIGNMENTS. THE EMPLOYEE WILL HAVE TO MAKE ARRANGEMENTS
TO MAKE THE PAYMENT AND THEN SEEK REIMBURSEMENT UPON
ARRIVAL AT THE NEW POST.

EFMS TURNING 21

10. ELIGIBLE FAMILY MEMBERS (EFMS) REACHING THE AGE OF 21
ARE NO LONGER ELIGIBLE TO TRAVEL TO POST ON GOVERNMENT
ORDERS UNLESS THE EFM QUALIFIES FOR EDUCATION TRAVEL WHILE
AGE 21 OR 22. IF THE EFM TURNS 21 WHILE OVERSEAS, S/HE
MAY BE TRAVELED BACK TO THE EMPLOYEES SERVICE SEPARATION
ADDRESS. ONCE THE EFM REACHES AGE 23, S/HE IS NOT
ELIGIBLE FOR EDUCATION TRAVEL EITHER. EFMS ARE NOT
ELIGIBLE TO PARTICIPATE IN THE MEDICAL PROGRAM AFTER THE
AGE OF 21, WHETHER ON EDUCATION TRAVEL OR NOT. EMPLOYEES
SHOULD MAKE SEPARATE MEDICAL INSURANCE ARRANGEMENTS FOR
THESE FAMILY MEMBERS.

ADDING EFMS/CHANGING HOME LEAVE OR SEPARATION ADDRESS

11. IF YOU NEED TO MODIFY ANY ITEM ON YOUR RESIDENCY AND
DEPENDENCY REPORT (HOME LEAVE ADDRESS, SEPARATION ADDRESS,
DEPENDENTS, ETC.) PLEASE BE SURE TO FILL OUT FORM OF-126
IN ITS ENTIRETY AS THE NEW FORM SUPERSEDES EVERYTHING ON
THE OLD FORM. FORMS SHOULD BE SENT TO YOUR PERSONNEL
TECHNICIAN IN HR/CDA/ASD.

MEDICAL CLEARANCES

12. ALL PERSONS MUST HAVE A CURRENT, VALID MEDICAL
CLEARANCE FOR POST OF ASSIGNMENT TO PARTICIPATE IN THE
MEDICAL PROGRAM. EMPLOYEES TRANSFERRING FROM ONE OVERSEAS
POST TO ANOTHER OVERSEAS POST MUST UPDATE THEIR OWN
MEDICAL CLEARANCE AND ENSURE THAT THEIR EFMS RECEIVE AN
UPDATED MEDICAL CLEARANCE PRIOR TO THE END OF THEIR
CURRENT TOUR OF DUTY OR WHILE ON HOME LEAVE. EMPLOYEES
RETURNING TO POST AFTER HOME LEAVE MUST UPDATE THEIR
MEDICAL CEARANCES AND THE MEDICAL CLEARANCES FOR THEIR
EFMS PRIOR TO THE END OF HOME LEAVE. APPOINTMENTS SHOULD
BE MADE AT THE BEGINNING OF HOME LEAVE TO ENSURE ADEQUATE
TIME IS ALLOWED TO COMPLETE THE CLEARANCE PROCESS. MED
MUST APPROVE THE POST OF ASSIGNMENT FOR ALL EMPLOYEES OR
EFMS HOLDING A LIMITED MEDICAL CLEARANCE PRIOR TO ANY
DIRECT TRANSFER OR OTHER ASSIGNMENT ROTATION. TO OBTAIN
INFORMATION ON HOW TO UPDATE YOUR MEDICAL CLEARANCE,
CONTACT THE POST MEDICAL OFFICER, REGIONAL MEDICAL OFFICER
OR MEDICAL CLEARANCES THREE TO FOUR MONTHS PRIOR TO THE
END OF THE TOUR OF DUTY OR THE BEGINNING OF HOME LEAVE.
EMPLOYEES TRANSFERRING FROM THE US TO OVERSEAS MUST
CONCLUDE MEDICAL CLEARANCES FOR THEMSELVES AND THEIR EFMS
TO RECEIVE THEIR POST TRANSFER ORDERS. IT IS THE
EMPLOYEES RESPONSIBILITY TO INITIATE AND CONCLUDE THE
MEDICAL CLEARANCE PROCESS.

LONG TERM TRAINING: ASSIGNMENT VERSUS DETAIL

13. EMPLOYEES BEING ASSIGNED TO MORE THAN SIX MONTHS AND
LESS THAN 365 DAYS OF TRAINING IN DC EN ROUTE TO ANOTHER
OVERSEAS POST MAY CHOOSE WHETHER TO BE DETAILED OR BE
ASSIGNED. (TRAINING OF LESS THAN SIX MONTHS IS ALWAYS
HANDLED AS A DETAIL AND PER DIEM PAID TO THE EMPLOYEE
ONLY; TRAINING OF 12 MONTHS OR MORE IS ALWAYS HANDLED AS
AN ASSIGNMENT ALLOWING SHIPMENT OF EFFECTS AND NO PER DIEM
IS PAID.) IF THE EMPLOYEE ELECTS TO BE DETAILED, THE
EMPLOYEE (NOT EFMS) RECEIVES PER DIEM FOR THE LENGTH OF
THE TRAINING. THE TRAINING MAY NOT BE EXTENDED PAST 365
DAYS WITH PER DIEM OR THE EMPLOYEE WILL BE TAXED BY IRS ON
ALL PER DIEM PAID THROUGHOUT THE TRAINING. IF THE
EMPLOYEE ELECTS TO BE ASSIGNED, S/HE DOES NOT GET PER DIEM
BUT HHE AND POV ARE SHIPPED AND DELIVERED AND HOME SERVICE
TRANSFER ALLOWANCES ARE PAID.

PER DIEM QUESTIONS FOR EMPOYEES RETURNING TO WASHINGTON ON
DETAIL

14. WASHINGTON PER DIEM IS DIVIDED IN TWO PARTS: LODGING
(RECEIPTS REQUIRED) AND MEALS AND INCIDENTALS (M&IE A
FIXED AMOUNT). AFTER 30 DAYS, PER DIEM IS PAYABLE TO THE
EMPLOYEE ON A REDUCING SCALE:
FOR THE FIRST 30 DAYS, 100 PERCENT OF APPLICABLE RATE
FOR THE NEXT 90 DAYS, 50 PERCENT
AFTER 120 DAYS (NOT TO EXCEED 365),25 PERCENT.
WHEN EFMS ARE AUTHORIZED PER DIEM (ONLY DURING
CONSULTATIONS AND SELECTED SEMINARS),THE EFM PER DIEM
RATE IS BASED ON THE EMPLOYEES RATE. ANY EFM UNDER AGE
12 GETS 50 PERCENT OF THE EMPLOYEES RATE HOWEVER,
EMPLOYEES ARE AGAIN CAUTIONED THAT LONG-TERM TRAINING
GENERALLY DOES NOT INCLUDE TDY AUTHORIZATION FOR FAMILY
MEMBERS (SEE PARA 13 ABOVE).


15. RATES DIFFER IN DC, ARLINGTON, DUNN LORING, AND
WARRENTON, STATES MOST COMMON TRAINING LOCATIONS. PLEASE
CONTACT TRANSPORTATION OR YOUR PERSONNEL TECHNICIAN FOR
THE MOST CURRENT RATES


16. EMPLOYEES RETURNING FROM AN OVERSEAS ASSIGNMENT TO AN
ASSIGNMENT IN WASHINGTON MAY APPLY FOR THE HOME SERVICE
TRANSFER ALLOWANCE (HSTA). THIS IS AVAILABLE IF THE
EMPLOYEE IS NOT PLANNING TO SEPARATE WITHIN 12 MONTHS.
THE ALLOWANCE IS INTENDED TO COVER TEMPORARY QUARTERS
EXPENSES UNTIL PERMANENT HOUSING IS SECURED. SUBSISTENCE
EXPENSES CAN BE INCURRED PRIOR TO REPORTING FOR DUTY WHILE
IN A LEAVE STATUS, BUT ONLY AT THE NEW DUTY STATION.
HOWEVER A CLAIM CANNOT BE MADE UNTIL THE EMPLOYEE ACTUALLY
REPORTS FOR DUTY. PLEASE NOTE THAT THE RATES FOR HSTA ARE
CONSIDERABLY LOWER THAN THE LOCALITY RATES FOR THE
WASHINGTON METROPOLITAN AREA.

PER DIEM QUESTIONS FOR EMPLOYEES LEAVING WASHINGTON

17. EMPLOYEES ARE ENTITLED TO UP TO TEN CALENDAR DAYS OF
SUBSISTENCE IN TEMPORARY QUARTERS UPON DEPARTURE FROM A
U.S. ASSIGNMENT TO AN OVERSEAS ASSIGNMENT.

BACKGROUND CHECKS

18. HR/CDA OFTEN FINDS THAT EMPLOYEES HAVE NOT RETURNED DS
BACKGROUND UPDATE QUESTIONNAIRES IN A TIMELY FASHION. A
NUMBER OF POSTS REQUIRE SPECIALIZED DS CLEARANCES WHICH
CANNOT BE OBTAINED IF THE BACKGROUND CHECK IS NOT UP TO
DATE. LACK OF AN UP TO DATE BACKGROUND CHECK CAN MEAN A
DELAY OF MANY MONTHS IN PANELING AND ASSIGNING AN
EMPLOYEE.

SHIPPING ISSUES

19. WE RECOMMEND THAT YOU REVIEW THE BOOKLET ITS YOUR
MOVE WHICH IS ALSO AVAILABLE ON THE DEPARTMENTS INTRANET
UNDER THE BUREAU OF ADMININSTRATION, OFFICE OF LOGISTICS
MANAGEMENT. CDROM VERSIONS HAVE ALSO BEEN MAILED TO ALL
POSTS.

YOUR ID AND DIP PASSPORT

20. NOW WOULD BE A GOOD TIME TO LOOK AT YOUR STATE
DEPARTMENT ID AND THE FAMILYS DIPLOMATIC PASSPORTS TO SEE
IF ANY NEED RENEWAL. CHECK WITH YOUR HUMAN RESOURCES
OFFICE FOR INFORMATION ON HOW TO APPLY FOR NEW PASSPORTS
AND IDS.

21. MINIMIZE CONSIDERED.
TALBOTT