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PCSing Overseas: Checklist & Monetary Entitlements

Congratulations! If you’ve landed on this post, you probably have received orders for moving overseas or are interested in it. Some people don’t want to PCS overseas, but it can be the most amazing and enriching experience.

You might already have loads of questions, and I will do my best to answer any that you may have. Feel free to also utilize the comments section! PCSing overseas feels so much more complicated with all of the different paperwork required such as overseas screenings, no-fee passports, etc.

That’s why at the bottom of the page, I’ve included the complete timeline of my move overseas from orders to receiving the HHG. I know this would have been extremely helpful to me when I was questioning everything, and hope it will be a benefit to you.

I have also included the steps taken to PCS Overseas with a pet. This can be an extremely complicated process that costs thousands for some military families. Thankfully I only have one small cat, so I didn’t have the expensive cargo fees. However, I have detailed all the vaccinations and paperwork I completed.

This post may contain affiliate links as a way to support the costs of this website (at no additional cost to you); however, I won’t recommend products I don’t believe in. View my full disclosure at the bottom of the page.

What is PCS in the military?

First off, what in the world is PCS? It basically means you’re moving. It’s one of the many military acronyms that you’ll have to memorize. PCS stands for Permanent Change of Station. If you’re PCSing overseas, that means you are moving to OCONUS.

CONUS: The 48 Contiguous States (which means the ones that share a border).

OCONUS: International locations in addition to Hawaii and Alaska.

Do you get money for PCS?

The military will help pay for travel and relocation expenses. There are a few different types of entitlements that are available.

Entitlements:

  • TLE (Temporary Lodging Expense): TLE is an allowance that reimburses for temporary lodging and meals while PCSing in CONUS. It typically allows for 10 days that you can split in any way between duty stations. Ex: 3 days at losing station and 7 days at gaining station. However, only 5 days are currently allowed at the losing station when going overseas. (For more information and updates, view the Joint Travel Regulations (JTR) 050601)
  • TLA (Temporary Lodging Allowance): Reimbursement for lodging and meals while overseas and waiting for housing (up to 60 days).
  • Per Diem: Reimbursement for food and lodging during travel days. Notice that TLE and TLA are while AT the departing/gaining station, and Per Diem is the in-between when traveling.
  • DLA (Dislocation Allowance): DLA is given to help offset some of the costs of moving and setting up a new home. The amount depends on rank, but it is currently at least $2,400 with dependents.

Read More: Check out this post on Military Pay to learn more about different entitlements and deductions.

How long does it take to get PCS money?

According to the Defense Logistics Agency, it can take up to 2 weeks to receive your reimbursement for PCS costs once you turn in the forms and receipts. However, it really depends on the efficiency of the command and how fast they process the paperwork.

overseas pcs travel days

It would be beneficial to save up throughout the months before PCSing. This will help you avoid running up credit card debt and other financial burdens. Get my free PCS Countdown Money Challenge among others .

Movers loading truck for pcs

When you PCS overseas, you are allowed several different types of moves to take your belongings. They include: 

  • HHG (Household Goods Move): The military contracts a moving company that will take care of the moving of your household.
  • UB (Unaccompanied Baggage): A smaller, expedited move where you can send some of your belongings. This move does not allow furniture apart from some baby items.
  • NTS (Non-Temporary Storage): Long-term storage of your belongings when moving overseas. This is useful in case there are items your host country doesn’t allow or if the number of things you own won’t fit in the country’s smaller homes.
  • Privately Owned Vehicle (POV) Shipment/Storage: When traveling OCONUS, the government will pay to store or ship one vehicle. Some countries do not allow the import of cars, or the steering wheel might be on the opposite side than is required.
  • PPM (Personally Procured Move) aka DITY: Last and the least likely allowed is a PPM move where you take care of the shipment of your things on your own. This move is not typical when going OCONUS unless the PCS area is within the U.S.

Overseas PCS Checklist

From looking at other peoples’ experiences, it seems that everyone has different requirements for this process by base/ command. For example, I needed the hard copy orders before I could pick up the overseas screening packet. However, other people were able to pick it up and fill it out, then only needed the orders to submit it. 

What this means is that your process might go a little differently, but this should be all the steps that you’ll have to take at SOME point.

Pro Tip: Get a binder like this to hold all your documents. It will be especially convenient once traveling and needing to have the different documents on hand.

  • Get selected for orders
  • Research the new base and get started on setting up doctor/dentist appointments, vet visits, etc.
  • Receive Hard Copy Orders
  • Pick up your overseas screening (OSS) packet and get it filled out by your doctor and dentist. Once submitted, you’ll receive an appointment for review (part 2). After it’s approved, you can move on to the next steps.
  • Schedule your move on the DPS Website . (Tip: If you receive the warning page, click the white area and type “thisisunsafe” then press enter.) You might also benefit from the Military OneSource moving resources . NOTE: You can schedule your HHG, but without the DEA it will go to storage until you receive and upload the DEA.
  • Apply for DEA (Dependent Entry Approval), then submit to the transportation office for the HHG once received.
  • Set up an appointment for No-fee passports.
  • Adult dependents must complete the Antiterrorism Awareness Training online.
  • Reserve a room to stay in at your gaining station.
  • Do prep work for your move shipments and decide what you will carry with you. Creating an inventory list is extremely helpful (especially in cases of missing items).
  • If you have a pet, you will need to reserve a pet spot on any commercial flights. You may also need to get a Health certificate before traveling. It is valid for 10 days. Tip: For the in-cabin pet spot, we are using this soft-sided pet carrier , which fits the dimensions for most airlines’ rules (or can be squished a bit to fit).
  • Say bon voyage and hello to a new experience!

My Overseas PCS Schedule of Events

This is everything I did in preparation for the move (as far as my bad memory can recall). If you have any questions, comment below or email me and I will reply and update this with the answer as well.

Wall calendar with countdown to moving day

PCS Countdown: 9 Months

  • Jan 3rd- Got selected for orders
  • Jan 26th- Purchased an airline-approved soft-sided pet carrier : I got this early so that I can start carrying my cat around in it to the vet and get her comfortable. I leave it open in the room and she sometimes goes in it to sleep.
  • Feb 3rd- 1st Rabies Shot: I looked into PCSing to our host country and it involved a 6-month pet quarantine after 2 rabies shots 30 days apart. It was very important to get started on this process right away.
  • Mar 11th- 2nd Rabies Shot & FAVN Test: My cat received her 2d rabies shot and had blood drawn to test the rabies antibodies amount. Once this test was done, the 180-day pet quarantine began. It would end on September 7th.
  • Mar 22nd- Hard Copy Orders: Once received, we were able to pick up the dependent OSS at the naval medical center.
  • April 2nd- Received FAVN results
  • April 2nd- Service Member OSS Part 2: I, unfortunately, don’t remember when the packet was turned in, but it was a very quick process due to recently having his annual visits. He only had to get signatures then submit the paperwork.

Arline-approved expanding pet carrier

6 Months To Go

  • April 6th- Blood test: I had chickenpox as a child but not the varicella vaccine. So… I had to do a blood test to verify immunity. My doctor also scheduled a full blood test for the physical while I was already there.
  • April 22nd (Morning)- Physical & OSS Packet: Had my annual physical and the doctor filled out the packet. My husband went to turn it into the Medical clinic and was told that it wouldn’t be looked at until later in the year due to our PCS date. 
  • April 22nd (Afternoon) – Call from a contact at navy medical who expedited packet. Reviewed and asked me to get the missing flu vaccine.
  • April 23rd- Part 2 screening: Due to the pandemic, this was done over the phone. The doctor reviewed my medical history, asked a few questions, then said I was good to go and would receive a call to pick up the packet.
  • April 27th- Screening packet available for pickup

5 Months To Go

  • May 18th- Career Counselor Meeting: This is an issue that many other people might not have. My husband was supposed to re-enlist soon to fulfill the orders, but that meant he would lose any SRB (Selective Reenlistment Bonus) qualified for. Instead, he was told he could sign an OBLISERV to re-enlist after transferring. The re-enlistment and/or OBLISERV is something required in order to get the DEA.
  • May 29th- Antiterrorism Awareness Training: This could have been completed at an earlier date, but I honestly forgot about it.

4 Months To Go

  • June 10- No-Fee Passport appointment
  • June 15th (Morning)- The person in charge of drafting the OBLISERV kept promising to have it soon, but it was never done (even with Chiefs going to inquire about it). Therefore, an email was written CCing everyone and their mama to get the status of the OBLISERV and reiterate the importance of getting it to apply for DEA and HHG. I think this worked.
  • June 15th (Afternoon)- DEA Application : In reply to the email, we were also told that the OLBISERV wasn’t required to get the DEA. We discovered that was incorrect when we sent the application for the DEA the same day and received an email asking for the OBLISERV a few days after.
  • June 17th- OBLISERV received
  • June 28th- DEA aka Dependent Entry Approval received

3 Months To Go

  • July 15th- Reserved the Navy Lodge: I found out online that the lodge OCONUS was getting booked up quickly, so I called and reserved a room for our approximate dates. After getting the itinerary, these dates can be adjusted.

2 Months To Go

  • Aug 7th- Itinerary received : During an Overseas PCS Workshop with Fleet and Family Support Center , I was told that the actual tickets are issued and paid for 3 days before the service member checks out of the command.
  • Aug 12th- Picked up no-fee passport: Released when you bring in a copy of the itinerary
  • Aug 12th- VPC Appointment: Set up a date close to the flights to turn in our vehicle for storage.
  • Aug 18th- Applied for the Chase Sapphire Reserve Card: At this time, the intro bonus is 60,000 points ($600) for spending $4k in 3 months . This card was awesome to apply for at this point because we can charge all of our moving expenses to it, pay it off when reimbursed by the military, and basically get the intro bonus points for FREE. This card also gives you $300 per year in travel credits, which means extra money earned when reimbursed for TLE/TLA . The access to airport lounges will also be awesome during the long layovers. The annual fee is $450 but is waived for the military.  NOTE: You have to sign up for the lounge access separately and it takes 2-3 weeks for the priority pass card.
  • Sept 1st- UB Pack out: Despite thinking that I had a massive amount of things and they were overweight, my UB shipment was actually close to 800lbs after subtracting 10% for packing and the pro-gear (before it was under 1k lbs.). I had everything in one room and made a sign/ list to indicate High-Value Items and Pro-Gear. Other than that, we packed clothes in vacuum-sealed bags, shoes, cooking and baking supplies, seasonings in zip lock bags, cleaning supplies (no liquids), printer, air mattress, etc.

UB shipment boxes sealed with colored duct tape

1 Month To Go

  • Sept 20th- NTS Pack out:
  • Sept 23rd- HHG Pack out: Our HHG pack out was delayed a day due to the moving company’s truck breaking down. Fortunately, we still had a few days to move out of the house. We had 5 movers scattered around the house packing and ran around putting our own labels on boxes, taking pictures with their inventory stickers on it, and making notes in our phones of what items were in what boxes. It was really helpful that we created a detailed inventory list on excel beforehand. NOTE : Our items were not crated at our home, but we did request to watch at the warehouse a few days later.
  • “The In-between”: My family had a long wait between our HHG and flights. First, it’s because we had to choose a 7-day spread date for the HHG pickup and they went with the first day. So there’s 6 days to go living in an empty house. We bought an air mattress with pump and two camping chairs to survive (Cheaper at Walmart) then sell/donate after. Also, our flights were booked about a week after we wanted to leave and when my husband checks out of the command. NOTE: U.S. to Overseas moves only get 5 days of TLE.
  • Sept 24th- Received paid flight tickets
  • Sept 28th- Early check in: Since our move out inspection was early the next morning, we figured it would be beneficial to pay for an extra day at the Navy Lodge and move our things over early.
  • Sept 29th- TLE starts: The front desk attendant at the Lodge kindly checked us out of and into the same room again. Doing this allows only the days covered by TLE to be on the receipt.
  • Sept 29th- Vet appointment: My cat needed to have a health certificate in order to fly and enter the country. They are only valid for 10 days. We also received pills to make her more calm on the flight, but that barely worked if at all. I even tried this popular calming spray .
  • Oct 1st- Vehicle storage: I’ve heard that the Vehicle Processing Center (VPC) is very particular about the cleanliness of the cars they accept. So the day before, we got a car rental and then spent all day cleaning our car. We also booked the earliest appointment available in case we were turned away for any reason, but everything turned out A-Okay! The whole process took maybe 1 hour for them to test the car and write down every little ding and scrape.
  • Oct 2nd- Covid test #1
  • Oct 3rd- Backup Covid test #2

Moving Week

  • Oct 4th- The travel begins: Check-in was an easy process and we only had to pay $125 to carry a pet. The domestic airline we were booked on allowed for 5 bags each up to 100lbs when on military orders. However, the next flight with AMC out of Sea-Tac only allows 2 bags each up to 70lbs. (AMC also had a $125 pet fee.)
  • Oct 4th- Sea-Tac: Earlier that day, we found out that our flight would be delayed, so our Oct 2nd Covid results were no longer valid and every testing location was closed. We spend the night sitting and stressing out in the USO lounge. But, we did receive free food and drinks. 30 minutes before the flight check-in, the 2nd set of test results came through.
  • Oct 5th- Priority Pass: Remember the Chase Sapphire Reserve Card I mentioned 2 months ago? Thanks to that, we were able to get free breakfast at a restaurant in the airport. After check-in, there was still 8 hours until the flight. For the rest of the wait, we napped in the priority pass lounge which also had free foods, snacks, drinks, and adult beverages.
  • Oct 6th- Arrival: We finally arrived at the AF military base in Japan around 6pm. After going through a security briefs, customs, and retrieving bags, we took a 2-hour bus ride to the base we’d be living in. At this time, we had to go straight to the Navy Lodge and quarantine for 10 days before testing out to roam around the base, and 14 days before leaving the base.

Free cocktail in Priority pass lounge

  • Oct 16th- Move-In : We received housing and loaner furniture to tide over until the shipments arrived. I was so thankful to have brought a heated blanket , because it was freezing! NOTE: Linens were not provided. Also, check to see if your FAST (Family Assistance Support Team) Office lends kitchen supplies.
  • Oct 28th- Received UB: Our UB express shipment was supposed to arrive by Oct 18th, but came 10 days late. We qualified to file for n inconvenience claim; however, they denied it and replied that it was the AMC terminal at fault for the delay.
  • Nov 24th- Received HHG: It was a Thanksgiving miracle! We received our Household goods shipment after just 2 months and right in time to use the turkey baster and thermometer.

Delivery of express shipment (UB)

  • Create a moving binder to organize your paperwork. I purchased plastic sleeves to put the papers inside and dividers to separate by category. I also bought zippered binder pockets to hold things like passports and hotel receipts for reimbursement. 
  • Go through your home and declutter before moving. If you didn’t remember you had it, you probably don’t need it.
  • Separate and organize items into zip lock bags
  • Buy a bunch of these vacuum-sealed bags to safeguard clothes. 
  • Take photos and create an inventory of everything!
  • Use something like this paper to create labels and put them on the outside of each box in your HHG shipment. I included our names, duty station, and email.
  • Buy different colored duct tape to easily identify the boxes for each room. You can also find colored tape cheaper at the Dollar Tree. When they deliver your household goods, they move too fast to tell what’s in each box. SO organizing by color helps to know what room you can tell them to drop the boxes in.
  • These yellow top totes are a popular option to store items and even use as checked baggage at the airport. You can also buy them for less than half the price at Costco.
  • Ensure that you separate anything that shouldn’t be packed into a room that you block off. 
  • Take a look at my recommended cheap packing materials .

Colored duct tape from Dollar Tree

Yes. You will typically receive an AMC and/or Commercial flight paid for by the government. Any pet fees required will not be covered.

Military dependents will need a no-fee passport for official travel. It is also recommended to have a regular passport for leisure travel, visiting home, and in case of emergencies.

For official travel, military members only need their military ID and a copy of their orders.

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Military PCS Allowances

overseas pcs travel days

PCS Travel Allowances

You can travel from your old duty station to the new one via common carrier (air, rail, etc.) or privately owned vehicle (POV). The rules and reimbursements are different for each, so we will discuss them separately:

Common carrier (air, rail, etc.): You must normally use a government-provided ticket when you travel by common carrier. You are authorized transportation from the airport/train station to and from your old and new permanent stations. If this is not provided, you will be reimbursed -- as always, save your receipts. You and your dependents receive per diem for the actual travel time and authorized delays.

Privately owned vehicle: You will be paid mileage between your old and new duty station. The reimbursement rate changes every year. The official distance is determined by the Defense Table of Official Distances. If you travel with your dependents and use more than one vehicle, you may be authorized mileage reimbursement for each vehicle. You will also be reimbursed for any tolls incurred during the trip -- save your receipts, just in case. You will be authorized one day of per diem for each 350 miles of official distance. For more information about mileage reimbursement, see our PCS: How to Calculate Mileage Rates page.

Per diem: You and your dependents are authorized per diem for the allowed travel time. If you are traveling with your dependents, they are also authorized per diem but at a reduced rate: Dependents 12 and older receive 75% of the authorized per diem; dependents under the age of 12 receive 50% of the authorized per diem. Additional per diem also covers your hotel expense along the way -- receipts are needed for reimbursement.

Special Cases:

Dependents authorized to travel separately: Sometimes dependents are authorized to travel separately. For example, if you receive orders to a deployed ship or unit, your family may be authorized to delay their travel until you return from deployment. In these cases, the dependents will receive full travel allowances including per diem at the 100% rate for your spouse and applicable rates for children.

Retirement: A member who retires is authorized travel for themselves and their dependents to anywhere in the U.S., their home of record outside the U.S., or anywhere in the world if the cost does not exceed transportation to a continental U.S. location.

Separation from active duty: A member who separates from active duty is authorized travel for themselves and their dependents to their home of record or any other location, not to exceed the cost of travel from their old permanent station to their home of record.

Overseas dependents: In some cases, overseas dependents may be authorized to travel back to the U.S. alone and receive full travel allowances. This may happen in the case of divorce, custody proceedings, legal situations, or dangerous conditions.

Keep Up-to-Date for Your Next PCS

Get the inside information from those who know. Get PCS help and all the news and benefits information you need delivered straight to your inbox.  Subscribe to Military.com now.

Jim Absher, Military.com

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UNCLASSIFIED (U)

OFFICIAL TRAVEL

(CT:LOG-343;   02-11-2022) (Office of Origin:  A/LM)

14 FAM 531  EmploymenT and Assignment Travel

(CT:LOG-343;   02-11-2022) (State/USAGM/USAID/Commerce/Agriculture)

When two or more types of travel are combined, the pertinent provisions apply separately to each segment of the trip.  Types of official travel follow below.

14 FAM 531.1  Appointment Travel

a. Official travel and transportation for U.S. citizen employees, their families, and effects, may be authorized from place or places of residence or other place specifically authorized to official duty station.

b. Effects may be authorized to be shipped at U.S. Government expense from place of storage.  Shipment of effects is authorized for employees whose tour of duty at post is one year or more or who serve less than a year and are transferred or otherwise removed from post for the convenience of the U.S. Government (see 3 FAM 2440 regarding curtailments).

14 FAM 531.2  Alternate-Seat-of-Government Travel

a. Official travel and transportation for U.S. citizen employees, their families, and effects, may be authorized to and from the alternate seat of government.

b. There is no per diem at destination unless specifically authorized. Shipment and storage of effects, and privately owned vehicle, may be authorized.

14 FAM 531.3  Relocation Travel

Official travel and transportation may be authorized for employees to move from one official duty station to another.  This includes permanent change-of-station (PCS) and transfer moves.

14 FAM 531.4  Home Leave Travel

a. Official travel and transportation may be authorized for U.S. citizen employees and their families from post or any place abroad where presence is due to U.S. Government orders to home leave address within the United States (or U.S. commonwealth or possessions) and return to post of assignment or a new official duty station.  Home leave travel is not authorized for family members already on separate maintenance allowance (SMA) authorization (see also 14 FAM 536.1 ).

b. Employees and their families traveling should spend 20 workdays in the United States (see 3 FAM 3434.2 for exceptions).  Except as provided in 14 FAM 532.4 the family may not travel until the employee is eligible for home leave and has been issued home leave orders.

14 FAM 531.5  Rest and Recuperation Travel

a. Travel of an employee and eligible family members may be authorized and performed in accordance with 14 FAM 523.2-1 , subparagraph f(1)(d) and in 3 FAM 3720 .

b. Each post eligible for rest and recuperation (R&R) travel will fund one of the following three travel options to employees and eligible family members:

(1) Round-trip travel to post's designated foreign relief point.  Lists of eligible posts by regional area and their designated relief points are in 3 FAH-1 Exhibit H-3722(1) through 3 FAH-1 Exhibit H-3722(5) ; or

(2)  Round-trip travel to any one city in the United States (the 50 States and the District of Columbia) or one city in its territories including American Samoa, the Commonwealth of Puerto Rico, Guam, the Commonwealth of the Northern Mariana Islands, and the U.S. Virgin Islands; or

overseas pcs travel days

c.  Only the designated foreign relief point, the traveler's selected city in the United States or U.S. territory, or "R&R Cost-Construct Cap" can be shown as the destination on the authorized itinerary of the R&R travel authorization.

e.  Employees authorized premium class travel through MED/DRAD will have a cost-construct cap established on a case-by-case basis using the same methodology used for economy caps outlined in 3 FAH-1 H-3726.3 .

f.  The Department recommends that posts use the lowest cost unrestricted airfares for travel to the designated relief point or U.S. city or U.S territory.  However, funding for R&R travel is a post function and, as such, the final decision whether to use restricted or unrestricted fares for R&R travel is a post responsibility.

14 FAM 531.6  Marine Security Guard

See 12 FAM 435 .

14 FAM 531.7  Military Furlough, Resignation, Retirement, and Other Separation Travel

a. Official travel and transportation may be authorized for U.S. citizen employees, their eligible family members, and effects, from post or any place where presence is due to U.S. Government orders to designated place of residence in the United States (see definition of "United States" in 14 FAM 511.3 ).

b. When a U.S. citizen employee elects to reside at other than the designated place of residence, expenses must be allowed based on constructive cost (for "cost constructed travel," see 14 FAM 511.3 and 14 FAM 612.3 ) to designated place of residence in the United States.  See 3 FAM 2510 on separation of U.S. citizen employees and 3 FAM 2560 on military furlough.

c.  This regulation provides Civil Service employees, who mandatorily converted to Civil Service from Foreign Service under the Foreign Service Act of 1980, those benefits of travel and/or transportation of effects to which they were entitled at the time of such mandatory conversion.

14 FAM 532  Family tRAVEL

14 FAM 532.1  Family Travel for Representational Purposes

14 FAM 532.1-1  Eligibility and Purpose

Travel for representational purposes may be authorized for one family member only.  The authorizing officer is expected to make sparing and judicious use of this authorization.  In all cases, the justification must demonstrate a clear advantage to the United States.

14 FAM 532.1-2  Within Country of Assignment

a. As a general guideline, local travel of a family member should be authorized when:

(1)  Representation by the officer alone could not be accomplished effectively; or

(2)  Protocol or local customs would be served; or

(3)  The travel is necessary in connection with VIP visits or important meetings at which spouses of foreign dignitaries are present.

b. The chief of mission in consultation with heads of other agencies in their country of assignment will develop local rules and practices to promote the maximum degree of uniformity in the exercise of this authority.

14 FAM 532.1-3  Outside Country of Assignment

Representational travel outside the country of assignment is restricted to family members of high-level officers and will be authorized only when a clear need for dual representation exists.  Normally, travel will be restricted to eligible family members of chiefs of mission, deputy chiefs of mission, country public affairs officers, and USAID mission directors or USAID representatives.  However, in exceptional circumstances, the eligible family members of a subordinate officer may be authorized such travel.  Typical of the circumstances warranting representational travel outside the country are the following:

(1)  When an ambassador or USAID mission director accompanies a foreign dignitary to the United States on a state visit or as a presidential guest and the dignitary is accompanied by a spouse or other members of the household;

(2)  When a State, or USAID officer attends an international conference or meeting sponsored by a group or organization of nations, such as the United Nations, and the spouses of participants have also been invited to attend; and

(3)  When the President sends U.S. delegations abroad or congressional or other high-level delegations proceed abroad, accompanied by their spouses.

14 FAM 532.1-4  Domestic-Based Employees

Representational travel by family members of domestically assigned employees is restricted to the Secretary, Deputy Secretary, Deputy Secretary for Management and Resources, and Under Secretaries, unless a waiver is granted by M, and will be authorized only when a clear need for such representation exists.

14 FAM 532.1-5  Authorization and Documentation

a. Department of State : The chief of mission may (subject to the availability of travel funds) authorize representational travel within and/or outside the country of assignment for employees at post.  This authority may be redelegated only to the deputy chief of mission.  The Assistant Secretary of the regional bureau may authorize for the chief of mission.  For representational travel outside the country of assignment, advance approval must also be obtained from the assistant secretary of the regional bureau.  For domestic based employees, the Under Secretary for Management must approve all representational travel for family members.  Representational travel by a family member of M must be approved by D.

b. USAID :  The director of the USAID mission or USAID representative may (subject to the availability of travel funds) authorize representational travel within and/or outside the country of assignment.  This authority may not be redelegated. For representational travel outside the country of assignment, advance approval must also be obtained from the regional bureau Assistant Administrator in Washington.

c. The officials cited above must provide and sign a justification statement.  For control and inspection purposes, the authorizing officer should record and file the justification statement in the Department's eTravel Services (ETS) software (currently E2 Solutions).

14 FAM 532.2  Adding New Eligible Family Members

Employees who wish to add a new eligible family member – EFM - (see 14 FAM 511.3 for the definition of "eligible family member") do so by completing Form OF-126, Foreign Service Residency and Dependent Report, to GTM/EX/IDSD or HCTM/FSC for USAID staff.  Once the new EFM is added to the Form OF-126 then the employee’s travel authorization will be updated to include new EFM and travel expenses may be incurred based on the updated travel authorization, notwithstanding the time limitation specified in 14 FAM 584.2 .  Travel will be authorized from either the location at which the new EFM joined the family (for example, place of birth or adoption) or from the employee’s official home of record.  Shipment and storage of additional effects may be authorized in accordance with 14 FAM 613.2 .

14 FAM 532.3  Advance Return of Family Financed by U.S. Government

14 FAM 532.3-1  General Policy

In certain cases, an employee's family may be authorized, before the employee's eligibility for travel, to return to employee's residence in the United States.

14 FAM 532.3-2  Conditions of Authorization

a. The Department of State, USAGM, Commerce, Agriculture, or the USAID mission director or USAID representative may authorize advance travel of an employee's family members when the chief of mission or the head of the agency establishment abroad determines that the public interest requires the return of a member of the family for compelling personal reasons of a humanitarian or compassionate nature, including but not limited to cases which may involve physical or mental health or death of any member of the immediate family.

b. The Department or Agency in Washington, DC, may authorize advance travel of family members when there is an obligation imposed by an authority or circumstances over which the individual has no control.  Advance travel may be authorized by the Department or Agency in Washington, DC, after family members have been at the post at least 6 months under the following conditions:

(1)  A child who is not eligible for educational travel (see 14 FAM 532.5 ) has been at a post abroad and educational needs (for the equivalent of grades 1 through 8 only) so require; or

(2)  A child 21 years or older, is unmarried, and has traveled to the post before attaining such age (see 14 FAM 532.6 ).

14 FAM 532.3-3  Authorized Costs

Only one-way transportation will be authorized for advance return of family.  If a family member subsequently travels at U.S. Government expense to the same or another post to which the employee is assigned, the total cost of the advance return and subsequent travel may not exceed the cost which would have been incurred had the family member traveled at the same time as the employee.

14 FAM 532.3-4  Repayment Agreement

Before any obligation of U.S. Government funds is incurred, the employee must execute a repayment agreement in accordance with the format in Form DS-4020, Repayment Agreement for Advance Travel of Family.  The original and one copy should be forwarded to:

(1)  State :  GTM/CDA, by memorandum, subject:  APER;

(2)  USAID :  M/PM, USAID/W as an attachment to a memorandum;

(3)  Commerce : USFCS/OIO/OFSP as an attachment to a memorandum;

(4)  USAGM :  E/O, P/N, VOA/X, and D/OHR as an attachment to a memorandum.

(5)  USDA/FAS :  Foreign Agricultural Affairs, International Services Division; and

(6)  APHIS :  International Services/Administrative Services/Personnel.

14 FAM 532.3-5  Repayment Requirements

The conditions under which repayment must be made by the employee for travel expenses borne by the U.S. Government in connection with the advance return of employee's family are as follows:

(1)  The employee fails to complete the service period (see 3 FAH-1 H-2423 , subparagraph c) required to become eligible for travel and transportation at U.S. Government expense; or

(2)  There is a change of dependency status which cancels the eligibility of family member(s) for return travel to the United States (see definition in 14 FAM 511.3 ) at U.S. Government expense.  (A divorce or an annulment prior to the issuance of travel orders no longer cancels eligibility of family members for return travel to the United States.)

14 FAM 532.3-6  Repayment Liquidation or Refund

(CT:LOG-343;   02-11-2022) (State/USAGM/USAID/Commerce/Agriculture)

If the employee is subsequently transferred, assigned, separated, or returned on leave at U.S. Government expense to the United States and the expenses of the advance travel become a proper obligation of the U.S. Government, the employee will be relieved of the obligation set forth in the repayment agreements to the amount of allowable expenses (see 14 FAM 532.3-4 ).  If the employee has previously made repayment, employee may request and receive an appropriate refund.

14 FAM 532.4  Advance Travel of Family Financed by the Employee

a. The employee may arrange for advance travel of family, paying the cost initially and claiming reimbursement after the employee has been issued travel authorization which covers the travel of family and after the employee has reached eligibility date.  Reimbursement is limited to the amounts payable had the family traveled at the same time as the employee.

b. Reimbursement may be made for advance travel or return travel to the United States for a spouse or domestic partner as defined in 3FAM 1610 and/or minor children of an employee who have traveled to the post as eligible family members even if, because of divorce, annulment or dissolution of domestic partnership, such spouse or domestic partner as defined in 3 FAM 1610 and/or minor children have ceased to be eligible family members as of the date the employee becomes eligible for travel.  Reimbursable travel may not be deferred more than 6 months after the employee completes personal travel pursuant to the authorization.

c.  If the advance travel of family was to the employee's temporary duty (TDY) post and the employee was transferred to the post at the end of the employee's TDY, employee may claim reimbursement for expenses of allowable travel and transportation of family and effects which were incurred prior to the effective date of transfer of the employee and the date of employee's transfer travel authorization.

14 FAM 532.5  Educational Travel

a. Travel of a child may be authorized in lieu of an educational allowance, once each way annually between school and the employee's post for secondary education and for college education in accordance with section 280, Standardized Regulations (Government Civilians, Foreign Areas) and the Federal Travel Regulations.

b. Unaccompanied air baggage is allowable in accordance with 14 FAM 613.3-1 .

14 FAM 532.6  Travel of Children 21 Years of Age or Older

a. An employee's child who is unmarried and who is 21 years of age or older may be authorized return travel to the employee's place of residence for separation purposes in the United States (see definition in 14 FAM 511.3 ), provided the child, when attaining the age of 21 was at, or proceeding to, a post abroad to which the employee was assigned.  The first travel authorization that is issued to the employee authorizing travel of the family after a child has reached the age of 21, constitutes authority for such travel.  The return of the child to the United States should be completed within 1 year of the date the employee's travel begins.

b. A child 21 years or older, who proceeds to the employee's post, may not be returned to the United States nor perform any travel at U.S. Government expense, except as provided for educational travel up to the 23rd birthday, plus additional years allowed for any military service, in subchapter 280 of the Standardized Regulations (Government Civilians, Foreign Areas).

c.  Travel of a child who is under 21 will usually be authorized to an employee's next assignment if the employee's transfer is to occur before the child's 21st birthday.  If that child's travel does not commence prior to turning 21, that authorization is no longer valid.

d. If a child commences R&R or home leave/return travel before attaining the age of 21 and turns 21 while in travel status, the child is authorized return to post under the travel authorization that was in effect prior to his turning 21.

14 FAM 532.7  Travel of Family While Employee Is on Temporary Duty (TDY) En Route to or from Post of Assignment

a. Payment of per diem during an employee's period of TDY, which may not exceed 30 calendar days total, is authorized for members of an employee's family accompanying the employee to the post of assignment only under the following conditions:

(1)  When the employee is ordered to stop within the country of destination for orientation, training, or consultation while en route to post of assignment;

(2)  When the employee is ordered to stopover outside the country of destination for orientation, training, or other TDY while en route to the post of assignment, provided that the stopover is in the positive interest of the U.S. Government and is made necessary by a threat to the health, safety, or well-being of the employee’s family if required to continue on to post of assignment other than in the company of the employee;

(3)  In cases where the family member, because of representative responsibility in the U.S. Government's interest, is required to stop at agency headquarters while en route abroad to employee's post of assignment in order to undergo special orientation and/or training designed to ensure the effective discharge of those responsibilities; or

(4)  In any other cases when specifically authorized by the agency in advance in writing in travel orders.

b. When an employee is ordered to stop for TDY in the United States or abroad en route to or from employee's post of assignment, the family does not have to accompany the employee as long as they join the employee at the stopover point.  Per diem at the stopover point may be allowed for members of the family only during the period of TDY of the employee and for the actual time at the TDY location.

c.  Per diem, not to exceed 3 work days, may be authorized when an employee or the employee's family members who are at a constituent post and are traveling on home leave, transfer, or separation orders must stop, at the time of travel, at the Embassy in country or at an embassy in a neighboring country for the purpose of storing or retrieving effects or obtaining passports, visas, or immunizations.

d. Stopovers should generally not be authorized for family members in connection with international, interagency, interregional, or intermission conferences, unless specifically authorized by the agency in advance in writing and reflected in travel orders.

14 FAM 532.8  Return Travel of Spouse, Domestic Partner as Defined in 3 FAM 1610, and/or Dependent Children to the United States in Connection with Marital Separation, or Divorce, or Statement of Dissolution of Domestic Partnership

a. Return travel of an employee's spouse or domestic partner as defined in 3 FAM 1610 may be authorized to the employee's service separation address in the United States (see definition of "United States" in 14 FAM 511.3 ) or any other location on a cost-constructive basis from the employee's post of origin to the employee's separation address when a permanent marital separation or divorce is intended, or a statement of dissolution of domestic partnership has been submitted.  Generally, a separation agreement should exist, but in the absence of an agreement, the chief of mission or head of agency's establishment abroad may determine that such travel is warranted and may initiate authorization action.  The circumstances upon which this determination is based should be summarized in writing and retained at post in accordance with 5 FAH-4, Records Management Handbook.

b. Return travel of spouse or domestic partner as defined in 3 FAM 1610 may be included in the first travel authorization issued to the employee authorizing travel of the family after an agreement to separate, divorce, or dissolve a domestic partnership is reached.  In the circumstances referred to in paragraph a of this section, such travel may also be requested as advance travel in accordance with 14 FAM 532.3 and 14 FAM 532.4 .

c.  Only one-way transportation to the employee's service separation address, or to any other location in the United States on a cost-constructive basis from the employee's post of origin to his or her separation address, will be authorized for return travel of spouse or domestic partner as defined in 3 FAM 1610 .  If the employee subsequently requests travel of the spouse at U.S. Government expense to the same or another post to which the employee is assigned, the total cost of the return and subsequent travel may not exceed the cost which would have been incurred had the spouse or domestic partner as defined in 3 FAM 1610 traveled at the same time as the employee.  In such cases, if the cost of the return and subsequent travel exceeds the employee's authorized travel, the employee will be liable for payment of the excess cost.

d. Before any expenses are incurred for return travel of spouse or domestic partner as defined in 3 FAM 1610 , the spouse or domestic partner as defined in 3 FAM 1610 must execute an agreement in accordance with the format in Form DS-4021, Agreement for Return Travel of Spouse (or domestic partner).  This agreement states that the spouse or domestic partner as defined in 3 FAM 1610 understands that travel back to the same post will not be authorized at U.S. Government expense, and that the agreement is signed voluntarily.

e. Travel of dependent children of an employee may be authorized under this provision only if a legal custody agreement exists or the employee otherwise agrees in writing to permit the children to leave post permanently with the spouse.  The employee must also submit a revised Form OF-126, Foreign Service Residence and Dependency Report, to declare as a loss those children for whom return travel is requested under this provision (see 3 FAH-1 H-2347.8 , subparagraph a).  The employee may also request advance travel of children in accordance with 14 FAM 532.3 , if travel is not intended to be a permanent return to the United States.

14 FAM 532.9  Transfer Travel

(CT:LOG-343;   02-11-2022) (State/USAGM/USAID/Commerce/Agriculture) (Foreign Service)

a. Official travel and transportation may be authorized for U.S. citizen and Foreign Service national employees, their families and effects, from old post, or any place where presence is due to U.S. Government orders, to new post.  Transportation of effects is allowed from old post to new post and/or to point of storage; or to new post from old post, previous posts, and/or points of authorized storage.

b. Effects may be shipped between places other than those authorized subject to provisions in 14 FAM 612.3 .  When emergency conditions exist at the new post, another destination may be designated for travel of the family and transportation and storage of effects and a motor vehicle.  Upon termination of the emergency, travel and transportation to the new post may be authorized.

14 FAM 532.10  Spouse Travel to Obtain a Visa or Reset Residency

Management officials at post may authorize, from post funds, travel expenses when the spouse of an employee assigned to post must travel out of country to obtain appropriate visas or reset residency permissions to remain in-country when the host government will not accredit the spouse.  The travel expenses under this provision may include transportation expenses, per diem, and authorized miscellaneous expenses (e.g., visa fees, where authorized under 14 FAM 562.1 , subparagraphs a(1) through a(4).  Expenses incurred are for the spouse only.  Time in travel status should be minimized to the extent possible to obtain a visa or reset residency permissions at the most cost-effective point to post.  Spouses who are employed on family member appointments (FMA) or personal services agreements (PSA) are not authorized administrative leave for the purpose of the travel.

14 FAM 533  Temporary Duty (tdy) Travel

14 FAM 533.1  General

Official travel and transportation may be authorized for U.S. citizen employees from any place to TDY station or stations and thence to such place or to post (see also 14 FAM 532.7 covering travel of eligible family members). Official travel and transportation may be authorized for Locally Employed (LE) Staff from their post of employment to TDY station or stations and for return to the post of employment.

14 FAM 533.2  Authorizing Temporary Duty (TDY) Travel

a. State only :  Form JF-144, Temporary Duty (TDY) Official Travel Authorization, is used for approving TDY travel.  Approval may cover travel performed for administrative or medical purposes, rest and recuperation, short-term training, attendance at conferences, etc., between the United States and other countries, within the United States, or abroad.  Authorizations issued in the form of telegrams, etc., are confirmed by the subsequent issuance of a Form JF-144, or equivalent official form.

b. USAID only :  See ADS 522, Performance of Temporary Duty travel in the United States and Abroad.

c.  Commerce only :  Form CD-29, Travel Order, is used for authorizing TDY travel when headquarters, Washington, DC, issues the travel orders.  Otherwise, Form JF-144 is used when post issues the travel orders.  Included is travel for administrative purposes, rest and recuperation travel, short-term training, medical purposes, attendance at conferences, etc., performed abroad, within the United States, and between the United States and points abroad.  Authorizations issued in the form of telegrams are confirmed by the subsequent issuance of either a Form CD-29 or a Form JF-144.

d. USDA only :  Form AD-202, Travel Authorization, is used for authorizing TDY travel.

e. USAGM only :  Form IA-34-A is used for authorizing TDY travel; Form JF-144 is used for overseas correspondence travel.

14 FAM 533.3  Training Attendance

Official travel may be authorized for employees to receive training.

14 FAM 533.4  Conference Travel

14 FAM 533.4-1  Attendance

Agencies must select conference sites that minimize conference costs and conference attendees' travel costs.  Agencies must minimize conference attendees' travel costs by authorizing the minimum participation necessary to accomplish agency goals.  The authorizing official must assure that the number of attendees from the Department is necessary and justified.  In addition, the need for conference and meetings for which the total travel and per diem estimate exceeds $5,000 must be authorized by an Assistant Secretary, executive director, or equivalent.

14 FAM 533.4-2  Conference Site

When available, use U.S. Government-owned or U.S. Government-provided conference facilities to the maximum extent possible.  The authorizing officer should avoid conference sites that might appear extravagant to the public.

14 FAM 533.4-3  Conference Site Selection Process

a. Locality selection procedures :

(1)  When arranging to conduct a conference, the authorizing officer must consider at a minimum three alternative conference sites;

(2)  Each considered site must be selected based on the belief that it would result in lower overall conference costs and conference attendees' travel costs.  The sponsoring or co-sponsoring office must survey the cost of conference facilities at each of the considered sites, and must determine the potential cost to the U.S. Government of conducting the conference at each of the alternative sites.

b. Exception :  A conference site may be selected without following the procedures outlined above for the reason of disproportionate participation.  The procedures outlined above do not apply when a majority of the U.S. Government attendees are from the locality proposed as the conference site, or when only one site accomplishes conference goals.  In the latter case, the authorizing officer must certify in writing that the selected locality is the only conference site compatible with accomplishing the sponsoring or co-sponsoring office's objectives.

c.  Documentation :  The authorizing officer must document the cost of each alternative conference site, and must retain a record of the documentation for every conference held.  The authorizing officer must also make the documentation available for inspection by the Office of Inspector General (OIG), or for other interested parties.

14 FAM 533.5  Experts and Consultants Travel

Persons employed intermittently as consultants or experts and persons serving without compensation (including citizens or subjects of other countries) are authorized travel expenses, including per diem, while away from their homes or regular places of business, in accordance with 14 FAM 560 .

14 FAM 533.6  Information Meeting Travel

(CT:LOG-343;   02-11-2022) (State/USAGM/USAID/Commerce/Agriculture) (Foreign Service and Civil Service)

Official travel and transportation may be authorized for employees to attend a meeting to discuss general agency operations, and/or to review status reports or discussion topics of general interest.  If a site visit is conducted as part of the same trip, the entire trip should be considered a site visit (see 14 FAM 533.10 ).

14 FAM 533.7  International Conferences

When travel to, or in connection with, conferences is financed under Department of State appropriations available for international conferences, such travel must be performed in accordance with the provisions of the travel authorization and other appropriate instructions issued by the Department pertaining to the conference.

14 FAM 533.8  Invitational Travel Authorizations Federally Financed

Each invitational travel authorization must specify the purpose of the travel (e.g., conference attendance, information meeting, speech presentation, etc).

14 FAM 533.9  Invitational Travel Authorizations Non-Federally Financed

To defray the cost of air travel, any donations from non-Federal sources must comply with the Department's regulations in accommodations on airplanes ( 14 FAM 567.2 ), including all applicable OMB guidelines (OMB 93-11), as well as the Department’s regulations regarding gifts of invitational travel (see 2 FAM 962.12 ).

14 FAM 533.10  Site Travel

Travel of an employee may be authorized to visit a particular site in order to perform operational or managerial activities; e.g., oversee programs, grant operations, or management activities for internal control purposes; carry out an audit, inspection or repair activity; conduct negotiations; provide instructions; or provide technical assistance.

14 FAM 533.11  Special Mission Travel

Travel of an employee may be authorized to carry out a special agency mission such as involvement in noncombat military unit movements; providing security to a person or a shipment (e.g., diplomatic pouch); moving witnesses from residence to other locations; and covering travel by Federal beneficiaries and other nonemployees.

14 FAM 533.12  Speech or Presentation Travel

Travel of an employee may be authorized to make a speech or a presentation, deliver a paper, or otherwise take part in a formal program other than a training course where the authorizing official makes a specific determination in writing that such activity is related to and in furtherance of the agency’s mission.

14 FAM 534  Medical Travel

a. Official travel and transportation may be authorized for U.S. citizen employees and their eligible family members from any place where presence is due to U.S. Government orders to nearest locality where suitable medical care can be obtained and thence to an official duty station.

b. Travel of attendants may be authorized.  For other special provisions, see 16 FAM 316 and 14 FAM 523.2-1 , paragraph e.

14 fam 535  oTHER TRAVEL

14 FAM 535.1  Directed Departure

14 FAM 535.1-1  General

When, in accordance with 3 FAM 2443 , it is the judgment of a chief of a diplomatic mission that the departure of an employee assigned by the Department or Agency to a post under the chief of mission's jurisdiction would be in the interest of the U.S. Government, the authorizing officer at the post may issue a travel authorization detailing the employee to a nearby country.  For the Department, the post-authorizing officer may issue a travel authorization transferring a State Department employee and that employee's eligible family members to Washington, DC.  For USAID, a travel authorization transferring an employee to Washington, DC, must originate in or have prior approval of Washington, DC headquarters.  For USAGM, a travel authorization transferring an employee to Washington, DC must originate in or have prior approval of Washington, DC headquarters.

14 FAM 535.1-2  Procedures in Connection with Directed Departure

To authorize purchase of transportation permitting the detail of an employee or to transfer an employee and eligible family members in accordance with 3 FAM 2443 , chiefs of mission may allow issuance of Forms OF-1169, U.S. Government Transportation Request (GTRs).  The travel order establishing the official obligation of funds will be issued by the Department or the Agency, after the travel commences, upon receipt of the report required in 3 FAM 2445 .  Travel will be chargeable to the current applicable appropriation.  Other fiscal data will be supplied by Washington, DC.  Movement of household effects and shipment of automobiles must not be authorized until receipt of instructions from the Department or Agency.

14 FAM 535.2  Travel under Authorized/Ordered Emergency Evacuation

14 FAM 535.2-1  General

a. When the Under Secretary for Management (M) makes a determination that an emergency exists at a post requiring the evacuation of official U.S. citizen employees, official travel and transportation may be authorized for the employees, their eligible family members, and effects from post of assignment to place designated in the travel orders, and thence to post.

b. When M makes a determination that an emergency exists at a post requiring the evacuation of Foreign Service national employees, official travel may be authorized for the Foreign Service national employees and their immediate families to the nearest practicable place for the duration of the emergency.

c.  The authorizing officer at post must issue individual or blanket travel authorizations (see 14 FAM 628 for shipment and storage of household effects (HHE)).

14 FAM 535.2-2  Travel Authorizations under Authorized/Ordered Emergency Evacuation

a. State only :  The authorizing officer at post must issue individual or blanket travel authorizations.  Each authorization must cite the names of the persons traveling.  In addition to the usual post distribution of copies, the authorizing officer must furnish information copies of all evacuation travel authorizations to the:

(1)  Bureau of Global Talent Management (GTM/CDA/AD);

(2)  Travel and Transportation Management Division (A/LM/OPS/TTM);

(3)  Appropriate regional bureau; and

(4)  Office of Accounting Operations (CGFS/F/AO).

b. Commerce only :  The authorizing officer must furnish evacuation travel authorization copies to the:

(1)  Office of Foreign Service Human Resources (USFCS/OFSHR);

(2)  State's Travel and Transportation Management Division (A/LM/OPS/TTM); and

(3)  Office of Planning and Management.

c.  USAGM only :  The authorizing officer must furnish evacuation travel authorization copies to the:

(1)  Office of Foreign Service Personnel (D/OHR);

(2)  Office of Administrative Operations Division (M/AO); and

(3)  Appropriate administrative office.

d. USDA/FAS only :  The authorizing officer must furnish evacuation travel authorization copies to the:

(1)  Foreign Agricultural Affairs/International Services Division (USDA/FAS/OFSO/ISD); and

(2)  State's Travel and Transportation Management Division (A/LM/OPS/TTM).

e. APHIS only :  The authorizing officer must furnish evacuation travel authorization copies to the International Services/Administrative Services/Travel Section.

f.  U.S. Despatch Agents :  The Department's or Agency's transportation office will ensure that the appropriate U.S. Despatch Agent receives a copy of the evacuation order or request and authorization for use in clearing the employee's shipment(s) through U.S. Customs.

14 FAM 535.2-3  Prohibitions Against Official and Personal Travel to Posts under Authorized/Ordered Emergency Evacuation

See 3 FAM 3770 regarding requirements and restrictions for official and personal travel to posts under authorized departure, ordered departure, suspended operations, contingency operations, and posts designated partially unaccompanied or unaccompanied.

14 FAM 535.3  Emergency Visitation Travel

The cost of emergency visitation travel in connection with the serious illness, injury, or death of an immediate family member is performed in accordance with the provisions of 3 FAM 3740 .

14 FAM 535.4  Visitation Travel

14 FAM 535.4-1  Authorization

Travel of an employee or eligible family member may be authorized and performed in accordance with regulations in 14 FAM 523.2-1 , subparagraph f(1)(h), and in 3 FAM 3730 .

14 FAM 535.4-2  Travel to Countries With Closed Posts Or No U.S. Diplomatic or Consular Relations

See 3 FAM 3780 regarding requirements for official and personal travel of employees to countries with which the United States has no diplomatic or consular relations or where all U.S. posts have been closed, and where travel may be prohibited or restricted.

14 FAM 536  SPECIAL TRAVEL

14 FAM 536.1  Voluntary Separate Maintenance Allowance (SMA) Travel

14 FAM 536.1-1  Authorization

a. Travel may be authorized for all eligible family members for whom SMA is granted under Section 260 of the Department of State Standardized Regulations (DSSR).

b. Per 3 FAM 3232.3-3 , only one change of status of SMA for each family member will be permitted for a single tour of duty.  See DSSR 264.2(b) regarding change in status in an evacuation.

14 FAM 536.1-2  Authorized SMA Location(s)

a. The following SMA travel at U.S. Government expense may be approved to authorized location(s):

(1)  When the employee's point of origin is in the United States, an employee's family members may remain at the employee's last official duty station in the United States, or travel to the home leave location designated on Form OF-126 or Washington, DC when the employee is transferred to a foreign post of assignment;

(2)  When an employee transfers from one foreign post of assignment to another, an employee's family member(s) may travel to the home leave location designated on Form OF-126, Foreign Service Residence and Dependency Report, or Washington, DC;

(3)  If an SMA is granted during an employee's tour of duty abroad, the employee's family members may be authorized travel to the home leave location designated on Form OF-126, or Washington, DC.

b. For shipment of household effects under SMA Grant, see 14 FAM 613.7 .

14 FAM 536.1-3  Alternate SMA Location

a. U.S. family members traveling to an alternate SMA location in the United States (see definition in 14 FAM 511.3 ) may do so on a cost-constructive basis.  The maximum amount of reimbursement is the cost required to move the family members from the authorized point of origin to the authorized SMA point.

b. Foreign location: An employee's family members traveling to a foreign SMA location may do so on a cost-constructive basis.  The maximum amount of reimbursement is the cost required to move the family members from the authorized point of origin to the authorized SMA point.

c.  Should an employee's SMA grant be terminated due to the employee's subsequent transfer to another post of assignment while the family members are at a foreign location, the employee will be responsible for the payment of excess travel costs involved in relocating the family members to the new post of assignment.  The excess travel costs, if any, must be determined through a constructive cost analysis that compares the travel cost of the employee's eligible family members that would have been authorized from an authorized SMA location to the next post of assignment compared to the amount that is actually incurred.  Any amount in excess of the amount allowable is payable by the employee.

d. Family members in a foreign alternate SMA location have no diplomatic status or privileges.

14 FAM 536.1-4  SMA Travel Financed by Employee

An employee who initially pays the costs of advance travel of family members may subsequently claim reimbursement of travel and transportation expenses if the agency later authorizes an SMA grant for the affected family members.  An employee may not recover a greater amount than would have been incurred had the U.S. Government procured the travel (see 14 FAM 544.2 , paragraph c).

14 FAM 536.2  Death of U.S. Citizen Employee

The following applies to an employee abroad, on domestic assignment, or on TDY.

14 FAM 536.2-1  Expenses in Connection with Remains

a. Following the death of a Foreign Service employee or EFM while in a foreign area, expenses may be authorized for the reasonable cost of preparing remains including the cost of embalming, clothing, cremating, casket, or container suitable for shipment to the place of interment; expenses incurred in complying with local and U.S. laws; and transportation of remains from place of death to the employee's authorized separation address. Transportation of remains to any other place in the United States or its territories as designated by the next-of-kin may be done on a cost-construct basis against the authorized separation address, by surface, or by air.  For shipment of remains to a foreign country, see 14 FAM 536.2-4 .

b. Following the death of a Foreign Service employee or EFM while on assignment in the United States or a non-foreign area, expenses may be authorized for transportation of the remains from place of death to the employee's authorized separation address. Transportation of remains to any other place in the United States or its territories as designated by the next-of-kin may be done on a cost-construct basis against the authorized separation address, by surface, or by air.

c.  For Civil Service employees, refer to FTR, chapter 303.

14 FAM 536.2-2  Family Travel Expenses

Expenses may be authorized for the travel of the family from the last place at which dependents resided and traveled at U.S. Government expense, to any place in the United States designated by the next-of-kin as separation residence or place of interment.  For travel to foreign countries, see 14 FAM 536.2-4 .

14 FAM 536.2-3  Transporting Effects

Expenses may be authorized for the transportation of effects from the last post of assignment, and safe haven if effects are located there, and from any place where effects are stored at U.S. Government expense, to separation residence designated by the next-of-kin.  For transportation to foreign countries, see 14 FAM 536.2-4 .

14 FAM 536.2-4  Foreign Destinations

Actual authorized expenses may be authorized for travel, transportation of effects, and/or shipment of remains to a foreign country and are allowed up to the constructive cost to place last designated by employee as separation residence.  Place of interment may differ from residence for travel and transportation of family.  When one location or the other is in a foreign country, this does not limit the next-of-kin's discretion in designating an authorized location in the United States for either interment or travel and transportation of family.  Authorized expenses may be incurred at any time within 12 months following the date of death, unless the time limitation is waived by the GTM/EX Director or USAID Executive Officer for USAID staff.

14 FAM 536.3  Family Member Death

a. This section applies when the employee is assigned abroad or is on domestic assignment.

b. Actual expenses may be authorized for round-trip travel of a family member and for transportation of remains to the separation address or on a cost-constructive basis to any other point in the U.S. or foreign country.

14 FAM 536.3-1  Expenses in Connection with Remains

See 14 FAM 536.2 .

14 FAM 536.3-2  Family Travel Expenses

Travel expenses are authorized for an employee or an eligible dependent to accompany the remains of a family member to the place of interment in the United States or abroad and return to the duty station (see 3 FAM 2550 ).

14 FAM 536.3-3  Transporting Effects

Transportation of effects is not authorized in connection with a family member death.

14 FAM 536.4  Travel and Transportation Expenses Authorized in Connection with Deaths of Locally Employed (LE) Staff when in Temporary Duty (TDY) Travel Status

Travel and transportation expenses are authorized when a LE Staff dies at a post abroad to which that LE Staff has traveled at U.S. Government expense.  Types of expenses authorized are detailed below.

14 FAM 536.4-1  Expenses in Connection with Remains

Expenses in connection with remains are authorized only as prescribed by 5 U.S.C. 5742, and within made available to the post.  The chief of mission must determine the payments to be made.

14 FAM 536.4-2  Transportation of Effects

Transportation of effects is authorized from the TDY post where death occurred to the LE Staff's post of employment.  Payments are to be made from allotments made available to the post.

14 FAM 537  through 539 unassigned

IMAGES

  1. Overseas PCS Survival Guide

    overseas pcs travel days

  2. PCS Overseas Checklist: A Military Moving Guide for Families

    overseas pcs travel days

  3. Overseas PCS Part 2: What to Pack

    overseas pcs travel days

  4. Overseas PCS Part 1: Express Shipment

    overseas pcs travel days

  5. PCS Travel Days: The Ultimate Guide to Making the Most of Your Trip

    overseas pcs travel days

  6. Planning Your Overseas PCS

    overseas pcs travel days

VIDEO

  1. এখনো চলছে ফেরিডুবির উদ্ধার অভিযান, কাজ করছে রুস্তম

  2. “From Marrakech to Merzouga: Our Epic Desert Journey”

COMMENTS

  1. Permanent Change of Station (PCS) OCONUS

    An Overseas PCS, much like everything else in the Army, is a process. ... The MALT Rate per authorized POC is $.22/mile for PCS travel beginning on or after 1 July 2022. ... TLE Reimbursement is limited to 14 days for a CONUS to CONUS PCS. TLE Reimbursement is limited to five days to/from an OCONUS PDS *Lodging at OCONUS locations may be ...

  2. PDF PERMANENT CHANGE OF STATION (PCS) FACT SHEET

    Calculation of Standard CONUS Per Diem: (Effective 1 Oct 19) Drivers of vehicles moving on different days receive $151.00 per travel day. If traveling by "convoy", a second driver counts as a family member. Family member(s) 12 years or older receive $113.25 and family member(s) under 12 receive $75.50 per travel day.

  3. Computation Examples

    PCS Travel Time Computation when Travel Is by Mixed Modes-1,000 mi ; ... Consecutive Overseas Tour (COT) Leave (050812) Monetary Allowance in Lieu of Transportation (MALT) for Permanent Duty Travel - Multiple Travelers Using the Same Privately Owned Vehicle (POV) (050203.B1)

  4. En Route Travel

    One travel day is allowed for each 350 miles using the most direct route. If the additional distance is over 50 miles after dividing the total mileage by 350, one additional travel day is allowed. When the total official distance is 400 or fewer miles, 1 day of travel time is allowed. No per diem is allowed for travel less than 12 hours.

  5. PDF PERMANENT CHANGE OF STATION (PCS) FACT SHEET

    Official Travel Time: Generally, 1 day of travel time is allowed for each 350 miles of official distance of ordered travel. If excess is 51 miles or more after dividing the total number of miles ... c. Soldiers PCS'ing Overseas- paid up to five (5) days TLE at Fort Leonard Wood. Inbound from OCONUS, TLE authorized is 10 days. d. CONUS to ...

  6. PDF 2023 PCS TRAVEL HELP SHEET

    The mileage rate is $0.22 per mile, per authorized vehicle. The TDY mileage rate is $0.625 per mile. Authorized travel days are computed by official mileage. The first day of travel is 400 miles, each additional day is 350 miles. PER DIEM is a flat rate paid to the service member and a percentage paid to dependents for meals and lodging in route.

  7. Figuring Your PCS/OCONUS Travel Expenses

    Figuring Your PCS/OCONUS Travel Expenses. For a PCS move, you may be reimbursed for travel and transportation expenses incurred during the allowable travel days en route from the old duty station ...

  8. Permanent Change of Station (PCS) Travel Orders

    Mail - DFAS Rome, Attn: Travel Pay, Civilian Relocation, 325 Brooks Road, Rome, NY 13441. When filing your claim, provide a copy of PCS travel orders, all airline tickets, taxi fare receipts, passport fees, and immunization fees with your travel voucher. Reimbursements are subject to federal, state, and local taxes.

  9. Permanent Change of Station (PCS) Returning from Overseas

    Complete form DD 1351-2 Travel Voucher (PDF). Upload form to the Defense Finance and Accounting Service (DFAS) Voucher Direct , or send civilian relocation vouchers to DFAS Rome via: Fax - 216-367-3422. [email protected]. Mail - DFAS Rome, Attn: Travel Pay, Civilian Relocation, 325 Brooks Road, Rome, NY 13441.

  10. 11 Things to Know Before Your Overseas PCS Move

    5) The packing crates. One unique aspect of an overseas move is that all of your boxes will be crated and sealed shut and require the sponsor's signature. On the receiving end, it's important ...

  11. Joint Travel Regulations

    Joint Travel Regulations. The Joint Travel Regulations (JTR) implements policy and law to establish travel and transportation allowances for Uniformed Service members (i.e., Army, Navy, Air Force, Marine Corps, Space Force, Coast Guard, National Oceanic and Atmospheric Administration Commissioned Corps, and Public Health Service Commissioned Corps), Department of Defense (DoD) civilian ...

  12. Permanent Change of Station (PCS) OCONUS

    Permissive Temporary Duty (PTDY): If you are retiring you may be authorized up to 20 days of Permissive TDY (See AR 600-8-10 for clarification or for approval speak to your Command). The approving authority for PTDY of ten days is an LTC or above, if more than 10 days, COL or above. AR 600-8-10 paragraph 5-35G states: "Transition PTDY may be used in increments (not to exceed days as ...

  13. PDF Common PCS and Travel Scenarios for Soldiers, DA Civilians, and

    The PCS Voucher is processed when the Soldier completes travel to the gaining duty station (OCONUS). Upon return to losing duty station, report to unit, visit servicing MPD to determine new report date and issue amendment as required. Upon receipt of amended orders, visit servicing finance office to take the Soldier out of in-transit status.

  14. PCSing Overseas: Checklist & Monetary Entitlements

    It typically allows for 10 days that you can split in any way between duty stations. Ex: 3 days at losing station and 7 days at gaining station. However, only 5 days are currently allowed at the losing station when going overseas. (For more information and updates, view the Joint Travel Regulations (JTR) 050601)

  15. Permanent Change of Station (PCS) OCONUS

    An Overseas PCS, much like everything else in the Military, is a process. ... The MALT Rate per authorized POC is $.22/mile for PCS travel beginning on or after 1 July 2022. ... TLE Reimbursement is limited to 14 days for a CONUS to CONUS PCS. TLE Reimbursement is limited to five days to/from an OCONUS PDS *Lodging at OCONUS locations may be ...

  16. PCS Orders Overseas

    Follow procedures in MILPERSMAN Articles 1300-300 through 1300-306 and 1300-316 for overseas screening and dependent entry approval. b. Advise member not to ship household goods and privately owned vehicles until successfully screened. c. Ensure member has a completed and documented HIV test within 24 months of detachment.

  17. Civilian Permanent Change of Station (PCS)

    The Week of Monday, March 11, 2024 processing times are averaging 11 - 14 business days with up to 3 additional business days for deposit to your financial institution. Announcements Civilian Relocation Debt Notification - If you incur a travel related debt, a letter will be sent through e-billing that will allow you to pay the debt in 30 days ...

  18. PDF Tour Lengths and Tours of Duty OCONUS

    change of station (PCS) allowances for an overseas assignment, as specified in the Joint Travel Regulations paragraphs 030302 or 032301, are not required to serve the established tour length for the country or overseas area where assigned. See DoDI 1315.18. 4. Key Billets. For key billet policy and assignment procedures see DoDI 1315.18 and

  19. PDF PCS ENTITLEMENTS & OVERSEAS ALLOWANCES

    30 - 45 days out for OCONUS moves - EODs must be set at the beginning of a new pay period (Sundays) for current federal employees and may be set on any weekdays for first duty hires - The earliest date you can arrive in country is the EOD on the PCS orders. • TRAVEL TIME - Employee should begin official travel on first duty day ...

  20. PCS Information

    PCS Entitlements for Active Military Service Members. When completing a PCS move, you will in-process with your local pay office who will help answer any of your entitlement questions. Monetary Allowance in Lieu of Transportation (MALT) Plus (Per Diem) Temporary Lodging Expense. Dislocation Allowance. Personally Procured Moves. Dependent Travel.

  21. Military PCS Allowances

    You will be authorized one day of per diem for each 350 miles of official distance. For more information about mileage reimbursement, see our PCS: How to Calculate Mileage Rates page. Per diem ...

  22. Military Family OCONUS Move Checklist

    An overseas PCS requires lots of preparation. Fortunately, Military OneSource and the military Relocation Assistance Program have all the resources you and your family need to master your OCONUS move. From finding housing to scheduling shipments, packing tips, financial readiness, the Exceptional Family Member Program, school liaisons, sponsorship and more — we have the overseas relocation ...

  23. 14 FAM 530 OFFICIAL TRAVEL

    This includes permanent change-of-station (PCS) and transfer moves. 14 FAM ... Time in travel status should be minimized to the extent possible to obtain a visa or reset residency permissions at the most cost-effective point to post. ... Form IA-34-A is used for authorizing TDY travel; Form JF-144 is used for overseas correspondence travel. 14 ...

  24. Official MapQuest

    Do you want to know how far you are going to travel and how much gas you will need? Use MapQuest's mileage calculator to estimate the distance, time and fuel cost of your trip. You can also get directions for driving or walking, and see live traffic and road conditions along the way.