Evacuation Travel Voucher Assistance

TROPICAL STORM KAREN COST CENTER ACCOUNTING GUIDANCE:

Cost Center: 79862

Accounting String:

Units are to use their own accounting line along with the cost center 79862. "KAREN" is to be used as the project ID.

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Quick Pick List of Topics on this page:

Example Dependent Evacuation Travel Order (PDF)
Example Dependent Evacuation Travel Claim (PDF)
Guidance for Approving Officials
JFTR - CONUS Evacuation Entitlements Update
References
Resources
Evacuation, what is it?
Funding Issues
Evacuation Travel Orders
Examples of Evacuation Order Statements
Upon Completion of Evacuation
Claiming Reimbursement
Processing Assistance
Travel Voucher (DD Form 1351/2) (PDF File Format)

 

Guidance for Approving Officials

AO E-NEWSLETTER / HURRICANE / EVACUATION ORDER GUIDANCE

Guidance for Coast Guard Evacuating Units

Approving Officials,

In light of Tropical Storm Chantal kicking off the 2013 hurricane season, it is once again time to send out guidance to Coast Guard Units that may find it necessary to evacuate this season.

Guidance for evacuation orders is provided in the Personnel and Pay Procedures Manual, chapter 2.B.24. Pass this information on to those who are preparing evacuation orders for dependents and government employees/dependents. Guidance for government employees is located in the Q&A for Civilian Employees Affected by Emergency Situations http://www.uscg.mil/ppc/travel/civilianevac.pdf. When the claim is mailed to PPC, please allow an additional ten days for the Finance Center to issue the payment, advise the dependent who is issued an order to sign-up for Electronic Funds Transfers at https://www.fincen.uscg.mil/secure/enrollment_form.htm, this will decrease the time for payments and avoid issuing checks. As a reminder, military members are issued TDY orders; dependents are issued their own evacuation orders with their own tono (children under the age of 21 may be listed under the spouse's orders).

Information for evacuations within CONUS is released by the responsible official designated by paragraph U6051-B, JFTR. The message announcing the evacuation will designate the safe haven location, PPC shall be copied on all safe haven location message traffic. The evacuation applies to dependents residing in the vicinity of the member's PDS or at an authorized designated location. It also applies to dependents en route to establish a residence with the member and to dependents residing in the vicinity of the member's old or new PDS.

PPC Travel will accept an official Coast Guard message or memo signed by the District Commander or CG-12 to process the evacuation claims. The decision of the local civil official to evacuate an area is not sufficient. The appropriate military official must authorize/order an evacuation as local evacuation allowances can only be paid as of the date the evacuation is ordered/authorized. Per JFTR U6052-D, the message or memo shall specify the evacuation termination process.

The Joint Federal Travel Regulations, Volume 1, Chapter 6 is the regulatory guidance for military family evacuations. Uniformed members are not evacuated; they may be issued orders for temporary duty (TDY) or permanent change of station (PCS) as required. Reserve component members who are not on active duty are not authorized evacuation or TDY orders. Questions and answers for civilian employees affected by emergency situations may review the following guide at http://www.uscg.mil/ppc/travel/civilianevac.pdf.

The processing of evacuees requires patience, tact, and expeditious service. Authorized dependents will be issued a separate tono/order with authorized dependent minors listed in the remarks block of the non-military spouse evacuation order. A CG-4251 or a memo travel order shall be used. The order shall contain the dependency dates; date of marriage, date of birth, and reflect the evacuation/safe haven location, as appropriate. The sponsor's name/EMPLID shall be listed in the remarks section of the dependent evacuation order.

Dependent transportation tickets may be charged to the centrally billed account using the travel order when travel is arranged through the Travel Management Center (TMC) contractor, SATO. Use of the uniformed member's travel charge card is not authorized and would constitute misuse. The toll free SATO Service Center phone numbers are: Hawaii, Guam, Singapore, and Japan - 1-877-666-1304, all others - 1-800-753-7286.

In the case of uniformed members who are single parents or member to members with minor children, the Approving Official may determine if the member should accompany dependents as escorts. A person may travel under an official travel authorization/order as an escort for a dependent evacuated under Chapter 6, Part A of the JFTR who is incapable of traveling alone (IAW JFTR, Par. U6004-H) between the member's PDS and safe haven or designated place. The minor dependents shall be listed on the escorts or member's orders with all pertinent information. Married members who are both assigned in an area that is being evacuated shall be given their own set of TDY or PCS orders.

Advances for evacuees will be paid to the dependents the orders are issued to. To request advances use the SF-1038 form (under their SSN) with a signed copy of the orders, fax to the Pay and Personnel Center at (785) 339-3775. It is recommended to request advances no more than 80% of the travel entitlements; this will help in reducing potential overpayments.

All dependent evacuation claims shall be submitted on DD Form 1351-2 using their SSN, clearly annotated as a dependent evacuation claim, and submitted by mail to the Pay and Personnel Center. The sponsor cannot sign a dependents travel claim when the orders were issued to the dependent. Claims should be submitted every thirty days; dependents (non access to the CG network) cannot submit claims via TPAX. Units shall assist evacuees with claim preparation. Each evacuee shall be asked about advances or previous payments received. All advances or previous payments associated with an evacuation claim must be disclosed upon submission of any evacuation claim in order to avoid duplicate payments in accordance with the JFTR, Chapter 1, Part A, para U1000.D. To verify travel advance payments visit the Coast Guard Finance Center Travel Payment Application at (https://www.fincen.uscg.mil/secure/TP_menu.htm or http://cgweb.fincen.uscg.mil/travelPmt). Each claim submitted must have an original hand written signature in blue ink by the traveler and Approving Official. The order must be an original with the Approving Official's hand written signature in blue ink or a copy of the approved order certified as a true copy.

Evacuation Orders in excess of 30 days: JFTR U6005.D provides guidance on the reduced per diem for military dependents.

For civilian evacuations, please refer to Section C.c.7 of the following guide at: http://www.uscg.mil/ppc/travel/civilianevac.pdf.

Mail Claims to:
Commanding Officer (Travel)
Evacuation Travel Claims (TST)
Coast Guard Pay & Personnel Center
444 S.E. Quincy Street
Topeka KS 66683

If the traveler is overpaid, PPC will mail a debt letter to the address provided on the Travel Voucher DD-1351-2. The traveler has 30 days from the date of the letter to make payment in full, or the indebtedness will be referred to the U.S Treasury for collection.

When the member returns from a safe haven location with one or more dependents, all evacuation allowances cease for the entire family regardless of the location of other dependents. COMDT (CG-1222) may direct the early return of dependents, and termination of evacuation allowances, in certain areas before the evacuation period termination date. When requested through the member's chain of command, COMDT (CG-1222) may authorize one or more of the dependents to remain at the evacuation safe haven location with appropriate allowances.

Listed below are examples of the Dependent Evacuation Documents.

CWO2 KURT KOLAR
COAST GUARD PAY & PERSONNEL CENTER
TRAVEL BRANCH CHIEF
444 S.E. QUINCY STREET
FEDERAL BLDG
TOPEKA, KS 66683-3591 Fax: 785-339-3775


CONUS Evacuation Entitlements Update

The following immediate change to the JFTR was recently posted:

SUBJECT: CONUS Evacuation Rewrite
SYNOPSIS: Simplifies the language in JFTR, Chapter 6, Part B. It also makes the following changes or clarifications:

a. Changes "per diem" to "safe haven allowances" (throughout).
b. Adds that an oral evacuation authorization must be confirmed in writing (par. U6050-E).
c. Clarifies that sorting, repacking and shipment of HHG for a temporary withdrawal or split shipment is at Government's expense (par. U6056-C).
d. Allows reimbursement of an unexpired lease (up to 30 days), when authorized to return to the PDS or move to a designated place (par. U6054-B3). (Currently in DSSR 632.4 (c) for employees.)
e. Changes local travel allowances from discretionary and changes the words "in absence of a POV" to "when unable to drive a POV" to enable a family to use the allowance to purchase a used car or reimburse for the use of a relative's car (par. U6055).
f. Authorizes HHG transportation for dependents who convert the safe haven to a designated place (par. U6056-D3).
g. Clarifies that all dependents are authorized safe haven allowances - including those who turn 21 at the PDS or safe haven (par. U6054-A).
h. Clarifies that a dependent of a deceased member is authorized safe haven allowances if the member dies after the evacuation is authorized/ordered but before the dependent is evacuated from the PDS, or dies while the dependent is in an evacuation status from there.


References:

A. Chapter 6, Joint Federal Travel Regulations (JFTR)
B. Paragraph U4125, JFTR
C. COMDTINST M12570.4 Civilian Personnel Travel Management PGM
D. 5 CFR 550.401-408
F. Personnel & Pay Procedures Manual, PPCINST M1000.2(series), Sec. 2.B.24

Resources:

Military...COMDT (CG-1332)...202-475-5395
Civilian...COMDT (G-121)...202-475-5351
Reserve...COMDT (G-131)...202-475-5435
Funding...COMDT (CG-8)...202-372-3577

Evacuation, what is it?

Evacuation is defined in part B of reference (A). Evacuation must be caused by unusual or emergency circumstances such as war, riots, civil uprising or unrest, adverse political conditions, denial or revocation by a host government of permission to remain, national or natural disasters, epidemics, or similar conditions of comparable magnitude.

Evacuation authorizations can only be given by area, district or MLC commanders, or designated representatives, when advised by local authorities to do so (emergency management or civil defense, etc.). This official determines whether a limited or full evacuation is required.

  1. Full evacuation defined -- the authorized/ordered movement or departure of dependents from one area to another (both areas may be in the same city or each may be in a different city). Primarily used where geographic areas expect or suffer extraordinary storm damage.
    OUTCONUS Settlement: U6004 Transportation, U6005 Per Diem, U6006 Local Travel
    INCONUS Settlement: U6053 Transportation, U6054 Per Diem, U6055 Local Travel
  1. Limited evacuation defined -- the authorized/ordered movement of member’s dependents from their residences to the nearest available accommodations which may be government quarters). Used primarily for the temporary avoidance of severe weather (hurricanes, floods, ice storms, etc.)
    INCONUS Settlement: U6051-E Defined, U6053-I Transportation, U6054-D Per Diem

In either case, this official then must designate:

This critical information is normally released via message traffic.

Funding Issues

Evacuation entitlements only apply to dependents, per reference (a), and COMDT (CG-8) will reimburse dependent travel expenses. COMDT (CG-8) will not issue travel order numbers (TONO). Instead area, district and MLC units will provide travel order guidance to the effected units, funding all entitlements for dependents from their AFC-30 accounts (see required format below; TONOs will be doc-type 11 unless the duration exceeds 21 days). The individual area, district or MLC will manage their own expenses and provide COMDT (CG-8) with a single request for reimbursement for dependent travel expenses. Use this accounting string format, providing unit data at asterisk (*):

Tono: 11 (or 13)/ ** /23/ * / * / ** / ***

Acct: 2 / * / *01 / 1** / 30 / 0 / ** / 79872 / 2108.

Example: Hurricane IKE Accounting String

2/8/801/108/30/0/XX;
COST CENTER 79851;
OBJECT CODE 2108;
PROJECT: IKE.

For active duty personnel: If considered necessary by the order issuing official, any active duty member ordered to vacate their permanent duty station (PDS) will be issued doc-type 11 TONO/acct (TDY) or doc-type 13 over 21 days and incremental claims will be submitted. Units will fund travel expenses for their active duty personnel under TDY orders out of their own AFC-30 account. Note that an active duty member is not entitled to Per Diem for travel or TDY performed within the local area of the PDS unless its required.

For civilian employees and their dependents: The Coast Guard usually issues evacuation orders. It is recommended that employees be placed on TDY orders when directed from their safe haven to a work site (other than their permanent duty location).

Dependents of reservists recalled to active duty are eligible for reimbursement of their travel expenses by COMDT (CG-8) due to an authorized evacuation, provided depns are located within the evacuation region. Depns of reservists become ineligible for reimbursements for travel expenses associated with the evacuation once the reservist exits active duty and returns to a selected reserve (SELRES) or inactive ready reserve (IRR) status.

Evacuation Travel Orders

Please Section 2.B.24 of the Personnel & Pay Procedures Manual, PPCINST M1000.2(series) for additional guidance on evacuation orders and claims.

Examples of Evacuation Order Statements:

These are examples of statements that should be placed on every set of evacuation orders.

  1. This evacuation has been authorized by competent authority per (reference the authority by date/time group of the area or district message authorizing the evacuation).
  2. Most likely, evacuation travel orders will be prepared after-the-fact. Units can use the standard travel order, forms CG-5131 or CG-4251, or take advantage of word-processing equipment by preparing " letter orders." evacuation travel order should contain the following data:
  1. This evacuation has been authorized by competent authority Per [DTG of area/district/rep message authorizing evacuation].
  2. Reason for ordered evacuation (i.e., hurricane Ike).
  3. Effective date of evacuation is: (enter start date). Note: evacuation entitlements are not authorized prior to date of official evacuation notice or beyond its cancellation.
  4. Effective date terminating is evacuation: (enter end date). Note: unauthorized early return from a safe haven to The PDS area will jeopardize evacuation travel and Transportation entitlements.
  5. Designated safe haven is: (state, city, county). Note: be specific -- locality name determines Per Diem rate.

    Note: Travel to a location other than the named safe haven site must be authorized on the order or by amendment thereto.

  6. The following dependents are authorized travel and transportation entitlements: (list names, relationship to sponsor and dates of birth). Note: dependents age determines percentage of Per Diem authorized.
  7. Authorized mode of travel: (POC, bus, air, rail, etc.)
  8. Special instructions or amendments to an evacuation travel order: clearly explain or outline any unique circumstances that require additional explanation for full settlement: some examples are:
  • authorized different safe haven upon a unique and written request from the member, as approved by competent authority.
  • authorized evacuation of a dependent at school who is within the designated evacuation area.
  • authorized extension of entitlements due to non-availability of water, power, etc. At a dependent residence.

Upon Completion of Evacuation:

Return to PDS, ensure the travel voucher is completed promptly. The member’s Name, Grade and SSN are to be used on both the member’s claim and the dependent’s.

NOTE: For every TONO issued there must be a corresponding travel voucher to liquidate the expenses. Therefore, two separate claims must be prepared and submitted if two TONOs were issued to a family.

Claiming Reimbursement:

  • Receipts for expenses of $75.00 and greater are required.
  • Receipts for lodging in any amount are required.
  • Receipts for meals, food, misc., are not required in lieu of the meals and incidental expenses (M&IE) Per Diem allowed.

Processing Assistance:

Should you need further assistance PPC Customer Care can assist both order issuing activities and Coast Guard Travelers.

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Last Modified 10/4/2013