Skip Navigation

Evacuation Travel Voucher Assistance

USA.gov Update
After the Storms

  • » After the Storm -- for victims of the hurricane returning home, a wealth of information on disaster assistance, safe return, staying healthy, more

  • » Find Family and Friends -- safe and well registries, shelters, re-entry maps, more

  • » Donate and Volunteer -- for those of us who can help with money, goods, or time, there are lots of opportunities

Quick Pick List of Topics on this page:

Example Dependent Evacuation Travel Order (PDF)
Example Dependent Evacuation Travel Claim (PDF)
Guidance for Approving Officials
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)

 

Travel Newsletter / Hurricane / Evacuation Order Guidance 2015

Guidance for Coast Guard Evacuating Units

Print this article

Preparedness for the hurricane season requires a review of evacuation entitlement as well as the evacuation manual claim submission process. This overview is intended to summarize the important points but not to replace guidance provided by the references listed below. If you have any questions please contact your travel manager or travel approving official.

References:

Here are a few evacuation terms which determine the entitlement provided to evacuees based upon the temporary or permanent nature of the evacuation event:

Evacuations are the authorized/ordered movement from a specific CONUS or OCONUS area, when authorized/ordered by the Area/District Commander or CG-1332.

Limited Evacuations are the authorized/ordered movement from a CONUS residence to the nearest available accommodations when authorized/ordered by the Area/District Commander or CG-1332.

Safe Havens are separate journey locations anywhere in the world named in evacuation orders as destinations for temporary relocation to specific localities, areas or as a specific distance radius. If CONUS is the named safe haven in the evacuation order then an evacuee, upon arrival at the CONUS Port of Debarkation (POD), must select the exact CONUS safe haven location to which they are traveling at Gov't. expense. This location must be included on the travel orders. DLA is not authorized.

Designated Places are separate journey locations that evacuated dependents select within the range of possible locations allowed as the place where they should establish a permanent residence when the Area/District Commander or CG-1332 determines that return to the PDS should not take place or is not expected to take place in the near future. This location must be included on the travel orders. DLA is authorized. Fiscal year prohibition does not apply.

The following sections outline how the evacuation event is translated into evacuation entitlement and subsequent evacuation travel claim reimbursement:

Orders: Evacuation Orders and Evacuation Travel Orders.

The decision of the local civil official to evacuate an area is not sufficient to reimburse evacuation entitlement. Message, memo or oral evacuation orders from the Area/District Commander or CG-1332 provide the authorized dates, event location, units involved, safe haven or designated place. It is important that PPC is notified on all evacuation message traffic. Please copy PPC on CGMS message traffic concerning both the official evacuation order and evacuation cancellation.

Military dependents, civilian employees and civilian employee dependents are issued evacuation travel orders based upon the information provided in the evacuation order. 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.

The evacuation travel order must include the sponsor's name and EMPLID, claimant's name and relationship to the sponsor, dependent's date of birth (DOB), spouse date of marriage (DOM), evacuation dates (may not yet have an end date), safe haven or designated place (including a NTE distance radius) and original Approving Official (AO) signature. The TONO for evacuations can be an 11 or 13 document type. Blanket orders are not authorized. When the evacuation is expected to exceed 21 days and incremental claims must be submitted they may be issued a doc-type 13. Authorized adult dependents 18 or older are issued a separate travel order and TONO.

Dependents incapable of traveling alone may require an escort. Active Duty members travel TDY as an escort under the JTR. U.S. Government Civilian Employees travel TDY as an escort under the FTR. Any other persons as escorts are issued an Invitational Travel Authorization (ITA) (see COMDTINST 12570.3 (series)) and reimbursed TDY under the FTR. Authorized dependent minors must be listed on an authorized adult's evacuation travel order.

Travel and Transportation:

Active Duty members ordered to evacuate must be TDY or PCS. TDY may be authorized within the PDS limits for emergency circumstances. Reserve component members who are not on active duty are not authorized evacuation or TDY orders.

Active Duty Military Dependents ordered to evacuate will travel under their own evacuation travel orders and are authorized transportation the same as that authorized for PCS. POC transportation is reimbursed at the PCS mileage rate. Non-command sponsored OCONUS dependents are authorized transportation only - no safe haven allowances.

Civilian Employees ordered to evacuate will travel under evacuation travel orders and are authorized transportation the same as that authorized for TDY. POC transportation is reimbursed at the TDY mileage rate. Employees may be placed on TDY orders by their unit to report for duty at a location other than their safe haven.

Civilian Employee Dependents ordered to evacuate will travel under evacuation travel orders and are authorized transportation the same as that authorized for TDY. POC transportation is reimbursed at the TDY mileage rate. Eligible dependents are defined under 5 CFR 550.402 and FTR 300-3.

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 for dependents 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.

Safe Haven: Safe Haven reimbursement applies while at the Safe Haven.

Dependents and civilian employees age 12 and over are given per diem and M&IE at the rate of 100% for the first 30 days. On the 31st day, the per diem rate drops to 60% of the full rate.

Dependents under 12 are given per diem and M&IE at the rate of 50% for the first 30 days. On the 31st day, the per diem rate drops to 30% of the full rate.

Government mess availability/use has no effect on per diem allowances for dependents.

Entitlements terminate after 180 days unless specified by the District Commander or CG-1332. If dependents are ordered to move to another safe haven, the 180 day clock will restart. Per diem and M&IE allowances terminate the day transportation is first made available to dependents by the District Commander or CG-1332 for return to the PDS unless further delay is authorized for reasons beyond the dependents' control.

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. CG-1332 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-1332) may authorize one or more of the dependents to remain at the evacuation safe haven location with appropriate allowances.

Military dependent travel to a location other than the authorized safe haven without approval will be reimbursed at the Standard CONUS Rate, even OCONUS. Travel to the safe haven and then another location is reimbursed at the safe haven rate with transportation NTE to/from the Safe Haven. There is no provision to reimburse evacuation allowances to civilian employees/dependents who don't travel to authorized Safe Havens.

Local Travel and Miscellaneous Expenses:

Military dependents are authorized local travel allowances paid at a rate of $25.00 per day, per family in the absence of a POV at the Safe Haven. No receipts are required. This allowance is to help offset travel expenses and is NOT a daily allowance. This may not be paid for any day reimbursed a rented motor vehicle. Civilian employees & dependents are not authorized this entitlement as there is no provision for reimbursement.

If an evacuation travel claim contains more than one dependent, the lodging "cap" increases by the appropriate percentage. (e.g.,dependent over 12 + one dependent under 12 = 150% X lodging locality rate). CONUS tax is paid as a reimbursable expense.

Civilian Employees/Dependents and Military Dependents are not authorized miscellaneous TDY reimbursable expenses unless specified by regulation, as they are in an evacuation status.

Military Dependents are limited to the free checkable baggage the carrier allows. Excess accompanied baggage must be authorized/approved by the AO on orders.

Active Duty Members are authorized up to 2 household pets transportation and quarantine reimbursement from a foreign PDS.

Advances:

Advances for evacuees will be paid to the dependents whom the orders are issued to. The dependent who is issued an order must sign-up for Electronic Funds Transfer at https://www.fincen.uscg.mil/secure/enrollment_form.htm as checks are no longer issued by FINCEN. 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. Advances for transportation are provided only for necessary expenses incurred by dependents or civilian employees for travel to and while at the safe haven/designated place or escort travel to and from the safe haven/designated place. Advance DLA may be paid to the dependent designated by the member for dependent(s) travel to the designated place. Advances on travel orders for POV transportation to a designated place or OCONUS POV emergency storage are submitted to FINCEN for processing. Advances may not exceed the estimated amount for 30 days at the safe haven/designated place. It is recommended to request advances no more than 80% of the travel entitlements; this will help in reducing potential overpayments.

Claim Submission:

The evacuation order is necessary to create the travel order and must be included in the manual claim. A cancellation order with termination date must be provided in the manual claim packet if made available. The travel order must be an original with the AO's hand written signature in ink or a copy of the approved travel order certified as a true copy. Units shall assist evacuees with manual claim preparation and advise the dependent who is issued an order to sign-up for Electronic Funds Transfer at https://www.fincen.uscg.mil/secure/enrollment_form.htm as checks are no longer issued by FINCEN.

All dependent evacuation manual claims shall be submitted on DD Form 1351-2 using their SSN, clearly annotated as a dependent evacuation claim. Each claim submitted must have an original signature by both the traveler and AO. The sponsor cannot sign a dependents travel claim when the orders were issued to the dependent. Claims should be submitted every thirty days as applicable. Dependents (non-access to the CG network) cannot submit claims via TPAX.

Each evacuee shall be asked about advances or previous payments received. All advances or previous payments associated with an evacuation claim must be disclosed in block 9 of the claim form upon submission in order to avoid overpayment. To verify travel advance payments please visit the Coast Guard Finance Center Travel Payment Application.

Please allow an additional ten business days for the Finance Center to issue the payment once the claim is mailed to PPC.

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-1332) 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-1332) 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.

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

CWO2 JENNIFER COCKRAM
Coast Guard Pay & Personnel Center
Travel Branch Chief
444 S.E. Quincy Street
Federal Bldg.
Topeka, KS 66683-3591


<

References:

A. Chapter 6, Joint Travel Regulations (JTR)
B. Paragraph U4125, JTR
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 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.

Top of page

Download Plug-Ins: Some of the links on this page require a plug-in to view them. Links to the plug-ins are available below.
Click Here to Download Adobe Acrobat Reader Adobe Acrobat Reader (PDF)
Last Modified 5/20/2015