July 20, 2020 —
R 171707 JUL 20
FM COMDT COGARD WASHINGTON DC//CG-1//
SUBJ: COVID-19: HDP-ROM AND OTHER PAY AND ALLOWANCE POLICY ADJUSTMENTS
A. U.S. Code, Title 37, Section 352
B. COMDT (CG-13) memo 7220 of 03 APR 2020
C. Coast Guard Pay Manual, COMDTINST M7220.29 (series)
D. Joint Travel Regulations (JTR)
E. COMDT (CG-1111) Memo 4061 of 14 APR 2020
F. COMDT COGARD WASHINGTON DC 061509 SEP 19/ACN 104/19
1. PURPOSE. This ALCOAST formally authorizes, as of 03 April 2020, HARDSHIP DUTY PAY-RESTRICTION OF MOVEMENT (HDP-ROM) per REFs (A) and (B), and other temporary policy changes for several travel allowance changes in REF (D), Food Service policy per REF (E), and certain Special & Incentive (S&I) pays authorized in REFs (C) and (F) as part of the overall military effort to support our members and their families during the COVID-19 pandemic. The Pay and Personnel Center is now processing these claims in accordance with the following guidelines and procedures.
2. HDP-ROM DISCUSSION. Separate from lodging and per diem-based entitlements listed in this ALCOAST below, HDP-ROM covers situations where members are not in a travel status. HDP-ROM eligible scenarios would also include members in the Accession Pipeline (undergoing Basic Training and any additional training immediately following Basic Training) who do not have a permanent duty station (PDS) and are not entitled to per diem at training duty locations. Therefore, members at their PDS who are not currently in a travel status, including those who have returned from deployment or Temporary Duty (TDY), and those in the Accession Pipeline may be eligible for HDP-ROM if they meet all of the conditions in this ALCOAST. Members not covered under HDP-ROM, but likely covered under another entitlement listed below, would include members that are performing Permanent Change of Station (PCS) or TDY away from their PDS. This also includes members under PCS-TEMDUINS orders from a PDS to a Class “A” school of less than 20 weeks duration or TDY if over 20 weeks (ex. aviation Class A Schools).
3. HDP-ROM POLICY.
a. Effective 03 APR 2020, active duty members ordered by their command to restriction of movement or quarantined due to exposure or suspected exposure to COVID-19 may be authorized HDP-ROM. Specifically, members eligible for HDP-ROM are those directed by their command to remain under quarantine or isolation:
(1) In facilities or lodging that is not provided by the U.S. Government (government-owned or leased) without charge (or rent) and is not their personal residence at the member’s PDS; and
(2) If such members are required to pay out-of-pocket for the cost of their lodging without full or partial reimbursement (e.g., any travel allowance lodging reimbursement).
b. Members eligible for HDP-ROM will be paid $100 per day while in ordered quarantine or isolation not to exceed $1,500 per calendar month. HDP-ROM may be paid in addition to any other assignment and special duty pay to which a service member may be authorized.
c. Under unusual and compelling circumstances that require a member to remain in ordered quarantine or isolation more than 15 days under the conditions specified in this ALCOAST, the commanding officer may authorize additional days of HDP-ROM, not to exceed the actual number of days a member remains in quarantine or isolation.
4. HDP-ROM PROCEDURES.
a. Members may apply for HDP-ROM through their unit Personnel and Administration (P&A) office to their Servicing Personnel Office (SPO). Applications must be accompanied with the following documentation:
(1) Copy of order directing member into quarantine/isolation or restriction of movement. Such orders must include the beginning and ending dates of quarantine/isolation.
(2) Statement from member that they are required to pay out-of-pocket for the cost of their lodging without full or partial reimbursement.
(3) Copy of the invoice for the quarters paid for out-of-pocket. Invoices or receipts for lodging with friends or family are not acceptable.
b. Unit P&A offices will review HDP-ROM applications for compliance with the conditions of eligibility and completeness and forward the applications to the unit’s SPO.
c. SPOs will submit HDP-ROM applications to PPC as a customer care ticket. Payment is authorized in arrears for the ordered ROM quarantine/isolation period.
d. HDP-ROM Responsibilities:
(1) Commanding officers must explain HDP-ROM conditions of eligibility to applicants and make sure they understand their payment and the duration that HDP-ROM is authorized.
(2) Unit P&A offices and SPOs must monitor the start and stop dates for HDP-ROM paid to eligible personnel and make timely submission of stop requests to avoid inadvertent overpayments.
(3) Members authorized HDP-ROM are responsible to carefully monitor their Semi- Monthly Statements of Income (pay slips) available thru Direct Access self-service and advise their commands and unit P&A offices if it appears they are in receipt of HDP-ROM more than the number of days for which this pay was authorized for them. If the member is aware of any overpayment, they must set aside amounts they suspect are erroneously paid for eventual refund to the Coast Guard. Email email@example.com with any questions or concerns with HDP-ROM in the Subject line.
5. OTHER PAY AND ALLOWANCE POLICY ADJUSTMENTS: The following concerns temporary policy changes for several travel allowance changes in REF (D), Food Service policy per REF (E), and certain Special & Incentive (S&I) pays authorized in REFs (C) and (F).
6. Effective 01 APR 2020 and until further notice, the JTR REF (D) has been updated to include an ISOLATION ALLOWANCE for PCS/TDY travelers ordered into quarantine due to illness or known exposure to COVID-19. The vast majority of members will proceed directly to their new units and check-in. Isolation Allowance should only be authorized for members and family ordered to quarantine by the member’s command before arriving at their new unit, and must be based on known COVID-19 illness or exposure. Commands must make this decision in consultation with a military medical officer. PCS travel in and of itself does not require a command to order a member into quarantine, even if there are blanket state or local quarantine orders in effect. If a unit commander intends to order a member and their dependents into quarantine based only on state and local quarantine policies and not on known illness or exposure in consultation with a military medical officer, they must seek approval from the first Flag Officer or SES in their chain of command. An ordered quarantine is an authorized delay en route and is conducted prior to checking into a member’s new unit and prior to the use of Temporary Lodging Expense (TLE)/Temporary Lodging Allowance (TLA). Members ordered into quarantine are authorized the standard travel per diem for this 14-day period and will require an amendment to PCS orders, prior to checking into the new PDS.
7. The requirement to order personnel into COVID-19 quarantine or isolation has prompted adjustments to the Coast Guard’s Food Service Program policy to allow members to receive meals without charge.
a. Per REF (E), a member (officer or enlisted) ordered into unit Unaccompanied Personnel Housing (UPH) (barracks or shipboard quarters, including MWR-operated quarters) for COVID-19-related isolation or quarantine may be provided meals without charge if the unit has an operating dining facility.
b. This authorization applies to members assigned to UPH at or near their PDS, on a TDY order, or PCS-TEMDUINS order. Members on a TDY or PCS-TEMDUINS order must enter no-charge meals during that period as deductible meals on their travel claims.
c. Meals provided without charge per REF (B) do not affect a member’s entitlement to BAS; however, enlisted personnel provided meals under this authority are not eligible for BAS-II per Sec. 3.A.5. of REF (C).
d. Enlisted members assigned to UPH for quarantine/isolation and otherwise subject to automatic pay account deductions for meal charges (e.g., sea duty or CG Class “A” Schools) are hereby authorized to have those deductions suspended while in ordered quarantine or isolation. Automatic pay account deductions for meal charges will resume when these members return to duty where CG dining facilities provide meals and these deductions would normally be in effect.
e. Contact unit P&A offices for assistance with travel claims and suspension or resumption of automatic pay account deductions for meals for sea duty or Class “A” School assignments.
8. Increased use of existing Basic Allowance for Subsistence type II (BAS-II) authority for affected active duty enlisted personnel may be requested from COMDT (CG-1332) for members not undergoing Basic Training that reside in UPH or locally-contracted lodging while ordered to quarantine or isolation. Members may qualify for this allowance if they:
a. Do not have access to an Appropriated Fund Dining Facility for meals or otherwise are not provided meals without cost to themselves;
b. Do not have adequate food storage and preparation facilities in the UPH/lodging to which ordered; and
c. Are not authorized a meal per diem. Submit memo requests as an email attachment to firstname.lastname@example.org with BASII in the subject line.
9. When operational constraints imposed by COVID-19 concerns restrict members authorized certain S&I pays from performing the duties required for continued eligibility for those special pays, there may be cause for the continuation of certain Special and Hazardous Duty Pays. Waivers of performance requirements may be granted by the first O-6 in the chain of command for members who, but for the effects of COVID-19 that impose restrictions on operations or training opportunities to complete those requirements, would otherwise be eligible for:
a. Diving Duty Pay per Sec. 4.G. of REF (C), or
b. Special Duty Pay or Assignment Pay per Sec. 4.I. of REF (C)
c. Flight Crew Pay, Non-Crew Flight Pay, Flight Deck Hazardous Duty Pay, or Vessel Boarding-Search & Seizure Pay (VBSS) per Ch. 5 of REF (C).
10. Commanding officers must explain conditions of eligibility to members that benefit from the COVID-19-related policy adjustments in this directive and make sure they understand their payment conditions and the duration of any special payments that have been authorized for them. Unit P&A offices and SPOs must monitor the start and stop dates for time-limited payments to eligible personnel and make timely submission of stop actions to avoid inadvertent overpayments. Members are responsible to carefully monitor their Semi- Monthly Statements of Income (pay slips) available thru Direct Access self-service and advise their commands and unit P&A offices if it appears they are in receipt of payments in excess of the periods that are authorized. If the member is aware of any overpayment they must set aside amounts they suspect are erroneously paid for eventual refund to the Coast Guard.
11. For more information on isolation allowance or other COVID-19 related pay and entitlements see the article, “New pay and allowances to help you through COVID-19” at: https://www.uscg.mil/Coronavirus/PCS. If any questions or concerns, contact:
a. HDP-ROM: COMDT (CG-1332), Compensation@uscg.mil
b. Isolation Allowance: Mr. Webb Moore, Harrison.W.Moore@uscg.mil or via Skype IM.
c. COVID-19-Related Dining Facility Meals without charge: CWO Mike Kreider, Mike.D.Kreider@uscg.mil or via Skype IM.
d. BAS-II: Mr. Peter Bekken, Peter.Q.Bekken@uscg.mil or via Skype IM.
e. Continuation of Certain Special and Hazardous Duty Pays: Mr. Cliff Samuel, Clifford.L.Samuel@uscg.mil or via Skype IM.
12. RADM J. M. Nunan, Assistant Commandant for Human Resources, sends.
13. Internet release is authorized.