Hurricane Evacuation Entitlements. And Filing Your Travel Claim

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1 Current as of 15 Sept 2017 Hurricane Evacuation Entitlements And Filing Your Travel Claim 45 th Comptroller Squadron Patrick AFB, FL

2 Know Your Evacuation Entitlements As hurricane season approaches, it s important to know how Team Patrick members and their families will be affected in the event of an evacuation. The 45 th Space Wing Commander may order an evacuation either verbally or in writing. NOTE Only the Installation Commander may approve an evacuation order. The type of evacuation order given will determine who will receive travel entitlements. For instance, if the Commander orders only that Patrick AFB residents need to evacuate, only those individuals actually residing on base will be reimbursed for expenses incurred during the evacuation. Whereas if the Commander directs all personnel residing on the Barrier Islands need to evacuate then of course that would also include Pelican Coast, Satellite Beach, etc. The Wing Commander also has the authority to determine whether you can evacuate to a safe haven location of your choice, to a specific location, or even specify a geographic region. If the Commander orders an evacuation, then affected military, civilian, and non-appropriated fund employees and their dependents (residing with them) in the local area will receive travel entitlements. As with all official travel, current government travel regulations require travelers to exercise prudence in their expenditures and amounts claimed. Although it may take additional time and effort, travelers are expected to search for the least costly hotel accommodations and limit the number of hotel rooms to the absolute necessary. In addition to helping to keep our costs to the lowest levels, this will also allow more hotel rooms for other evacuees. For an evacuation the basic entitlements are: a. Travel. Typically, members will be directed to travel using their privately owned vehicle. In this case, the traveler is reimbursed for the official mileage distance from the permanent duty station (PDS) to the evacuation location and return. A member without dependents can only be reimbursed for one vehicle. Individuals with dependents who evacuate and require two vehicles may be reimbursed mileage for each vehicle. Tolls paid during an evacuation are also reimbursable. The mileage reimbursement is made to offset costs for gas, oil, and other vehicle operating costs. To be authorized for mileage in and around your evacuation point, this must be specifically included in the evacuation order and the mileage must be for official travel only. b. Lodging. Hotel and hotel-type lodging is reimbursed based on the actual cost of lodging, however this amount is limited to the maximum lodging rate reflected in the JFTR/JTR Tables ( When the traveler files the claim, he/she MUST attach ALL lodging receipts, regardless of amount. The receipt must be detailed to include the number of days and the daily room rate. Generally, the actual room cost and city/state taxes are reimbursable. Since you are traveling on government orders, ask the hotel if federal travelers are tax exempt (some hotels offer this exemption, others do not). Items such as processing fees, club use fees, damage waiver fees, in-room movies, meals, etc., are not reimbursable. Depending on the number of dependents evacuated together, a traveler may claim more than one hotel room again, please exercise prudence in this area, use only the number of rooms you

3 must absolutely have. Remember, if directed to evacuate to a military installation, military travelers must first lodge on-base if billeting exists. c. Meals. Receipts for meals are not required. Travelers are paid a per diem allowance to offset the cost of meals procured at their evacuation location. The per diem amount is based on the number and age of dependents, along with the per diem rate for the evacuation area. Typically, the per diem entitlement is based on a full daily rate for all persons 12 years and older and an additional 50 percent of the daily rate for all children less than 12 years. Although the government travel card can be used during an evacuation, it is important to note that you are only authorized to use it for reimbursable travel entitlements, such as stated above. Automatic teller machine fees associated with the government credit card are reimbursable. However, reimbursements of ATM fees are limited by the entitled withdrawal amount. Members evacuating are encouraged to keep an itinerary of travel dates and expenses as they are incurred. This will make filing a settlement voucher easier. A single claim should be filed for each military member with the entire family unit claimed on the same voucher, even if a dependent is also an employee in their own right (other than military). The exception to this rule is if the employee and the dependents evacuated to different locations (or on different dates), a separate claim must be filed for each location/set of dates. The term dependent is for all family members who are categorized as a dependent based on the DEERS program. Although DEERS is a military program, civilian and NAF employees should base dependency on the same basic requirements. The primary requirement is that the sponsor (military, civilian, or NAF employee) is providing for more than half of the dependent s day-to-day living expenses (i.e., lodging, food, clothing, etc.) and residing with the employee at the time of evacuation. Finally, you are entitled to receive evacuation allowances only once per entitlement. This means if you are a dependent of let s say a military member and are also a civil servant or NAF employee you are only entitled to receive one set of evacuation entitlements. The key rule for the dependency determination is the dependent must be residing with the employee at the time of the evacuation and be dependent on the employee for at least 50 percent of their day-to-day living expenses. Each claim must be submitted in 3-copies. One package includes the original DD Form (Attachment 1 in this guide), original of all lodging receipts, set of evacuation order, and copy (signed by a unit-level cognizant authority see instructions for block 20 c-d below) of the eligible evacuated personnel listing. The second and third packages are a complete copy of the first package. Electronic File Transfer (electronic payment) information. If you have received a travel claim payment from the Patrick AFB Finance Office within the last two years, we will use the EFT financial institution and account information already on file. If you have not received a payment from this office within the last two years (or want to make certain

4 we have the correct information for where to send your payment), you MUST complete the FMS Form 2231 (Attachment 2 in this guide) and attach it with this claim. When dependents file their own voucher (i.e., not claimed on a voucher prepared and signed by the employee), we cannot make a payment without a FMS Form 2231 to confirm the deposit account. Completing the Travel Claim DD Form (Atch 1 in this guide): Block 1 - Payment. Mark the EFT block. ALL payments must now be made using electronic file transmission (EFT), which is the payment deposited directly to your financial institution, checks are no longer issued. Block 1 - Split Disbursement. This block is to identify how much of the final settlement will be transferred directly to your government travel card (GTC). Although you may choose an amount, all items (hotel, gas, etc.) charged on your GTC during the evacuation should be included. a. If you do not have a GTC, this amount should be $ 0. b. If you are filing voucher as a dependent, you most likely do not have a GTC (unless you are a government employee in your own right), so again this amount is $ 0. Block 2, 3, and 4 - Name, Grade, SSN. This block is the name, grade, and social security number of the person filing this claim. Typically it will be the actual employee however if the dependent is filing their own claim (did not evacuate with the employee) they will complete this with their information. Block 5 - Type of Payment. Check the Other block; and either the Member/Employee or the Dependent(s) block whichever applies. See paragraph 4 above for critical information regarding the financial institution and account number we will forward your settlement to. Block 6 a-d - Address. This is the mailing address for the person named in block 5. Block 6 e - Address. If possible, include a.mil . This is the address the payment summary is sent to when the claim is paid. Block 7 - Daytime Telephone Number. Please list a number that we may use to contact the traveler in the event there is a question to settle the claim. Block 8 - Travel Order/Authorization Number. This is typically found in the bottom, right corner of the DD Form 1610, Travel Order. Block 9 - Previous Government Payments/Advances. List ALL payments previously received for this travel order. Typically we will not be paying advances for evacuations, however there may be instances when we are evacuated for extended periods and we provide interim/accrual payments.

5 Block 10 a-d - For D.O. Use Only. You may provide any explanation you believe will help us to better understand your claim in this area. For example, if you stayed with family or friends it helps Finance to better understand your claim if you state that here. Block 11 - Organization and Station. List the unit and duty location from which you are assigned (i.e., 45 SW Patrick AFB, FL). Block 12 - Dependents. Using the definition provided above in paragraph 3, list all dependents (with relationship and birth date) who evacuated in this instance. To receive the entitlements, each dependent MUST be claimed here and included in the listing certified by the sponsor s unit. Block 13 - Dependents Address On Receipt of Orders. Self-explanatory. Block 14 - Have Household Goods Been Shipped. N/A Block 15 - Itinerary. Provide your evacuation itinerary exactly as it occurred. You must list an entry for each time you changed location and for each time you changed your mode of travel. Even though you are not paid entitlements for travel outside of the official evacuation period, please provide the actual dates you traveled and let the Finance office determine your entitlement. Block 15 a - Dates are listed simply as month and year (i.e., 7/20; 20 Jul, etc.) Block 15 b - Place is listed with at least the City and State. Block 15 c - Means/Mode of Travel. The second page of the DD provides these modes but the most frequently used are: PA for Private Auto; CP for Commercial Plane (Delta, US Air, etc.); CA for Commercial Auto (Taxi); CB for Commercial Bus (Greyhound, etc.); GB for Government Bus; GA for Government Auto; and GP for Government Plane. Block 15 d - Reason for Stop. Again using the codes listed on the second page of the form, select the appropriate entry (i.e., TD for Temporary Duty (Evacuation in this case). Block 15 e - Lodging Cost. List the total cost for your lodging during the period for this claim. Note you must provide a receipt that reflects the daily rate and the number of days in order to receive reimbursement. Block 15 f - POC Miles. This is the number of miles (at least two entries should be here the mileage from your home to your evacuation location, then again from the evacuation location to your home. Although you list the mileage, the actual official distance is reimbursed. Block 16 POC Travel. Check the block that applies to your status in the auto you may have claimed in your itinerary. If the vehicle belongs to you and a person who is not

6 entitled to the evacuation allowance just happened to drive it for you (although you were a passenger), you are still entitled to the mileage so you should mark the owner/operate block. Block 17 - Duration of TDY Status. Check block that applies. Block 18 - Reimbursable Expenses. This is a critical section for your claim to be correctly paid. Here are typical reimbursable items paid for an evacuation claim: a. Hotel/lodging. Claim the total cost of the room (i.e., 4 nights X $79 = $316) b. Hotel Room Tax. Claim the total cost of the room tax (i.e., 4 nights X $12.05 = $48.20) c. Mileage. Claim the number of total roundtrip miles driven in your POV to/from your evacuation location (i.e., 320 miles roundtrip) d. Tolls. Claim the cost for tolls paid during your evacuation (only those tolls paid on trip to and from evacuation point are reimbursable, if you incur toll costs while traveling around your evacuation location they are not reimbursable). e. More than one vehicle. If when you evacuated you were required to drive more than one vehicle and the sponsor and all eligible dependents are included in this single claim, indicate that some place in this block (i.e., I certify we drove two vehicles ) Block 19 - Government/Deductible Meals. N/A Block 20 a-b - Person named in block 2 of travel claim must sign and date block 20a-b. Block 20 c-d This block must be signed by a person at the unit level chain of command who has cognizant authority and is aware of the actual evacuation. Some examples (not inclusive) include: Unit Commander, First Sergeant, Agency Director, etc.

7 ATTACHMENT 1, DD Form

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9 ATTACHMENT 2, EFT DEPOSIT INFORMATION

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11 45 CPTS HURRICANE EVACUATION ENTITLEMENTS FACT SHEET Military Use local O&M Fund Cite (ESP Code ) Military Dependents Officer 57X X D/K Enlisted 57X X D/K Civilian Employees and Dependents Use local O&M Fund Cite (ESP Code ) - Transportation (Military = JFTR, U6053-I; Civilian = JTR C12000-C1, and Appendix I-B) -- Round trip transportation from PDS to safe haven and return -- Privately owned conveyance (POC) round trip mileage (Official Distance Used) at $0.535 from PDS to safe haven and return, mileage limited to driver only -- Local travel allowance at Safe Haven if no privately owned conveyance exists -- Tolls - Per Diem (Military = JFTR, U6054 D1; Civilian = JTR, C12000-C1, and Appendix I-B) -- Lodging plus during travel days; 75% for day of departure and day of return -- First 30 Days at Safe Haven % of local rate for dependents 12 and over % of local rate for dependents under Days at Safe Haven % of local rate for dependents 12 and over % of local rate for dependents under 12 - Lodging (Military = JFTR, U6054 D1; Civilian = JTR, C12000-C1, and Appendix I-B) -- Each employee and dependent 12 years and older is entitled to the maximum lodging reimbursement for the Safe Haven locality -- Each dependent under 12 years earns 50% --- A family of the employee, spouse, one dependent (14 years old) and another dependent (6 years old) would earn a lodging entitlement of 350% Note: If evacuated dependents stay with friends/relatives, then only entitled to MI&E portion of the local rate (JFTR, U6054-B) NAF Employee Use local O&M Fund Cite (ESP Code ) - NAF employees who evacuated in response to the order will be paid evacuation allowances out of APF funding (AFI , Paragraph 10.13) -- Reimbursement computation is computed the same as above 45th CPTS Points of Contact: Financial Services Officer (321) ; Financial Services Flight Chief (321)