EVACUATION Claims can be done in TPAX

1. EVACUATION Claims can be done in TPAX PSC TRAVEL BRANCH AUG 28, 2008

2. What is an evacuation? • An evacuation, as defined in par. U6002-C, must be caused by unusual or emergency circumstances (such as war, riots, civil uprising or unrest, adverse political conditions, denial or revocation by host government of permission to remain, national or natural disasters, epidemics, or similar conditions of comparable magnitude). • Evacuation refers to movement or departure from one area to another. Both areas may be in the same city or country, or each may be in a different city or country.

3. Definition of Safe Haven • Safe Haven - A location anywhere in the world named in the evacuation order/authorization, or subsequent modification to that order/authorization, to which dependents are directed to relocate on a temporary basis to await a decision by competent authority to either return to the OCONUS PDS or proceed to a designated place. If CONUS is named the safe haven in the evacuation order/authorization, evacuees, upon arrival at the CONUS POD, must select the exact CONUS safe-haven location to which they are traveling at Government expense. • Safe Haven must be indicated on the Evacuation order as Per Diem and transportation is based on the locality given.

4. Difference between Members & Dependents • Members • ordered to evacuate are paid at regular TDY entitlements • Dependents • are authorized (1) round trip from the evacuation site to the designated safe haven and return. Mileage will only be paid up to NTE the distance from the evacuation site to the designated safe haven and back as determined by the Defense Table of Distance. Mileage is reimbursed to only the owner/operator and not passengers. • who are in the absence of a POV at the safe haven, dependents are authorized local travel allowances paid at a rate of $25.00 per day, per family, to help offset the expenses incurred for required local travel between the dependents’ place of lodging at the safe haven and medical/dental appointments, finance office, family support service center, commissary, pharmacy, post office and similar destinations in the local area. This allowance is to help offset travel expenses if any and not a daily allowance. This allowance cannot be paid for reimbursements for expenses incurred by renting a motor vehicle. No receipts are necessary.

5. Dependents information cont’d • Per Diem begins on the date dependents arrive at the safe haven. • Dependents age 12 and over are given per diem and M&IE at the rate of 100% for the first 30 days. Dependents under the age of 12 are given per diem and M&IE at the rate of 50% for the first 30 days. • Beginning on the 31st day, dependents 12 and over are given per diem and M&IE at the rate of 60% and dependents 12 and under are given per diem and M&IE at the rate of 30%. • Entitlements completely stop after 180 days. If dependents are ordered to move to another safe haven, the 180 day clock will restart. If dependents choose to move to another safe haven, the 180 clock remains in effect and entitlements are paid up to NTE the rate of the designated safe haven.

6. Dependents information cont’d • Per diem and M&IE allowances stop the day transportation is first made available to dependents for return to the PDS unless further delay is authorized for reasons beyond the dependents’ control. • If dependents are away from the PDS at the time the evacuation is ordered, they are considered to be at a safe haven, and entitled to per diem for the location they are in, beginning on the day they would have returned to the PDS.

7. Miscellaneous Expenses • Dependents are authorized reimbursable transportation reimbursable expenses while enroute to Safe Haven or returning to PDS only. • Typically this would only mean Tolls • Dependents are only entitled to other reimbursable expenses as required and approved by the Order Issuing Authority on the orders/authorization. • Typically this would mean Unit authorizes health/location phone calls to ensure the location and health of evacuees. • Any other reimbursable expense would have to be approved by CG-1222 • Laundry, communication fees, phone calls, parking, etc. • Please note that Katrina was a wide spread “Natural Disaster” and special reimbursable expenses were approved at that time for specifically that evacuation period/location areas although they were not typical reimbursable expenses for evacuations IAW JFTR Chpt 6.

8. Can the Evac claims be done in Tpax ? • If evacuees (member &/or dependents) are traveling from PDS to Safe Haven & back to PDS and have no extraordinary reimbursable items – YES submit claim through Tpax • If evacuees (member &/or dependents) travel from or to any other destination not authorized specifically on orders or have unusual reimbursable items – NO submit claim for manual processing • Please be advised that all evacuation claims are subject to both PRE-payment and POST-payment audits and are limited to the reimbursable expenses authorized by orders IAW JFTR Chapter 6.

9. How to enter Evac claim in Tpax • Log into Tpax in Traveler View • Click on fill out button • Click on Request for Settlement

10. Evac claim in Tpax cont’d • Enter TONO in Tono field • Click OK • A screen will come up stating: “This order does not exist…Do you want to create it? • Click Yes

11. Evac claim in Tpax cont’d • Change type of order to Evacuation • Change purpose of trip to Emergency • Use Coast Guard Funds • Input location of Evac From location and location of Safe Haven • Input Issue Date, Travel Begin Date, & Travel End Date • *Leave Disaster Override section blank

12. Evac claim in Tpax cont’d • Click the Dependent tab • Input Dependent name, relationship, and DOB of children • Click on Remarks Tab and input any additional comments necessary • Click OK

13. Evac claim in Tpax cont’d • At the Request for Settlement Against an Order screen click Adv/Accrl Tab • Input any advance provided to Member or Dependents for travel • This includes Traveler’s Checks or EFT Advances

14. Evac claim in Tpax cont’d • Click Entitlements Tab • Click Add Itinerary

15. Evac claim in Tpax cont’d • On the What’s Authorized screen • Input Member itinerary first even if traveling with dependents • Indicate 1 car used and ensure Owner/Operator of POV is checked • Click Actual Itinerary

16. Evac claim in Tpax cont’d • Input itinerary for member as if it were regular TDY only use “SH” for Safe Haven vs. TD • Click Reimbursables and enter appropriate reimbursable expenses – if any • Click OK • A message will pop up indicating must enter Constructed Itinerary • Once that tab shows up click OK • A message will pop up asking if you wish to recalculate meals… • Click Yes • A screen will show the Daily Expenses • Click OK • Click OK to return to Entitlements Screen

17. Evac claim in Tpax cont’d • This screen shows the member’s travel as the first leg • Click Add Itinerary to add dependents if they evacuated

18. Evac claim in Tpax cont’d • Select all dependents that traveled on the same itinerary • Input the number of cars authorized for dependents • If dependents traveled with member leave this block blank and uncheck Owner/Operator of POV • Click Actual Itinerary

19. Evac claim in Tpax cont’d • Input dependent travel itinerary • If additional lodging was required due to number of dependents traveling, add additional lodging cost here • If lodging was totally covered by member’s lodging expenses leave lodging and taxes blank

20. Evac claim in Tpax cont’d • Click on the Reimbursable tab, input any authorized misc. reimbursable expenses • Only toll expenses if dependents drove separately from member • If unit requires status updates, phone calls may be authorized to unit – but must be on orders • Any other expenses must be authorized by CG-1222 via message • Click OK • A message will pop up indicating must enter Constructed Itinerary, click OK • A message will pop up asking if you wish to recalculate meals…Click YES • A screen will show the Daily Expenses • Click the OK button twice to return to Entitlements Screen

21. Evac claim in Tpax cont’d • The Entitlement tab will now show both the member’s TDY leg and the dependent’s evacuation leg of travel

22. Evac claim in Tpax cont’d • Click Calculations Tab to see estimated breakdown of entitlements and payment to member • Claims are subject to prepayment audit to ensure proper reimbursement • Click Financial Tab

23. Evac claim in Tpax cont’d • Click Modify Accounting button • On the Coast Guard Accounting screen input line of accounting • Click OK

24. Evac claim in Tpax cont’d • Once returned to the Request screen, click on remarks for any justification or for claiming entitlements or necessary comments • Click OK

25. Evac claim in Tpax cont’d • At the main Tpax traveler view screen, click once to highlight the Evacuation settlement • Click Send to AO • Select AO and click OK

26. Evac claim in Tpax cont’d • Enter in Secondary Password • Claim is now waiting AO approval • Claim typically is processed 1-2 business days from the date AO approves

27. HELP OR ASSISTANCE? • Contact PSC Customer Care • Email – PSC-CustomerCare@uscg.mil • Phone – 1-866-PSC-USCG (772-8724) • Submit online help ticket – www.uscg.mil/hq/psc/customerservice.shtm. • Reference JFTR Chapter 6 for additional information on Evacuations