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Evacuating Japan? Here's what troops and families need to know

By STARS AND STRIPES Published: March 29, 2011

The following information was published in the Japan Relocation Allowance Guide at Misawa Air Base, Japan. According to the guide, each member’s allowances are treated separately based on individual circumstances. Personnel are urged to check with the financial services office for more information.

I’m military. How will my family leaving affect my pay/allowances?

• Your basic pay and basic allowance for subsistence remain the same.

• Overseas Housing Allowance is not affected if you remain at your permanent duty station and continue to rent off-base housing.

• Your family rate Cost Of Living Allowance stops effective the date your dependents depart. You will receive “without dependents” rate COLA until they return.

• You are entitled to $250 a month Family Separation Allowance. 

I’m a civilian. How will my family leaving affect my pay/allowances?

• Your basic pay remains the same but your Post Allowance will be reduced to the “employee without family” rate effective the date they depart. 

I’m military. How are my family’s allowances determined in the safe haven?

• Family members receive a daily per diem allowance while away from Japan. The amount is based on the authorized rate for the area where they are staying. For the first 30 days, those 12 years or older each receive 100 percent of the per diem rate and those under 12 receive 50 percent. From the 31st day to the 180th day, the allowance drops to 60 percent of the authorized rate for those 12 and older and 30 percent of the rate for those under 12.

• Each family will receive a $25 a day transportation allowance while in the safe haven. No receipts are required.

• If they stay in a hotel, they will be reimbursed — based on receipts — not to exceed the government-authorized per diem rate for the location. Maximum lodging reimbursement rates can be found at http://www.defensetravel.dod.mil/site/perdiemCalc.cfm

• If they stay with friends or relatives, no cost of lodging is allowed, whether or not any payment was made to the friend/relative. The only exception is if your family leases a house or apartment from a friend/relative using a standard written lease. The friend/relative cannot jointly occupy the leased house/apartment. 

I’m a civilian. How are my family’s allowances determined in the safe haven?

• Family members receive a daily per diem allowance while away from Japan. Travel days to/from the safe haven are paid using temporary duty rules for each family member, but those younger than 12 will receive only 50 percent of the food and incidentals rate.

• While in safe haven, the amount is based on the authorized rate for the area where they are staying. For the first 30 days, the first evacuee is authorized up to 100 percent of the authorized lodging rates and100 percent of the meals and incidentals per day. Each additional evacuee 18 or older is authorized 100 percent of the meals and incidentals. Those under 18 receive 50 percent of the meals and incidentals. From the 31st to the 180th day, the first evacuee receives full lodging costs, and 80 percent of the meals and incidentals rate. Each additional evacuee over 18 receives 80 percent of the meals and incidentals rate; those under 18 receive 40 percent of the meals and incidentals rate.

• If staying with friends or relatives, the first evacuee receives 10 percent of the authorized commercial lodging rate and 100 percent for meals and incidentals for the first 30 days. No receipts are required. Each additional evacuee age 18 or older is authorized 100 percent meals and incidentals and those under 18 receive 50 percent of the meals and incidentals. From the 31st to 180th day, no lodging is paid, each evacuee 18 or older receives 80 percent of the meals and incidentals and those under 18 receive 40 percent of the meals and incidentals.

• Each family rates a $25 a day transportation allowance; no receipts are required.

How do family members get their safe haven allowances?

• The allowances are normally paid in 30 day increments. To obtain a payment, four items are essential. The other document is good to share for additional contact information. The four documents must be submitted each time a payment is requested. They should be provided to the military financial services office closest to the safe haven:

1. DD Form 1610 Request for Authorization for TDY Travel of DOD Personnel or Memorandum for Designated Services Financial Center or AF IMT 937 Request and Authorization for Dependent(s) Travel Travel order or memorandum in lieu of TDY order provided before departing Japan.

2. DD Form 1351 Travel Voucher (Advances) or DD Form 1351-2 Travel Voucher or Subvoucher (Settlements) Dependent evacuee name and Social Security Number, or pseudo SSN, on form.

3. FMS 2231 Faststart Direct Deposit Form Dependent evacuee name and SSN on form. Dependents must have checkbook or ATM card to access funds in this account. If sponsor’s pay account is preferred, write “please use Sponsors pay account” on the form and submit.

4. DD Form 1337 Authorization/Designation for Emergency Pay and Allowances Prepared in Japan, signed by sponsor authorizing payments to dependents and a record of safe haven payments. If dependents do not have signed copy, instructions are below for sponsor to complete on line.

5. USFJ Form 178-R Noncombatant Evacuation Operations (NEO) Data Card, if available. (Prepared in Japan by sponsor, contains additional contact information )

With correct documentation, your dependents should expect relocation allowances to be paid via Electronic Funds Transfer within 3-7 days. Your family members should record all relocation payments or advance military pay payments received on their DD Form 1337 Authorization/Designation for Emergency Pay and Allowances. 

Helpful web sites and references 

My Pay: https://mypay.dfas.mil/mypay.aspx  access for myPay Restricted Access PIN

Per Diem Rates: http://www.defensetravel.dod.mil/site/perdiemCalc.cfm  select State and County in the Left box on page

Travel Pay Forms: http://www.dfas.mil/civilianpay/travel/travelpayforms.html  DD 1351-2 (Settlements), FMS 2231

http://www.dtic.mil/whs/directives/infomgt/forms/eforms/dd1351.pdf  DD 1351 (Advances)

Joint Federal Travel Regulation: http://www.defensetravel.dod.mil/Docs/perdiem/JFTR(Ch1-10).pdf  Chapter 6 Evacuation Allowances

Financial Services Knowledge Base: https://affsckb.custhelp.com/  Frequently Asked Questions (FAQs)

Virtual Finance page link:

https://www.my.af.mil/gcss-af/USAF/ep/globalTab.do?channelPageId=sA1FBF31D23D21F6B0123ED377B730575

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