R 011643Z DEC 00
FM SECSTATE WASHDC
TO ALL DIPLOMATIC AND CONSULAR POSTS
SPECIAL EMBASSY PROGRAM
AMEMBASSY FREETOWN 
USOFFICE PRISTINA 
AMEMBASSY DUSHANBE 
AMEMBASSY BELGRADE

UNCLAS STATE 228569 
 
SIPDIS 
 
E.O. 12958: N/A 
TAGS: APER
SUBJECT: ANNUAL GUIDE TO ASSIGNMENTS AND TRANSFERS 
 
¶1. SUMMARY.  WE IN HR/CDA RECOGNIZE THAT THE ASSIGNMENT 
AND TRANSFER PROCESS CAN BE A COMPLICATED UNDERTAKING.  WE 
WANT TO HELP EMPLOYEES MAKE THESE TRANSITIONS AS SMOOTHLY 
AS POSSIBLE. WE ARE AWARE THAT EMPLOYEES SOMETIMES FACE 
PROBLEMS BECAUSE OF AN INCOMPLETE UNDERSTANDING OF SOME 
IMPORTANT ASSIGNMENT AND TRANSFER ISSUES.  WE HAVE 
PREPARED THIS MESSAGE TO HELP EMPLOYEES AVOID THESE 
PITFALLS.  OFFICERS ARE ENCOURAGED TO CONTACT THEIR CDOS 
IN HR/CDA IF OTHER ISSUES NOT INCLUDED HERE SHOULD BE 
ADDED IN THE FUTURE. END SUMMARY. 
 
TOURS OF DUTY 
¶2.  RULES ON R&R: ALL EMPLOYEES SERVING IN POSTS WHICH 
HAVE AN R&R SHOULD BE AWARE THAT THEY MUST SERVE AT THE 
POST FOR THE FULL TOUR OF DUTY TO QUALIFY FOR THE R&R(S). 
ANY CURTAILMENT BY ONE MONTH OR MORE RESULTS IN A 
REQUIREMENT TO EITHER REPAY THE R&R OR REQUEST A WAIVER OF 
THE REPAYMENT FROM THEIR CAREER DEVELOPMENT OFFICER (CDO) 
IN HR/CDA.  EVEN IF THE GAINING AND LOSING POST AND THE 
EMPLOYEE ARE ALL IN AGREEMENT, THE EMPLOYEE MUST REQUEST 
AN R&R REPAYMENT WAIVER IF S/HE WILL DEPART POST PRIOR TO 
THE LAST MONTH OF THE FULL TOUR OF DUTY. 
 
¶3.  HOME LEAVE: EMPLOYEES BECOME ELIGIBLE TO TAKE HOME 
LEAVE AFTER 18 MONTHS SERVICE OVERSEAS.  TIME IN THE 
UNITED STATES ON R&R, PERSONAL TRAVEL, OR ANNUAL LEAVE 
DOES NOT COUNT TOWARD THE 18 MONTH REQUIREMENT NOR DOES IT 
RESTART THE CLOCK (SEE 3 FAH-1 H-3434.2).  THUS, AN 
EMPLOYEE WHO IS ASSIGNED OVERSEAS FOR 18 MONTHS MAY NOT BE 
ELIGIBLE FOR HOME LEAVE ON TRANSFER IF VACATION OR R&R 
TIME WAS SPENT IN THE UNITED STATES.  THE FACT THAT AN 
EMPLOYEE IS ELIGIBLE FOR HOME LEAVE AFTER 18 MONTHS 
OVERSEAS DOES NOT AUTOMATICALLY MEAN THAT HOME LEAVE WILL 
BE FOLDED INTO THE TOUR OF DUTY.  HOME LEAVE IS NORMALLY 
TAKEN UPON TRANSFER FROM POST OF ASSIGNMENT.  HOWEVER, 
HOME LEAVE IS MANDATED BY STATUTE TO BE TAKEN AS SOON AS 
POSSIBLE AFTER 36 MONTHS OVERSEAS. FOR THIS REASON, 
EMPLOYEES WITH HOME LEAVE/RETURN FOLDED INTO THEIR TOUR OF 
DUTY SHOULD BE SURE TO TAKE THE HOME LEAVE WHEN INDICATED. 
THIS IS PARTICULARLY IMPORTANT FOR EMPLOYEES AT R&R POSTS 
WHERE IT IS ESSENTIAL THAT THE HOME LEAVE BE TAKEN AT THE 
MID-POINT IN THE TOUR TO PROTECT ELIGIBILITY FOR R&R. 
EMPLOYEES AND THEIR FAMILIES WHO TAKE POST TO POST OR 
ROUND TRIP HOME LEAVE TRAVEL MUST GENERALLY SPEND AT LEAST 
20 WORK DAYS IN THE UNITED STATES.  EMPLOYEES MAY REQUEST 
A WAIVER OF THIS HOME LEAVE REQUIREMENT IN ADVANCE. 
 
SEPARATION:  RESIGNATIONS AND RETIREMENTS 
¶4.  EMPLOYEES FACING SEPARATION, WHETHER VOLUNTARY OR 
INVOLUNTARY, SHOULD BE AWARE THAT THEY MAY BE REQUIRED TO 
REPAY R&R, HOME LEAVE, HOME SERVICE TRANSFER ALLOWANCES, 
DOMESTIC RELOCATION EXPENSES, LONG TERM TRAINING EXPENSES 
AT NON-STATE FACILITIES, PHYSICIANS COMPARABILITY 
ALLOWANCES, OR TO SHIP THEIR OWN EFFECTS IF THEY HAVE NOT 
MET THEIR SERVICE OBLIGATIONS.  PLEASE CONTACT YOUR CDO 
BEFORE MAKING ANY PLANS TO SEPARATE FROM THE FOREIGN 
SERVICE TO BE SURE YOU ARE NOT INCURRING AN UNEXPECTED 
EXPENSE. 
 
¶5.  THE SELECTION OF THE SEPARATION ADDRESS ON THE OF 126 
RESIDENCY AND DEPENDENCY FORM IS CRITICAL.  THIS ADDRESS 
ESTABLISHES THE MAXIMUM AMOUNT OF MONEY THAT THE 
GOVERNMENT WILL SPEND TO SHIP YOUR HOUSEHOLD EFFECTS.  YOU 
MAY CHANGE THAT ADDRESS UP UNTIL YOUR LAST DAY IN ACTIVE 
DUTY STATUS.  AFTER THAT TIME, YOU HAVE A MAXIMUM OF 18 
MONTHS (YOU MUST REQUEST THIS EXTENSION) TO SHIP YOUR HHE 
TO ITS FINAL DESTINATION.  IF THAT FINAL DESTINATION IS 
DIFFERENT FROM THE SEPARATION ADDRESS ON YOUR OF 126, YOUR 
HHE WILL BE SHIPPED ON A COST-CONSTRUCTIVE BASIS TO THE 
FINAL DESTINATION. 
¶6.  NEW APPOINTEES SIGN AN AGREEMENT TO REMAIN IN THE 
SERVICE FOR ONE YEAR FROM THE DATE THEY ENTER ON DUTY. 
SHOULD AN EMPLOYEE RESIGN PRIOR TO THAT ONE-YEAR MARK, 
REPAYMENT OF ALL/ALL APPOINTMENT TRAVEL EXPENSES (FROM 
PLACE OF RESIDENCE AT TIME OF APOINTMENT THROUGH TRAINING 
PER DIEM TO TRAVEL AND SHIPMENT TO FIRST PERMANENT DUTY 
STATION) MUST BE MADE.  NEW APPOINTEES ARE REQUIRED TO 
COMPLETE THE ENTIRE TWO-YEAR FIRST OVERSEAS TOUR (OR ONE 
YEAR OF THE SECOND OVERSEAS TOUR) TO BE ELIGIBLE FOR 
SEPARATION TRAVEL ORDERS AND SHIPMENT OF EFFECTS BACK TO 
THE U.S. 
¶7.  EMPLOYEES CANNOT TAKE ANNUAL LEAVE JUST PRIOR TO 
SEPARATION FROM THE FOREIGN SERVICE.  SEE 3 FAM 3416. 
¶8.  EMPLOYEES SHOULD MAKE AN APPOINTMENT WITH THEIR 
RETIREMENT COUNSELOR IN HR/RET DURING SEPARATION 
CONSULTATIONS.  HR/RET HANDLES COLLECTION OF STATE ID 
BADGES, DIPLOMATIC PASSPORTS, QUESTIONS ON ANNUITIES/TSP, 
ETC. 
 
AWAY FROM POST EDUCATION ALLOWANCE 
¶9.  THE STANDARDIZED REGULATIONS REQUIRE THAT AN EMPLOYEE 
BE AT POST BEFORE ANY PAYMENTS CAN BE MADE FOR EDUCATION 
ALLOWANCE.  THIS MEANS THAT IF AN EFM WILL REMAIN IN THE 
SAME BOARDING SCHOOL WHILE THE EMPLOYEE TRANSFERS FROM ONE 
POST TO ANOTHER, NO FURTHER PAYMENTS CAN BE MADE UNTIL THE 
EMPLOYEE ARRIVES AT THE NEW POST, AND THE MAXIMUM RATE 
AUTHORIZED MAY CHANGE AS A RESULT OF THE MOVE TO A NEW 
POST.  THE BOARDING SCHOOL MAY REQUIRE THE PAYMENTS TO 
HOLD THE SPACE FOR THE EFM WHILE THE EMPLOYEE IS BETWEEN 
ASSIGNMENTS.  THE EMPLOYEE WILL HAVE TO MAKE ARRANGEMENTS 
TO MAKE THE PAYMENT AND THEN SEEK REIMBURSEMENT UPON 
ARRIVAL AT THE NEW POST. 
 
EFMS TURNING 21 
¶10. ELIGIBLE FAMILY MEMBERS (EFMS) REACHING THE AGE OF 21 
ARE NO LONGER ELIGIBLE TO TRAVEL TO POST ON GOVERNMENT 
ORDERS UNLESS THE EFM QUALIFIES FOR EDUCATION TRAVEL WHILE 
AGE 21 OR 22.  IF THE EFM TURNS 21 WHILE OVERSEAS, S/HE 
MAY BE TRAVELED BACK TO THE EMPLOYEES SERVICE SEPARATION 
ADDRESS.  ONCE THE EFM REACHES AGE 23, S/HE IS NOT 
ELIGIBLE FOR EDUCATION TRAVEL EITHER.  EFMS ARE NOT 
ELIGIBLE TO PARTICIPATE IN THE MEDICAL PROGRAM AFTER THE 
AGE OF 21, WHETHER ON EDUCATION TRAVEL OR NOT.  EMPLOYEES 
SHOULD MAKE SEPARATE MEDICAL INSURANCE ARRANGEMENTS FOR 
THESE FAMILY MEMBERS. 
 
ADDING EFMS/CHANGING HOME LEAVE OR SEPARATION ADDRESS 
¶11. IF YOU NEED TO MODIFY ANY ITEM ON YOUR RESIDENCY AND 
DEPENDENCY REPORT (HOME LEAVE ADDRESS, SEPARATION ADDRESS, 
DEPENDENTS, ETC.) PLEASE BE SURE TO FILL OUT FORM OF-126 
IN ITS ENTIRETY AS THE NEW FORM SUPERSEDES EVERYTHING ON 
THE OLD FORM.  FORMS SHOULD BE SENT TO YOUR PERSONNEL 
TECHNICIAN IN HR/CDA/ASD. 
 
MEDICAL CLEARANCES 
¶12. ALL PERSONS MUST HAVE A CURRENT, VALID MEDICAL 
CLEARANCE FOR POST OF ASSIGNMENT TO PARTICIPATE IN THE 
MEDICAL PROGRAM.  EMPLOYEES TRANSFERRING FROM ONE OVERSEAS 
POST TO ANOTHER OVERSEAS POST MUST UPDATE THEIR OWN 
MEDICAL CLEARANCE AND ENSURE THAT THEIR EFMS RECEIVE AN 
UPDATED MEDICAL CLEARANCE PRIOR TO THE END OF THEIR 
CURRENT TOUR OF DUTY OR WHILE ON HOME LEAVE.  EMPLOYEES 
RETURNING TO POST AFTER HOME LEAVE MUST UPDATE THEIR 
MEDICAL CEARANCES AND THE MEDICAL CLEARANCES FOR THEIR 
EFMS PRIOR TO THE END OF HOME LEAVE.  APPOINTMENTS SHOULD 
BE MADE AT THE BEGINNING OF HOME LEAVE TO ENSURE ADEQUATE 
TIME IS ALLOWED TO COMPLETE THE CLEARANCE PROCESS.  MED 
MUST APPROVE THE POST OF ASSIGNMENT FOR ALL EMPLOYEES OR 
EFMS HOLDING A LIMITED MEDICAL CLEARANCE PRIOR TO ANY 
DIRECT TRANSFER OR OTHER ASSIGNMENT ROTATION.  TO OBTAIN 
INFORMATION ON HOW TO UPDATE YOUR MEDICAL CLEARANCE, 
CONTACT THE POST MEDICAL OFFICER, REGIONAL MEDICAL OFFICER 
OR MEDICAL CLEARANCES THREE TO FOUR MONTHS PRIOR TO THE 
END OF THE TOUR OF DUTY OR THE BEGINNING OF HOME LEAVE. 
EMPLOYEES TRANSFERRING FROM THE US TO OVERSEAS MUST 
CONCLUDE MEDICAL CLEARANCES FOR THEMSELVES AND THEIR EFMS 
TO RECEIVE THEIR POST TRANSFER ORDERS. IT IS THE 
EMPLOYEES RESPONSIBILITY TO INITIATE AND CONCLUDE THE 
MEDICAL CLEARANCE PROCESS. 
 
LONG TERM TRAINING:  ASSIGNMENT VERSUS DETAIL 
¶13. EMPLOYEES BEING ASSIGNED TO MORE THAN SIX MONTHS AND 
LESS THAN 365 DAYS OF TRAINING IN DC EN ROUTE TO ANOTHER 
OVERSEAS POST MAY CHOOSE WHETHER TO BE DETAILED OR BE 
ASSIGNED.  (TRAINING OF LESS THAN SIX MONTHS IS ALWAYS 
HANDLED AS A DETAIL AND PER DIEM PAID TO THE EMPLOYEE 
ONLY; TRAINING OF 12 MONTHS OR MORE IS ALWAYS HANDLED AS 
AN ASSIGNMENT ALLOWING SHIPMENT OF EFFECTS AND NO PER DIEM 
IS PAID.)  IF THE EMPLOYEE ELECTS TO BE DETAILED, THE 
EMPLOYEE (NOT EFMS) RECEIVES PER DIEM FOR THE LENGTH OF 
THE TRAINING.  THE TRAINING MAY NOT BE EXTENDED PAST 365 
DAYS WITH PER DIEM OR THE EMPLOYEE WILL BE TAXED BY IRS ON 
ALL PER DIEM PAID THROUGHOUT THE TRAINING.  IF THE 
EMPLOYEE ELECTS TO BE ASSIGNED, S/HE DOES NOT GET PER DIEM 
BUT HHE AND POV ARE SHIPPED AND DELIVERED AND HOME SERVICE 
TRANSFER ALLOWANCES ARE PAID. 
 
PER DIEM QUESTIONS FOR EMPOYEES RETURNING TO WASHINGTON ON 
DETAIL 
¶14.  WASHINGTON PER DIEM IS DIVIDED IN TWO PARTS:  LODGING 
(RECEIPTS REQUIRED) AND MEALS AND INCIDENTALS (M&IE  A 
FIXED AMOUNT).  AFTER 30 DAYS, PER DIEM IS PAYABLE TO THE 
EMPLOYEE ON A REDUCING SCALE: 
FOR THE FIRST 30 DAYS, 100 PERCENT OF APPLICABLE RATE 
FOR THE NEXT 90 DAYS, 50 PERCENT 
AFTER 120 DAYS (NOT TO EXCEED 365), 25 PERCENT. 
WHEN EFMS ARE AUTHORIZED PER DIEM (ONLY DURING 
CONSULTATIONS AND SELECTED SEMINARS), THE EFM PER DIEM 
RATE IS BASED ON THE EMPLOYEES RATE.  ANY EFM UNDER AGE 
12 GETS 50 PERCENT OF THE EMPLOYEES RATE HOWEVER, 
EMPLOYEES ARE AGAIN CAUTIONED THAT LONG-TERM TRAINING 
GENERALLY DOES NOT INCLUDE TDY AUTHORIZATION FOR FAMILY 
MEMBERS (SEE PARA 13 ABOVE). 
 
¶15. RATES DIFFER IN DC, ARLINGTON, DUNN LORING, AND 
WARRENTON, STATES MOST COMMON TRAINING LOCATIONS.  PLEASE 
CONTACT TRANSPORTATION OR YOUR PERSONNEL TECHNICIAN FOR 
THE MOST CURRENT RATES 
 
¶16. EMPLOYEES RETURNING FROM AN OVERSEAS ASSIGNMENT TO AN 
ASSIGNMENT IN WASHINGTON MAY APPLY FOR THE HOME SERVICE 
TRANSFER ALLOWANCE (HSTA).  THIS IS AVAILABLE IF THE 
EMPLOYEE IS NOT PLANNING TO SEPARATE WITHIN 12 MONTHS. 
THE ALLOWANCE IS INTENDED TO COVER TEMPORARY QUARTERS 
EXPENSES UNTIL PERMANENT HOUSING IS SECURED.  SUBSISTENCE 
EXPENSES CAN BE INCURRED PRIOR TO REPORTING FOR DUTY WHILE 
IN A LEAVE STATUS, BUT ONLY AT THE NEW DUTY STATION. 
HOWEVER A CLAIM CANNOT BE MADE UNTIL THE EMPLOYEE ACTUALLY 
REPORTS FOR DUTY.  PLEASE NOTE THAT THE RATES FOR HSTA ARE 
CONSIDERABLY LOWER THAN THE LOCALITY RATES FOR THE 
WASHINGTON METROPOLITAN AREA. 
 
PER DIEM QUESTIONS FOR EMPLOYEES LEAVING WASHINGTON 
¶17. EMPLOYEES ARE ENTITLED TO UP TO TEN CALENDAR DAYS OF 
SUBSISTENCE IN TEMPORARY QUARTERS UPON DEPARTURE FROM A 
U.S. ASSIGNMENT TO AN OVERSEAS ASSIGNMENT. 
 
BACKGROUND CHECKS 
¶18. HR/CDA OFTEN FINDS THAT EMPLOYEES HAVE NOT RETURNED DS 
BACKGROUND UPDATE QUESTIONNAIRES IN A TIMELY FASHION.  A 
NUMBER OF POSTS REQUIRE SPECIALIZED DS CLEARANCES WHICH 
CANNOT BE OBTAINED IF THE BACKGROUND CHECK IS NOT UP TO 
DATE.  LACK OF AN UP TO DATE BACKGROUND CHECK CAN MEAN A 
DELAY OF MANY MONTHS IN PANELING AND ASSIGNING AN 
EMPLOYEE. 
 
SHIPPING ISSUES 
¶19. WE RECOMMEND THAT YOU REVIEW THE BOOKLET ITS YOUR 
MOVE WHICH IS ALSO AVAILABLE ON THE DEPARTMENTS INTRANET 
UNDER THE BUREAU OF ADMININSTRATION, OFFICE OF LOGISTICS 
MANAGEMENT.  CDROM VERSIONS HAVE ALSO BEEN MAILED TO ALL 
POSTS. 
 
YOUR ID AND DIP PASSPORT 
¶20. NOW WOULD BE A GOOD TIME TO LOOK AT YOUR STATE 
DEPARTMENT ID AND THE FAMILYS DIPLOMATIC PASSPORTS TO SEE 
IF ANY NEED RENEWAL.  CHECK WITH YOUR HUMAN RESOURCES 
OFFICE FOR INFORMATION ON HOW TO APPLY FOR NEW PASSPORTS 
AND IDS. 
¶21.  MINIMIZE CONSIDERED. 
TALBOTT