INDIANAPOLIS PAYROLL OFFICE FOREIGN ENTITLEMENTS INDIANAPOLIS PAYROLL OFFICE Integrity - Service - Innovation

OVERSEAS ENTITLEMENTS ARE UNDER THE STATE DEPARTMENT REGULATION (DSSR) DSSR Hyperlink https://aoprals.state.gov/content.asp?content_id=231&menu_id=92 Need to verify new link 10/13/2018 Integrity - Service - Innovation

THE MOST COMMON FOREIGN ENTITLEMENTS ARE SEPARATE MAINTENANCE ALLOWANCE (SMA) YH FOREIGN TRANSFER ALLOWANCE (FTA) Y1 POST ALLOWANCE YF TEMPORARY QUARTERS SUBSISTENCE ALLOWANCE (TQSA ) YJ LIVING QUARTERS ALLOWANCE (LQA) YE ADVANCED PAY (SALARY, TQSA, LQA) 10/13/2018 Integrity - Service - Innovation

SEPARATE MAINTENANCE ALLOWANCE (SMA) YH Governed by DSSR 260 “Allowance to assist an employee to meet the additional expenses of maintaining members of family elsewhere than at the employee's foreign post of assignment.”  [DSSR 260] Nontaxable Compensation Rates differ by type of SMA but not by location of the separate household Three types Involuntary SMA (ISMA) DSSR 262.1 Convenience of the Government Voluntary SMA (VSMA) DSSR 262.2 For Special Needs or Hardship of the Employee Transitional SMA (TSMA) DSSR 262.3 Termination of an Evacuation or in Connection with Commencement/Termination of an Unaccompanied Tour 10/13/2018 Integrity - Service - Innovation

SEPARATE MAINTENANCE ALLOWANCE (SMA) YH Computation/Payment [DSSR 267.3] Divide SMA annual rate by the number of days in the calendar year to obtain a daily rate (counting 1/2 cent and over as a whole cent) Multiply the daily rate by 14 to obtain a biweekly rate Multiply the daily rate by the number of days involved for any other period. Any split pay period at the end of a calendar year shall be computed at the daily rate applicable on the first day of that pay period. 10/13/2018 Integrity - Service - Innovation

FOREIGN TRANSFER ALLOWANCE (FTA) Y1 Governed by DSSR 240 “For extraordinary, necessary and reasonable expenses, not otherwise compensated for, incurred by an employee incident to establishing him or herself at any post of assignment in a foreign area, including costs incurred in the United States, its territories, possessions, the Commonwealth of Puerto Rico and the Commonwealth of the Northern Mariana Islands prior to departure for such post.” [DSSR 240] Nontaxable Compensation One time payment processed in DCPS and only viewable after pay runs 10/13/2018 Integrity - Service - Innovation

Integrity - Service - Innovation POST ALLOWANCE (YF) Governed by DSSR 200 “Cost-of-living allowance granted to an employee officially stationed at a post in a foreign area where the cost of living, exclusive of quarters costs, is substantially higher than in Washington, D.C.” [DSSR 220] Nontaxable Compensation Payment issued based on percentage increase over Washington, DC cost-of-living, applied to "spend able income" Flat rate varying only by basic salary, size of family, and post, regardless of individual expenses 10/13/2018 Integrity - Service - Innovation

Integrity - Service - Innovation POST ALLOWANCE (YF) Computation/payment [DSSR 229] Divide the Post Allowance annual rate by the number of days in the calendar year to obtain a daily rate (counting 1/2 cent and over as a whole cent) Multiply the daily rate by 14 to obtain a biweekly rate Multiply the daily rate by the number of days involved for any other period Any split pay period at the end of a calendar year shall be computed at the daily rate applicable on the first day of that pay period 10/13/2018 Integrity - Service - Innovation

LOCATION AND POST ALLOWANCE PERCENTAGE 10/13/2018 Integrity - Service - Innovation

POST CLASSIFICATION / PAYMENT TABLES Verify Post Classification Percentage from DSSR and Salary from MER 10/13/2018 Integrity - Service - Innovation

TEMPORARY QUARTERS SUBSISTENCE ALLOWANCE (TQSA) YJ Governed by DSSR 100 “Assist in covering the average cost of adequate, but not elaborate or unnecessarily, expensive accommodations in a hotel, pension, or other transient-type quarters at the post of assignment, plus reasonable meal and laundry expenses for a period not in excess of 90 days after first arrival at a new post of assignment in a foreign area.” [DSSR 120] May be extended for up to an additional 60 days by the head of the agency Nontaxable Compensation 10/13/2018 Integrity - Service - Innovation

TEMPORARY QUARTERS SUBSISTENCE ALLOWANCE (TQSA) YJ Computation/Payment [DSSR 129] Paid in a lump-sum amount and in 30 day increments Can also be paid as a bi-weekly, but this is more rare and must be annotated on the SF-1190 May overlap 5 days with payment of Living Quarters Allowance Submit authorization memo with SF-1190 via Remedy or Imaging to PRO for manual workaround. Cannot overlap with Post Allowance. Post Allowance must be stopped with the NOAC 5ED before TQSA will be disbursed Must be claimed by the employee on the Standard Form 1190. List the following in Box 18, Remarks:  (1) Temporary Quarters occupied by the employee and family (2) total claim being made for quarters and subsistence (3) total of any advance of funds provided under Section 113.2  10/13/2018 Integrity - Service - Innovation

Integrity - Service - Innovation ADVANCED PAY DoD FMR VOL 8, Chapter 3, Paragraph 030901.B Advances of pay for DoD civilian employees preceding to or arriving at a post of assignment in a foreign area are authorized, when applicable. An advance of pay is a prepayment made available to an employee in a pay status. With each permanent change of station (PCS) to a foreign area, an employee may be authorized a single lump-sum advance of up to three months of base pay. The purpose of advances is to finance unusual employee expenses associated with overseas assignments and to aid foreign assignment recruitment and retention. Such expenses may include transportation, storage of goods, shipping costs, deposits on living quarters overseas and purchase of household items. For additional information, see 5 U.S.C 5927 and DoDI 1400.25 A new advance cannot be issued until the previous advance has been paid in full. This can be identified in the DCPS Debt Case as deduction code XM 10/13/2018 Integrity - Service - Innovation

PERSONNEL OFFICE INTERFACE Any add, change or delete for Living Quarters Allowance YE Post Allowance YF Post Differential YG Danger Pay YR Separate Maintenance Allowance YH Entitlements are transferred to DCPS via PDS file from personnel 10/13/2018 Integrity - Service - Innovation

ENTITLEMENTS NOT TRANSFERRED VIA PDS FILE TO DCPS TEMPORARY QUARTERS SUBSISTANCE ALLOWANCE (TQSA) FOREIGN TRANSFER ALLOWANCE (FTA) INVOLUNTARY SEPARATE MAINTENANCE ALLOWANCE (ISMA) Personnel must interface initial SMA action via SF-1190 and submit a Remedy ticket for bi-weekly manual workaround ALL ADVANCES: SALARY, LQA & TQSA ALLOWANCE Certified SF-1190 is required for submission via Remedy or Imaging to the payroll office for processing Salary advances are collected in the debt module with deduction code of XM Must repay salary advance within 26 pay periods 10/13/2018 Integrity - Service - Innovation

Integrity - Service - Innovation LQA ENTITLEMENTS 10/13/2018 Integrity - Service - Innovation

LIVING QUARTERS ALLOWANCE 10/13/2018 Integrity - Service - Innovation

OVERSEAS ALLOWANCES - ADVANCE/PAYMENT ADJUSTMENTS 10/13/2018 Integrity - Service - Innovation

‘YE’ CODE FOR LQA INFORMATION 10/13/2018 Integrity - Service - Innovation

READING THE OVERSEAS ENTITLEMENT SCREENS “PMT TYP” FIELD A = Advance B = Bi-weekly E = Entitlements R = Recon S = Check posted V = Voucher Y = Adjustment “ID” FIELD A = Arrival D = Departure Q = Quarters U = Utilities 10/13/2018 Integrity - Service - Innovation

OVERSEAS ADJUSTMENT RECORDS 10/13/2018 Integrity - Service - Innovation

INVALID NEGATIVE DUPLICATES 10/13/2018 Integrity - Service - Innovation

Integrity - Service - Innovation REMEMBER The entitlement and amounts are provided by the personnel office The payroll office is not authorized to add, change or delete any entitlement without a personnel action Overseas allowance program and the debt module are independent programs 10/13/2018 Integrity - Service - Innovation

SYSTEM PROCESSING OVERVIEW DCPS calculates the pay period’s entitlement Every pay cycle DCPS checks LQA entitlement Advance: DCPS “E”arns against the advance. No Advance: DCPS pays “B”iweekly payments. If sum of all retro YE monies is positive, DCPS pays. If sum of all retro YE monies is negative, DCPS creates 99/99/99s. Note: 99/99/99 are negative adjustments that are sent to the P6635R01 report for debt establishment. DCPS also creates 99/99/99 debts for any unearned portion of completed vouchers. DFAS uses a manual process that converts the 99/99/99 to actual dates for offset of the corresponding adjustments. The debt is then sent to the debt module for collections. 10/13/2018 Integrity - Service - Innovation

Integrity - Service - Innovation TABLES LQA Maximum Table Family Size Location Group Owning or Renting Currency Rates To review the LQA screens in DCPS: Online inquiries menu Master Employee Inquiry LQA Entitlements 10/13/2018 Integrity - Service - Innovation

LQA ENTITLEMENT AND FAMILY SIZE The FAMILY SIZE excludes the employee herself/himself. In this case the employee has 3 family member staying with her/him 10/13/2018 Integrity - Service - Innovation

Integrity - Service - Innovation TABLE MAX – DSSR MAX 10/13/2018 Integrity - Service - Innovation

Integrity - Service - Innovation TABLE MAX – DSSR MAX If Family Size > 0, With Family (WF) If Family Size = 0, Without Family (WOF) The number next to WF or WOF is the quarters group, not the family size 10/13/2018 Integrity - Service - Innovation

TABLE MAX – DSSR MAX – REGULATION 135.4 DSSR 135.4 Rates for Employees with More than One Family Member   An employee with more than one member of family (Section 040m) at the post is eligible to receive an allowance up to the amount indicated by the LQA classification for "WF" in column 2, Section 920 for his/her group plus the applicable amount shown below: Members of Family (excluding the employee) Additional Percentage of LQA 2 - 3 10% 4 - 5 20% 6 or more 30% The FAMILY SIZE excludes the employee herself/himself. 10/13/2018 Integrity - Service - Innovation

LQA MAXIMUMS/DAILY/RATES CALCULATIONS - LQA DAILY RATE (F10 SCREEN) Page 2 of Overseas Allowance Screen accessed clicking F10 & scrolling with F2/F3 When Payable Maximum = Table Maximum, employee has hit their cap and cannot be paid additional LQA Another sign that employee is maxed out is that the utilities are blank even though the LQA entitlement screen shows they should have utilities Quarters is always paid prior to utilities 10/13/2018 Integrity - Service - Innovation

CURRENCY EXCHANGE RATES 10/13/2018 Integrity - Service - Innovation

CURRENCY EXCHANGE TABLE 10/13/2018 Integrity - Service - Innovation

CALCULATIONS - LQA DAILY RATE Divide the annual quarter or utility amount by the currency conversion factor. Round this result Divide by 365 or 366 (depending on leap year). Note: a leap year is divisible by 4 (ie…2000, 2004, and 2008) Multiply by the number of days Example 57,444 / 0.478469 = $120,057.94 (ANNUAL AMOUNT USD) $120,057.93 / 365 = $328.93 (DAILY RATE USD) $328.93 X 14 = $4,605.02 (BIWEEKLY RATE USD) 10/13/2018 Integrity - Service - Innovation

Integrity - Service - Innovation CO-OWNER-SHARE % - LQA Note: CO-OWNER-SHARE % of 00 means 100% 10/13/2018 Integrity - Service - Innovation

CO-OWN / CO-SHARE (RENT) LQA Quarters Type 1 – Own 2 – Co-Own 3 – Rent 4 – Co-Rent Adjusted Daily Rate If quarters type is 2 or 4, then multiply the CO-OWNER-SHARE % by the annual entitlement amount to obtain the adjusted annual entitlement amount. Use the adjusted annual entitlement amount to calculate the daily rate 10/13/2018 Integrity - Service - Innovation

CO-OWN / CO-SHARE (RENT) LQA - EXAMPLE Adjusted Daily Rate If quarters type is 2 or 4, then multiply the CO-OWNER-SHARE % by the annual entitlement amount to obtain the adjusted annual entitlement amount. Use the adjusted annual entitlement amount to calculate the daily rate Example 57,444 X 0.50 = 28,722 (ADJUSTED ANNUAL AMOUNT) 28,722 / 0.478469 = $60,028.97 (ANNUAL AMOUNT USD) $60,028.97 / 365 = $164.46 (DAILY RATE USD) $164.46 X 14 = $2,302.44 (BIWEEKLY RATE USD) 10/13/2018 Integrity - Service - Innovation

Integrity - Service - Innovation LQA - ENTITLEMENTS 10/13/2018 Integrity - Service - Innovation

Integrity - Service - Innovation TABLE MAX – DSSR MAX 10/13/2018 Integrity - Service - Innovation

TABLE MAX vs. PAYABLE MAXIMUM EMPLOYEE ID EMPLOYEE NAME FROM TO TABLE PAYABLE QUARTERS UTILITIES DATE DATE MAXIMUM MAXIMUM DAILY RATE DAILY RATE 03 09 14 - 03 22 14 54670.00 47241.62 124.22 5.21 03 23 14 - 04 05 14 55440.00 47226.83 124.22 5.17 04 06 14 - 04 19 14 54670.00 47214.63 124.22 5.14 04 20 14 - 05 02 14 54670.00 47235.41 124.22 5.20 - The annual payable maximum is the minimum of the table max and the combined (quarters and utilities) annual entitlement Quarters has a higher priority than utilities. Quarters will pay out in full first, then the utilities will pay out up to the maximum 10/13/2018 Integrity - Service - Innovation

TABLE MAX vs. PAYABLE MAXIMUM - Formula The annual payable maximum is the minimum of the table max and the combined (quarters and utilities) annual entitlement Formula =MIN(DSSR_MAX ) Round(annual quarters x entitlement)+ Round(annual utilities entitlement/Currency conversion rate) Example Purchased home $453391.00 x 10%= $45339.10 Utilities 1335/.7072= $1887.73 $45339.10 + $1887.73 = $47226.83 (Payable Maximum) 10/13/2018 Integrity - Service - Innovation

PAYABLE MAXIMUM-REMINDERS If the payable maximum is equal to the table max the employee’s entitlement is “maxed out” The table maximum may change every pay period due to the DSSR table updates The payable maximum may change every pay period due to the table maximum changing and currency rate updates If the employee is “maxed out” the quarters entitlement is satisfied first with any payable remainder being used to satisfy the utilities entitlement 10/13/2018 Integrity - Service - Innovation

REASONS WHY A DIFFERENCE MAY EXIST BETWEEN AMOUNT AND PAYMENT When employee has a higher amount on their LQA entitlement screen and you apply the formula and the results do not match the amount paid: The employee was paid the maximum amount for their group The employee is co-owning or sharing expenses The employee is on the Time and Attendance invalid report (P6608) (trigger retro) The employee has separated The employee has been in LWOP status The employee has overlapping TQSA entitlements. LQA may only overlap with TQSA for 5 (five) days during departure with the commanders approval 10/13/2018 Integrity - Service - Innovation

Integrity - Service - Innovation SF-1190’s 10/13/2018 Integrity - Service - Innovation

Integrity - Service - Innovation SF-1190 Process Payroll office receives SF-1190's via remedy and imaging All documents are reviewed for completeness Technicians begin processing by determining if any information is missing, not legible, or incomplete on SF-1190 If complete, it is then determined if employee qualifies based on data available in DCPS For instance, is employee receiving Post Allowance when SF-1190 is requesting payment of TQSA for the same time When SF-1190 is not complete or employee doesn’t qualify, request is returned Once it is determined documents are complete and employee is eligible per data available in DCPS, SF-1190 is processed, see next slide 10/13/2018 Integrity - Service - Innovation

Integrity - Service - Innovation SF-1190 Process Continued Advance salary, TQSA, or LQA payments are sent to our Automated Disbursing System team for processing Advanced payments, an XM debt is setup in the debt module once it is verified that payment was issued Advanced TQSA and LQA payments are shown on the Overseas Allowance screen in DCPS For all other payments that are paid out of DCPS, the payroll technician will enter the payment For each payment method, the payroll office has audit checks to verify accuracy of payments 10/13/2018 Integrity - Service - Innovation

Integrity - Service - Innovation SF-1190 Common Issues Below are some of the common reasons SF-1190’s are returned Attachment not included on the Remedy request Timeframe for request is not included LQA Advances and TQSA lump sum payments Amount claimed is not included Information is not legible Review before attaching to Remedy ticket The request included is for a different employee TQSA timeframe on SF-1190 does not match memo SF-1190 contains an incomplete Routing number All US banking Routing numbers contain 9 digits Block 22a on SF-1190 indicating checking or savings is not completed Banking information is not included on the SF-1190 10/13/2018 Integrity - Service - Innovation

SF-1190 Common Issues continued Incomplete SSN provided on SF-1190 DFAS requires the full SSN on the SF-1190 Page 2 of SF-1190 missing SSN and/or name Incorrect SSN on 2nd page of the SF-1190 Often a different SSN is on page 1 and page 2 SSN provided on the SF-1190 doesn’t match name on the SF-1190 SSN provided on SF-1190 is not for an employee serviced by DFAS 10/13/2018 Integrity - Service - Innovation

SF-1190 Common Issues continued Block 23 contains incomplete LOA Missing entire LOA Missing 6 digit activity code Missing fund symbol Missing subhead LOA’s are required for the following: LQA advances TQSA advances Pay Advances 10/13/2018 Integrity - Service - Innovation

SF-1190 SF-1190 Common Issues continued Entitlement Overlap Dates for advance overlap a prior advance timeframe LQA entitlement overlaps with TQSA Can only overlap outgoing TQSA with LQA for up to 5 days. Must include a memo and be stated on SF-1190 Post Allowance entitlement overlaps TQSA entitlement Post Allowance cannot be paid at the same time as TQSA Outgoing TQSA Please ensure address is updated to employee’s new address prior to separating them. The payroll office will NOT update the address based on the SF-1190 Updating an employee’s address is a CSR function 10/13/2018 Integrity - Service - Innovation

Integrity - Service - Innovation QUESTIONS 10/13/2018 Integrity - Service - Innovation