DEPARTMENT NOTICE - ADVANCE OF PAY

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP92-00455R000300030002-7
• Release Decision: RIFPUB
• Original Classification: K
• Document Page Count: 9
• Document Creation Date: December 20, 2016
• Document Release Date: August 8, 2006
• Sequence Number: 2
• Publication Date: September 7, 2001
• Content Type: REGULATION

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esignation
O KAY tP.E,RSO NEL
ht.:.S~ ,iil -. Sal
Effective May 3 1932 'Ms Dorothy Samoas assumed the Lunctio^
.6 ?w Acting---D irector or the Office of Position arld `Pay ar ager,en
yin` the Bureau of Personnel Ms ::. Sampas ' is located zn Rood 4 2 3
and ma be reached on,'extension 2559 1'-,
State Dept. review completed
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 -:'390 ADVANCE OF PAY UPON ASSIGNMENT TO A POST IN A FOREIGN AREA
UNIFORM FOREIGN AFFAIRS REGULATIONS
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4
May 7, 1982
TO ALL EMPLOYEES
STATE, IDCA, USICA
This Notice is intended for
3 employees. Please read
and pass on, thank you.
Effective April 7, 1982, the five Foreian.Affairs; ArTtmnr;cc
'Employees (AFGE) Local 1812.-- The applicable regulations (3 FAM 390
among the Foreign Affairs.': Agencies, The American Foreign St-rvira
The implementing,regulations:for this new allowance were negotiated
and 4 FAM 548) are quoted below for your information.
(These regulations apply to State/AID/USICA/Agriculture/Commerce)
Chapter 850 of the Standardized. Regulations (Government Civilians,
Foreign Areas) (GC,FA), contains general regulatory authority.
(Continued on reverse)
391..Authority
Section 2310 of the Foreign Service Act of 1.980 amended Subchapter
III, of Chapter 59 of::,Title._,5, United States Code, to add a new
section. 5927. '.,.,: That sect'ion?;provides that:;. up to three months.' pay.:
ma
be p
id
n
d
nce
y
a
i
a
va
to an employee ul
employee to a post in a foreign..area.
391.2 Regulatory
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392 Making Advance Payment
For State, USICA, Agriculture, and Commerce, 4 FAM 548, "Advance of
Pay," provides the policy and procedures governing advances of pay
-upon assignment to a post in a. foreign area. For AID, see Handbook
19, chapter 14. Unquote, end text.
4 FAM?548 TL:FIN-.268
Date:'. April 7, 1982
.548 Advance of Pay .
548.1 Purpose
.This section provides the policy and procedures governing advances
of'payTupon-the'assignment of an employee to a post in a foreign
548.2 Authority.
This section applies to the following agencies: State/AID/USICA/FAS/
Commerce.. 5 U.S.C. 5927, as-established by the Foreign Service Act
of 1980 (Public Law 96-465, dated October 17, 1980), provides as
follows:
"Up..;to..three:;.months' pay may be paid. in advance.- to an,-...
employee ;upon the assignment of 'the employee to :a post
548.3 -Definitions
a. "Employee".means an individual--employed in-the-civilian service
of a government agency (including Chiefs of Mission, and members of
the Foreign Service of the United States) who is: .
(1) A citizen of the United States;
(2) Officially assigned to a foreign area;
(3) Receiving basic compensation; and
(4) Eligible for allowances or differential.
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c: "Pay means=current salary at time of request; that is, the basic
.compensation, of an, employee exclusive of all allowance,
'.differentials,..or.other additional compensation. In this instance,
it is the net compensation (gross pay minus mandatory deductions)
approval of~'the head of the agency.
b. "Foreign area" means any area (including the Trust Territory, of
the Pacific Islands) situated outside the United States, the
Commonwealth of Puerto Rico, and the possessions of the United
"Post"..means the place designated asthe official duty station of
the employee?regardless-of whether the employee is detailed
0
For State/USICA/FAC/Commercethe following
LID see Handbook 19,?'"chapter: 14):
procedures apply (for
a.. Requesting an Advance of Pay
.request... In cases where orders are not received.45 days prior to
planned departure, the travel authorization number, will be provided
bythe.,agency ,:The request:will contain the following. statement:
Repayment-oftYis`advance is-to be made by`payroll- 'deductions. The
full advance will be repaid in not more that 18 pay periods. I will
maintain other-voluntary deductions such as allotments in amounts so
as not to delay repayment of this advance." Employees may elect a
repayment schedule of less than 18 pay periods. (See Exhibit 548.4a)
assigning-, the:.,;employee. to a post ,in a foreign area will support the
number;" and 'ttav`el}order `..:number A, copy' of,a;'the..t avel` :orders
Advance of ,Pay, in a time frame that will allow for payment by U.S.
Government- check on the date required. The request may be initiated
upon receipt of travel orders,'but, normally not more than 45 days
prior to the-employee's departure to, or not more than 60 days after
arrival at the overseas assignment. The request (original and three
copies) will be' signed by the employee, who should supply his/her
complete postal mailing address:, for. the check, social. security
An'employee shouldsubmit FormmJF-55, Request and Voucher for an
Issuing Advance of Pay
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S
b. Calculation of Advance of Pay -
Maximum advance of pay for which an employee is eligible is
calculated on the basis of the employee's base bi-??weekly salary
minus mandatory deductions provided repayment schedule can be met.
Using the current earnings statements of 2 employees, the following
data is extracted.
.(l) 80 hours base pay ;,(excludes dif-
ferentials allowances and premium pay) $1,1
(2) ,-Less mandatory. deduct ions (retire-
etc . ) -350 -350
(3) Net pay before allotments $ 7501 $ 7501
(4) Voluntary allotments on file -100 -550. 1. 1-
(5) Net pay 650 .200
1Ceiling of advance would be 6 times $750 or
In above examples, ceiling for advance of pay for both employees
would be based on 6 times line 3 (6 times $750,=.$4,500). Employees
may request an advance of less than ceiling. Repayment of total
advance must be. made in 18 pay periods or less. The following,
illustrative schedule shows advance and bi-weekly repayment an
employee may consider provided repayment schedules can be met.
$4,500
4,050:
1,600..:.
3 150
2,700
2,250
1,800
1,350
1 .11 Repayment? Bi.-Weekl
Over. .18 .? --Pay -Periods
$25O
225
200
175
-
150
125
100
75
2Repayment may be scheduled in less than 18 pay periods.
Amount..o
Advance.{,of, Payn.Request:_;
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In Summary: Employee X could receive a maximum advance of $4,500..
Repayment . over. 18 pay periods would be at the rate of $250 per pay
period. (Employee X can easily support repayment from take home pay
line (5)).
.M/COMP/FO (Payroll Office)
Room 6701, SA-15
USICA: Chief,: Foreign Service Personnel
MGT/PF
1776 Pennsylvania Avenue, NW
Washington, DC 20547
USDA - Foreign Agricultural Service
Fiscal Operations Branch, MSD
Washington, DC 20250
Commerce: Director, Office of Financial Operations
Room
6823?
COMM
,
<
.Department?Tof. Commerce
Washington, DC 20230
_,(.2);Employe.es.:transferring,from a post in a foreign area to another
post. in_ a foreign-area or, requesting advance of pay... upon arr.ival;at=
a post in a foreign area, should submit required documentation i'naccordance with instructions of the payrolling office servicing the
post where the application is made.
$200 bi-weekly over 18 pay periods which would be ceiling employee.:Y
could`request..'However, if'employee Y elects to reduce voluntary
(line (4).) totalling $550, may not request an advance that would
exceed. repayment ability of $200 per pay period (line (5)).
Schedule above. shows advance of $3,600 carries repayment schedule of
In Summary: Employee-Y who maintained voluntary allotments'of pay
same as employee X).
request with required documentation (see section 548.4a) to:.,,; -.
:Processing an Advance of Pay Request
Employees. transferring from assignment in the United States
Adomestic.,.assignment) to a post in a foreign area, should forward
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(3) Payroll and/or Budget and Fiscal personnel examine documents to
verify completeness and correctness of data in the request including
computation of amount to be advanced, payback-and accounting data.
Upon completion of verification process, the request document will
advance 'is- charged'to the appropriation from which the
Th
e
employee's regular salary"is paid . The allotment to be charged:
cost
ti
i
on
za
for' state, central allotment 7097;-for USICA,- organ
center 1090 FAS,- organization code 0899.
r w
-Z n,77-7
d Requesting Advance `Prior" to Liquidating''a Current Advance-of-Pay
An employee who has an outstanding balance from a prior advance of
pay may be issued a new advance when,.".upon-arrival at the new post.
in a foreign area the employee is reassigned to another post in a
fore.1jti'area'before full repayment of a previous advance of pay.
The total unpaid balance..plus the new-advance may not exceed 6 pay
periods.
548.5 -Collecting Advance of Pay
a Advance pay iscollected by bi-weekly deductions from an
employee's salary. The deduction from salary will,begin on the pay'.
a
the
i
ll
d f
y
p
ow
ng
o
day which falls during the second full pay perio
period--in which the advance check is issued. There shall always be
one full pay period between the pay period in which the check is
issued and the pay period in which the first deduction occurs and in
no case will the deduction begin earlier than 24 days from the date
of issuance of the check for the advance.
b. Deductions from an employee's'salary -for advance of pay are
credited. to- the advance pay: account. a (appropr iat iort,_-,.allotment ,
trvel authorization number and'social security' number) and reported
to Washington monthly in.,thLe required 'format for other accounting
data, using SF-1221, FS-478 or FS-477. Regional Administrative
Management Centers must provide detailed collection data on the
monthly tape to 'serviced agencies to facilitate direct input to the
accounting System
c. In accordance with the order of precedence for payroll
deductions, prescribed by the General Accounting Office, advance of
pay is considered to be an indebtedness due the United States and
deductions therefore precedes other voluntary deductions, including
allotments and assignments of pay (section 551.5)?
d. Should an assignment to a post in a foreign area be canceled at
the convenience of the agency, the employee may repay the advance in
the normal repayment schedule.
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 Should assignment to a post in a foreign area be canceled at the
convenience of the employee, the outstanding balance shall be repaid
in full. immediately to the applicable agency office cited in section
548.4c(].).
e. In-the.case of non-issuance of a paycheck, a lump-sum retroactive
salary-payment will be made. The deduction made for each
included. in the retroactive salary pay payment shall. not exceed the
normal . payback-amount., In the. event that the advance is not
~.-:deducted, the_:nondeducted_amount will be viewed as an overpayment:
and -repayment will b
Department of
State 4 FAM.488; for AID Handbook 19, Chapter 14; for USICA MOA VII,-
"Sect ion : d7n _. ter,- r,?.r, .,,.,
made in.accordance with Comptroller . General .
decisions and operative Agency regulations- "For th
54.8.6 Fiscal Control and Reporting
(SF-1221, FS-478, FS-477, or OF-257).
For::; disbursements, RAMC or non automated posts shall submit an
FS-4.77(M)-or OF-257 supported by one signed copy of th An
,agenciesl,',monthly-in accordance. with procedure established in
sections`200 and 300
Each agency is responsible for establishing accounts receivables 'on
the basis ,of disbursements charged to the centrally controlled
:account.-;supported by a signed copy of-the Advance of Pay Request
(APR),:Accounting. transactions must_,be reported to serviced
preference section 250. - Collection of advance of pay is shownson the
FS-477 and in the automated payroll system.
n
reporting "collecting in. accordance with this
procedure
548.7 Transfer of Pay Authority
.Upon transfer of authority to pay, the losing payroll office
reconciles,-, the, account balance and. assure that the reconciled
ba-lanceto" be":`collected:._ is-.included,.and :identified, on the.
authority being transferred as well as the bi-weekly deduction'
amount.- The gaining payroll office is responsible for continuing
the`"deductions a
d
548.8 -Discrepancies in Advance of Pay Account
Since advance of pay accounts are centrally controlled accounts, any
inquiries concerning a. discrepancy in collection or account balance
should be directed to the appropriate control office in the agency
for response. After review of the account, the central office
adjusts or instructs the paying office to make adjustment, as
appropriate.
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548.9 Collecting Advance Pay Under Default
other amount amount'.-`due- the employee'. from the Government or such other-
include'..; set'2of f . against accrued pay, amount or retirement cre it, or
In'the'event of default by the'employee, uncollected balance of
advance pay is'subject to provisions.of:
a. Federal Claims-Collection Act of 1966 (31-U.S.C. 952). -It,
codified for'.`the Department in section 488, gives the Department`
responsibility for collection of'.'claims of the.United States for
money arising-out of=its activities.` Such collection action may-.-
A
method--as'.-.is-provided by law: '._
repayment is",not made in accordance wrth terms of the arrangemen
provides' for . 'assessing interest and/or charge tor late payment WileLC
t
r,_?mrPasurv Fiscal Reauirements...Manual (TFRM):6-8020.20 which:
have a supply of forms on hand.'
requested ' to` reproduce forms'and_keep a supply available for
employees requesting advance"of pay. Payrolling offices will also
JF-55Fo-rm for applying for advance of pay is attached. Bureaus are
Criteria.for'receivi'ng advance of pay for those now assigned to
Washington with onward assignment to an overseas post: The
following documents should be'sent or handcarried to the appropriate
payrolling offices listed in-para 548.4c(l).
a. JF-55 Form (original and two copies) Employee should retain
copy for his/her records.
late'str earnings statement ;;:
Copy of travel:: order assigning employee to a post'in a foreign
area:' '
Request for advance of pay may be made up to 45 days prior to
departure to the overseas assignment or within 60 days after arrival
at the new post of assignment. Employees between assignments may
request advance upon arrival at the new post of assignment or may
forward above mentioned documents to the post from which they are
currently paid. Posts and overseas payrolling offices are prepared
to assist employees requesting advances at post.
payrolling office which pays the employee.
Advancer'c'annot be?"made unlessr ail- documents,-.are -submitted .toA_the
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