U.S. Department of State

A: The HSTA is an allowance for "extraordinary, necessary, and reasonable expenses, not otherwise compensated for, incurred by an employee incident to establishing him/herself at a post of assignment in the United States"(DSSR 251.1a)..

2. Q: Who is eligible to receive the HSTA?

A: There are two situations when the Home Service Transfer Allowance may be paid. Either the employee has been reassigned from a post in a foreign area to a post in the United States or the employee has died while serving at a post in a foreign area and the family members need to relocate back to the United States following the employee's death.

An employee who has been reassigned from a post in a foreign area to a post in the United States may receive the HSTA, as long as the employee certifies that he/she will complete twelve months in U.S. Government service following the effective date of transfer (DSSR 251.1b). For Department of State employees, this declaration is made in item #18, "Remarks", of form SF 1190 (Foreign Allowance Application, Grant and Report, Rev. 07/2009). Note: Per DSSR 252.7 Prohibitions employees eligible under their agencies' regulations for either a subsistence expense allowance or a miscellaneous allowance authorized by 5 U.S.C. 5724a(c) or 5724a(f), respectively, (under the Federal Travel Regulation) are not eligible for the subsistence expense, the miscellaneous expense, the wardrobe expense portion or the pet shipment and required quarantine expense portions of the home service transfer allowance authorized by the DSSR.

If an employee dies while assigned to a post in a foreign area, the HSTA may be paid to eligible family member(s) to relocate to the United States provided at the time of death, they (1) resided with the employee at his/her foreign post; or (2) were residing outside the United States at an agency-designated location for which they were receiving a Separate Maintenance Allowance under DSSR 260.

3. Q: What expenses are covered by the HSTA?

A: The HSTA may defray five types of expenses: miscellaneous expenses, wardrobe expenses, subsistence expenses, lease penalty expense and pet shipment and required quarantine expenses.

4. Q: How much HSTA is due me for a transfer?

A: The miscellaneous portion can either be a lump sum amount or itemized actual expenses up to limits. (DSSR 252.1)

The wardrobe expense portion if transferring across one or two zones. Note: Not all agencies pay a wardrobe allowance; check agency implementing regulations. (DSSR 252.2)

The subsistence expense portion is based on the number of EFMs/dependents and how long you are in temporary commercial or non-commercial quarters or in permanent quarters prior to receiving HHE/HHG. (DSSR 252.3)

The lease penalty expense portion may be granted when penalties are incurred if you are receiving a living quarters allowance at your foreign post and must "break" your residence lease owing to your transfer date. Note: lease penalty applies to only residence lease -- not car or cell phone leases. (DSSR 252.4)

The pet shipment and required quarantine expense portion assists in getting family pet(s) from the foreign post to a U.S. post. (DSSR 252.5)

5. Q: Under HSTA, how long can I stay in temporary lodging if I'm having trouble finding a place to live?

A: The DSSR offers agencies the choice between Actual-Expense Reimbursement - Agency Method #1 and Partial-Flat-Rate Reimbursement - Agency Method #2. An agency must choose either Method #1 or Method #2. In addition an agency may offer to its employees the Fixed-Rate Reimbursement. Note: All agencies have not adopted the Fixed in addition to either Method #1 or #2. Check with your agency. If the Fixed is also offered which should be in the agency's implementing regulations then the employee chooses the reimbursement method which best suits the employee. The State Department's implementing regulations are the Foreign Affairs Manual and Foreign Affairs Handbook (FAM/FAH, respectively). The State Department uses the Partial-Flat-Rate Reimbursement - Method #2 for its Foreign Service personnel returning to a domestic assignment from a foreign assignment.

Under both Method #1 and #2, the reimbursement maximum is calculated on the (1) CONUS (continental United States) rate if transferring to the continental U.S.; or (2) per diem of the applicable non-foreign area if transferring to a non-foreign area outside CONUS. The time period is for 30 days and may extend for another 30 days though the rate reduces. In cases of "compelling reasons beyond the control of the employee" the head of agency or designee may grant an additional 60 days to be paid at the same reduced rate as the second 30-day period (DSSR 252.3).

Under the Fixed-Rate Reimbursement Method, the maximum time period allowed is 30 days - no exceptions/no extensions and is always based on a percentage of the per diem of the U.S. post of assignment. The agency can limit the days to less than 30.

See DSSR 252.3a and DSSR 960 HSTA worksheet for more detailed explanations and calculations.

6. Q: How do I figure out what amount I should request in advance if my agency allows advances?

A: Although the DSSR permits advances, agency implementing regulations (FAM/FAH for Foreign Affairs Agencies) can be more restrictive. You can estimate the maximum amount you may receive using the HSTA worksheet provided in DSSR 960. You may also consult with your assignments officer or the Financial Management Officer at your foreign post. Generally you may request only the amount you are authorized for the first 30 days subsistence, the lump sum miscellaneous expense portion, the lease penalty portion (if applicable), and the wardrobe portion (if applicable). State encourages its employees to use the Government travel credit card in lieu of applying for an advance.
Actual-Expense Reimbursement - Agency Method #1: Uses the standard CONUS per diem rate if transferring to the continental U.S.). If transferring to Alaska, Hawaii or a non-foreign area outside the continental U.S. the per diem of that location should be substituted in the formula. Reminder these are maximums. Calculation is on the total per diem rate and not the individual components of the per diem rate. Lodging receipts are required and a certified statement of daily meals, laundry and dry cleaning. Under Agency Method #1, lodging tax may be claimed in addition to these maximums.

First 30 days:
Employee CONUS rate x 100%
Accompanied Spouse or Domestic Partner CONUS rate x 75%
Family Members 12 and older CONUS rate x 75%
Family Members under 12 CONUS rate x 50%

Second 30 days (and days 61 through 120 if approved):
Employee CONUS rate x 75%
Accompanied Spouse or Domestic Partner CONUS rate x 50%
Family Members 12 and older CONUS rate x 50%
Family Members under 12 CONUS rate x 40%
For the Partial-Flat-Rate Reimbursement - Agency Method #2
The percentages are as under Agency Method #1, however, the reimbursement separates the lodging and the M&IE portion of the applicable per diem rate. Reimbursement for lodging is for actual expenses not to exceed the maximum lodging amount calculated for the family. Lodging receipts are required. Tax on lodging may be reimbursed in addition to the maximum lodging amount. The percentage of the M&IE is a flat amount and does not require itemization.

Fixed Rate Reimbursement Method (agency can limit days to less than 30). Calculation is always based on U.S. post of assignment per diem rate. Calculation is on the total per diem rate and not the individual components of the per diem rate. Receipts and itemization are not required. Under the fixed rate reimbursement method, lodging tax may not be claimed in addition to these flat amounts.

Initial Occupant 75% per diem rate

Each additional occupant 25% per diem rate.

7. Q: How much is the miscellaneous expense portion of the HSTA?

A: The miscellaneous expense portion covers such expenses as disconnecting and connecting appliances, converting household appliances, rental car expenses if POV from foreign post is delayed; lithium battery replacement if unable to shipped in HHE/HHG from foreign post, replacement of technology devices due to foreign post environmental conditions causing irreparable damage, and internet installation or disconnection fees. The following amounts may be granted without receipts or itemizing (DSSR 252.1a): (a) for an employee without family - $750 or the equivalent of one week's salary, whichever is less; (b) for an employee with family - $1,500 or the equivalent of two weeks' salary, whichever is less. Alternately, the employee may itemize expenses and may be reimbursed as described in HSTA Q&A 8.

8. Q: What is the limit for the miscellaneous expense portion of the HSTA if I keep receipts and itemize?

A: You may be reimbursed for actual expenses if supported by receipts or acceptable evidence of allowable expenses with the following maximums: (a) for an employee without family � an amount not to exceed one week's salary for the employee or one week's salary at the GS-13, step 10 level (without locality pay), whichever is less; (b) for an employee with family � an amount not to exceed two weeks' salary for the employee or two weeks' salary at the GS-13, step 10 level (without locality pay), whichever is less; DSSR 252.1b.

9. Q: What miscellaneous expenses are not allowable?

A: Miscellaneous expenses in conjunction with the transfer that are not reimbursed include: losses in selling and buying real and personal property, additional costs of moving household goods caused by exceeding the maximum weight limitations, costs of newly acquired items such as the purchase and installation costs of new rugs and draperies, damage or loss of clothing, luggage or other personal effects while traveling to the new post, costs incurred in connection with structural alterations, remodeling or modernizing of living quarters, garages or other buildings, to accommodate privately owned automobiles, appliances or equipment shipped to the new post. These and other expenses not covered under the miscellaneous expense provision are listed in DSSR 251.2a.

10. Q: Can I now get the Wardrobe Expense Portion when I transfer from a foreign post to the continental US or Hawaii ?

A: Prior to the DSSR amendment effective 4/9/2023 the Wardrobe Expense Portion was allowed only if an employee transferred across two transfer zones. With only three transfer zones worldwide and the Continental U.S. and Hawaii classified as zone 2 an employee could not get the Wardrobe Expense Portion if transferring either into or out of the Continental U.S. and Hawaii. With the DSSR amendment, if an employee transfers from a zone 3 or a zone 1 to the continental U.S. or Hawaii (zone 2) they are now also eligible for the Wardrobe Expense Portion. (DSSR 252.2).
Foreign posts' transfer zones are classified as 1 (average temperature "cold"); 2 (average temperature "moderate"); or 3 (average temperature "hot"), and are listed in DSSR 920, column number 4 entitled "transfer zone". The non-foreign area and continental U.S. transfer/climate zones and amounts (depending on one or two zone transfers and with or without additional family members) are listed at DSSR 252.2.

Note: see agency implementing regulations to see if agency pays this allowance.

11. Q: How do I estimate the subsistence expense portion?

A: The subsistence expense portion is designed to help offset costs of meals, laundry and dry cleaning, and lodging (per DSSR 251.2c). The amount of reimbursement may be calculated using the Actual-Expense Reimbursement - Agency Method #1 or Partial-Flat-Rate Reimbursement - Agency Method #2 described in Question 6 or, in some agencies, by using the Fixed-Rate Reimbursement Method described in DSSR 252.3 (also referred to as the 'flat rate' method in the DSSR 960 HSTA Worksheet).

Employees should check their agency's implementing regulations for allowable method(s) of reimbursement. The State Department follows the Partial-Flat-Rate Reimbursement - Agency Method #2.

12. Q: What is the fixed amount method?

A: Under the Fixed-Rate Reimbursement Method, the period of allowable reimbursement is limited to, and may be less than, 30 days, with no extensions permitted (DSSR 251.2c(2)).

Please note that the State Department does not offer the Fixed-Rate Reimbursement Method.

13. Q: What is the lease penalty expense portion?

A: The lease penalty expense portion is designed to assist employees receiving the living quarters allowance at the foreign post to defray the expense of unavoidable lease penalties for the early termination of a residential lease due to transfer required by a federal agency (DSSR 251.2d). The amount of reimbursement shall not exceed the amount required by the specific terms of a rental contract signed by the employee as a prior condition of obtaining the lease for quarters at the foreign post, or the equivalent of three months' rent, whichever is less. This reimbursement may be made only after the appropriate official of the relevant agency attests to the necessity for breaking the lease. The conditions for such authorization are set forth in DSSR 252.4.
Please note that this lease penalty allowance applies to quarters leased at the employee's foreign post, not for housing rented in the US. Also, it does not pertain to car or cell phone leases.

14. Q: When is the HSTA subsistence expense portion terminated?

A: Reimbursement for allowable HSTA subsistence expenses terminates on the earliest of the following dates: (1) the date the employee or any family member occupies permanent residence quarters (however see exception at DSSR 252.3b(1) when HHE/HHG haven't arrived; (2) the date the employee departs from the U.S. post on transfer, or the effective date of transfer when the employee is absent from the U.S. post at the time the transfer order is issued and does not return to the U.S. post before proceeding to his/her new foreign post; or (3) the date of the employee's separation from government service (DSSR 252.3b).

Please note that non-residential quarters are defined as "hotel, pension, or other transient-type quarters." Houses or apartments are assumed to be a residential quarters because "a house or apartment may not be designated as 'non-residential' or 'temporary' unless the head of the agency or designee determines that it is or was occupied on a temporary basis." (DSSR 251.2c).

HSTA subsistence payments are not authorized during any time in which the employee is receiving authorized travel per diem, except as stated at DSSR 252.3d.

15. Q: How is the HSTA apportioned between married couple employees or domestic partnership employees?

A: HSTA payments for married couple employees or domestic partnership employees are apportioned as follows:
The miscellaneous expense portion "with family" rate may be granted to either eligible employee (both civilian employees of the U.S. Government) or each may be granted the employee "without family" rate. If there are additional members of the family, one employee may be granted the "with family" rate and the other the "without family" rate. However, for grants above the non-receipt amounts, both employees may not claim the same expenditures.

For the wardrobe expense portion (if applicable, see question #10), each employee may be granted the "without family" rate. With additional eligible family members present at post, one employee may receive a "with family" rate and the other may be granted the "without family" rate.

For the subsistence expense portion, each employee may be granted the "initial occupant" rate. One of the employees may be granted the appropriate reimbursement for any additional family members (excluding spouse or domestic partner). Alternatively, the employees may agree to consider one spouse or domestic partner as a family member only.

For the lease penalty expense portion, only one or the employees at the same post may be reimbursed for an unavoidable lease penalty described in DSSR 252.4. Further information can also be found in DSSR 252.8.
For the pet shipment and required quarantine expense portion each employee is eligible for this portion, however, cannot both claim expenses for the same pet for the same travel leg.

16. Q: If an employee is receiving a Separate Maintenance Allowance (SMA) how does this affect HSTA payments?

A: Family members who were on SMA while the employee was serving in a foreign area may not be counted as family members for HSTA payments unless official transportation was authorized permitting those family members to join the employee at the new post of assignment in the U.S. (DSSR 252.9).

A: Yes, the employee is eligible for the subsistence expense portion of the HSTA whether in annual leave, home leave, sick leave, parental leave or temporary duty status provided the employee incurs these allowable expenses at the new post of assignment (DSSR 252.3a). The employee must request the HSTA by completing form SF-1190 that includes the certification that the employee agrees to complete 12 months in United States government service following the effective date of the transfer (DSSR 252.5b).

18. Q: Must the employee's HSTA period consist of consecutive days at the new U.S. post of assignment or may it be "broken-up" by home leave, annual leave, etc.?

A: The HSTA payment period need not consist of consecutive days, but may be broken by periods of annual leave, home leave, sick leave, parental leave or temporary duty (DSSR 252.3). The employee may be on annual leave, home leave, sick leave, parental leave or temporary duty and may still be granted HSTA payments provided these allowable expenses are incurred at the employee's new post of assignment.

For example, an employee travels from their home leave address in Iowa to Washington, DC, before starting work in their new office in order to "house hunt." The employee may receive HSTA subsistence payments while in D.C. on home leave. Please note that there is no requirement that the family members join the employee at the post of assignment during the "house hunting" trip. However these HSTA payments would be suspended if the employee travels outside the Washington DC area because expenses are no longer being incurred at the new post of assignment.

19. Q: What if I have to sign a 30-day lease for the temporary quarters in DC and during this time I take a week's annual leave in Florida ? May I claim the full expense of the lease?

A: No. The lodging costs in Washington for the days you were in Florida are not reimbursable because you were away from the new post of assignment. DSSR 252.3a explains that the days of subsistence "need not run consecutively and may be broken by periods of annual leave, sick leave, parental leave, home leave, or temporary duty." But those days must be spent at the post of assignment for subsistence expenses to be reimbursed for those days.

For temporary duty away from the new U.S. post of assignment, it is different. DSSR 252.3d provides that subsistence expenses at that new post may be payable during the period of temporary duty.

Last updated 04/28/2023

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Frequently Asked QuestionsHome Service Transfer Allowance

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Home Service Transfer Allowance