Frequently Asked Questions
Education Allowances
1. Q: When is an employee eligible
to receive education allowances for their school age dependents?
A: After the employee, or family member, has arrived at the
foreign post of assignment, an application [Standard Form (SF-1190) and DSSR
960 Education Allowance worksheet] may be filed including estimates of costs of
tuition, books and supplies, required fees, room and board (if applicable), and
transportation for an education allowance grant on behalf of each eligible
child. Payments, therefore, cannot be processed until the employee, or family
member arrives at post. Post management should review DSSR 273, DSSR 276.5, and
DSSR 276.6 for additional guidance.
2. Q: My
child is applying to multiple schools at post and all require an application
fee. Will I get reimbursed for the application fees once I arrive at
post?
A: Normally only the application fee charged by the school the
child attends will get reimbursed. The only time an additional
application fee may be reimbursed is when the school the child is expected to
be admitted to does not admit the child which then requires an application fee
for another school. For only this reason, the application fees may be
reimbursed for both schools.
3. Q: My child has been accepted to
a school but they are requiring us to pay non-refundable one-time fees in order
to hold the spot. If I pay the fees in advance of our arrival, will I get
reimbursed?
A: Yes, once you are there, but, if you do not arrive at post
for any reason, an education allowance cannot be paid. We recommend reaching
out to post to see if the school can hold your spot without you paying any
fees.
4. Q: When an employee first arrives
at a foreign post mid-term following an assignment in the U.S., must the
education allowance be pro-rated or may the employee draw the full amount
published in DSSR 920?
A: DSSR
274.11 states that an employee normally may be granted for each school year, or
fraction thereof, on behalf of a child in grades K-12, up to the rate indicated
in Section 920 for their post, grade and educational facility selected (Section
271.c) or in the case of Home Study and Private Instruction the rates indicated
in Section 274.12b or in the case of a child with special needs, the special
needs education allowance rates indicated in Section 274.12c. This
phrasing allows flexibility if more than a pro-rated amount is required when
the child commences an educational method following the employee’s arrival at
post mid-term.
Under normal circumstances, the
reimbursement for education allowance is calculated on the date the employee,
or family member(s), arrives at post. There are, however, two exceptions to
this rule: (1) Under certain circumstances boarding school reimbursement may be
made for up to one semester when the employee was awaiting commencement of an
assignment to a foreign post without adequate schooling (a higher "away
from post" education allowance). The child's attendance from the beginning
of the school term must be fairly attributable to the pending assignment to a
foreign area without adequate schooling. See DSSR 276.7 for a full discussion
of limitations and required documentation. (2) If an employee is delayed by
temporary duty prior to arrival at their foreign post of assignment, DSSR 276.6
allows payment of the dependent's tuition to cover the period when the employee
was in temporary duty status. Payment can be made only upon the employee's, or
family member's, arrival at the post of assignment.
5.
Q: I thought the education allowance would cover the full costs of my child's
tuition. Why am I out-of-pocket for education expenses?
A: Under 5 USC 5924(4), Congress authorized the education
allowance to assist in meeting, but not necessarily to fully cover, the
education expenses encountered while serving at a foreign post. The education
allowance is intended to cover costs of educational services normally free of
charge in U.S. public schools. The employee has the freedom of choice to send
their children to any school, whether at-post or away-from-post. This may cause
considerable out-of-pocket expenses when the school of choice is more expensive
than the maximum allowance established for the post.
6. Q: When a
new allowance rate is published in DSSR 920 during a school year, must the
amounts be pro-rated to reimburse employees at the higher rate only for
expenses incurred after the date the new rate is effective?
A: No. Grants for a school year may be made up to the maximum
amount authorized in section 920 at any time during the school year (DSSR
274.23). There should be no loss to employees due to the delayed processing of
the education allowance questionnaire (DS-63). However, it is important that
any reported increases in school fees be forwarded to the Office of Allowances
(A/OPR/ALS), U.S. Department of State in sufficient time to allow processing
prior to the end of the school year. Increases after the close of the current
school year are effective for the next school year only.
7a. Q: Can
an employee receive the full lump sum payment for their child's education
allowance at the beginning of the school year?
A: DSSR 275 states the following: Education
allowances may be paid in advance, either by lump sum or by installments, only
as necessary for the employee to meet periodic educational expenses or when a
monetary advantage, such as a discount, would accrue to the Government.
If a grant payment is made by lump sum to the employee, the authorizing officer
must require proof of school payment within a reasonable amount of time to
certify that school bills were paid at the beginning of the school year.
7b. Q: Can the authorizing
officer make either lump sum or installment payments of the education allowance
directly to the school or transportation provider on behalf of the employee?
A:
DSSR 275 states the following: The authorizing officer can also make
either lump sum or installment payments of the education allowance directly to
the school or transportation provider on behalf of the employee. If payment is
going to be made in this manner, the following statement and name of the
selected school or transportation provider should be on the current year
SF-1190 for each child: “I hereby authorize the Department of State (or
applicable other USG agency) to make education allowance payments on my behalf.
I acknowledge that, if all or part of any payment of my education allowance
that is made directly to the school or transportation provider is determined by
the Department (or applicable other USG agency) to have been paid erroneously
or, in the case of an advance payment, the requirements for the payment are
found to have not been fulfilled, I [employee name] will be indebted to the
Department (or applicable other USG agency) for that amount."
8. Q: During
a school break while attending a boarding school away from post, may
transportation be reimbursed on a cost-constructive basis for a trip to visit a
relative at a location other than the post?
A: Transportation may be authorized to an alternative point
when travel to the post is infeasible as determined by the authorizing officer.
(DSSR 277.2c(1)) Travel may be to the home of a designated relative, family
friend, or to join a parent at any location not to exceed the cost of travel
between the school and the post.
9. Q: What
expenses are allowable for a child with special needs (DSSR 276.8)?
A: A Special Needs Education Allowance (SNEA) is available for
children who, if residing in the United States, would fall under Public Law
108-446, the Individuals with Disabilities Education Improvement Act (IDEIA),
or receive services or support pursuant to Section 504 of the Rehabilitation
Act of 1973 (Section 504). Once eligibility is established by a competent
education or medical authority, the same allowable expenses specified under
DSSR 277 apply equally to the child with special needs unless DSSR 276.8
provides otherwise. To ensure eligibility, parents should work closely with the
Department of State's Office of Medical Services Child & Family Programs
(MED/CFP), whose staff support the SNEA. (Other agency employees should consult
their agency's Medical Office.) Eligible children under IDEIA are covered
by this special needs allowance from birth to the 21st birthday (but see 276.24
for an exception); and children under Section 504 are covered for grades
Kindergarten through 12.
Items allowed must be clearly called
for by an established Individual Learning Plan (ILP) or Individual Family
Service Plan (IFSP) or equivalent rather than recommended by the school or
parent as desirable. In lieu of the post's established at-post or
away-from-post education allowance, the post's authorizing officer may
authorize reimbursement for allowable expenses up to the maximum rate provided
in DSSR 274.12c for the method chosen (At Post; Away from Post; or Home Study/Private
Instruction/Virtual Schooling).
Medical treatment, including
psychiatric care, is not an allowable expense under the allowance. However,
periodic diagnostic testing as required by the school at post or a
medical/education authority is allowable. Travel, accompanied by one family
member, to the nearest site away from post where this testing can be done is
also allowable, per DSSR 276.8b.
For students planning to use the
school away-from-post allowance, travel from the foreign post to the school for
a mandatory interview may be allowable as provided in DSSR 276.8b. Expenses
itemized in DSSR 277 are allowable, based on the selected method of education
(At Post, Away from Post or Home Study/Private Instruction/Virtual Schooling).
DSSR 276.8c and DSSR 960 Education Allowance Worksheet list additional
allowable and non-allowable expenses and services.
In exceptional circumstances, when
costs of services provided for in the ILP/IFSP exceed the maximum rate, the
head of agency or designee (DSSR 040e) may authorize reimbursement up to an
additional fifty percent for allowable expenses on a post-audit (DSSR 271k)
basis, as explained in DSSR 276.81. State Department employees must contact
MED/CFP for approval of additional expenses above the maximum rate. For
employees of the Foreign Affairs Agencies, see 3 FAM 3280 for additional
information.
10. Q: DSSR
276.3 specifically disqualifies an employee from receiving an education
allowance on behalf of a child attending school in the United States if a
parent resides in the U.S. Is the employee eligible for the allowance when the
parent in the U.S. is divorced from the employee parent?
A: An education allowance shall not be paid for a child in the
United States who has a natural or adoptive parent or step-parent residing in
the U.S. except where the employee establishes that the parent residing in the
U.S. is divested of legal custody of the child, or the parent in the
U.S. is mentally or physically unfit to care for the child, or the step-parent
is estranged from the employee. It is important that the post's
authorizing official is assured that the child "normally resides
with" the employee (see DSSR 040m for definition of family member) at
post during non-school ("vacation") time unless the post excludes
non-adult family members from accompanying the employee to the post (post has
the status of partially or fully unaccompanied) or the reason the child is
not present at post is the medical clearance does not permit the child to be present
at post during periods when the child is not attending a school away from post
(DSSR 276.22).
11a. Q: Can
the education allowance cover funding of a program offered during a 14th year
of primary-secondary schooling?
A: No. The education allowance can only cover grades
kindergarten through twelve of primary-secondary education, as this is what
public schools offer in the United States. However, public schools do offer
advanced classes during high school that may lead to eventual college credit
for students. Therefore, the education allowance can be used to cover any
additional costs for advanced placement (AP) or international baccalaureate
(IB) courses taken during the normal thirteen years (K through 12) of
primary-secondary education. (See also DSSR 274.12a and 276.9 for Supplementary
Instruction and DSSR 271I and DSSR 274.12g for testing reimbursement.)
11b. Q: Can an education
allowance be paid for a child to repeat a grade between kindergarten and grade
12?
A:
Yes. If a child needs to repeat a grade (kindergarten through 12th)
in a U.S. public school this is allowed free of charge. The intent in law
is to provide an education allowance for what is normally provided free of
charge in the U.S. public schools. Therefore, an education allowance may
be paid if a child needs to repeat a grade while an employee is assignment to a
foreign post.
12. Q: The school my child
attends requires all students to participate in field trips or excursion
programs. Are the costs of these trips payable under the education allowance
program?
A: Per DSSR 277.1g(4) costs of
overnight field trips are not an allowable expense, however, day field trips
not including an overnight stay are allowable subject to the education
allowance maximum. In the majority of school
districts in the United States, costs for overnight trips are borne by parents
and not funded by a school district’s budget. Non-allowable expenses for day field trips include
meal costs and any admission fees (examples: museums, cultural events,
performances).
13. Q: Am I required to
send my child to the school on which the education allowance is based?
A: No. Per DSSR 272.3, employees have total freedom of choice
to send their children to any school, whether at post or away (DoD civilians
should review DoD Directive 1400.25, Subchapter 1250 for additional
guidance). However, if the school the child attends is more expensive than the
maximum allowance, the parent is responsible for the extra expenses incurred.
The allowance is not to be paid for children attending school in the U.S. when
there is either another parent (unless divested of custody) or a legal guardian
residing in the U.S. [DSSR 276.3(1)]
14. Q: In
addition to receiving the "school away-from-post" education
allowance, can an employee also receive the Supplementary Instruction allowance
for their child?
A: No. Reimbursement for Supplementary Instruction may only be
used in conjunction with the "school at post" education allowance.
This allowance is intended to supplement the education provided by the school
at post. When an employee is receiving the away-from-post education allowance,
it is the parent's responsibility to select a school that will provide the
necessary education for the child. Post management should review DSSR 274.12a and
DSSR 276.9 for guidance on authorizing the Supplementary Instruction
allowance.
15. Q: Is
reimbursement for Supplementary Instruction allowed while on home leave,
renewal agreement travel or R&R?
What about if evacuated from a post?
A: Reimbursement
for Supplementary Instruction is not allowed while on home leave, renewal
agreement travel or R&R. See FAQ 16
if evacuated from a foreign post.
Supplementary Instruction is allowed at the foreign post of
assignment during the regular school year to supplement the education received
at the school at post for reasons DSSR 276.9a. through e..
Effective
6/19/2022 DSSR 274.12a was amended to allow Supplementary Instruction at the
foreign post of assignment during the break between school years: “When
necessary as a form of prevention, intervention, or remediation due to
deficiencies in academic performance and documented by the school at post,
Supplementary Instruction may be reimbursed for only a required course or
required courses during the break between school years for DSSR 276.9b, c, and
d.” The total amount allowed for Supplementary Instruction during the
school year and during the break between school years cannot exceed the amount
in DSSR 274.12a. Example: if Supplementary Instruction is
$4100 and $3500 was used during the school year, $600 would be the maximum
allowed between school years.
16. Q: Does
an education allowance continue when a child is evacuated? Can
Supplementary Instruction (DSSR 274.12a and DSSR 276.9) in addition to the
school at post education allowance continue while a child is evacuated?
What if my child is under the Special Needs Education Allowance when evacuated?
A: Normally
education allowances are not payable on behalf of children evacuated from a
post in a foreign area to safehaven in the United States if accompanied by a
parent, as public schools are available to all residents in the United States
(DSSR 621.1 and DSSR 621.2). If, however, there are virtual/online classes set
up with the school at post, expenses incurred by the employee/parent at the
safehaven location associated with the virtual/online classes offered by the
school at post the child is participating in, may be reimbursed under the
current year "school at post" education allowance maximum.
Supplementary
Instruction - If a child was approved for and using Supplementary Instruction
at the foreign post prior to evacuation, it may continue and be reimbursed only
if with the same instructor/instruction started at the foreign post prior to
evacuation and only through the end of the current school year unless the
provision at DSSR 274.12a pertains:
“When necessary as a form of prevention, intervention, or remediation
due to deficiencies in academic performance and documented by the school at
post, Supplementary Instruction may be reimbursed for only a required course or
required courses during the break between school years for DSSR 276.9b, c, and
d.” The total amount allowed for Supplementary Instruction during the
school year and during the break between school years cannot exceed the amount
in DSSR 274.12a. Example: If Supplementary Instruction is
$4100 and $3500 was used during the school year, $600 would be the maximum
allowed between school years.
Away
from Post Education Allowance - If prior to evacuation, a child was attending
school in either the United States or foreign area using the away-from-post
education allowance, the rate authorized for the evacuated post may continue
for the remainder of the school year (DSSR 621.1; 621.2; and 633.2). The
safehaven displaces the post of assignment for travel under both away-from-post
education allowance and educational travel for students not allowed to return
to post.
Alternate
Approved versus Official Foreign Safehaven - When an employee requests, and is
granted an alternate foreign location as safehaven, no education allowance is
authorized (DSSR 633.3). Although a rare situation, if a foreign area is
designated as an official (not alternate) safehaven, education allowances are
provided according to DSSR 633.1.
Special
Needs Education Allowance - Per DSSR 633.5, if a child already qualifies for
and is receiving the special needs education allowance at the foreign post of
assignment and that child has no valid, legal Individual Education Plan (IEP)
acceptable to U.S. public schools at the U.S. safehaven location for receipt of
special education services, then the special needs education allowance may
continue to be paid during the evacuation until such time as the U.S. public
school begins to provide special services. See 271m, 276.2, and
276.8. These expenses may be reimbursed under the current year “school at
post” and “special needs” education allowance maximum and may include those
items listed in 276.8c.
17. Q: If
I drive my children to school can I be reimbursed POV mileage?
A: For a school at post, where school-, commercially-, or
USG-provided transportation is not available a private car or car/carpool or
rented/leased car may be used. Reimbursement is equivalent to the current
GSA-approved rate for the use of a privately owned vehicle (POV) for official
business for one round trip per school day between school and home. DSSR
277.1f, f(6) and f(7)
18a. Q: At
what age can my child start school?
A: Per DSSR 271j, "Kindergarten", except for a child
with special needs, means a one school-year program like the U.S. public school
program immediately preceding grade 1 and does not include the nursery school
level. At posts where schools generally follow a U.S school calendar (i.e.
school year begins in August or September) the child needs to turn five on or
before December 31 of that school year (or by an earlier date if required by
the school). At posts where schools follow
another hemisphere calendar, (i.e. school year begins in January or February) a
child needs to be at least four years and eight months old by the beginning of
the school year. (See exception at DSSR 276.25).
18b.
Q: My child turns 5 on December 30th, however, the school will
not admit him to Kindergarten since the school requires the child turn 5 by
September 30th. He will be allowed to enter the grade below
Kindergarten. Since he turns 5 by December 31st am I
eligible for an education allowance?
A: The date of December 31st leaves the flexibility
in case a school at post would allow a child to enter Kindergarten if the child
turned 5 on or before December 31st. In this case, the school
requires the child turn five on or before September 30 in order to be admitted
to Kindergarten – the year just preceding Grade 1.
Because your child does not meet the
school’s age requirement for Kindergarten your child would be placed in the
grade below Kindergarten which does not qualify for the education allowance
since this is not the year immediately preceding Grade 1.
19. Q: If I am receiving
Separate Maintenance Allowance (DSSR 260) for my child, can they use
Educational Travel (DSSR 280)?
A: No. Per DSSR 261.2, "An employee who is receiving SMA
on behalf of a member of family is not eligible for other allowances or
benefits under these [DSSR] regulations on behalf of that member of family
except as provided under DSSR 242.7, 252.8, 262.5 and 267.2. Educational Travel
is not one of the exceptions.
20. Q: Can
I receive both Separate Maintenance Allowance and an Education Allowance for my
child?
A: For Involuntary SMA ("for the convenience of the
Government") per DSSR 276.42, when a foreign post is designated as the
official Involuntary SMA location, the employee may be eligible for an
education allowance on behalf of a child residing at that location. DSSR 262.5
further states that "the employee can be authorized an education allowance
within the applicable 'school at post' education allowance established in these
regulations [DSSR 920] for the officially authorized foreign ISMA location on
behalf of a child authorized to reside at that ISMA location, unless the child
has arrived at a selected educational institution under educational travel
authority within the last 12 months".
For Voluntary SMA ("for the
convenience of the employee") per DSSR 262.2, "Unless specifically
designated otherwise by the head of agency or designee, eligible family members
on VSMA are considered to be officially residing in the U.S.". If
officially residing in the U.S., children can go to public school free of
charge. Remember, the intent of an education allowance is to help cover costs
normally provided free of charge in U.S. public schools. Therefore, an
education allowance is not warranted when officially residing in the U.S. on
SMA. The DSSR does not authorize an education allowance even when an
agency authorizes a foreign area as an official VSMA location.
21. Q: Can
I switch schools during the year?
A: DSSR 272.3 states that an employee has freedom of choice in
school selection with reimbursement up to the rate cited in DSSR 920 for
allowable expenses (DSSR 277). However, there is a restriction on the "at
post" education allowance. If an employee chooses a school other than the
base school on which the education allowance is calculated, reimbursement for
one-time fees under DSSR 274.12e is limited to an amount not to exceed the
total of all one-time fees charged by the base school. If one-time fees exceed
those of the base school, additional one-time fees may be reimbursed against
the DSSR 920 education allowance rate if that maximum rate has not been
reached. (See examples at DSSR 272.3). In cases in which a student is required
to transfer schools for reasons beyond the family's control, the post may
request a waiver of the maximum rate from the Director, Office of Allowances,
U.S. Department of State.
22. Q: The
post school offers a standardized test that I have never heard of, and I don't
know if the results would be meaningful to my child's new school when we return
to the U.S. Could I be reimbursed for fees paid to take a standardized test
like those offered in the U.S.?
A: DSSR 277.1d and 277.2a allow reimbursement for fees for
tests required by the school within the maximum “at post” or “away from post”
education allowance.
DSSR 271i and DSSR 274.12g allow for
reimbursement in addition to the education allowance maximum for Advanced
Placement (AP) and International Baccalaureate (IB) test fees.
The pre-SAT is normally provided
free of charge in U.S. public schools, however, fees for SATs or other exams
for the purpose of admittance to post-secondary schooling are not normally
provided free of charge by U.S. public schools and are, therefore, not
considered reimbursable. In conclusion, if the standardized test
offered by the school at post is similar to the pre-SAT then the fee may be
reimbursed within the maximum “at post” education allowance.
23. Q: My
child attends a non-base school at post that offers no bus service. What help
can I get with transportation under the education allowance?
A: Public or commercial transportation, such as city bus,
rail, or taxi, is reimbursable, when added to the cost of the school
itself, up to the maximum rate for school at post for the child's grade.
DSSR 277.1f says that when school-, commercially-, or USG-provided
transportation to school is not available and a private car or vanpool is
used, then the mileage (one round trip per school day between school and home)
may be reimbursed at the equivalent of the GSA mileage rate. (If the
security unit at post forbids use of any public or commercial
transportation, that makes it unavailable.) Note: Reimbursement for
use of any POV, car/vanpool or rented/leased vehicle is for mileage only.
If a commercial service (car and driver) is used then this service may be
reimbursed subject to the maximum school at post education allowance.
24. Q: If
I have freedom of choice to select a school to send my child, why should I be
out of pocket for tuition expenses if I don't select the base school?
A: While you have freedom of choice of school selection, the
Education Allowance is normally based on the least expensive adequate school
available to the majority of U.S.G. dependents. When a school other than the
base school is selected, there is a chance that parents may incur out of pocket
expenses.
25. Q: I've
heard reference to the base school quite a bit, but no one can tell me what
that means. What exactly is a base school?
A: Per DSSR 271n (definitions) A "base school at
post" is usually the least expensive "adequate" school as
determined by the Department of State, Office of Overseas Schools or the U.S.
Department of Defense School, where available to eligible family members. The
base school is used to establish the maximum "at post" education allowance
for grades K-12. Except for the U.S. Department of Defense Schools in foreign
locations, the U.S. Department of State's Office of Overseas Schools determines
adequacy by how closely a foreign post/location school curriculum aligns with
the U.S. public school curriculum so that a child can transition to the next
higher grade in a U.S. public school.
26. Q: When
using my personally owned vehicle to take my child to and from school, may I
claim mileage reimbursement for two round trips?
A: No. Per DSSR 277.1f, reimbursement may only be made for one
round trip per school day between school and home. The law only permits
reimbursement for "those costs necessary to obtain educational services
which are ordinarily provided without charge by public schools in the United
States." Public schools in the U.S. provide transportation for the child
to go to school and for the child to come home from school (one round trip).
27. Q: If
I'm receiving the Away From Post Education Allowance on behalf of my daughter
who is in high school and I exceed the Education Allowance due to
transportation costs, may I use the Educational Travel Allowance to help with
the transportation cost?
A: The Education Allowance and Educational Travel cannot be
combined. You may either choose the Education Allowance under DSSR 270 or
Educational Travel under DSSR 280; you cannot receive both at the same time.
28. Q: My
son is attending boarding school in the fall. How much unaccompanied air
baggage (UAB) is he authorized?
A: DSSR 277.2c(3) authorizes expenses for
transportation of UAB annually under the "away from
post" education allowance maximum but does not specify a weight
limit. Employees of the Foreign Affairs Agencies may currently transport
up to 250 pounds of their children's belongings as UAB (14 FAM 613.3-1).
Employees of non-Foreign Affairs Agencies should contact their agency's
personnel office for information regarding UAB.
Reimbursement for UAB is subject to the away from post education allowance
maximum and is not a separate reimbursement in addition to the education
allowance maximum.
29. Q: I
have an employee at an accompanied post with children who have never been at
post. They are with their other parent at another location. The employee wants
to know if they are eligible for an education allowance for them.
(BTW, also curious about SMA if education is out.)
A: The definition of "family" and "family
member" at DSSR 040m identifies a family member (for DSSR allowance
purposes) as someone who normally resides at post, or who would reside there if
not for circumstances warranting SMA. Looking at children now rather than the
employee's spouse, this definition calls on us to think whether the children,
in other circumstances, would live with the employee at post. If the answer to that
question is uncertain, education allowance is not warranted.
Unless the employee can demonstrate compelling circumstances of
separation, that dictate it, there is no case for an education allowance for
children who could live at post, but do not.
30. Not in
use - Referenced only 2020-2021 school year
31. Not
in use - Referenced only 2020-2021 school year
32. Q: Employees
on Authorized Departure (AD) are being permitted to telework in the US for
post. Pending further Permanent Change of Station (PCS) guidance from Global
Talent Management (GTM), it could be conceivable that ''new PCS intended''
employees will be permitted to remain in the US and telework for their new
post. If this scenario happens, the person is working for post – would
this then allow for education allowances to be granted on a one-time
exceptional basis?
A: Education allowances by law are based on a physical presence
at the foreign post of assignment. It is
not foreseen that any education allowances will be available if employees are
virtually transferring to post. School
in the US would be the default.
33. Q: The
COVID-19 outbreak in certain regions is happening later than the rest of the
world. If an employee wants their child to begin school online with the local
international school, they are hoping that this will be considered rather than
viewing this issue from too wide or global lens. It may only impact certain
posts. Could there be such an exception for only certain posts and allow post
to pay the school in advance of the child coming to post?
A: No. It would have to be for the entire world or not at all.
34. Q: International
schools are non-profit entities with few reserves. If our students may not
enroll for next year and pay tuition, seats may not be available for them in January
or later when they may be permitted to come to post– which would be devastating
for our employees and families. In addition, the school is already discussing
whether it must break contracts with teachers, offer sabbaticals, etc - which
means its capacity will be far reduced without a financial commitment from our
students.
A: From Overseas Schools: the impact to schools and staffing
are “spot on” and this will be a very delicate balance of providing schools
with some level of assurance that we do indeed plan to have our families return
just not knowing when - our office will need to work our relationships with
schools and boards to emphasize there needs to be flexibility with some degree
of understanding that we'll pay eventually - (once children arrive).
35. Q: I
am scheduled to transfer to a foreign post this summer. Can school fees for my
children be paid in advance (prior to my arrival) to ensure that a slot is
being held for my children at our school of choice?
A: School fees cannot be paid by the post in advance of the
employee or family member's arrival at the foreign post of assignment. Once the
employee or family member arrives at post, the employee may file for
reimbursement once the SF-1190 confirms the arrival of the family member(s) benefitting
from the ''At Post'' education allowance. If the child is under the ''Away from
Post'' education allowance and has gone directly to school and not arrived at
post yet, there should be explanation in SF-1190 box 18 (Remarks) and proof
that the child is enrolled in the school away from post.
36. Q: How
can I ensure school fees are paid to hold slots for students currently on
Authorized/Ordered Departure (AD/OD) (in the U.S. or otherwise) who are
planning to re-enroll at the international school at post?
A: Under an AD/OD the DSSR 600 (Payments During an
Ordered/Authorized Departure) allows for the ''At Post'' and ''Away from Post''
education allowance to only go through the end of the current school year
unless a child is at an official (not alternate approved) foreign safehaven.
Per DSSR 633.3 an education allowance is not provided at a foreign alternate
approved safehaven.
With an official U.S. safehaven it is understood children on AD/OD in the U.S.
will be able to attend U.S. public schools free of charge. If an AD/OD extends
into a new school year if the employee is not at the foreign post of assignment
the employee is responsible for any payments to the international school at
post until the AD/OD has terminated and family members are allowed to go back
to post. Sometimes the post becomes unaccompanied following an AD/OD and family
members cannot return to post so there is caution advised with advanced
payments by the employee that will not be reimbursed if the child cannot come
to post.
37. Not
in use - Applicable to only the 2020-2021 school year
38. Q: Do
students on Authorized/Ordered Departure (AD/OD) have access to Supplementary
Instruction (DSSR 274.12a and DSSR 276.9) to assist with online instruction?
A: Supplementary Instruction to assist in online instruction
may be allowed in addition to the "at post" education allowance for
only the reason(s) under DSSR 276.9a through e. Reimbursement for
Supplementary Instruction is allowed at the safehaven only if already approved
at the foreign post of assignment prior to evacuation and only for the person
providing the Supplementary Instruction at the foreign post of assignment prior
to evacuation. See FAQ 16 for
further detail.
39. Not
in use - Applicable to only the 2020-2021 school year
40. Q: Payment
for schooling on the onward assignment is contingent on a finalized Travel
Authorization (TA). Can a Permanent Change of Station (PCS) TA be
prepared for this purpose?
A: DSSR 273 states that after the employee or a family member
has arrived at the post, an application may be filed including estimates of
costs for an education allowance grant on behalf of a child. Education expenses
incurred prior to arrival at the onward post of assignment are the employee's
responsibility with reimbursement once the employee arrives at the onward post
of assignment.
41. Q: If
an employee is on temporary duty (TDY) prior to arrival at a new post of
assignment, can children benefit from the education allowance and enroll in
distance learning at a school at the new post? What if the school at the new
post has opened but the post is not accepting employees on PCS orders?
A: DSSR 276.6 addresses an employee delayed enroute to a new
post of assignment. Education expenses on behalf of a child may cover the
period of temporary duty. The grant is not to be made until the employee or a
family member arrives at the post of assignment. In order to be reimbursed
education allowance expenses the employee and child benefitting from the
education allowance would need to be physically present at post prior to the
end of the school year.
42. Q: I'm
concerned about not getting to post in time to enroll my child in school. What
should I do?
A: An employee can enroll their child in a school at post prior
to arriving at the post, however, school fees cannot be paid by the post in
advance of the employee or family member's arrival at the foreign post of
assignment. Once the employee or family member arrives at post, the employee
may file for reimbursement once the SF-1190 confirms the arrival of the family
member(s) benefitting from the ''At Post'' education allowance.
43. Q: I
am currently on Authorized/Ordered Departure (AD/OD) and my child is scheduled
to begin boarding school this fall. Will payments be made to ensure that
my slot is held?
A: If an AD/OD extends into a new school year the employee is
responsible for any payments to the boarding school. The employee should seek
reimbursement for allowable ''School Away from Post'' expenses (DSSR 277.2)
once they return to post. Sometimes the post becomes unaccompanied following an
AD/OD and family members cannot return to post. If the other parent resides in
the U.S. and the boarding school is also in the U.S., per DSSR 276.3 an
education allowance cannot be paid.
44. Q: I
am currently on Authorized/Ordered Departure (AD/OD) and my child is scheduled
to continue online instruction with their boarding school this fall. Will
school fees be paid for my child to re-enroll?
A: If an AD/OD extends into a new school year the employee is
responsible for any payments to the boarding school. The employee should seek
reimbursement for allowable ''School Away from Post'' expenses (DSSR 277.2)
once they return to post. Sometimes the post becomes unaccompanied following an
AD/OD and family members cannot return to post. If the other parent resides in
the U.S. and the boarding school is also in the U.S., per DSSR 276.3 an
education allowance cannot be paid.
45. Q:
I homeschooled my child(ren) prior to Authorized/Ordered Departure (AD/OD) and
plan to continue homeschooling my child(ren) at post when we are allowed to
return to post. May I order materials and request reimbursement before
heading back to post?
A: Once the employee or family member arrives at post, the
employee may file for reimbursement once the SF-1190 confirms the arrival of
the family member(s) benefitting from the ''Home Study/Private Instruction''
education allowance.
46.
Q: The definition for “school away from post” under DSSR 271e “means an
elementary or secondary school so far beyond daily commuting distance of the
employee's post as to necessitate board and room in connection with
attendance.” What is considered “beyond daily commuting distance”?
A: Effective 6/19/2022 DSSR 277.2 was amended with the
following: “NOTE: The following “school away
from post” expenses may also be claimed when the transportation time to and
from school and residence is 45 minutes or longer each direction each day. This does not affect/augment the education
allowance rate the employee is eligible for.”
47. Q: If the school a child attends –
either “at post” or “away from post” - requires testing for COVID-19 is the
testing an allowable expense under DSSR 277.1 (school at post) or DSSR 277.2
(school away from post)? Should such testing cost first be
submitted to my personal medical insurance?
A:
Per DSSR 277.1d and DSSR 277.2a, testing required by the local
school is an allowable expense and may be claimed subject to the applicable “At
Post” or “Away from Post” Education Allowance maximum shown in either DSSR 920
or DSSR 274.12c. Check with your
agency to see if it requires you to first submit the claim to your medical
insurance and if denied reimbursement then request reimbursement for the
expense under the Education Allowance maximum.
********
The following is included in case
reference is necessary. It pertained only to school year 2020-2021 and
not for subsequent school years.
Education FAQs - 2020-21 school year advance
payment.pdf
Last
updated 6/16/2022