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Department of State Standardized Regulations - (Last updated 6/14/2015)

070  REPORTING REQUIREMENTS (Last updated 6/14/2015) 

071 General

 

Each agency shall provide the Department of State, without reimbursement, the reports described in this chapter and such other reports as the Secretary of State may request for the proper allowance, hardship differential, and danger pay classification of foreign posts.  In addition, the rates at which allowances are granted by the head of an agency, any revisions in the rates of such grants, and the dates of their commencement, revision and termination, shall be reported to the Government Accountability Office in accordance with provisions of this chapter.

 

072 Reporting Responsibility

 

072.1 Scheduling of Reports

 

Agencies are responsible for preparation and submission of allowance and hardship differential reports as prescribed in Section 072.11 for newly activated posts and in Section 072.12 for established posts. Danger pay is now determined from security information without need for post reporting, as formerly using Form DS-578. (eff. 6/14/2015 TL:SR-866)

 

072.11 Schedule of Allowances and Hardship Differential Reporting - New Posts (See Sections 911 and 920) (eff. 6/14/2015 TL:SR-866)

 

 

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SF-1190 (Foreign Allowances Application, Grant, and Report), DS-7604 (Living Quarters Summary Expenditure Report), and Section 960 LQA Worksheets

 

DS 2026 (Hotel & Restaurant Report)

DS-63 (Education Allowance Questionnaire)

DS-267 (Post Hardship Differential Questionnaire)

      

 

A.   
Who Reports

All employees - to claim allowances and difficult-to-staff incentive differential (see Section   077.1). 

All agencies - to initiate a review of living quarters allowance rates in Section 920 for "other areas."  All Section 960 LQA Worksheets or DS-7604 containing information as described in section 077.2 which supports claims made on the SF-1190 should be forwarded to the Office of Allowances as soon as possible after arrival of employees at the new post. Submit LQA Worksheets or DS-7604 only. (Do not submit SF-1190's.)

Employing agency of assignees first arriving at new post. (See Section 074.4 for instructions and guidance on reporting)

Employing agency of assignees first arriving at new post if they have school age children, except for Department of Defense.

DS-267 - Required only from newly established posts covered by a hardship differential classified as 5 percent or higher in Section 920.  May be submitted by newly established non-hardship differential posts of assignment or detail if employing agency considers excessively adverse living conditions exist.

 

 

B.   

Extent of Report

Full Report as described in "C" below for assignees who are granted allowances.  (See also Section 077.)

DS 2026.

See Section 074.3 for voluntary reports.

Full report on DS-63 plus school's fee list.

Full report (DS-267)  reflecting conditions affecting majority of personnel at post eligible for hardship differential.

C.   
When Required

(1) Full Report covering allowances and difficult-to-staff incentive differential granted, revised, or terminated at end of pay period during which such actions were effected. 
(2) As soon as an employee under the living quarters allowance obtains privately leased quarters at the new post.  Employee should fill in Section 960 LQA Worksheet to support claim for LQA on SF-1190.

As soon as possible after first arrival of assignees at the new post. 

Within three months after first arrival of assignees at the new post if they have school age children. 

DS-267 Within three months after first arrival of employees assigned or detailed to a hardship differential post or to a post considered to have excessively adverse living conditions.

 

 


D.  
Number and Distribu-tion of Copies

Original of SF-1190 report will be retained at the site where payment is made.  The form will be filed by agency by fiscal year and retained for site audit or forwarded to designated centralized locations as may be requested by the parent agency or the GAO.  At the time a request for the original form is made, unless otherwise specified by the parent agency, reproduced copies may be made for interim use at the post.  SF-1190's will be retained for a period of 3 full fiscal years after the fiscal year in which all allowances granted on the form have been terminated.  The annual housing report (Section 960 LQA Worksheets or DS-7604) will be sent through channels to the Office of Allowances.  Other copies of the SF-1190's will be distributed in accordance with regulations of the parent agency.

In accordance with regulations of parent agency. 

Originals through agency channels to the Office of Allowances, Department of State.

In accordance with regulations of parent agency. 

Originals through agency channels to the Office of Allowances, Department of State.

In accordance with regulations of parent agency. 

Originals through agency channels to the Office of Allowances, Department of State.

 

072.12 Schedule of Allowances and Hardship Differential Pay Reporting - Established Posts (See Sections 911 and 920)

 

 

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   SF-1190  (Foreign Allowances Application, Grant, and Report); DS-7604(Living Quarters Summary Expenditure Report); and Section 960 LQA Worksheets

DS 2020-2021 (Retail Price Schedule) and/or

DS 2026 (Hotel & Restaurant Report)

DS-63 (Education Allowance Questionnaire)

DS-267  (Post Hardship Differential Questionnaire)

 

A.   
Who Reports

All employees - to claim allowances and difficult-to-staff incentive differential (see Section 077.1).  All agencies – annually the Section 960 LQA Worksheets or DS-7604 for posts with employees under the living quarters allowance for review by the Office of Allowances to ensure the adequacy of the rates established in Section 920.  Section 960 Worksheets or DS-7604 will be required only for employees initially occupying privately-leased quarters within the past twelve months or who have changed privately-leased quarters within the past twelve months. (See Section 077.2)

Agency listed in Section 920 is lead agency.  See Section 074.4 for instructions, guidance and required coordination with all agencies at post.

Agency listed in Section 920 except Army, Navy, and Air Force.  At Army, Navy, and Air Force posts, civilian agency with majority of personnel will report.

DS-267 - Agency listed in Section 920 at posts classified as 5 percent or higher hardship differential in Section 920.  Report must be coordinated with other agencies at post.

 

 

B.   
Extent of Report

Full Report as described in Section 077 and in "C" below 

DS-2020-2021 and/or DS 2026 as listed in Section 920. 

See Section 074.3 on voluntary reports.

Report changes  on  DS-63 plus school's fee list.

 DS-267  every four years.

 

C.   
When 
Required

(1) Full Report covering allowances and difficult-to-staff incentive differential granted, revised, or terminated at end of pay period during which such actions were taken. 
(2) Full Report as described in Section 077.2 for each employee who has initially occupied privately-leased quarters in the past twelve months or has changed privately-leased quarters in the past twelve months is required in the month listed in Section 920.

Month listed in Section 920. 

See Section 074.3 for voluntary reports.

Annually,  during month shown in Section 920.  

Interim reports may be submitted at any time.

DS-267 - Once every two years, adhering to month and odd or even year, as listed in Section 920.

 

 

D.   
Number and Distribu-tion of Copies

Original of SF-1190 report will be retained at the site where payment is made.  The form will be filed by agency by fiscal year and retained for site audit or forwarded to designated centralized locations as may be requested by the parent agency or the GAO.  At the time a request for the original form is made, unless otherwise specified by the parent agency, reproduced copies may be made for interim use at the post.  SF-1190's will be retained for a period of 3 full fiscal years after the fiscal year in which all allowances granted on the form have been terminated.  The annual housing report (Section 960 LQA Worksheets or DS-7604) will be sent through channels to the Office of Allowances.  Other copies of the SF-1190s will be distributed in accordance with regulations of the parent agency.

In accordance with regulations of parent agency. 

Originals through agency channels to the Office of Allowances, Department of State.

In accordance with regulations of parent agency. 

Originals through agency channels to the Office of Allowances, Department of State.

In accordance with regulations of parent agency. 

Originals through agency channels to the Office of Allowances, Department of State.

  

072.2 Notification Regarding New and Closed Posts

 

Agencies shall notify the Department of State (Attention:  Office of Allowances) immediately upon assignment of personnel to any post in a foreign area to which no employee of their agency is currently assigned.  They shall also notify the Department of State immediately when no personnel of their agencies remain assigned to a post listed in Section 920 and they do not intend to assign personnel to that post in the near future.

 

072.3 Procedure in Event of Delayed Reports

 

072.31 Importance of Reports to Agencies and Personnel at Post

 

It is important to every agency having staff in foreign areas and to every member of such staff that the prescribed allowance reports be carefully prepared and submitted in strict conformity with the reporting schedules in Sections 072.11 (new posts) and 072.12 (established posts).  Otherwise, employees may not receive the allowances or hardship differential for which they are eligible. (eff. 6/14/2015 TL:SR-866)

 

072.32 Action in Event of Delayed Reports

 

If for any reason a report cannot be submitted when due, the following actions shall be taken: (a) at a Foreign Service post, the principal officer shall notify the Department of State (Attention:  Office of Allowances);  (b) non-State posts shall notify their parent Washington office which, in turn, shall inform the Office of Allowances, Department of State.  Notification shall include the reason for delay and an estimate of the date on which the report will be submitted.

 

072.33 Delayed Submission of December Reports

 

At posts where during the busy holiday season shops, commissaries, hotels and restaurants find it difficult to assist the price collectors in preparing the Retail Price Schedule DS 2020and 2021 (four parts) and the Hotel and Restaurant Report (DS 2026)(if post is required to submit both) for the month of December, the prices may be collected during the first two weeks of January with the reports dated accordingly.

 

072.34 Penalty for Unduly Delayed Reports

 

Specific and well documented presentation must be made by the Secretary of State to the Office of Management and Budget and to the Congress showing that the allowances and hardship differential classifications are in keeping with legislative intent.  If there should be considerable unexplained delay in the receipt of the reports as scheduled, the Secretary of State may find it necessary to reduce or eliminate the post's allowance or hardship differential classification, pending submission of the reports. (eff. 6/14/2015 TL:SR-866)