About the Embassy
TDY Charging Procedures
In accordance with ICASS policy the recently issued TDY policy below will take effect 60 days from the date it was originally posted here -- October 2, 2006.
MANAGEMENT NOTICE
U.S. EMBASSY ASHGABAT
Number: 06/26
Date: September 13, 2006
Subject: TDY Charging Procedures
Reference:
I. AUTHORITY
03 State 209562, 03 State 321833 and 6 FAH-5 H-405.3
II. APPLICABILITY
With very limited exception for high level visitors, this policy applies to all USG employees traveling to Turkmenistan TDY orders.
III. PURPOSE
The purpose of this directive is to prescribe Mission policy and procedures governing assessment of charges for TDY visitors.
IV. SUMMARY
The goal of this policy is to equitably capture and report costs associated with a TDY and to bill the sponsoring agency for this cost. Post will direct charge agencies for services provided to TDYers whenever possible. However, when a TDYer’s stay exceeds 30-days and services which cannot be direct charged exceed $2500 an ICASS TDY invoice will be generated. This policy has the concurrence of Ashgabat’s ICASS Council and will be applied to all TDYers who come to Turkmenistan. Relevant portions of the policy are being incorporated in our standard country clearance cable and the full policy is being posted on our website today; in accordance with ICASS Service Center (ISC) guidelines the ICASS portion of the policy will be effective in 60 days. Direct charging procedures are already in place and changes herein are effective immediately.
V. DIRECT CHARGING
Direct charge costs include, but are not limited to: American and LES staff overtime (e.g., expediter, accommodation exchange, representational event support), field travel-lodging and M&IE by Embassy employees, vehicle mileage/fuel, equipment rentals, office supplies and all other costs that are directly attributable to the visit. Current costs for various typical services are included as an attachment.
Each visitor, regardless of length of stay, must bring/forward fiscal data to pay for direct costs of the visit. Each agency, organization, or visiting delegation will be charged for the actual costs attributed to their visit. Fiscal data must be provided to the FMO – attn: Financial Specialist - by the TDYer’s Control Officer. Control Officers are responsible for ensuring visitors are aware of this policy and comply with it. Control Officers will be responsible for working with the FMO to resolve any lingering issues following a TDYer’s departure.
GSO and HR will assure that documentation for charges is forwarded to FMO within 5 working days of TDYer’s departure. FMO will provide a summary of charges to each visitor upon request.
VI. ICASS CHARGING
There are two types of costs connected with TDYers who will be charged for ICASS services - per capita and transaction-based. Each is managed differently. Per capita costs can be recovered in the current fiscal year using the TDY module in the ICASS software and are a non-recurring addition to the post ICASS funds. Transaction-based costs are recovered through the workload counts in the following fiscal year as part of the ICASS invoicing.
In accordance with ISC policy, the per capita services that can be charged to TDYers are: Basic Package, CLO, and Health Services. No Agency modifications are allowed for the TDY module as it already excludes costs for American salaries, local guard program, and leases. Note that TDYers covering a position that is already counted under ICASS will not be subject to per capita counting.
It is recognized that the per capita services listed do not exactly or only partially match those services that a TDYer might or might not use. It is believed, however, that this ambiguity is an acceptable tradeoff for a more complicated tracking system.
Should a long-term TDYer originate from an agency other than one currently at post close coordination will be required to obtain the appropriate ICASS agency code and formulate an agreement on services. The office sponsoring such a TDY must contact the FMO as far in advance as possible to facilitate this process.
Your cooperation is appreciated.
Approved: CHG: JBrush
Cleared: MO: MFayen ICASS
Chair: CGonneville
Drafted: FMO:TSchmitz
Cost Schedule for Direct Charging of TDY Visitors
• Expediting at airport includes RT transportation .......... $60
• Transport charges:
- per mile .......... $.445
- per mile/driver .......... $.445 plus rate for driver ($2-$4 variable)
- home to office .......... $2.50 for RT
• Staff overtime .......... ($2-7/hr. variable)
• Escort for travel .......... transp. plus per diem (currently $108/day)
