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Safe Haven(ARNG/ANG)

Entitlement and Eligibility

UnclassifiedUSPFO-FL, Safe Haven Brief (AUG 2017)

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Safe Haven Evacuation

1. Introduction

2. Authority

3. Eligibility and Entitlements

4. Policy

5. Safe Haven Reimbursement Policy

UnclassifiedUSPFO-FL, Safe Haven Brief (AUG 2017)

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Introduction - What is Safe Haven

UnclassifiedUSPFO-FL, Safe Haven Brief (AUG 2017)

In the event of an ordered evacuation, evacuation entitlements are provided for qualified members of the National Guard, Air Guard and/or federal civilian and their dependents to temporarily relocate to a designated place of safety within CONUS until they are authorized to return to their home of record

The Governor for Florida is the enacting authority for evacuating counties and State of Emergency;

Either an Installation Commander or the Florida National Guard Adjutant General are enacting authority for Safe Haven for National Guard and civilian members

Refer to Operation Rowan OPORDs/FRAGORD:https://states.gkoportal.ng.mil/states/FL/G3/G37/OPORD/ROWAN/default.aspx

When time permits, the preferred protective strategy for nonessential and nonemergency personnel is evacuation to a civilian shelter, remote safe haven or designated place outside

the danger area.

A local safe haven is a facility that provides temporary protection during large-scale incidents, such as earthquakes and tsunamis. Safe havens may be identified in emergency management plans but are not usually publicly identified until immediately before or during an actual emergency when movement to civilian shelters may not be possible.

A remote safe haven is a facility on a geographically distant DOD installation or facility that providesshort- to medium-term lodging of displaced personnel during large-scale incidents, such as hurricanes and extended wildfires. Remote safe havens often consist of civilian, military and/or hotel lodging.

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Authority - Evacuation Order

UnclassifiedUSPFO-FL, Safe Haven Brief (AUG 2017)

JTR060101. Authority to Order an EvacuationC. Limited Evacuation. A limited evacuation is a temporary relocation to the nearest available accommodations, which may be Government quarters. A limited evacuation is available from a CONUS location for a Service member’s dependent, a civilian employee, or a civilian employee’s dependent. The civilian employee and his or her dependent can also be authorized a limited evacuation from a non-foreign location OCONUS.

The Governor for Florida is the enacting authority for evacuating counties and State of Emergency; Either an Installation Commander or the Florida National Guard Adjutant General are enacting authority for Safe Haven for National Guard and civilian members

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Eligibility & Entitlements

UnclassifiedUSPFO-FL, Safe Haven Brief (AUG 2017)

Safe Haven eligibility applies to military members serving on federal active duty and/or civilian DoD employees to include:

• Title 10 • Title 32 Active Guard Reserve (AGR); • Title 32 Active Duty Operation Support (ADOS)• Full-Time National Guard (FTNGD) • Annual Training (AT) • Dual and Non-dual status Technicians, (Title 32)• Civilian Status (Title 5) employees.

• Traditional Guardsmen (drill status members) and their dependents are not eligible unless in an annual training status. State Active Duty status does not qualify MDAY Soldiers for eligibility

o Military member dependent(s) must be registered in DEERS to be eligible

o Civilian member dependent(s) must be listed on the Evacuation Information Verification Sheet (does not apply to ANG)

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Safe Haven Eligibility for Dependent(s) ARNG

UnclassifiedUSPFO-FL, Safe Haven Brief (AUG 2017)

Qualification for Safe Haven entitlements:

Dependent(s)

Household dependent is defined as: Any family member meeting eligibility and who become temporarily displaced are assigned to a designated or alternate “Safe Haven”, which is a place that family members may be evacuated to during an emergency until they are authorized to return to the location from which they were evacuated.

• Military or dual status, dependent(s) must be registered in DEERS and listed on Evacuation Information Verification Sheet

• Civilian, dependent(s) must be listed on the Evacuation Information Verification Sheet

* Link for Evac Info Verification form is located on Safe Haven Check List slide

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Safe Haven Eligibility for Dependent(s) ANG

UnclassifiedUSPFO-FL, Safe Haven Brief (AUG 2017)

Qualification for Safe Haven entitlements:

Dependent(s)

Household dependent is defined as: Any family member meeting eligibility and who become temporarily displaced are assigned to a designated or alternate “Safe Haven”, which is a place that family members may be evacuated to during an emergency until they are authorized to return to the location from which they were evacuated.

• Military or dual status, dependent(s) must be registered in DEERS and listed DD Form 1172-2 DEERS ID Card application doc, verified by DEERS technician (Section IV)

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Military/Dependent Entitlements

UnclassifiedUSPFO-FL, Safe Haven Brief (AUG 2017)

Military members must be on Active Duty orders (1.e. AGR, ADOS, Stat Tour, FTNGD) to receive evacuation entitlements

• Entitlements are not authorized for member performing State Active Duty (SAD)• Entitlement are not authorized to members (or their dependents) who are in leave

status• Entitlements are not authorized for members performing inactive duty (IDT)• No evacuation allowances are authorized for a dependent for any period in which the

member was not on Active Duty orders or Full-Time National Guard Duty.

Entitlements:• Transportation – one round trip to/from safe haven location• Local travel in-and-around for military dependent – $25 daily flat rate to assist with

unexpected local transportation costs when dependent is unable to drive POC to safe haven location (no matter the number of dependents)

• Lodging rate – based on commercial quarters within designated areas (receipt required)

• “Nearest available accommodation” may include government installation• No lodging reimbursement for staying with friends or relatives

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Civilian/Technician/Dependent Entitlements

UnclassifiedUSPFO-FL, Safe Haven Brief (AUG 2017)

Civilians/Technicians are authorized travel, lodging, and meals if ordered to evacuate by Installation Commander and/or FLNG Adjutant General

• No allowances are provided for Home of Record releases• The following officials may authorize order of evacuation: SECDEF, SECAF, Head of

DoD Component, Installation Commander, Adjutant General, Commander, Director

Entitlements:• Transportation – one round trip to/from safe haven location• Local travel in-and-around– Not authorized• Lodging rate – based on commercial quarters within designated areas (receipt

required)• “Nearest available accommodation” may include government installation• No lodging reimbursement for staying with friends or relatives• No Authorize to Exceed (A&E) per diem

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Dependent Entitlements

UnclassifiedUSPFO-FL, Safe Haven Brief (AUG 2017)

Meals and incidentals (M&E):

Over 12 years of age:Day 1 thru 30 = 100%Day 31 thru 180 = 60%

Under 12 years of age:Day 1 thru 30 = 50%Day 31 thru 180 = 30%

Per diem travel days (Departure and return) are paid at 75%

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Entitlements at a Glance

UnclassifiedUSPFO-FL, Safe Haven Brief (AUG 2017)

• Date evacuation ordered = Date entitlement starts

• No order evacuation = No entitlements

• Entitlements only authorized for the specified time of the evacuation order

• Mileage reimbursement authorized “to and from” safe haven location

• Meals and incidental rates are reduced after 30 days

• Tolls are reimbursable if the evacuee takes the most direct route

• GTC is not authorized to protect or prepare home or personal property

• GTC cannot be incurred prior to evacuation order being issued

• Locality rates apply to designated evacuation areas

• Receipts are required for lodging and any charges $75 or more

• No lodging reimbursement for staying with friends and relatives

• Departure and return day per diem is paid at 75%

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Safe Haven Reimbursement Policy

UnclassifiedUSPFO-FL, Safe Haven Brief (AUG 2017)

If you are directed to relocate to a local or remote Safe Haven, ensure both you and your family members understand the policies

How many cars/privately owned conveyance (POC) will I be reimbursed for? Only one vehicle round-trip from evacuated residence to Safe Haven location is reimbursable.

Who is eligible for mileage reimbursement? Reimbursement for POV use is to the operator. No reimbursement is allowed for passengers.

How far am I authorized to go for evacuation? The maximum reimbursable travel distance is determined by the TAG and will be published in the Rowan Joint FRAGO or the Evacuation Order published by the Installation Commander.

What is the maximum hotel rate I may receive? The lodging rate of the Safe Haven location is used to determine lodging reimbursement. Member/employee and each dependent age 12 and older is authorized 100%; age 12 and under is 50%. Rates are reduced after 30 consecutive days at the Safe Haven location. Any travel to other than the Safe Haven location will result in limited reimbursement of lodging at the standard CONUS rate for the Safe Haven Location.

Can the Hotel Charge Taxes? The hotel may charge taxes, regardless of any 'tax exempt' status Government Travel Charge Card (GTCC) use may provide in certain states. It is the traveler's responsibility to request tax exemption in certain states and provide the required forms. If taxes are charged, it may be claimed and reimbursed as a separate travel expense.

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Safe Haven Reimbursement Policy

UnclassifiedUSPFO-FL, Safe Haven Brief (AUG 2017)

How many hotel rooms are authorized? The number of rooms required is determined by the needs of each family but reimbursement of daily lodging expenses is limited to the authorized rate described in above.

Will I be reimbursed for pet fees charged by a hotel? No.

Will I be reimbursed for phone calls at the hotel? No, official phone calls are not reimbursable as a separate travel expense on the travel claim.

If I stay with a friend or family member during the evacuation, will I still receive lodging reimbursement? No. Only lodging with a receipt from a hotel will be reimbursed. No payments will be made whether or not any lodging payment is made to a friend or relative.

What will my Meals & Incidental Expense (M&IE) rate per day be? M&IE rates are based on the locality rate of the Safe Haven location. Member/employee and each dependent age 12 and older is authorized 100%; age 12 and under is 50%. Rates are reduced after 30 consecutive days at the Safe Haven location. Any travel to other than the Safe Haven location may result in limited reimbursement of M&IE at the standard CONUS rate. Any travel to other than the safe haven location will result in limited reimbursement of lodging at the standard CONUS rate for the safe haven location.

Are my spouse and children entitled to M&IE, mileage, hotel room, etc.? Any eligible evacuee issued an evacuation order is authorized a portion of lodging and M&IE allowance.

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Safe Haven Reimbursement Policy

UnclassifiedUSPFO-FL, Safe Haven Brief (AUG 2017)

Am I required to use my GTCC or can I use my personal credit card for evacuation expenses?The DoD policy is that the government-sponsored, travel charge card will be used to pay for all official travel expenses while on TDY/TAD.

What expenses may my GTCC be used for? The GTCC may be used to pay for authorized expenses such as POV fuel, food, and lodging. Not to be used for: non-travel related expenses such as clothing and leisure (i.e. Disneyworld tickets, gifts, souvenirs, movies, etc...) ** You must be on official TDYorders to use your GTCC!

Can my spouse or family make purchases with my GTCC? No, only the individual to which a Government Travel Charge Card (GTCC) is issued is authorized to make purchases.

I am not eligible for a GTCC, can I get a travel advance via DTS or PSD? Up to 80% of the estimated cost of the evacuation per diem may be paid in advance; however, advances are via direct deposit only and banking information is required at the time of request. Army advance payment requests will be arranged by the sponsor/traveler at the USPFO thru HRO and Air advances are processed at the 125 CPTF Finance Office. Advance payments may take 48-72 hours to post to the designated account and will only be provided while at the safe haven location. DTS advances are not paid because evacuation orders are issued outside of DTS.

If I do get an advance, when do I pay it back? Advances are re-paid upon liquidation of the travel claim. If an overpayment of advances was made, you will receive a letter of indebtedness with instruction on how to repay the debt.

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Safe Haven Reimbursement Policy

UnclassifiedUSPFO-FL, Safe Haven Brief (AUG 2017)

If my personal vehicle breaks down during the evacuation, will I be reimbursed for repairs by the government? No. The owner/operator is responsible for adequate and proper maintenance of their POV.

Is a rental car authorized if I do not own a vehicle? No. A local travel allowance of $25/day may be authorized to assist with unexpected local transportation needs at the Safe Haven location for a family without a POV.

Can I get reimbursed for in and around mileage? No, only 1 round trip to and from HOR to the Safe Haven location (within authorized distance) is reimbursed.

Can I get an authorization to exceed allowance? No, any overage of daily per diem rate is an out of pocket expense to the individual.

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Safe Haven Reimbursement Policy

UnclassifiedUSPFO-FL, Safe Haven Brief (AUG 2017)

How long can I be on evacuation orders? The period of evacuation orders are determined by the event and issued based on the Commanding Officer’s authority but in extreme cases will not exceed 180 days

Who will need to file a voucher upon return? Within five business days after completion of travel, the member/employee will submit a voucher for both, member/employee and each authorized dependent(s).

What receipts do I need to turn in? JTR requires any travel claim receipts for paid itemized lodging, transportation expenses, and receipts for other authorized expenses over $75.00.

Who determines the evacuation Safe Haven location? The Installation Commander and or FLNG TAG will specify the Safe Haven location and authorized travel distance.

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Evacuation Preparedness

UnclassifiedUSPFO-FL, Safe Haven Brief (AUG 2017)

If you are directed to move to a local or remote safe haven, there are a few things you should know:

Local safe havens usually have limited access to water, food, medicines and basic sanitary facilities, so it is important that you take an emergency supply kit with you.

Alcoholic beverages, weapons and smoking are prohibited in all local safe havens and most remote safe havens.

Pets are usually not permitted. Pet owners should make alternative plans. Local safe havens usually involve staying with many people in a close proximity, so it is important

to cooperate with safe haven managers and others assisting them.

How to Prepare for evacuationAuthorities may direct post-event evacuation or movement to long-term shelters, remote safe havensor a designated place away from the danger area. No matter which type or size of mass care facilityyou move to—

• It is vital to get in advance and take along an emergency supply kit that can sustain your family for at least three days.

• A family emergency plan, including an emergency communication procedure, will prepare you to cope with possible separation of family members.

• Once you are in a safe place, Report to your Command or Supervisor if you are military or government civilian personnel.

Required Documentation: All Support documentation must be uploaded into DTS

OPORDER

DA Form 4856 (Counseling Form) completed by Supervisor or Commander

Screen Shot of DEERS dependent enrollment Military and or dual status technician

Evacuation Information Verification Form This form is required for all FLARNG members seeking Safe Haven entitlements, but more importantly for those civilian technicians who do not have DEERS enrolled dependent(s).

Receipts Submit all receipts for paid itemized lodging (zero receipt), transportation expenses, and receipts for other authorized expenses over $75.00.

DA Form 1351-2 (Travel Voucher) required for dependent(s) or non-CAC users

• In addition, the USPFO Voucher Exam Office retains the right to require additional substantiating documentation for validation and auditing purposes

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Safe Haven Check List – Army

UnclassifiedUSPFO-FL, Safe Haven Brief (JUL 2017)

Required Documentation: All Support documentation must be uploaded into DTS

AROWS order (if applies)

AF Form 174 (Counseling Form) completed by Supervisor or Commander

DD Form 1172-2 (DEERS verification form) Military and or dual status technician

Receipts Submit all receipts for paid itemized lodging (zero receipt), transportation expenses, and receipts for other authorized expenses over $75.00.

Dependent 1351-2 (Travel Voucher) required for dependent(s) or non-CAC users

• In addition, the 125th CPTF/Unit Approving Official retains the right to require additional substantiating documentation for validation and auditing purposes

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Safe Haven Check List - ANG

UnclassifiedUSPFO-FL, Safe Haven Brief (AUG 2017)

20UnclassifiedUSPFO-FL, Safe Haven Brief (AUG 2017)

For more information on Safe Haven and for detailed instructions on how to file for reimbursement (Create an Authorization in DTS) go to the GKO website at:

https://gkoportal.ng.mil/

- Select the “States” tab on the upper right of the screen

- Click on Florida in the map of the United States

- Click on “J2/J3” on the left hand side of the screen

- Click on “Reference Library” on the left hand side of the screen

- Click on “Safe Haven” in the list of files

More Information