Entitlement Checklist for Deploying Civilians

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Keeping Your Pay Entitlements On Track

This checklist serves as a means of communication between all Department of Defense (DoD) civilians deploying through Individual Replacement Deployment Operations (IRDO) and their local personnel office. This checklist references entitlements for employees deploying on Temporary Duty (TDY) to the countries of Kuwait, Qatar, Iraq, Afghanistan and Pakistan. It is meant to assist federal civilian employees and their servicing Human Resources (HR) or personnel office with properly updating pay entitlements while deployed to Southwest Asia (SWA).

 

___ If you are scheduled for deployment, meet with your HR office or command's designated point of contact as soon as possible. They will help:

  • Identify your point of contact with your parent command/agency to handle your pay or personnel actions such as processing your SF 1190 (see below).
  • Identify who will coordinate and input your timekeeping submissions or help with any timekeeping problems.

___ SF 1190

___ SF 1190 Addendum

  • These forms are used to apply for danger pay and post (hardship) differential once you arrive in theater. Your HR office can tell you how to submit your SF 1190, what information is required, and when to submit a SF 1190 addendum.  Your POC at your parent command/agency is a key link to keeping your pay current with DFAS Civilian Pay.
  • All travel in and out of your designated country of assignment requires submission of an SF 1190 Addendum. Submit this form to your serving HR representative.
  • Upon your redeployment from theater, complete your SF 1190 and Addendum to reflect the date and time you departed. This will get submitted back to your home station. This step is vital in stopping in-theater allowances, avoiding overpayments.  At that time, an additional memorandum will need submitted to remove pay cap waivers.

___ CENTCOM Increased Bi-Weekly Pay Cap waiver and Annual Limitation Waiver

  • Civilians deploying to SWA should have their bi-weekly pay cap waived for the duration of their deployment. This waiver must be provided to your personnel and payroll office for processing.
  • If you deploy to Iraq or Afghanistan, you are eligible to have you annual premium pay cap lifted after completion of the mandatory 42 consecutive days in-theater eligibility period. Any combination of regular pay and premium pay earned in excess of this limit will be forfeited and not deferred for payment in the new calendar year. The limit for 2014 is the Vice Presidential salary of $233,700.00 for your regular salary and premium earnings. The aggregate limit to include post differential and danger pay is unlimited.
  • If an employee is deployed to any non-Footnote "N" post like Qatar or Kuwait, these countries require secondary authorization to be eligible for this waiver.
  • Example Waiver
    This memo accomplishes the necessary primary and secondary authorizations for all deploying DoD civilian employees. This memo waives the pay cap that limits civilians from earning more than a GS-15, Step 10 for their employing locality.  Please ensure your supervisor, personnel appointing authority or HR office (procedures may vary depending on your command/agency) generates a Civilian Pay Cap Waiver memorandum and submits it to your civilian personnel office. This waiver memo must be on file with your personnel office and provided to your payroll office for processing.

 

Summary Of Location Entitlements

This information will help you complete portions of your SF 1190 based on your TDY location.

 

Iraq/Afghanistan/Pakistan:

 

These countries are considered 'footnote n' posts [DSSR 920]. Post Differential (PD) and Danger Pay are the only authorized pay entitlements for Iraq, Afghanistan, and Pakistan for DoD civilians in TDY status.

  • Danger Pay entitlements are set by the State Department. As of March 1, 2011, the Danger Pay rate for Afghanistan is 35 percent and 30-35 percent for Iraq and Pakistan. You can find current Danger Pay rates by location online.
  • Danger Pay is payable beginning the first day the employee enters country [DSSR 652 (f), DSSR 920, footnote "n"]. Employees qualify for Danger Pay Allowance after being in the country for at least four cumulative hours in one day [DSSR 651c].
  • Post Differential (PD) entitlements are set by the State Department, based on environmental conditions by assigning numeric weights based on the severity of the hardship. Effective April 2006, the PD rate for Afghanistan is 35 percent and 25 to 35 prcent for Pakistan. Check current PD rates by location online.
  • PD is paid as a percentage of basic compensation [DSSR 040k] and is included in gross income for Federal income tax purposes [DSSR 054.2].
  • PD starts after the initial eligibility period (42 days in country) has been obtained. PD starts on day 43 in country and is retroactive to day one [DSSR 511c, DSSR 920, footnote "n"]. If an employee is on leave for more than 30 consecutive days, PD for the footnote "n" post will cease from the 31st day and the employee will have to meet the 42-consecutive day eligibility requirement on return to the footnote "n" post [DSSR 533].

 

Qatar: Post Differential (PD) is the only authorized pay entitlement for Qatar.

 

  • PD entitlements are set by the State Department, based on environmental conditions by assigning numeric weights based on the severity of the hardship. As of March 1, 2011, the PD rate for Qatar is 5 percent. You can find current PD rates by location online.
  • PD is paid as a percentage of basic compensation [DSSR 040k] and is included in gross income for Federal income tax purposes [DSSR 054.2].
  • PD starts after the initial eligibility period (42 days in country) has been obtained. PD starts on day 43 in country and is not retroactive to day one. Any travel outside of country that is not "for the convenience of the government" (such as R&R) and is greater than 14 days will lose PD eligibility which must be re-earned upon return to country [DSSR 541, DSSR Section 040 and Post Allowances Q&A's - Question 11 and 12].

 

Kuwait: Post Differential (PD) and Imminent Danger Pay (IDP) are the only authorized pay entitlements for Kuwait.

 

  • Post Differential (PD) entitlements are set by the State Department, based on environmental conditions by assigning numeric weights based on the severity of the hardship. As of March 1, 2011, the PD rate for Kuwait is 10 percent. You can find current PD rates by location online.
  • PD is paid as a percentage of basic compensation [DSSR 040k] and is included in gross income for Federal income tax purposes [DSSR 054.2].
  • PD of starts after the initial eligibility period (42 days in country) has been obtained. PD starts on day 43 in country and is not retroactive to day one. Any travel outside of country that is not "for the convenience of the government" (such as R&R) and is greater than 14 days will lose PD eligibility which must be re-earned upon return to country [DSSR Section 040 and Post Allowances Q&A's – Question 11 and 12, DSSR 541].
  • Some areas in Kuwait are eligible for Imminent Danger Pay (IDP). IDP is calculated as a daily rate and paid on a monthly basis. Daily rates are determined by dividing the monthly amount by the number of days in a month. This rate will change based on the number of days in a month. For periods of less than a month, an employee is entitled to the daily rate times the number of days in the month the employee is in the eligible area. Employees cannot receive IDP and PD at the same time. Civilians in Kuwait are entitled to IDP during the 42 day eligibility period for PD. When PD eligibility is established, IDP entitlement will cease and PD entitlement will initiate [DSSR 652(g)].

 

Updated June 23, 2014