3 FAH-1 H-3760
TRAVEL MESSAGES
(CT:POH-261; 10-07-2022)
(Office of Origin: GTM/CDA)
3 FAH-1 H-3761 TRAVEL MESSAGE TYPES
3 FAH-1 H-3761.1 TMONE: Assignment Notification (GTM/CDA Action)
(CT:POH-261; 10-07-2022)
(Applies to Foreign Service Employees)
(State)
Drafted In: FSBid or TalentMap.
Created By: The Bureau of Global Talent Management’s Office of Career Development and Assignments (GTM/CDA) Assignment Officer (AO) or Career Development Officer (CDO) and sent via SMART cable within ten business days after paneling of an assignment action. A copy is sent automatically to GTM’s Overseas Personnel System (OPS) and the employee’s Official Performance Folder (eOPF).
NOTE: For domestic to domestic transfers, the TMONE is sent via a memo emailed directly to the employee.
Purpose: Officially notifies the employee, the gaining post/office and bureau, and the current post and bureau of the new assignment and any adjustments to the current assignment. The TMONE also advises the employee of any special requirements in connection with the transfer such as home leave, medical examinations, mandatory training, etc.
3 FAH-1 H-3761.2 TMTWO: Proposed Itinerary (Employee Action)
(CT:POH-261; 10-07-2022)
(Applies to Foreign Service Employees)
(State)
Drafted In: MyItinerary (accessible through the HR Applications page).
Created By: The employee. The TMTWO must be submitted as soon as plans are known in order to receive orders in a timely fashion, no less than 90 days prior to proposed travel date.
Purpose: Serves as the official request for Permanent Change of Station (PCS), Home Leave and Return, Separate Maintenance Allowance, and Advance Travel of Dependent travel authorizations.
The TMTWO lists the employee’s and any EFMs’ proposed/desired itinerary, with dates and modes of travel, training requests, consultation days, requested rest stop location for travel in excess of 14 hours, etc.
It states the number of workdays scheduled for home leave and must specifically indicate if employee has received authorization from GTM/CDA for an exception if the number of days is less than the minimum required or more than the maximum allowed, as outlined in 3 FAM 3434 and 3 FAM 3435.
The TMTWO must include all special requests in the “remarks” paragraph of the TMTWO, along with a well-written justification. Employees must contact their Assignment Officer (AO) or Career Development Officer (CDO) before submitting the TMTWO if any special request requires specific GTM/CDA approval (e.g., repayment determination, home leave exception, etc.)
It must indicate, if the onward assignment is overseas, which eligible family members (EFMs) will accompany the employee and, if applicable, whether the employee plans to apply for Separate Maintenance Allowance (SMA).
The TMTWO must also include the employee’s home leave address, telephone number, and personal email address for communication while in transit.
3 FAH-1 H-3761.3 TMTHREE: Welcome to Post (Gaining Post Action)
(CT:POH-261; 10-07-2022)
(Applies to Foreign Service Employees)
(State)
Drafted In: SMART or email.
Created By: The gaining post, or post of the onward assignment, upon receipt of the TMONE.
Purpose: Provides post-specific information that post deems important, such as visa requirements, documents needed on arrival, whether employee will need additional photographs, import of personal effects and personally owned vehicle (POV), documentation for pets, information on housing and mailing addresses, contacts at post, and other information relevant to the transfer. Post must update the TMTHREE at least annually. Some posts may have two cables, one that is a TMTHREE and one that is focused on complex situations requiring additional guidance, such as for shipping and transportation.
NOTE: TMTHREE is not used for transfers to domestic assignments.
3 FAH-1 H-3761.4 TMFOUR: Travel Authorization (GTM/EX Action)
(CT:POH-261; 10-07-2022)
(Applies to Foreign Service Employees)
(State)
Drafted In: MyItinerary.
Created By: PCS Analysts in PCS Customer Support (GTM/EX/IDSD). Transmitted by SMART message/cable. Sent automatically to OPS and employee’s eOPF.
GTM/EX is the only bureau authorized to issue a TMFOUR. The TMFOUR is generally processed within 30 days of receiving the travel itinerary (TMTWO).
Purpose: Serves as official authorization for Foreign Service appointment, PCS, home leave, or separation travel; transportation of personal belongings; and travel-related actions, including authorized rest stops.
Contains fiscal data to be included on all vouchers and other documents representing payment for the authorized travel, transportation and related actions.
NOTE: TMFOUR is not issued for transfers to different assignments at the same location or post. If an overseas mission chooses to move someone mid-tour to another location, the regional bureau is responsible for funding that transfer; no TMFOUR will be issued in such a case.
3 FAH-1 H-3761.5 TMFIVE: Departure from Post (Losing Post Action)
(CT:POH-261; 10-07-2022)
(Applies to Foreign Service Employees)
(State)
Drafted In: OPS.
Created By: The losing post, or post from which the employee departed. The TMFIVE is transmitted by SMART cable the first business day after the employee’s departure from post. It is sent automatically to OPS and employee’s eOPF.
Purpose: Provides official notification that the employee has departed post for onward assignment elsewhere or has departed post on home leave and return to post.
The TMFIVE notifies the Global Financial Services Center in Charleston (CGFS) to stop allowance and differential payments related to a finished assignment or to stop allowance and differential payments during home leave.
NOTE: TMFIVE is not used for departure from a domestic assignment. Instead, employees departing a domestic assignment should complete a DS-1552, available on the HR Applications page.
3 FAH-1 H-3761.6 TMSIX: Not Currently Used
(CT:POH-261; 10-07-2022)
(Applies to Foreign Service Employees)
(State)
3 FAH-1 H-3761.7 TMSEVEN: Not Currently Used
(CT:POH-261; 10-07-2022)
(Applies to Foreign Service Employees)
(State)
3 FAH-1 H-3761.8 TMEIGHT: Arrival at Post (Gaining Post Action)
(CT:POH-261; 10-07-2022)
(Applies to Foreign Service Employees)
(State)
Drafted In: OPS.
Created By: The gaining post, or post where the employee arrived to begin a new assignment. The TMEIGHT created in OPS generates a message to GEMS, and is transmitted by SMART cable to CGFS the first business day after the employee’s arrival at post or as soon as Post has completed the arrival process in OPS. Copies are sent automatically to the employee’s eOPF.
Purpose: Provides official notification that the employee has arrived at post from an assignment elsewhere, has moved from one position to another at an overseas post, or has returned to post from home leave and return to post. The TMEIGHT automates the reassignment process in the Department’s system of record, GEMS, to effect the employee into their new position.
The TMEIGHT also notifies the Global Financial Services Center in Charleston (CGFS) to start allowance and differential payments related to the commenced assignment or to resume allowance and differential payments following home leave.
NOTE: TMEIGHT is not used for arrival at a domestic assignment. Instead, when arriving at a new domestic assignment from overseas or from another domestic assignment, the employee must submit Form DS-1707 online via HR Applications. The DS-1707 is sent automatically to the employee’s eOPF and starts the appropriate locality pay.
3 FAH-1 H-3762 TRAVEL MESSAGES DRAFTED in smart
3 FAH-1 H-3762.1 Travel Messages Drafted in SMART
(CT:POH-261; 10-07-2022)
(Applies to Foreign Service Employees)
(State)
Posts may occasionally need to draft TMFIVE and TMEIGHT messages in SMART. When doing so, posts must use the instructions in this section.
3 FAH-1 H-3762.2 Required Elements
(CT:POH-261; 10-07-2022)
(Applies to Foreign Service Employees)
(State)
The software platforms for Travel Messages (TMs) generally prompt the drafter to include the necessary elements. The following elements must be used in all TMs:
(1) All Travel Messages must include the caption “TM CHANNEL.” The caption “HR CHANNEL” should not be used;
(2) TAGS are “APER” and “AFIN”;
(3) The SUBJECT line must include the appropriate, spelled-out TM number and title of the TM (e.g., TMFIVE―DEPARTURE FROM POST), employee name, last four digits of Social Security Number, grade, and skill code;
(4) The gaining post and/or gaining bureau must be included as an addressee on all TM messages not originating from that post/bureau;
(5) If either the gaining or the losing post is a constituent post, i.e., consulate, consulate general, etc., the principal post, i.e., embassy, must be included as an “info” addressee;
(6) SECSTATE WASHDC must be included as an addressee on all TMs not originating in Washington, DC;
(7) To correct a TM issued by post, the SUBJECT line must start with the word, “CORRECTION” with a remark added to indicate what has changed ; and
(8) All TMs must include the Global Financial Services in Charleston (GFSC) as either an “action” or “info” addressee (USOFFICE FSC CHARLESTON), as appropriate.
3 FAH-1 H-3762.3 TMFIVE-Departure from Post
(CT:POH-261; 10-07-2022)
(Applies to Foreign Service Employees)
(State)
a. The losing post sends a TMFIVE―DEPARTURE FROM POST (see 3 FAH-1 Exhibit H-3764(3)) to the Department, gaining post, and Global Financial Services (USOFFICE FSC CHARLESTON) to advise the actual time of departure (ATD). This must be sent on the day of departure or by the end of the next work day following, at the latest.
b. The TMFIVE―DEPARTURE FROM POST must include the following information:
(1) Paragraph 1: Must include employee’s agency, grade, type of transfer, travel authorization (TA) number, from (FM) [name of the losing post], TO [name of the gaining post], the estimated time of arrival (ETA) at the gaining post, the ETA in Washington, DC (ETADC), the actual time of departure (ATD) from the losing post, and the mode of travel (usually air); and
(2) Paragraph 2: Must include the date of the first expense incurred against that TA (FSTEXP), a home leave contact address, phone number, and personal email, if available.
c. The TMFIVE―DEPARTURE FROM POST is used by Global Financial Services (GFS) to terminate allowances and differentials due to transfer from post and/or home leave.
d. If the TMFIVE―DEPARTURE FROM POST concerns separation travel, then also include the following information: The last duty day at post, any planned leave, mode of transportation, a mailing address for final salary adjustments, whether sick leave was taken, and if so, how much.
3 FAH-1 H-3762.4 TMEIGHT - Arrival At Post
(CT:POH-261; 10-07-2022)
(Applies to Foreign Service Employees)
(State)
a. The receiving post sends a TMEIGHT―ARRIVAL AT POST (see 3 FAH-1 Exhibit H-3764(4)) to notify the Department and Global Financial Services (GFS) of an employee’s actual time of arrival (ATA), and whether the arrival is the result of a permanent change-of-station (PCS) transfer or a return from home leave. Any temporary duty (TDY) or consultation days en route to post must be specifically listed as “TDY/CONSULT.” Authority and effective dates to start post-specific pay and allowances must be included in the TMEIGHT. Post must cite the appropriate post-held fiscal data for those pay and allowances that are paid from post funds. For all International Cooperative Administrative Support Services (ICASS) positions, this must include the post-assigned ICASS cost pool for the U.S. citizen employee. Posts must also ask GFS to restart any differential or allowances that were terminated when the employee departed post on mid-tour home leave (home leave/return travel).
b. The TMEIGHT―ARRIVAL AT POST also indicates the home leave transfer eligibility date (HLELIG) and transfer eligibility date (TRANELIG, AKA TED).
c. Generally, the assignments technician uses a TMEIGHT―ARRIVAL AT POST to establish the actual effective date of the official assignment for Form SF-50, Notification of Personnel Action, purposes. The execution of Form SF-50 provides the basis for starting the appropriate pay rate and most allowances.
3 FAH-1 H-3763 through h-3769 Unassigned
3
FAH-1 Exhibit H-3764(1)
ABBREVIATIONS USED IN TRAVEL MESSAGES
(CT:POH-261; 10-07-2022)
ATA: Actual time of arrival, expressed as the date, MM/DD/YYYY.
ATD: Actual time of departure, expressed as the date, MM/DD/YYYY.
DIRTRAN: Direct transfer.
EFM: An eligible family member who is included on Form OF-126, Residence and Dependency Report, and/or travel orders.
EOD: Entry on duty.
ETA: Estimated time of arrival, expressed as the date, MM/DD/YYYY.
ETD: Estimated time of departure, expressed as the date, MM/DD/YYYY.
ETADC: Estimated time of arrival in Washington, DC, expressed as the date, MM/DD/YYYY.
FM: From.
FSTEXP: First expense incurred against a travel authorization/travel order.
HL: Home leave.
HLADD: Home leave address.
HLELIG/TRANSELIG: Home leave eligibility/transfer eligibility date (TED).
HLRT: Home leave round trip, or home leave and return to post.
HLT: Home leave/transfer.
LVENROUTE: Leave en route.
LVINUS: Leave in the United States.
PCS: Permanent change of station (onward assignment).
POV: Privately owned vehicle.
SEP: Separation.
SMA: Separate maintenance allowance.
TDY: Temporary duty.
TM: Travel message.
3
FAH-1 Exhibit H-3764(2)
Sample TMFIVE-Departure from Post
(CT:POH-261; 10-07-2022)
LOSING POST
GAINING POST
SECSTATE WASHDC
USOFFICE FSC CHARLESTON
EMBASSY OF LOSING POST, IF APPLICABLE
EMBASSY OF GAINING POST, IF APPLICABLE
TM CHANNEL
TAGS: APER, AFIN
E.O. 12958: N/A
SUBJECT: TMFIVE – DEPARTURE FROM POST (ROE, Richard M., SSN: X10-07-6789, FS-04, 2010, Management)
REF: State 123456 (TMFOUR)
1. State, FS-04, HLT, TA-XXXXXXXXXX, mm/dd/yyyy (ATD), Losing Post to Gaining Post, Air
2. ATD: mm/dd/yyyy
3. Dates:
- ETA US: mm/dd/yyyy
- ETADC: mm/dd/yyyy
- LVENROUTE: None/2 days
- LVINUS: mm/dd/yyyy – mm/dd/yyyy (HL: 10/20-45 days)
4. FSTEXP: mm/dd/yyyy
5. HLADD: 148 Bonny Meadow Rd., New Rochelle, NY
10805
Tel: 914-555-1234
email: RichardRoe@yahoo.com
6. For GFS: Please terminate post allowance, differential and SMA, effective ATD.
3
FAH-1 Exhibit H-3764(3)
Sample TMEIGHT-Arrival at Post
(CT:POH-239; 08-13-2020)
LOSING POST
GAINING POST
SECSTATE WASHDC
USOFFICE FSC CHARLESTON
EMBASSY OF LOSING POST, IF APPLICABLE
EMBASSY OF GAINING POST, IF APPLICABLE
TM CHANNEL
TAGS: APER, AFIN
E.O. 12958: N/A
SUBJECT: TMEIGHT – ARRIVAL AT POST (ROE, Richard M., SSN: X10-07-6789, FS-04, 2010, Management)
REF: (A) State 123456 (TMFOUR); (B) Losing Post 9876 (TMFIVE)
1. State, FS-04, HLT, TA-XXXXXXXXXX, mm/dd/yyyy (ATA), Losing Post to Gaining Post, Air
[or, for HLRT travel:]
[1. State, FS-04, HLRT, TA-XXXXXXXXXX, mm/dd/yyyy (ATA), Post to Home Leave Point/Return, Air]
2. ATA: mm/dd/yyyy
3. HLELIG/TRANSELIG: mm/yyyy, mm/yyyy
4. TDY/CONSULT: N/A or number of days
5. EFM(s) at post: number of EFMs
6. For Assignments Technician: Please process a Notification of Personnel Action (SF-50) ASAP. [Do not include this sentence in a TM-EIGHT for HLRT travel.]
7. For GFS: Please start the following pay and allowances upon the receipt of the SF-50 from GTM/CDA/AD (list all authorized):
Pay/Allowance Effective Start Date
Post Differential mm/dd/yyyy
Post Allowance mm/dd/yyyy
Other Pay/Allowance [name]...mm/dd/yyyy
[or, for HLRT travel:]
[7. For GFS: Please restart the following pay and allowances, effective mm/dd/yyyy (list all authorized):
Pay/Allowance
Post Differential
Post Allowance
Other Pay/Allowance (name)]
8. Fiscal data for pay and allowances charged to post-held funds:
Appropriation – (For example: 19X4519, 1950113, as appropriate)
Post Allotment – (For example: 5XXX, 4XXX, as appropriate)
Function Code – (ICASS American employee cost pool or appropriate function code for non-ICASS employee)
Post – (post code)
Sub-post – (sub-post number)
9. [Optional: Additional information post feels is appropriate.]