6 FAH-5 H-420
ICASS Funding Components
(CT:ICASS-114; 06-05-2023)
(Office of Origin: CGFS/ICASS)
6 FAH-5 H-421 Funding structure
(CT:ICASS-48; 09-21-2015)
(Applies to participating ICASS agencies)
a. Customer agencies share the operating costs of ICASS through the budget and invoice process. A sample ICASS agency invoice (6 FAH-5 Exhibit H-421) shows how the costs in this section are billed to agencies.
b. ICASS costs are budgeted and funding is allotted in accordance with the Department of State (DOS) funding structure identified in this section. The DOS bureaus that manage these programs also develop the ICASS target recommendations for the funds they manage.
NOTE: Alternate service providers (ASP) follow the funding structure of their individual agencies and not DOS.
6 FAH-5 H-422 Funds allotted to and budgeted by Post
(CT:ICASS-48; 09-21-2015)
(Applies to participating ICASS agencies)
Posts receive three separate ICASS targets: Regional Bureau (RB), Overseas Building Operations (OBO), and Local Guard Program (LGP). The office that oversees these programs develops these targets. Targets are based upon both posts’ needs and the affordability of the funding office.
6 FAH-5 H-422.1 Regional Bureau Target Funds
(CT:ICASS-48; 09-21-2015)
(Applies to participating ICASS agencies)
Post budgets these costs to cost centers/sub-cost centers according to the guidance outlined in 6 FAH-5 H-340. Target funds managed by the Regional Bureaus cover:
(1) ICASS U.S. Direct Hire (USDH) position support costs such as premium pay, danger pay, allowances, rest and recuperation (R&R) travel, education and emergency visitation travel (EVT), supplies and residential utilities;
NOTE: The funding of USDH salary, post hardship differential, post assignment travel, local guard costs, and residential operating lease costs is addressed later in this sub-chapter. These costs are not in the regional bureau target.
(2) ICASS Locally Employed Staff (LE Staff) (i.e., direct hire FSNs, LE Staff under personal services agreement (PSA), eligible family members, Third Country Nationals (TCNS), but excluding DS LGP personnel) salary, benefits, severance pay that is not funded by the FSN separation liability trust funds (FSNSLTF) program, awards, etc.;
(3) Building operating (BO) expenses (i.e. utilities, general maintenance contracts, etc.) for properties occupied either solely or jointly by ICASS personnel and/or operations (excluding residential and nonresidential operating lease (OL) costs);
NOTE: OBO through their building maintenance expense (BME) program, funds preventative maintenance contracts (e.g. elevator, generator, water treatment, etc.) of non-residential ICASS properties (see 15 FAM 623).
(4) Administrative supplies for ICASS operations;
(5) Training and travel of ICASS personnel (excluding DS LGP personnel);
(6) Costs for medical contracts, supplies and equipment;
(7) Other operating costs including motor pool costs (vehicle purchase, fuel and spare parts), vehicle maintenance, telephone costs, office machine maintenance contracts, etc.;
(8) Nonresidential furniture and furnishings (F&F), office equipment and associated transportation costs required for ICASS staff and for items located in common spaces in shared, nonresidential ICASS properties; and
(9) Residential furniture and appliances for the consolidated furniture and appliance pool program.
6 FAH-5 H-422.2 Overseas Building Operations (OBO) Target Funds
(CT:ICASS-48; 09-21-2015)
(Applies to participating ICASS agencies)
Post budgets the residential operating lease (OL) costs and living quarters allowances (LQA) of USDH positions to the cost pool of each ICASS USDH position. Post budgets other OBO ICASS costs according to the guidance outlined in 6 FAH-5 H-340. Target funds managed by OBO cover:
(1) Residential OL costs for property occupied by ICASS USDH personnel;
(2) LQA for ICASS USDH personnel, where applicable;
(3) Shared residential and nonresidential operating lease (OL) costs for property occupied by multiple ICASS customer agencies, if not direct charged;
NOTE: Lease costs include basic rents, common area rents, real estate taxes, and the maintenance share (only) of any condominium fees.
(4) Shared temporary-duty (TDY) residential quarters lease costs (see 15 FAM 249); and
(5) With OBO approval, certain vacant residential lease costs that meet the requirements identified in 15 FAM 313.5. Concurrence of post ICASS Council is required.
6 FAH-5 H-422.3 Diplomatic Security (DS) Local Guard Program (LGP) Target Funds
(CT:ICASS-48; 09-21-2015)
(Applies to participating ICASS agencies)
Post budgets these costs to the cost centers/sub-cost centers according to the guidance as outlined in 6 FAH-5 H-341.5. Target funds managed by DS cover:
(1) ICASS Locally Employed (LE) local guard program (LGP) residential and nonresidential guard personnel costs including salary, benefits, severance pay that is not funded through the FSN Separation Liability Trust Fund (FSNSLTF) program, awards, etc.;
NOTE: Salary and benefits (only) of eligible family member (EFM) LGP related positions are funded by DS/EX/HRM in Washington and are not included in the post DS/LGP target funds.
(2) The local guard contract costs (where applicable) for ICASS residential and nonresidential LGP;
(3) Purchase and replacement of appropriate office furniture and equipment and portable guard booths (including related shipping and handling charges) for LGP staff; and
(4) Other costs including LGP training, travel, guard uniforms, security equipment (e.g., radios, handcuffs, duty-belts, batons, whistles, etc.), security supplies, central monitoring systems, auto fuel/parts/supplies for dedicated ICASS LGP vehicles, and police stipends.
NOTE: ICASS LGP vehicle acquisition costs at posts' with a PSA guard force are funded by DS in Washington and are not included in the DS LGP target funds.
6 FAH-5 H-423 Centrally Funded Costs budgeted by Post
(CT:ICASS-48; 09-21-2015)
(Applies to participating ICASS agencies)
A post ICASS budget includes centrally funded costs. Some ICASS costs (USDH salaries (AmSal), post assignment travel (PAT), certain centrally funded contracts and Post support unit (PSU) costs) are not funded at post but are billed to posts' ICASS customers on the post invoice. While these costs are included in the post ICASS budget, they are allotted and expended in Washington and not at post.
6 FAH-5 H-423.1 Centrally Funded Costs (Not Included in Post Target)
(CT:ICASS-48; 09-21-2015)
(Applies to participating ICASS agencies)
a. ICASS AmSal and PAT are centrally funded costs that are not included in post's ICASS funding targets but are budgeted at post. This is because these costs are variable and outside of post's control.
b. Post budgets these costs in the cost pool for each ICASS USDH position and the costs are allocated to cost centers/sub-cost centers through the time allocation process. In doing this, the costs are billed to the customers benefitting from the services.
6 FAH-5 H-423.1-1 ICASS US Direct Hire (USDH) American Salary (AmSal) Costs
(CT:ICASS-48; 09-21-2015)
(Applies to participating ICASS agencies)
a. The Bureau of Budget and Planning (BP) centrally manages the AmSal account (costs budgeted to SOC 0006) and funds the salaries, benefits (e.g., health and life insurance, retirement contributions) and, where applicable, post hardship differential costs of ICASS USDH employees.
b. In ICASS, for budgetary purposes, we use a cost factor for AmSal costs based on each ICASS position grade (not employee grade) at a standardized step. Using this method, post's AmSal costs do not vary by the incumbent. These cost factors are programmed into the ICASS software. When post enters the USDH position grade in the budget, the AmSal cost factor is automatically applied.
c. ICASS USDH salary costs are funded directly from the AmSal account in Washington. These costs are not included in post’s target but are included in post’s budget and thereby billed to agencies at the post level.
6 FAH-5 H-423.1-2 ICASS Post Assignment Travel (PAT) Costs
(CT:ICASS-48; 09-21-2015)
(Applies to participating ICASS agencies)
a. The Executive Office of the Bureau of Human Resources (HR/EX) centrally manages the PAT account (costs budgeted to SOC 0005). The PAT account funds permanent change-of-station transfers, home leave travel and transfer allowances of ICASS USDH employees between assignments.
b. In ICASS, for budgetary purposes, we use a single cost factor for PAT costs. The PAT cost factor represents the average annual cost associated with the transfer of a USDH ICASS employee and eligible family members (EFM) as estimated by HR/EX. Post budgets for PAT for all ICASS USDH positions regardless of whether an employee will transfer in that fiscal year. The PAT cost factor is programmed into the ICASS software. When post enters the grade of the USDH position in the budget, the PAT cost factor is automatically applied.
c. ICASS employees PAT travel orders are funded directly from the PAT account in Washington. These costs are not included in post’s target but are included in post’s budget and thereby billed to agencies at the post level.
6 FAH-5 H-423.2 Centrally Funded Costs (included in Post Target)
(CT:ICASS-48; 09-21-2015)
(Applies to participating ICASS agencies)
Centrally funded ICASS Regional Bureau and DS contracts and post support unit (PSU) service costs are included in post’s target because they are controllable at the post level. Post includes these costs in the ICASS budget but the funds are not allotted to post. Post does not obligate or liquidate these funds.
6 FAH-5 H-423.2-1 ICASS Regional Bureau Central Funds
(CT:ICASS-48; 09-21-2015)
(Applies to participating ICASS agencies)
a. For a limited number of posts, the regional bureau or DS centrally funds ICASS contract costs (e.g., specialized labor or guard contracts performed at a specific post). The posts which budget for these contracts are notified by the regional bureau or DS in advance of the budget preparation. Those posts allocate the centrally funded costs to one or more ICASS cost centers according to the usage of those funds (i.e., maintenance staff contract costs may be allocated to several of the building operations cost centers).
b. To effect payment of the contract, the ICASS Service Center reduces post’s ICASS operating allowance by the contract amount and transfers the funds to the regional bureau or DS to obligate and liquidate the contract funds.
6 FAH-5 H-423.2-2 Post Support Unit (PSU) Funds
(CT:ICASS-48; 09-21-2015)
(Applies to participating ICASS agencies)
a. The Post Support Unit (PSU) operation is managed by the Bureau of the Comptroller and Global Financial Services (CGFS). This office provides financial services to overseas posts. The PSU sets a fixed rate for services provided. Posts that utilize PSU services pay an annual charge for their usage based on cumulative workload counts taken on May 1 of the prior fiscal year, multiplied by the fixed rate for that service. Posts must budget the agreed upon annual PSU service cost to sub-object code (SOC) 2529. Only PSU costs should be budgeted to this SOC.
b. To effect the PSU payment, the ISC reduces post’s ICASS operating allowance by the established amount and transfers the funds to CGFS/PSU to obligate and liquidate PSU operating costs.
6 FAH-5 H-424 centrally funded costs not budgeted by Post
(CT:ICASS-114; 06-05-2023)
(Applies to participating ICASS agencies)
a. The ISC consolidates all post invoices, by agency and adds centrally funded costs to produce a consolidated invoice for each customer agency (see 6 FAH-5 Exhibit H-421). Funds that are centrally budgeted and funded are frequently referred to as “below the line” costs. These costs appear on each agency invoice as separate line items.
b. The following are ICASS costs that are centrally funded and budgeted:
(1) American salary cost adjustment: The ICASS service center (ISC) calculates this adjustment. This line item captures the difference between the post budgeted American salary (AmSal) costs (adding in the ISC and domestic diplomatic mail and pouch salary costs) and the current year AmSal target;
NOTE: Cost sharing is based on each agency’s percentage share of the worldwide AmSal cost (from post and GFS invoices).
(2) APO/FPO/DPO second destination transportation (SDT) costs: The Office of Diplomatic Pouch and Mail (A/LM/PMP/DPM) manages this program. This line item represents the charges billed by the U.S. Postal Service for mail delivered to APO/FPO/DPO (non-pouch) posts.
NOTE: Cost sharing is based on each agency’s percentage share of the worldwide unmodified basic package workload counts only at those posts serviced by an APO/FPO/DPO.
NOTE 1: U.S. Border posts (Mexico and Canada) are not serviced by the USPS system and therefore are excluded from this calculation.
(3) Contingency fund (CF) replenishment: The ICASS service center manages the CF replenishment fund. The CF is a set-aside fund within the ICASS working capital fund from which posts may request assistance for emergency needs that arise after the final targets have been established. Funding for this line item is provided in the fiscal year in which it is requested, but is billed out in the following year to the agencies present at post in the following year;
NOTE 2: Cost sharing is based on each agency’s current year share of the post target invoice. In other words, if CF funds were provided in the prior fiscal year for an OBO funded emergency requirement, the CF replenishment would be shared based on each agency’s share of the affected post’s current year OBO target invoice.
(4) Diplomatic pouch and mail (DPM) costs: The Office of Diplomatic Pouch and Mail (A/LM/PMP/DPM) manages this program. This line item represents the costs of the worldwide classified/unclassified pouch program, including personal mail for all eligible employees at those posts that are not serviced by an APO/FPO/DPO (i.e. pouch-only posts);
NOTE: Cost sharing is based on a percentage split of pouch-only and APO/FPO/DPO costs as provided by A/LM using each agency’s share of the worldwide unmodified basic package workload counts at these posts.
(5) Diplomatic pouch and mail salary costs (DPM salary costs): The Office of Diplomatic Pouch and Mail (A/LM/PMP/DPM) manages this program. This line item represents the salary and benefit costs for the staff assigned to the Washington DPM facility;
NOTE: Cost sharing is based on a percentage split of pouch-only and APO/FPO/DPO costs as provided by A/LM using each agency’s share of the worldwide unmodified basic package workload counts.
(6) Family Liaison Office program (FLO): The Family Liaison Office in the Bureau of Human Resources (HR/FLO) manages this program. This line item includes the costs of key FLO programs (e.g. global employment initiative, contracts for mental health support, professional development fellowships, and the overseas CLO training program);
NOTE: Cost sharing is based on each agency’s percentage share of the worldwide modified CLO workload counts.
(7) Global Financial Services (GFS): The Bureau of the Comptroller and Global Financial Services (CGFS) manages this operation. This line item includes costs for financial services (disbursing, cashier monitoring, accounting, LE staff and American payroll) provided by GFS Charleston/Bangkok/Paris. GFS budgets ICASS AmSal and PAT costs in the GFS budget for GFS personnel in Charleston, Bangkok, and Paris;
NOTE 1: The costs of the Post Support Unit (PSU) operations including the American salary costs of PSU employees are not included in the GFS costs. Posts that utilize the PSU services fund those costs via the process explained in 6 FAH-5 H-423.2-2.
NOTE 2: GFS utilizes the workload data collected directly from the financial management services cost centers in posts’ ICASS budgets. Workload from the CGFS accounting system of record is added to the post workload for those non-serviced agencies that submit their vouchers directly to CGFS Charleston and Bangkok. GFS also utilizes workload data obtained from the American and LE Staff payroll systems. GFS costs in the financial management cost centers are then shared based on each agency’s percentage share of the above adjusted workload in those cost centers.
(8) FOBs/RSA tokens: The Bureau of Information Resource Management (IRM) manages this program which provides Department of State (DOS) FOBs/RSA tokens to other agency personnel for accessing OpenNet, which includes access to the global data base. Through this program, agency representatives who are sponsored by the Office of Overseas Building Operations (OBO), the Office of Overseas Employment (HR/OE), or the ISC may obtain a DOS FOB/RSA token. The DOS administrative office that sponsors the agency representative must complete the annual paperwork required by IRM to obtain or retain the FOB/RSA token;
NOTE: Cost sharing represents the annual service fee multiplied by the number of FOBs/RSA tokens issued to that agency.
(9) Foreign Service National (FSN) Separation Liability Trust Fund: The Bureau of Budget and Planning (BP) manages this program. This line item represents the separation costs for ICASS locally employed (LE) staff (including LGP staff) in those countries where separation pay is required by local law.
NOTE: Cost sharing is derived from each agency’s percentage share of the total ICASS costs at those posts where separation pay is required by local labor law.
(10) Global Information Technology Modernization (GITM) program: The Bureau of Information Resource Management (IRM) manages this program. This line item represents the costs of replacement of existing information technology equipment provided for ICASS positions and operations at overseas posts with the primary goal of standardizing the IT infrastructure.
NOTE: Cost sharing is based on each agency’s percentage share of the worldwide post total ICASS costs.
(11) Grants for Overseas Schools (OS): The Office of Overseas Schools (A/OPR/OS) manages this program. This line item represents the cost of the grants awarded to overseas schools. The primary goal of the program is to promote quality educational opportunities at the elementary and secondary school levels for dependents of U.S. Government employees assigned overseas;
NOTE: Cost sharing is based on each agency’s percentage share of the total number of dependents attending schools benefitting from the grants program.
(12) ICASS Local Guard program (LGP) vehicles: The Bureau of Diplomatic Security (DS/EX/CFO) manages this program. This line item represents the costs for new and replacement LGP vehicles at posts with PSA guards.
NOTE: Cost sharing is based on each agency’s percentage share of the total LGP costs at posts with PSA guards.
(13) ICASS Service Center (ISC) non-salary costs. The ICASS Service Center (ISC) manages this program. This line item includes the costs for contracts for ICASS software development and maintenance; ICASS contractors, supplies/equipment; travel costs in support of ICASS training; training and travel costs of ISC employees; lease and maintenance costs for ISC office space; and other miscellaneous operating costs;
NOTE: Cost sharing is based on each agency’s percentage share of the worldwide post total ICASS cost.
(14) ICASS Service Center (ISC) salary costs: The ISC manages this program. This line item includes the American salary costs of the ISC staff
NOTE: Cost sharing is based on each agency’s percentage share of the worldwide post total ICASS cost.
(15) ICASS Working Group (IWG) chair contract: The ISC manages this contract. This line item represents the annual cost of the IWG chair contract;
NOTE: Cost sharing is based on each agency’s percentage share of the worldwide post total ICASS cost.
(16) Medevac redistribution: The ISC calculates this adjustment. This line item represents costs related to medevac support requirements at M/MED designated medevac posts;
NOTE: Cost sharing is based on each agency’s percentage share of worldwide modified health services workload counts for those posts and agencies receiving this service.
(17) Bureau of Medical Services: The Bureau of Medical Services (MED) manages this program. This line item represents the Washington costs associated with the overseas medical program including a share of the medical personnel, operating, and administrative costs of the M/MED unit that manages the worldwide medical program; regional travel costs of medical personnel; physicians comparability allowance; electronic medical record system, and costs of continuing medical education requirements;
NOTE: Cost sharing is based on each agency’s percentage share of the worldwide modified health services workload counts.
(18) Post assignment travel (PAT) cost adjustment: The ICASS service center calculates this adjustment. This line item captures the difference between the post budgeted PAT amounts and the current year PAT target; and
NOTE: Cost sharing is based on each agency’s percentage share of the worldwide PAT costs (from post and GFS invoices).
(19) Other centrally budgeted costs and invoice dispute resolutions may be added to agency invoices with Budget Committee (BC) approval.
6 FAH-5 H-425 through H-429 unassigned
6 FAH-5 Exhibit H-421
ICASS Invoice Exhibit
(CT:ICASS-48; 09-21-2015)
(Applies to participating ICASS agencies)
