6 FAH-5 H-500
housing pool management
6 FAH-5 H-510
Furniture and Appliance Pools
(CT:ICASS-119; 02-27-2024)
(Office of Origin: CGFS/ICASS)
6 FAH-5 H-511 General
(CT:ICASS-118; 02-15-2024)
(Applies to participating ICASS agencies)
a. This chapter provides interagency-approved guidance, policy, and procedures for managing furniture and appliance pools to furnish overseas housing programs. Pooled furniture programs can achieve economies of scale and greatly reduce the time and effort required to oversee and manage residential furnishings.
b. The Department of State, as the single real property manager (SRPM), manages and operates overseas housing programs (see 15 FAM 200 Housing Abroad Program). The SRPM is responsible for managing housing program costs effectively. At furnished posts, this includes the management of a consolidated furniture and appliance pool (FAP) program.
c. A consolidated furniture and appliance pool program includes the purchase, replacement, refurbishment, maintenance, inventory control, warehousing, pick-up/delivery and eventual disposal of non-expendable residential furniture, furnishings, appliances, and equipment.
d. A consolidated furniture and appliance pool program offers a number of financial and administrative advantages to participating agencies:
(1) Allows employees and their families to move immediately into their assigned housing, reducing or eliminating the need for costly Temporary Quarters Subsistence Allowance (TQSA);
(2) Ensures fair and equal treatment of employees of all agencies;
(3) Permits standardization of furniture and related items that meet U.S. safety and quality standards, making it easier and less costly to maintain and manage the inventory and achieve economies of scale;
(4) Reduces the cost to procure and replace furniture and appliances through the establishment of reasonable and affordable minimum standard replacement cycles (see 14 FAH-1 H-213);
(5) Minimizes wear and tear by moving furniture and appliances less often, thereby extending useful life;
(6) Allows for maintaining optimal inventory levels, minimizing warehouse and staffing requirements;
(7) Simplifies property management and accountability;
(8) Permits the retention of proceeds of sale which are reapplied to the FAP program;
(9) Increases the transparency of post expenditures for furniture and appliances and allows for a more rational use of carryover funds for the program;
(10) Uses the flexibility of the no-year Working Capital Fund to provide greater consolidation of agency support costs; and
(11) Eliminates lengthy waiting periods for furniture to arrive by keeping one inventory of furniture that is available for all members of the pool.
e. Detailed guidance regarding the provision of this service and the cost distribution methodology is found in 6 FAH-5 H-341.8.
6 FAH-5 H-512 Governance structure
(CT:ICASS-118; 02-15-2024)
(Applies to participating ICASS agencies)
A collaborative structure has been established to oversee this program to ensure a cohesive, standardized approach to FAP management. There are numerous stakeholders in this structure in Washington and at post to ensure that all issues are properly vetted and addressed.
6 FAH-5 H-512.1 Washington Governance Council
(CT:ICASS-118; 02-15-2024)
(Applies to participating ICASS agencies)
6 FAH-5 H-512.1-1 Scope
(CT:ICASS-119; 02-27-2024)
(Applies to participating ICASS agencies)
a. The FAP Governance Council (GC) oversees the program at the Washington level. The goal is to ensure that the worldwide FAP program follows established guidance while ensuring needed flexibility due to local conditions. This chapter outlines the types of issues to be addressed by the FAP GC but is not all-inclusive.
b. The FAP GC will meet as needed or confer by email to review specific policy issues and FAP management. The goal is to reach consensus on all issues; if consensus is not possible, standard ICASS voting rules will apply (see 6 FAH-5 H-016).
6 FAH-5 H-512.1-2 Governance Council Members
(CT:ICASS-118; 02-15-2024)
(Applies to participating ICASS agencies)
a. Regional bureaus: The regional bureau is responsible for setting the FAP budget and reviewing any requests for changing post’s established FAP policy.
b. Office of Logistics Management, Bureau of Administration (A/LM): A/LM provides support services for post GSOs on issues related to logistics management, personal property management, and the Integrated Logistics Management System (ILMS) as they relate to FAP.
c. Bureau of Overseas Building Operations (OBO): OBO is the single real property manager (SRPM) and addresses issues related to housing management that may impact the FAP (e.g., make-ready, commissioning costs, etc.).
d. ICASS Service Center (ISC): The ISC acts as the overseer of the FAP policy and ensures that issues and decisions are in keeping with existing agreements with the interagency community. The ISC is responsible for the financial management of the FAP program and maintains metrics and data on FAP budgeting and management and reports periodically to the ICASS Working Group (IWG) and ICASS Executive Board (IEB) on FAP issues.
e. Office of Allowances (A/OPR/ALS): Some of the provisions of the FAP policy touch upon allowances and benefits provided to employees assigned overseas. A/OPR/ALS ensures that decisions made do not conflict with existing regulations or guidance.
f. Interagency community: The FAP policy was approved by the interagency ICASS Executive Board (IEB), which maintains a strong interest in the ongoing management of this program. The IWG and IEB must approve any major policy or programmatic changes to the worldwide FAP program.
6 FAH-5 H-512.2 Post FAP Governance
(CT:ICASS-118; 02-15-2024)
(Applies to participating ICASS agencies)
6 FAH-5 H-512.2-1 Scope
(CT:ICASS-118; 02-15-2024)
At post, the FAP program is collaboratively managed by the post Interagency Housing Board (IAHB), ICASS Budget Committee, ICASS Council, and post management. It is especially important that GSOs and FMOs collaborate to ensure the success of the program. Together, these entities ensure that post follows worldwide FAP program guidance and develops the post-specific FAP policy, including the list of items included in the FAP at post, and buy-in and annual assessment amounts.
6 FAH-5 H-512.2-2 Post FAP Policy
(CT:ICASS-119; 02-27-2024)
a. All posts with FAP must establish a post policy that is approved by all participating agencies. The post policy must ensure that residential furniture, furnishings, appliances, and equipment (FFA&E) are equitably provided to all subscribing agencies in accordance with the policies outlined in this chapter.
b. It is the responsibility of post management to prepare and update the FAP policy at least every two years to ensure it remains current. FMOs and GSOs must collaborate on the updates to ensure that the financial and operational aspects of FAP policy are addressed adequately.
c. The standard template required for post’s FAP policy is shown in 6 FAH-5 Exhibit H-512 of this chapter. The policy must include two attachments that show post’s FAP buy-in and annual assessment calculations (see 6 FAH-5 H-515.1 and 6 FAH-5 H-515.2). The templates for these calculations are available on the ISC site. These standard templates must be used to create location-specific versions that reflect the unique situation at post.
6 FAH-5 H-512.2-3 Standard and Supplemental FAP Items
(CT:ICASS-118; 02-15-2024)
The Interagency Housing Board (IAHB), in collaboration with post management and the approval of the ICASS Budget Committee and Council, determines which standard and supplemental items will be included in the post FAP policy. Washington approval is not required for changes that do not affect post buy-in and annual assessment amounts. When changes affect post buy-in and annual assessment calculations, see 6 FAH-5 H-512.2-4 for required approvals.
6 FAH-5 H-512.2-4 Buy-In and Annual Assessment
(CT:ICASS-118; 02-15-2024)
Post FAP buy-in and FAP annual assessment amounts must be reviewed by the ICASS Budget Committee and ratified by the ICASS Council as part of the budget approval process outlined in 6 FAH-5 H-222. However, post does not have the authority to independently approve changes to the buy-in or annual assessment amounts. Before any changes are implemented, the ISC and the relevant regional bureau must also review and approve the amounts. See 6 FAH-5 H-515.1 and 6 FAH-5 H-515.2 for more detail.
6 FAH-5 H-513 Standard and Supplemental FAP Items
(CT:ICASS-119; 02-27-2024)
a. Worldwide FAP items list: The lists of standard and supplemental items which may be provided in FAP programs are determined by the FAP Governance Council and are shown in 6 FAH-5 Exhibits H-513(A) and 513(B):
(1) Standard list: 6 FAH-5 Exhibit H-513(A) is the list of standard residential items that may be provided to U.S. Government-furnished residences. This list is not an entitlement or a requirement. Post’s FAP policy must specify the kind and number of standard items to be provided as part of the furnishings for the average residence; and
(2) Supplemental list: 6 FAH-5 Exhibit H-513(B) is the list of supplemental residential items that may be provided to U.S. Government-furnished residences. Post’s FAP policy must specify the kind and number of supplemental items to be provided as part of the furnishings for the average residence. Post must follow the guidance contained in 6 FAH-5 Exhibit H-513(B) on factors to be considered when providing supplemental items;
b. Post FAP items list: At the post level, each post must have an approved FAP policy which includes the list of standard and supplemental items that post has determined will be provided to the average residence:
(1) Approval of post FAP items list: The IAHB and ICASS Budget Committee must work with the General Services Office to collaboratively establish and periodically review the list of FAP items provided at post. Larger posts may consider establishing a furniture pool working group to handle FAP issues, drawing members from both the IAHB and ICASS Budget Committee. Neither the post General Services Office, nor the post Financial Management Office, nor the IAHB have independent funding authority and may not establish FAP requirements without collaborating with the post ICASS Budget Committee and post ICASS Council to determine post’s affordability;
(2) Post-specific considerations: Each post must consider the local environment, housing pool characteristics, and affordability when developing the post FAP items list;
(3) Average residence: The approved list of items should represent a set of FFA&E required to furnish an average size (not the largest) residence in the post housing pool to avoid overcharging agencies (see 6 FAH-5 H-515.1). Not every house will have every item, and some houses may have more than others;
(4) Specialized items: To accommodate customer needs and to provide inventory flexibility, post may consider providing a limited number of specialized or additional items like bunk beds, sofa beds, curio cabinet, student desk/chair, bookcases, etc., which are available under the contract. While such items must be outlined in the post FAP policy, these items are not included as part of the “standard” furniture or included in the calculation of the new position buy-in cost. Such purchases must be managed from within post’s existing FAP budget (see Exhibit H-513(A)); and
(5) Publication of FAP items list: The final approved list, including cost and shipping information (as generated on the standard templates), must be attached to the post FAP policy and be accessible on the post intranet site.
NOTE 1: Posts do not have the authority to independently approve the addition of items that are not included on the standard or supplemental list of items. Posts that wish to include an item that does not appear on either of these lists should consult with A/LM/PMP/PM and provide a justification to the regional bureau and ICASS Service Center. If the regional bureau concurs with the request, it will be vetted with the FAP GC for a final decision.
NOTE 2: Subscribing agencies may not provide additional non-programmatic items for their employees through their program allotments or other funding sources. Agencies may, at their discretion, fund items deemed necessary to meet programmatic requirements (ice maker for representational residences, gun safe for law enforcement officers, etc.). In such cases the owning agency is responsible for inventory tracking and movement of such items. Any questions should be directed to the ICASS Service Center.
c. Items not provided by FAP programs: The FAP program is not intended to provide every item or fixture for a residential property; there are many items that are the personal responsibility of the employee and must be acquired at the personal expense of the employee. Items not provided by the FAP program include:
(1) Fans, portable (window, floor, and table) (see NOTE);
(2) Garden and yard equipment (hose, sprinkler, trimmer, snow shovel, snow blower, etc.);
(3) Light bulbs: The make-ready process will ensure that each light fixture has a functioning bulb; occupants are responsible for replacing bulbs during their occupancy and ensuring that there are functioning bulbs in all fixtures at check-out;
(4) Mirror, full length;
(5) Safe for personal documents or property;
(6) Vacuum cleaners;
(7) Satellite dish/decoder (see 15 FAM 723);
(8) Barbeque grills;
(9) Additional plumbing and electrical installations to meet personal preferences (e.g., saunas, hot tubs, bidets, etc.); and
(10) Furnishings for domestic staff quarters within residences (see 15 FAM 244).
NOTE: In locations where air conditioning is not typically provided, , fans designed to circulate air in a full room may be an appropriate addition to the furniture pool if they are provided to the majority of FAP subscribers. Smaller fans are considered personal property and would not be an appropriate FAP item.
d. Safety equipment: Residential smoke alarms (see 15 FAM 842), fire extinguishers (see 15 FAM 843), and carbon monoxide alarms (see 15 FAM 971.1) are provided, as appropriate, by OBO for all residential units, regardless of the agency of the occupant.
e. Transformers: The USG will provide each residence with a maximum of three appropriately sized transformers suitable for local requirements. Transformers will meet the requirements determined by OBO/OPS/FIRE and the Post Occupational, Safety and Health Officer (POSHO). To the maximum extent possible, posts will purchase appliances that utilize the local voltage, minimizing the requirement for transformers; transformers required for USG-provided equipment (e.g., gun safes) will be funded by the agency providing the equipment and will not be provided by FAP. Employees wanting additional transformers must purchase them at personal expense (covered by the Miscellaneous Expense portion of the Foreign Transfer Allowance outlined in DSSR 241.2(2)) and they must meet the specifications and requirements set by the POSHO (see OBO’s Fire Protection Guide, Section F-1). Transformers should be inspected periodically for safety concerns (e.g., frayed cords or other damage).
f. Generators and power stabilization equipment: Due to the highly technical nature of such equipment, generators and power stabilization equipment are not managed with the FAP program. They are managed and funded by the Department of State’s Bureau for Overseas Building Operations, OBO/CFSM/FAC/PS (see 15 FAM 645.3-2).
6 FAH-5 H-514 Operational Guidelines
6 FAH-5 H-514.1 Basic Principles
(CT:ICASS-118; 02-15-2024)
a. All furnished posts must establish a consolidated residential furniture and appliance pool (FAP).
b. Discretionary funding: Furniture and appliance replacement costs are considered a discretionary item for budgetary purposes. Posts must carefully manage these funds and continually seek cost savings to lower costs.
c. Equity: All employees are treated equally regardless of agency affiliation. Housing assignments are made as outlined in 15 FAM 200; they are “blind” to the age/condition of furniture in a particular residence. Consequently, when an agency pays a buy-in for a new position, the new employee may be assigned to a residential property that has “used” furniture. The goal of this policy is to ensure that all employees of subscribing agencies receive a set of furniture that meets the post’s established quality and condition parameters.
d. Inventory management: FAP inventory is owned and managed through ICASS irrespective of the original funding source for FAP items. All FAP items come under the operational control of the General Services Office (GSO) for use in the FAP program (see 14 FAM 411.2-1, Property Management Officer). All items transferred to FAP become the property of ICASS/FAP in accordance with 14 FAM 415.1-2.
(1) Procurement source: The Department of State residential furniture contract is the primary source of residential furniture (unless post has a waiver allowing for local procurement of these items).
(2) Issuance: The GSO/accountable property officer provides FAP items to all pooled housing units in accordance with the standard and supplemental lists of FAP items included in post’s FAP policy (see 6 FAH-5 H-513 b). FAP items may not be issued to offices, nor may FAP items be issued to residences that are not subscribed to FAP (see 6 FAH-5 H-514.2-3 d for exceptions).
(3) Tracking: To ensure accuracy and transparency, all FAP items must be identified in ILMS with the agency code “FAP.”
(4) Flexible inventory: In determining what FAP items to stock and include in the post FAP policy, the GSO should conduct an analysis of the post’s housing inventory and demographics, assessing the mix of houses/apartments in the housing pool program, the total number of bedrooms in the pool, and various family sizes. This analysis should include an assessment of requirements for additional living room or den/office furniture as well as frequency of requests for items such as bookcases, student desks, bunk beds, sofa beds, etc. While these specific items may not be on the standard or supplemental items lists of what is provided to the "average residence," such items may be captured in the post FAP policy as specialized items that may be available on request (see Exhibit H-513(A)).
(5) Warehouse stock levels: FAP inventory is maintained in the ICASS-managed warehouse to maximize efficiencies and minimize excess stock. For posts without supply chain or other local conditions that impact order delivery timelines, FAP stock around 10 percent is recommended. In more challenging circumstances, FAP stock of up to 15 percent may be reasonable. There are no separate residential furniture inventories maintained for any agency or position. Non-standard items required for agency-specific programmatic needs will not be maintained or supported by the service provider and all costs associated with such requirements will be borne by the owning agency.
(6) Disposal: When FAP items are sold, all proceeds of sale are returned to the FAP to offset future furniture procurements.
(7) Removal of FAP items from residences: A basic set of standard and supplemental FAP furniture (as defined in post’s FAP policy) must remain in each housing unit. All incoming employees should be advised not to include such basic furniture items in their HHE shipment and should be provided with post’s policy on removal of FAP items from residences. Post may authorize a one-time removal of specialized furniture items and/or moving/rearranging items in the residence.
(8) Personal furnishings: Posts should make every effort to accommodate varying family sizes and configurations when furnishing a residential property. Incoming employees should be advised in advance what personal furniture items may be accommodated in the residence and brought to post to meet family requirements or preferences (hobby table, toy storage, a favorite chair, etc.). All employees should also be advised that personal items may not be stored in the embassy warehouse.
6 FAH-5 H-514.2 Participation in FAP
6 FAH-5 H-514.2-1 Participation Requirements
(CT:ICASS-118; 02-15-2024)
a. Eligibility: Eligibility to participate in the furniture pool is determined by housing pool eligibility as defined in 15 FAM 211, 15 FAM 233, and 15 FAM 242.
b. Required participation: State, USAID, and ICASS employees are required to participate in FAP. Other agency participation is strongly encouraged and is mandatory if the agency is participating in the housing pool.
NOTE: Due to the unique mission and authorities of the Peace Corps (PC), it manages its own leasing requirements for residential and non-residential properties overseas (in coordination with the regional security officer (RSO) and POSHO). As PC is not included in the post housing pool, it also does not participate in FAP.
c. Agency-level subscription: Employees cannot opt in or out of FAP based on personal preference. If an agency participates in post’s FAP program, all of its employees at post must participate. The following exceptions apply:
(1) Designated and dedicated residential properties may be excluded from FAP (see 6 FAH-5 H-514.2-3, paragraph c).
(2) When an agency has positions that work under unusual circumstances that make participation in FAP impractical, post management should work with the agency to reach a mutual agreement regarding FAP participation. For example, an agency may have employees in remote locations that do not participate in FAP even though it subscribes to FAP for employees located in the capital city. Posts may consult with the ISC in circumstances where it is not clear if the exception should apply.
FAH-5 H-514.2-2 Exceptional Circumstances
(CT:ICASS-119; 02-27-2024)
a. Short-term positions: Agencies that establish short-term positions (i.e., one to seven years) must decide whether to subscribe to FAP prior to the arrival of the employee. The NSDD 38 (National Security Decision Directive) request must appropriately identify the position as short-term or of limited duration to be considered under this policy.
(1) Agencies subscribing to FAP for a short-term position must pay a full buy-in. The full buy-in is required because a set of furniture must be purchased to furnish a residence, even for a short term.
(2) Agencies that establish short-term positions and subscribe to FAP will NOT be charged for annual assessments (cost center 6146 and sub-cost center 6146-X246 – see 6 FAH-5 H-516.2 c) because they will not benefit from the replacement of these items. However, any required FFA&E replacements for these positions will be funded by FAP, as for any other FAP subscriber.
NOTE: If the short-term position exceeds seven years at post and/or becomes a permanent position, the agency must fund all prior year annual assessment costs.
(3) Agencies that establish short-term positions and subscribe to FAP will be subscribed to and share costs of FAP Management Services (cost center 6144 - see 6 FAH-5 H-516.3 c).
(4) Agencies may consider the following alternatives to subscribing to FAP for short-term positions:
(a) Leasing furnished corporate housing for short-term positions (if available at post and approved by the POSHO and RSO);
(b) Authorizing the employee to ship personal household effects (HHE) and use living quarters allowance/overseas housing allowance (LQA/OHA) to acquire housing (if LQA/OHA is a viable option at post – see 6 FAH-5 H-514.2-3 b). The agency must consider the length of time it takes for HHE to arrive at post and how the employee will be accommodated in the interim. Agencies that do not subscribe to FAP will not be subsidized by other agencies through loans of FAP items.
b. Group housing: In certain unique circumstances, housing may be leased for use by a single agency to service multiple TDY or permanent personnel of that agency (a “group” house). Although such housing is not part of the housing pool, the agency may elect to subscribe to FAP for this property with the agreement of post management.
(1) If the house is within the average size range of the housing pool, the agency will pay the same buy-in, annual assessment, and management costs as other FAP subscribers.
(2) If the house is larger than average and requires more furniture than an average housing pool property, post may weight the FAP buy-in and workload counts for this property at 1.2 (or higher). Post will note the weighting factor in the comments section of the “Workload Distribution” worksheet in the ICASS software.
c. Other agency housing: Some agencies have authority to own or lease residential property overseas. Although such housing is not part of the housing pool, the agency may elect to subscribe to FAP for this property with the agreement of post management. In some instances, these properties may be made available to all agencies for housing assignments. If the properties are assigned to other agency personnel, the workload counts for these properties would be assigned to the occupying agency.
d. TDY quarters: Posts may identify U.S. Government-owned or leased housing to be used for TDY personnel of all agencies. Such housing must meet the requirements outlined in 15 FAM 249 and be approved by OBO and the post ICASS Council. This housing may be included in the FAP with the concurrence of the post ICASS Council and Budget Committee. The workload counts for these properties are assigned to 1901.0-ICASS. Post will explain the additional ICASS workload counts for TDY units in the comments section of the “Workload Distribution” worksheet in the ICASS software. At posts where the employee association manages TDY housing under a license agreement and is responsible for FFA&E requirements, these units may not be included in the FAP.
e. Participation by certain DOD personnel and entities not under COM authority: Before providing housing assistance to employees in this category, posts should review the guidance in 6 FAH-5 H-394.3 paragraph c and 15 FAM 261.3, Housing for Certain Department of Defense (DOD) Personnel. When employees in this category are provided USG-leased housing, they are subject to the same requirements outlined in this chapter.
FAH-5 H-514.2-3 Non-Participation in FAP
(CT:ICASS-119; 02-27-2024)
a. Prevention of subsidizing: The service provider should take all practical measures to ensure that agencies that subscribe to FAP do not subsidize non-subscribing agencies. To the maximum extent possible, post should direct charge non-subscribing agencies for costs related to the moving, storage, and redelivery of their non-pooled items. Non-pooled residential furniture and furnishings should be stored at the expense of the owning agency.
b. Living Quarters Allowance (LQA) and Overseas Housing Allowance (OHA)
(1) Agencies must either participate in the furnished housing pool program or, where available, acquire housing under LQA/OHA programs. At posts where LQA/OHA is not an option, all agencies must participate in both the post housing pool and FAP to ensure maximum flexibility in housing assignments and minimize related support requirements (see 6 FAH-5 H-514.2-1 c. (2) for limited exceptions).
(2) Agencies that do not participate in the post furnished housing pool program will not receive FAP services (see 6 FAH-5 H-341.8). While occupying LQA housing and waiting for personal household effects (HHE) to arrive, the employee may rent furniture locally (see Department of State Standardized Regulations Section 131.2) or time the start date of the LQA/OHA lease to allow for use of the Temporary Quarters Subsistence Allowance (TQSA), if available, funded by the employee’s agency. Employees on LQA/OHA must consult their agency’s regulations for what is covered by that program.
(3) Appliance pools: Post may elect to manage an appliance pool for those residences acquired under LQA/OHA, if it can be done cost effectively. In such cases, post must separate the costs for the FAP and the Appliance Pool; see 6 FAH-5 H-518.5 for guidance on budgeting for an Appliance Pool.
(4) Viability of LQA/OHA: Posts must evaluate local post conditions to determine whether LQA/OHA is a viable option at post.
(a) This determination must be a collaborative review by post management, including the post Interagency Housing Board (IAHB), RSO, POSHO, and GSO. The option of LQA/OHA may not be possible at posts where the following circumstances apply:
(i) The local real estate market is very limited;
(ii) Commissioning requirements are extensive and costly;
(iii) Significant security issues or safety requirements limit where employees may reside (see 15 FAM 252.5); and
(iv) The host government restricts where diplomatic staff may reside.
(b) Each post must document its findings in its post FAP policy (see options in 6 FAH-5 Exhibit H-512). If LQA/OHA is not a viable option, the policy must provide a brief explanation of why it is not. At posts where LQA/OHA is a viable option, the post must include language regarding the services, if any, post is prepared to provide to employees using LQA/OHA.
(c) This determination is tracked on the “FAP Buy-In and Annual Assessment Matrix” maintained on the ISC SharePoint site.
(d) If a post needs to change its current determination regarding LQA/OHA because of evolving circumstances at post, it must prepare a justification for the change and receive the concurrence of the ICASS Council at post. The findings must be submitted to the regional bureau and the ICASS Service Center and will be circulated to the FAP Governance Council (including all agencies at the affected post). The FAP Governance Council has ten days to review the submission; if no questions are raised, the change in status will become effective. Post is in the best position to make determinations on this issue as they relate to safety or security. This process is intended to provide opportunities for any needed clarifications.
c. Designated and dedicated residences: Certain residences have separate funding sources for the procurement of FFA&E and do not participate in FAP. Their requirements and furniture are to be kept separate from the FAP program and FAP property may not be issued to these residences. These residences include the following:
(1) Designated residences: OBO/OPS/RDF is responsible for funding all requirements for FFA&E for designated residences (see 15 FAM 720 and 15 FAM 730). These designated residences typically include chief of mission residences (CMR), residences for U.S. Representatives to an international organization (with COM rank), principal officer’s residences (POR), and deputy chief of mission residences (DCR) (see NOTE 1). All requirements for FFA&E for designated residences must be submitted to OBO/OPS/RDF for review, approval, and funding before action is taken at post. Posts may not use other fund sources (e.g., ICASS, FAP, or State Program) to fund FFA&E for these properties.
NOTE 1: FFA&E requirements for DCRs are funded either by OBO or the regional bureaus as outlined in 15 FAM 731.2. At those posts where the DCR is not designated and furnished by OBO, costs for the DCR FFA&E are funded by the regional bureau. The post and regional bureau may agree to subscribe the dedicated DCR to FAP. If the DCR is included in FAP, it will be furnished with the same sources and items as provided to other FAP subscribers. If the DCR is larger than average and requires more furniture than an average housing pool property, post may weight the FAP buy-in and workload counts for this property at 1.2 or higher.
NOTE 2: Most designated residences include staff quarters and work/break rooms; OBO/OPS/RDF does not fund any requirements for these areas. Post is responsible for furnishing these areas and must coordinate with the regional bureau before any expenditure of funds; the regional bureau will review such requests and authorize appropriate program funding. Post may not use ICASS or FAP funds nor ICASS and FAP assets for these areas.
NOTE 3: Posts may not use ICASS, FAP, or State Program funds to address personal requests.
(2) Marine Security Guard Residence (MSGR): The MSGR is a designated property and is fully furnished by the U.S. Marine Corps (USMC), managed by DS/SPC/MSG (see 12 FAM 430). Funding for furniture and furnishings for the MSGR must be requested from DS/IP/SPC/MSG (see 15 FAM 726, MSGQ).
(a) The furniture and furnishings for the MSGR may be procured via the same contract as the post furniture program, as appropriate.
(b) The detachment commander, assistant detachment commander and region command staff are typically assigned to housing pool residences and subscribe to FAP. Buy-ins for these positions are funded by DS/IP/SPC/MSG. Workload counts are assigned to agency code 1931.0-State-DS-MSG Support.
(3) Dedicated housing: At some posts, the senior representatives of the foreign affairs agencies may occupy dedicated housing (see 15 FAM 262, Dedicated Housing and 15 FAM 235.3). The agency is not required to subscribe to FAP for these residences. In such cases, the costs for all FFA&E and related charges (including transportation, storage, and inventory) are the responsibility of the occupying agency. The post and the occupying agency may agree to subscribe the dedicated residence to FAP. If the dedicated residence is included in FAP, it will be furnished with the same sources and items as provided to other FAP subscribers. If the dedicated residence is larger than average and requires more furniture than an average housing pool property, post may weight the FAP buy-in and workload counts for this property at 1.2 (or higher).
NOTE: OBO/OPS/RDF is not involved in decisions regarding FFA&E requirements for non-State dedicated residences.
(4) USAID trust-fund property is not included in post housing pools and may be treated according to the same policy as dedicated housing.
d. Loans to non-subscribers: In fairness to the subscribing agencies that pay to support FAP, non-subscribing agencies may not “borrow” items from FAP inventory or provide a fund cite to purchase items from the post stock. Exceptions are allowed in limited circumstances as outlined below.
(1) Emergency requirements: In exigent circumstances (e.g., fire, flood, irreparable damage, etc.), post must immediately notify the responsible funding agency. Post may loan FAP inventory for short periods of time while new furniture or appliances are being obtained. Loans should generally be limited to a small number of individual items consistent with emergency circumstances. Posts must track the loan in the loanable property module in ILMS.
(2) Duration of loans: Loans may not exceed 12 months. If FAP inventory is needed longer than 12 months, the borrowing agency must purchase the items from FAP.
(3) Purchase from FAP: This process is only for urgent replacements when purchase on the local market is not feasible. This exception should not be interpreted as establishing FAP as the usual source of FFA&E for non-subscribers to FAP; agencies must plan in advance for the routine replacement of FFA&E for non-subscribing properties. When purchasing FAP inventory, the responsible agency will provide a fund cite to cover the full cost of the items, including shipping. Post will process a DN collection to the FAP from this fund cite. The GSO will change the owning agency in ILMS Asset Management from FAP to the purchasing agency once post has received the funding. When these items are no longer needed, they may be disposed of and the proceeds of sale returned to the owning agency according to the owning agency’s regulations (see 14 FAM 417 for proceeds of sale belonging to OBO/OPS/RDF).
6 FAH-5 H-514.3 FAP Inventory Lifecycles
(CT:ICASS-119; 02-27-2024)
Replacement cycles for furniture and appliances: For budget and planning purposes, all posts must use the established governmentwide minimum replacement cycles found in 14 FAH-1 H-213.
Extending lifecycles: Posts should extend the useful life of FAP items whenever possible and cost effective under local conditions.
(1) When items reach the end of their projected lifecycle, the GSO must determine if their condition warrants replacement or an extension (see 14 FAH-1 H-216.1).
(a) Post should not replace furniture that is in good condition even if it is at the end of the established minimum replacement cycle. For example, if a dining room set is 12 years old but in good condition, it should not be replaced.
(b) Post should repair or restore furniture to return it to good condition if it is cost effective to do so, even if it is at the end of the established minimum replacement cycle. For example, if an upholstered piece of furniture is in usable condition except for worn upholstery at the end of the established minimum replacement cycle, and post can reupholster it cost-effectively, post should reupholster it instead of replacing it.
(c) Post should not replace appliances and air conditioners if they can be repaired cost-effectively, even if they are at the end of the established minimum replacement cycle.
(2) When FAP items are kept in service beyond their original estimated useful life, the GSO must update the estimated end of useful life date in ILMS.
(3) Restoration, repair, and protection of FAP items are budgeted in cost center 6144-FAP Management Services. Post may not use fenced FAP funds for these costs (see 6 FAH 5 H-518.6). Some examples include:
(a) Refinishing the flat surfaces of wooden furniture;
(b) Purchasing protective glass covers for wood surfaces;
(c) Recovering upholstered furniture.
NOTE: Posts can procure suitable fabric that meets U.S. safety standards from the GSA schedule or from the furniture contract.
(d) Purchasing slip covers for upholstered furniture; and
NOTE: Posts can purchase slip covers under the furniture contract. Regardless of the source, all fabric must meet U.S. safety standards.
(e) Repairing or replacing parts of appliances and air conditioners.
c. Replacement planning: Post must maintain a multi-year spending plan (at least three years) to ensure that post has adequate funds over the long-term to meet all requirements. Spending plans must be posted in the same location on the post intranet as the post FAP policy and updated as required.
(1) Posts accrue FAP funding to offset the accumulated depreciation of its FAP assets. In some years, posts will need to purchase very little FAP FFA&E. In those years, posts will spend less than the FAP target and will carryover FAP funds to future years. In other years, posts will need to make large purchases of FAP FFA&E and will spend the full FAP target in addition to carried over FAP funds. Posts should generally anticipate having FAP carryover each year to meet the out-year requirements of the FAP.
(2) Post must establish a FAP spending plan early in the fiscal year for inclusion in the ICASS initial budget. To develop the spending plan, post must consider whether new arrivals are expected and if furniture replacements are needed as officers rotate. Post must also consider stock on hand and any shipments in process (see 14 FAH-1 H-419), as well as the funds available.
(3) Post should order pieces of furniture rather than ordering complete sets to minimize the accumulation of excess stock. Post should order for actual requirements and maintain minimal warehouse stock levels, taking into consideration the logistics of post's supply chain.
d. Disposal of FAP property: The disposal mechanisms and precedence identified in 14 FAM 417 do not apply to FAP assets, which are purchased with working capital funds (WCF). WCF assets must be disposed in compliance with the State Basic Authorities Act language in the Foreign Service Act of 1980, as amended (22 U.S.C. 2684), which states the following: "The fund shall also be credited with other receipts from sale or exchange of property or in payment for loss or damage to property held by the fund." FAP assets that are disposed before the end of their useful life should be sold at fair-market value whenever possible. All proceeds of sale are returned to the FAP program and become part of post's fenced FAP funding (see 6 FAH-5 H-517). Correctly reporting FAP proceeds of sale and crediting them to fenced FAP funding will help post meet its long-term requirements. When collecting FAP proceeds of sale, post records the receipt as a cashier collection crediting the ICASS FAP fiscal data (allotment “9906,” revenue source “AAAC,” and function code “6146”).
6 FAH-5 H-514.4 Tenant Responsibilities
(CT:ICASS-118; 02-15-2024)
a. Housing handbook: The post IAHB and post management prepare a post housing guidebook that includes a section relating to tenant responsibilities regarding their assigned housing and FAP items (see 15 FAM 212.2-2(C) paragraph b(8)).
b. FAP inventory: In accordance with 14 FAM 416.3, Residential Furniture and Equipment, a physical inventory of property assigned to the residence must be taken when occupancy changes. Upon moving into assigned quarters, the employee must review the detailed inventory of FAP items in the residence. This check-in inventory must be certified and signed by the employee and the property management office within thirty days of moving into the residence.
c. Employee liability: Post must establish effective employee check-out procedures to assess condition of assigned FAP items and ensure the employee pays for any assessed damages prior to departure.
(1) The employee is liable for any damage to furniture or appliances beyond normal wear and tear (see 15 FAM 247, Surrender of Residential Quarters and 14 FAM 416.5, Reporting Damaged, Missing or Destroyed Property). Damage from pets is not considered normal wear and tear and will be billed to the employee (see 15 FAM 245.2, Pets).
(2) The Property Management Officer (PMO) or Property Survey Board determines liability based on the full depreciated value of damaged or missing items as outlined in 14 FAM 416.5-1(B), PMO Action and 14 FAM 416.5-3, Employee Liability.
(3) Employee appeals of liability follow the policy outlined in 14 FAM 416.5-5, Employee Appeals.
(4) When collecting funds for damage to FAP property, post records the receipt as a cashier collection crediting the ICASS FAP fiscal data (allotment “9906,” revenue source “AAAC,” and function code “6146”).
6 FAH-5 H-515 FAP COSTS
(CT:ICASS-119; 02-27-2024)
a. FAP costs are equitably shared through three distinct processes: payment of FAP buy-ins; subscriptions to cost center 6146 FAP Annual Assessment or sub-cost center 6146-X246 Appliance Pool Annual Assessment; and subscriptions to cost center 6144-FAP Management Services.
b. FAP buy-in: When a new position subscribes to FAP, the responsible agency must pay post’s approved buy-in amount. The buy-in is a one-time startup cost intended to enable the post to acquire a new set of furniture to furnish an additional residence. The same buy-in amount is charged for all new positions joining the FAP, irrespective of the incoming officer's family size. The buy-in is paid with a DN collection outside of the ICASS invoicing process (with the exception of buy-ins for new ICASS service provider positions). See 6 FAH-5 H-516.1 for details. The approved buy-in amount for each post is listed in post’s FAP policy and in the FAP Buy-In and Annual Assessment matrix posted on the FAP page of the ISC SharePoint site.
c. FAP annual assessment: FAP subscribers pay an annual assessment intended to represent the average annual depreciation of a set of furniture. The annual assessment provides funding for replacement of FAP assets as they reach the end of their useful life. The annual assessment is charged to FAP subscribers through workload counts in cost center 6146 FAP Annual Assessment or sub-cost center 6146-X246 Appliance Pool Annual Assessment (see 6 FAH-5 H-516.2, 6 FAH-5 H-341.8-2, and 6 FAH-5 H-341.15-7 for details). The approved annual assessment amount for each post must be listed in post’s FAP policy and in the FAP Buy-In and Annual Assessment matrix posted on the FAP page of the ISC SharePoint site.
d. FAP management services: FAP subscribers also pay for the non-inventory costs of managing the FAP program. These costs include salaries and benefits for employees who provide FAP services, FAP support contracts (moving companies, furniture cleaners, upholsterers, etc.), supplies to repair FFA&E, warehouse and utility costs, welcome kits, vehicles, and other costs required to manage this service. The cost of managing the FAP program is charged to FAP subscribers through workload counts in cost center 6144-FAP Management Services (see 6 FAH-5 H-516.3 and 6 FAH-5 H-341.8-1 for details). The costs for this service will vary from year to year and are approved by the post Budget Committee and ICASS Council as part of the annual ICASS budget approval process.
6 FAH-5 H-515.1 Calculation and Approval of FAP Buy-In Amounts
(CT:ICASS-119; 02-27-2024)
a. Basis of FAP buy-in amounts: Post’s FAP policy includes a list of approved FAP standard and supplemental items and the number of each item that is needed to furnish an average post residence (see 6 FAH-5 H-513 b). Generally, the buy-in will equal the total cost of the items on this list, including shipping and handling costs.
b. Review of buy-in: Post must review its buy-in at least once every five years and any time the IAHB approves a change to post’s list of approved FAP items. Post should also review the buy-in whenever there is a significant change to the housing profile or other circumstances that may impact FAP requirements.
c. Analysis of buy-in: Before analyzing the buy-in, post must review FAP data in ILMS Asset Management and review ILMS Analytics reports including the Potentially Misclassified FAP Report. Post must correct asset records that are misclassified or have other data errors. The underlying FAP inventory records must be correct for ILMS reports such as the “Average Value of FAP per Residence” to be accurate. Post must reconcile the items listed to ensure the inventory report does not include assets that were not provided to residents or exclude assets that were provided to residents. Post must also reconcile the assets listed to ensure that all items in this list are authorized for inclusion in the FAP in the post’s FAP program policy and 6 FAH-5 Exhibits H-513(A) and H-513(B). Post must ensure that the post FAP policy is current and supported by the actual profile of FAP items in residences. Post must analyze whether the current furniture profile is appropriate utilizing ILMS FAP analytics reports such as the FAP Asset Profile Report (FAPR).
NOTE: As ILMS data integrity improves, FAP buy-in amounts may be obtained directly from the ILMS asset management system.
d. Approval of changes to buy-in: Requests for changes to the buy-in must first be approved by the post Budget Committee and ICASS Council, and then submitted to the regional bureau and ISC for approval. Post must submit requests using the standard buy-in template, which is available on the ISC SharePoint site. FMOs and GSOs must collaborate in completing the buy-in template to ensure that FAP furnishings and buy-in amount adequately reflect post-specific requirements. Posts must also provide an analysis supporting the requested change.
e. Publication of the buy-in: The ISC maintains a matrix showing the approved new position buy-in and annual assessment costs on the FAP page of the ISC SharePoint site. Posts must use the “Current Adjusted Buy-in” amount in the matrix when charging an agency for a FAP buy-in. Also, each post policy must include the calculations for post's buy-in (see the template on the FAP page of the ISC SharePoint site). The FAP buy-in cost must be included in the list of start-up costs for all NSDD 38 requests for new American positions. FAH-5 H-515.2 Calculation and Approval of Annual Assessment Amounts
(CT:ICASS-119; 02-27-2024)
a. Basis of FAP annual assessment amounts: Generally, the annual assessment will be set to equal the average annual depreciation of the average set of FFA&E listed in post’s FAP policy, less expected salvage value. However, the amount may be adjusted based on post requirements and available funding.
b. Review of annual assessment: Post must review its annual assessment at least once every five years and whenever any of the following occur:
(1) The IAHB approves a change to post’s list of approved FAP items;
(2) There is a significant change to the housing profile or other circumstances that may impact FAP requirements; or
(3) The FAP Data Model (found in the ISC SharePoint site) shows that post’s sustainability coefficient is above or below the recommended range of 0.4-0.7.
c. Analysis of the annual assessment:
(1) Before analyzing the annual assessment, post must review the Potentially Misclassified FAP Report and correct asset records that are misclassified or have other data errors. The underlying FAP inventory records must be correct for ILMS analytics reports to be accurate;
(2) After reviewing FAP inventory data and making necessary corrections, post must use the ILMS FAP Asset Profile Report to run the item list from the Annual Assessment tab. Post must reconcile this item list to ensure that it does not include assets that were not provided to residents and does not exclude assets that were provided to residents. Post must also reconcile the assets listed to ensure that all items in this list are authorized for inclusion in the FAP in the post’s FAP program policy and 6 FAH-5 Exhibits H-513(A) and H-513(B). After reviewing and updating the data as needed, post must copy this information into the annual assessment template (located on the ISC SharePoint site). Post must enter its salvage value, number of furnished residences (the workload count in cost center 6144-FAP Management Services), inventory lifecycles, and its shipping/handling factor to generate the recommended annual assessment amount;
(3) In cases with a major difference between the ILMS-calculated annual assessment and post’s calculated AA amount, or if post needs to address issues related to potentially misclassified assets, the regional bureau may temporarily reduce the annual assessment to provide post time to review the ILMS data for data clean-up and submit new calculations. Also, the regional bureau may temporarily reduce the annual assessment to draw down on excessive FAP carryover; and
(4) Post must develop a multi-year spending plan (at least three years) to ensure that the annual assessment will meet post requirements without accumulating excessive carryover.
NOTE: As ILMS data integrity improves, FAP annual assessment amounts may be obtained directly from ILMS.
d. Approval of changes to annual assessment: Requests for changes to the annual assessment must first be approved by post’s ICASS Budget Committee and ICASS Council, and then submitted to the ISC and regional bureau for approval. Post must submit requests using the standard annual assessment template, which is available on the ISC SharePoint site. FMOs and GSOs must collaborate in completing the annual assessment template to ensure that FAP furnishings and annual assessment amount adequately reflect post-specific requirements. Posts must also provide an analysis supporting the requested change. Post must indicate if it is requesting a permanent or temporary adjustment.
e. Publication of the annual assessment: The ISC maintains a matrix showing the approved new position buy-in and annual assessment costs on the FAP page of the ISC SharePoint site. Posts must use the “Current Annual Assessment” amount in the matrix to budget for annual assessments.
6 FAH-5 H-515.3 Calculation and Approval of FAP Management Services Costs
(CT:ICASS-118; 02-15-2024)
Management costs for the FAP program are budgeted in the cost center 6144-FAP Management Services. The costs for this service will vary from year to year and are approved by the post Budget Committee and ICASS Council as part of the annual ICASS budget approval process (see 6 FAH-5 H-410). No special approval mechanisms are required for these costs.
6 FAH-5 H-516 Buy-In Assessments and Workload Counts
6 FAH-5 H-516.1 New Subscription Buy-Ins
(CT:ICASS-119; 02-27-2024)
a. New FAP subscriptions: Agencies that establish a new position or newly subscribe to FAP must pay the new position buy-in cost reported in post’s FAP policy and on the ISC Buy-In and Annual Assessment Matrix.
NOTE: If a subscriber’s FAP workload is weighted at 1.2 or higher (see 6 FAH-5 H-514.2-2), the buy-in cost must also be weighted by the same factor.
b. Process for collecting buy-in: Buy-ins are not charged through the ICASS invoicing process. Posts must use the DN collection process to collect buy-ins for all new subscribers (excluding ICASS service providers). The DN process collects an agency’s funding and returns it to post in the ICASS working capital fund. FAP buy-ins from ICASS USDH service provider positions are not collected through a DN collection but are instead included in the post’s ICASS budget in the USDH worksheet to allow the costs to be redistributed to customer agencies (see 6 FAH-5 H-518.4).
c. Timing of buy-in collection: Agencies with new positions must pay their buy-in once an officer has been identified to fill the position and an estimated date of arrival is determined. The buy-in should be received six months in advance of the arrival of the new position to ensure sufficient time to purchase and receive needed items. If funds are not received in this timeframe, the employee may be required to occupy temporary housing or a hotel at the expense of the sponsoring agency.
d. In-kind transfer of property: If the new subscriber is already present at post and the agency owns a set of furniture for the position, an agency may “buy in” to the program with its existing furniture (see 14 FAM 415.1-2, Property Transferred By Other U.S. Agencies). Post’s GSO must assess the age, type, and condition of an agency's property to determine the value to be applied toward the buy-in assessment. The goal is to ensure that the property brought into FAP is in good, usable condition and an appropriate dollar amount is collected to offset accumulated depreciation. The remaining buy-in assessment must be collected using the DN process.
e. Increases/decreases within an agency/department: A position will be considered a new subscriber to FAP if it represents a net increase in the number of residences furnished by FAP at post for an agency at the department level. For example, if a new position for the Department of the Air Force (for any ICASS Air Force agency code) is established and a position for the Department of the Army (or any other DOD element) were abolished in the same post in the same fiscal year, there is no net increase in DOD staffing. If the Army position was a FAP subscriber and had paid a buy-in and ongoing annual assessments, the new Air Force position could assume the DOD-Army subscription to the FAP. The Air Force would not pay a new buy-in. The workload counts for FAP Management Services and FAP Annual Assessment would shift from the Army to the Air Force. Such offsets must occur within a 12-month period to facilitate tracking and workload counting. The downsizing agency (Army, in this case) must concur with this decision to ensure they have no plans to return to post.
f. Documentation of membership: It is recommended that post develop a system to track position subscriptions and the history of each agency’s buy-in and participation. A sample template for this purpose can be found on the ISC ISC SharePoint site here: https://usdos.sharepoint.com/sites/CGFS-ICASS/Public%20Documents/Exhibit%20for%20FAP%20Policy%20Subscription%20MOU.docx.
6 FAH-5 H-516.2 Workload Counts and Invoicing for Annual Assessments
(CT:ICASS-119; 02-27-2024)
a. Cost distribution method: Annual assessments are charged to subscribers through the ICASS invoicing process. Workload counts are assigned to subscribing agencies in cost center 6146-FAP Annual Assessment or sub-cost center 6146-X246 Appliance Pool Annual Assessment for this purpose.
b. Distribution factor: The distribution factor for 6146-FAP Annual Assessment and 6146-X246 Appliance Pool Annual Assessment is the total number of FAP subscribers (see 6 FAH-5 H-341.8-2 and 6 FAH-5 H-341.15-7.)
c. How to count: The workload count is taken on May 1 of each year and may be adjusted for growth (additions to the furniture pool) or withdrawal from the program per the guidance in 6 FAH-5 H-333.2, Changing Workload Counts, with the following special notes:
(1) Short-term positions not counted: Workloads are not assigned for short-term positions which do not pay annual assessments (see 6 FAH-5 H-514.2-2 a);
(2) New subscribers: In the year a new subscriber pays a buy-in, the subscriber does not pay an annual assessment. Therefore, no workload is assigned in 6146-FAP Annual Assessment or 6146-X246-Appliance Pool Annual Assessment for the first year of a subscription;
(3) Temporary vacancies: Positions that are temporarily vacant on May 1 are counted in accordance with the guidance in 6 FAH-5 H-333, Workload Counts regardless of whether there is a current residential assignment for the position; and
(4) Withdrawals and abolishment of position: When an agency withdraws from FAP or a position is abolished, workloads are generally counted in accordance with the guidance in 6 FAH-5 H-333, Workload Counts. However, workload counts in 6146-FAP Annual Assessment and 6146-X246-Appliance Pool Annual Assessment are never modified or pro-rated. If 6 FAH-5 H-333.3 indicates that the subscriber should receive a pro-rated 0.5 workload count, the workload count in the Annual Assessment cost center or sub-cost center is instead reduced to zero. Post should insert a comment in the “Workload Distribution” worksheet to explain.
d. Other workload count data uses: The workload counts in the annual assessment cost center and sub-cost center are used to establish post’s annual FAP target (see 6 FAH-5 H-517.2-1).
6 FAH-5 H-516.3 Workload Counts and Invoicing for FAP Management Services
(CT:ICASS-119; 02-27-2024)
a. Cost distribution method: FAP management service costs are distributed to subscribers through the ICASS invoicing process. Workload counts are assigned to subscribing agencies in cost center 6144-FAP Management Services for this purpose.
b. Distribution factor: The distribution factor for 6144-FAP Management Services is the total number of residences furnished by FAP (see 6 FAH-5 341.8-1).
c. How to count: The workload count is taken on May 1 of each year and may be adjusted for growth (additions to the furniture pool) or withdrawal from the program per the guidance in 6 FAH-5 H-333.2, Changing Workload Counts. Positions that are temporarily vacant on May 1 are counted in accordance with the guidance in 6 FAH-5 H-333, workload counts, regardless of whether there is a current residential assignment for the position. The workload counts for 6144-FAP Management Services should be the same as for the cost center 6146-FAP Annual Assessments and sub-cost center 6146-X246-Appliance Pool Annual Assessments, with the following exceptions:
(1) Short-term positions counted: Workloads are assigned to all residences furnished by FAP, including for short-term positions which do not pay annual assessments (see 6 FAH-5 H-514.2-2 a);
(2) New subscribers: In the year a new subscriber pays a buy-in, workload will be added to the FAP Management Services cost center in the next available budget per the guidance in 6 FAH-5 H-333, Workload Counts;
(3) Modifications: At posts that operate separate Appliance Pools, subscribers to the Appliance Pool may receive a modification to reduce their workload count in 6144-FAP Management Services (see 6 FAH-5 H-518.5 Appliance Pools); and
(4) Withdrawals and abolishment of positions: When an agency withdraws from FAP or a position is abolished, workloads are counted in accordance with the guidance in 6 FAH-5 H-333, Workload Counts. Workload counts may be prorated in the cost center 6144-FAP Management Services per this guidance, while there is no pro-rating for the cost center 6146-FAP Annual Assessment or sub-cost center 6146-X246 Appliance Pool Annual Assessment.
d. Other workload data uses: The workload count (residences furnished by FAP) in cost center 6144-FAP Management Services is used in the FAP Data Model and ILMS Analytics to calculate the average value of FAP assets per residence and the FAP annual assessment.
6 FAH-5 H-516.4 Unsubscribing and Exceptional Circumstances
(CT:ICASS-119; 02-27-2024)
a. Decreasing subscriptions: When an agency permanently unsubscribes from FAP, the agency forfeits buy-ins and other contributions made to FAP and no credit, refund, or other offset is provided.
(1) Withdrawing: If an agency plans to withdraw from this service for any reason, it must give the service provider six months advance notice as required in 6 FAH-5 H-016.5, Termination Notice and the related workload counts will be adjusted as outlined in 6 FAH-5 H-333 Workload Counts;
(2) Downsizing: If an agency downsizes its presence at a post for any reason and informs the service provider in writing that a position will be abolished in the upcoming fiscal year, the agency’s workload counts are decreased as outlined in 6 FAH-5 H-333 Workload Counts. The only exception to the 6 FAH-5 H-333 policy is that workload counts in cost center 6146 FAP Annual Assessment and sub-cost center 6146-X246 Appliance Pool Annual Assessment are never prorated. If 6 FAH-5 H-333.3 indicates that a prorated workload count would apply, the workload count is instead reduced to zero; and
(3) Long term vacancies: When a position is vacant and no workload counts are assigned for three consecutive years, the position is no longer subscribed to FAP. If the position is filled in a future year, the agency must fund a buy-in as for any new position (see 6 FAH-5 H-515 a.).
NOTE: During evacuations or other similar circumstances that prevent agencies from filling vacant positions, exceptions to this policy may apply. The ICASS Working Group, post ICASS Council, the regional bureau, and the ISC will agree on equitable approaches regarding retention of the buy-in and sharing of ongoing FAP program costs in accordance with the principles laid out in 6 FAH-5 H-381 “ICASS Budgeting and Cost Sharing for Posts Under Evacuation.”
b. Employees on TDY to Special Incentive Posts (SIP): If a State Department FAP subscriber is assigned to a long term TDY at an SIP post while family remains at post during the TDY period, workloads will continue to be assigned in both cost centers 6144-FAP Management Services and 6146 Annual Assessment and sub-cost center 6146-X246 Appliance Pool Annual Assessment, although the workload may be assigned to a different ICASS agency code. For TDY personnel with one-year assignments, workload is counted in the fiscal year when most of the one-year TDY assignment occurs. TDY personnel with multiple year assignments are counted for each year of the TDY (see 6 FAH-5-333.2 and ICASS Hint #19).
c. Tandem employees: Each member of a tandem couple is assigned a full workload count of "1" in cost centers 6144-FAP Management Services and 6146 FAP Annual Assessment or sub-cost center 6146-X246 Appliance Pool Annual Assessment. Post should insert a comment in the workload detail report to explain tandem workload counts. Post will retain the "extra" set of furniture and appliances in order to refurnish a property when the tandem couple departs post. If either of the positions occupied by the tandem couple are new, the agency with the new position must pay the full buy-in according to the process outlined in 6 FAH-5 H-516.1.
NOTE: See 6 FAH-5 H-353 for information on treatment of tandem couples in other ICASS cost centers.
6 FAH-5 H-517 Tracking FAP Funds
6 FAH-5 H-517.1 Fenced and Non-Fenced FAP Funding
(CT:ICASS-118; 02-15-2024)
a. Funding for post’s FAP is held within the same fiscal data as post’s regional bureau ICASS funds. However, funds for the purchase and shipping of FAP items must be tracked separately, or “fenced.”
b. Fenced FAP funding: Fenced FAP funding may only be used for the purchase and shipping of FAP inventory. Fenced FAP funding sources include FAP buy-ins (DN collections), FAP annual assessments (FAP target budgeted in cost center 6146 or sub-cost center 6146-X246), FAP carryover funds, and FAP proceeds of sale. Fenced funds that are carried over to the next fiscal year or are recovered through de-obligations remain fenced.
c. Non-fenced FAP funding: Costs for the management and support of the FAP program (other than the purchase and shipping of FAP inventory) are budgeted in the cost center 6144-FAP Management Services. These funds are not fenced, and do not need to be separately tracked from other regional bureau ICASS funds. These funds are not derived from FAP buy-ins or annual assessments. Instead, they are part of post’s regional bureau ICASS funds target (see 6 FAH-5 H-517.2-1 b. below). Funds that are budgeted to this cost center but are not used in the current fiscal year are carried over to the following year as part of the post’s non-FAP, non-fenced carryover funds.
6 FAH-5 H-517.2 Target and Non-Target FAP Funding
(CT:ICASS-118; 02-15-2024)
Funding for FAP Annual Assessments and FAP Management Services are included within the regional bureau ICASS target to allow these costs to be distributed via the ICASS invoicing process (see 6 FAH-5 H-481). Funding for FAP buy-ins, with the exception of buy-ins for new ICASS positions, is not included within targets as buy-ins are charged outside of the ICASS invoicing process. Also, like other ICASS funding, FAP carryover, recoveries (de-obligations), and proceeds of sale are non-target funds.6 FAH-5 H-517.2-1 Target FAP Funds
(CT:ICASS-118; 02-15-2024)
a. Annual assessments: The post regional bureau ICASS target includes a set-aside, fenced amount referred to as the “FAP target.” This FAP target is based on the FAP workload count times post’s approved annual assessment, plus any buy-ins related to new ICASS USDH service provider positions (see 6 FAH-5 H-518.4). The FAP target must be budgeted in the cost center 6146-FAP Annual Assessment or sub-cost center 6146-X246 Appliance Pool Annual Assessment (see 6 FAH-5 H-518.2, 6 FAH-5 H-341.8-2, 6 FAH-5 H-341.15-7, and ICASS Hint #23 for detailed budget guidance).
b. FAP management services: The post regional bureau ICASS target includes funds for FAP management and support costs which are budgeted in cost center 6144-FAP Management Services. No specific set-aside amount is provided for these services. Post budgets for this cost center according to its needs, and the amounts are approved through the standard ICASS budget and invoice approval process.
6 FAH-5 H-517.2-2 Non-Target FAP Funds
(CT:ICASS-118; 02-15-2024)
Non-target FAP funds include DN collections for FAP buy-ins, FAP carryover, FAP recoveries (de-obligations of prior year un-liquidated obligations), and FAP proceeds of sale. All non-target FAP funds are fenced. Non-target funds may be applied to meet post’s FAP FFA&E spending requirements. Non-target FAP funds that are not used in the current fiscal year are carried over to the following year as fenced non-target FAP funds. Fenced non-target FAP funds are reported separately in the ICASS software to facilitate tracking and transparency (ICASS Hint #23 for detailed budget guidance).
6 FAH-5 H-518 FAP Budgeting
(CT:ICASS-118; 02-15-2024)
6 FAH-5 H-518.1 FAP Budget Structure
(CT:ICASS-119; 02-27-2024)
a. FAP budgeting techniques: This section describes basic principles of FAP budgeting. Detailed budgeting instructions are provided in ICASS Hint #23 on the ISC SharePoint site.
b. Cost centers and sub-cost centers: All furnished posts must utilize the cost centers 6144-FAP Management Services and 6146-FAP Annual Assessment. Posts with separate appliance pools must also use the standardized sub-cost center 6146-X246-Appliance Pool Annual Assessment. Use of the annual assessment cost center and sub-cost center facilitates the budgeting and tracking of fenced funds (see 6 FAH-5 H-341.8, 6 FAH-5 H-341.15-7, and 6 FAH-5 H-517).
6 FAH-5 H-518.2 Budgeting in the Annual Assessment Cost Center and Sub-Cost Center
(CT:ICASS-119; 02-27-2024)
a. Sub-object codes: The Annual Assessment cost center 6146 and sub-cost center 6146-X246 are budgeted to ONLY sub-object codes (SOCs) 2224-Transportation of Household FFA&E and 3123-Household Furnishings (see NOTE 1). When FAP non-target funds are applied to meet post’s FAP spending requirements, they also must be budgeted using ONLY SOCs 2224 and 3123;
NOTE 1: Fenced FAP funds must be budgeted and tracked using only SOCs 2224 and 3123. The transportation costs funded in the Annual Assessment cost center 6146 and sub-cost center 6146-X246 in SOC 2224 include a range of costs such as U.S. despatch agency fees, shipping costs to post, A/LM’s working capital fund surcharges, local customs charges, transport from the port to the embassy warehouse, value added taxes, etc. Posts may have to obligate these FAP transportation and handling costs using more specific sub-object codes in Ariba, but posts must budget and track these costs using only SOCs 2224 and 3123. If a post opts to obligate against more detailed SOCs, it must report any expenditures made against those SOCs in the prior year actuals against SOC 2224 in the budget and provide an explanation in the comments.
NOTE 2: Transportation to/from the embassy warehouse and residential properties is funded from the non-fenced funds budgeted in the cost center 6144-FAP Management Services. It is NOT funded from fenced FAP funds in the Annual Assessment cost center 6146 or sub-cost center 6146-X246.
NOTE 3: Refurbishment supplies (fabric, wood stain, polyurethane, etc.) are budgeted in SOC 2653 Furnishing Repair Item. Welcome kits are budgeted in SOC 2675 Residential Supplies/Furnishings. These costs are funded from the non-fenced funds budgeted in cost center 6144-FAP Management Services. They are NOT funded from fenced FAP funds in the Annual Assessment cost center 6146 or sub-cost center 6146-X246.
b. “Budget” equals annual assessments: The approved FAP annual assessment must be billed to subscribers each year, irrespective of the post FAP spending plan. For this reason, the FAP “initial budget” and “final budget” budgeted in SOCs 2224 and 3123 must exactly equal the post annual assessment multiplied by the number of FAP subscribers (plus buy-ins for any new ICASS Service Provider positions – see 6 FAH-5 H-518.4). Generally, this amount will also equal post’s FAP target, though it will be less than the FAP target when workload counts have decreased since the target was issued.
c. Unit cost must equal approved annual assessment: Post must ensure that the unit cost budgeted in the Annual Assessment cost center 6146 and sub-cost center 6146-X246 agree with post’s approved annual assessment. However, if workload counts increase after the targets are issued, the unit cost may be lower than the approved annual assessment. In no case should the unit cost be greater than the post approved annual assessment.
d. Planned spending: The FAP annual assessment “initial budget” and “final budget” may be higher or lower than post’s planned spending for the year.
(1) Planned spending higher than annual assessments: When post’s full-year requirements amount is higher than the FAP target amount, post enters the planned spending as the “requirements” in the budget software in SOCs 2224 and 3123. Post must make a downward adjustment to bring the “budget” amount down to the FAP target amount. Post then applies FAP non-target funds so that the “budget” amount plus “non-target funds applied” amount equals the planned spending amount. This results in the “requirements” being equal to the “financial plan;”
NOTE: Posts may NOT apply non-FAP carryover to fund FAP requirements or apply FAP funds to fund non-FAP requirements. Post must reimburse the non-FAP account with fenced FAP funding if post incorrectly applies non-FAP funds to meet FAP requirements, or vice versa; and.
(2) Planned spending lower than annual assessments: When post’s spending plan is lower than the annual assessments amount, post must NOT enter its planned spending as the requirements, as this will undercharge subscribers for the annual assessment. Instead, post must enter “requirements” that are exactly equal the post annual assessment multiplied by the number of FAP subscribers (plus buy-ins for any new ICASS Service Provider positions – see 6 FAH-5 H-518.4). No adjustments to this amount will be entered, and no non-target funds will be applied. The amount entered as “requirements” will equal the amount in the “budget” and the “financial plan.” Post must note the planned spending amount in the comments section.
6 FAH-5 H-518.3 Summary of Non-Target Funds
(CT:ICASS-118; 02-15-2024)
FAP non-target funds, including current year DN collections for FAP buy-ins, are a subset of regional bureau non-target funds. Therefore, in the “Budget Summary Worksheet,” all FAP amounts will be reported both in the “Summary of Regional Bureau Non-Target Funds” and in the “Breakout of Furniture & Appliance Pool (FAP) Funds.”
6 FAH-5 H-518.4 New ICASS USDH Service Provider Positions
(CT:ICASS-118; 02-15-2024)
a. If a new ICASS USDH service provider position is established, the FAP buy-in cost is included in the FAP target. This buy-in amount is budgeted in the USDH worksheet for the new position (using SOCs 2224 and 3123), not in the cost center 6146. This allows the buy-in cost to be distributed to the cost centers where the service provider allocates time.
b. Workload counts for this position are added to the cost centers 6144-FAP Management Services and 6146-Annual Assessment according to the guidance in 6 FAH-5 H-516.2 and 6 FAH-5 H-516.3.
6 FAH-5 H-518.5 Appliance Pools
(CT:ICASS-118; 02-15-2024)
a. Posts that offer both a combined furniture and appliance pool and a separate appliance pool must budget separately for each.
b. Post must create a separate standardized sub-cost center, 6146-X246-Appliance Pool Annual Assessment, to charge annual assessment costs for the appliance pool. A workload will be assigned to each customer who subscribes to only the separate appliance pool (see 6 FAH-5 H-341.15-7).
c. Posts should seek to establish an equitable and simple approach for sharing the costs of FAP Management Services for these two different programs. The recommended approach is to budget all management and support costs to the cost center 6144-FAP Management Services and grant a .3 or .6 modification to subscribers of the appliance pool. If this does not result in equitable sharing of costs, post must create a sub-cost center (6144-X00X-AP Management) to separately budget for the FAP Management Services for the appliance pool subscribers. Workload counts for this sub-cost center will be assigned to each residence furnished by the appliance pool.
6 FAH-5 H-518.6 FAP Management Services
(CT:ICASS-118; 02-15-2024)
(Applies to participating ICASS agencies)
a. FAP management and support costs outlined in 6 FAH-5 H-341.8-1 are budgeted in the cost center 6144-FAP Management Services. These costs include salaries and benefits for employees who provide FAP services, FAP support contracts (moving companies, furniture cleaners, upholsterers, etc.), supplies to repair FFA&E, warehouse and utility costs, welcome kits, vehicles, and other costs required to manage this service. The costs for this service will vary from year to year and are approved by the post Budget Committee and ICASS Council as part of the annual ICASS budget approval process. See 6 FAH-5 H-518.5 Appliance Pools for how this service may be structured at posts offering separate Appliance Pools.
b. Similar services are provided for non-FAP property under cost center 6143-Warehouse and Property Management Services. Agencies subscribe separately to these two cost centers. Staff who support both of these services must accurately allocate their time between these cost centers.
c. FAP Management Services are budgeted from non-fenced ICASS regional bureau target funds. Post may not budget fenced FAP funds in this cost center. No FAP inventory purchases or transportation costs (SOCs 2224 and 3123) may be budgeted in this cost center.
6 FAH-5 H-519 Welcome Kit Program
(CT:ICASS-118; 02-15-2024)
(Applies to participating ICASS agencies)
a. Most posts provide basic welcome kits, which allow employees and families to move directly into their assigned quarters while they await the arrival of their household effects (HHE) shipments. These kits may also be provided on departure to allow employees to remain in their assigned housing after their HHE has been packed and shipped.
b. The welcome kit typically includes items needed immediately upon arrival (e.g., basic kitchen set-up, linens, iron/ironing board, etc.) and should be the minimum needed until the HHE shipment arrives.
c. How a post provides welcome kits will depend on the local environment and the most cost-effective approach for post circumstances. Some options include:
(1) Leased from a local company or the employee association: Welcome kit items are leased from a local company that specializes in this type of service. Post could have a contract for this service that provides a list of available items. Each agency/new employee could select from a pre-approved inventory list their desired items in advance of arrival to ensure the items are in the residence when required. When the HHE arrive, the kit would be picked up by the contractor. In this case, welcome kits would be direct charged to the using agency.
(2) Embassy maintains a “kit room”: At posts where labor costs are low, it may be economically feasible to maintain a stock of basic welcome kit items that are pulled together for each arriving/departing family. The GSO section would ensure that the kits are delivered with all required items, in clean and usable condition. The arrival kit would be returned to the GSO in clean and usable condition. The departure kit would be delivered by the GSO, and upon the tenant’s departure it would be picked up by the GSO, reassembled and restocked for the next family. In this case, costs for the welcome kit supplies would be included in post’s regional bureau target and budgeted in the cost center 6144-FAP Management Services. These items are not purchased with fenced FAP funds.
(3) Embassy purchases “limited use” welcome kits: At posts where labor costs are high, the more economical solution may be to procure pre-assembled low-cost welcome kits and assign them to a family for use as the arrival and departure kit. The quantity and quality of the items in these kits should be kept to a minimum to keep the cost as low as possible as it is not intended that the kit will be reassigned to another family. The GSO collects the kit for disposal at the end of its useful life and disposes of it in accordance with 14 FAM 417. Costs for “limited use” welcome kits are included in post’s regional bureau target and budgeted in the cost center 6144-FAP Management Services. Welcome kits are not purchased with fenced FAP funds.
NOTE: A/LM maintains a contract for “limited use” welcome kits available from ELSO that include a wide range of household items and small appliances. Posts may use this source for their welcome kits, or purchase their requirements locally, facilitating the restocking of kits as needed.
d. Regardless of the approach used, post may also include television sets, DVD players, vacuum cleaners, baby cribs/mattresses, etc., in the welcome kit as “loanable” items, but these items may not remain in the home for the duration of an assignment and must be collected by the GSO for use by other arriving/departing employees. Costs for these welcome kit items are included in post’s regional bureau target and budgeted in the cost center 6144-FAP Management Services; these items are not purchased with fenced FAP funds.
NOTE 1: TVs and DVD players may not be provided under the FAP program or as part of a welcome kit that remains in the residence except as outlined in paragraph g below. If an agency employee requires such equipment for performance of job-related functions (see 15 FAM 723), the program funds of that agency must fund the equipment and the agency must maintain custody and inventory control.
NOTE 2: Local decoders or other equipment required to access television transmissions are not provided by the U.S. Government and are considered a personal expense. These items may not be purchased with either FAP or other ICASS funds.
e. Expendable supplies are considered personal items and may not be included in a welcome kit. These items include, but are not limited to, toilet paper, hand soap, paper towels, laundry detergent, kitchen sponge, cleaning supplies, trash bags, etc. Some durable supplies such as mops, brooms, buckets, etc. are also considered personal items and must be procured at the occupant’s personal expense.
f. Recognizing varied local conditions worldwide, post may include additional items in the welcome kit to meet its unique requirements. Post should keep in mind the need to provide the minimally appropriate household items required to meet the needs of incoming/departing employees and families.
g. Posts with an established one-year tour of duty have unique requirements for furnished housing. Due to limitations on shipments to these locations, the post FAP program provides fully equipped residential units that may include, in addition to the standard and supplemental FFA&E, items that are typically in a welcome kit: a fully equipped kitchen (including some small appliances), bed linens/blankets, television and DVD player, and other furnishings required to support employees assigned to these locations. For such posts, to simplify the provision and maintenance of these items, they will be funded with fenced FAP monies until such time as post returns to normal operations.
h. All welcome kits, including “limited use” welcome kits, must be collected by the GSO at the end of their useful life and disposed of in accordance with 14 FAM 417.
6 FAH-5 Exhibit H-512
Sample Post FAP Policy
(CT:ICASS-119; 02-27-2024)
(Applies to participating ICASS agencies)
Date XXXXXXXX
Management Policy
SUBJECT: Mission Furniture and Appliance Pool Policy
1. Purpose
This document sets forth the policy and guidelines for Mission XXXXX’s residential furniture and appliance pool program in accordance with 6 FAH-5 H-510. Agencies must subscribe to cost center 6144-Furniture and Appliance Pool Management Services and 6146 – Furniture and Appliance Pool Annual Assessment in order to receive the benefits of the furniture and appliance pool program (hereinafter referred to as FAP). This policy has been approved by the post ICASS Council.
2. Goals
The primary goal of the FAP program is to ensure the equitable and cost-effective provision of adequate furniture, furnishings, appliances, and equipment (FFA&E) to all subscribing agencies. Under this policy, all agencies are treated the same and no agency receives preferential treatment. The FAP program is intended to achieve economies of scale by maximizing agency participation in FAP to limit stays in temporary quarters, extend the life cycles of FFA&E, and streamline warehouse and support requirements. Post will make every effort to ensure that all property in all residential units meets the standards agreed to by the post Interagency Housing Board (IAHB).
3. Scope
This policy applies to all subscribers to the mission FAP. All employees who are eligible for government-provided housing must either participate in the furnished housing program or locate privately leased housing on the local market (LQA/OHA). This policy identifies the services available to subscribers and non-subscribers to FAP.
Excluded from the FAP program are the residences of the chief of mission, deputy chief of mission, principal officer, the Marine security guards, and certain dedicated residences. These properties have separate funding sources that cover their FFA&E requirements.
4. Determining Standard FFA&E
Based on the post housing profile, the General Services Office, working with the post IAHB and ICASS Budget Committee, has established the list of basic FFA&E items to be provided to each residential unit (see attached). The actual items provided to each residence will depend on the size of the property and the family configuration of the assigned occupant. This list will be reviewed periodically to determine if any adjustments are required either because of affordability issues or changes in requirements.
This same list of basic items is used to determine post’s buy-in requirement for new positions. While not every housing unit can be furnished with all these items, post’s calculation is based on the average housing size in the post housing pool.
These basic items must remain in the unit. Upon arrival, however, post will allow a one-time removal of certain supplemental items (as identified on the attached list) and provide assistance in rearranging the remaining furniture.
NOTE: All agencies should advise incoming employees in advance that GSO will not remove basic furniture items to accommodate personal furniture items shipped to post.
5. Privately Leased Quarters (select an option and edit as needed)
OPTION 1: FOR A POST WHERE LQA/OHA IS A VIABLE OPTION
This mission does not provide furniture or furnishings to employees occupying privately leased quarters (LQA/OHA). Post does not provide loaner furniture or welcome kits for employees in LQA/OHA housing and agencies should ensure that appropriate arrangements are made for temporary quarters or other alternatives until the employee’s HHE arrives. All costs related to the purchase, shipping, delivery, and installation will be direct charged to the sponsoring agency.
For employees on LQA/OHA, the following services are available through subscription to 6148-Leasing Services (the workload count will be modified at the .3 level)[1]: a list of reputable real estate/property management firms that can assist in locating suitable housing; a copy of the standard lease form in English and [the local language]; assistance in translating special clauses entered by a landlord; and assistance in connecting utilities.
OPTION 2: FOR A POST WHERE THE LOCAL MARKET IS LIMITED AND/OR COMMISSIONING COSTS ARE HIGH (requires modification to paragraph 3)
5. Privately Leased Quarters
The local real estate market is severely constrained and the embassy makes every effort to locate appropriate housing that meets basic standards of safety and comfort. Because of the high cost related to preparing housing for occupancy, our goal is to acquire properties that will meet our housing requirements over the long-term. For this reason, LQA/OHA is not an option at this post and all agencies must participate in the furnished housing program.
OPTION 3: FOR A POST WITH A CONSTRAINED SECURITY ENVIRONMENT (requires modification to paragraph 3)
5. Privately Leased Quarters
Mission management has determined that the security situation at post requires all staff members to reside within certain designated neighborhoods approved by the Regional Security Officer (RSO). Post seeks to maintain an appropriate inventory of housing that meets the essential long-term safety and security requirements established by the RSO and the overall needs of the mission. For this reason, LQA/OHA is not an option at this post and all agencies must participate in the furnished housing program.
6. Replacement Schedule
For budget and planning purposes, all posts must use the established government-wide minimum replacement cycles found in 14 FAH-1 H-213. The GSO will assess the condition and age of FFA&E during the check-out process to determine which items need to be replaced or refurbished. Irrespective of the age of an item, if it is in good condition and can be cost effectively refurbished (if needed), it will not be replaced, and those savings will accrue to the FAP program. Our goal is to maximize the life cycle of all furniture pool items to keep our costs affordable while maintaining high standards for our program.
In accordance with the policy, mattresses will be replaced every four years (or every two assignment cycles, whichever is longer) unless circumstances dictate a longer or shorter replacement cycle. Occupancy and use of bedrooms will be a major factor in this determination.
7. Tenant Responsibilities
Participating agencies are responsible for familiarizing themselves with the basic guidelines of the furniture pool policy outlined in 6 FAH-5 H-510 and ensuring their employees are aware of tenant responsibilities. During the check-in/check-out process, the tenant will participate in a review of the inventory and the condition of the items. For the check-in process, the tenant will be given 30 days to sign and return the inventory which includes acknowledgement of financial responsibility for damage or loss as determined by the Property Management Officer (see 14 FAM 416.3). For the check-out process, the tenant will be required to settle any damage assessments prior to departure from post. The post IAHB has agreed that all employees with pets will be required to personally fund the professional cleaning of all upholstered furniture, in addition to any assessed damage charges.
8. Welcome Kits (sample language-must be revised by post)
To minimize temporary housing costs, every effort is made to move incoming employees directly into their assigned housing upon arrival at post. Post has available basic welcome kits with sheets, towels, pots, pans, tableware, miscellaneous kitchen items, televisions, vacuum cleaners, and baby cribs (when needed) to allow employees to immediately occupy their assigned housing prior to the arrival of their air freight and/or household shipment. Employees are strongly encouraged to use their air freight allowance to include those items needed immediately upon arrival at post. All items included in welcome kits must be returned to GSO in clean and usable condition once the employee’s shipment has arrived.
9. Furniture and Appliance Pool Buy-ins
Post uses the Department of State’s furniture contract to maintain a standard inventory of items. Appliances and other supplemental items are procured from various sources to accommodate local voltage, ensure good quality, and minimize costs.
When a new position is established and the agency opts to join the furnished housing program, the start-up costs identified in the NSDD 38 cable must be collected six months prior to the arrival of the new employee (these costs include FAP buy-in, residential commissioning, and lease costs). If an agency with existing furniture opts to join the FAP, post may accept “in-kind” contributions as the full or partial buy-in, based on the age and condition of the furniture. Payment of the FAP buy-in does not guarantee that the new position will be assigned new furniture; rather, the employee will be assigned to an appropriately sized residential unit as determined by the post IAHB, furnished as noted in section 4 above. The current new position buy-in cost is $XX,XXX.
10. Annual Assessments and Funding
Furniture pool funds are fenced within the ICASS budget. All FAP buy-ins and annual assessments may only be spent on FAP FFA&E. These funds are fenced to maintain the integrity of the FAP program and ensure that ongoing FAP requirements can be met; any unused amounts are carried over into the following year and may only be applied to the purchase of FAP FFA&E. Proceeds of sale from FAP FFA&E and recoveries (de-obligations) of FAP funding will also remain fenced and may only be spend on FAP FFA&E.
The GSO and FMO will review FAP funding requirements annually. Based on the replacement schedule and condition of the existing inventory, post will establish its spending plan to maintain the FAP. The GSO and FMO will present their recommendations to the ICASS Budget Committee for approval and inclusion in the post budget. Because the annual assessment essentially prorates the depreciation of FAP items, there will always be carryover amounts earmarked for this program. Over time, if these amounts exceed our requirements, we will make the necessary adjustments to reduce the annual assessment and pass the savings on to the participating agencies. The current annual assessment amount is $X,XXX.
11. Workload Counts
Workload counts for FAP services will be calculated on May 1 of each year, following the guidance in 6 FAH-5 H-341.8, as well as H-516.2 and H-516.3. Changes to workload counts (e.g., downsizing, withdrawal, vacancies) will follow the established guidance in 6 FAH-5 H-516.2 and H-516.3.
12. Moving of Furniture
The ICASS budget includes all costs associated with routine moving of pooled furniture. All costs associated with moving an agency's non-pooled residential furniture will be direct charged to the owning agency. The goal is to limit unnecessary moving costs and reduce wear and tear on the furniture, thereby extending its useful life.
13. FAP Inventory
All items purchased for the FAP are considered ICASS/FAP property and will be inventoried and managed by the GSO in accordance with Department of State property regulations. When agencies join the FAP with “in-kind” buy-ins, appropriate property transfer documents will be completed to bring those items into the ICASS inventory system and allow the agency to remove them from its records. To ensure accuracy and transparency, all assets will be identified in ILMS with the agency code “FAP.” When these items have reached the end of their useful life, they will be disposed of and any proceeds of sale will be applied back to the FAP program.
Attachments:
1. New position buy-in calculation showing all FAP items provided
2. Annual Assessment calculation showing lifecycle, costs, and current stock levels for all FAP items
6 FAH-5 EXHIBIT H-513(A)
Standard Furniture, Furnishings, Appliances, and Equipment (FFA&E) For U.S.
Government-Furnished Residences
(CT:ICASS-68; 12-18-2017)
(Applies to participating ICASS agencies)
STANDARD FFA&E FOR U.S. GOVERNMENT-FURNISHED RESIDENCES
The Department of State residential furniture contract is the primary source of residential furniture and furnishings. Each post must have an approved Furniture and Appliance Pool (FAP) policy (see 6 FAH-5 H-512.2-2) which includes the list of standard and supplemental items post has determined will be provided to the “average” residence (see 6 FAH-5 H-513). The following is a list of standard residential items that may be provided to U.S. Government-furnished residences; this list is not to be considered an entitlement or a requirement.
Living Room: Sofa, Loveseat, Lounge Chair, Occasional Chair (2 maximum), End Table, Corner Table, Coffee/Cocktail Table, Accessory Table, Bookcase (2), Hall Chest, Table Lamp (2)*, Floor Lamp*, Mirror, TV Credenza
Dining Room: Dining Table, Protective Table Pad, Dining Chair w/Arms (2), Dining Chair w/o Arms (4 to 8); Sideboard/Buffet; China Cabinet w/Base
Family Room/Den: Sofa, Lounge Chair, Ottoman, Coffee/Cocktail Table, End Table (2), Computer Desk, Desk Chair, Bookcase, Desk Lamp, Table Lamp (2)*
Master Bedroom: Queen Headboard/Frame/Mattress/Box Spring, Night Stand (2), Dresser, Mirror, Chest of Drawers, Lounge Chair, Table Lamp (2)*
Guest/Additional Bedrooms: Twin Headboard/Frame/Mattress/Box Spring (2), Full Headboard/Frame/Mattress/Box Spring, or a Queen Headboard/Frame/Mattress/Box Spring, Night Stand (2), Dresser, Mirror, Chest of Drawers, Occasional Chair, Table Lamp (2)*, Computer Desk, Desk Chair, Desk Lamp*
Appliances*: Washer/Dryer (or shared laundry facility), Cooking Range/Oven, Refrigerator, Microwave (this includes replacement of built-in appliances in GO/CL properties, as required; see the Supplemental List for information regarding dishwashers and other appliances)
Kitchen Table and Chairs/Stools*
Ladder/Step Stool*
Patio Furniture*: Table, Chairs, Umbrella, Lounge Chairs, Side Table, Bench, as appropriate
Rugs, Carpets/Carpet Pads*
Table and Floor Lamps* as needed
Transformers/Adapters*: Transformers and adapter plugs required for U.S. Government-furnished equipment are provided. In addition, a maximum of three appropriately sized transformers will be provided for personal use. Additional transformers and all adapter plugs for personal devices are the responsibility of the employee (see 6 FAH-5 H-513.2-2 paragraph d).
Trash and Recycling Containers* for outdoor collection, as needed
Wardrobes* as necessary, when no closets are provided
Window treatments*: Curtains, blinds, shades, etc., if not provided by the landlord. When provided by the U.S. Government, window treatments should be purchased ready-made whenever possible (see the Supplemental List for information on blackout curtains).
Specialized Items
To accommodate customer needs and to provide inventory flexibility, post may consider stocking a limited number of specialized or additional items like bunk beds, sofa beds, curio cabinets, student desk/chairs, bookcases, etc., which are available and required to be purchased under the contract. These items are not included as part of the “standard” furniture or included in the calculation of the new position buy-in cost. Such purchases must be managed from within post’s existing FAP budget and should be outlined in post’s FAP policy.
NOTE: Items marked with “*” are not required to be purchased from the contract vendor(s). Some of these items are carried on the residential furniture contract as a convenience for post but may also be procured locally or from another vendor, as deemed appropriate.
6 FAH-5 EXHIBIT H-513(B)
Supplemental Furniture, Furnishings, Appliances, and Equipment (FFA&E) For
U.S. Government-Furnished Residences
(CT:ICASS-119; 02-27-2024)
(Applies to participating ICASS agencies)
SUPPLEMENTAL FFA&E
The U.S. Government may provide supplemental FFA&E in accordance with the caveats noted in this exhibit and the procedures outlined in 6 FAH-5 H-513 in order to be funded with fenced FAP funds. Post’s Furniture and Appliance Pool (FAP) policy must specify the kind and number of supplemental items to be provided as part of the furnishings for the “average” residence.
Air conditioners/coolers (see 15 FAM 688): If such equipment is not provided by the landlord, it may be provided by the U.S. Government, depending on local conditions. Appropriately sized units shall be provided for each occupied bedroom; additional units will be provided according to need as determined by post policy in coordination with guidance from the Facilities Manager and General Services Officer. Every effort should be made to ensure such equipment can be cost effectively removed and reinstalled, as needed. Before installing air conditioners, consideration should be given to the installation of ceiling fans as a more cost-effective option; ceiling fans may be included in the FAP.
Air filters/air cleaners: In locations with an air pollution level of 1, 2, or 3 (per data maintained on the M/MED/DASHO website), post should consider providing air filtration units. Appropriate solutions must be coordinated with OBO/OPS/SHEM. Daily/routine maintenance of such equipment is an occupant responsibility.
NOTE: Specialized replacement filters for this equipment may be funded in the 6144-FAP Management Services cost center. Air filters are USG-provided only at posts that meet the criteria outlined in the OBO/OPS/SHEM guidance.
Blackout curtains: Blackout curtains may be provided in bedrooms at posts with prolonged daylight hours. At all other posts, standard room-darkening shades or blinds are appropriate in bedrooms. Post management should determine what is appropriate given post circumstances.
Dishwasher: Dishwashers may be provided, where appropriate, provided that no major replumbing or retrofits are required. Before adding dishwashers to the FAP, post must also consider the ongoing service/repair requirements and post’s capacity to provide such services.
Fireplace equipment as needed
Food freezers: Provided only at posts where food shopping and local markets are limited and additional frozen food storage is essential. Consideration should be given to the following conditions: adequacy of local electricity supply; isolated post location; lack of commissary services; restricted seasonal availability of meat, seafood, etc., on the local market; and the need to import large quantities of food to supplement locally available items.
NOTE: Freezers may be provided to all dedicated residences that are included in the FAP and where their workload count is weighted at 1.2 (or higher).
Garbage disposal: In-sink garbage disposals may be provided, where appropriate, provided that no major replumbing or retrofits are required. Before adding garbage disposals to the FAP, post must also consider the ongoing service/repair requirements and post’s capacity to provide such services.
Heating appliances, portable: If the heating system in a residential property is insufficient or inadequate, as determined by the Facilities Manager, such equipment can be provided. All equipment must meet the specifications outlined in OBO’s Fire Protection Guidelines, F-3 Portable Electric Appliances.
Humidifiers/dehumidifiers: Provided if required by local climate conditions. Daily/routine maintenance of such equipment is an occupant responsibility; instructions/guidance must be provided by GSO.
Lawn mower: Recognizing the difficulties of shipping such equipment, a lawn mower is provided as needed. All other garden tools and equipment are a personal expense.
Mosquito bed nets: At all posts rated category four or five for malaria or other mosquito-borne diseases, insecticide-treated bed nets will be provided for all bedrooms. Bed nets will be replaced every three to four years. Bed nets should not be re-treated with insecticide.
Range hood: Provided if required to address safety concerns for use above kitchen range/oven.
Swimming pool equipment: Pool covers, safety equipment, skimmers, cleaning tools, storage container, etc. may be included where needed. Pool chemicals and ongoing maintenance is a tenant responsibility.
Voltage regulators/power stabilizers and related equipment: Provision of such equipment must be coordinated with and approved by OBO/CFSM/FAC/PS to ensure selection of appropriate equipment and funding for post requirements (see 15 FAM 676.2-3).
Water heaters: At posts where it is necessary to add or replace water heaters.
Water tank/water pump: At posts where water shortages or other issues require this type of equipment.
Water treatment equipment: There are two types of water treatment systems that may be required at overseas posts. First is water purification equipment, also known as a “point of use” system (e.g., filters, distillers, etc.). This type of system is provided only at posts where the tap water is not potable as determined by OBO/OPS/SHEM and the RMO as outlined in 15 FAM 957.5. This type of equipment may be included in the FAP. The second type is water treatment equipment for “point of entry” systems required at posts where all water for the property must be treated before it is used. Posts must coordinate with OBO/CFSM/FAC/PS for guidance. For point of entry systems, it may be more appropriate to include such upgrades in the commissioning process for a new property. Point of entry systems are not funded by the FAP.
Unless an item is shown on the standard or supplemental list, it is considered a personal expense. If a post believes that a particular item that is not on these lists should be provided at USG expense, a request outlining the reason the item should be provided, along with the cost implications, must be submitted to the FAP Governance Council for review (see 6 FAH-5 H-512-513).