Information for Transferring Employees

Transfer "Out" Information

This information is intended for DoDDS Europe employees who are transferring "out".

It is our pleasure to congratulate you on your new assignment! To ensure a smooth transition to your new duty location we have provided the information below:

  • Where to get Help: For information or assistance about processing out of the your current district, see your school secretary first. A wealth of information can also be found on our website at http://www.eu.dodea.edu/hr/ or you may contact your HR Team via email. They will be happy to assist you in any way that I can.
  • Request for PCS Travel Orders: You may request your travel orders through the Travel Order Processing System (TOPS). Your request should be submitted as soon as your plans are finalized. Contact your school secretary or your HR Team if you need any assistance.
  • The following items must be scanned and forwarded to your current HQ Customer Operations Team (COT). In order for COT to process your request for orders, you will need to provide the following:
    1. 1. A new signed Transportation Agreement (DD Form 1616) reflecting the new tour of duty as indicated in your Transfer Program Reassignment letter. This form is available in TOPS but will need to be printed out and accompany the below documents.
    2. 2. The Anti-Terrorism Training Certificates for you and any dependents traveling with you fourteen (14) years of age or older. Level 1 Anti-Terrorism Training is a requirement. The training may be taken online at http://at-awareness.org. If you have already taken the training through your school, the training is good for one year but your certificate or training roster will still need to be forwarded to COT.
    3. 3. A signed copy of your Reassignment Letter

    If you have already received your travel order for Renewal Agreement Travel (RAT) and wish to accomplish your RAT in Conjunction with PCS, you must request cancellation of your RAT orders and resubmit a request for RAT in Conjunction with PCS. This is also done using TOPS.
  • Required Visas for Assignment to Certain Areas: If you are being assigned to Italy, England, or Korea, you are required to obtain a visa to enter these countries. You must also obtain an official passport if you do not already have one. If you are currently in possession of an official passport, make sure that it does not expire for at least six (6) months after your anticipated departure date. For additional information visit our website.
  • Arrange for Shipment of Household Goods and POV: This is coordinated with your local Transportation Management Office (TMO). You will need your orders before TMO will arrange a pack-out for you. Some areas may have restrictions on the total weight of household goods that will be authorized to be shipped to that area. Other areas may have restrictions on the type of POV (privately-owned vehicle) that may be shipped.
  • LQA Reconciliation: IAW SOP 06-002, dated 27 June 2006, a LQA reconciliation is not mandatory when you PCS out unless you did not submit the initial mandatory reconciliation after the first year in your residence. However if you wish, you may submit LQA reconciliation request paperwork to your current HR Team. These requests may not be done online using DAPS. Submit a complete LQA Recon package (to include year-end utility bills). A How to Guide for LQA Reconciliations can be found on the HR website.
  • Living Quarters Allowance (LQA) & Post Allowance (PA): Utilizing the DoDEA Allowance Processing System (DAPS) https://webapps.dodea.edu/daps/; You should submit an SF1190 to stop both LQA and PA 10-14 days prior to the date you move out of your permanent quarters to ensure that LQA and PA stops in a timely manner. Your authorization for LQA will terminate effective the day before outgoing TQSA starts, the date you vacate your permanent residence quarters or the effective date of your reassignment – whichever occurs first. Your school secretary or your current HR Team may be of assistance to you if you have any questions.
  • Post Differential: If you are currently in receipt of Post Differential you will need to submit an SF1190 in DAPS to stop it when you depart your current duty location. Information about Post Differential and the geographical locations that receive it can be found in the Department of State Standardized Regulations (DSSR) website www.aoprls.state.gov.
  • Outgoing Temporary Quarters Subsistence Allowance (TQSA): TQSA is also submitted through the DoDEA Allowance Processing System (DAPS) https://webapps.dodea.edu/daps/index.cfm. If you are currently receiving or eligible for LQA, TQSA is authorized for up to 30 days prior to your departure from your current duty location. Local hires who have been determined as eligible for overseas allowances based on receipt of a current Transfer Program Offer are not eligible for outgoing TQSA. Generally, there is no overlap of TQSA and LQA except in unusual circumstances which must be requested in writing and approved in advance. See additional information and forms at the HR website.
  • Advance Pay: A current Federal employee may request 3 months advance pay up to three weeks before his/her estimated departure date for the new assignment or up to 60 days from arrival at your new duty location. If you want advance pay before you leave the your current district, you must submit an SF-1190 through DAPS for advance pay, You should provide a copy of your orders and your latest Leave and Earnings Statement (LES) to the HR Team via email. Your advance will be taken out over twelve (12) months/26 pay periods. However, if you are on a twenty-one (21) pay period schedule, then your advance will be prorated and adjusted so that it will be paid in full at the end of the your pay schedule. Please note that you are not authorized advance pay if you are currently paying off a previous advance pay.
  • Base and School Clearance: You must complete out-processing procedures before you leave. Information on these procedures may be obtained from your school secretary at your current duty location.
  • Information for Spouses: If your spouse is also working for Federal Government; they may wish to consider taking LWOP to accompany you to new duty location. Generally LWOP for up to one year is approved in order to prevent a break in service. Your school secretary or your current HR Team may assist your spouse on how to apply for LWOP if they are currently employed with DoDDS. If he/she is working at another government agency, they should contact their own local HR Office. Within 30 days of arrival at the new duty location, your spouse may apply for positions under local available announcements. However, if your spouse is a DoDDS teacher, they must submit an application through Employment Application System (EAS) https://webapps.dodea.edu/eas/.

Resources:

Information about Your New Duty Location can be found at the below websites:

If you have questions or need assistance before leaving, contact your school secretary or your current HR Team via email. After arrival at your new duty location, your point of contact is the school secretary or the HR Team for your new district.

The effective date of the reassignment will be your departure date from your old duty location, or the departure date from the U.S. if on RAT in Conjunction with PCS, whichever is later. In order to prevent pay problems, please contact HR Team who handles your new district of your departure (travel start) date as soon as possible so that your pay may be continued without interruption.

Have a great trip and we are pleased to have served you!