UNIFORM STATE/AID/USIA FOREIGN SERVICE TRAVEL REGULATIONS

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP78-04722A000200010021-2
• Release Decision: RIFPUB
• Original Classification: K
• Document Page Count: 5
• Document Creation Date: December 9, 2016
• Document Release Date: June 8, 2000
• Sequence Number: 21
• Publication Date: June 4, 1970
• Content Type: REGULATION

Approved For Rele~e 2000/08/28 :CIA-RDP78-
UNIFORM STATE/AID/USIA FOREIGN SERVICE TRAVEL REGULATIONS
165.5 LVhen No Previous Shipment
Ilas Been Made
If no motor vehicle of an employee or
member of his family has been transported
at Government expense to his present or pre-
vious posts abroad, an authorizing officer
may, when funds are made available and
subject to the time limitations in section
165. 4f, authorize shipment of a motor
vehicle from the United States to the employee's
present post abroad if such shipment is
determined to be necessary or expedient in
accordance with section 165.1.
For State and USIA, shipment of the vehicles
discussed in this section is authorized and
funded by Washington; for A. I. D. , shipment
is authorized by A. I. D. /W and funded by
the posts.
165.6 Delivery or Pickup of a Vehicle
When an employee who is not in travel
status makes a separate trip for the purpose
of delivering or picking up a motor vehicle,
the commercial shipment of which has been
authorized, he may be reimbursed the follow-
ing expenses:
a. Mileage for driving the vehicle one
way between the post and the point of delivery
or pickup; and
b. Cost of his transportation by common
carrier one way between the post and the
point of delivery or pickup.
The reimbursement may not exceed the
cost of commercial shipment of the vehicle,
No per diem is allowable and leave must be
charged for absence from the post.
165.7 Limitations at Specific Posts
The chief of mission, in consultation. with
other agency heads in the country, deter-
mines what restrictions or limitations, if
any, are placed upon the motor vehicles
brought to posts under his jurisdiction.
165.8 Shipment of Foreign Vehicles
Except as provided below, a foreign-made
motor vehicle may not be shipped at Govern-
ment expense.
165. 8-1 General Exceptions
owned by an
employee or member of his family may be
shipped at Government expense when the
vehicle:
b. Was purchased by a new appointee at
least 3 months prior to the effective date of
his appointment; or
c. Was previously shipped at Government
expense under existing regulations at the time
of shipment to a post where there were no
restrictions on subsequent shipments; or
d. Was acquired and used by an employee at
a post to which shipment of such vehicle at
Government expense would have been authorized
under existing regulations at the time of
acquisition without subsequent shipping
restrictions; or
e. Is identical to a make or model manu-
factured, assembled, and sold in the U. S.
by a U. S, automobile manufacturing firm
but was assembled in Canada; or
~f. Is a right-hand drive vehicle manufactured
and/or assembled abroad by a subsidiary of a
U. S. automobile manufacturing firm; or~
g. Must be shipped for evacuation purposes
(see section 125.7); or
h. Was acquired and used by an employee at
a post where he did not have free entry privi-
lege to import a motor. vehicle and the employ-
ee is transferred within the country of acquisi-
tion.
These may include, but are not limited to,
provisions to assure that the vehicle is
suitable and that import of the vehicle is
not primarily for resale.
TL:GS-136 GENERAL SERVICES 6 FAM 165. 5
6.4_~gpproved For Release 2000/08/28 :CIA-RDP78-04722A00020001Q~~1t~ision
 L
Approved For'R+~lease 2000/08/28 :CIA-RDP78=Q~-722A000200010021-2
UNIFORM STATE/AID/USIA FGREIGN SERVICE TRAVEL REGULATIONS
165.8-2 Specific Exceptions
In addition to the exceptions provided in
section 165.8-1, and subject to the additional
limitations in section 165.8+3, a foreign-
made motor vehicle may be shipped at
Government expense when the shipment is
in connection with an assignment to:
a.. A post located in one of the countries
listed in paragraph 1, Exhibit 165.8; or
b. A post where local laws or other require-
ments permit only the operation of right-hand
drive vehicles, or vehicles of a specified size,
and waivers to such laws or requirements
cannot be obtained by the post (see paragraph 2,
Exhibit 165.8); or
c. A post warranting the use of foreign-
made vehicles for reasons of personal safety
of employees (see paragraph 3, Exhibit 165.8).
Prior Washington authorization is necessary.
165.
8-3
Additional Limitations
a.
Cost.
The cost of a vehicle shipped under
the provisions of section 165. 8-2, paragraphs
a, b, and c, may not exceed $2, 500 ($3, 000
for four-wheel drive vehicles). The cost is
exclusive of optional accessories.
*b. Subsequent Shipping. Except when sale
I is prohibited by local law or sale will result
in substantial financial loss to the employee
(unable to recover cost of vehicle less 20
percent for each year of use or fraction
I thereof), vehicles shipped under the provi-
I lions of section 165. 8-2, paragraphs a and
b, may not be subsequently shipped at Gov-
ernment expense to another post not similarly
qualified for an exception. A vehicle shipped
because of a prohibition on sale, or the em-
ployee would incur substantial financial loss,
may not again be subsequently shipped at
Government expense to another post not sim-
ilarly qualifying for an exception. When the
vehicle cannot be shipped, the employee is
authorized to ship a U. S. -manufactured
vehicle from the United States to his new post
of assignment. ~G
165.8-4 Documentation
The travel order or amendment thereto must
authorize the shipment of the foreign-made
vehicle and include a statement that such
shipment is in accordance with one of the
above criteria. The following wording is
suggested: "Shipment of foreign-made vehicle
is in accordance with " (Specify
appropriate paragraph of section 165. 8
of 6 FAM/M. O. 560. 2 and Transmittal I_.etter
Number. )
~ ~'
165. 8-5 Recommendation for Specific
Exceptions
a. Recommendations for exceptions under
section 165.8-2, paragraphs a, b, and c,
should be submitted by joint STATE/AID/
USIA message with action to the regional
bureau concerned. The regional bureau
will advise the post of approval or dis-
approval of the recommendation upon the
determination made jointly by the Depart-
ment, A. I. D. , and USIA.
b. Recommendations for exceptions under
section 165.8-2, paragraphs b and c, must
fully explain the local situation warranting
the exception. Recommendations for ex-
ceptions under section 165. 8-2, paragraph
a, must be based on, and fully support, the
extreme scarcity or total unavailability of
spare parts or repair facilities for U. S. -
manufactured vehicles as compared to
those available for foreign-made vehicles;
a corresponding substantial increase in
cost and inconvenience to the employee in
maintaining a U. S. -manufactured vehicle
as compared to a foreign-made vehicle;
and the suitability of U. S. -manufactured
vehicles for local conditions as compared
to foreign-made vehicles.~~
6 FAM 165. 8-2 GENERAL SERVICES TL:GS-136
( ~c) Revjp~~rOVed For Release 2000/08/28 CIA-RDP78-04722A000200010029~2'~
(~. ~) New material
 s
Approved For Relea~%2000/08/28 :CIA-RDP78-0472~Ir,'00200010021-2
UNIFORM STATE/AID/USIA FOREIGN SERVICE TRAVEL REGULATIONS
FOREIGN VEHICLES
Location of posts granted an exception to restriction on shipment of foreign-
made, privately owned vehicles (see section 165. 8-2a). Except as otherwise
noted, all exceptions are effective August 1, 1966.,
Algeria
Angola
Burundi
Cameroon
Central African
Chad
Congo,
Congo,
of the
Republic of
Democratic Republic
Dahomey
Equatorial
Guinea
March 1, 1969
Gabon
Gambia,
Ghana
Guinea
Kenya
Lesotho
Libya
Malawi
Mali
Mauritania
Mauritius -effective June 28, 1968
Morocco
~C'Nepal -effective April 1, 1970.
Niger
Nigeria
Rwanda
Senegal
Sierra Leone
Somalia
Southern Rhodesia
Sudan
Swaziland
Tanzania
Togo
Tunisia
Uganda
Upper Volta
Zambia
2. Right-Hand Drive or Size Limitation (section 165.8-2b)
Bermuda -effective July 20, 1967
Ceylon -effective August 1, 1966
Gyprus -effective August 1, 1966
Guyana -effective December 15, 1966
3. Personal Safety of Employees (section 165. 8-2c)
TL:GS-136
6.4A~proved For Release 2000~~A~~d~~~~18-04722A0002~b~~~Oj'~~sio8
 r
Approved ~i~i~A#~~~~~~~~1$~~~~At~
166 Use of American and Foreign Flag
Carriers State and USIA
Section 901 of the Merchant Marine Act
of 1936 (see section 181.4) provides that
travel and transportation of effects shall be
on ships registered under the laws of the
United States where such ships are available
unless the necessity of the mission requires
the use of a ship under a foreign flag. It
also vests in the Comptroller General special
enforcement responsibilities.
c. Where there are neither American ships
nor foreign ships operating directly between
a port serving the place where transportation
of effects originates and the port serving the
actual destination, and it can be determined
that American ships are available for any
segment of the journey, the shipment of
effects shall be by such routing and shall in-
clude American ships where operating. Wait-
ing time at point of. transshipment shall be
governed by section d below. More than one
transshipment for the sole purpose of using
American ships is not required.
166.1 Definitions
The following definitions apply specifically
to section 166:
a. Direct
Without transshipment en route.
b. Nearest
Measurement from point of origin to point
of destination according to travel by the
usually traveled route.
c. American Ship
Vessel registered under the laws of the
United States.
d. Foreign Ship
Vessel registered under the laws of a foreign
country.
166.2 Standards for Shipment
State and USIA
Posts shall exert reasonable efforts to
analyze schedules and tariffs on a world-wide
basis in routing effects consistent with the
following standards which are for guidance
only:
a. When both American ships and foreign
ships operate directly between a port serv-
ing the place where the transportation of
effects originates and a port serving the
actual destination, shipment of effects shall
be made on an American ship.
b. When American ships do not operate
directly between a port serving the place
where transportation of effects originates
and the port serving the actual destination,
and foreign ships do so operate, shipment
of effects shall be made on a foreign ship.
d. Foreign ships may be used for the ship-
ment of furniture, household and personal
effects, including privately-owned motor
vehicles, when:
(1) American ships are not scheduled
to call at the port of loading within 30 days
after:
(a) Notice to ship based on need for
immediate shipment of the effects has
been received by the post; or
(b) The effects are ready for ship-
ment, whichever is later.
(2) Agents of American ships cannot
give reasonable assurance that an Amer-
ican ship scheduled to call at the port of
loading within the time specified in sub-
section (1):
(a) Will actually call at such port of
loading within 30 days as scheduled; or
(b) Will discharge cargo at scheduled
destination port without transshipment;
and where agents of foreign ships can
give such reasonable assurance; or
(3) The authorizing officer at the post
determines that safe storage facilities are
not available and that delay in shipment
would expose effects to serious damage
or loss from climatic conditions, excessive
humidity, pilferage, sabotage, or other
hazards beyond the control of the post. In
such instances a statement justifying the
use of a foreign ship is required.
When the origin or destination is a seaport,
it is not necessary to send the shipment to
another port in order to utilize an American
ship.
~~-6~6~d For Release 2000/081~~'~:z. K ~4722A000200010021-26 FAM 166
 Appro
166.3 Documentation of Shipments
State and USIA
166.3-2 Issuance of Certificate
21-2
When the utilization of foreign flag service
is deemed justified under section 166.2,
written authorization must be issued. This
certificate of justification (format shown in
Exhibit 166. 3-2) must be signed by an autho
rizing officer designated by the Department,
the Agency, and principal officers of overseas
posts. Full justification for the use of a
foreign vessel must be shown in the certi-
ficate. The certificate (which may be
reproduced locally) must be prepared in
triplicate. The original and one copy are
submitted to the ocean carrier, freight
forwarder, or household goods transporter,
as appropriate; one copy is retained by the
issuing officer or post. The transportation
company must be instructed to submit one
signed copy of the certificate with the bill
to the paying office.
16.3=1 Compliance With GAO ,
Req'airements
To assure compliance with Section 901(a)
of the Merchant Marine Act of 1936 regarding
the use of American flag vessels for transporting
household goods and/or personal effects of U. S.
Government employees, the U. S. General
Accounting Office has supplemented Chapter
3000 of Title 5 of its regulations by issuing
Section 3076. ?~?e?s_'~'paragraphs-of this
Section-ire quoted below for co.m}zliance. by
the.~~partment, the Agency, and all overseas ..
"3076. 10 REQUIRED DOCUMENTATION.
All bills s bmitte by freight forwarders
or househol goo s transporters for the
payment'of t portatio~ charges for the
overseas mov ent of household goods
and/or perspfi 1 effects must be supported
by a copy of the' ocean freight b ill in addition
to the Government bill of lading. (See also
"3076.20 USE OF AMERICAN FLAG
VESSELS.'~`.,Attenti,~h is directed to the
provisions o
U. S. C. 1241,
ion 901 (a) of the Merchant
tive to the required use
of American7+flag ~gssels by officers and
employees of the United States for the
transportation of household goods and/or
personal effects.
"3076.30 USE OF FOREIGN FLAG VESSELS.
Foreign flag~ervice ,may be used only when
foreign flag ocea~i se~vice is involved in
the movement, ~he ocA`an carrier, freight
must submit with the bill for charges a
signed certification...
"3076. 4
ING OFFI
tY~e respons
going certific
bills involvir~g
vessels prior to
bills. "
SIBILITY OF CERTIFY-
Certifying officers have
y in the first instance of
acceptability of the fore-
`ements by foreign flag
166.4 Use of American and Foreign Flag
Ships AID
166.4-1 Policy
Although Executive Under 10784 exempts
AID from the requirements of Section 901
of the Merchant Marine Act of 1936, which
requires United States Government employees
to use ships of United States registry when
such ships are available, AID's policy is that
American flag ships are to be used for the
transportation of effects unless such ships are
not available or their use is not feasible.
166.4-2 Standards for Shipment
Instances of exception to this principle
include the following:
When AID/W or the Mission Director
certifies that Ame rican flag ships do not
provide adequate service to the destination;
b When the shipment of effects would be
delayed an unreasonable period of time
awaiting an American flag carrier;
s When payment for services can be made
through use of surplus foreign credits owned
by the United States or from AID trust funds
and American flag steamship lines will not
accept such funds.
Whenever a foreign flag carrier is used,
missions or AID/W, as appropriate, are to
annotate their records to indicate the reason
for such use.
6 FAM 166.3 GENERAL SERVICES TL:GS-69
5-66
Approved For Release 2000/08/28 :CIA-RDP78-04722A0002000100~~ -1