NEW PARENT GUIDE
UPDATED JUNE 2023
New Parent Guide – June 2023 | Page 2 of 137
Congratulations on becoming a parent! The New Parent Guide (formerly the
Pregnancy Guide) was developed for Civil Service and Foreign Service
employees, including Eligible Family Members, who are growing their
families. The Guide is divided into two parts.
• Part One: Pregnancy and Childbirth Guidance is geared towards State
Department families posted abroad and considering whether to deliver
their baby in the United States or overseas, but also contains a wealth
of information on leave and benefits for all State Department families,
including those posted domestically.
• Part Two: Adoption/Surrogacy and Foster Care Guide (beginning on
page 67), provides guidance for employees growing their families
through adoption, foster care, or surrogacy.
Parts One and Two contain detailed guidance on leave options, including
i
nformation on how to apply for Paid Parental Leave under the Family
Medical Leave Act (FMLA). They also include information on the expansion
of the New Child Emergency Visitation Travel benefit for foreign service
employees and their eligible family members who welcome a new
child/children into the family through adoption, fostering, or surrogacy.
This June 2023 iteration of the Guide has also been revised with updated
information about the Pregnant Workers Fairness Act, lactation resources,
and FEHB coverage for fertility treatments. We hope this Guide assists you
in making the best decisions for you and your family. The contents may
New Parent Guide – June 2023 | Page 4 of 137
Table of Contents
PART ONE: PREGNANCY AND CHILDBIRTH ............................................................ 9
1. You’re Expecting! Congratulations! ............................................................ 12
1.1 Onset of your pregnancy ...................................................................... 12
1.2 Where you can deliver your baby ......................................................... 13
1.3 Who pays for your medical care .......................................................... 15
1.4 Leave and Other Options ...................................................................... 20
1.4.1 Paid Parental Leave under FMLA .................................................... 20
1.4.2 “Stacking” Personal Leave and Paid Parental Leave ....................... 25
1.4.3 Advanced Sick Leave ....................................................................... 27
1.4.4 Accrued Annual Leave .................................................................... 28
1.4.5 Advanced Annual Leave.................................................................. 28
1.4.6 Intermittent Paid Parental Leave .................................................... 29
1.4.7 Shared Leave .................................................................................. 29
1.4.8 Leave Without Pay.......................................................................... 33
1.4.9 Telework......................................................................................... 34
1.4.10 Temporary Work ......................................................................... 34
1.4.11 Training ....................................................................................... 35
1.5 MEDEVAC, Travel, Per Diem and Allowances ........................................ 36
1.5.1 Per Diem ......................................................................................... 36
1.5.2 Continuation of Per Diem While in Training at FSI .......................... 42
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1.5.3 Accompanying Minor Children ....................................................... 42
1.5.4 New Child EVT (Travel of non-birth parent) .................................... 43
1.5.5 Living Quarters Allowance (LQA) .................................................... 43
1.5.6 Danger Pay ..................................................................................... 44
1.5.7 Post Hardship Differential .............................................................. 44
1.5.8 Service Need Differential (SND) ...................................................... 45
1.5.9 Cost of Living Allowance (COLA) Allowance .................................... 45
1.5.10 Language Incentive Pay (LIP) ....................................................... 45
1.5.11 Education Allowance ................................................................... 46
1.5.12 Holidays ....................................................................................... 46
1.5.13 Federal Employees Health Benefits Program (FEHB) ................... 46
1.5.14 Layette Shipment/UAB Shipment ............................................... 47
1.6 The Pregnant Workers Fairness Act ...................................................... 48
2. Before You Leave Post .................................................................................. 50
2.1 Travel Orders and Fund Cite ................................................................. 50
2.2 Travel Advance ..................................................................................... 52
2.3 Approximately 2 Weeks Prior to Departure .......................................... 52
2.4 Approximately 1 Week Prior to Departure ........................................... 53
3 Travel/Arrival at Your Medevac Location ................................................... 53
3.1 Immediately After Arrival ..................................................................... 54
3.2 Supplemental Voucher ......................................................................... 54
4 Baby Is Here! .............................................................................................. 55
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4.1 Immediately After birth ........................................................................ 55
4.2 Documentation Needed before Returning to Post ............................... 55
4.2.1 Birth Certificate .............................................................................. 55
4.2.2 Consular Report of Birth Abroad (CRBA) ......................................... 57
4.2.3 Adding the new baby as a dependent ............................................ 57
4.2.4 Baby’s Passport .............................................................................. 58
4.2.5 Baby’s Visa ..................................................................................... 59
4.2.6 Medical Clearances (4 weeks after birth) ....................................... 60
4.2.7 Airline Tickets for Travel Back to Post ............................................. 62
4.2.8 Adding Baby to Your Health Benefits (within 60 days after birth) ... 63
4.2.9 Breastmilk Shipment Reimbursement ............................................ 63
4.2.10 Lactation Rooms and Support ..................................................... 64
APPENDIX I: Who Do I Contact When… ............................................................. 69
APPENDIX 2: Timeline Cheat Sheet .................................................................. 74
APPENDIX 3: Calculating Per Diem + Example .................................................. 77
APPENDIX 4: Quick List of Forms Relevant to Obstetric Medevac .................... 79
APPENDIX 5: Useful Sites for Regulations Related to OB Medevac and Leave.. 81
PART TWO: ADOPTION/SURROGACY AND FOSTER CARE GUIDE ......................... 81
1. You’re Adopting/Fostering a Child - Congratulations! ................................... 83
1.1 Leave and Other Options ...................................................................... 85
1.1.1 Paid and Unpaid Parental Leave under the Family Medical Leave Act (FMLA)
................................................................................................................... 85
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1.1.2 Applying for Paid Parental Leave .................................................... 89
1.1.3 “Stacking” Personal Leave and Paid Parental Leave ....................... 91
1.1.4 Accrued Sick Leave .......................................................................... 92
1.1.5 Advanced Sick Leave ....................................................................... 95
1.1.6 Accrued Annual Leave .................................................................... 96
1.1.7 Advanced Annual Leave.................................................................. 97
1.1.8 Leave Without Pay (LWOP) ............................................................. 98
1.1.9 Shared Leave Programs .................................................................. 99
1.1.10 Leave Saving Options ................................................................. 104
1.1.11 Telework ................................................................................... 105
1.1.12 Intermittent Paid Parental Leave ............................................... 106
1.2 Continuation of Per Diem While in Training at FSI .............................. 106
1.3 Emergency Visitation Travel (EVT) – New Child Benefit ...................... 106
1.4 The Pregnant Workers Fairness Act .................................................... 107
2. Waiting for Your Child ............................................................................... 109
3. Once Your Child Arrives and Is with You ..................................................... 109
3.1 Adding the Child as a Dependent ........................................................ 109
3.2 Adding Your Child to Your Health Insurance Plan ............................... 111
3.3 Updating Your Beneficiary Forms and Tax Withholdings .................... 113
3.4 Life Insurance ...................................................................................... 113
3.5 Flexible Spending Accounts .................................................................. 114
3.6 Child Care Subsidy Program ................................................................ 115
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3.7 WorkLife4You (WL4Y) ......................................................................... 116
4. Foreign Service Officers Adopting While Serving Overseas ........................ 119
4.1 Obtaining a Diplomatic Passport for Your Child .................................. 121
4.2 Visa ..................................................................................................... 123
4.3 Immunities ......................................................................................... 124
4.4 Layette Shipment ............................................................................... 124
4.5 Medical Clearance .............................................................................. 126
4.6 Per Diem for Adoption of Newborns or Surrogacy ............................ 126
4.7 Travel Authorization ......................................................................... 128
4.8 SF-1190 Foreign Allowances Application, Grant, and Report ........... 128
APPENDIX I: Who Do I Contact When… .......................................................... 130
APPENDIX II: Useful Websites and Links.......................................................... 133
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PART ONE: PREGNANCY AND CHILDBIRTH
GUIDANCE FOR EMPLOYEES
INCLUDING OBSTETRIC MEDEVAC
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Part One: Pregnancy and Childbirth Guidance for
Employees INCLUDING OBSTETRIC MEDEVAC
1
Congratulations on your pregnancy! We know that employees have a lot of
questions during this time, whether assigned overseas or domestically, and this
Guide includes a wealth of information on leave options, including paid parental
leave, questions about per diem while at FSI or on OB medevac, and general
resources pertinent to both domestic and overseas employees.
This Guide contains a wealth of information on the implementation of the Federal
Employees Paid Leave (FEPLA) for births occurring on or after October 1, 2020.
2
See 3 FAM 3530 FMLA and Paid Parental Leave. This benefit is provided to the
birth and non-birth parent. FEPLA is a component of the existing Family Medical
Leave Act (FMLA). Under FMLA, employees are entitled to 12 weeks of unpaid
administrative leave per 12 calendar months for purposes of pregnancy, childbirth
and bonding with a healthy baby. Starting October 1, 2020, 12 weeks of paid
parental leave may be substituted for FMLA leave for the birth of a child. Paid
parental leave may also be used in combination with accrued sick and/or annual
leave. Employees receiving paid parental leave under FMLA continue to be
eligible for the Shared Voluntary Leave Programs (See section 1.4. for details
about FEPLA). There is also new policy regarding the continuation of per diem for
1
The key source of information in this Guide is 16 FAM 300 (Medical Travel).
2
FEPLA also provides 12 weeks of paid leave for the adoption or foster placement of a son or daughter which is covered in
Part 2 of this Guide.
New Parent Guide – June 2023 | Page 11 of 137
employees who invoke paid parental leave under FMLA while in training at FSI
(see Section 1.5.2).
We want also to let you know that per September 2022 OPM guidance, in Plan
Year 2023, all FEHB Carriers will provide coverage for standard fertility
preservation procedures for persons facing the possibility of iatrogenic infertility,
including infertility associated with medical and surgical gender transition
treatment. Please also be aware that employees may request accrued or
advanced sick or annual leave for infertility treatments. More information about
FEHB Plans is provided at this OPM Link Comparing HealthCare Plans and this list
of FEHB plan options.
We hope this Guide assists you in making the best decisions for you and your
family. The contents may change periodically as new policies and procedures are
developed. The newest version can always be accessed through the GTM Leave
Website.
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1. You’re Expecting! Congratulations!
If you just found out that you are expecting, you likely have a number of
questions going through your head: What should I do next? Where can I
deliver my baby while I’m posted overseas? Who will pay for my medical care
if I’m overseas? How does the new paid parental leave work under FMLA?
What types of leave are available to me in addition to paid parental leave?
What allowances will I keep and what will I lose? These questions will be
addressed in this part of the Guide.
1.1. Onset of your pregnancy
At the very beginning of your pregnancy, schedule an appointment with your
health provider. If you are posted overseas, make an appointment with the
health unit or Regional Medical Officer (RMO) for guidance and arrangements
regarding your prenatal care overseas. Notifying the RMO or health unit early
allows them to better coordinate your prenatal care. You may wish to inform
your supervisor early to permit time to plan for your upcoming prolonged
absence.
Per the American Congress of Obstetricians and Gynecologists (ACOG)
Guidelines, the Bureau of Medical Services (MED) recommends that every
pregnant woman be offered prenatal screening for chromosomal
abnormalities. The first trimester chromosomal screening should be
performed between 10-13 weeks gestation. MED also recommends that
pregnant women have an anatomical ultrasound at 18-20 weeks gestation. If
these procedures are available at post, you must do them at post. If not, then
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you may choose to do them in your post’s designated medevac destination,
or in the United States on a cost-construct basis. So if you choose to travel to
the U.S. for the screenings the travel and per diem rate is based on either the
U.S. destination rate, or the overseas medevac rate, whichever is lower.
1.2. Where you can deliver your baby
In the United States
If you choose to return to the United States for childbirth, you may wish to
consider the post-birth administrative advantages of giving birth in the DC
area: it is generally easier and faster to get your baby added to your orders,
to apply for and receive their passports, and to take care of travel
arrangements when you are able to personally visit the offices handing these
issues.
It is, of course, possible to take care of the above tasks from outside of the
Washington, DC, area. Family, social support, and existing relationships with
healthcare providers are important considerations in selecting where to
deliver your baby.
Overseas
While MED strongly encourages all pregnant women to deliver in the United
States, where standards of care are monitored and enforced,
3
other choices
are available.
3
16 FAM 315.2 (Delivery Outside the United States, 16 FAM 300 (Medical Travel)
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MED may approve travel to other overseas locations only to a post with a
level of obstetrical and neonatal care that is both adequate and higher than
that available in your country of assignment. You may also choose to deliver
at your current post. Please consult with your Embassy Health Unit as early as
possible, as delivering at post may not be advisable. In all countries, in the
course of your discussions with your health unit, you will be asked to sign an
acknowledgment of the State Department policy associated with an in-
country or post-to-post medevac for delivery. It is extremely important to
speak to your Health Unit or RMO early. In addition to the quality of medical
care, they may also consider your family situation. For example, if you or your
spouse is of German origin and you have family in Germany, this may be
taken into consideration to support a medevac to Germany instead of
London. RMO/MP will contact Med Foreign Programs and the RMO in the
city where you wish to deliver. All three would need to agree to a post to
post OB medevac. 16 FAM 315.2 c.
The State Department has established medevac centers in certain cities
around the world, which serve as the designated medevac destination for
posts with inadequate medical facilities. The amount and types of support
available to you will vary depending on whether there is a medevac center at
your intended destination.
Medevac centers have dedicated resources to assist you during your medevac
and are more familiar with the entire medevac process. If you choose to
deliver in a city without a medevac center, the medical provider at your post
should discuss your plans with the RMO where you wish to be medevaced,
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and that RMO must agree to your medevac before it can be authorized. You
will not receive logistics support from the Embassy Health Unit, including help
finding lodging, doctors, and administrative support in submitting medical
claims.
You should also consider whether your child would acquire U.S. citizenship at
birth if born overseas. Children born in the United States acquire U.S.
citizenship automatically. Children born overseas may or may not acquire
U.S. citizenship, depending on the applicable law.
1.3. Who pays for your medical care
4
Payment for your outpatient prenatal care such as doctor’s appointments,
blood and other laboratory tests, and ultrasounds are your responsibility, but
these charges are eligible for reimbursement for amounts not covered by
your primary insurance if you were posted overseas while pregnant and were
hospitalized for 24 hours or more for the delivery. Therefore, you should wait
to submit claims for reimbursement of outpatient prenatal care to the State
Department until after your delivery. You should submit claims promptly to
your primary health insurance for reimbursement and retain copies of these
bills as well as your insurance company’s “Explanation of Benefits” regarding
these claims.
4
Source: “Obstetrical Travel” guide prepared by the Office of Medical Services (MED).
New Parent Guide – June 2023 | Page 16 of 137
MED recommends that you pay the full balance due after any insurance
payments to your provider prior to submitting a claim for the balance to the
State Department for reimbursement.
The U.S. government serves as the secondary payer for any hospitalization
during your pregnancy, including delivery, if you have been posted overseas
during any part of your pregnancy. This means after you have submitted a
claim to your health insurance, and that company has paid what it will cover,
the U.S. government pays remaining authorized expenses. Expenses not
generally covered by the insurance company (such as private room, TV,
telephone, etc.) will not be reimbursed.
The U.S. government does not act as the primary insurer. This means if your
primary health insurance does not cover the hospitalization, or if you have no
primary health insurance, the U.S. government pays nothing, and you are
responsible for both inpatient and outpatient expenses.
To help cover medical costs, MED will send you a letter of authorization for
hospitalization (Form DS-3067), Authorization for Medical Services for
Employees and/or Dependents). For overseas delivery, your health unit at
post must issue the DS-3067 before you travel to your overseas delivery
destination. If you are delivering in the U.S., you must contact MED
immediately after arriving at your U.S. medevac destination, either by calling
the OB Medevac Coordinator at 202.663.1662 or email
[email protected]. Upon notification of your arrival, MED will
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send a packet of information and forms that you will need while on medevac,
including the DS-3067.
This authorization names the State Department as the secondary payer after
insurance and includes the costs of the hospitalization and outpatient services
directly related to that hospitalization for one year from the date of the first
service rendered for the pregnancy. Secondary payer coverage is limited to
the scope of the underlying policy and the co-pay amounts not covered by
primary insurers. If your insurance denies any payment, then DOS will also
deny payment. Further, deductibles are not reimbursable.
The DS-3067 is primarily designed to cover you for delivery, and any
complications related to it. It provides authorization for costs related to
hospitalization of your newborn post-delivery, but once your baby has been
discharged it does not cover things like well-baby visits, etc. These costs
should be borne by your primary health insurance, to which you should add
your new baby. You should consult your own insurance for instructions on
how to add your new baby. For more specific funding questions, contact
If you deliver your baby in the United States, you are responsible for
submitting claims for reimbursement for allowable charges (after your
primary insurance has paid their portion of the bills) to MED/CLAIMS for
payment. This should include Explanation of Benefits forms (insurance
documentation explaining what they have paid), proof of your payment to the
provider of any balance due, an itemized invoice, and a copy of the DS-3067.
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This hospitalization-related outpatient care extends for the period of one year
from the date of the first service submitted for payment of medical care
received in the medevac location. After delivery, you may submit claims as
they come in. There are two ways to submit the claim:
1. Scan and attach to an email to: MEDClaims@state.gov (this is the
preferred method)
2. Fax: 202-663-3858
If you deliver your baby overseas, when MED issues you a DS-3067, they will
also create a fund cite at either your home post or post of delivery. You
should submit your claims to your insurance the same as above. When your
insurance company sends the reimbursement checks, you should sign them
over to the finance office at the embassy to be applied to the fund cite. If the
embassy pays any amounts on your behalf which end up not covered by your
insurance and not eligible for reimbursement under the DS-3067, you will
need to reimburse the embassy directly.
If the overseas medevac point is to a medevac center, then the health unit at
the medevac point will provide administrative assistance. You should provide
the Embassy’s health unit or budget section with a copy of the DS-3067 to
facilitate payment of hospital bills.
You may apply for an advance of allowable medical per diem before
departure from post. Ask your post’s Financial Management Office how to
apply for this advance. You will need a copy of the fiscal data cable.
Advanced funding to pay costs of hospitalization is not automatic for a post to
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post OB medevac. However, the authorizing RMO or Medical Provider may
request fiscal data for hospitalization (typical cost of giving birth at a local
hospital) prior to your departure. An estimate of the up-front hospital costs
should be obtained from the proposed receiving post and sent in a MED
Hospitalization Request cable to MED BUD for fiscal data. Fiscal data will then
be sent to your assigned post. You may make arrangements with the selected
medevac post to determine if the selected medevac site would pay the
hospital bills using the fiscal data and the subsequent fund cite provided to
your assigned post. This arrangement is left up to you and the receiving post.
If you fail to make necessary arrangements with the selected medevac post
for the hospital bills to be paid from the fund cite, and your hospital does not
accept your insurance, you will have to cover the hospitalization expenses up
front and be reimbursed later by your insurance carrier first, and through the
DS-3067 with the State Department Medical Program as secondary payer.
You can contact, Hospitalizations@state.gov, with your overseas
hospitalization reimbursement questions.
Note: If you are travelling on a workday, you may use administrative leave for
travel to and from your medevac location in lieu of annual leave.
If you are an employee, including Eligible Family Members on a Family
Member Appointment, you must be either in an approved work arrangement
or on approved leave status during medevac.
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1.4. Leave and Other Options
1.4.1. Paid Parental Leave under FMLA
Effective October 1, 2020, State Department employees who are eligible for
FMLA are also eligible for paid parental leave under FMLA for the birth of a
child on or after October 1, 2020. Please review 3 FAM 3530 THE FAMILY
AND MEDICAL LEAVE ACT OF 1993 (FMLA) AND PAID PARENTAL LEAVE
carefully which was revised in September 2020 to incorporate the provisions
of paid parental leave.
Basically, the original unpaid Family Medical Leave Act (FMLA) still exists
which allows you to take up to 12 weeks of unpaid leave within a 12
calendar month period for the birth and care of your son or daughter, the
care of a family member who has a serious health condition, or for your own
serious health condition. A serious health condition includes incapacitation
due to pregnancy, childbirth, recovery from childbirth, periods of morning
sickness, and medically prescribed bed rest. This applies even if you do not
(or your family member does not) receive active treatment from a health
care provider during the period of incapacity, or the period of incapacity
does not last more than 3 consecutive calendar days.
Supervisors may not
refuse leave requests filed under FMLA, as long as proper medical
documentation is submitted.
You may invoke unpaid FMLA prior to the birth of a child and you may use
any of the following types of leave for medical appointments or periods
when you or your family member is incapacitated:
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• Accrued, accumulated, or advanced annual leave;
• Accrued, accumulated, or advanced sick leave;
• Leave Without Pay (LWOP); and/or
• Donated leave received through a shared leave program (Voluntary Leave
Transfer Program and Voluntary Leave Bank).
The new paid parental leave provisions under FMLA allow employees to
“substitute” a maximum of 12 weeks of paid leave when a child is born. The
benefit extends to both the birth and non-birth parent. However, please be
aware that you are eligible for a maximum of 12 weeks paid/unpaid leave
under FMLA within 12 calendar months. In other words, if you invoked
unpaid FMLA before the birth of your child to cover absences due to a
difficult pregnancy, for example, that period of time will be subtracted from
your overall 12 week paid entitlement.
NOTE: Paid parental leave expires either at the one year anniversary of the baby’s
birth, or one year after the first invocation of FMLA – whichever comes first.
Here are examples of possible scenarios:
Example 1: Alison had a baby on October 31, 2020. Since she did not
invoke a FMLA entitlement in the last 12 months, Alison invokes FMLA on
October 31 and is eligible for 12 weeks of paid parental leave.
Example 2: Emma had a difficult pregnancy and needed 4 weeks of bed rest
before the birth of her child. She didn’t have any accrued sick or annual
leave, so she invoked unpaid FMLA on November 1, 2020 to cover her
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illness. On December 1, 2020, she gave birth to a daughter and requested to
“substitute” unpaid FMLA for paid parental leave. Emma is entitled to 8
weeks of paid parental leave because she used 4 weeks of unpaid FMLA for
her pregnancy within the last 12 months. This FMLA entitlement ends on
October 31, 2021 – 12 months after she invoked her first FMLA entitlement.
Example 3: Marta gave birth on May 1, 2021, however, she chose to use
four weeks of accrued sick and annual leave to recover from a difficult
delivery. Marta invoked paid parental leave a month later on June 1, 2021,
for the first time in 12 months and is entitled to 12 weeks of paid parental
leave. The FMLA entitlement expires on May 1, 2022 because that is the
first anniversary of her child’s birth.
Example 4: Anika takes 6 weeks of accrued sick leave (outside of FMLA) to
recover from childbirth. She then invokes paid parental leave under FMLA.
After taking 12 weeks of leave from work (6 weeks of SL/6 weeks of paid
parental leave), she agrees to her supervisor’s request to come back to work
to complete a special assignment. Upon completion of the work
assignment, Anika is able to use the remaining 6 weeks of her paid parental
leave FMLA leave entitlement.
Example 5: George and his wife adopted a son on May 1, 2021, and invoked
12 weeks of paid parental leave under FMLA which expires on April 30,
2022. George’s wife had a baby girl on December 5, 2021. Since George
used his 12 weeks of paid parental leave for the adoption of his son, he
cannot use any paid parental leave until he invokes a new FMLA entitlement
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on May 1, 2022. However, he may use accrued sick/annual leave or LWOP.
George invokes a new FMLA entitlement on May 1, 2022, and uses 12 weeks
of paid parental leave for the birth of his child born last December. FMLA
expires for the birth of his child – on December 5, 2022 – the first year
anniversary of the baby’s birth. George is entitled to 12 weeks of paid
parental leave for each event – birth of his child and adoption.
You must apply for paid parental leave. You can start the process BEFORE
the birth of your child – but PPL won’t begin until the actual day of birth.
These are the required forms:
• Complete DS-1923 to apply for FMLA;
• Complete Form DS-5154, Work Obligation Agreement where you
attest your intention to return to work at the State Department for 12
weeks at the conclusion of your paid parental leave period;
• Complete Form DS-5155, Request for Paid Parental Leave (PPL);
• Submit all three forms to your supervisor for his/her review. Your
supervisor will approve the DS-1923 and the DS-5155;
• New procedure effective April 19, 2021: After your bureau executive
director approves your request for paid parental leave, your bureau
HR Office will send a copy of the approved DS-5155 to CGFS
PAYINTAKE@state.gov This will enable payroll operations in CGFS to
open a “PPL account” for you so your PPL is reported properly. It is
essential that employees give as much advance notice as possible
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regarding their plans to invoke PPL under FMLA. We realize the
dates may be imprecise, but the important thing is to get the PPL
request in sooner than later.
• The DS-5154 Work Obligation Statement is not signed by your
supervisor, but is required as supporting documentation;
• Copy of the baby’s birth certificate, if available. If not immediately
available, please provide it as soon as possible.
• REMEMBER – you will not receive PPL under FMLA until your
application is approved and fully processed with CGFS so it is
imperative your PPL application package is completed and
submitted as soon as practicable to prevent delays in receipt of PPL.
A note on the DS-5154 Work Obligation Statement: This is an agreement, in
writing, to work for the Department for not less than 12 weeks beginning on
the first scheduled workday after the period of PPL concludes (see 3 FAM
3535.5). Any leave taken, whether paid or unpaid, during the work
obligation period does not count towards the completion of the 12-week
work obligation period (see 3 FAM 3535.5). Only days in which you are
actually working (i.e., in Regular Duty status) count towards completion of
this requirement. Therefore, any paid or unpaid leave taken during the
work obligation period will extend your work obligation period by the same
number of hours or days.
We encourage employees to consider “stacking” leave (see below) prior to
invoking their entitlement to PPL and to complete the work obligation
New Parent Guide – June 2023 | Page 25 of 137
period as soon as possible after the period of PPL concludes. Failure to
return to work and fulfilling the work obligation period may result in the
Department seeking reimbursement of its contributions to your Federal
Health Benefits Programs during the period of paid parental leave.
1.4.2. “Stacking” Personal Leave and Paid Parental Leave
You may request to use annual leave or sick leave in addition to invoking
paid parental leave under FMLA and, in such a case, your leave approver will
exercise his/her normal authority to evaluate these requests. The act of
requesting leave under normal procedures with the intent of using paid or
unpaid FMLA leave at a later date is known as “stacking” leave, and is
permitted, subject to the normal rules governing the approval of such leave.
See 3 FAM 3534.3
Sick leave is a separate entitlement from FMLA. As set forth in 3 FAM 3420,
employees who follow procedures for requesting sick leave and who provide
administratively acceptable medical certification when required must be
granted their accrued sick leave. Pregnancy and childbirth are considered
qualifying medical emergencies. You may also use annual leave – subject to
the approval of your supervisor.
Example: Jenny delivered a baby girl on December 1, 2020 but requested 4
weeks of accrued sick leave during her recovery period – as certified by a
medical provider – instead of invoking paid parental leave under FMLA.
After her recovery period, Jenny requested 2 weeks of accrued annual leave
to bond with her healthy baby. After 2 weeks of annual leave, Jenny
New Parent Guide – June 2023 | Page 26 of 137
invoked paid parental leave under her FMLA entitlement for the first time in
12 months and received 12 weeks of paid parental leave. Her FMLA
entitlement expires on December 1, 2021 – the first anniversary of the
baby’s birth.
Sick Leave: Accrued/accumulated sick leave can be used, with appropriate
medical documentation, for:
• Any period when you are incapacitated for the performance of
duties by physical or mental illness, injury, pregnancy or childbirth
(including periods of morning sickness, medically prescribed
bedrest, and recuperation from childbirth);
• Providing care to a family member (birth parent or child) with a
serious health condition;
• Taking an infant or birth parent to medical appointments (up to 104
hours); or
• Providing care for a family member who is incapacitated by a
medical or mental condition, or where an incapacitated family
member requires psychological comfort and the family member
would benefit from your care or presence (up to 104 hours).
Note: Sick leave is not permitted for the care of or bonding with a healthy
child! This applies to the non-birth parent as well.
New Parent Guide – June 2023 | Page 27 of 137
1.4.3. Advanced Sick Leave
If you run out of accrued sick leave, you can request up to 240 hours (30
workdays; approximately 6 weeks) of advanced sick leave for a serious
medical condition of your own or of a family member (per the definition
above, this includes pregnancy and childbirth) or when you personally are
incapacitated for the performance of your duties by pregnancy or childbirth.
You can also request up to 104 hours (13 workdays; approximately 2.5
weeks) of advanced sick leave to provide care for a family member who is
incapacitated by a medical or mental condition, or to attend to a family
member receiving medical examination or treatment. Supervisory approval
is required.
5
Medical documentation is generally required for any sick leave
period greater than three consecutive days. Advanced sick leave is a useful
option.
Please note that advanced sick leave is paid back as you accrue it, which
means at the rate of earning 4 hours of sick leave per pay period, 240 hours
of advanced sick leave would take 60 pay periods to pay off. Given that
there are approximately 26 pay periods in a year, earning back 240 hours of
advanced sick leave will take almost 2.5 years if you do not use any sick
leave during that same time period. Shared leave (see section 1.4.7) can be
used to liquidate advanced sick leave balances.
5
3 FAM 3428 Sick Leave 3 FAM 3420 Sick Leave
New Parent Guide – June 2023 | Page 28 of 137
Please note that if you decide to leave the Department of State while
carrying a negative leave balance, you will incur a debt and be required to
pay back the leave deficit.
6
1.4.4. Accrued Annual Leave
You may request use of your accrued/accumulated annual leave, which
would have to be approved by your supervisor unless you invoke the FMLA.
Supervisors are encouraged to grant annual leave for purposes related to
pregnancy and childbirth to the maximum extent practicable consistent with
the mission’s needs. The substitution of accrued/accumulated annual leave
for unpaid leave under the FMLA cannot be denied for employees who have
invoked FMLA (see below on how to invoke FMLA).
1.4.5. Advanced Annual Leave
You may request advanced annual leave up to the number of hours you
would accrue through the end of the current leave year
7
. This means that
those giving birth earlier in the year may have more advanced annual leave
available than those who deliver later in the year. Approval of advanced
annual leave is also at the discretion of your supervisor.
6
See 5 CFR 630.209 for more information and the (very few) exceptions to this general rule.
7
3 FAM 3420 defines a leave year as, ‘the period beginning with the first day of the first complete pay period in a calendar
year and ending with the day immediately before the first day of the first complete pay period in the following calendar
year.’ In short, the leave year closely follows the calendar year, but generally starts and ends a little after Jan 1
st
. So, a
person giving birth earlier in the year will be able to request more advanced leave than someone having a baby later in the
year.
New Parent Guide – June 2023 | Page 29 of 137
Please note that if you decide to leave the Department of State while
carrying a negative leave balance, you will incur a debt and be required to
pay back the leave deficit.
1.4.6. Intermittent Paid Parental Leave
Paid parental leave under FMLA may be taken intermittently subject to the
mutual agreement of the employee and the supervisor in accordance with 3
FAM 3534.2. The desire to use paid parental leave intermittently is noted
on the DS-5155. A thirty (30) day notice is required whenever possible;
otherwise notice is required as soon as possible.
1.4.7. Shared Leave
There are two types of shared leave programs: 1) The Voluntary Leave
Transfer Program (VLTP), which facilitates donations of annual leave from
any State Department employee – your colleagues, friends and family within
the Department of State, or from family members or, in certain
circumstances, friends at another agency – directly to you to use for certain
specified uses; and 2) The Voluntary Leave Bank Program (VLBP), which
distributes pooled annual leave to eligible bank members based on
established criteria (Shared Voluntary Leave Programs).
If you have or will exhaust all accrued, accumulated, re-credited, and
restored annual and sick leave and face 24 hours of absence from duty
without available paid leave because of a medical emergency (including
pregnancy, recovery from childbirth, or another serious health condition for
you or your family member), you are eligible to apply for either or both of
New Parent Guide – June 2023 | Page 30 of 137
the shared leave programs. An Earnings and Leave Statement (ELS) is
required at the time of submission to determine accurate leave balances
and allow for calculations to determine need.
Your post’s HR Office may be able to assist you with applying for both the
VLTP and the VLBP; we encourage you to talk with them before you
medevac to learn what help they can offer. Additionally, more information
on each program and instructions on how to apply are below. Note: When
applying concurrently to both programs, the applications for the Voluntary
Leave Bank Program will be considered prior to the application for the
Voluntary Leave Transfer Program.
Voluntary Leave Transfer Program (VLTP): Employees donate annual leave
directly to their eligible colleagues, so the amount of donations will depend
on how many of your colleagues donate their leave directly to you. You may
receive leave contributions from any DOS employee, family members at any
federal agency, and in certain circumstances, friends and outside agency
colleagues at other federal agencies. VLTP may be requested prior to birth if
serious medical conditions exist, during the birth parent’s period of
recuperation following childbirth, or for medical emergencies of your infant.
Recommendation: While notifications about VLTP applicants are posted on
the State Department intranet, you will likely be more successful if you also
reach out to your colleagues directly, informing them that you are applying
for the program and how they can make their contributions directly to you.
New Parent Guide – June 2023 | Page 31 of 137
To apply for VLTP:
1. Complete form DS-0630: – Application to Become a Leave
Recipient Under the Voluntary Leave Transfer Program;
2. Complete the U.S. Department of State Leave Application
Employee Coversheet.pdf;
3. Include your medevac cable or a medical certification on health
care provider letterhead including the following: patient’s full name
and date of birth, a brief description of nature and severity of
medical emergency, expected start and end dates of the medical
emergency, signature of health care provider treating the patient,
and date the certification was signed;
4. Include your most recent earnings and leave statement showing
that you are facing more than 24 hours of unpaid absence due to
insufficient available leave;
5. Submit your complete application package to VLB-
VLTPrograms@state.gov
Voluntary Leave Bank Program (VLBP): The Leave Bank is a pooled fund of
annual leave. The amount of distribution is determined by the bank board.
To receive a distribution from the Leave Bank, an employee must be a
member of the bank. Minimum yearly membership “fees” are one pay
period of accrued annual leave and vary depending on years of service (for
New Parent Guide – June 2023 | Page 32 of 137
example, the minimum fee for an entry level employee with less than
through years of service is 4 hours of annual leave per year).
To apply for VLBP:
1. Determine your timing and eligibility. You may only join the bank
during open season, within 60 days of entry on duty, or within 60
days of your return from an extended absence outside an open
enrollment period;
2. Complete form DS-0630 Application to Become a Leave Recipient
Under the Voluntary Leave Bank Program in eForms;
3. Obtain medical certification (in English) by completing the WH-380-
E on medical certification for a medical emergency of the Federal
Employee or WH-380-F (for a medical emergency of the Federal
Employee’s family member). If you do not want to complete the
WH-380-E/WH-380-F you may provide an appropriate medevac
cable or a medical certification on health care provider letterhead
including the following: patient’s full name and date of birth, a
brief description of the nature and severity of medical emergency
(exclude any personal or sensitive information), dates of expected
medical emergency, signature of health care provider treating the
patient, and date the certification was signed;
4. Complete the Department of State Leave Application Employee
Coversheet DS-7100 on myData, or Form 71 Request for Leave;
New Parent Guide – June 2023 | Page 33 of 137
5. Include your most recent earnings and leave statement showing
that you are facing more than 24 hours of unpaid absence due to
insufficient available leave; and
6. Complete the Leave Accounting Worksheet (required in the
application package for retroactive application requests and
required at the end of all participations); and
7. Submit your complete application package to VLB-
VLTPrograms@state.gov.
1.4.8. Leave Without Pay
You may request Leave Without Pay (LWOP) after your unpaid FMLA
concludes, i.e., FMLA in connection with a qualifying personal or family
medical emergency. Your supervisor may evaluate your LWOP request
according to the procedures noted in 3 FAM 3510. If you wish to
request LWOP after your period of PPL and during the work obligation
period, as noted earlier, any period of paid or unpaid leave will extend
your work obligation period by the same number of days taken. Note:
There are different LWOP procedures for Civil Service and Foreign
Service; domestically assigned and assigned overseas.
For more information about LWOP, please refer to:
• OPM’s Fact Sheet: Leave Without Pay
• OPM’s Fact Sheet: Effect of Extended Leave Without Pay (LWOP) (or
Other Nonpay Status) on Federal Benefits and Programs
New Parent Guide – June 2023 | Page 34 of 137
1.4.9. Telework
Employees who arrange for telework from their medevac location, either
working for post or for a bureau in Washington, D.C., must arrange an
appropriate telework agreement consistent with post and Department of
State policy. Bureaus are encouraged to support suitable alternate work
and telework arrangements whenever possible.
1.4.10. Temporary Work
You may arrange short-term work during your medevac, either full-time or
part-time. There are multiple ways to find these opportunities. Start by
contacting your regional bureau EX to determine if they have any short-term
opportunities. We recommend that you also confer with your post.
One source of short-term projects is Agility @ State Site – a one stop shop
platform which directly connects State Department offices and employees for
the purposes of filling short-term projects and work opportunities, either full-
time or part-time, from a period of a few days through a maximum of 90
days.
If you are a Consular officer, and choose to deliver your baby in the United
States, you may wish to explore a short-term assignment at a Passport
Agency in the area where you are medevac’ing. CA/EX
(ConsularBidders@state.gov) can assist you in reaching out to the Passport
Agency at your medevac location. You can also contact your CDO, who can
help arrange the TDY.
New Parent Guide – June 2023 | Page 35 of 137
If you or your family member choose(s) to deliver your baby overseas, you
may reach out directly to the respective section at your medevac location to
check whether they may need a person with your experience (for example,
if you are currently working in a non-immigrant visa unit at your post, you
may reach out to the non-immigrant visa unit at your medevac location to
see if they may be able to use your help during your medevac time).
1.4.11. Training
If you are traveling to Washington, D.C. for your medevac, you might be able
to sign up for training prior to childbirth. Check Foreign Service Institute
(FSI)’s course schedule. Training requests must be authorized by your
supervisor or training officer (for mandatory training such as Leadership or
EEO/Diversity). You will not be eligible for medevac per diem while in
training at FSI, but you may be eligible for per diem for non-medevac
reasons, if you otherwise qualify under applicable rules and regulations (e.g.,
you are on TDY).
Online courses may be an option whether your medevac location is
domestic or overseas, but you need to set clear expectations with your
supervisor about how much time the training will take and how you will
account for your time. It is important to know which office owns your billet
and to make sure it is aware of and approves whatever work arrangement
you make. If you don’t have enough paid leave to cover your anticipated
absence, you may wish to consider taking a mixture of paid leave and LWOP
for the duration of your time away from post. Leave may also be combined
with training.
New Parent Guide – June 2023 | Page 36 of 137
1.5. MEDEVAC, Travel, Per Diem and Allowances
MEDEVAC and paid parental leave are two separate policies. OB Medevac
addresses the physical health and well-being of the birth parent prior to and
after birth. Whereas, paid parental leave is a leave policy designed to allow
birth and non-birth parents to recuperate and bond with their new baby.
While on your medevac, you will be eligible for per diem that covers your
lodging expenses, meals and incidental expenses (M&IE), and
reimbursement for other expenses such as taxi to and from your medical
appointments. If paid parental leave is invoked while on medevac (post
birth), it has no effect on your eligibility for per diem while on medevac.
However, while you are away, many allowances associated with your post of
assignment (e.g., COLA, hardship differential, LIP, etc.) may be affected. This
section addresses these allowances in detail.
1.5.1. Per Diem
Per diem is the total of the maximum amount for lodging expenses, plus a
fixed allowance for meals and incidental expenses (M&IE) for the location
where you have been approved to medevac.
8
Lodging: Please note that you may not be reimbursed for every type of
lodging. For example, you will not be reimbursed for staying at your
personally-owned residences or your personally-owned recreational vehicle
(trailer/camper). You will be reimbursed, as a lodging expense, the fee or
8
14 FAM 572.2 (Maximum Rates 14 FAM 572
New Parent Guide – June 2023 | Page 37 of 137
service charge paid for use of U.S. Government quarters. You may be
reimbursed for additional costs of lodging with friend(s) or relative(s) if you
are able to substantiate the costs and the Department of State determines
them to be reasonable; or the cost of other types of lodging when there are
no conventional lodging facilities in the area (e.g., in remote areas) or when
conventional facilities are in short supply; or for costs associated with
recreational vehicles such as parking fees, fees for connection, use, and
disconnection of utilities, electricity, gas, water and sewage, bath or shower
fees, and dumping fees.
9
Full per diem is paid for the duration of the medevac (it does not decrease
after the first 30 days as it does, for example, during training).
If you elect to deliver abroad and away from post, and if the location is
approved by MED, travel and per diem allowances will be cost constructed
based on travel costs to and per diem allowances in Washington, D.C. This
means that transportation costs and per diem are paid at either
Washington, D.C.-based rates or those of the chosen medevac locality,
whichever total per diem is lower for the duration of the medevac. Medical
per diem is only approved for the authorized Medevac location; no per diem
will be payable for unauthorized locations.
9
14 FAM 572.3-2 (Reductions from Lodging Allowance, 14 FAM 572
New Parent Guide – June 2023 | Page 38 of 137
Under certain conditions,
10
children who are on your current post orders
may be authorized to travel with the expectant parent (see below).
11
Per diem rates in the continental United States (“CONUS Rates”) are set by
the U.S. General Services Administration by fiscal year, effective October 1
each year. Per diem rates in foreign countries are set by the State
Department. Should you wish to compare an overseas location with a
domestic location, overseas per diem rates are also available online.
Note: You will not be authorized medevac per diem if you travel from the United
States to post after 34 weeks gestation.
12
For example, if you become pregnant while
assigned to Washington, D.C., then travel to your new, overseas post after 34 weeks
gestation, you will not be authorized obstetric medevac from that new post
13
Additionally, like all employees on travel orders, you are responsible for
payment of any expenses deemed ineligible for reimbursement. Be advised
that you are expected to comply with the “prudent traveler” rule. If you
rent a house or apartment for the duration of your medevac, rent paid
should be commensurate with market prices, and your lease or other rental
agreement should not be structured for the purpose of taking advantage of
10
Your dependent children may be authorized to travel with you if they are incapable of caring for themselves during your medevac,
provided no suitable arrangement can be made at the post. In these instances, the principal officer or his/her representative shall verify
that the conditions are met and the travel is in the best interests of the U.S. government. In such cases, the family member(s) should be
included on your travel orders and will be eligible for (reduced) per diem
11
16 FAM 316.2 (Family Members). 16 FAM 300 (Medical Travel)
12
16 FAM 315.2 (Travel for Obstetrical Care). 16 FAM 300 (Medical Travel)
13
16 FAM 315.2
New Parent Guide – June 2023 | Page 39 of 137
the maximum per diem rate. Your voucher could be denied if you spend full
per diem on a rental property that would lease for much less than per diem.
Per diem is also authorized for the necessary travel time from post to the
medevac site and for travel time back to post following medical clearance.
Per Diem duration: The Department of State’s Bureau of Medical Services
typically authorizes a total of up to 90 days of per diem for the combined
period before and after delivery (up to 45 days before the expected date of
delivery and up to 45 days after the delivery) to a birth parent for a medevac
to the United States or elsewhere. These timelines are based on airline
regulations about when a patient may fly, plus allowing for required
newborn and post-partum care prior to returning to post. Airlines typically
restrict women from flying in the last six weeks of pregnancy, which is why
the birth parent must depart 45 days before the due date. Employees who
wish to conserve leave during those 45 days are encouraged to work with
their supervisor on potential telework options (see 3 FAH-3 H-117.2), or may
elect to deliver in the Washington, D.C. area and find a “bridge” assignment
for that period. Bureaus and supervisors are encouraged to support
alternate work and telework arrangements whenever possible. OB Medevac
per diem generally ends 45 days after the birth, unless there is a
documented medical complication in either the mother or the newborn. 45
days of per diem generally allows for required medical follow-up and for
securing medical clearances for both the mom and the newborn,
independent of the decision to take Parental Leave.
New Parent Guide – June 2023 | Page 40 of 137
If you are hospitalized for delivery, you will be authorized lodging only (no
MI&E) not to exceed 2 days for a non-surgical delivery and not to exceed 3
days for a surgical delivery.
If medical complications require you to be away from post longer than 90
days, MED may authorize up to an additional 90 days of per diem (180 total)
based on documentation of the relevant medical condition. If you deliver
after your expected due date, and so have spent more than the anticipated
45 days on per diem before the birth, MED/Foreign Programs (MED/FP) will
authorize additional pre-delivery days of per diem when authorizing your
return to post at the end of the medevac.
14
Employees sometimes ask if there is any connection between OB Medevac
per diem and their paid parental leave. There is not: they do not affect
each other in any way and there is no connection between leave status and
OB Medevac status. Because OB Medevac per diem covers up to 45 days
after delivery, it could possibly overlap with certain days of paid parental
leave, but these two entitlements are separate. For example, employees on
OB Medevac may also use sick leave to recover from childbirth, or use
annual leave, or leave without pay while in Medevac status and receiving
per diem.
14
16 FAM 317.1(c) (Per Diem for Medical Evacuation, Complicated obstetrical care
New Parent Guide – June 2023 | Page 41 of 137
Per diem for newborns is authorized at one-half (50 percent) of the
applicable local rate, excluding periods of hospitalization.
15
You may apply at post or in Washington, D.C. for a travel advance
16
(up to
80 percent of estimated costs for up to 45 days, after which you may
reapply) to cover your initial expenses. Please see section 2.2 for more
details. Note that if your baby arrives early, you will not be eligible for the
full 90 days of per diem and will have to pay back the appropriate portion of
your travel advance when you file your travel voucher.
Per diem will not be extended because of delays in obtaining a birth
certificate, passport, visa or other official document for the newborn.
Per diem is not authorized during home leave.
17
Home leave, transfer,
curtailment, authorized voluntary evacuation or ordered mandatory
evacuation orders supersede all other official travel (including medevac) and
travel must occur on such orders.
In the rare instance that your post goes on authorized or ordered departure
while you are on medevac orders, you would remain on medevac orders
until the orders expire. Following that, you would receive a Subsistence
Expense Allowance or another appropriate allowance according to the
circumstances.
15
16 FAM 317.2 (Per Diem for Newborns)
16
4 FAH-3 H-460 TRAVEL AND TRAVEL ADVANCES
17
16 FAM 317.4b (Per Diem in Conjunction With Other Travel
New Parent Guide – June 2023 | Page 42 of 137
Note: Pregnancy and Delivery while at FSI: If you have onward orders for an overseas
assignment while in training at FSI, you may qualify for medical per diem once you
provide a copy of your TM4 and a medical report from your obstetrician to
MED/CP/FP. During the medical per diem period, you must be on approved leave
status and removed from FSI per diem.
1.5.2. Continuation of Per Diem While in Training at FSI
Employees who experience a birth, placement of a child for adoption/foster
care, serious health condition, or other FMLA events while in long-term
training at FSI and who invoke paid parental leave under FMLA will continue
to receive per diem during the FMLA period not to exceed 12 weeks. The 14
FAM 574.5.2 has been amended to reflect the new policy which became
effective November 19, 2020. Contact your Assignment Officer in CDA to
ensure the per diem is included in your orders.
1.5.3. Accompanying Minor Children
Family members incapable of caring for themselves if they remained at post
may be authorized to travel with you and should be included in medevac
travel orders. EFMs incapable of self-support (as defined in 14 FAM 511.3,
and including children) who are listed on the employee’s post assignment
travel orders, may now travel on a birth parent’s medical travel orders even
if those EFMs travel at a different time than the birth parent (“non-
concurrent travel”). All accompanying children under age 12 are authorized
for 50 percent of the adult per diem. Children 12 years old and older are
allowed up to 75 percent of your applicable per diem rate. One child will
New Parent Guide – June 2023 | Page 43 of 137
receive 100% lodging for days subject is hospitalized that exceed the 2 days
for non-surgical delivery or 3 days for surgical delivery.
1.5.4. New Child EVT (Travel of non-birth parent)
The New Child EVT travel benefit outlined in 3 FAM 3746.6 is available based
upon the below situations:
1. A non-birth parent travels on New Child EVT orders to join a birth
parent who recently departed post on OB Medevac travel orders;
2. A non-birth parent and birth parent are in different locations, and the
birth parent is not on OB medevac travel orders. (e.g., the non-birth
parent is at an unaccompanied post and the birth parent is residing in
the United States). The non-birth parent travels on New Child EVT
orders to join the birth parent.
3. A non-birth parent and a new child are in different locations. The non-
birth parent will travel to receive and welcome a new child into the
family, through adoption, fostering, or surrogacy.
Like other categories of EVT, per diem is not authorized. For more
information, review 3 FAM 3740 or contact
EmergencyVisitatio[email protected].
Living Quarters Allowance (LQA)
New Parent Guide – June 2023 | Page 44 of 137
If you take LWOP for more than 30 days at one time, whether at post or
away from post, you will not receive LQA while in LWOP status.
18
In this
case, allowances will be suspended from the first day of LWOP. You may
need to think creatively about your leave structure to protect your LQA.
Note: at posts with Government-issued housing, it is not Department of
State policy to turn a new mother out of housing when she is on LWOP.
1.5.5. Danger Pay
Danger Pay terminates with close of business the day you depart post for
any reason (including medevac) for a post or country/area not designated
for the danger pay allowance.
1.5.6. Post Hardship Differential
Post Hardship Differential will continue for up to 42 days after your
departure from post for another post or country/area not designated for
hardship differential, provided a family member remains at post during that
time. Without a family member remaining at post, your hardship
differential stops at close of business on the date of departure from post,
and resumes starting with the date you return to post.
19
Should you go into
LWOP (non-pay) status, your post differential will be suspended for the
duration of that status.
18
DSSR 132.2b(2)
19
DSSR on Hardship Differentials
New Parent Guide – June 2023 | Page 45 of 137
1.5.7. Service Need Differential (SND)
The Payroll Service Center in Charleston calculates and disburses Service
Need Differential (SND) payments on an annual basis. Calculations will be
pro-rated based on reported absences from post of more than 30 calendar
days. Absences from post of 30 days or fewer will not impact SND
payments. After the allowed 30 days, time away from post will be deducted
from the annual lump sum payment on a pro-rated basis.
1.5.8. Cost of Living Allowance (COLA) Allowance
If you are in pay-status, COLA will continue for the first 30 days of your
absence from post on medevac orders. If you have no other family
members remaining at post, COLA will terminate on the 31
st
day, then
recommence on the date you return to post. If you have other family
members remaining at post, the family size will reduce by one member for
payment of COLA starting from the 31
st
day. Note, however, if you are in
non-pay (LWOP) status for 14 calendar days or less at any one time, COLA
will continue for the first 30-day period uninterrupted; for LWOP periods
longer than 14 calendar days, COLA is suspended for you and your family
members as of the day you enter non-pay status.
1.5.9. Language Incentive Pay (LIP)
When you are away from post for continuous periods of 30 calendar days or
less, including temporary duty travel, medical evacuation or combinations of
annual leave, sick leave, and Leave Without Pay, Language incentive pay is
not affected. Language incentive pay stops on the 31
st
day away from post
New Parent Guide – June 2023 | Page 46 of 137
and resumes on the date you return to post. Post must notify the payroll
servicing office via cable of the above.
20
1.5.10. Education Allowance
Education allowances continue to be paid out even if you take your children
with you on your medevac.
1.5.11. Holidays
If you are on a paid leave status immediately preceding or following a U.S.
holiday you do not have to use your own leave during such holiday. If you
are on an unpaid leave status (LWOP) you are not authorized paid U.S.
holidays. Employees who travel on government-funded travel (this includes
a medevac) are not authorized local holidays once they leave the country of
assignment, so you will have to use your leave during local holidays at your
post of assignment while on a medevac.
21
1.5.12. Federal Employees Health Benefits Program (FEHB)
Enrollment in a Federal Employees Health Benefits Plan continues for no
more than 365 calendar days when you are in a non-pay status. Your HR
Service Provider, Bureau HR, or Post HR must provide you with a DS-5112,
Employee Statement Concerning FEHB Coverage During Nonpay Status and
a SF-2809, Health Benefits Election Form when your LWOP is approved
which allows you to make an informed decision to elect or terminate your
20 3 FAM 3914, Language Incentive Pay NOTE 3.
21
3 FAH-1 H-3462 (Local Holidays)
New Parent Guide – June 2023 | Page 47 of 137
FEHB coverage. If you choose to continue the FEHB enrollment, you are
responsible for paying the employee share of the premium or incur a debt.
If you elect to terminate your FEHB enrollment, it will terminate retroactive
to the end of the pay period in which premiums were withheld from your
salary. You must respond within 31 days (45 days for employees residing
overseas) of receipt of the DS-5112 and the SF-2809, if applicable or your
FEHB enrollment will automatically terminate.
1.5.13. Layette Shipment/UAB Shipment
22
A layette shipment is a separate airfreight allowance of up to 250 pounds
gross weight for a newborn child or an adopted child of less than five years
of age who is an eligible family member of an employee assigned to post
(and who has arrived at post). Items shipped in a layette must be directly
related to the care and feeding of a child. For example: crib, playpen, infant
car seat, highchair, commercial baby food, formula, cloth or disposable
diapers, baby clothing, crib or receiving blankets, crib bedding, and similar
items. Layette items may not include adult-size furniture, or foodstuffs
other than those specifically intended for consumption by an infant.
You are eligible for a layette shipment only when appropriate child
equipment is not available at post. Post has to certify that suitable layettes
are not available locally. Coordinate with your GTMO at post to request via
cable to your GTM/EX HR Technician in the GTM/EX/IDSD (the
22
14 FAM 613.4 (Shipment of a Layette
New Parent Guide – June 2023 | Page 48 of 137
International/Domestic Support Division) that your original travel orders be
amended to authorize a layette shipment (note: a layette shipment is not an
amendment to medevac orders).
Arrange for pack out and shipment of the layette shipments through the
Office of Transportation and Travel (A/LM/OPS/TTM).
Air shipment of the layette can start up to 120 days prior to an expected
birth and must occur no later than 60 days after the birth of the child.
1.5.14. The Pregnant Workers Fairness Act
The Pregnant Workers Fairness Act (PWFA) is a landmark civil rights law,
effective June 27, 2023, that requires certain employers, including the
Department of State, to provide reasonable accommodations to an
employee’s known limitations related to pregnancy, childbirth, or related
medical conditions. Examples of possible reasonable accommodations
include having flexible hours; receiving appropriately sized uniforms;
receiving additional break time to use the bathroom, eat, and rest; and
being excused from strenuous activities. Employers are required to provide
reasonable accommodations unless providing the accommodation will result
in an “undue hardship.” An undue hardship is significant difficulty for the
employer, including those accommodations that would be extensive,
substantial, or disruptive, or those that would fundamentally alter the
nature or operation of the business. Please note that this is different than
reasonable accommodations for disability. Pregnancy itself is not a
disability, though some medical conditions related to pregnancy do meet
New Parent Guide – June 2023 | Page 49 of 137
the definition of a disability. As such, many pregnant employees previously
were not entitled to a reasonable accommodation. In contrast, PWFA-
related reasonable accommodations are available to all qualified employees
who are experiencing pregnancy, childbirth, or a related medical condition,
whether or not the medical condition meets the legal definition of a
disability.
Employees should submit requests for a PWFA-related reasonable
accommodation to GTM/OAA via GTM Next. At the GTM Next homepage,
select Service Catalog at the top left of the page. A new page will open. In
the left navigation menu, select Accessibility & Accommodations. Then
select PWFA-related Reasonable Accommodation Request. Anyone unable
to access the GTM Next Employee Portal for PWFA-related reasonable
accommodation requests should contact GTM/OAA at [email protected].
When an employee decides to request a PWFA-related reasonable
accommodation, they must notify their employer (e.g., a supervisor or
GTM/OAA) that they need a modification at work based on a limitation
related to pregnancy, childbirth, or a related medical condition. Employees
may submit requests in writing or verbally but must provide a written
confirmation of verbal requests. Employees do not need to provide any
medical information to their supervisor as any necessary medical
documentation will be requested by GTM/OAA.
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2. Before You Leave Post
By the 28
th
week of your pregnancy, if not sooner, you should know where
you will deliver your baby. It is time to obtain your travel orders and fund cite
(as noted earlier, some posts may prefer to take these steps earlier). While
you cannot start your travel until medevac and fund cite telegrams have been
issued, reservations can be made beforehand. The ticket must be issued with
an open return. You may depart post up to 45 days before the expected
delivery date. Medical considerations, however, may dictate an earlier
departure from post.
2.1. Travel Orders and Fund Cite
No later than the 30
th
week of your pregnancy (no later than 4 weeks prior
to the estimated departure date): Contact your health unit staff, RMO, or
Foreign Service Medical Provider (FSMP) to obtain travel orders and fund
cite (the fund cite helps pay for your travel to and per diem at the medevac
location). Post is required to send a telegram to MED Foreign Programs
(MED/FP) requesting authorization for the medevac. In addition to sending
that cable, the health unit will also send a Referral Letter via email to
MED/FP.
Note: If you are delivering at an overseas location other than your post of assignment,
your post must alert the RMO at the medevac location (who should have already
accepted you as a patient to his or her region) of the planned medical evacuation.
Both the cable and the referral letter will include pertinent medical
information related to your case, including:
New Parent Guide – June 2023 | Page 51 of 137
• Date of your Last Menstrual Period (LMP)
• Due Date or Estimated Date of Delivery (EDC; you may need to provide
the date of your first ultrasound to help support this date)
• Medevac Destination (city, state/country)
• Contact phone number, email
• Name and phone number of the attending obstetrician
• Name of hospital and city where delivery is expected
• Health insurance plan with enrollment code and ID number
• Date of departure from post
• Children accompanying on medevac (names, dates of birth)
• Eligibility for home leave or Permanent Change of Station (PCS)
transfer orders
MED will reply to the request cable with:
1. A MED CHANNEL telegram authorizing the medevac. Medevac
authorization telegrams contain other important instructions on
administrative matters. Employees are urged to review these cables
carefully and to seek clarification promptly when they have questions.
2. A MED CHANNEL telegram (funding cable) providing a fund cite for
medical travel for State employees or their family members. The
telegram and fund cite will be shared with appropriate staff in the
financial management office. The telegram contains information
New Parent Guide – June 2023 | Page 52 of 137
about how much money has been obligated for your medical travel
and per diem, guidance on how to submit claims for reimbursement,
recovering medical insurance benefits, and consequences of failure to
comply.
23
2.2. Travel Advance
Before leaving for your medevac, you can apply for an advance of per diem
through your post’s Financial Management Office (FMO) using a copy of
your fiscal data cable (the funding cable) issued by MED/FP. You may also
apply for an advance upon your arrival in Washington, D.C. If you travel on
medevac to any location other than Washington, D.C., including an overseas
medevac location, you will not be able to apply for an advance once you
depart post.
Birth parent and dependent minor children are eligible for travel advance of
80 percent of per diem, transferred electronically to the employee’s
account. The total amount advanced may not exceed 80 percent of the
estimated expenses for more than 45 calendar days of travel status.
24
2.3. Approximately 2 Weeks Prior to Departure
If you are delivering at an overseas location, schedule a meeting with the
medevac post’s health unit and, if appropriate, with the RSO (especially if
you plan to work on a TDY while at your medevac location). Schedule an
23
4 FAM 445.6 (Recovering Medical Insurance Benefits– Post Collection and Remittance
24
4 FAH-3 H-463.1-4 (Travel and Travel Advances)
New Parent Guide – June 2023 | Page 53 of 137
appointment with your receiving obstetrician/hospital where you plan to
deliver. Inquire whether there are any specific requirements for issuing a
local birth certificate.
2.4. Approximately 1 Week Prior to Departure
You must obtain a letter from your doctor or the health unit for the airline
certifying that you are medically fit for travel by commercial airline.
3. Travel/Arrival at Your Medevac Location
Post should issue you (and your minor children if applicable) unrestricted
ticket/tickets with open return.
While MED will send some of the following documents to you after you arrive
at medevac point, it is a good idea to travel with your own copies:
• Name and contact information of your GTM/EX HR Technician.
o Medical records pertaining to the pregnancy, in English, including
test results and prenatal care.
• Health insurance information (after birth, don’t forget to add your
newborn to your health insurance policy!)
• If delivering at an overseas location, it is a good idea to also include:
o Blank Form OF-126 (Foreign Service Residence and Dependency
Report).
New Parent Guide – June 2023 | Page 54 of 137
o Blank Form DS-11 (Application for U.S. Passport – the same for both
the diplomatic and regular passport).
o Blank Form DS-2029 (Application for a Consular Report of Birth of a
U.S. Citizen Abroad).
o Letter of Authorization for Medical Services (3067) issued by post.
o Contact information for the American Citizen Services (ACS) unit
chief at the Consular Section at your medevac location.
o Blank Form DS-3053 if both parents will not be together with the
baby at the time they apply for passport(s) on the baby’s behalf.
3.1. Immediately After Arrival
After arrival at your authorized medevac location, birth parent must
immediately contact the OB Medevac Coordinator at 202.663.1662 or email
3.2. Supplemental Voucher
Thirty or Forty-Five (30 or 45) days after arrival: If you applied for travel
advance for the full first 45 calendar days, you may submit a supplemental
voucher (Form OF-261, Travel Advance Application, Voucher, and Account)
after the first 45 days for the remaining 45 calendar days (if you applied for
New Parent Guide – June 2023 | Page 55 of 137
travel advance for less than 45 days, e.g. for 30 days, you may
submit a supplemental voucher after those days have passed).
25
4. Baby Is Here!
Congratulations on the arrival of your bundle of joy!! Now, while you are
recovering and taking care of your baby, there are several things you will also
have to take care of before you can return to your post.
4.1. Immediately After birth
Contact the OB Medevac Coordinator at 202.663.1662 or email
[email protected] to provide information on the birth of your
child to begin the medical clearance process.
4.2. Documentation Needed before Returning to Post
4.2.1. Birth Certificate
You must obtain an official birth certificate issued by the hospital, or a local
government entity. Hospitals typically start the paperwork for the birth
certificate, but be sure you verify with the hospital that they have
requested expedited issuance of your child’s birth certificate. If the
hospital cannot initiate the process to expedite issuance, they should be
able to tell you which office in the local government to contact. For
example, in the Commonwealth of Virginia, you may now apply for the birth
certificate at the DMV.
25
4 FAH-3 H-463.1-4 (Travel and Travel Advances)
New Parent Guide – June 2023 | Page 56 of 137
If your baby’s birth certificate is entirely in a foreign language, you must
obtain an English translation. GTM/EX/IDSD will NOT add your baby to your
travel profile based on a foreign language birth certificate. English
translations are also often required by health providers when adding new
dependents on to FEHB policies. English translations should be prepared by
third parties and notarized by the ACS Unit of post’s Consular Section.
NOTE: GTM/EX/IDSD will accept a Consular Report of Birth Abroad (CRBA).
See 4.2.2 below
Try to obtain at least two copies of the birth certificate, as one will have to
be submitted with your baby’s passport application and you will need
another copy for yourself.
For Domestic Delivery: Once you have the birth certificate, apply
immediately for the child’s diplomatic passport. Please visit
travel.state.gov/sia for guidance on applying for a diplomatic passport. The
website is only accessible from a government workstation or virtual access.
If you are unable to access the site, email CA-PPT-SIA-
PASSPORTS@state.gov.
Once you have the birth certificate, apply immediately for the child’s
diplomatic passport at a passport application acceptance facility near you
(e.g., Passport Agency, certain post offices, Special Issuance Agency in D.C.,
etc.).
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For Overseas Delivery: Once you have the birth certificate, apply
immediately for a Consular Report of Birth Abroad of a U.S. citizen (CRBA) to
begin the process of adding your new baby as a dependent. (See 4.2.2 for
further details.)
4.2.2. Consular Report of Birth Abroad (CRBA)
In addition to the birth certificate, if your baby is born abroad, you should
seek a CRBA. The CRBA is not a birth certificate; rather, it is the U.S. record
of the birth abroad of a U.S. citizen. Under U.S. law, the CRBA is proof of
U.S. citizenship. It is issued by the U.S. Embassy or Consulate where the
baby was born. Note: In many countries, the ACS Unit has an appointment
system for taking CRBA applications. Check with the ACS Unit at the
applicable post about its scheduling requirements BEFORE the child is born.
More information about the CRBA process is available at:
HTTPS://FAM.A.STATE.SBU/FAM/08FAM/08FAMTL0072.DOCX
4.2.3. Adding the new baby as a dependent
You must add your newborn as a dependent before you can apply for the
new baby’s passport. To do this, submit Form OF-126 (Foreign Service
Residence and Dependency Report), along with either a birth certificate
(translated into English, if applicable) OR the Consular Report of Birth
Abroad to your HR Technician in GTM/EX/IDSD through one of the following
methods:
If you have OpenNet access, go to “GEMS Self-Service” via GTM Online/GTM
Portal, click the OF-126 link and either “Submit a New Form” (if you have
New Parent Guide – June 2023 | Page 58 of 137
never submitted an on-line OF-126) or click “View Previous” to make
changes to a previously submitted on-line OF-126.
If you don’t have OpenNet access, you can submit a paper copy of Form OF-
126 and fax it to (GTM/EX/IDSD ((202)-453-8265) or email a scanned copy to
the GTM/EX HR Technician collective GTM-EX-[email protected]). You should
also email a copy directly to your specific HR Technician in case he or she
doesn’t receive it via the collective address).
4.2.4. Baby’s Passport
Your baby must have the same type of passport (diplomatic or official) as
the employee.
Note: Additional per diem will not be authorized due to delays in passport processing.
However, the processing of diplomatic passport applications from overseas is usually
expedited.
The electronic Request for Passport Services (eRPS): After your GTM/EX
Assignment Technician has received a copy of the birth certificate or CRBA
along with your updated OF-126, your travel profile will be amended in
GEMs. The Technician will then generate the eRPS, approximately a two-
day process, and will email it (or, if you prefer, will fax it) to you for
submission with the application for an official or diplomatic passport. You
must follow up with your GTM/EX Assignment Technician to ensure
prompt receipt of the eRPS. It helps to keep in daily contact to make sure
this time-sensitive request is processed quickly. Be persistent, but please
remember that Assignment Techs have thousands of clients.
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Don’t wait to receive your baby’s social security number before applying for
the passport. The passport application can be submitted without a social
security number. Parents may submit an affidavit with the passport
application stating that the baby has not yet been issued a social security
number.
Complete your baby’s passport application package and submit it following
the guidance at travel.state.gov/sia. The website is only accessible from a
government workstation or virtual access. If you are unable to access the
site, email CA-PPT-SIA-PASS[email protected]. The baby and both parents
must be present when applying for a passport. If both parents are not able
to be present, then the absent parent must submit notarized, written
consent on the Form DS-3053 Passport Parental Consent, with a copy of the
absent parent’s identification (front and back) giving permission to the
parent who is present to apply for the child.
Note: If you submit the application at a non-Department of State passport application
acceptance facility, the facility ill charge a fee. You may voucher this expense upon
return to post with a proper receipt.
4.2.5. Baby’s Visa
If you deliver in the United States, you may need to get a visa for your
infant prior to returning to post. Once you receive your child’s diplomatic
passport, sign it and follow the guidance on applying for a visa on
travel.state.gov/sia. The website is only accessible from a government
workstation or virtual access. If you are unable to access the site, email CA-
PPT-SIA-VISA-[email protected].
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If you deliver overseas and your baby was born in your country of
assignment, you should work through Post’s Management Section to
determine how to obtain the proper host country visa/residency permit.
If the baby was born in a third country, the Management Section in your
country of assignment should consult with the Management Section in the
country of birth to determine if the country of assignment will require the
child to have a visa, and if the required visa can be obtained in the birth
country.
If a visa is required, but cannot be obtained overseas, you should follow the
guidance on visa applications for babies born in the United States (above).
4.2.6. Medical Clearances (4 weeks after birth)
MED cannot medically clear the baby of a State Department employee until
the GTM/EX HR Technician receives a new Form OF-126 (Foreign Service
Residence and Dependency Report) and enters the infant into the system.
This enrolls the new baby as an eligible family member (EFM) in the State
Department Medical Program.
A medical clearance may be granted after your obstetrician and the baby’s
pediatrician provide MED/FP (telephone: 202-663-1662) with necessary
medical information to accomplish the clearance action.
The pediatrician must fully complete Form DS-1622, Medical History and
Examination for Foreign Service for Children Under 11 Years. This must be
done when your baby is a minimum of four weeks of age. The appointment
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should be scheduled as close as possible to your baby’s four-week birthday,
but not before. Your obstetrician must complete the ACOG postpartum
form. This is the American College of Obstetrics and Gynecology
postpartum (post-delivery) exam form to be completed by the provider 4-6
weeks after delivery.
This is typically done at the birth parent’s 4 to 6-week post-partum check-
up, but your obstetrician will determine when you should have this
appointment.
The completed forms must be faxed to MED/FP at 202-663-3247, or they
can be emailed to MedF[email protected] (flagged for OB
Medevac Coordinators). Once your baby is medically cleared, MED/FP will
notify your GTM/EX HR Technician, who can then amend your travel orders
to include your baby.
If you do not have access to OpenNet, you may contact your GTM/EX HR
Technician, provide the Technician with a personal email address, and a
copy of the travel authorization will be sent to you.
There may be circumstances in which your medical clearance changes after
childbirth. Make sure to keep your post Management Officer informed if
you anticipate a clearance change and remember that you may not travel
back to post until your clearance is reinstated.
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4.2.7. Airline Tickets for Travel Back to Post
Your baby may not travel as a lap child. Each child requires an airline ticket
to return to post unless you are assigned less than 50 miles from your
medevac location (e.g., in Tijuana, and your baby was born in San Diego,
which is 25 miles away; or in Bratislava, and your baby was born in Vienna,
which is 42 miles away). Travel back to post is authorized for your baby on
your amended PCS orders (the baby does not travel on medevac orders).
Your travel back to post (and that of dependent children included on the
original medevac) is authorized by MED/FP after receipt of the delivery
medical report summary and an ACOG Postnatal Form. This form is
normally completed by the delivering physician.
Travel to post may take place only after medical clearances have been
issued by MED Foreign Programs and after the GTM/EX HR Technician has
provided you a copy of the amended PCS travel orders.
You must send a copy of the amended travel orders to the Travel
Management Center (TMC), CWT/SATO Travel via email at
DOST[email protected] to receive airline tickets. You may then call the
Travel Management Center (TMC) (1-866-654-5593) in the Harry S Truman
Building (HST) for reservations for yourself and your baby. The TMC will
notify you via your email on record when the airline tickets are electronically
issued. Be aware that many airlines require that the infant be on the same
reservation as an accompanying adult.
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MED will not clear infants to return to post before 4 weeks after the birth
and strongly recommends air travel be postponed until 6 weeks of age.
4.2.8. Adding Baby to Your Health Benefits (within 60 days after
birth)
SF-2809 Health Benefits Registration Form: If you already have ‘Self and
Family’ coverage, you do not need to complete a new Health Benefits
Election Form (SF 2809). You must contact your health plan directly to
inform them of the new family member. If you have a Self Plus One
enrollment the addition of a new eligible family member does not allow you
to switch your covered family member.
You may increase enrollment to Self and Family in order to cover all of your
eligible family members. If you have ‘Self’ only coverage or Self Plus One
coverage you must submit Health Benefits Election Form (SF 2809) to GTM
to change from ‘Self’ or Self Plus One to ‘Self and Family’ between 31 days
prior through 60 days after the birth together with proof such as a birth
certificate. If the birth certificate is entirely in a foreign language, an official
translation into English will be required. Please note the filing deadline. If
an SF-2809 is not submitted on time, you have to wait until the next Federal
Benefits Open Season to make the change.
4.2.9. Breastmilk Shipment Reimbursement
In order to get the breastmilk shipment reimbursement included on your
PCS travel order back to post with your newborn, employees should email
Permanent Change of Station (PCS) Customer Support at GTM-EX-
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[email protected] to request an amendment to your PCS orders. Expenses
covered include commercial shipping fees, excess baggage, disposable
storage bags, recyclable and/or non-durable containers, cold shipping
packages, refrigeration, and transport, up to $1,000 (when authorized in
advance of travel). Authorization will be granted on the employee’s
amended PCS orders as a new family member similar to a layette shipment
authorization; it will not be added to the OB Medevac E2 travel
authorization. Travelers are ultimately responsible for arranging for the
transport of breast milk and for handling all related logistics, including the
receipt at the destination and proper storage.
4.2.10. Lactation Rooms and Support
If you have time, you may want to familiarize yourself with the location of
your lactation facilities at your post of assignment or domestic facility prior
to departure on medevac. This knowledge will help ease your transition
upon your return to the workplace.
Per the Department of State’s Lactation Policy, the Department of State
supports the practice of providing nursing mothers with a reasonable
amount of time to express breast milk for the employee’s nursing child after
the child’s birth each time such an employee has the need to express milk.
Supervisors should make every effort to accommodate these breaks in
accordance with this policy. Employees should also be provided with a
place, other than a bathroom, that is shielded from view and free from
intrusion from coworkers and the public that may be used to express breast
milk.
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Many employees do not have a personal office to use and will require a
dedicated space for lactation purposes. If your post does not have a
lactation room, prior to your medevac you may wish to work with the
GTMO, GSO, or Management Office to identify and establish a room that
meets lactation room requirements. On the GTM/ER/WLD Lactation Policy
SharePoint Site there is a listing of Overseas Lactation rooms. Each room
has a listed POC and how to reserve the room. If there is no dedicated room
at post, your management is required by law to work with you to find an
appropriate space and allow you time to pump during the workday.
GTM/ER/WLD’s SharePoint site also has information on how to begin the
process of requesting a lactation space and who to contact in OBO.
Domestically, there are lactation rooms in most of the national capital
region state annex buildings. The Domestic Lactation Room listing can be
found on the Lactation Policy SharePoint Site. Domestic rooms require
reservations through the reservation application RESERVIT. There is a
tutorial on the Lactation Policy site. ReserveIT can be accessed through
MyData.
Your health insurance may cover lactation assistance through use of
certified lactation consultants, at least during the time you remain in the
United States after childbirth for those delivering in the United States.
There are many great resources to assist you physically or emotionally if you
feel challenged by nursing in any regard. In Washington, these include a
monthly breastfeeding peer support group at HST, resources (e.g., shared
hospital grade pump, starter kits, lending library, etc.) available in some
New Parent Guide – June 2023 | Page 66 of 137
lactation rooms. The WorkLife4You program can provide you with referrals
to a network of providers across the United States for lactation consultants
and breastfeeding classes.
5. Back At Post
5.1. Travel Vouchers
• You must keep track of your travel voucher expenses.
• Receipts are required without exception for lodging, and for all
allowable cash expenditures in excess of 75 U.S. Dollars.
• Receipts for lodging should be broken down in 30-day increments.
Discuss with your FMO at post how to submit a voucher and what
documentation is required (lease agreement, monthly bills, etc.).
Make sure you plan ahead as you likely will not see reimbursement
right away.
• Your medevac travel orders will authorize taxi service in connection
with travel to/from medical appointments.
• Vouchers must be completed and submitted within seven workdays
following completion of travel. Completed vouchers should be
submitted to the section that handles travel vouchers (generally
the FMO). Consult with MED if you want to submit an interim
voucher after the first 30 days.
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• Within 10 workdays of receipt of the completed travel voucher,
post is requested to report to MED/EX the dollar amount of
transportation, per diem, taxi, and miscellaneous expenses claimed
on the voucher.
5.2. Adding Your Baby to Your Post’s Benefits/Beneficiary
Forms/Tax Withholdings
Once your new baby arrives at post, you should complete the SF-1190.
Allowances form and submit to your HR office to ensure your post allowance
is adjusted appropriately.
As childbirth is a qualifying life event, you may also change your designation
of beneficiary forms:
• SF-2823 FEGLI Designation of Beneficiary
• SF-5002 Designation of Beneficiary – Foreign Service Retirement
System
• TSP-3 Designation of Beneficiary for THRIFT Savings Plan
• SF-1152 Designation of Beneficiary for Unpaid Compensation (Salary
or Leave)
If you decide to complete or update any of the designation of beneficiary
forms, submit the completed form(s) to the GTMO, who will forward them
to the State Department. These forms are available at the MyData portal for
forms or at http://www.opm.gov/forms
New Parent Guide – June 2023 | Page 69 of 137
APPENDIX I: Who Do I Contact When…
I learn I am pregnant (at post):
Notify your post Health Unit (HU) or Regional Medical Officer (RMO), enabling
early counseling and arrangements for prenatal care overseas. You may also want
to talk to your supervisor early on to approve your leave and provide enough time
to find a TDY, if appropriate.
My assignment or training schedule may be affected by childbirth:
Contact your CDO.
I need a reasonable accommodation:
A pregnant employee may be entitled to a reasonable accommodation under
some circumstances. Contact the Disabilities and Reasonable Accommodations
Division (GTM/ER/DRAD) at (202) 261-8163 or
ReasonableAccommodations@state.gov.
I have questions regarding Shared Leave (VLTP and VLBP):
Email VLB-[email protected]ov.
I have questions regarding per diem during medevac (lodging, M&IEs):
Contact your post Finance Office (FMO). After your post Health Unit determines
your travel dates (based on your due date), your FMO should be able to help you
calculate your per diem.
I need to organize my travel (book tickets, lodging, etc.):
New Parent Guide – June 2023 | Page 70 of 137
Airline tickets: Once your medevac is approved by MED, contact your post’s FMO
or travel assistant to book your airline ticket.
Lodging: Unless you are delivering overseas at a medevac center (see below), you
will need to organize your own lodging. You may stay in a hotel or, if you would
prefer to rent a house or apartment, potential resources include AirBnB,
HomeAway, VRBO, or other online lodging search sites. If you choose to rent a
place, make an effort to negotiate a flexible lease with the owner (in case your per
diem ends sooner than originally anticipated), and make sure the total lease
amount fits within your authorized per diem amount and the rent paid does not
excessively exceed market value for the property.
If you will deliver your baby at an overseas medevac center, contact the medevac
center’s health unit which should connect you with someone at post responsible
for lodging during medevac.
I want to apply for a travel advance:
Contact your post’s FMO.
I arrive at my authorized medevac location:
Contact MED Foreign Programs (MED/FP) at 202-663-1662 or 1-888-878-3962, or
by email to MedForeignPrograms@state.gov.
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I need to send birth statistics to MED:
Contact MED Foreign Programs (MED/FP) at 202-663-1662 or 1-888-878-3962, or
by email to MedForeignPrograms@state.gov.
I need to add my newborn to my dependency report and my travel orders:
Contact your GTM/EX HR Technician. They are located in Room 4250, SA-3 (2121
Virginia Avenue, NW, Washington, DC 20037); phone: 202-663-0405; fax: 202-
My HR Technician does not respond to my requests to add my newborn to my
dependency report and my travel orders:
If you are in the Washington, D.C. area, a visit to your HR Tech’s office may help
expedite things if you have not received a response to emails or phone calls after
a couple of days. Check the Global Address List in Outlook to see where your
Tech’s office is located. If you are not in the D.C. area, daily phone or email
contact is recommended, politely highlighting the time-sensitive nature of your
request. Be pleasantly persistent, but please bear in mind that HR Techs have
thousands of clients. If you are within 10 days of travel and still have not received
the amended orders, contact the GTM/EX Deputy Director for assistance.
I need to apply for a passport for my newborn:
If you are in the United States, locate the closest Passport Agency or passport
application acceptance facility to your medevac location. If you are in the D.C.
area, you can hand-deliver the application to the Special Issuance Agency.
New Parent Guide – June 2023 | Page 72 of 137
If you are overseas, contact the consular section at the U.S. Embassy where your
child was born, specifically the American Citizen Services unit (ACS).
You will need to submit the application form; the no-fee passport letter (for
diplomatic and official passports, the letter is provided by MED after you notify
them of your arrival to medevac point); the DS-1604 (provided by HR Tech after
you add your infant to your dependency report); your infant’s birth certificate;
and a suitable photo. Both parents and the baby will need to appear in person
when submitting the application. If one parent cannot attend, a notarized form
DS-3053 will be required.
I want to arrange a layette shipment:
Work with your HRO or MO at post to send in a cable that certifies that suitable
layettes are not available locally. This cable should be submitted to your GTM/EX
HR Technician (GTM/EX/International Domestic Support Division) requesting that
your original travel orders be amended to authorize a layette shipment.
Arrange pack out and shipment through the office of transportation and travel
(A/LM/OPS/TTM): tel.: 202-663-0891/0892 or 800-424-2947; fax: 202-663-0967);
email: Transportati[email protected].
New Parent Guide – June 2023 | Page 73 of 137
I arrive back at post and need to submit my travel voucher:
Contact your FMO.
I have questions about reimbursement of my medical bills or a status of a
submitted bill:
Contact Medical Claims: tel. 202-663-1886; email: [email protected].
New Parent Guide – June 2023 | Page 74 of 137
APPENDIX 2: Timeline Cheat Sheet
• Early on in your pregnancy: Notify post health unit or Regional Medical
Officer (RMO).
• Before 18 weeks: Prenatal screening recommended between 10-23 weeks
and at 18-22 weeks gestation.
• 28 – 30 weeks: Obtain travel orders; travel fund cite; and copies of
authorizing cable and budget cable from post health unit.
• Travel Reservations: Reserve tickets, lodging (possible before you receive
your travel orders).
• Apply for Travel Advance.
• Obtain a Letter of Authorization for Medical Services (DS-3067) and a letter
from your doctor or health unit for the airline that certifies you are fit for
travel.
• Collect all necessary information and documents to take with you.
• Immediately after arrival at medevac point, telephone MED Foreign
Programs.
• 30 or 45 days after arrival: If you applied for travel advance at post, submit
a supplemental voucher through post.
New Parent Guide – June 2023 | Page 75 of 137
• Immediately after birth: Contact MED/FP to provide the baby’s birth stats.
This medical information will be used for comparison to the one month
physical exam, to assess the baby’s growth, and to issue medical clearance.
• Obtain Birth Certificate as soon as possible after birth.
• Add the new baby as a dependent as soon as possible after birth by
submitting Form OF-126 and either the hospital statement of birth or birth
certificate; send a copy of the updated OF-126 to MED/Medical Records.
• If you deliver your baby overseas, obtain Consular Report of Birth Abroad
(CRBA) at the local consulate section.
• Apply for passport domestically at SIA, Passport Agency, or other authorized
passport application acceptance facility; or overseas at the local U.S.
Consulate Section.
• Obtain visa for your newborn if necessary.
• 4 weeks after birth: Submit DS-1622 (medical clearance for your newborn) -
to MED Foreign Programs. MED/FP will notify your travel tech that your
newborn is medically cleared and to amend your travel orders and add your
newborn.
• 4 to 6 weeks after birth: Submit ACOG (postpartum exam form for you) to
MED/FP to reinstate your clearance
New Parent Guide – June 2023 | Page 76 of 137
• Send a copy of the amended travel orders to the Travel Management Center
(TMC) or post travel unit, CWT/SATO Travel via email at
[email protected] to acquire airline tickets.
• Within 7 days after return to post: File your Travel Vouchers with FMO.
New Parent Guide – June 2023 | Page 77 of 137
APPENDIX 3: Calculating Per Diem + Example
Your medevac fund cite cable authorizing your medical evacuation travel for
obstetrical care will state the maximum total amount (both lodging and M&IE) you
and your minor child/children are authorized to use during your medevac (note
that this amount may change based on the exact arrival date of your baby).
If you need to estimate your maximum per diem for your medevac before you
receive your authorization cable, you will need to find the current per diem rates
(both lodging and M&IE) in your medevac location. Note that CONUS lodging
rates may vary month to month. Per diem rates in the continental United States
(“CONUS Rates”), including Washington, D.C., are available online.
Once you know your maximum daily per diem rate in a given month, you can
calculate your maximum allowance for the 90-day period based on the number of
travelers (are you travelling alone or with a minor child or children?), the number
of days of medevac in a given month, days spent in a hospital (you generally do
not receive per diem while you and your newborn are hospitalized), and the exact
birthday of your newborn.
Example
Assume you are travelling with one minor child (who qualifies for 50 percent of an
adult rate); your new baby is born on March 5; you leave your current post on
January 21
st
and return on April 20
th
; and spend 3 days in a hospital (during which
only your minor child receives per diem). The maximum per diem rate is
calculated in the following way (remember to substitute the current rate figures):
New Parent Guide – June 2023 | Page 78 of 137
Month #
Persons
# Days Lodging
Rate Per
Day
Lodging
Per Day
Total
Lodging
M&IE
Rate Per
Day
M&IE Per
Day
Total
M&IE
Total Per
Diem
January
21-31
1.5 11 $177.0 $265.5 $2,920.5 $71.0 $106.50 $1,171.50
February
1-28
1.5 28 $177.0 $265.5 $7,434.0 $71.0 $106.50 $2,982.00
March
1-5
1.5 5 $229.0 $343.5 $1,717.5 $71.0 $106.50 $532.50
March
6-8
0.5 3 $229.0 $114.5 $343.5 $71.0 $35.50 $106.50
March
9-31
2 23 $229.0 $458.0 $10,534.0 $71.0 $142.00 $3,266.00
April 2 20 $229.0 $458.0 $9,618.0 $71.0 $142.00 $2,840.00
Total 90 $32,109.5 $10,898.5
0
$43,008.0
0
This means that if your baby arrives on March 5, you will be authorized to receive
per diem of $10,898.50 for M&IE without any receipts, and use up to $32,109.50
for lodging that will require receipts. If you sign a lease for a house or apartment
to use during the medevac period, cost of lodging should not excessively exceed
market rates for temporary rentals.
New Parent Guide – June 2023 | Page 79 of 137
APPENDIX 4: Quick List of Forms Relevant to
Obstetric Medevac
Form Number Form Name Where to Find/Who Issues
the Form
Purpose of Form
DS-3067 Letter of
Authorization for
Medical Services
MED will issue after you
notify them that you have
arrived in the U.S. for
medevac
Authorizes DOS to act as
secondary payer for
hospitalization-related
expenses
JF-55 Request and
Voucher for
Advance of Pay
myapps.servicenowservices
.com on the Department of
State intranet and/or your
FMO
This is the means by which
you can both request an
advance of per diem prior to
going on medevac and also
voucher expenses upon
return to post
OF-126 Foreign Service
Residence and
Dependency
Report
GEMS Self-Service or MED
also includes a copy in the
packet they send after your
arrival at medevac location
myapps.servicenowservices
.com
Adds newborn as a
dependent of Department of
State employee, must be
submitted before passport
application can be
submitted
DS-1640 Request for
Passport Services
GTM HR Tech issues this
after the OF-126 is
processed
myapps.servicenowservices
.com
Required for processing
official and diplomatic
passport applications, must
be submitted with that
application
DS-11 Passport
Application
Can be found on
travel.state.gov, or MED
includes a copy in the
packet they send after you
arrive at your medevac
location
Required to obtain infant’s
civilian and official passports
DS-3053 Statement of
Consent or
Can be found on
travel.state.gov, or MED
Required if both parents are
not able to personally
New Parent Guide – June 2023 | Page 80 of 137
Special
Circumstances:
Issuance of a
Passport to a
Minor under Age
16
includes a copy in the
packet they send after you
arrive at your medevac
location
appear when submitting
passport application. A copy
of the non-appearing
parent’s official ID will also
be needed.
DS-1622 Medical History
and Exam for
Foreign Service
for Children
under Age 11
MED includes a copy in the
packet they send after you
arrive at your medevac
location
Required to issue child’s
medical clearance. Your
newborn’s pediatrician will
fill this out at infant’s four-
week birthday. Child cannot
be added to travel orders
without valid, current
medical clearance.
ACOG post-
partum form
MED includes a copy in the
packet they send after you
arrive at your medevac
location
Required to reinstate birth
parent’s medical clearance.
OB completes form at final
post-partum exam, usually
4-6 weeks after birth (doctor
determines when this exam
should take place).
New Parent Guide – June 2023 | Page 82 of 137
Part Two: ADOPTION/SURROGACY and FOSTER
CARE GUIDE
Congratulations on the new addition to your family! This section of our New
Parent Guide is for all State Department Civil and Foreign Service
employees, domestic and overseas, considering or currently in the process
of adopting or fostering a child. This edition incorporates the paid parental
provisions under the Family Medical Leave Act (FMLA) which became
effective October 1, 2020 and replaces the previous Adoption Guide
published in September 2016 (3 FAM 3530 (FAMILY AND MEDICAL LEAVE
AND PAID PARENTAL LEAVE)).
Adoption is defined as: a legal process in which an individual becomes the
legal parent of another’s child. The source of an adopted child, e.g.,
whether from a licensed placement agency or otherwise – is not a factor in
determining eligibility for leave (3 FAM 3531.5).
Please note: for the purposes of this guidance document, employees
growing their families via surrogacy will be subject to the same processes,
entitlements, and requirements as adoption of a non-biological child. For
ease of reference, the term adoption is used throughout the Guide to refer
to growth of a family though surrogacy as well.
Foster care is defined as: providing 24-hour care for children in substitution
for, and away from, their parents or guardian. Such placement is made by
or with the agreement of the State or relevant authority as a result of a
New Parent Guide – June 2023 | Page 83 of 137
voluntary agreement by the parent or guardian that the child be removed
from the home, or pursuant to a judicial determination of the necessity for
foster care, and involved agreement between the State and foster family to
take the child. Although foster care may be with relatives of the child, State
action is involved in the removal of the child from parental custody. (3 FAM
3531.5)
This Guide endeavors to support you through your adoption and foster care
experience. It addresses topics such as types of leave available during and
after the adoption process, potential leave-saving options, adopting
overseas and steps to take once your child is home. It also offers links to
additional resources.
We hope this Guide helps you make informed decisions about the various
options available to you, as a State Department employee, when you grow
your family through adoption or foster care.
You’re Adopting/Fostering a Child - Congratulations!
As you begin your adoption or foster care journey, you will likely have a
number of questions: What types of leave are available to me and when
should I use them? How does the paid parental leave under FMLA work for
adoptive parents? Is it really true that I cannot use sick leave to bond with
my adopted child? What type of workplace flexibilities are available so I can
have more time to bond with my adopted child? How can I obtain a
New Parent Guide – June 2023 | Page 84 of 137
diplomatic passport for my adopted child? These questions, and more, will
be addressed in this Guide and/or in the noted resources.
A Few Key Definitions
For FMLA purposes, a “parent” means a biological parent or an individual
who stands or stood in loco parentis to a son or daughter. “Son or
daughter” is defined to mean a biological, adopted, or foster child, a step
child, a legal ward, or a child of a person standing in loco parentis where the
son or daughter is either under 18 years of age or incapable of self-care
because of a mental or physical disability. “In loco parentis” refers to the
situation of an individual who has day-to-day responsibility for the care and
financial support of a child and where a biological or legal relationship is not
necessary. If you will stand in loco parentis to a child, you are considered a
parent for FMLA purposes and are entitled to use FMLA leave to bond with
or care for the child, even if you are not the child’s biological parent.
New Parent Guide – June 2023 | Page 85 of 137
1.1. Leave and Other Options Available
26
1.1.1. Paid and Unpaid Parental Leave under the Family Medical
Leave Act (FMLA)
Effective October 1, 2020, State Department employees who are
eligible for FMLA are also eligible for paid parental leave under FMLA
for the birth of a child or adoption or foster care placement on or after
October 1, 2020. Please review 3 FAM 3530 carefully (revised in
September 2020) to incorporate the provisions of paid parental leave.
In short, there are now two kinds of FMLA: unpaid and paid.
The original unpaid Family Medical Leave Act (FMLA) still exists which
allows you to take up to 12 weeks of unpaid leave within a 12 calendar
month period for the birth, adoption, or foster care placement of your
son or daughter, the care of a family member who has a serious health
condition, or for your own serious health condition. Supervisors may
not refuse leave requests filed under FMLA, as long as proper medical
documentation is submitted.
Up to twelve weeks of unpaid FMLA leave may be used before the
date of placement in which the employee must be absent to engage in
26
For additional information, refer to the guidance in 3 FAM 3530 (Family and Medical Leave
Act of 1993); 3 FAM 3420 and 3 FAH-1 H-3420 (Sick Leave); 3 FAM 3410 and 3 FAH-1 H-3410
(Annual Leave); 3 FAM 3340 (Shared Voluntary Leave Programs); and 3 FAM 3510 and 3 FAH
3510 (Leave without Pay
New Parent Guide – June 2023 | Page 86 of 137
activities necessary to allow an anticipated adoption or a foster care
arrangement to proceed. These include: appointments with adoption
agencies, social workers and attorneys; court proceedings; required
travel; any periods of time during which an employee is ordered or
required by the adoption agency or the court to take time off from
work to care for the adopted child; and any other activities necessary
to allow the adoption to proceed.
(3 FAM 3423 a. 6 on Sick Leave).
The new paid parental leave provisions under FMLA allow employees
to “substitute” a maximum of 12 weeks of paid leave for unpaid for
adoptions and foster care placements. This benefit extends to both
parents who have adopted the child. Please note that if only one
parent adopts the child, the other parent who is not listed as the
legally adoptive parent is NOT entitled to paid parental leave.
Please be aware that you are eligible for a maximum of 12 weeks
paid/unpaid leave under FMLA within 12 calendar months. In other
words, if you invoke unpaid FMLA before final adoption/placement,
that period of time will be subtracted from your overall 12 week paid
entitlement (See examples below). Eligibility for paid parental leave
begins when final adoption agency documentation confirming the
placement and date of placement or adoptive placement agreement is
received. This is the required documentation needed when
New Parent Guide – June 2023 | Page 87 of 137
requesting paid parental leave. Paid parental leave cannot be
invoked until the child is placed into your care.
Surrogacy: Some employees may wish to grow their families through
surrogacy arrangements. An employee who does so would be entitled
to paid parental leave as a result of their acquiring legal rights over the
child (however that is accomplished in the relevant state). Therefore,
the process for requesting PPL for surrogacy would mirror that of
adoption. An employee who is the surrogate and surrenders the
child would not get paid parental leave because paid parental leave
is based upon the relationship and care of the child after birth.
Note: Paid parental leave expires either at the one-year anniversary of your
child’s legal adoption/foster care placement or one year after the first
invocation of FMLA – whichever comes first.
Here are examples of possible scenarios:
Example 1: Aisha and her husband are a State Department tandem
couple who adopted a child on October 31, 2020, and have the legal
documentation. Since they did not invoke a FMLA entitlement in the
last 12 months, both Aisha and her husband invoke FMLA on October
31 and are eligible for 12 weeks of paid parental leave.
Example 2: Emma did not have any accrued personal leave available
when going through the adoption process, so she elected to invoke
unpaid FMLA to cover absences to meet with adoption agency officials
New Parent Guide – June 2023 | Page 88 of 137
and lawyers before her daughter was placed into her care. She used 4
weeks of unpaid FMLA during that time. Once Emma’s daughter was
placed into her care, she requested to substitute paid parental leave
for the remaining 8 weeks of her FMLA entitlement; because she
already took 4 weeks of FMLA within the same 12 month period she is
not able to use a full 12 weeks of paid parental leave.
Example 3: Anita and her husband became foster care parents of a
special needs child. Anita’s entitlement to paid parental leave under
the FMLA began when the child was placed into her care; however,
Anita decided to first take 4 weeks of accrued sick leave to care for
her child’s medical needs. After 4 weeks of sick leave, Anita invoked
the FMLA and substituted 12 weeks of paid parental leave.
Example 4: George and his husband adopted a son on May 1, 2021.
In connection with the placement of his son, George invoked 12 weeks
of paid parental leave under FMLA, which he must use by April 30,
2022. On October 15, 2021, George and his husband adopted another
son. Since George used his 12 week maximum entitlement for the first
adoption, he is not eligible to invoke FMLA again until May 1, 2022 –
12 calendar months from the start of his first FMLA event. On May 1,
2022, George invokes FMLA for his second adoption and substitutes
12 weeks of paid parental leave. George’s entitlement to PPL in
connection with the second adoption ends on October 14, 2022 – one
year after his second adopted child was placed into his care.
New Parent Guide – June 2023 | Page 89 of 137
1.1.2. Applying for Paid Parental Leave
You must apply to receive paid parental leave. A thirty (30) day notice
is required whenever possible; otherwise notice is required as soon as
possible. You can start the process BEFORE adoption/placement
process – but PPL won’t begin until the actual day when the child
(adopted or foster) is physically placed into your care.
Required forms:
• Form DS-1923 to Invoke FMLA
• Form DS-5154 Work Obligation Agreement where you attest to
your intention to return to work at the State Department for 12
weeks at the conclusion of your paid parental leave period
• Form DS-5155 Request for Paid Parental Leave
Required Process:
• Complete and submit all three forms to your supervisor for
his/her review. Your supervisor will approve the DS-1923 and
the DS-5155.
• The DS-5154 Work Obligation Statement is not signed by your
supervisor, but is required as supporting documentation.
• Provide a copy of the legally binding adoption agency
documentation confirming the placement and date of placement
or the adoptive placement agreement. Documentation should
New Parent Guide – June 2023 | Page 90 of 137
be provided as soon as possible, but no later than 15 calendar
days after the supervisor’s original request.
• New procedure effective April 19, 2021: After your bureau
executive director approves your request for paid parental
leave, your bureau HR Office will send a copy of the approved
DS-1923 and DS-5155 to CGFS [email protected] This will
enable payroll operations in CGFS to open a “PPL account” for
you so your PPL is reported properly. It is essential that
employees give as much advance notice as possible regarding
their plans to invoke PPL under FMLA. We realize the dates may
be imprecise, but the important thing is to get the PPL request in
sooner than later.
• REMEMBER – you will not receive PPL under FMLA until your
application is approved and fully processed with CGFS so it is
imperative your PPL application package is completed and
submitted as soon as practicable to prevent delays in receipt of
PPL.
A note on the DS-5154 Work Obligation Statement: This is an
agreement, in writing, to work for the Department for not less
than 12 weeks beginning on the first scheduled workday after
the period of PPL concludes (see 3 FAM 3535.5). Any leave
taken, whether paid or unpaid, during the work obligation
period does not count towards the completion of the 12-week
New Parent Guide – June 2023 | Page 91 of 137
work obligation period. (see 3 FAM 3535.5). Only days in which
you are actually working (i.e; in Regular Duty status) count
towards completion of this requirement. Therefore, any paid or
unpaid leave taken during the work obligation period will extend
your work obligation period by the same number of hours or
days.
We encourage employees to consider “stacking” leave (see
below) ahead of invoking their entitlement to PPL and to
complete the work obligation period as soon as possible after
the period of PPL concludes. Failure to return to work and
fulfilling the work obligation period may result in the
Department seeking reimbursement of its contributions to your
Federal Health Benefits Programs during the period of paid
parental leave.
1.1.3. “Stacking” Personal Leave and Paid Parental Leave
You may request to use annual leave or sick leave in addition to
invoking paid parental leave under FMLA and, in such a case, your
leave approver will exercise his/her normal authority. The act of
requesting leave under normal procedures with the intent of using
paid or unpaid FMLA leave at a later date is known as “stacking” leave,
and is permitted, subject to the normal rules governing the approval
of such leave. See 3 FAM 3534.3 on Stacking Leave
New Parent Guide – June 2023 | Page 92 of 137
Example: Jenny adopts a baby girl on December 1, 2020. Jenny
requested 2 weeks of accrued annual leave to bond with her new
baby. After 2 weeks of annual leave, Jenny invoked paid parental
leave under her FMLA entitlement for the first time in 12 months and
received 12 weeks of paid parental leave. Her FMLA entitlement
expires on December 1, 2021.
1.1.4. Accrued Sick Leave
Sick leave is a separate entitlement from FMLA. Employees who
follow procedures for requesting sick leave and who provide required
medical certification must be granted their accrued sick leave.
You are entitled to use sick leave for purposes related to your
adoption of a child. Examples of such adoption-related purposes may
include but are not limited to:
Appointments with adoption agencies, social workers, and attorneys;
• Court proceedings;
• Required travel;
• Any periods of time during which the employee is ordered or
required by the adoption agency or by the court to take time
off from work to care for the adopted child; and/or
• Any other activities necessary to allow the adoption to
proceed.
New Parent Guide – June 2023 | Page 93 of 137
There is no limitation on the amount of sick leave that may be used for
adoption-related purposes outlined above. Sick leave for adoption-
related purposes does not count towards the 104-hour (13-day) limit
of sick leave each leave year for family care and bereavement
purposes or the overall limit of 12 weeks of sick leave each leave year
for all family care purposes.
If you are fostering a child but not adopting your foster child or if only
your spouse/domestic partner (but not you) is adopting the child, you
are not entitled to use sick leave for adoption-related purposes.
You are also entitled to 12 weeks (480 hours) of sick leave each leave
year to care for your adopted or foster child with a serious health
condition. You may use up to 13 days (104 hours) of this 12 weeks of
sick leave for general family care purposes, i.e., to care for a child who
has a routine illness or to take a child to medical dental or optical
appointments or well-baby doctor visits. You are entitled to no more
than a combined total of 12 weeks of sick leave each leave year for all
family care purposes.
You may not use sick leave to bond with your healthy adopted or
foster child unless ordered or required by the adoption agency or
court. The Office of Personnel Management (OPM) has advised that
there is no provision in law or regulation that permits the use of sick
leave to care for a healthy newborn, bond with a healthy child, or for
other child care responsibilities.
New Parent Guide – June 2023 | Page 94 of 137
In order to use sick leave for purposes relating to adoption or foster
care, the child must meet the definition of a family member or, if
applicable, the definition of a son or daughter for sick leave purposes.
For the purposes of sick leave, son or daughter means:
• A biological, adopted, step, or foster son or daughter of the
employee;
• A person who is a legal ward or was a legal ward of the
employee when that individual was a minor or required a legal
guardian;
• A person for whom the employee stands in loco parentis or
stood in loco parentis when that individual was a minor or
required someone to stand in loco parentis; or
• A son or daughter, as described above in this definition, of an
employee's spouse or domestic partner.
Under the definition of son or daughter, an employee with a
domestic partner could care for the son/daughter of his/her
partner for whom the employee will stand in loco parentis, even
if the employee is not adopting or fostering the child.
For more information on sick leave, please refer to:
• 3 FAM 3420 on Sick Leave
New Parent Guide – June 2023 | Page 95 of 137
• OPM’s Fact Sheet: Sick Leave (General Information)
• OPM’s Fact Sheet: Sick Leave for Adoption
1.1.5. Advanced Sick Leave
If you run out of accrued/accumulated sick leave, you can request up
to 240 hours (30 work days/ 6 work weeks)
27
of advanced sick leave in
any leave year for purposes related to the adoption of a child or for a
serious medical condition of your family member (see definition of son
or daughter in Section 1.3 above). You can also request up to 104
hours (13 work days; approximately 2.5 weeks) of advanced sick leave
to care for an adopted or foster child with a routine illness, or to take
the child to medical, dental, or optical appointments or well-baby
doctor visits. Supervisory and Bureau Executive Director approvals are
generally required.
28
Medical documentation is generally required for
any sick leave period greater than three days.
Advanced sick leave may also be used for the bonding period if your
adoption agency or court requires you to stay home to bond with
27
Per illness. Note: The maximum 240 hours of advanced sick leave is for full-time employees.
Part-time employees would be allowed a maximum of their pro-rated sick leave accrual for 30
days.
28
3 FAM 3428 Advanced Sick Leave.
New Parent Guide – June 2023 | Page 96 of 137
your child. Be sure to provide the documentation from the adoption
agency or court.
Advanced sick leave is a useful option. Please note that advanced sick
leave is paid back as you accrue it, which means at the rate of earning
4 hours of sick leave per pay period, 240 hours of advanced sick leave
would take 60 pay periods to pay off. Given that there are
approximately 26 pay periods in a year, recuperating 240 hours of
advanced sick leave may take almost 2.5 years if you do not use any
sick leave during that same time period. Shared leave (see section 1.8)
can be used to liquidate advanced sick leave balances.
Please note that if you decide to leave the Department of State while
carrying a negative leave balance, you will be required to pay back the
leave deficit.
29
For more information on advanced sick leave, please
refer to:
• 3 FAM 3428 Advanced Sick Leave
• OPM’s Fact Sheet: Advanced Sick Leave
1.1.6. Accrued Annual Leave
You may request use of your accrued annual leave, which would need
to be approved by your supervisor unless you invoke the FMLA.
Supervisors are encouraged to grant annual leave for purposes related
29
See 5 CFR 630.209 for more information and the (very few) exceptions to this general rule.
New Parent Guide – June 2023 | Page 97 of 137
to adoption or foster care to the maximum extent practicable
consistent with mission needs. The substitution of accrued annual
leave for unpaid leave under the FMLA cannot be denied for
employees who have invoked FMLA (see Section 1.1 above on how to
invoke FMLA).
Annual leave may be used for bonding with or caring for a child, or for
other child care responsibilities including taking the child to medical,
dental, or optical appointments or well-child doctor visits, or any other
purpose.
For more information on annual leave, please refer to:
• 3 FAM 3400 Paid Leave
• OPM’s Fact Sheet: Annual Leave (General Information)
1.1.7. Advanced Annual Leave
You may request advanced annual leave which is the number of hours
you would accrue through the end of the current leave year.
30
Note
30
3 FAM 3420 defines a leave year as, ‘the period beginning with the first day of the first
complete pay period in a calendar year and ending with the day immediately before the first
day of the first complete pay period in the following calendar year.’ In short, the leave year
closely follows the calendar year, but generally starts and ends a little after Jan 1
st
. So, a person
giving birth earlier in the year will be able to request more advanced leave than someone
having a baby later in the year.
New Parent Guide – June 2023 | Page 98 of 137
that this means those who request advanced annual leave earlier in
the leave year may have more advanced annual leave available than
those who request advanced annual leave later in the leave year.
Approval of advanced annual leave is also at the discretion of your
supervisor.
Please note that if you decide to leave the Department of State while
carrying a negative annual leave balance, you will be required to pay
back the leave deficit.
31
For more information on advanced annual
leave, please refer to:
• 3 FAM 3416 Advanced Annual Leave
• OPM’s Fact Sheet: Advanced Annual Leave
Annual leave, sick leave, and/or donated leave may be substituted for
unpaid FMLA leave, consistent with the requirements of these leave
categories. Note that annual leave (but not sick leave or donated
leave) can also be substituted for unpaid FMLA leave when the reason
for invoking the FMLA is to care or bond with a healthy child.
1.1.8. Leave Without Pay (LWOP)
You may request Leave Without Pay (LWOP) after your unpaid FMLA
concludes, i.e., FMLA in connection with a qualifying personal or
31
See 5 CFR 630.209 for more information and the (very few) exceptions to this general rule.
New Parent Guide – June 2023 | Page 99 of 137
family medical emergency. Your supervisor may evaluate your LWOP
request according to the procedures noted in 3 FAM 3510. If you wish
to request LWOP after your period of PPL and during the work
obligation period, as noted earlier, any period of paid or unpaid leave
will extend your work obligation period by the same number of days
taken. Note: There are different LWOP procedures for Civil Service
and Foreign Service; domestically assigned and assigned overseas.
For more information about LWOP, please refer to:
• OPM’s Fact Sheet: Leave Without Pay
• OPM’s Fact Sheet: Effect of Extended Leave Without Pay
(LWOP) (or Other Nonpay Status) on Federal Benefits and
Programs
1.1.9. Shared Leave Programs
There are two types of shared leave programs
32
: 1) the Voluntary
Leave Transfer Program (VLTP) facilitates donations of annual leave
from any State Department employee - from colleagues, friends and
family within the State Department, or from family members or, in
certain circumstances, friends at another agency - directly to you for
certain specified uses; and 2) the Voluntary Leave Bank Program
32
14 STATE 146090; 3 FAM 3340; more information about Shared Leave is also available at
https://usdos.sharepoint.com/sites/GTMIntranet/BenefitsCompensation/Leave_Attendance/SitePages/shared-leave.aspx
New Parent Guide – June 2023 | Page 100 of 137
(VLBP), which distributes pooled annual leave to eligible bank
members based on established criteria.
If you have exhausted or will exhaust all accrued, accumulated, re-
credited, and restored annual and sick leave and face 24 hours of
absence from duty without available paid leave because of your own
or a family member’s medical emergency, you are eligible to apply for
either or both of the shared leave programs. An Earnings and Leave
Statement (ELS) is required at the time of submission to determine
accurate leave balances and allow for calculations to determine need.
Please note that donated leave under the VLTP and VLBP cannot be
used for purposes related to the adoption or foster placement of a
child, to care for a child with a routine illness, to take a child to
medical, dental, or optical appointments or well-baby doctor visits, for
bonding with the child, or for any other reasons other than a
qualifying medical emergency.
More information on each program and instructions on how to apply
are below. Note: When applying concurrently to both programs, the
applications for the Voluntary Leave Bank Program will be considered
prior to the application for the Voluntary Leave Transfer Program.
Voluntary Leave Transfer Program (VLTP): Employees donate annual
leave directly to their eligible colleagues, so the amount of donations
you receive will depend on how many of your colleagues donate their
New Parent Guide – June 2023 | Page 101 of 137
leave directly to you. You may receive leave contributions from any
DOS employee, family members at any federal agency, and in certain
circumstances, friends and outside agency colleagues at other federal
agencies. VLTP may be requested for your own medical emergency or
for medical emergencies of your child or other family member.
Recommendation: While notifications about VLTP applicants are
posted on the State Department intranet, you will likely be more
successful if you also reach out to your colleagues directly, informing
them that you are applying for the program and how they can make
their contributions directly to you.
To apply for VLTP:
1. Complete form DS-0630 Application to Become a Leave
Recipient Under the Voluntary Leave Transfer Program in
eForms;
2. Complete Form 71 - Request for Leave or Approved Absence;
3. Include a medical certification on health care provider
letterhead including the following: patient’s full name and date
of birth, a brief description of nature and severity of medical
emergency, expected start and end dates of the medical
emergency, signature of health care provider treating the
patient, and date the certification was signed;
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4. Include your most recent earnings and leave statement showing
that you are facing more than 24 hours of unpaid absence due
to insufficient available leave; and
5. Submit your complete application package to VLB-
VLTPPrograms@State.gov.
Voluntary Leave Bank Program (VLBP): The Leave Bank is a pooled
fund of annual leave. The amount of distribution is determined by the
bank board. To receive a distribution from the Leave Bank, an
employee must be a member of the bank. Minimum yearly
membership “fees” are one pay period of accrued annual leave and
vary depending on years of service (for example, the minimum fee for
an entry level employee with less than three years of service is 4 hours
of annual leave per year). You may only join the bank during open
season, within 60 days of your entry on duty (e.g., new hires), or
within 60 days of your return from an extended absence outside the
Leave Bank’s open enrollment period.
To apply for VLBP:
1. Determine your timing and eligibility. You may only join the
bank during open season, within 60 days of entry on duty, or
within 60 days of your return from an extended absence outside
an open enrollment period;
New Parent Guide – June 2023 | Page 103 of 137
2. Complete form DS-0630 Application to Become a Leave
Recipient Under the Voluntary Leave Transfer Program in
eForms;
3. Obtain medical certification (in English) by completing the WH-
380-E: Certification of Health Care Provider for Employees’s
Serious Health Condition or WH-380-F:Certification of Health
Care Provider for Family Member’s Serious Health Condition.
If you do not want to complete the WH-380-E/WH-380-F you
may provide an appropriate medical certification on health care
provider letterhead including the following: patient’s full name
and date of birth, a brief description of the nature and severity
of medical emergency (exclude any personal or sensitive
information), dates of expected medical emergency, signature of
health care provider treating the patient, and date the
certification was signed;
4. Complete the Department of State Leave Application Employee
Coversheet DS-7100 on myData, or Form 71 - Request for Leave
or Approved Absence;
5. Include your most recent earnings and leave statement showing
that you are facing more than 24 hours of unpaid absence due
to insufficient available leave; and
New Parent Guide – June 2023 | Page 104 of 137
6. Complete the Leave Accounting Worksheet (required in the
application package for retroactive application requests and
required at the end of all participations); and
7. Submit your complete application package to VLB-
For more information on shared leave, please refer to:
• Shared Leave Programs SharePoint Site
• 3 FAM 3340 on Shared Voluntary Leave Programs
• OPM’s Fact Sheet: Voluntary Leave Transfer Program
1.1.10. Leave Saving Options
If you do not have enough accrued paid personal leave and/or
donated leave and do not want to take Leave Without Pay or request
advanced leave, you may consider some of the following leave-saving
options in connection with leave for adoption or foster care purposes.
You may also be able to combine certain of these leave-saving options.
New Parent Guide – June 2023 | Page 105 of 137
1.1.11. Telework
33
Telework provides employees the flexibility to better manage their
work, family, and personal responsibilities by reducing commuting
time. Although not all positions or all employees are eligible for
telework, bureaus are encouraged to support suitable telework
arrangements whenever possible. Employees who wish to telework
must have a Telework Agreement approved by their supervisors.
While telework is not a substitute for dependent care, it can be a
provide valuable flexibility to employees with caregiving
responsibilities.
Telework requests are submitted through eTelework on the HR
ONLINE Portal. The telework agreement spells out expectations
including, for example, the days and hours of the week the employee
will be teleworking and the terms under which the agreement can be
modified or terminated.
For more information on telework, please see 3 FAM 2360 on
Telework and the Bureau of Global Talent Management SharePoint
site on telework.
33
3 FAM 2360 on Telework and
https://usdos.sharepoint.com/sites/GTMIntranet/BenefitsCompensation/Workplace_Flexibility_Telework/SitePag
es/Telework.aspx
New Parent Guide – June 2023 | Page 106 of 137
1.1.12. Intermittent Paid Parental Leave
Paid parental leave under FMLA may be taken intermittently subject
to the mutual agreement of the employee and the supervisor in
accordance with 3 FAM 3534.2 on Intermittent Leave. The desire to
use paid parental leave intermittently is noted on the DS 5155 Request
for Paid Parental Leave. A thirty (30) day notice is required whenever
possible; otherwise notice is required as soon as possible.
1.2. Continuation of Per Diem While in Training at FSI
On November 19, 2020, the Under Secretary for Management
approved a policy which allows employees in training at FSI on post-
to-post PCS orders who experience a birth, placement of a child for
adoption/foster care, serious health condition, or other FMLA events
and who invoke paid parental leave under FMLA to continue to
receive per diem during the FMLA period, not to exceed 12 weeks.
The policy is in effect as of November 19, 2020.
1.3. Emergency Visitation Travel (EVT) – New Child Benefit
New Child EVT: Per 3 FAM 3746.6, a non-birth parent(s) may depart
post to receive a new child/children in another country who will join
the family, through adoption, fostering, or surrogacy. This New Child
EVT benefit acknowledges the personal hardship that Foreign Service
families may face if they are unable to be present when a new child
joins the family. New Child EVT travelers are eligible for one round-
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trip ticket per instance of welcoming a new child through adoption,
fostering, or surrogacy. There are no lifetime or yearly caps on the
number of New Child EVTs a traveler may take.
Like other categories of EVT, per diem is not authorized. For more
information, please review 3 FAM 3740 on Emergency Visitation Travel
or contact EmergencyVisitationTravel@state.gov.
1.4. The Pregnant Workers Fairness Act
The Pregnant Workers Fairness Act (PWFA) is a landmark civil rights
law, effective June 27, 2023, that requires certain employers, including
the Department of State, to provide reasonable accommodations to
an employee’s known limitations related to pregnancy, childbirth, or
related medical conditions. Examples of possible reasonable
accommodations include having flexible hours; receiving appropriately
sized uniforms; receiving additional break time to use the bathroom,
eat, and rest; and being excused from strenuous activities. Employers
are required to provide reasonable accommodations unless providing
the accommodation will result in an “undue hardship.” An undue
hardship is significant difficulty for the employer, including those
accommodations that would be extensive, substantial, or disruptive,
or those that would fundamentally alter the nature or operation of the
business. Please note that this is different than reasonable
accommodations for disability. Pregnancy itself is not a disability,
though some medical conditions related to pregnancy do meet the
New Parent Guide – June 2023 | Page 108 of 137
definition of a disability. As such, many pregnant employees
previously were not entitled to a reasonable accommodation. In
contrast, PWFA-related reasonable accommodations are available to
all qualified employees who are experiencing pregnancy, childbirth, or
a related medical condition, whether or not the medical condition
meets the legal definition of a disability.
Employees should submit requests for a PWFA-related reasonable
accommodation to GTM/OAA via GTM Next. At the GTM Next
homepage, select Service Catalog at the top left of the page. A new
page will open. In the left navigation menu, select Accessibility &
Accommodations. Then select PWFA-related Reasonable
Accommodation Request. Anyone unable to access the GTM Next
Employee Portal for PWFA-related reasonable accommodation
requests should contact GTM/OAA at OA[email protected].
When an employee decides to request a PWFA-related reasonable
accommodation, they must notify their employer (e.g., a supervisor or
GTM/OAA) that they need a modification at work based on a
limitation related to pregnancy, childbirth, or a related medical
condition. Employees may submit requests in writing or verbally but
must provide a written confirmation of verbal requests. Employees do
not need to provide any medical information to their supervisor as any
necessary medical documentation will be requested by GTM/OAA.
New Parent Guide – June 2023 | Page 109 of 137
1. Waiting for Your Child
Waiting for the arrival of your child can be one of the most anxious
periods during the adoption and foster care journey. You can begin to
think about and prepare for your paid parental leave schedule and any
additional personal leave you may wish to take while waiting for your
child’s arrival. But, as noted in Section 1.1., you can only begin to use
(invoke) paid parental leave when your child is placed into your care
with you at home.
2. Once Your Child Arrives and Is with You
Once you get the phone call that your child has arrived, there are
several things you will have to do to bring him/her into the State
Department family.
2.1. Adding the Child as a Dependent
It is important to add your child as a dependent. If you are a Civil
Service employee and have OpenNet access:
1. Go to “GEMS Self-Service" via HR Online/GTM Portal on the
Department of State’s Intranet site;
2. Click on the Employee Self Service tab; and
3. Scroll down to the bottom of the page and click on “Update
My Dependents.”
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For Foreign Service employees, you must submit an updated OF-126,
Foreign Service Residence and Dependency Report. A copy of the final
adoption decree must be attached. If the final decree is in another
language, an English translation must be provided. These documents
must be sent to your HR Technician in GTM/EX/IDSD who will add the
name of the new eligible family member into the employee's record.
This must be done before the Bureau of Medical Services can process
the request for a medical clearance. Employees with access to
OpenNet should follow these steps:
• Access "GEMS Self-Service" via HR Online/GTM Portal.
• Once in GEMS, click the OF-126 link.
• Click the "Submit a New Form" below the "OF-126" heading,
if you have never submitted an on-line OF-126. Otherwise,
click "View Previous" to make changes to a previously
submitted on-line OF-126.
If you don’t have OpenNet Access, you can get the form online by
searching for the form number and submit a paper copy of Form OF-
126 and fax it to GTM/EX/IDSD (202- 453-8265) or email a scanned
copy to your GTM/EX HR Technician collective GTM-EX-
[email protected]. You should also email a copy directly to your specific
HR Technician in case he or she doesn’t receive it via the collective
address. GTM/EX/IDSD is located at 2025 E Street, N.W. (SA-09)
New Parent Guide – June 2023 | Page 111 of 137
2.2. Adding Your Child to Your Health Insurance Plan
If you utilize the health insurance benefits at the Department of State,
you will need to add your child to your insurance plan. The
procedures are different depending on the legal relationship you have
with your child.
If you are a foster parent, you will need to complete DS-5111
Certification for Foster Children to add your child to your health
insurance plan.
For adoption, the child is adopted if the adoption decree, either from a
U.S. or foreign court, is final. The child also is considered adopted if
the adoption decree is interlocutory and state law provides that the
rights of the child generally are the same as those of an adopted child.
• If you are the legal parent, then fill out form SF 2809 - Health
Benefits Election Form. You must provide a copy of the
adoption decree.
• If you have a foreign order granting you guardianship of a child
for the purposes of intercountry adoption, also fill out form SF
2809 - Health Benefits Election Form, and provide a copy of your
guardianship order.
• If you have physical custody but the adoption decree is not yet
final, you can add your child as a foster child. Contact your
Human Resources/EX office to submit the DS-5111 Certification
New Parent Guide – June 2023 | Page 112 of 137
for Foster Children to add your child to your healt insurance
plan.
If you have a Self and Family enrollment, you should not complete a
new SF 2809 - Health Benefits Election Form. You should contact your
health plan to inform them of the new family member. If your health
plan questions whether someone is an eligible family member, the
health plan may ask you or your Human Resources/EX office for more
information.
Acquiring an eligible family member is also a Qualifying Life Event for
enrollees in the Federal Employees Dental and Vision Insurance
Program (FEDVIP). If you already have a Self and Family enrollment,
log into your BENEFEDS account at http://www.BENEFEDS.com and
add your child to your enrollment. It is best to do this immediately, so
there will not be any delay in claims or services.
If you have a Self Only or Self Plus One enrollment and would like to
add your new child, you have a limited time period to change to a Self
Plus One or Self and Family enrollment. You can do so from 31 days
before to 60 days after acquiring your new child as a "Qualifying Life
Event" at http://www.BENEFEDS.com. Do not miss these dates or
you will have to wait until the next Federal Benefits Open Season to
make the change.
New Parent Guide – June 2023 | Page 113 of 137
2.3. Updating Your Beneficiary Forms and Tax
Withholdings
You may also decide to change your designation of beneficiary forms:
• SF-2823 FEGLI Designation of Beneficiary
• SF-5002 Designation of Beneficiary – Foreign Service
Retirement System
• TSP-3 Designation of Beneficiary for Thrift Savings Plan
• SF-1152 Designation of Beneficiary for Unpaid Compensation
(Salary or Leave)
If you are serving overseas and decide to complete any of the
designation of beneficiary forms, submit the completed form(s) to
your post’s HR department that will forward them to the Department
of State. These forms are available at http://www.opm.gov/forms or
at myData Portal Forms.
You may also choose to change the number of your withholdings for
FEDERAL/State tax from Employee Express.
2.4. Life Insurance
An employee, who experiences a Federal Employees Group Life
Insurance (FEGLI) qualifying life event including the acquisition of an
eligible child, has 60 days from the date of the event to elect Basic,
New Parent Guide – June 2023 | Page 114 of 137
plus any or all Optional insurance: Option A, Option B (up to the
maximum of five multiples with no restrictions), and Option C (up to
the maximum with no restrictions). Acquisition of an eligible child
includes the insured's adoption of a child and the insured's acquisition
of a foster child. Please refer to the FEGLI Handbook for more
information.
You may also wish to consider signing up for the Immediate Benefit
Plan (IBP), an insurance program, offered by the American Foreign
Service Protective Association (AFSA) to both Foreign and Civil Service
employees. The plan will help pay expenses incurred in the days and
weeks following the death of an insured employee. The IBP will send
the enrollee’s beneficiary (ies) $15,000 within two business days of
official notification by the Employee Services Center of the death of
an employee in the Plan.
2.5. Flexible Spending Accounts
You may be able to enroll in an Federal Flexible Spending Account
(FSAFEDS) health care program or change your current election(s)
from 31 days before the event to 60 days after the event. For the
health care account, you must also be eligible to enroll in the FEHB
Program. Your requested change must be consistent with the event
and you cannot enroll or increase your election(s) after October first
(you would have to wait until Open Season in November).
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2.6. Child Care Subsidy Program
The State Department’s Child Care Subsidy program helps parents find
quality, affordable child care. One of the unique aspects of the
program is that it is need-based – the amount you receive depends on
your total family income and the amount you pay for childcare. If you
meet State's eligibility criteria, then your childcare costs may be
reduced. To qualify for the subsidy you, the employee, must:
• Be a Department of State employee (part-time employees are
eligible)
• Have a total family income of $89,900 or less
• Place your child in a licensed day care, home care or after care
program
For those who qualify, the subsidy can be used with any childcare
provider licensed and/or regulated by state and/or local authorities.
Although the childcare subsidy will be given in addition to your salary,
these funds can still be taxed as income. Please refer to this
information on Tax Implications, and consult with your tax advisor for
a more detailed understanding of how this subsidy might affect you.
The childcare subsidy will not be given to you automatically. To
qualify to receive these benefits, you must apply. To apply, new
applicants can submit their applications via FEEA's secure online
system at https://feeachildcareservices.com or via email or fax to
New Parent Guide – June 2023 | Page 116 of 137
page. Once your application is
reviewed, you will receive an award letter from the administrator of
the program. All benefits will be paid directly to the childcare
provider. If you have additional questions, please refer to: Child
Care Subsidy Program or contact GTM/ER via [email protected].
2.7. WorkLife4You (WL4Y)
WorkLife4You is a comprehensive and confidential resource and
referral service that assists employees who are searching for ways to
balance the demands of their professional and personal lives.
WL4Y specialists are accessible 24/7 to provide expert guidance and
referrals for a wide variety of services, including child care, schools,
financial/legal services, health and wellness, adoption, and other
personal support for urgent everyday issues.
WL4Y also provides free Care Kits such as, Child, College, or Adult Care
Kits, which are full of useful household items, books, and/or
Educational Guides geared toward each specific age group.
WorkLife4You recently developed the Be Well Kit, which is loaded with
practical products and information designed to help employees
proactively manage their health.
WL4Y anticipates that at some point, your childcare provider will be
unavailable. Or your own plans will change at the last minute and
scrambling to find alternate care arrangements can be stressful,
FEEA. Please refer to the How to Apply
New Parent Guide – June 2023 | Page 117 of 137
expensive, and time consuming. As part of the WorkLife4You services,
you have access to Emergency Backup Care, a program designed to
help you secure – and pay for – backup care when your regular care
plans are disrupted, even at the last minute.
Emergency Backup Care Provides:
Coverage for the entire family:
• Children and adult loved ones, including mildly ill
• Self-care if you are ill or recovering from illness or surgery
Flexibility on placement options:
• Licensed centers and in-home care providers.
• Friends and family members you know and trust.
• You choose which is right for your needs from recommended
option.Benefits:
• All care must be preauthorized, can be reserved up to 30 days
in advance or at the last minute.
• You pay only a $10 a co-pay when you use in-network
providers.
• WL4Y will reimburse you for the cost of care minus the $10
co-pay when you use out-of-network providers or up to $100
New Parent Guide – June 2023 | Page 118 of 137
per day for the cost of care when you use friends and/or
family members. For care inside of the U.S., you can also elect
to use a personal caregiver of your choice such as a local
babysitter, friend, or extended family member, and the
program will reimburse you for the cost of care up to $100
per day.
• Note: In a change beginning October 1, 20201, you can use
the service for up to 5 visits per fiscal year, subject to the
availability of funds.
Emergency Backup Care is not available for care taking place overseas.
Foreign Service employees, assigned overseas may, however, reserve
care for dependents requiring care within the U.S.
To request these enhanced services or any other customized research
and referrals, log on to www.worklife4you.com and look for the
“Member Login” box (do NOT click on the “New Users Signup” link).
Simply enter Screen Name: statedepartment and Password:
infoquest.
If you need help Immediately, Request Care Now or call 866 552-4748
(TTY 800-873-1322) any time of the day or night to speak to a
specialist.
New Parent Guide – June 2023 | Page 119 of 137
If you are experiencing problems logging on to the web site, please
contact WL4Y by phone at 1-866-552-4748. For more information,
please refer to: GTM-ER-WLD WL4Y SharePoint Site
3. Foreign Service Officers Adopting While Serving
Overseas
Foreign Service Officers (FSOs) who contemplate adopting a child who
is a citizen of their host country during their tour, should evaluate the
feasibility of completing an adoption within the limited timeframe of
their tour. FSOs serving overseas may have more steps to take with
regard to finalizing an adoption of a child, whether through a domestic
adoption or through an intercountry adoption. Therefore, FSOs are
encouraged to consult an immigration attorney if they plan to adopt
locally or adoption service provider if completing an intercountry
adoption before beginning the process.
Adoption of a child who is a citizen of the host country sometimes are
attempted by FSOs through a local process in the host country
(outside of the intercountry adoption process). This route can be
complex, and FSOs should carefully research all requirements under
local law, as well as U.S. law which includes recognizing the orphan
status of the specific child, as well as the two-year physical legal
custody requirements prior to immigration to the United States.
These requirements may be difficult to meet within the limited length
of an FSO tour. FSOs should consult early on with an immigration
New Parent Guide – June 2023 | Page 120 of 137
attorney for guidance on completing a local adoption during their
tour.
Adoption of a child through the intercountry process (whether a
Hague Adoption Convention country or not) under U.S. law requires
engaging at the outset and throughout with an Adoption Service
Provider (ASP) authorized by the host government. The ASP has
primary responsibility to advise and guide prospective parents through
the process. Review carefully the detailed information and FAQs
found at the State Department’s Web Page on Intercountry Adoption.
If you are adopting a child in the United States and moving the child to
a foreign country, but the adoption is not yet final, the country to
which you plan to move the child may consider the adoption to be an
intercountry adoption under their law and the immigration or other
officials of that country may require that you follow specific
procedures even before you initiate or complete the process in a state
court in the United States.
If you are at post and plan to adopt a child from the United States and
travel from post to the United States to finalize the adoption, you are
encouraged to provide private email addresses and contact telephone
numbers to your post's HR office as well as to your CDO and the
employee's HR Technician in GTM/EX/IDSD to facilitate
communicating status of requests before and after the adoption of the
child. If you have legal custody of a child and are in the United States
New Parent Guide – June 2023 | Page 121 of 137
but the adoption decree is not yet final, please consult with your
adoption service provider. You may also address your questions to the
U.S. Citizenship and Immigration Services regarding your plans to
travel and live overseas with your child.
Both country-specific and general procedural information for U.S.
citizens who wish to apply to adopt a child from another country to
the United States, is provided in the Intercountry Adoption section of
the State Department website.
For information on immigration requirements for an adopted child to
enter the United States, including conditions under which an adopted
child receives automatic U.S. citizenship under the Child Citizenship
Act see: https://www.uscis.gov/adoption.
3.1. Obtaining a Diplomatic Passport for Your Child
The child must have the same type of passport, i.e., diplomatic as the
employee. Only an adopted child who also is a U.S. citizen will be
issued a U.S. passport.
To apply for a diplomatic passport for your U.S. citizen child request an
Electronic Request for Passport Services (eRPS) from your HR
Technician in GTM/EX/IDSD. After the HR Technician has received a
copy of the birth certificate or child’s foreign passport, a copy of the
final adoption decree, and the signed Form OF-126, he or she will
generate the eRPS – approximately a two-day process – and will email
New Parent Guide – June 2023 | Page 122 of 137
it (or, if the parent prefers, fax it) to the applying parent for
submission with the application for an official or diplomatic passport.
You should then follow up with the HR Technician to ensure the eRPS
has been forwarded promptly.
Complete the passport application package per the guidance on
travel.state.gov.SIA and submit it to the local passport application
acceptance facility (e.g., Special Issuance Agency in DC, Passport
Agency, or certain post offices). Please note an appointment is
required at SIA. Information for requesting an appointment is
available on travel.state.gov/SIA. A personal appearance of the child
is required and both parents must be present when applying for a
passport. If both parents are not available, then the absent parent
must submit notarized, written consent on the Form DS-3053
Statement of Consent Form for Absent Parents, with a copy of his or
her identification (front/back) giving permission to the parent who is
present to apply for the child. Note that if you submit the application
at a non-Department of State passport application acceptance facility
(generally a post office), the facility will charge an execution fee. You
may voucher this expense upon return to post if you keep and submit
the receipt. Once you receive your child’s diplomatic passport, sign
and return it by express mail (or, if you are in the DC area, hand-
deliver it) to the Special Issuance Agency (SIA), along with the DS-
1640, foreign visa application, required photos, copy of sponsor’s
passport bio page and sponsor’s foreign visa. The parent or sponsor
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should email SIA’s Visa Unit at CA-PPT-SIA-VISA-[email protected] to let
them know that the application is on its way, providing the tracking
information. Parents who are not able to access these websites
should send an email requesting information on visa requirements to
202 485-8200.
For more information on passports, please refer to:
The Bureau of Consular Affairs Website on U.S. Passports
www.Travel.State.Gov/SIA (only accessible from your U.S. government
connection)
3.2. Visa
A visa for your child is required in most countries if serving overseas or
if you are bringing the child to the United States after adopting or
receiving guardianship of the child overseas. To obtain a U.S. visa for a
child adopted abroad to travel or immigrate to the United States,
please see the Department of State’s website on the Immigrant Visa
Process for Children Adopted from Another Country. USCIS's Adoption
Section also provides helpful information about the process for
applying to adopt and immigrate a foreign-born child to the United
States.
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3.3. Immunities
Adoption procedures involving foreign government authorities could
implicate the privileges and immunities of accredited personnel. If the
adoption will occur in a foreign country to which the prospective
parent is currently assigned and will require the involvement of host
government authorities, the prospective parent should work with post
to request the necessary limited waivers of immunity. In private
domestic relations matters, including the adoption of a child, the
Department of State will generally grant a limited waiver of the
necessary immunities to allow the prospective parent to conclude the
adoption abroad. Post Management must indicate to the Office of the
Legal Adviser, Office of Diplomatic Law and Litigation (L/DL) that the
proposed waiver would not be contrary to the U.S. government’s
interest. General guidance regarding limited waivers of immunity is
available in 2 FAM 221.5 on Waivers of Immunity and questions can be
addressed to immunities@state.gov.
3.4. Layette Shipment
A layette shipment is a separate airfreight allowance of up to 250
pounds gross weight for a newborn child or an adopted child of less
than five years of age who is an eligible family member. Items shipped
in a layette must be directly related to the care and feeding of the
child. For example: crib, playpen, infant car seat, high chair, cloth or
disposable diapers, baby clothing, crib or receiving blankets, crib
New Parent Guide – June 2023 | Page 125 of 137
bedding, and similar items. Layette items may not include adult-size
furniture, or foodstuffs other than milk, formula and commercial baby
food. If you think you may want a rocking chair or glider, it is best to
include it in the initial household shipment. However, a rocking chair
or glider could go with the layette as long as it fits inside the tri-wall
container. If it does not fit, it will not ship – no exceptions. Items
shipped in the layette may not exceed the dimensions of a standard
tri-wall carton of 37 inches by 23 inches by 30 inches (0.938 meters by
0.5842 meters by 0.762 meters).
You are eligible for a layette shipment only when appropriate
childcare items and foodstuffs are not available at post. Post has to
certify that suitable layettes are not available locally and must submit
a cable to your HR Technician in GTM/EX/IDSD requesting that your
original travel authorization be amended to authorize a layette
shipment.
Arranging pack out and shipment of layette: You may arrange for a
family member/friend/store in the United States to obtain a layette if
you haven’t already done so before going to post. The family
member/friend/store may also initiate a layette shipment on your
behalf and with your approval by sending an email to
transportationQuery@state.gov. Layette shipments are coordinated
through the office of Transportation Management Division
(A/LM/OPS/TM). Please noted that for an adopted child, an air
shipment should commence no later than 60 days after the adoption.
New Parent Guide – June 2023 | Page 126 of 137
For more information, please refer to: 14 FAM 613.4 on Shipment of a
Layette
3.5. Medical Clearance
Per 16 FAM 122.4 on Medical Clearance Status an employee has 90
days to complete the medical clearance for all new Eligible Family
Members (EFM) including adopted children. New EFMs are eligible for
medical evacuation, hospitalization, and access to the Health Unit
during this time.
Please submit an approved OF-126, Foreign Service Residence and
Dependency Report, to your HR Technician or CDO. M/MED cannot
medically clear the child of a Department of State employee until the
HR Technician in GTM/EX-IDSD receives Form OF-126 and enters the
child into the system. This enrolls the child as an eligible family
member in the Department of State Medical Program.
Then complete DS-1843 MEDICAL HISTORY AND EXAMINATION FOR
INDIVIDUALS AGE 12 AND OLDER or DS-1622 MEDICAL HISTORY AND
EXAMINATION FOR CHILDREN AGE 11 AND YOUNGER and scan and
4850.
3.6. Per Diem for Adoption of Newborns or Surrogacy
To support the Secretary’s goal of a more inclusive workforce, in April
2021, MED issued a new policy, retroactive to March 1, authorizing
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medical per diem for newborns who are adopted by or born through
surrogacy to eligible parents posted overseas. Families are eligible for
retroactive per diem beginning from the first day on which a legal
document establishes the parent’s legal guardianship or parenthood,
and the newborn will receive up to 45 days of per diem after birth
excluding periods of hospitalization. One parent will also receive up to
45 days of per diem after birth including periods of the newborn’s
hospitalization. Employees can contact MED’s Office of Foreign
Programs at MEDForeignPrograms@State.gov for more information
on this new per diem authorization.
This policy extends medical per diem to newborn children who are
obtaining medical care before traveling to their posts of assignment –
they are considered EFM patients. Therefore, this newborn benefit
does not apply to adoptions or placement into foster care of older
children, though MED has policies in place which may assist adopting
families requiring medical attention. Additionally, the medical travel
provision allows coverage of per diem only, not the round-trip airfare
for the parents (the newborn’s travel to post is covered when they are
added to the employee’s travel orders for PCS). GTM is working to
cover this travel via the New Child EVT cited above and will provide
further guidance if/as this becomes available.
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3.7. Travel Authorization
If you are adopting a child a
way from post, you will need to secure
three documents for your newly acquired EFM before your travel
authorization is amended and prior to travel to your overseas post: an
updated OF-126, a medical clearance for the child, and a U.S. passport
(and visa, if required,) for the child.
If your child is adopted at your post of assignment, the travel
authorization directing you to your current assignment will not be
amended since the child is already at post. The child will be added to
your travel authorization when you are transferred (PCS) to your next
assignment.
For more information on what may be required to complete an
intercountry adoption, including the process to obtain a U.S. visa for a
child adopted abroad to travel or immigrate to the United States,
please see the Department of State’s website on Intercountry
Adoption.
3.8. SF-1190 Foreign Allowances Application, Grant, and
Report
After the newly acquired family member arrives at post, complete and
submit the SF-1190 Allowances form to your post HR Office to have
your post allowance increased appropriately.
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That concludes our Adoption/Surrogacy and Foster Care Guide. We
hope it has been helpful to you and your family!
* * *
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APPENDIX I: Who Do I Contact When…
1. I am in the Foreign Service and my assignment or training schedule
may be affected by the adoption/foster care placement:
Contact your CDO.
2. I have questions regarding leave (annual, sick, accrued leave, etc.).
Please reach out to your Post/Bureau HR Specialist for assistance.
3. I have questions regarding the Shared Leave Programs (VLTP and
VLBP).
Email VLB-[email protected]ov.
4. I believe my request for leave was wrongly denied. Whom can I
contact to discuss the issue?
Please reach out to your Post/Bureau HR Specialist for assistance.
5. I am having difficulties adding my adopted/foster child to my health
insurance plan.
Contact your post or bureau FEHB representative
6. I have questions regarding the Child Care Subsidy Program.
This program is managed by GTM/ER/WLD. Please contact
[email protected], via unclassified email, or call 202-261-8160. Please
also refer to the GTM SharePoint site for the program.
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7. I have questions regarding WorkLife4You:
To request these enhanced services or any other customized research
and referrals, email the Specialist directly at Specialist@LifeCare.com
or log on to www.worklife4you.com and look for the “Member Login”
box (do NOT click on the “New Users Signup” link). Simply enter
Screen Name: statedepartment and Password: infoquest. If you are
experiencing problems logging on to the web site, please contact the
Help Desk at Help@LifeCare.com or by phone at 888-604-9565.
8. I am in the Foreign Service and I need to add my child to my
dependency report and my travel authorization.
Contact your HR Technician in GTM/EX/IDSD. They are located in
Room 4250, SA-3 (2121 Virginia Avenue, NW, Washington, DC 20037);
phone: 202-663-0405; fax: 202-663-0449; email: HR-EX-
9. I am in the Foreign Service and my Assignment Technician does not
respond to my requests to add my child to my dependency report and
my travel authorization.
If you are in the DC area, a visit to your Assignment Tech’s office may
help expedite things. If you have not received a response to emails or
phone calls after a couple of days, send a message to the group
address GTM/EX/[email protected]. Check the Global Address List in
Outlook to see where your Tech’s office is located. If you are not in the
New Parent Guide – June 2023 | Page 132 of 137
DC area, daily phone or email contact is recommended, politely
highlighting the time-sensitive nature of your request. Please bear in
mind that Assignment Techs have thousands of clients.
10. I need to apply for a diplomatic passport for my child.
Assistance on applying for diplomatic passports and visas is available by
email at CA-PPT-SIA-P[email protected] and CA-PPT-SIA-VISA-
[email protected] or by phone at 202-485-8200.
11. I have questions regarding my layette shipment.
Contact A/LM/OPS/TTM via phone: 202-663-0891/0892 or
800-424-2947, via fax: 202-663-0967 or via email:
[email protected]. Keep in mind that you are eligible for
a layette shipment only when appropriate childcare items and
foodstuffs are not available at post.
12. I have questions about the visa requirements/application process for
my child adopted through the intercountry process.
Agency at 202-485-8200. For questions related to intercountry
adoptions, please see State Department website on intercountry
adoptions or send an email to [email protected].
13. I am in the Foreign Service Officer and I would like to adopt a child
from the United States. I understand my host country is a party to
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the Hague Adoption Convention. Can I complete the adoption as a
domestic adoption in the United States or do I have to complete the
adoption as an intercountry adoption.
First contact your host country’s Central Authority for the Convention
for information about the country’s process and requirements for an
“incoming” Convention adoption to that country from the United
States. In the Department of State’s view, if the Central Authority has
determined that the prospective adoptive parent(s) is habitually
resident in that country for purposes of intercountry adoption, the
adoption must be completed in accordance with the Convention. For
more information, you should review the Department of State’s
website regarding intercountry adoptions at adoption.state.gov.
For more information on U.S. domestic adoptions in general, please
visit the Department of Health and Human Services website:
www.childwelfare.gov.
APPENDIX II: Useful Websites and Links
1. Adoption and Foster Care:
• OPM Guide to Adoption and Foster Care Programs for Federal
Employees
• Child Welfare Information Gateway:
https://www.childwelfare.gov/topics/adoption/
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• Intercountry Adoption:
http://travel.state.gov/content/adoptionsabroad/en.html
• Child Welfare Information Gateway:
• https://www.childwelfare.gov/topics/outofhome/foster-care/
2. The Family and Medical Leave Act of 1993 (FMLA) and Paid Parental
Leave (PPL)
• Department Notice on PPL
• GTM SharePoint Site on PPL
• FMLA Forms (as found on myData):
o Updated DS-1923, Family and Medical Leave Act (FMLA)
o DS-5154, FEPLA Work Obligation Statement
o DS-5155, Request for Paid Parental Leave (PPL)
o DS-7100, Request for Leave or Approved Absence
3. FAM Sites:
• Foreign Affairs Handbook/Foreign Affairs Manual:
https://fam.state.gov/
• 3 FAM 3410 Annual Leave:
https://fam.state.gov/fam/03fam/03fam3410.html
New Parent Guide – June 2023 | Page 135 of 137
• 3 FAM 3420 Sick Leave:
https://fam.state.gov/fam/03fam/03fam3420.html
• 3 FAM 3340 Shared Leave:
https://fam.state.gov/fam/03fam/03fam3340.html
• 3 FAM 3530 FMLA and Paid Parental Leave:
https://fam.state.gov/fam/03fam/03fam3530.html
• 14 FAM 613.2 Layette Shipment:
https://fam.state.gov/fam/14fam/14fam0610.html#M613_4
4. Health Insurance and Benefits (FEHB)
• GTM SharePoint Site on Health Insurance and the Federal
Employees Health Benefits (FEHB) Program
5. Leave and Workplace Flexibilities
• OPM Handbook on Leave and Workplace Flexibilities for Adoption
and Foster Care: http://www.opm.gov/policy-data-oversight/pay-
leave/leave-administration/fact-sheets/handbook-on-leave-and-
workplace-flexibilities-for-childbirth-adoption-and-foster-care.pdf
• ALDAC (15 STATE 69900) NEW GUIDANCE - WORKPLACE
FLEXIBILITIES FOR CHILDBIRTH, ADOPTION, AND FOSTER CARE
• GTM Sharepoint Site on Workpalce Flexibilities
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6. Leave Without Pay (LWOP)
• HR Procedures for Processing Benefit Changes while on LWOP
• OPM Fact Sheet: Effect of Extended Leave Without Pay (LWOP) (or
Other Nonpay Status) on Federal Benefits and Programs
• GTM Fact Sheet on the Effect of LWOP in Employee Benefits
7. Life Events – I’ve Acquired a New Family Member
• http://www.opm.gov/healthcare-insurance/life-events/memy-
family/ive-acquired-a-new-family-member/
8. Shared Leave Programs
• SharePoint site at Shared Leave Programs:
https://usdos.sharepoint.com/sites/GTMIntranet/BenefitsCompens
ation/Leave_Attendance/SitePages/shared-leave.aspx
• 3 FAM 3340 - Shared Voluntary Leave Programs:
http://fam.a.state.gov/FAM/03fam/03fam3340.html
9. Telework Links
• OPM's telework webpage at www.telework.gov
• GTM Telework site:
https://usdos.sharepoint.com/sites/GTMIntranet/BenefitsCompens
ation/Workplace_Flexibility_Telework/SitePages/Telework.aspx
New Parent Guide – June 2023 | Page 137 of 137
10. Additional Resources:
• State Department Form Finder: https://eforms.state.gov/
• WorkLife4You: https://www.worklife4you.com/index.html
• State Department Global Community Liaison Office:
https://www.state.gov/bureaus-offices/under-secretary-for-
management/bureau-of-human-resources/family-liaison-office/
• TalentCare SharePoint on Go Browser
• Child Care Subsidy Program
• 3 FAM 2360 http://fam.a.state.gov/fam/03fam/03fam2360.html
