NAO 202-534A

COMMUTED SUBSISTENCE ALLOWANCES

SECTION 1. PURPOSE.

The purpose of this Order is to delegate authority and to provide NOAA policy and procedures for the payment of commuted subsistence allowances to NOAA vessel employees.

SECTION 2. SCOPE.

The pay of wage marine employees is fixed and adjusted in accordance with prevailing rates and practices in the maritime industry as nearly as is consistent with the public interest (5 U.S.C. 5348 (a)). In keeping with this concept, meals and quarters in kind, or cash in lieu thereof, are provided to vessel employees in accordance with the rates and practices determined to be current in the industry. General schedule or wage grade employees aboard NOAA vessels are entitled to appropriate allowances in accordance with the NOAA Travel Handbook. NOAA Corps Officers will be paid allowances in accordance with Title 37, Pay and Allowances of the Uniformed Services, of the U.S. Code.

SECTION 3. DEFINITIONS.

.01 Vessel Employees - Employees responsible for operations and maintenance of NOAA vessels or vessel communications who are not general schedule or wage grade employees or part of any uniformed service; employees paid under authority of 5 U.S.C. 5348, wage marines.

.02 Commuted Subsistence Allowance - Meals and quarters in kind, or cash in lieu thereof, payable to vessel employees in accordance with rates and conditions current in industry.

SECTION 4. DELEGATION OF AUTHORITY AND PROGRAM RESPONSIBILITY.

.01 The authority to grant payment for commuted subsistence allowances within established regulations, is delegated to the Director, Office of NOAA Corps Operations, and the Directors of the Marine Centers. The Directors of the Marine Centers may delegate authority to the Commanding Officers of NOAA vessels and to officials at the Marine Centers. The redelegation of authority must be made in writing with copies forwarded to the Director, Office of NOAA Corps Operations.

.02 The Personnel and Civil Rights Office (OA2), Office of Administration, working in conjunction with the Office of NOAA Corps Operations, will establish and periodically review commuted subsistence rules and regulations. Requests for interpretation and/or clarification should be directed to OA2.

SECTION 5. GENERAL RULES.

.01 When suitable temporary Government quarters and mess facilities are not available aboard vessels or on shore, wage marine employees who are assigned to full operational status to the ship's force (complement) will receive a daily commuted subsistence allowance on a seven-day week basis.

.02 The purpose of the commuted subsistence allowance is to defray an unusual expense incurred by the employee. Therefore, if an expense is not incurred, payment should not be made. In no case should the Government or employee benefit. An employee who maintains a residence for his or her dependents at his or her assigned port will be expected to reside at the residence when Government quarters are not made available. The employee will not be entitled to the quarters allowance and will only be entitled to an allowance for those meals normally eaten aboard ship.

.03 Payment of the commuted subsistence allowance, or the provision of rooms and meals in kind, will only be made to an employee who would have been at the location of the ship to take advantage of Government-furnished rooms and/or meals. If an employee does not normally sleep and/or eat aboard ship during off duty hours, he or she will not be entitled to commuted subsistence allowance or to room and meals in kind.

.04 An employee who is a member of a recognized collective bargaining unit shall receive commuted subsistence in the amounts specified in the applicable negotiated agreement. Commuted subsistence rates for non-bargaining unit employees will be consistent with rates for bargaining unit members and will be in accordance with rates current in the industry. (See the Attachment to this Order for rates). When notified by the unions that the rates of payment specified in the negotiated agreements do not reflect the current rates in the maritime industry, the Director, Personnel and Civil Rights Office (OA2) shall inform the Director, Office of NOAA Corps Operations of the new rates to be paid pending amendment of the negotiated agreements.

.05 Quarters allowance shall be paid in units of full days when lodging is involved. The allowance for meals shall be computed at the rate specified in the applicable union agreement for each meal with breakfast, lunch, and dinner equaling one day.

SECTION 6. CONDITIONS OF PAYMENT.

.01 Quarters allowance shall be paid to an employee who is a member of a bargaining unit under the conditions specified in the applicable negotiated agreement. An employee who is not a member of a bargaining unit shall be entitled to quarters allowance if one or more of the conditions listed below exist on board ship and the Commanding Officer is unable to arrange other suitable quarters, making it necessary for the employee to obtain sleeping quarters ashore:

a. When heat is not provided in cold weather.

b. When hot water is not available in the crew's washrooms for a period of twelve (12) or more consecutive hours or is not supplied at a convenient place ashore.

c. When the crew's quarters have been painted and the paint is not dry; thereby making the quarters unsuitable for occupancy and other suitable quarters are not furnished aboard ship.

d. When a vessel is in dry dock overnight and lodgings with all facilities, including heat, light, hot and cold running water, and sanitary facilities are not provided shipboard or in the immediate vicinity.

e. When linen is not provided, upon an employee's request, prior to 6:00 p.m. on the day he or she joins the vessel.

f. When a vessel is being fumigated and not cleared for occupancy before 9:00 p.m.; however, personnel standing midnight to 8:00 a.m. watch shall be entitled to quarters allowance if the vessel is not cleared for occupancy by 5:30 p.m.

g. When there is repair work, such as chipping, welding, riveting, hammering, pounding, or other disturbing noises in or around the vessel's personnel quarters for three (3) or more hours between 6:30 p.m. and 6:30 a.m. A temporary breakdown for minor repairs of less than three (3) hours duration shall not subject the employer to any lodging penalties.

.02 The conditions under which commuted subsistence WILL NOT be paid to an employee who is a member of a bargaining unit are specified in the applicable negotiated agreement. An employee who is not a member of a bargaining unit WILL NOT be provided room and meal allowances when he or she is:

a. Voluntarily absent from the ship on approved leave or absent without approved leave.

b. Absent from duty for disciplinary reasons (except employees on ships in foreign ports).

c. On sick leave or other leave due to illness when the vessel is in home port, or when the employee who is in home port maintains a residence within the local commuting area and does not normally sleep aboard when the vessel is in home port. Room and/or meal allowance will not be paid to employees who are furnished an allowance in kind, when returned to residence or home of record, or when hospitalized under USPHS.

d. Receiving benefits under the Federal Employees Compensation Act, as amended.

e. On detail to a shore assignment due to personal hardship, periods of recuperation when not fully able to return to duty, during relief periods from continuous sea duty, or when assigned as part of the maintenance crew aboard an inactive vessel laid up indefinitely in home port.

f. In official travel status covered by Government Travel Regulations.

g. On temporary duty assignment to shore parties not associated with a ship's mission. An employee shall be paid the per diem rate for such assignment as set forth in the NOAA Travel Handbook.

h. Ashore in an off-duty status not necessitated by one or more of the conditions in 1. (a) through (g) above.

SECTION 7. AUTHORIZATION AND METHOD OF OBTAINING PAYMENT.

Commuted subsistence allowances will be authorized on NOAA Form 34-25, Commuted Subsistence Voucher. Detailed instructions for preparation of this form are printed on the reverse of the form. If space on the form is not adequate for the number of employees to be listed, NOAA Form 34-25A, Commuted Subsistence Voucher - Continuation Sheet may be used. This form should be prepared in original and two copies. One copy should be retained by the authorizing official for his or her records. The original and remaining copy should be given to the servicing Administrative Support Center or cashier for purposes of paying the employee(s).

SECTION 8. EFFECT ON OTHER ISSUANCES.

This Order supersedes NOAA Administrative Order (NAO) 202-534A, dated July 20, 1990. The Attachment to this Order has been updated to reflect rates that are fixed and adjusted in accordance with prevailing rates and practices in the maritime industry.

SIGNED
Director, Office of Administration

Attachment

Office of Primary Interest: Office of NOAA Corps Operations (NC) Office of Administration Personnel and Civil Rights Office (OA2)

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NAO 202-534A --                  ATTACHMENT

COMMUTED SUBSISTENCE RATES FOR NON-BARGAINING UNIT EMPLOYEES

In lieu of breakfast = $ 6.00

In lieu of dinner = 12.00

In lieu of supper = 20.00

* Room allowance = 40.00

Total = $ 78.00

* Provided the employee does not remain aboard the vessel.

The above rates may be adjusted upward, not to exceed the applicable rate specified in the NOAA Travel Handbook, when comparable meals or quarters are not available at the lower rate and appropriate receipts are furnished.

The rates set forth above are effective October 7, 1990.