British Embassy USA Support Group (Tidewater)

Mission Statement

To support the UK Military Families in the Tidewater area by providing the highest level of customer service and consistent application of the ‘Duty of Care’ obligation during their arrival process, period of assignment and departure, whilst achieving the best value for money within the financial allocation.

Content of Briefing

• USA Support Group – Organisation & US footprint

• General information - websites (UKGov.net/BayBrits.us)

• Pay and allowances

• Accommodation and furniture

• Healthcare

• Children’s education

• Legal & newcomer’s briefings

• What’s next

USA Support Group

UK Footprint in USA

• 610 Military & 150 UKBC Principal Visa Holders

• 2000 incl spouses & dependants

• Spread across 34 States

• More than 75% outside Metro DC area

USA Support Group - Tidewater

• Embassy outreach team overseeing the largest pool of UK personnel outside Washington DC

• 128 Military = 350 incl spouses/dependants

• Spread across a 70 mile area from Williamsburg to Dam Neck Naval Base

• SACT, NOPF, LLSS, 2nd Fleet, JAWS Staff College, Exchange Officers, etc

USA Support GroupHd In-Country Support (Mil) - Maj Steve Marsh

USA Support Group - TidewaterUK NLR

Col Peter Germain

NLR Assistant

SSgt Kelly Scott

Business Manager

Mr Karl Meadows

Chief Clerk

WO Chris Lewis

Responsible for:

•Providing furnished accommodation

•Support on healthcare & children’s education

•provision of BFPO

•Pay & allowances/Personnel management for those parented by the GAU

Community Liaison

Mrs Frances Portaluri

Housing Co-ordinator

Mrs Maura Nankervis

https://www.ukgov.net/

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BritlistOnce you have mobile phones and email set up, please complete Britlist data capture form, included in your housing pack and return to the USA Support Group. The details you provide will be used when we distribute global emails and the monthly Newsletter.

Brit FundThe Brit Fund has been established toassist with the cost of running a few social events throughout the year (welcome BBQ, Easter cycle ride, etc). The contribution is minimal, with a one-time payment of $50 per family and $25 for single personnel.

Car Hire On Arrival

• Do not take out insurance

• Do not upgrade size

• Insurance for spouse is not refundable

• Carry driving license, vehicle registration and insurance policy at all times

Driving in the USA• NATO 2 visa holders do not require a US driving license

• Drive on the right, but be aware of overtaking on both sides

• Always come to a complete stop at STOP signs

• Few roundabouts – All way STOPS used – go in turn

• You may turn right on red light as long as there is no sign saying “no turn on red”. Not in NY State. Beware of difference with “Stop on Red”

• Speed limits are strictly enforced

• School buses, when they stop – don’t overtake

• Drink driving – even being in possession of car keys after having a drink

• If stopped by police - remain in car with hands visible on steering wheel. Ladies driving alone may drive to safe location before stopping

• Carry driving license/vehicle registration/insurance policy at all times

• Be aware of differing State Laws – especially cell phones!

• Consider joining AAA and purchasing a Sat Nav

Pay and Allowances

Allowances for ‘on-assignment’ duty journey

Subsistence Allowance

•Day Subsistence (DS)

– Re-imbursement of actual receipted costs for prepared meals for lunch and dinner up to the DS limit:

– UK £25.00 per person per day – US $66.74 per person per day

•Night Subsistence (NS)– Actual receipted costs of overnight accommodation plus additional

breakfast costs if not included with hotel booking– Must book accommodation through HRG using online booking tool

•14 day hire car will be paid centrally by HRG, fuel costs are not to be reclaimed, unless you have chosen to source your own property

•Overnight parking costs for duration in hotel may be reclaimed

Allowances

• Local Overseas Allowance (LOA)

• A contribution towards the necessary additional local cost of day to day living when serving overseas, commencing the day of arrival in the US

• Rates differ depending on rank/accompanied status/No of accompanied children. As of 1 Dec 13, this includes dependant children, who are in full time tertiary education, up to the age of 23

• Do not make financial commitments based on the rate of LOA you are receiving

• Living Out Supplemented Overseas Allowance (LOSLOA)

• To assist service personnel with the necessary additional costs of food and incidentals who have no access to service messing facilities

• Payable to single or married unaccompanied personnel and commences from moving into Permanent Accommodation

Allowances

• Home To Duty (HTD)

• Contributes towards costs incurred on daily travelling to/from place of duty.

• Personal contribution of 3 miles each way

• Get You Home(Overseas) (GYH(O))

• GYH(O) allowance assists towards the cost of one return journey to the UK for you and your family, per each full year served overseas

• East coast rate is currently up to £881 per person for the flight element of the journey

• Terminal travel to/from local International Airport and to/from closest International Airport to UK leave address

• Advance (3 Months via JPA)

Further details on all Allowances can be found on the UKGov.net website

• Authorisation for SACT NATO travel needs to be requested through the UK NLR office, via SSgt Kelly Scott

• Hotels must be booked via HRG online. If cost exceeds daily limit, authority is required from Mr Karl Meadows (Business Manager)

• Military personnel should refer to the UKGov.net website for current rates of Day Subsistence, or seek advice from the Chief Clerk

• Personnel detached on Temp Duty outside USA, will attract the appropriate amount of Temporary LOA for the country they are visiting

• Longer Separation Allowance(LSA) – payable on temp duty travel of 7 consecutive days or more INVOLSEP at a location that precludes returning to the duty station

• T&S advances of up to 90% can be made 21 days prior to duty travel via JPA and must be cleared within 30 days of return

• It is important that the Chief Clerk is informed of movements, so Move & Track records can be maintained and individuals continue to attract the appropriate allowances

Temporary Duty Travel

Advance of Pay on Assignment

• Individuals can apply for up to a 4 month Advance of Net Pay prior to arrival in the United States through their previous unit. All Advances of Pay are recovered over a 12 month period.

• Proposal to increase the number of months individuals may have to pay back their Advance of Pay has been submitted for consideration, but for the time being it is to remain over 12 months.

• The Embassy will exchange any advance of pay at the Fixed Forces Rate and deposit the US$ into the Servicemen’s new US Bank account.

Soft Furnishings/Small Electrical Items Grant

Soft Furnishings Grant

•Payment to assist with the purchase of curtains, bedding, cushions, throws, etc. You will be provided with a list of permitted items

•Rates dependent on marital status and property entitlement

Small Electrical Grant

•$165 to assist with the purchase of small electrical items such as kettle, toaster, coffee maker, hairdryer, toothbrush, etc

•Full details of permitted items can be found on UKGov.net website•You may buy second hand items as long as a bill of sale is obtained•Retain receipts for 4 years, which can be requested for audit

Claims Processing Centre (CPC)

You will register with the CPC as part of your arrivals process using your private e-mail address. Items claimed back through the CPC are:

Utility Bills The only items that can be claimed online via

UKGov.net

Education Nursery/School Bills/Transportation to School

Healthcare Medical & Dental

Accommodation Authoritised by Tidewater Housing Co-Ord

The CPC utilises automatic emails to inform customer of status of claims.

• Photocopy all claims prior to submission to the CPC

• Military personnel must submit all travel expense claims through JPA

POC Mrs Cathy Winterton email: BDSUS-OnlineClaims@mod.uk

Accommodation

UK SFA Virginia Beach/Norfolk

Accommodation

• BDS-US Accommodation Policy is based on JSP464, with the shared aim being to offer suitable accommodation of a similar standard to that which would be provided for personnel in the UK

• Constraints include market conditions, availability, rental allowance and maximum cm3

• The Tidewater Housing Guide gives families advanced notification of what accommodation and furniture can be expected within this location

• Accompanied personnel are offered the choice to source their own accommodation, or be allocated a property. If sourcing their own, they have 14 days from the arrival date to secure a property

• Private leases still required to be scrutinized by the Housing Co-ordinator, or Embassy prior to signing as further negotiation may be required

Accommodation

• Should you have an issue with your property, please contact landlord/realtor in first instance, informing the USA Support Group Tidewater Team so we can track/chase problems

• You are responsible for grounds maintenance and handing backproperty clean and damage free on march-out

• Pets – MoD takes no responsibility for pets or any additional costs associated with them

• Personnel are financially responsible for deductions withheld from security deposits

• Strongly recommend taking out Renter’s insurance. In some cases this is a requirement of the lease

Deductions and Charges• Married Accompanied Personnel

• Pay the appropriate Grade 2 fully furnished Service Families Accommodation charge

• Plus, fuel and light, to cover gas, electricity and oil, so actual costs can be reimbursed through online CPC process via DESTINY

• Garage charges as appropriate

• Married Unaccompanied and Single personnel will pay Grade 2 Single Accommodation charges appropriate to their rank.

• All personnel will pay the relevant Contribution in Lieu of Council Tax (CILOCT)

Reclaimable costs• With authority from the Housing Co-ordinator or Business Manager,

reclaiming costs for gutter cleaning (twice a year) and air conditioning filters can be made through the CPC using a BDS Form 300

(Military personnel)

Furniture

Furniture

• Furniture is neutral in design and colour and fairly good quality

• Not all items are new, as such normal wear and tear (marks or scratches) should be expected

• Signed inventory is to be returned to the Housing Co-ord within 14 days, noting any missing/damaged items. We recommend taking photographs if damage is particularly noteworthy; stains on upholstery, nail varnisher/remover, candle burns, stickers, etc

• Furniture cannot be returned unless you have authority from the Housing Co-Ord to do so

• White goods (washer, dryer, fridge, etc), ironing board, vacuum cleaner, step stool, lawn mower and gardening tools will either be supplied by landlord or the MOD

Furniture

• Wipe wood surfaces with a damp cloth, do not use Pledge polish

• Cushion covers cannot go into washing machine – they will be damaged.

• Spot cleaning codes and additional information for upholstery cleaning is available on UKGOV.net

• If you feel items need to be replaced or pack is below entitlement please contact the either of the following Tidewater team members:

Housing Co-ord Mrs Maura NankervisBusiness Manager Mr Karl Meadows

Healthcare

Healthcare in the USA

• No publicly-funded, National Health Service

• Military – Tricare (and Meritain Health)• Carry ID card and know your Foreign Identification number

Emergency cover•For Medical Emergencies go to an ER (A&E) or dial 911 (don’t be surprised if a fire engine arrives)

•No authorisation is required

•MOD funds emergencies throughout the 50 US States, including when you are on holiday

•Locate the closest ER to your home

•‘in-network’ limitations do not apply in an emergency

•For Emergency Services present your military ID, FIN

•Minor illnesses also treated in an ER

•Inform Embassy as soon as possible after Emergency treatment

• Upon arrival you will need to register yourself and your family with the DEERS/personnel office, who will issue CAC/Dependants IDs and a Foreign Identification Number. Children under 10 will not receive a dependant ID.

• Foreign Identification Number(FIN) - For the purposes of medical treatment, your FIN acts as a Social Security number. The DEERS clerk will issue you a FIN with your ID card, please make a note of it and do not lose it.

• Once issued IDs, you must register all family members with Tricare at one of the Military Treatment Facilities (Boone clinic, Oceana, Sewells Point). No healthcare cover is provided until this has been done.

• Flag officers and their families are treated at Sewells Point. POC is Annette Herrod on 757-953-8861

• Your Military ID serves as your Healthcare card, so please carry it at all times

Registering for Medical cover

• Entitled to clinically necessary care only, as you would expect under the NHS. Elective, preventative and wellness care is not funded without prior authorisation from Defence Medical Services (DMS)

• Healthcare is a business here!

• Privately owned medical and dental clinics

• More comprehensive courses of treatment

• Preventative & ‘wellness’ treatments

• Cosmetic treatments

• DMS will only authorise treatment that would have been provided under the NHS and which is clinically necessary

• Elective treatment is at personal expense

Entitlement to Medical Care

• A Military Treatment Facility (MTF) is an ‘on-base’ clinic/hospital, which should be used as the primary source of all medical care, including prescriptions and optical care.

• Whilst in a MTF, dependants are treated as Tricare Prime, with care funded by the DoD, so no pre-authorisation is required.

Referrals ‘off base’

• If a MTF refers you ‘off-base’ to a civilian practitioner, level of cover downgrades to Tricare Standard, so pre-authorisation from DMS, through the Healthcare Dept in the Embassy, must be sought.

• You must ensure the civilian practitioner that you are being referred to is “in network” with Tricare

• Authorised treatment is part funded by Tricare and the remainder by MOD

• Treatment undertaken ‘off base’ without prior authorisation from DMS will not be funded by the MOD.

Military Treatment Facilities

• After treatment, the medical provider will send you a bill

• Tricare will send you an Explanation of Benefits (EOB) detailing:• the provider’s bill• what amount has been paid under the healthcare cover • what your contribution is

• As long as you have authority for the treatment, reclaiming your costs can be made on a BDS Form 200 – you must include all supporting documentation (DMS authority, EOB & provider’s bill)

• Remember: If you use a civilian practitioner without prior authorisation, it is at your own personal expense - this does NOT include ER visits

Reclaiming costs of treatment outside a MTF

• Healthcare is a business in the USA

• If you do not want to use the base for personal reasons you can fund your own civilian healthcare through Tricare

• It is your responsibility to check network status. The MOD will not pay for any out-of-network care.

• Only use an ‘in network’ Urgent Care Center if referred by the MTF, or it is outside of normal MTF operating hours, or in an emergency.

• If you do use an Urgent Care Center, you will need to notify the Healthcare dept in the Embassy as soon as possible

**********************************************************************• Tricare does not cover any inpatient costs with civilian providers off

base for active duty or dependants. This includes major surgeries and births. Please contact the Healthcare Dept if you will need inpatient services off base, so they can arrange for additional medical insurance through a Meritain Health plan.

Medical

(Military and their families)

Dental

Active Duty personnel

Must receive all dental care ‘on-base’ at the dental clinic within the MTF. All treatment is funded by the DoD, so no authorisation is required.

Dependants

• No routine care can be undertaken within the first 3 and last 3 months of your tour. You should arrive dentally fit and upon departure all routine care can be carried out on your return to the UK.

• Within 3 months of your arrival, you will receive a Meritain Health plan ‘Aetna’ card through the post. The card will be in the Servicemen’s name, but the coverage is for all entitled dependants. There will be telephone and website details on the card.

• You must ensure the dental practice and dentist you choose is “in network” with . Don’t assume – check!

The MOD will not fund any out of network care

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Dental Treatment• Some appointments and treatments are automatically authorised,

others require pre-approval. If you are unsure, check UKGov.net or call the Healthcare Dept in the Embassy if in any doubt about entitlement.

• Adults entitled to routine dental exam every 12 months and children every 6 months. Routine exam includes a clean/polish, x-rays and less than 3 fillings.

• For any additional work, extensive fillings, deep cleanings, periodontal work, crowns, and bridges, your dentist must submit a Dental Treatment Plan to Meritain Health in order to seek authorisation for the work to be carried out. The Healthcare Dept in the Embassy will let you know what treatment has/has not been authorised by the Defence Dental Services(DDS).

• Any treatment that you begin without authorisation is at personal expense.

• Dental in the US is a business and you must be aware what you are entitled to. The dental practice is not responsible for knowing your plan.

Dental• Be aware – Dentists assume you will personally pay for any work not

covered by your plan, as Americans do, and will often recommend cosmetic rather than clinically necessary treatment. This is why all non-routine work must be authorised in writing prior to treatment being undertaken as the final cost can be thousands of dollars.

• Meritain will pay the provider directly for authorised treatment. Co-pay element will be same as NHS contribution for adults

• If you are in doubt about anything, please make sure you contact the Embassy Healthcare staff for further guidance

Healthcare & Education Co-Ordinators

Paul Tregear – A-K

Jennifer Trotter – L-Z

BDSUS-SPGP-HEALTHED-GROUP@mod.uk

For urgent enquiries, the healthcare team can be contacted on:1-202-588-7893 or 1-202-588-6577

NHS Contributions

• All personnel who were required to pay NHS charges in the UK will be expected to pay equivalent contributions in USA

• Contributions are payable on:

− Dental Treatments

− Eye Exams

− Prescriptions – Military Families must get these free on base. For emergencies only present Military ID at civilian pharmacy.

Active Duty have no Prescription coverage off base. Reimbursement for emergencies only.

Boarding School Children

• UK Boarding School children (under 18) and children 18 and over in their first degree in the UK are eligible only for emergency medical services when visiting the US

• All routine medical, dental and optical exams are to be done in the UK

• It is strongly encouraged that you take out travel insurance for your child

• Military children 18 or older with no intention of going into a first degree program have no healthcare cover in the US.

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Differences between US & UK schools• Schools in Virginia Beach are amongst the highest rated in the USA

• No national curriculum/nation examinations – State/City decides

• Schools years are numbered differently, but that does not mean the US schools are a year behind in terms of curriculum

US State-funded schools = UK Public schools• Free public schooling is available for grades 1-12 and in some areas free full time Kindergarten is available for 5 year olds.

• Legally children in USA must start school in September after their 6th birthday.

• Public school places allocated by home address - catchment areas - No appeals

• To enroll, you will need a copy of your lease and proof of vaccinations

US Fee-paying schools = UK Private schools• There are no geographic restrictions for children enrolling private schools.

• Chose and approach a school, then submit an Approval in Principle (Form 500) to the Embassy, to ensure that funding has been allocated, before your child starts school. You will also need to proof of vaccinations.

• Refund expenses guided by CEAS. Reimbursement for Grade 1 through High School is 2/3rds.

• Other claimable expenses (private & public school) listed on UKGOV.net, along with claim forms

Nursery Education• Entitlement for Nursery begins at the start of the term after your child’s 3rd

birthday*

• Nursery is administered by SCE in Andover, UK and claims must be submitted to the Embassy in arrears on a yearly, termly or monthly basis

• Currently the entitlement is 15 hours per week at £708 per term. A $3000 ($1000 per term) top up is available from your local budget

• You can claim for a total of 38 weeks only per school year. This is strictly enforced by CEAS. Once you have claimed 38 weeks of nursery the remaining time is at personal expense. If your Nursery requires more than the allotted hours per week for enrollment you are responsible for the difference.

• An annual Registration fee may be claimed with the first tuition claim

• Nursery is not mandatory schooling

• Additional guidance and application forms for funding is available on the UKGov.net website

*Term dates 1 Sep, 1 Jan, 1 Apr.

Pre-Kindergarten (Pre-K) - 4 year olds

• The US currently has no free schooling option for children who are 4 as of the beginning of the current school year

• Therefore, children who are 4 years old as of September 1 are entitled to 100% funding at a private school for just this year if they are enrolled in full time education

Kindergarten• Children who are 5 (as of 1 Sep) are eligible for Kindergarten in US

• If there is no full time free state Kindergarten in your area, you are entitled to 100% funding, but just for that year

• If there is free full time Kindergarten in your catchment area and you choose to send your child to private school your entitlement is 2/3rd’s funding

Continuation of Education (CEA)• Ensure Eligibility Certificate (EC) has been validated for new assignment. CEAGT takes 20 working days to process EC

• Applications for CEA are submitted via JPA. Previous terms bills are to be sent to the USA Support Group in the Embassy, so applications can be approved on JPA.

School Children Visits (SCV)• Children under the age of 19 and in standard education are entitled to 3 return SCVs per year or 6 single journeys

• Children under the age of 23 and in full time tertiary education are entitled to 1 return SCV per academic year

• SCVs are to be registered through JPA, so that personal contribution of 100 miles each way are deducted from the individual’s pay

• SCVs are booked via the Travel Cell in the Embassy using a BDS Form 704 SCV, available from the UKGov.net website

Additional Questions

Go to the Guidance – Children’s Education Section on Destiny for up to date information 24 hrs a day, including claimable expenses

for both private and public schools.

Healthcare & Education Co-Ordinators

Paul Tregear – A-K

Jennifer Trotter – L-Z

BDSUS-SPGP-HEALTHED-GROUP@mod.uk

For urgent enquiries, the healthcare team can be contacted on:

1-202-588-7893 or 1-202-588-6577

Please also see the healthcare & children’s education pages on UKGov.net for detailed guidance (under the Pay & Benefits tab)

What Next?

Unaccompanied Baggage

Track Consignments on Line at the Agility Website

Shipment Registration & TrackingWelcomeWelcome to the GRMS web-based Internet-accessible system developed and operated for the Ministry of Defence (MOD) by a contracted service provider, Agility Logistics Limited (Agility). You will be requested to enter certain personal and other data such as Name, Rank, Staff/Service Number, Collection and Delivery addresses. These and other data are necessary for the system to evaluate your shipment entitlement and to enable the Unaccompanied Baggage Manager (UBM) and the moving company to carry out the required work to move your goods from your losing unit to your gaining unit. The collection of the data is in accordance with Joint Service Publications JSP 752 and 464 and falls within the purposes covered by the MOD registration under the Data Protection Act 1998 (registration number Z5343420). Please remember to read carefully, the DSCOM removal guide in the top left hand corner of this page.Please enter your service number and name to continue.

* Enter your Service Number:

* Enter your Last Name:

Veric SinnHHG Coordinator - Government AccountsAgility LogisticsWashington DC, USATel +1 703 336 5329 | Fax +1 703 336 8601 | Mobile: +1 703 589 5699

Get ID cards & register with Tricare

SPECIMEN

Military dependants

Military (Foreign Military)

Register with

Key Tasks• Open Bank Account

• Purchase a car

• Organise insurance, renters & car

• Arrange for cable connection (Cox/Verizon/other)

• Mobile phones

• Consider AAA cover

• Return the 14 day ‘snag list’ to the Housing Co-ord

• Remain calm and polite with all agencies

Remember you’re don’t lose that - be proud of it!

Social Security Number (SSN)

Servicemen•Principal NATO2 visa holders may apply for their SSN, through the local Social Security Office, on arrival at their new post.

Dependants•Dependants may only apply for a SSN once they have obtained an Employment Authorization Document (EAD).

•Dependant NATO2 visa holders EAD applications are processed through the USA Support Group (Tidewater) and HQ SACT legal.

•Applications normally take 6-8 weeks.

•On receipt of your EAD, you may apply for a SSN, through the local Social Security Office.

Personal Property Tax & Local Registration Fee

• ONLY the principle visa holder is exempt personal property tax and local registration fee. If vehicles are registered with another person who is not on active duty then the tax exemption is lost.

• Annually, you will be required to provide details of your vehicle registration to the Tidewater Chf Clk. This information will be forwarded to the Commissioner of the Treasury, in Virginia Beach and should prevent you from receiving any Property Tax bills.

• If you do receive a Personal Property Tax bill, please contact the USA Support Group (Tidewater), so that your exemption status can be registered with the Commissioner of the Treasury’s office

Do not ignore a Property Tax Bill, as this will result in DMV placing a “freeze” (hold) on your vehicle’s registration 

Joint Casualty and Compassionate Cell (JCCC)

• All Military Personnel and their immediate family (parent, sibling, child) are covered in the USA

• Form JPA P001 should be kept available to all family members

• Categorisation will be by JCCC

• Cat A – Travel as soon as possible

• Cat B – Travel as soon as practicable

• Consider adding additional UK NOK on JPA

Legal & Newcomers Briefs

Kathy Bair & Emma Hart – Legal department for SACT

Provide briefs for all newly arrived Service personnel and their spouses/partners, normally on 1st & 3rd Tues of each month.

NATO also have a mandatory Newcomers briefing day, details of which are promulgated by email and on the SACT website.

Once you have left here today,

please remember to visit the

UK Military pages on UKGov.net website

for detailed guidance on all of the subjects mentioned during this briefing

Further advice and guidance

Any Questions