MS 281: Completion of Service Date Advancement and Extension of Service

Date: 04/15/98, partial revision 10/15/99
Office: Office of Chief of Staff
Supersedes: 01/3/83, 07/30/73

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This Manual Section establishes the rules and procedures for advancing Volunteer completion of service (COS) dates and for extending Volunteer service.

Each Peace Corps Volunteer is expected to honor fully his/her commitment to serve the people of the host country to the best of his/her ability for the period of time -- usually two years --specified by the Peace Corps. A Volunteer's COS date may be advanced up to 90 days if the Volunteer will have completed his/her primary and secondary responsibilities before the proposed COS date (see paragraph 2.3 for approval authority). If a Volunteer has remaining responsibilities in the host country, his/her COS date should not be advanced to meet personal, educational, professional, or employment opportunities, including an assignment with Crisis Corps or employment with the Peace Corps or any foreign affairs agency.

See MS 284, "Early Termination of Service," for advancing COS dates in conjunction with an evacuation. See MS 341, "Non-emergency Post Closing," for advancing COS dates in conjunction with a non-evacuation Post closing.

The following shall be considered in determining whether to advance a Volunteer's COS date:

• Programmatic impact
  • Whether the Volunteer will have completed his/her primary responsibilities.
  • Whether the Volunteer will have completed his/her secondary responsibilities.
  • Whether host country officials concur with advancing the Volunteer's COS date.
• Emergency leave and medical evacuation Peace Corps will normally advance the COS date of a Volunteer who begins an emergency leave or a medical evacuation within 90 days of his/her established COS --unless the Country Director determines that there are compelling programmatic reasons for returning the Volunteer to the host country. (See MS 220, "Leave for Volunteers/Trainees," paragraph 5.0; and MS 264, "Medical Evacuation of Trainees, Volunteers, and Dependents," paragraph 3.6.)
• Master's International Program Country Directors are encouraged to work with Volunteers who are participating in the Peace Corps Master's International (MI) Program to establish a COS date that will allow them to bring their primary and secondary responsibilities to completion in time to fulfill remaining MI academic requirements (e. g., a program that requires completion of a final semester of study, scheduled to begin prior to the projected COS date). Upon request by the Country Director, the University Programs Coordinator (in VRS/OPS/MNRI) will verify the date when an MI Volunteer needs to return to his/her university and the academic impact of delaying the Volunteer's COS beyond that date.

2.3 Approval Authority and Procedures

2.3.1 Advancing a COS Date up to 30 days

In accordance with this Manual Section, the Country Director may advance a Volunteer's COS date up to 30 days before the original COS date and report the advance at the time of the Volunteer's new COS date, using the format in MS 223, "Volunteer/Trainee Readjustment Allowance," paragraph 12.1.

If the Country Director determines, in accordance with this Manual Section, that a Volunteer's COS date should be advanced by a period of more than 30 but not to exceed 90 days, the Country Director shall send an email, fax, or cable to the Regional Director, with a copy to Volunteer and Staff Payroll Services (OPBF/F/VSPS), containing the following information:

• the Volunteer's full name, social security number, currently specified COS date, and proposed new COS date
• a detailed statement of the reasons for advancing the COS date
• a request that the Regional Director approve the proposed new COS date

The Regional Director shall send an email, fax, or cable to the Country Director, with a copy to OPBF/F/VSPS, either approving or disapproving the request.

If the Regional Director approves the request, OPBF/F/VSPS shall audit the Volunteer's readjustment allowance account and provide guidance to the Country Director regarding payment of the one-third readjustment allowance advance (see MS 223, paragraph 9.0). The Country Director shall report the advance at the time of the new COS date, using the format described in MS 223, paragraph 12.1.

If the Country Director determines, in accordance with this Manual Section, that the COS date for a group of Volunteers should be advanced, the Country Director shall send an email, fax, or cable to the Regional Director, with a copy to OPBF/F/VSPS, requesting that the Regional Director approve the proposed new COS date for the group. The request should contain the following information:

• currently specified COS date and proposed new COS date
• each Volunteer's full name and social security number
• a detailed statement of the reasons for advancing the COS date
• a request that the Regional Director approve the proposed new COS date

The Regional Director shall send an email, fax, or cable to the Country Director, with a copy to OPBF/F/VSPS, either approving or disapproving the request. If the request is denied, the Regional Director will advise the Country Director of the reasons for his/her decision.

If the Regional Director approves the request, OPBF/F/VSPS shall audit each Volunteer's readjustment allowance account and provide guidance to the Country Director regarding payment of the one-third readjustment allowance advance (see MS 223, paragraph 9.0). The Country Director shall report the advances at the time of the new COS date, using the format described in MS 223, paragraph 12.1.

A Volunteer whose continued service is desired by a host country may request permission to extend service by submitting a written request to the Country Director. For administrative purposes such requests should be made at least two months before the established COS date. In unusual situations an extension request made during the last two months of a Volunteer's service may be considered for approval by the Country Director.

The Country Director shall consider the following factors in determining whether to grant an extension request:

• A Volunteer's unique importance to the total program and the overall benefit to the host country.
• The degree to which the Volunteer's supervisor and other host country officials support an extension.
• The Volunteer's motivation in seeking the extension.
• Medical approval from the Peace Corps Medical Officer.
• The previous conduct of the Volunteer.
• The quality of the Volunteer's service to date.
• The total time the Volunteer will have served as a result of the extension (see paragraphs 3.3.1 and 3.3.2 below for further guidance).

The Country Director may approve extensions of service, including any period of special leave, of up to 25 months beyond the original COS date. Extensions of 30 days or less are reported via the COS email, fax, or cable described in MS 223, paragraph 12.1. Extensions of more than 30 days are reported using the format below. The information must be sent to OPBF/F/VSPS at least 24 hours before the original COS date.

TO: OPBF/F/VSPS, pass CDO REF: MS 281 SUBJ: EXTENSION
l. SSN:
2. Full Name:
3. Project Code:
4. Effective Date of Extension: (the date cannot precede the Volunteer's original COS date)
5. Number of Months of Extended Service: 6. New COS Date: 7. Special Leave Dates: (if applicable) 8. Other: (for mention of special approvals, amendment of extension length, etc.)

Information (e. g., social security number) in the above document is protected by the Privacy Act. Therefore, the document should be shared only with those employees who need the information as part of their jobs.

A Volunteer's request for an extension of service beyond 25 months from the original COS date may be approved only by the Regional Director. The Country Director shall send an email, fax, or cable to the Regional Director explaining why, based on the criteria in paragraph 3.2 above, the extension is warranted; what extraordinary circumstances warrant the extension beyond 25 months; and whether special leave would be applicable. The Regional Director shall send an email, fax, or cable to the Country Director either approving or disapproving the request. If the request is approved, the Country Director must report the extension using the format described in paragraph 3.3.1, noting the Regional Director's approval.

All terms and conditions of Volunteer service continue to apply to extending Volunteers except as provided in paragraph 4.0 below.

The Country Director will assign a current project code to Volunteers who extend their service for more than six months.

An extending Volunteer is credited at the beginning of each extension with annual leave in accordance with MS 220 (see also paragraph 4.3 below).

Volunteers extending less than 12 months may not receive a one-third check at the time of extension. Volunteers extending for 12 months or more are entitled to a one-third readjustment allowance check. Country Directors must follow the procedures in MS 223, paragraph 10.0.

4.0 Special Leave for Extending Volunteers

Volunteers extending their service for 12 months or more are entitled to 30 days of special leave upon either the completion of the original term of service or 18 months of service, whichever is later. Each day of special leave is considered part of the Volunteer's service but is not counted toward completion of the extension period. E. g., a 12-month extension and 30 days of special leave pushes a Volunteer's COS date back 13 months.

If the Country Director determines that the nature of the Volunteer's assignment is such that an 11-month rather than a 12-month extension would be appropriate, then he/she may request the concurrence of the Regional Director to authorize an extension with special leave privileges. This option should be exercised only where the shortness of the Volunteer's assignment results from circumstances beyond the control of the Volunteer, such as the length of the school year. In requesting concurrence, the Country Director shall email, fax, or cable the Regional Director, providing the Volunteer's name, social security number, and project code; and stating the reasons for requesting the 11-month extension with special leave privileges. If concurrence is granted, the Country Director shall indicate this when reporting the extension to OPBF/F/VSPS (see paragraph 3.3.1 above).

If special approval is granted for an 11-month extension with special leave, the Country Director may not then--at a later date--advance the new COS date by 30 days, as authorized by paragraph 2.3.1 of this Manual Section.

The Country Director will note a Volunteer's eligibility for special leave and state the new COS date in the email, fax, or cable reporting the extension.

After 25 months of extended service, including any period of special leave, a Volunteer who extends service for an additional 12 months will again be eligible for 30 days of special leave. Eligibility for a second special leave is based solely on the length of extended service regardless of the timing of the previous special leave.

Extending Volunteers are expected to take special leave as soon as possible after the beginning of extended service, preferably during the first three months. However:

• A Volunteer may, with the written approval of the Country Director and concurrence of host country officials, begin special leave within the last 60 days before his/her original COS date.
• A Volunteer who has completed 18 months of Volunteer service may begin special leave more than 60 days prior to the original COS date if the Country Director determines, with the Regional Director's concurrence, that for programmatic reasons such leave should be authorized.

Special leave may not be taken during the final 90 days before the Volunteer's new COS date.

A Volunteer may extend the special leave period by using up to 15 days of advanced annual leave.

NOTE: A Volunteer who does not take special leave within the time frames allowable forfeits his/her right to any special leave allowances, airline tickets, or GTRs issued for travel in conjunction with that special leave.

For each day of special leave actually taken, a Volunteer receives the current special leave allowance. The living allowance continues to be paid during periods of special leave for Volunteers who extend in their original host countries. (For guidance regarding payment of living allowance to those Volunteers who extend and transfer to another country, see MS 282, "Transfers/ Reassignments, Reinstatements and Reenrollments of Trainees and Volunteers.")

An extending Volunteer is entitled to receive a one-third readjustment allowance check in connection with special leave as explained in MS 223, paragraph 10.3. The readjustment allowance continues to accrue during special leave.

The Peace Corps encourages extending Volunteers to visit their U. S. homes during special leave. Volunteers departing on special leave should be issued a ticket or Government Transportation Request (GTR) for round-trip travel from the host country to the U. S. home-of-record. Excursion fare tickets are to be issued, whenever possible, for the most direct route to the U. S. home-of-record. If Volunteers wish to perform indirect travel that will not conform to the excursion fare restrictions, they shall pay the difference and coordinate any additional cost directly with the airline.

4.5.1 Travel to other than Home-of-Record Volunteers who wish to travel elsewhere than their home-of-record may request a ticket or GTR for round-trip excursion air fare from the host country to any location in an amount not greater than the cost of the least expensive fare from the host country to the U. S. home-of-record.

4.5.2 Cash in Lieu of GTR Volunteers will not be given cash in lieu of this ticket or GTR under any circumstances.

The Peace Corps continues to provide Volunteers with necessary medical care during special leave. A condition arising in the U. S. that requires post-service care, may not be deemed "service-connected" for purposes of Federal Employee Compensation Act (FECA) benefits. See MS 266, "Post-Service Health Benefits Program for Volunteers, Trainees, and Dependents."

Extending Volunteers continue to be eligible for the Peace Corps life insurance during special and advanced annual leave, regardless of where the leave is taken.

The grant of special leave is based on a Volunteer's commitment to a minimum 12- month extension. Volunteers who fail to fulfill that commitment forfeit their right to special leave and, if they have already taken special leave, may be required to refund certain amounts to the Peace Corps.

4.8.1 Resignation Before Special Leave

Volunteers who have not taken special leave will be deemed to have shortened their service extension and to be COS Volunteers as of the date of their resignation. The Country Director should notify OPBF/F/VSPS and the Country Desk Officer (CDO) by email, fax, or cable of the change in the length of the extension, noting the reasons for the change (see paragraph 3.3.1). Additionally, the Country Director must email, fax, or cable the COS information as described in MS 223, paragraph 12.1.

4.8.2 Resignation During Special Leave

A Volunteer who takes special leave and resigns before returning to the host country will be deemed to have shortened his/her service extension and to be a COS Volunteer as of the date when he/she formally notifies the Peace Corps of his/her intent not to resume service or his/her last day of special leave, whichever is earlier. The Volunteer must refund any allowances granted during special leave (beyond the cost of excursion class airfare from the host country to the home-of-record) and return any unused plane tickets provided at Peace Corps expense. The Volunteer also may not receive any allowances held for him/her during special leave.

The Country Director should notify OPBF/F/VSPS and the Country Desk Officer (CDO) by email, fax, or cable of the change in the length of the extension, noting the reasons for the change (see paragraph 3.3.1). Additionally, the Country Director must email, fax, or cable the COS information as described in MS 223, paragraph 12.1.

4.8.3 Resignation After Special Leave

A Volunteer who takes special leave and resigns after returning to the host country will be considered an early terminee subject to the provisions of MS 284, "Early Termination of Service." The Volunteer will not be required to refund the cost of the special leave round-trip airfare between host country and home-of-record. If the Country Director determines, however, that the Volunteer accepted the special leave in bad faith, he/she may, with the concurrence of the 9 MS 281 Regional Director, have any allowances granted the Volunteer for use during special leave deducted from the Volunteer's readjustment allowance.

4.8.4 Medical Separation or Interrupted Service

Volunteers who extend and are then medically separated or have interrupted service will be considered either early terminees (i. e., medical separation or interrupted service) or COS Volunteers depending on whether they are separated before, during, or after special leave. Their designation will be based on the standards used for resigning Volunteers in paragraphs 4.8.1, 4.8.2, and 4.8.3. These Volunteers will not be required to refund allowances granted to or held for them during special leave.

4.8.5 Administrative Separation

Volunteers who fail to complete their extension of service as the result of an administrative separation will be deemed early terminees and treated in accordance with the provisions of MS 284, "Early Termination of Service," regardless of the point during their extension of service when the termination occurs or whether they have taken special leave.