A.  Introduction

This chapter covers the various policies involved with eligibility, types of assistance, and requesting assistance.

The central purpose of Coast Guard Mutual Assistance is to assist our clients during their time of financial need.  In general, assistance is provided through counseling, short-term interest-free loans, financial grants, referrals, and other related means.  Assistance is provided under a large variety of conditions and situations usually involving everyday essentials including emergency, housing, and medical needs that are beyond the individual’s ability to meet at the time assistance is requested.  Coast Guard Mutual Assistance should be used to supplement, not replace other forms of available assistance.

Coast Guard Mutual Assistance strives to meet the valid, verified, and genuine need of our clients and their immediate family.  To this end, CGMA will provide assistance to individuals:

·        For situations requiring immediate attention.

·        For essentials.

·        To solve temporary problems.

·        Considering each case on its own merits, on a personalized and timely basis and with confidentiality.

·        In accordance with CGMA Articles of Incorporation, Bylaws, established policies and procedures and government regulations.

However, assistance will not be provided for:

·        Non-essentials.

·        Comfort, convenience or desire.

·        Maintaining a standard of living beyond the means of the client.

·        Long-term or continuing support.

·        Groups or organizations.

See paragraph 3-C-10 for additional information concerning items where assistance will not be provided.

Due to the nature of casework, it is not feasible to anticipate all possible situations that can occur.  There will be times an exception to normal CGMA policy may be justified.  (See section 4-E for additional information concerning exceptions to CGMA policy, prior to providing financial assistance.)

B.  Eligibility for Assistance

1.  Basic Eligibility

With only a few exceptions, almost everyone associated with the U.S. Coast Guard is eligible to request assistance from Coast Guard Mutual Assistance on behalf of themselves or their immediate family members.

a.  Individuals Generally Eligible To Receive Assistance From CGMA

Eligibility to receive assistance for themselves or on behalf of their immediate family members is generally extended to:

Active Duty Members:  Members of the regular Coast Guard including Academy Cadets, OCS personnel and Recruits.

The following distinction is made in regard to active duty member’s eligibility to receive assistance.

·        Pending Retirement:  Those active duty and Reserve members who have requested retirement and are approaching the effective date.

Members who are Pending Retirement continue to be eligible for assistance.  However, they should not assume that CGMA will assist them with the normal expected expenses associated with their transition into retirement, including travel to their retirement location for themselves or their family, house hunting trips or travel for job interviews.

Exception to the above policy may be considered for those entering the Temporary Disability Retired List (TDRL) when their TDRL retirement is unexpected, nor planned, and a need exists.

Retired Coast Guard Military Personnel:

·        Members of the Regular Coast Guard who have retired from active duty based on longevity or retired because of physical disability (both TDRL and PDRL).

·        Coast Guard Reserve members who have satisfactorily met service requirements and have been transfer to retired status RET-1 or RET-2.

·        Individuals from the above categories who have waived Coast Guard retired pay to receive retired pay from the Veterans Administration.

The following distinctions are made in regard to Retired Coast Guard Military Personnel’s eligibility to receive assistance.

·        Recently Retired Regular Coast Guard Members:  Those retirees who are within the first 12 months transition period following their retirement.

Assistance may be extended to assist with short-term, unexpected situations that arise during this transition period.  Assistance should be directed to solving the temporary situation.  These members are also eligible for assistance to prevent privation (food, eviction, loss of utilities), to aid them in the establishment of their initial retirement home, to meet other emergency needs, and for certain CGMA Education Programs.  Those needing long-term continuing help should be directed to programs within the local community for assistance.

·        Reserve and Long Retired Regular Coast Guard Members:  Reserve retirees and those Regular retirees who have been retired for over 12 months and who have had the opportunity to establish permanent lives within their community.

Assistance may be extended on a limited basis, to prevent privation (food, eviction, loss of utilities), to meet other emergency needs, and for certain CGMA Education Programs.  Those needing long-term continuing help should be directed to programs within the local community for assistance.

Coast Guard Civilian Employees:  Civilian employees of the U.S. Coast Guard including:

Federal Employees of the U.S. Coast Guard, including those under the wage grade (WG) and the General Service (GS) systems.

Non-appropriated Fund (NAF) employees, including employees of the Coast Guard Exchange System (CGES) as well as Morale, Well-being, and Recreation (MWR) employees and Child Development Center (CDC) Employees who are NAF personnel.

The following distinctions are made in regard to Coast Guard Civilian Employee's eligibility to receive assistance.

·        Permanent and Term Civilian Employees:  Permanent Coast Guard General Schedule, Wage Board and Non-appropriate Fund (NAF)

employees working full-time or part-time schedules and employees on term appointments of up to four years that could be extended for one additional year.

·        Temporary Civilian Employees:  Temporary Coast Guard General Schedule, Wage Board and Non-appropriated Fund (NAF) employees working full-time or part-time schedules who are on limited appointments, generally one year or less.  Temporary employees include summer interns and other hired for a limited period of time.

Note:   Due to their limited employment situation, assistance for Temporary Coast Guard Civilian Employees is limited to pay problems.

Coast Guard Reserve Members:

·        Reserve members while serving on extended active duty.

·        Selected Reserve:  Individual Reserve members who are serving on paid Inactive Duty Training (IDT).  Members of the Selected Reserve are said to be in a drilling status, that is, they must attend 48 IDT drills and 12 days Active Duty Training (ADT) per year.

·        Standby Reserve - Active Status:  Reserve members who are in neither the Ready Reserve nor the Retired Reserve, and who are liable for mobilization only in time of war or national emergency declared by Congress.  They may earn retirement points, compete for promotion, but may not receive pay.

The following distinction is made in regard to Reserve member’s eligibility to receive assistance.

·        Assistance may be extended to eligible Reserve member not on extended active duty on a limited basis, to prevent privation (food, eviction, loss of utilities), to meet other emergency needs, and for certain CGMA Education Programs.

Coast Guard Auxiliary Members:  Individuals who are active, participating members of their flotilla.

The following distinction is made in regard to Auxiliary member’s eligibility to receive assistance.

·        Assistance may be extended to Auxiliary members on a limited basis, to prevent privation (food, eviction, loss of utilities), to meet other emergency needs, and for certain CGMA Education Programs.

Military Chaplains:  Military Chaplains from any branch of the service while serving with the Coast Guard.

The following distinctions are made in regard to Military Chaplain’s eligibility to receive assistance.

·        Military Chaplains may be eligible to receive assistance from their parent Military Aid Society (MAS) and should look to that relief society prior to requesting assistance from CGMA.

·        Assistance may be extended to Military Chaplains on a limited basis, to prevent privation (food, eviction, loss of utilities), to meet other emergency needs, and certain CGMA Education Programs.

PHS Officers:  Commissioned Personnel of the Public Health Service serving with the Coast Guard.

CGMA Employees:  The staff employees located at CGMA-HQ.

Family Members:  Assistance on behalf of family members will normally be requested by and given to the CGMA sponsor and is generally limited to immediate family members.  The CGMA sponsor will usually be responsible for repaying any loan given on behalf of one of their family members.  For that reason, family members will not normally be given assistance directly.  However, special circumstances may justify giving assistance directly to a family member.  (See paragraph 3-B-3 for additional information.)

The following distinctions are made in regard to family members.

·        Immediate Family Members:  These individuals typically reside with the CGMA sponsor and must generally be eligible to obtain a government dependent identification card or qualify to be included as a dependent for federal tax purposes and may include:

v     The lawful spouse of the CGMA sponsor.

v     Unmarried dependent children including natural, adopted and stepchildren, under 21 years of age, unless physically or mentally handicapped.

v     Parents and other family members who are dependent on the CGMA sponsor for over half of their support.

Immediate family members may request and be given assistance directly only under special circumstances.  (See paragraph 3-B-3 for additional information.)

·        Other Family Members:  Those family members who generally do not qualify as a dependent of the CGMA sponsor.  This may include: parents, grandparents, brothers, sisters, aunts, uncles, persons standing "in loco parentis" and other family relations where the family member does not depend on the CGMA sponsor for over half of their support.

Assistance will not normally be given directly to other family members.  However, special circumstances may justify exception to this policy.  (See paragraph 3-B-3 for additional information.)

Surviving Family Members:  Includes the un-remarried widowed spouse and the dependent children of those members and employees of the Coast Guard who were eligible for assistance in their own right at the time of their death.  Surviving family members may also include dependent children who become orphans at the time of the CGMA sponsor’s death.  Assistance on behalf of orphans may be provided to the guardian of the orphans when appropriate.

The following distinctions are made in regard to surviving family member’s eligibility to receive assistance.

·        Short-Term:  Surviving family members who are in the initial period of adjustment following the death of the CGMA sponsor, while waiting for SGLI, death gratuity and/or other insurance to be paid.

Assistance may be provided to assist with basic maintenance items such as food, rent, utilities and other emergency needs on a temporary basis.  These clients are also eligible for certain CGMA Education Programs.

·        Long-Term:  Surviving family members after the initial period of adjustment following the death of the CGMA sponsor and after long-term arrangements have been made.

These surviving family members are still eligible to receive assistance on a limited basis to prevent privation (food, eviction, loss of utilities), to meet other emergency needs, and for certain CGMA Education Programs.  Individuals needing additional help or long-term assistance should be directed to local community resources for assistance.

b.  Individuals Generally Not Eligible To Receive Assistance From CGMA

Assistance for themselves or on behalf of their family members will not generally be extended to:

Members Who Separated Prior to Retirement:  Members who leave the Coast Guard for any reason, whether voluntary or involuntary, prior to retirement.

This includes members who may have been issued an ID card entitling them to limited privileges.

Retired Civilian Employees: Coast Guard Civilian Employees who are retired based on longevity or due to disability.

Inactive Reserve Members:

·        Individual Ready Reserve (IRR):  Unpaid Reserve members who have no obligation to participate in the Selected Reserve.  Most members of the IRR have completed their required active service obligation but must remain on the Reserve rolls to complete their military obligation.

·        Standby Reserve (Inactive Status) also known as the Inactive Status List (ISL):  Reserve members who may not earn retirement points, compete for promotion, or receive pay.

Former Spouses:  Individuals who are no longer legally married to the CGMA sponsor  (See paragraph 3-B-3 for information concerning Marital Separation).  This includes those who may retain certain privileges and dependent identification cards.  However, emergency assistance on behalf of a dependent child of the CGMA sponsor, in custody of a former spouse, may be justified in certain circumstances.  These dependent children may also be eligible for certain CGMA Education Programs.

Non-Family Members:  Individuals who are not related or married to the CGMA sponsor.  This may include boyfriends, girlfriends or other non-family members.  Non-family members, whether or not they are living with the CGMA sponsor, are not generally authorized to receive assistance.  Nor are CGMA sponsors authorized to receive assistance on their behalf.  However, limited assistance due to the death or critical medical condition of the CGMA sponsor may justify giving assistance directly to a non-family member.  (See paragraph 3-B-3 for additional information.)

Contractors and Sub-Contractors:  Employees of private companies working with the Coast Guard.

On the CGMA Restricted List:  Individuals on the CGMA Restricted List are not eligible to receive any assistance without approval by CGMA-HQ.  (See paragraph 6-D-4 for additional information concerning the CGMA Restricted List.)

Additional eligibility limitations and guidelines are also included with each program description.  (See paragraph 3-B-3 for Eligibility under Special Circumstances.)

2.  Verification of Eligibility

Each person who requests assistance must provide valid identification.

Prior to providing assistance, Representatives must verify each individual’s status.  This can be accomplished by checking their military or civilian identification card.  DEERS enrollment can be used to verify military dependency status.

Using the CGMA Case Management Program (CGMA-CMP) or the Restricted List provided by CGMA-HQ, Representatives must also verify that the individual is not on the CGMA Restricted List.

Note:   Individuals on the Restricted List are not eligible for any assistance without approval by CGMA-HQ.  (See paragraph 6-D-4 for additional information concerning the CGMA Restricted List.)

3.  Eligibility Under Special Circumstances

CGMA Sponsor not available:  When the CGMA sponsor is not available due to being TAD, underway, on a remote assignment or stationed away from their family, and the spouse of the CGMA sponsor requests assistance:

Note:   In these cases, the spouse will complete and sign the CGMA Application for Assistance (CGMA Form 5); the CGMA sponsor will co-sign the application upon their return.  The CGMA sponsor may also complete and sign an Application for Assistance where they are located and forward the completed application to the Representative providing assistance.  (See paragraph 3-D-7 for additional requirements when CGMA sponsor is not available.)

When possible, the CGMA sponsor should be contacted prior to providing assistance to coordinate and approve the request.  Contact may be made by any available method including telephone, e-mail, fax or message.  With the CGMA sponsor’s approval, the spouse will have the same eligibility to receive assistance as the CGMA sponsor.

However, if time or other constraints prevent contacting the CGMA sponsor prior to providing assistance, then assistance may be provided to the spouse as follows:

·        Spouse does not have Power of Attorney (POA):  After verifying the need, emergency assistance of up to $200 may be provided to prevent privation (food, eviction, loss of utilities). The CGMA sponsor must be contacted to approve any additional assistance.

·        Spouse has Power of Attorney (POA):  Unless restricted by the POA, the spouse will have the same eligibility to receive assistance as the CGMA sponsor.  If the POA does contain restrictions, the spouse may be eligible

to receive assistance up to the limits specified.  The CGMA sponsor's signature on the POA constitutes approval for any assistance up to the specified limit.  The CGMA sponsor must be contacted to approve assistance beyond limits imposed by the POA.

·        Spouse has Pre-Authorization Form (CGMA Form 16):  Unless restricted by the Pre-Authorization Form, the spouse will have the same eligibility to receive assistance as the CGMA sponsor.  If the Pre-Authorization Form does contain restrictions, the spouse may be eligible to receive assistance up to the limits specified.  The CGMA sponsor's signature on the Pre-Authorization Form constitutes approval for any assistance up to the specified limit.  The CGMA sponsor must be contacted to approve assistance beyond limits imposed by the Pre-Authorization Form.

·        CGMA Sponsor Refuses Request:  Generally assistance will not be provided in cases where the sponsor refuses to approve assistance or accept responsibility to repay any loan given.  However, depending on the situation after verifying need, a minimum amount of emergency assistance (not to exceed $200) may be provided to prevent privation (food, eviction, loss of utilities), stabilize the situation, and allow time for social service support and other long-term arrangements.  Command involvement is required.  Assistance will normally be limited to a one-time basis and must contribute to resolving the problem.

CGMA Sponsor in Confinement:  When a CGMA sponsor is in confinement, assistance may be provided to assist immediate family members.  After verifying need, emergency assistance may be provided to prevent privation (food, eviction, loss of utilities), stabilize the situation, and allow time for social service support and other long-term arrangements.  Command involvement is required.  Assistance will normally be limited to a one-time basis and must contribute to resolving the problem.

CGMA Sponsor AWOL or Declared a Deserter:  When the CGMA sponsor is AWOL or has been declared a deserter, assistance may be provided to assist immediate family members.  After verifying need, emergency assistance may be provided to prevent privation (food, eviction, loss of utilities), stabilize the situation, and allow time for social service support and other long-term arrangements.  Command involvement is required.  Assistance will normally be limited to a one-time basis and must contribute to resolving the problem.

Marital Separation:  When the CGMA sponsor is unwilling to provide support for an immediate family member.  After verifying need, emergency assistance may be provided to prevent privation (food, eviction, loss of utilities), stabilize the situation, and allow time for social service support and other long-term arrangements.  Command involvement is required.  Assistance will normally be limited to a one-time basis and must contribute to resolving the problem.

Abusive Situation:  In a verified abuse situation, emergency assistance may be provided to an immediate family member to prevent privation (food, eviction, loss of utilities), stabilize the situation, and allow time for social service support and other long-term arrangements.  Command involvement is required.  Assistance will normally be limited to a one-time basis and must contribute to resolving the problem.

Death or Critical Medical Condition of the CGMA Sponsor:  Emergency assistance may be given to immediate family members when a CGMA sponsor has died or is seriously ill.  Assistance may be given for necessary emergency travel, food, lodging and incidental expenses associated with the death or critical illness of the CGMA sponsor.  When need has been verified, this assistance may also be extended to other family members.  Assistance will normally be limited to the parents of the CGMA sponsor or the parents of the CGMA sponsor's spouse, but when appropriate, may include other family members.  When justified and supported by the Command, and a verified need exists, this assistance may be provided to a Non-family member who has maintained a long-term, live-in, relationship with the CGMA sponsor.

Pending Discharge or Separation or Termination:  Assistance to otherwise eligible individuals who are facing disciplinary action that could result in discharge, separation or termination of employment from the Coast Guard will be limited to an amount essential for basic needs.

End of Obligated Service:  In the case of a client whose obligated service is scheduled to end before a loan could be repaid, non-emergency assistance may be given only if the client is expected to remain with the Coast Guard after the end of the current enlistment or obligation.  In an emergency situation the assistance may be given when appropriate, even if the client is not expected to remain with the Coast Guard.

Note:   All separating clients should be advised that CGMA would continue to recover all outstanding loans regardless if the loan was given as emergency or non-emergency assistance.  These actions may include the use of a collection agency when appropriate.  (See section 5-B for additional information concerning repaying CGMA loans and section 5-D for collection actions CGMA may take to collect outstanding loans.)  Individuals facing financial hardship following separation may consider applying to have their loan converted into a grant in accordance with section 5-F.

4.  Exceptions

It is not feasible to anticipate all possible situations that can occur.  There will be times an exception to normal CGMA policy concerning eligibility may be justified.  (See section 4-E for additional information concerning exceptions to CGMA policy, prior to providing financial assistance to non-eligible individuals.)

C.  Categories of Assistance

1.  General

This section describes various reasons for which assistance may be considered.  While it is not possible to describe every type of case, this non-inclusive list contains the most common needs facing our clients.  Within the limits in section 4-C, when verified, documented and justified, assistance can be provided to eligible clients to assist them with meeting the needs listed in this section.

Due to the nature of casework, it is not feasible to anticipate all possible situations that can occur.  There will be times an exception to normal CGMA policy may be justified.  (See section 4-E for additional information concerning exceptions to CGMA policy, prior to providing financial assistance.)

2.  Emergency Assistance

One of the main purposes of Coast Guard Mutual Assistance is to provide financial assistance to clients caught in emergency, short-term, financial situations beyond their control that endangers personal well being.  An emergency condition is one that arises suddenly, is unforeseen and urgent, and requires immediate attention.  Emergency assistance is generally authorized in circumstances that impose a serious financial or personal hardship on the client requiring urgent help to relieve the situation.  Certain eligibility and assistance restrictions apply, and are outlined below.

Recurring requests may indicate poor money management or that a more serious, financial problems exist, indicating a need for long-term financial counseling and budgeting assistance.  (See paragraph 3-C-6 for additional information concerning financial counseling and debt management.)

a.  Basic Living Expenses
Privation:  Food, Shelter, Utilities, Telephone, and Necessities

It is expected that members of the Coast Guard family will normally be able to meet all of their basic needs from their own resources.  CGMA funds may be used to help the client and their family when personal funds were used for an emergency, unforeseen circumstance or other legitimate purpose which created a hardship that prevented the client from having sufficient funds to pay for their own basic needs.  (See paragraph 3-C-2-f for information concerning assistance for Disaster Relief.)  However, assistance is not designed to permit clients to live beyond their income, nor is it to be used to provide frequent help for basic needs.

Assistance under this provision is generally authorized to prevent privation by providing assistance as follows:

Food:  When the client cannot meet their own needs to provide food for their family, CGMA funds may be used on a one-time basis to help with the purchase of food for a short period of time, until other arrangements can be made.

Shelter:  Assistance may be provided for a one-time rent or mortgage payment (this may include lot rentals for a mobile home) in situations where, without assistance, the client and/or their family may find themselves without shelter.  An eviction or foreclosure notice will normally be required.  Checks will normally be made payable to the landlord, rental agent, or mortgage company.  Assistance will not be provided for dwellings the client or their immediate family members own but do not occupy.

Utilities:  Assistance may be provided on a one-time basis to prevent required utilities (gas, electric, water, or sewage) from being turned off.  Documentation from the utility company indicating that a turn-off will occur will normally be required.  Checks will normally be made payable to the utility companies involved.

Telephone:  Assistance may be provided on a one-time basis to prevent local telephone service from being turned off.  One-time assistance may also be considered for a long distance phone bill that is the result of a family medical or emergency situation, or a temporary family separation.  Checks will normally be made payable to the telephone companies involved.

Necessities:  One-time, short-term assistance may be considered for other necessities such as health and comfort items, laundry, gasoline, haircuts, and clothing when immediate need has been verified.

b.  Funeral Expenses

Coast Guard Mutual Assistance is extremely sensitive to the emotional pressures surrounding a request for funeral expenses, particularly for the death of a spouse, child or other immediate family members.  CGMA strongly urges all of our clients to obtain adequate health, life and property insurance.  CGMA should not be used as primary insurance or a supplement to inadequate insurance coverage.

At issue is the balance between providing reasonable assistance to our clients during their time of need, and establishing a perceived death gratuity that is automatically expected.  Assistance from CGMA, particularly in the form of a grant, should not be thought of as a death gratuity that is automatically given, but rather as means to pay necessary expenses for a dignified funeral.

CGMA assistance may be considered to help defray the cost of a modest dignified funeral for the CGMA sponsor or an immediate family member

when reasonable costs remain after other forms of assistance have been exhausted causing a serious financial burden.  Other forms of assistance may include personal resources, SGLI, other government and private insurance, Veterans Administration and other various government benefits, which may be available.

Individuals contacting CGMA prior to making funeral arrangements should be cautioned that CGMA should not be expected to assist with extravagant costs beyond the family's ability to afford.  Assistance for individuals who contact CGMA after the fact, who have costs that are considered high or beyond the family's ability to afford, should be limited only for reasonable expenses.  Contacting the funeral director and negotiating lower costs - given a charity is being asked to assist with the bill - may result in lower cost to the family and should be considered.  Assistance for funeral expenses will normally be in the form of a loan.  However, information concerning loans, grants, or a combination of a loan and grant is included with the following guidelines.

When possible, verification of the emergency and financial need should be accomplished prior to providing assistance.  However, due to the urgency of the situation, full documentation may be provided at a later date.  In these situations, timely assistance in the form of a loan may be provided and if appropriate, consideration for converting the loan into a grant may be made when full financial disclosure has been made, demonstrating the need for a grant vs. a loan.  (See section 5-F for additional information concerning converting a loan into a grant.)

Note:         The Executive Director of CGMA is to be contacted prior to making exception to these policies.  (See paragraph 2-D-2 for CGMA-HQ contact information.)

See paragraph 3-C-2-c for information concerning assistance for Emergency Travel due to the death of the CGMA sponsor or family member.

Providing assistance for funeral expenses should comply with the following guidelines:

Service Members Eligible for SGLI Coverage:  The amount of Service Members Group Life Insurance (SGLI) coverage, including Family Coverage, for eligible service members should normally be adequate for all funeral expenses in the event of the death of a service member, their spouse or child.  Assistance from CGMA should not normally be needed or provided.  However, assistance in the form of a loan may be considered as an interim measure while the family is waiting for insurance reimbursement.  Grants should not normally be considered in these cases.

Note:         Exception to this policy may be considered in cases of a stillborn child not covered under the SGLI policy.

Eligible Service Members Who Decline SGLI:  Service members who decline SGLI coverage for themselves or their family members should not expect CGMA to provide a grant for their funeral expenses.  Limited assistance in the form of a loan may be considered on a case-by-case basis, when all other sources have been exhausted, and a serious financial burden remains.  Assistance should be limited to an amount that would provide for a modest, dignified funeral.  Grants should not normally be considered in these cases.

Retired Members:  CGMA believes that at this stage of their lives, long retired members should anticipate funeral expenses and rely on insurance, personal resources, government programs and community resources to pay funeral expenses.  CGMA should not normally be expected to provide funeral expenses for retired members.  Exceptions may be considered when unique situations exist preventing the surviving spouse or immediate family member from paying funeral expenses from their own resources.  Limited assistance may be considered on a case-by-case basis, when all other sources have been exhausted, and a serious financial burden remains.  Assistance should be limited to an amount that would provide for a modest, dignified funeral.  A grant or a combination of a loan and a grant should not normally be considered in these cases unless there are unusual circumstances that would justify an exception to this policy and only for cases where providing a loan offers little prospect of real help, and repaying a loan would result in a serious financial hardship on the family.  Full financial disclosure will be required demonstrating the need for a grant vs. a loan.

Other CGMA Sponsors, Not Eligible For SGLI Coverage:  Limited assistance in the form of a loan or grant or a combination of a loan and grant may be considered on a case-by-case basis, when all other sources have been exhausted, and a serious financial burden remains.  Assistance should be limited to an amount that would provide for a modest, dignified funeral.  A grant or a combination of a loan and a grant should be considered in cases only where there are unusual circumstances where providing a loan offers little prospect of real help, and repaying a loan would result in a serious financial hardship on the family.  Full financial disclosure will be required demonstrating the need for a grant vs. a loan.

Other Family Members:  Assistance for funeral expenses for other family members will only be considered on a case-by-case basis when unique situations exist and where the CGMA sponsor will be responsible for part or all of the funeral expenses.  Assistance will be limited to a loan to assist with the cost of a modest dignified funeral.  Grants should not normally be considered in these cases.

Non-Family Members:  Assistance, for funeral expenses for non-family members will not normally be made.  Exceptions may be considered on a case-by-case basis for non-family members who have maintained a long-term, live-in relationship with the CGMA sponsor and the CGMA sponsor will be responsible for part or all of the funeral expenses.  Assistance in these situations will be limited to a loan to assist with the cost of a modest dignified funeral.

c.  Emergency Travel
Due to Death or Serious Illness and Other Emergency Situations

Emergency travel due to the death or serious illness of the CGMA sponsor or a family member along with other emergency travel situations is usually unplanned and unexpected.  Time is usually of the essence and families seldom have funds or resources set aside for these purposes.  CGMA assistance may be provided for necessary travel, food, lodging and incidental expenses, including childcare in some circumstances, associated with the emergency situation when reasonable costs remain causing a serious financial burden on the client after other forms of assistance have been exhausted.  Other forms of assistance may include personal resources or government funded transportation.  (See paragraph 3-C-3-b for information concerning non-emergency travel.)

Assistance for emergency travel expenses will normally be in the form of a loan.  However, information concerning loans, grants, or a combination of a loan and grant is included with the following guidelines:

When possible, verification of the emergency and financial need should be accomplished prior to providing assistance.  However, due to the urgency of the situation, full documentation may be provided upon return of the CGMA sponsor.  In these situations, timely assistance in the form of a loan may be provided and if appropriate, consideration for converting the loan into a grant may be made when full financial disclosure has been made, demonstrating the need for a grant vs. a loan.

In cases where emergency travel assistance was provided for travel associated with the serious illness of an individual, additional assistance may be considered if that individual later dies.

Note:         The Executive Director of CGMA is to be contacted prior to making exception to these policies.  (See paragraph 2-D-2 for CGMA-HQ contact information.)

Assistance under this provision is generally authorized for emergency travel by providing assistance as follows:

Death or Critical Medical Condition of the CGMA Sponsor:  Emergency travel assistance may be provided to immediate family members when a CGMA sponsor has died or is seriously ill.  When need has been verified, this assistance may also be extended to other family members.  Assistance to other family members will normally be limited to the parents of the CGMA sponsor or the parents of the CGMA sponsor's spouse, but, when appropriate, may include other family members.  When justified and supported by the Command, and a verified need exists, this assistance may be provided to a non-family member who has maintained a long-term, live-in, relationship with the CGMA sponsor.

Assistance will normally be in the form of a loan.  A grant or a combination of a loan and a grant may be considered only when there are unusual circumstances where providing a loan offers little prospect of real help, and repaying a loan would result in a serious financial hardship on the family.  Full financial disclosure will be required demonstrating the need for a grant vs. a loan.

Death or Critical Medical Condition of an Immediate Family Member:  Emergency travel assistance may be provided to the CGMA sponsor when there is a death or serious illness of an immediate family member.  Assistance will normally be for the travel expenses of the CGMA sponsor and/or the CGMA sponsor's spouse, and may include assistance for members of the immediate family.  When appropriate and need has been verified, the CGMA sponsor may also request assistance for the travel of other family members to attend or assist with the situation.  Assistance for other family members will normally be limited to the parents of the CGMA sponsor or the parents of the CGMA sponsor's spouse, but, when appropriate, may include other family members.  Emergency travel assistance may also be provided on behalf of a non-family member who has maintained a long-term, live-in, relationship with the CGMA sponsor.

Assistance will normally be in the form of a loan.  A grant or a combination of a loan and a grant may be considered only when there are unusual circumstances where providing a loan offers little prospect of real help, and repaying a loan would result in a serious financial hardship on the family.  Full financial disclosure will be required demonstrating the need for a grant vs. a loan.

Death or Critical Medical Condition of Other Family Members:  Assistance may be provided to assist the CGMA sponsor and their immediate family with emergency travel expenses when there is a death or serious illness of an Other Family Member of the CGMA sponsor or the CGMA sponsor's spouse.  Assistance will normally be provided for the CGMA sponsor and spouse to travel. Additional assistance may be provided when the whole family needs to travel.  Assistance will not normally be provided for other family members.

Assistance will normally be in the form of a loan.  Grants or a combination of a loan and grant will not normally be considered in these situations.

Death or Critical Medical Condition Non-Family Members:  Assistance may be provided to a CGMA sponsor for emergency travel due to the death or serious illness of a non-family member only on behalf of a non-family member who has maintained a long-term, live-in, relationship with the CGMA sponsor.  Assistance will normally be in the form of a loan.  Grants or a combination of a loan and grant will not normally be considered in these situations.

Other Emergency Situations:  On a case-by-case basis, assistance may be considered for other emergency situations, including, but not limited to:

·        Clients stranded while traveling.  Limited assistance may be provided to return the client and their family members to their home when the client is unable to do so and circumstances indicate that the shortage of funds was beyond their control.  Typically this assistance is related to emergency car repairs, loss of funds due to theft or loss, or to replace lost airline tickets.  If the exact cause of the shortage cannot be verified, the client should be given the benefit of doubt and assistance should be provided.  However, requests for assistance will not be honored, if checking the client's past loan history indicates that repeated requests for assistance under similar questionable conditions have been provided.

·        Relocate an immediate family member.  Assistance may be provided when a situation exists where immediate relocation of an immediate family member is justified and government assistance is not available.

·        When the client's presence is the best solution to an emergency situation.  Assistance may be provided when it is determined that the best solution to an existing problem would be the client's or spouse's presence.

Assistance will normally be in the form of a loan.  Grants or a combination of a loan and grant will not normally be considered in these situations.

d.  Emergency Home Repair

Assistance may be provided to aid with emergency home repairs when clients are facing major, unexpected, emergency repairs beyond their financial ability.  Emergency repairs must be essential to the well being of the family.  Special consideration should also be given when such a request is received from a spouse when the CGMA sponsor is deployed.  Assistance may not be used for routine maintenance or routine repairs that all homeowners must plan

for and expect to occur.  CGMA funds may not be used for remodeling, redecorating or expanding living space.  Assistance is not authorized for repairs to property owned, but not occupied by the client or their immediate family members or property rented by the client from a landlord.

Examples of Emergency Home Repairs that the use of CGMA funds may be considered, includes:

·        Emergency furnace or air conditioning repairs in situations where extreme temperatures could cause significant medical problems.

·        Major emergency plumbing problems causing water damage to the building.

·        Roof damage where leaking water may cause damage to the building, including emergency repairs following a storm, while waiting for insurance coverage.

·        Situations where the repair company will not proceed with emergency repairs until a payment is made or when a payment plan could not be worked out with the repair company for major emergency repairs.

Assistance will normally be in the form of a loan.  Grants or a combination of a loan and grant will not normally be considered in these situations.

e.  Loss of Funds or Property
Theft, Police reports, Insurance reports

The theft or loss of funds (cash, checks, and money orders) along with the loss of property may cause an emergency situation for our clients.  Assistance may be provided to aid with these emergencies provided the loss has been reported to the proper authorities; police, insurance company, Commanding Officer, etc., or if the CGMA Representative is able to verify the client's claim of loss.

Note:        Assistance due to the loss of funds or property will be provided to help meet specific emergency financial needs and not necessarily replace the full amount of the claimed loss.

Caution in providing assistance should be taken if a client has not reported the loss prior to coming to CGMA and does not wish to report the loss after discussing the case with a Representative.  In these cases, Representatives should take action to verify the client's story.  This may include finding out what else was lost or stolen, such as ID cards, credit cards, driver's license, etc., and determine what, if any action the client has taken to report these losses.  Clients should be able to explain how the loss or theft occurred and why they choose not to report it to authorities.  (Clients are sometimes

reluctant to report cases involving the loss of funds vs. theft.  These cases should also be reported in case the funds or property are found and turned in.)

In cases involving the loss of funds entrusted to others (typically given to their spouse, roommate, relative, etc., to pay bills on behalf of the client, or for safekeeping) the client should explain what actions they have taken to prevent further loss of funds.

Assistance will normally be in the form of a loan.  Grants or a combination of a loan and grant will not normally be considered in these situations.

f.  Fire and Other Disasters
Single Incident, Group Situation, Individual Assistance, Immediate and Long-Term Need

Assistance may be provided to help with immediate needs when a client or their immediate family members are affected by a disaster.  The disaster may affect only a few individuals, such as a house or apartment fire, or an entire community, such as a flood, tornado, or hurricane.  While CGMA cannot act as an insurance company, CGMA can provide assistance to help our clients through the disaster and reestablish their normal lifestyle with items not provided for by the Coast Guard, other government agencies, insurance coverage, the American Red Cross or other relief organizations.  Assistance is not authorized for blanket group relief; it must be given only to individuals on a case-by-case basis.  Each client's financial circumstances are different, and each case must be considered on its own merits, based on demonstrated financial need.

Assistance under this provision is generally authorized for disaster relief by providing assistance as follows:

Immediate Need:  Due to the time sensitive nature of these cases, initial assistance will be provided as a loan only for items immediately needed to prevent privation (food, shelter, and clothing).  Clients should complete the basic CGMA Application for Assistance (CGMA Form 5) or, when directed by CGMA-HQ, the CGMA Application for Disaster Assistance (CGMA Form 6), without full financial disclosure required, and sign the CGMA check (CGMA Form 52) indicating receipt of the assistance and repayment authorization.  Clients should be advised to return after the disaster has passed to provide additional financial information, discuss repayment options and determine if additional assistance is needed.

Additional Need:  After the disaster has passed, additional assistance may be considered for basic essentials such as food, uniforms, civilian clothing, beds and linens, eating table and chairs, temporary lodging etc., not covered by other sources.  Assistance under other sections may also be considered to help

reestablish a household.  The client will be expected to provide full financial disclosure to obtain additional assistance.

CGMA believes that everyone should arrange for, and maintain, adequate health, life, vehicle, homeowners or renters insurance as part of their normal budget.  Clients should not consider CGMA as an alternative to having adequate or no insurance.  Loans, grants, and loans converted into grants are not automatic and should not be expected in lieu of adequate insurance.  Therefore, assistance for disaster relief will normally be in the form of a loan.  A grant, a combination of a loan and grant, or converting a loan into a grant may be considered only when circumstances indicate that providing a loan will offer little prospect of real help, and repaying a loan would result in a serious financial hardship on the family.  Full financial disclosure will be required demonstrating the need for a grant vs. a loan.

Assistance for items covered by insurance or government reimbursement will only be given as a loan until reimbursement has been received.  Loans must be repaid in full upon receipt of the reimbursement.  Extended repayment over several months is not authorized.  Clients must be cautioned that repayment of the CGMA loan will not be postponed indefinitely.  When reimbursement from other sources is not received within 90 days, the client will be expected to repay the CGMA loan, either lump sum, provided the client can afford to do so, or with monthly repayments within the client's ability to repay.

See Appendix F for additional information on disaster assistance.

g.  Temporary Living Expenses

Assistance may be provided for food, temporary lodging, and incidental expenses when a client demonstrates a need for such assistance because of an emergency or when an unexpected event has caused a serious financial burden, and assistance is not available from other sources.

Such a need may arise from a loss of income, or it may arise in connection with medical treatment or an emergency leave situation.  It may result from fire, flood, earthquake, or other natural disasters or in circumstances where the family must immediately vacate their normal residence for health or safety reasons or to be out of harms way.

Assistance with temporary living expenses will normally be provided in the form of a loan.  A grant, a combination of a loan and grant, or conversion of a loan to a grant may be considered only when circumstances indicate that providing a loan will offer little prospect of real help, and repaying a loan would result in a serious financial hardship on the family.  Full financial disclosure will be required to demonstrate the need for a grant vs. a loan.

When it is anticipated that temporary living expenses will be reimbursed by insurance, the Coast Guard, other government agencies, or other sources, a loan may be provided for covered items while the client awaits reimbursement.  In such cases, the client must be cautioned that repayment of the CGMA loan will not be postponed indefinitely.  If the expected reimbursement is not received within 90 days, the client will be expected to repay the CGMA loan, either in lump sum, provided the client can afford to do so, or with monthly repayments within the client's ability to repay.

General Assistance may be provided when unexpected events or expenses cause a serious financial burden and financial need is demonstrated.  General Assistance differs from Emergency Assistance because the qualifying circumstance does not immediately endanger personal well being or require urgent help.  Certain eligibility and assistance restrictions apply, and are outlined below.

Recurring requests may indicate poor money management or that a more serious, financial problems exist, indicating a need for long-term financial counseling and budgeting assistance.  (See paragraph 3-C-6 for additional information concerning financial counseling and debt management.)

Due to the nature of casework, it is not feasible to anticipate all possible situations that can occur.  There will be times an exception to normal CGMA policy may be justified.  (See section 4-E for additional information concerning exceptions to CGMA policy, prior to providing financial assistance.)

a.  Pay, Travel and Allotment Problems
Non-receipt and Non Pay Problems

Assistance may be provided to clients facing financial difficulties due to pay, travel (advance or claim) and allotment problems, or delays that are not the fault of the client.  Assistance may also be considered when a hardship exists for a client who has registered a new allotment to assist them with the one-time shortage of pay that occurs when half of the funds for the new allotment are withheld from the mid-month paycheck until the allotment arrives.

Assistance will normally be on a one-time basis for problems that have already occurred.  Assistance will not be made in anticipation of future problems that may occur.  Prior to providing assistance, the appropriate pay or personnel office must be contacted; both to verify the situation and to determine what actions are being taken to resolve the problem.  In many cases, the originating pay or personnel office can initiate a replacement or supplemental check or electronic transfer of funds.

Assistance will be in the form of a loan.  Grants or a combination of a loan and grant will not be considered in these situations.  The amount of the loan will not necessarily be for the full amount of the missing pay, but will be for the actual amount of demonstrated need, not to exceed the amount of the pay, travel or allotment shortage.

Loans must be repaid in full upon receipt of the missing pay, travel or allotment.  Extended repayment over several months is not authorized.  Clients must be cautioned that repayment of the CGMA loan will not be postponed indefinitely.  Missing funds that are not received within 90 days, or

will never be received, will not be an acceptable reason not to repay the CGMA loan, nor will it be reason to consider converting the loan into a grant.  The client will be expected to repay the CGMA loan, either lump sum, provided the client can afford to do so, or with monthly repayments within the client's ability to repay.  Repayment must start within three months following the receipt of the assistance provided by CGMA.

Garnishment of pay for child support, taxes, etc., government recouping overpayment of pay or travel entitlements, and any pay shortage as the result of the client's actions or inactions are examples of items that may result in a client's pay being less than normal, but are not considered a pay problem.

Prior to providing assistance, consider the reason for the shortage, whether the client was aware of the situation, and the actions the client has taken to correct the problem.  Assistance will not normally be given if the client was aware of the situation or if the request is for funds to replace those that the client received and spent.  However, if a client faces financial hardship due to unforeseen reductions in pay for these types of items, minimum assistance may be provided to prevent privation.  Full financial disclosure will be required.

Note:         Assistance for fines or forfeiture of pay as a result of UCMJ, non-judicial punishment, or other court action will not be authorized.  CGMA believes it is improper to use donated funds to negate official disciplinary action.  Exceptions may be considered only to prevent privation of immediate family members and with command involvement.

b.  Non-emergency Travel
PCS, TAD, New Family Members, Humanitarian, Unilateral or Mutual Transfer of Station, Leave and Liberty, Return to Prior Location

There are a variety of situations where assistance may be requested for travel expenses.  Assistance may be provided to meet genuine need and to fund travel for only those persons necessary.  When entitled, advances, allowances and transportation provided by the government should be used.  Assistance from CGMA may not be provided in lieu of government entitlements simply because it is easier to do so.

Assistance under this section differs from emergency travel discussed in paragraph 3-C-2-c, in that the urgency and critical time frame of emergency travel does not exist.  Verification of the situation and financial need are to be accomplished prior to providing assistance.  Full financial disclosure will be required.

Assistance under this provision is generally authorized for non-emergency travel by providing assistance as follows:

Travel Advances Not Received:  Clients required by orders to travel PCS or TAD, who are entitled to receive an advance for themselves or their immediate family members, but are unable to receive the advance prior to traveling, may receive a loan to help with anticipated moving expenses, not to exceed the amount of the authorized advance.  Such loans must be repaid in full when the travel reimbursement is received.  (See paragraph 3-C-3-a for additional information concerning non-receipt of travel advances.)

While Traveling Between Duty Stations:  Assistance may be provided when clients experience unexpected problems on the way to a new duty station.  This may include unexpected car repairs, lodging and living expenses, or purchase of tickets on commercial carriers to complete the travel.

Married En Route:  Military members who marry during a tour of duty or between duty stations can receive a loan to bring the new immediate family member to the new duty station.

Humanitarian, Unilateral or Mutual Transfer of Station:  Assistance may be provided for travel of clients and their immediate family members when travel is required due to a humanitarian (HUMS), unilateral or mutual transfer of station (Mutual) and the client is not entitled to travel allowances from the Coast Guard.  This may include assistance to move household goods.

Non-Command Sponsored Family Members:  CGMA does not support, and assistance is not authorized for, non-command sponsored family members traveling to an unaccompanied, overseas location.  However, assistance may be provided when a non-command sponsored family member has relocated to the overseas location and the client is unable to afford their return travel using their own resources.

Leave, Liberty, Vacation:  CGMA does not fund regular or annual leave, liberty or vacations.  Clients should plan for and have funds available for these purposes and should have a contingency plan in place for emergencies, which may occur while traveling.  (See paragraph 3-C-2-c, Other Emergency Situations, for additional information concerning clients stranded while traveling.)

Attend a Court Hearing at a Distant Location.  When a client does not have the resources to do so, assistance may be provided when a client or their spouse is required to attend or appear in person for a court hearing at a distant location.  Applicants should confer with legal council to determine whether their presence is necessary or whether they could make a deposition or grant power of attorney to someone else to resolve the situation.

Note:        When travel is required due to a court order.  The court is responsible to pay travel and lodging expenses.  A CGMA loan may be considered while the client is waiting to receive funds or reimbursement.

Return to a Previous Location:  Assistance may be provided for a client or spouse to return to a previous location to settle on the sale of a personal residence, to settle an estate or for other acceptable reasons when the client cannot afford to do so using their own resources.

Assistance for non-emergency travel expenses will normally be in the form of a loan.  Grants or a combination of a loan and grant will not normally be considered in these situations.

When it is anticipated that travel expenses will be reimbursed by insurance, a court, the Coast Guard, other government agencies, or other sources, a loan may be provided for covered items while the client awaits reimbursement.  In such cases, the client must be cautioned that repayment of the CGMA loan will not be postponed indefinitely.  If the expected reimbursement is not received within 90 days, the client will be expected to repay the CGMA loan, either in lump sum, provided the client can afford to do so, or with monthly repayments within the client's ability to repay.  In any event, repayment must start within three months following the receipt of the assistance provided by CGMA.

c.  Vehicle Repairs
Major Repairs, Second Vehicles, Routine Maintenance, Following Accident

CGMA funds may be used to assist clients who have demonstrated a financial need with authorized vehicle repairs.  Assistance is not to be provided to clients who have the ability to pay for repairs from their own resources, but prefer to use an interest-free loan from CGMA to pay for repairs, while using their own funds for other purposes.  When appropriate, clients will be expected to pay for a portion of the repairs from their own resources with CGMA providing the remainder of needed funds.  Prior to providing assistance, Representatives must verify that the vehicle being repaired is registered in the name of the client or spouse and is properly insured.

Authorized:  When a client is unable to afford the cost of major, unexpected car repairs, assistance may be provided which will allow for the safe operation of the client's primary vehicle.  Assistance may also be considered for a second family vehicle, when that vehicle's safe operation is essential to the family for employment, medical appointments, or when the family lives in separate geographic areas.

Unauthorized:  Assistance is not authorized for cosmetic vehicle repairs (paint and minor body work), vehicle restoration, maintaining classic vehicles, or the cost of routine maintenance such as oil changes and tune-ups, except when required by state inspection.  However, assistance may be considered for tires or brakes, when the client is unable to afford to purchase replacements before they become unsafe.

Assistance Following an Accident:  Clients are expected to carry enough insurance to cover the cost of repairs in the event of an accident and must plan to pay the deductible cost of their policy.  However, when a financial need is demonstrated, assistance may be considered provided the client had met all insurance obligations at the time of the accident including liability insurance and any collision or comprehensive insurance coverage required by the vehicle's lien holder.  Assistance will be limited to the deductible amount of the insurance coverage.  This assistance may be provided on a one-time basis to a client or family.

Estimates:  A written estimate of proposed repairs from an established repair facility is to be provided prior to providing assistance.  In cases where the client is to do their own repairs, written estimates of the necessary parts is to be provided.  If repairs have already been completed, generally in an emergency situation such as a break down away from home, assistance will be limited to those items considered necessary for the safe operation of the vehicle and beyond the client's ability to pay using their own resources.

Payment to Provider:  CGMA checks should be made payable directly to the provider of the repairs or parts.  Payment should not be made until repairs are completed.  However, partial assistance may be provided for the purchase of parts or if the repair facility will not proceed with repairs without a deposit.  Payment directly to the client should be limited to cases where repairs were completed prior to requesting assistance or when the repair facility will not accept a CGMA check.  These situations are to be explained in the remarks block of the CGMA Form 52.

Assistance for vehicle repairs will normally be in the form of a loan.  Grants or a combination of a loan and grant will not normally be considered.

d.  Other Vehicle Expenses
Insurance, Payments, Car Rentals, Purchase, Lease, Replacement

Insurance:  CGMA believes that no-one should drive without adequate insurance and that clients are expected to arrange for, and maintain, adequate insurance coverage for their vehicles in compliance with state and any base regulations that apply.  Clients should not look to CGMA as an alternative to being adequately insured.  (See paragraph 3-C-3-e for additional information concerning insurance.)

Vehicle Payments:  Assistance with payments on a vehicle loan may be considered only when exceptional circumstances prevent the client from making payments from their own resources.  Assistance will be on a one-time basis and will not exceed three months payments to alleviate a hardship or to prevent the vehicle from being repossessed.  Clients unable to make routine vehicle payments may be in need of long-term financial counseling and budgeting assistance.  (See paragraph 3-C-6 for additional information concerning financial counseling and debt management.)

Car Rental:  Assistance may be considered when the client needs assistance for a car rental that is necessary as the result of an accident and the client is waiting to be reimbursed from their insurance company.  Assistance for a car rental may also be considered for emergency travel.  Assistance for long-term rentals and leases is not authorized.

Vehicle Purchase or Replacement: CGMA does not finance the purchase or lease of new or used vehicles, including taxes or registration fees. In certain rare instances, however, it may make more sense to assist with a down payment on a more reliable vehicle rather than repair a vehicle when the cost of the repair is higher than the verified value of the vehicle. The CGMA Executive Director must be contacted for approval before such assistance can be provided. (See paragraph 2-D-2 for CGMA-HQ contact information.) Assistance will be limited to the amount needed for the down payment, not to exceed the estimated cost of repairing the original vehicle, and will be provided on a one-time basis to a client or family.

Assistance for vehicle expenses will normally be in the form of a loan. Grants or a combination of a loan and grant will not normally be considered for vehicle expenses and will not be given for the down payment of a replacement vehicle.

e.  Insurance

CGMA believes that everyone should arrange for, and maintain, adequate health, life, vehicle, homeowners or renters insurance as part of their normal budget.  Clients should not consider CGMA as an alternative to being adequately insured.  When situations arise that prevent a client from being able to afford their own insurance coverage, a loan may be provided for the minimum insurance payment required to prevent a lapse in, or to reinstate the insurance.  A loan may also be considered for the down payment necessary to begin insurance coverage or to assist with the initial increased cost of insurance caused by a move that results in higher rates in the new state, higher required limits or the need to change insurance companies.

Assistance for insurance costs may be provided on a one-time basis to a client or family.  Assistance will normally be in the form of a loan.  Grants or a combination of a loan and grant will not normally be considered.

f.  Adoption
Coast Guard Adoption Program, Other Adoptions

Coast Guard Reimbursement of Adoption Expenses Program:  A loan may be provided to assist eligible Coast Guard service members who are in the process of adopting a child and are qualified to participate in and receive reimbursement from the Coast Guard Reimbursement of Adoption Expenses Program (COMDTINST 1754.9 series).

Assistance from CGMA is designed to supplement the Coast Guard program by providing a loan when the client does not have the funds necessary to proceed with the adoption process.  This assistance may be necessary, since reimbursement from the Coast Guard Program will not occur until the adoption process is complete.

Assistance from CGMA will be in the form of a loan.  Grants or a combination of a loan and grant will not be considered.  Assistance must be for authorized expenses and will not exceed the maximum amount of reimbursement authorized by the Coast Guard's program.  Information concerning what expenses are authorized and the maximum amount of reimbursement are contained in COMDTINST 1754.9 series.  When possible, the CGMA check will be made payable directly to the creditors involved.

Repayment by allotment will begin the month after assistance has been provided.  When the client is reimbursed from the Coast Guard program, lump sum payment of any outstanding Mutual Assistance loan for adoption assistance will be required.  Delays or non-receipt of reimbursement from the Coast Guard will not be justification for not repaying CGMA, or reason to consider converting the loan into a grant.

Other Adoptions:  Coast Guard Mutual Assistance does not provide funds to initiate or settle other adoption cases (cases where the CGMA client is not participating in the Coast Guard Reimbursement of Adoption Expenses Program), including expenses associated with overseas adoptions.  Exceptions may be considered in those rare situations where a family tragedy requires a client to adopt a child or seek legal guardianship of a child of another family member.  No other exceptions to these policies will be made without Board of Control approval.  On a case-by-case basis, the Board of Control may consider other adoption requests.  Any such request must be thoroughly documented, appropriately endorsed, and forwarded in accordance with paragraphs 4-B-7-f.

g.  Childcare

Assistance for childcare may be provided to assist a client during an emergency situation, but is not normally provided for regular monthly childcare costs.  Normally, childcare costs must be budgeted for in the same manner as other regular monthly expenses.  However, a one-time exception may be considered to initially establish childcare or when unique circumstances prevent clients from paying for budgeted childcare from their own resources.

Assistance will be in the form of a loan and will not exceed two months of childcare costs.  Grants or a combination of a loan and grant will not be considered in these situations.

h.  Family In-Home Childcare Facility

Although CGMA does not provide assistance to help finance business ventures, an exception may be considered when a client is working with the Coast Guard to establish an In-Home Childcare facility.  Assistance may be provided to assist in obtaining the initial licensing fee and liability insurance necessary to gain Coast Guard Certification to operate an In-Home Childcare facility.

Assistance will be in the form of a loan.  Grants or a combination of a loan and grant will not be considered in these situations.

i.  Past Due Bills and Expenses
Rent, Utilities, Credit Cards, Other Debt

Assistance for past due bills and expenses may be considered when a client, who is normally able to pay all of their normal recurring bills and expenses, is experiencing short-term difficulty in making payments due to an illness, emergency, unforeseen circumstance or other legitimate reasons which created a hardship, preventing them from having sufficient funds to pay their bills using their own resources.  However, assistance is not intended to permit clients to live beyond their income, nor is it to be used to provide frequent help for basic needs.

Assistance will be in the form of a loan and will not exceed two months of past due bills and expenses.  Grants or a combination of a loan and grant will not be considered in these situations.

Recurring requests may indicate poor money management or that a more serious, financial problems exist, indicating a need for long-term financial counseling and budgeting assistance.  (See paragraph 3-C-6 for additional information concerning financial counseling and debt management.)