Okinawa Housing Referral - AF

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Department of Defense Military Family HousingOkinawa JapanOkinawa Housing ReferralOFF-BASE HOUSING ON OKINAWAWelcome to the Housing Referral Office (HRO). All DoD personnel, whether on anaccompanied or unaccompanied tour, are required by individual serviceregulation to report to the Housing Referral Office before making a commitmentto rent, lease or purchase off-base housing. Outside of the United States, DoDpersonnel include military and appropriated/ non-appropriated funded U.S.citizen civilian employees and their dependents assigned to any DoD component.The information contained in this packet is to assist you in understanding theprocess of establishing a home in the civilian community.

TABLE OF CONTENTSObjective .3Policy .3Restricted Facilities .3Housing Agencies .3Housing Units .3Security Bars 3Local Roads .3Cooling/Heating System . 4Locating Housing . 4TLA Reimbursement . 4Housing Allowances . 4Inspections . 7Move Within Off-Base Housing . 7Initial Charges 8Lease and Rental Agreement . 9Landlord’s Responsibilities . 10Tenant’s Standards of Conduct . . 10Resolving Complaints 11Personal Property Insurance 11Clearing Off-Base Quarters . 12APPENDIXES 13 Tackling Your Mold ConcernsTemporary Lodging Allowance Datasheet2

1. Objective. The objective of the Housing Referral Office is to provide all DoDpersonnel with a personalized service to assist them in locating suitable,nondiscriminatory, community housing in the civilian community.2. Policy. The Housing Referral Office is operated by the Air Force; off-base housingpolicies are contained in the AFI 32-6001 and Department of Defense Manual 4165.63M. Further, the HRO is not intended to intrude on the normal relations between the realestate brokers, rental agents, sales agents, landowners and their customers. Personnelretain freedom of choice in their selection of community housing except whererestrictive sanctions have been imposed.3. Restricted Facilities. DoD personnel are not authorized to rent housing that hasbeen placed on the HRO Restricted List. Receipt of such a list, if any, will beacknowledged in writing.4. Housing Agencies. The majority of the rental units are handled by housing agents.These agents are individuals or offices representing the owner of the property for rent orsale. HRO is contacted daily by the agents to obtain the maximum number of rentalunits for referral to DoD personnel. Housing agents/owners of rental units will bereferred to as "landlords" in this information package.5. Housing Units. The majority of off-base housing rental units are located within a 3to 10 mile radius of Kadena Air Base. Rental units are below CONUS standards andare smaller in size. The average 3 bedrooms are about 1,100 sq. ft. and are consideredadequate. There are 1, 2, 3, and 4 bedroom apartments and houses, normallyunfurnished. The majority of the single-family units are 2 and 3 bedrooms. There aretwo types of rental units. The older units were built for Japanese style living and consistof kitchen/dining/living room area, bedrooms, bathroom and utility room. The bedroomconsists of a wooden floor or tatami (straw) mat with built in wall drawer and shelveswith movable lattice and shoji (paper) interior walls. The units are smaller than westernstyle units. The western style unit consists of kitchen/dining/living room area, bedrooms,utility room and bathroom.6. Security Bars. The majority of off-base housing units have security bars on thewindows. These bars are attached to the unit and most do not have releasemechanisms on the inside. The issue of fire safety and security bars has beenresearched through the Fire Protection Flight. They could find no reference to prohibitthe use of these bars. It is their opinion that the final decision to rent a home withsecurity bars rests with the occupant. All units inspected by HRO are required to havesmoke detectors, fire alarms and two exits.7. Local Roads. The off-base housing areas are congested. Roads leading to rentalunits are narrow and unidentified. Newcomers seeking off-base housing should havesponsors accompany them to the various housing agencies. Agency representativesare located in the Housing Office and will assist in matching your needs with an agency.They will also arrange to pick you up and take you out to look at units that are available3

for immediate occupancy.8. Cooling and Heating Systems. Off-base units seldom have central cooling andheating systems. The average year round temperature on Okinawa is 72 degrees.From November through March, temperatures are cooler (sometimes in the 50's);therefore, during the "cold months," occupants use portable electric heaters orkerosene space heaters. Air conditioners are required in all off-base units.Okinawa’s beautiful sub-tropical conditions can be conducive for the growth of mold. Itis imperative that residents assume responsibility to take preventive measures tominimize mold within their off-base housing. See Appendix -1, p. 139. Locating Housing. Off-Base Housing listings are updated daily and readilyavailable at the Kadena Housing Office. (The satellite offices located at Camp Courtneyand Camp Kinser are forwarded weekly listings.) Vacancies listed are immediatelyavailable and have been approved and inspected. For this reason you are expected toselect a house/apartment and move within 20 days of arrival on Okinawa. While youare not required to select from the listing provided, TLA will not be approved beyond 20days except in justified approved cases. JFTR precludes personal convenience as anacceptable reason. Extension request beyond 20 days require justification in writingclearly stating why additional TLA is required. These extension requests must besubmitted in advance of the requested days and will be either approved or disapprovedby Housing Manager.10. TLA Reimbursement: Temporary Lodging Allowance (TLA) is authorized for thepurpose of partially reimbursing a member for more than normal expenses incurred forlodging and meals while locating permanent living quarters IAW the Joint Federal TravelRegulation (JFTR)Incoming TLA begins the day of arrival to Okinawa (must be the same date as shownon travel voucher). Your reimbursement for TLA will be justified by an aggressivehousing search. A completed TLA data sheet and receipts must be presented witheach claim. Claims must be filed in 10 day increments with the member’s servicingfinance office. For each claim you will need your itemized lodging receipt, or copy ofthe hotel receipt (non-availability statement for off base lodging, and written verificationof your housing search (TLA Data Sheet). See Appendix -2 p.15 Should the off baseunit you are accepting be ready for occupancy, and you elect to sign a lease after thisdate, you will not receive TLA for any additional days past the first available date.11. Housing Allowances. Prior to leasing a unit, contact your finance office or thehousing office to determine your eligibility for payment of housing allowances. It shouldnot be assumed that housing allowances would be paid.The following types of housing allowances are authorized to DoD personnel in Japanresiding off base.4

11a. Advance Overseas Housing Allowance: Advance OHA is authorized for thepurpose of payment of advance rent, security deposits, and initial expenses incurredwhen residing in community housing.To request advance OHA, member mustprovide: summary of move-in expenses, PAID agency fee receipt, copy of PCS orders& any amendments. Additional requirements are:Air Force: AF 1039Navy: Chit from CommandArmy: DA Form 4187Marine Corps: Approval from unit commanderNote: The pet fees and deposit cannot be included in the request for Advance OHA.If the lease or purchase plan for which an advance allowance has previously been paidis not completed, the advance must be repaid in full immediately. A signed lease/rentalagreement must be presented within four working days after payment of advancedOHA.Repayment of an advanced housing allowance must be completed prior to a member'spermanent change of station (PCS) or at the end of the member's tour of duty at thestation concerned.By accepting advance OHA, you are authorizing an offset from your pay account tocollect such debt when full repayment is not made for any un-liquidated amount that isdue and payable.You are also agreeing to repay, immediately, all monies received by yourself from thelandlord/housing agency when vacating the housing for which this advance was madeto the extent that the advance housing allowance was not previously repaid. You alsoagree to repay any remaining balance of the advance housing allowance not returnedby the landlord/housing agency in full or monthly installments.You cannot request advance housing allowance if advance payment was alreadyrequested to cover the same anticipated expenses. Check with your finance office formore information.11b. Individual Overseas Housing Allowance Report (OHA),DD Form 2367: For eligible military personnel: DD Form 2367 is required to starthousing allowance. It is issued to military personnel presenting a properly completedrental agreement. The member entitled to this allowance must be present to sign theform.11c. Move-In Housing Allowance (MIHA) Claim Form, DD Form 2556: MIHAconsists of a flat rate amount payable to members allowed to live off base and eligiblefor OHA. The purpose of MIHA is to defray costs incurred associated with occupyingprivately leased quarters covered by the OHA program.5

A member in any one of the following situations shall not be entitled to MIHA (JFTR par.U10026): A local move would otherwise initiate a second or subsequent MIHApayment request unless that move is Government funded; A member complies with a PCS order but remains in the same dwellingplace (includes a Reservist called/ordered to active duty who is authorizedOHA based on the principal residence at the time called/ordered to activeduty); or A member moves from Government quarters to private sector housingunder par. U5355-A5 (Separation) or par. U5355-A6 (Retirement).On Okinawa a member is entitled to two types of MIHA payments:MIHA/Miscellaneous: Reflects average expenditures made and reported bymembers to make their dwelling habitable.See Appendix K table athttps://secureapp2.hqda.pentagon.mil/perdiem/ for the amounts payable.Only one payment is authorized at a PSD unless par. U10026-B2 applies.MIHA/Rent: Homeowners are ineligible. MIHA/Rent totally covers reasonablerent-related expenses. These are fixed, one-time,nonrefundable charges levied onbehalf of the landlord, or a government that the member must pay before/uponoccupying a dwelling. Expenses deferred until termination of lease are not MIHA/Rent.Examples are real estate agents’ fees, redecoration fees if paid up-front, and/or onetime lease taxes. Advance rental payments, refundable deposits, and/or recurringcosts are not covered.All members entitled to MIHA shall receive MIHA/Miscellaneous. A member who wasn'texcluded from a MIHA entitlement by other rules is entitled to MIHA for only onedwelling during a tour at a duty location unless a Government-funded local move occursand the member occupies another dwelling covered by OHA.Members classified as sharers and entitled to MIHA are entitled to a fullMIHA/Miscellaneous. In the case of MIHA/Rent only one sharer may claim anyindividual expense. If appropriate receipts/documents aren't provided, claims forMIHA/Rent must be rejected.*NOTE: If you are stationed here on an unaccompanied tour and receive a tourconversion and have already established a home in the civilian economy, you will notbe entitled to MIHA.11d. Living Quarters allowance (LQA): For U.S. Civilian Personnel information can beobtained through the servicing Civilian Personnel Office. Note: DD Form 2367 must bestarted at the housing office but then processed through the servicing Civilian PersonnelOffice.6

NOTE: Housing allowances are not payable to persons who rent units that are notregistered with HRO, do not have valid inspections, are on the restricted list and whoare house sitting for tenants during their temporary absence.12. Inspections. All off-base housing must be registered and inspected beforeinitial occupancy in order for a member to receive housing allowances (OHA/LQAand MIHA) and government furnishings. Off base housing inspections are validfor five years. Units that are occupied will be inspected upon occupant request.All other units will be inspected immediately upon vacancy if the inspection hasexpired and if the agency/landlord wishes to continue to list the unit with HRO.The HRO inspectors perform inspections for the protection of eligible personnelmoving into the local community housing areas. Inspections are made todetermine adequacy and suitability based on health and safety factors, andenvironmental conditions. When in the opinion of the commander, housing isunsuitable for occupancy; it will be removed from the HRO files or not acceptedfor listing. Approval of private rental housing does not indicate endorsement bythe HRO as to the desirability or that one house, agency or location is better thananother. It means simply that the listed facility meets the minimum health and safetyfactors and environmental conditions as prescribed by regulation and is not on therestricted list. Desirability, location, agency, and other factors regarding rental of privatehousing are personal choices.Should you find a rental unit on your own (not using the HRO approved listing), ensurethat it has been registered and has a current inspection prior to committing yourself to anonrefundable holding fee or lease by calling our office at 634-1430.Landlords/Agencies have been asked NOT to show units that do not have validinspections; however, due to the downsizing of the military community, the agencies arecompeting with each other for your business and will show you anything they have,inspected or not. Extensions on TLA may not be approved if you are waiting on a unitto pass inspection.It is the responsibility of the landlord to make arrangements for the housing inspection.Inspections are conducted between the hours of 0800-1130 and 1300-1530, Mondaythrough Friday, excluding holidays. Due to the uncertainty of driving time and location,appointment times are not given. Notification of the inspection results is given to thelandowner by the inspector at the end of the day.13. Move Within Off-Base Housing. If you decide to move from one off-base unit toanother, the same criteria used for your initial move must be met in order to keepreceiving allowances. You are required to bring in the new lease agreement andclearance package. Make sure to make an appointment and a new OHA form will beprepared to maintain a correct address of your approved off-base residence in the HROfiles, financial records, and furniture support file. You will not be entitled to agovernment-funded move. This move will be at your expense.7

14. Initial Charges. When you accept a house/apartment for rent, you must havesufficient funds to sign the lease. The items listed below are some of the one-time costsinvolved and are payable to the agency in yen, unless otherwise specified, at theprevailing dollar/yen exchange rate.14a. Agency Fee. The agency fee is nonrefundable. (If you give an agency thisfee to hold the apartment/house and find something else, the agency is not required toreturn that money to you). The fee is an administration charge and is used to defray thecosts incurred in handling a unit for rent, such as preparing documentation, showing theunit, arranging for inspection, collecting rent, etc. Individuals who rent directly fromhomeowners is not assessed this fee. Expect to pay 50 percent of one month's rent forthis fee.14b. Advanced Rent is the amount of money charged on a monthly basis for theuse of the facility excluding utilities, trash, and telephone. Rent varies depending onthe size of the unit, location and agency.14c. Security Deposit is the amount of money paid to ensure that the propertywill be maintained in good condition and to ensure compliance with the terms of thelease. The deposit is equivalent to and not to exceed one month's rent. The deposit isrefundable upon vacating provided the specified period of occupancy has beencompleted, advance notification in writing to vacate was given, proof of all final billspaid has been obtained, and the condition of the property is acceptable to the agency.The security deposit is not intended for use as the last month's rent.14d. Utility Deposit varies from landlords and servicing utility companies basedon the location of the apartment/house. All deposits are refundable upon payment ofyour final bill. Electricity: Some agencies may require a deposit. Conserve electricity!Electricity is very expensive. Common complaints concerning electricity are "Myneighbor pays less than I do" and "The Japanese pay a cheaper rate than the U.S.Forces personnel." These complaints are inaccurate. The Okinawa Electric PowerCompany charges the standard fixed electricity rates for all customers DoD personneland Japanese citizens. The average Japanese family uses about 400 KWH of powerper month while the average DoD family uses about 800 KWH. The primary cause forthe difference is that the Japanese family typically uses kerosene or gas stove andwater heater, where as the DoD family uses electric range and water heater as well asU.S. made appliances. The appliances used by the Japanese family are 100 voltage,and the appliances used by the DoD family are 115 to 220 voltage. Therefore,remember that the more KWH you use, the higher the electricity bill you receive.Water/Sewage: There is usually a 20,000 deposit for water/sewage. Water is meteredand you will be billed for the actual usage. You are encouraged to check the watermeter periodically to see if there is any leakage. To check for leakage, you must turnoff all faucets and then check the meter to see if it moves. If the meter moves, you mayhave a leak.8

Gas: Typically, there is a 10,000 deposit for gas.Trash Collection: Normally 3,000 per month.Recycling: According to Japanese law, recycling is mandatory. Please contact yourrespective agency to determine your area specific requirements.*NOTE: Not all landlords and utility companies require a deposit.14e. Cleaning Fee. This fee is assessed only according to the individual leaseand rental agreement. Some landlords charge a fee in advance and others charge onlyif the interior or exterior areas are not cleaned after vacating the premises. The amountcharged may be 30,000 Yen or more. Read your lease and rental agreement todetermine if you are being charged for this fee.14f. Telephones. Telephones are provided in most units. Do not assumebecause there is a telephone jack there is a telephone line. Telephone lines are boughtby landowners and private parties. All calls are metered and can get costly if you're notcareful.14g. Pet Deposit. The majority of off-base units do not accept pets. If you locateone that is accommodating, expect to pay 50,000 Yen pet deposit and pet disinfectingfee.15. Lease and Rental Agreement. The current Overseas Housing Allowance (OHA),Move-In Housing Allowance (MIHA), and Living Quarters Allowance (LQA), require alease for off-base housing. There are various types of leases. It must be written inEnglish with a red “HAN” stamp-- (Japanese/English is acceptable). Leases written inJapanese only are no

HRO is contacted daily by the agents to obtain the maximum number of rental units for referral to DoD personnel. Housing agents/owners of rental units will be . Repayment of an advanced housing allowance must be completed prior to a member's permanent change of station (PCS) or at the endof the member's tour of duty at the

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