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Early / Advance Return of Dependent Travel

Authority: JFTR Chapter Five (U5240 and U5900)

Forward: Early / Advance return of Dependents (ERD/ARD) - occurs when there is a need for a member’s dependent(s) to depart their current duty station prior to the PCS travel of the military sponsor. The destination may be the United States or other overseas destinations. Request for ERD / ARD travel can be made by either the military member or the dependent(s).

A. Validate Order Content

  1. Names of dependents and dates of birth of children traveling.
  2. Social Security Number of Traveler(s) or passport number.
  3. Origin
  4. Destination
  5. Accounting Citation
  6. Order is not expired
  7. Ensure that a complete set of orders are provided.
  8. Verify that orders have been signed and approved.
  9. Request for Transportation Services (RTS) form, if shipping a POV.

NOTE: Early Return of Dependent(s) travel orders should never be used when PCS travel orders for that dependent have already been issued.

FOP (Form of Payment): If the order does not direct a form of payment, or if travelers would like to use a personal IBA when CBA is directed, ticketing can be provided however advise the member that the orders may have to be amended before a voucher can be filed.

Any statement on the order, or next to the travelers name, indicating that the member will use his IBA is to be interpreted as mandatory use of the IBA. Tickets can not be issued without an amended order.

  • Military orders will contain a statement next to each traveler's name.
  • Civilian orders will contain a general statement that will apply to all travelers on the order. If any of the individual travelers listed on the order will use a different method, that method will be noted next to their name.

See CBA - IBA Matrix for required counseling.    For ERD purposes, the IBA referenced in the Matrix is the travelers personal IBA. The Government IBA can not be used to purchase travel unless the member is Air Force. Air Force personnel may use their Government issued IBA for ERD travel if desired.

FOP (Form of Payment) CINCUSEUCOM: All personnel assigned to CINCUSEUCOM, who are primarily based in Stuttgart or Belgium, have been authorized to utilize their individual IBA, the Government IBA or the Government CBA regardless of the FOP directed on the travel order. If the FOP used is different than what is stated on the travel order, we must advise the traveler that the orders may have to be amended before a voucher can be filed. Reminder, government fares can only be purchased with a government IBA or Government CBA.

Special Orders: In the future, members may provide "special orders" in an email format. These email orders must contain the same information as identified in "a - e" above in order for travel to be provided.

Expired Order
Order expires immediately upon the issuance of PCS travel orders. If PCS and ERD orders are presented, charge the travel to the PCS order. The ERD order is no longer valid.

B. Communicate Entitlements

  • ERD / ARD travel is authorized only to the destination identified on the travel order.

  • The dependents are required to travel along the most direct route. A direct route is defined as any route that does not require the government to pay additional per diem costs or additional transportation costs.

  • Travel from the duty station to the commercial airport servicing the duty station is authorized by common carrier. Common carrier is defined as rail, bus or private auto.

  • When travel is authorized to the Pacific region, Canada, Puerto Rico or Mexico, travel via the United States is required, unless a signed exception form is provided by the SACOR/ITO.

  • Military and DOD civilian personnel traveling to the United Kingdom from Europe may elect to drive their POV. POV may be booked on the Chunnel or via Ferry transportation for travel across the English Channel. SatoTravel will make reservations and provide ticketing for the POV and family members.

  • If the member is shipping a POV at government expense (reference JFTR U5002), the DOD traveler is entitled to Government paid travel from where the member is currently stationed to the commercial airport that serves the primary port (the POV shipping point that services the members authorized PCS destination), or any government POV shipping destination, regardless of whether East or West of the Primary Port, as long as the passengers travel costs are at or below costs to the primary POV shipping destination. Refer to the POV port list for the primary port for each State.
    POV Primary Port List

Entitled Travel Options

  • A stop-over in route is authorized as long as there are no additional costs to the government. Stop-over privilege will be determined by the rules of the airline being used.

  • DOD civilians and military personnel may elect to purchase his own transportation and file for reimbursement.
    • They must use SatoTravel.
    • Refer the member to the government finance officials for reimbursement information.

Mode of Travel

  1. The traveler is entitled to commercial travel following the guidelines set by the General Services Administration (GSA).
    GSA Guidelines for commercial travel using
    Government Fares
  2. Under the ‘FLY AMERICA ACT’ all DOD funded travel is required to use American Flag air carriers whenever they are available. There are exceptions to this rule if one of the below conditions apply. The two most common exceptions are:

    • “Cannot Provide Service" usually used when travel does not involve travel to the United States (CONUS)
    • “Non-Service on Part of Route", when a Foreign Flag carrier feeder flight is needed in conjunction with an American Flag carrier.

    When using a foreign flag air carrier it is mandatory that the applicable FFEX (Foreign Flag Exception) JTR/JFTR paragraph is printed on the invoice.  Click  FFEX   for detailed information on the exceptions below.

    • FFEX1  Multilateral Agreement
    • FFEX2  Non-Service on Part of Route
    • FFEX3  Involuntary Reroute
    • FFEX4  Double Travel Time
    • FFEX5  Foreign Payment
    • FFEX6  Nonstop Service Extended Travel By 24 Hours
    • FFEX7  Aircraft change more than 2 times/travel extended by more than 6hrs/connecting time more than 4hrs
    • FFEX8  Cannot Provide Service/Medical Reasons
    • FFEX9  Unreasonable Safety Risk
    • FFEX10  Less than 1st class service available
    • FFEX11  Delay in travel/travel between midnight and 6 AM
    • FFEX12  Payment By Non Federal Source

Availability Date

No availability date requirements.

NOTE: ERD / ARD is sensitive travel that often involves the urgent need to move a dependent.

Premium Class Travel

It is DOD policy that economy class travel accommodations be used for all official travel unless higher class accommodations are properly approved. When booking a travel request keep in mind, direct air service does not have to be used. Circuitous travel can be provided if economy seating is available even if the circuitous routing is more expensive than the direct route using a COW/CRT fare.

COW/CRT fares may not be used as they are considered, by USAREUR, to be business class fares. For some routes you have the ability to override the business class fare for a unrestricted coach fare (YOW/YRT). Check with your Branch Manager for CRS entries and further instruction if required. If overriding is not possible proper approval for business class travel must be obtained. If a circuitous routing is used to avoid the use of a business class fare, the following sentence must appear on the invoice:

"Circuitous routing used to ensure an economy fare, as direct route required the use of a business class fare."

  • Approval

    In all cases appropriate approval authorities are at the General Officer (GO) level. Obtaining approval is the direct responsibility of the Authorizing Official (AO) which is also the person/agency responsible for publication of travel orders.

    Approved orders must contain the following.

    • Name of the approving General Officer.
    • The travel points the approval is being provided for.
    • The specific paragraph reference in the JTR or JFTR and reason/justification used.
    • Name and contact information of the person responsible for preparing and executing the approval request.

    To view a sample copy of a TDY travel order (DD1610), with an appropriate approval authority contained in block 16, click here.  

  • IBA
    If a customer pays with his IBA (Government Travel Card), approval is not necessary as long as the traveler is aware that the following sentence will appear on his invoice.
    "Notice: if a business class fare was purchased, you are advised that appropriate approval for this class of service has to be properly approved or you may not be reimbursed for the travel performed."

  • Round Trip Ticketing
    The issuing of a round trip ticket for one way travel as a means to obtain economy fares has been determined to be an illegal business practice. USAREUR transportation personnel have also agreed that it should not be done. SatoTravel Associates will not indulge in this practice.

  • Statements of non availability
    SatoTravel does not provide statements of non availability for economy fares. Travelers who have performed travel at personal expense, and bought tickets from other than a contract travel office, will have to discuss reimbursement with a government representative.

Excess Baggage

Orders must authorize excess baggage in order for the traveler to be reimbursed. Excess baggage cannot be charged to the CBA. The member is required to pay for excess baggage and claim reimbursement. There are special cases in which military personnel can be authorized to charge excess baggage costs to the CBA. While the SACOR / ITO can not approve this exception, they will assist the traveler in obtaining approval from the proper authority. Refer the traveler to the SACOR.

Pet Travel

Cost of pet travel is at the traveler’s personal expense. The contract carrier does not have to be used if there is no pet space available or the contract carrier cannot accommodate the pet, provided another American Flag carrier is available at no extra cost to the Government. The cost comparison must include all applicable tax and service fees. If this exception applies, it is mandatory that the JTR/JFTR exception paragraph CPEX1 (City Pair Exception) is printed on the invoice. No exception form required.
If use of the non-contract carrier is more expensive than the contract carrier ticketing can not be provided. The member must purchase his own ticket and seek reimbursement.

C. Communicate Exception Options

If a customer requests an exception to their travel entitlement refer them to the SACOR / ITO for approval (exception form). SatoTravel will gladly ticket any travel request that has been approved with an authorized and signed exception form. This does not apply to Premium Class Travel. Refer to Premium Class Travel for approval authorities.
Exception Form

"SatoTravel is a government contractor. We are obligated by contract to follow the rules of the JFTR."

last update August 15, 2006