Students of DOD Civilians:

• Round trip travel can commence either from the overseas area to the school or from the school to the overseas area.

• The dependant is 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.

• Student travel is authorized one round trip within a 12 month period. The start of the 12 month period is established the day the student departs from the oversea area to the CONUS school on their first educational travel trip. This first trip establishes an anniversary date which remains the same for subsequent trips. The round trip travel entitlement may be used at any desired time within their 12 month period.

  Example A
  A student is using his educational travel opportunity for the first time and departs Germany to a school in CONUS August 1, 2006. The round trip entitlement can be used anytime between August 1, 2006 and July 31, 2007. August 1, 2007 begins a new 12 month period and a new round trip entitlement.

  Example B
  The student established 12 month period is August 1st through July 31st. The student flew from OCONUS to school in August. The student requests travel back to the overseas area in December for the holidays. The one round trip travel entitlement for the 12 month period is now used. The sponsor will have to purchase a return ticket from the overseas area back to the school at the end of the Christmas vacation.

  NOTE: When the member transfers from one foreign post to another without a break in service, the anniversary date remains the same. However, if a member is assigned to the U.S. for more than a twelve month period, a new anniversary date will be established.

• Students should be provided round trip tickets, however, in some cases the member may request only a one-way ticket. We can honor this request. The student cannot be provided two one-way travel reservations and ticketing.

• No carrying forward of travel entitlements into a new year that was not used in the last year.

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.

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 can not be waived if there is no pet space available or the contract carrier cannot accommodate the pet.

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