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DOD Civilian Travel

Forward: Civilian personnel working for the Department of Defense are provided duty travel in the same manner as military personnel with slight differences. Travel rules and regulations for DOD civilian personnel are covered in the JTR, Joint Travel Regulations.

Emergency Leave (Emergency Visitation Travel):

Retirement:

Travel Type:

Pet Travel
Pet travel is the same as for military personnel. There is a misconception that DOD civilians are entitled to pet transportation at government expense. This is not true however, the JTR does allow a DOD civilian a certain amount of reimbursement for the cost of pet transportation. Aerial Port Entry:

Renewal Agreement Travel (RAT)

Authority: JTR Chapter Four para. 4003

Forward: Like military personnel, when a civilian agrees to spend another tour of duty overseas (either at the same location or another location) he or she is allowed travel to their home of record (HOR). On most orders there is an "Alternate Location" listed.

A. Validate Order Content

  1. Name and Grade
  2. Names of dependents and dates of birth of children if traveling.
  3. Social Security Number
  4. Origin
  5. Destination
  6. Accounting Citation
  7. Ensure that a complete set of orders are provided.
  8. Verify that orders have been signed and approved.

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

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 - f" above in order for travel to be provided.

Expired Order
Travel Orders older than six months must be reviewed and approved by the SACOR/TO before ticketing. Exception Form required.

B. Communicate Entitlements

  • The member is authorized travel from the overseas area to the Home of Record (HOR) outlined on the travel order.

  • JTR requires all travel arrangements for official travel be made by the Contract Travel Office (CTO).

  • Traveler 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.

  • When travel is requested to an alternate destination outlined on the travel order that is more economical than the authorized destination, travel can be provided.
    • If multiple alternate destinations are outlined on the travel order, only one destination can be selected.
    • Government fares may be considered and used.

  • If the member desires travel to a CONUS destination (including Alaska and Hawaii) not listed on the travel order, he must purchase his own travel and seek reimbursement.

  • Travel to another overseas location, not listed on the travel order, AT GOVERNMENT EXPENSE is prohibited!
    • If traveler purchases his travel with personal funds, he should be referred to the finance office to determine if reimbursement can be authorized.

  • Round trip travel arrangements should always be provided.

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.

Mode of Travel

  1. The traveler is entitled to commercial travel following the guidelines set by the General Services Administration (GSA) which is the same as Military personal.
    GSA Guidelines for commercial travel using
    Government Fares
  2. All travelers are required to use American Flag air carriers.
    • If American Flag carriers exists, but no seats are available, use of Foreign flag airlift requires an approved and signed exception form.
    • If no American Flag carrier exists for the route, and a Foreign Flag is used, an approved and signed exception form is required.
    • If travel orders "Direct" or "Authorize" the use of foreign flag air travel, SatoTravel is still required to gain the approval of the SACOR/ITO.

Availability Date

No availability date requirements however, the travel orders may require him or her to travel at a specific time. Travel orders must be reviewed to ascertain if a travel date is specified.

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 without SACOR / ITO approval (exception form). The member is expected required to pay for excess baggage and claim reimbursement.

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

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

last update September 29, 2005