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
- Names of dependents and dates of birth of children traveling.
- Social Security Number of Traveler(s) or passport number.
- Origin
- Destination
- Accounting Citation
- Order is not expired
- Ensure that a complete set of orders are provided.
- Verify that orders have been signed and approved.
- 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 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 - 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 The ERD order is no longer valid.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 East
of the members new duty station. Refer to the POV port list for the primary
port for each State. If a customer requests a port that is West of his new
duty station, the member must purchase his own ticket and file for
reimbursement.
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
- The traveler is entitled to commercial travel following the guidelines set
by the General Services Administration (GSA).
- 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.
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 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 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 with a competitive rate.
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.
"SatoTravel is a government contractor. We are obligated by
contract to follow the rules of the JFTR."
last update September 29,
2005