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Permanent Change of Station (PCS) Travel

Applies to all DOD Military and their dependents.

Authority: JFTR Chapter Five and Seven

Forward: Permanent Change of Station (PCS) travel occurs when a military member (and family) is directed by government travel orders to make a move from their current duty station to another.

A. Validate Order Content

  1. Members Name and Rank
  2. Names of dependents and dates of birth of children if traveling.
  3. Social Security Number
  4. Origin
  5. Destination
  6. Availability Date
  7. Accounting Citation
  8. Ensure that a complete set of orders are provided.
  9. Verify that orders have been signed and approved.
  10. Request for Transportation Services (RTS) form, if shipping a POV

All PCS orders must contain all of the above information. If they do not, then Amendments to the orders must be obtained by the traveler and provided to SatoTravel. Without the above information or the proper Amendment to the PCS travel order, SatoTravel cannot authorize the issuance of a ticket because the Government will not pay for the member’s travel. The most common amendments are provided for:

  • A child was not listed on the PCS travel order.
  • Member received a change of assignment (destination) after the PCS travel order was issued.
  • A mistake in the members name or social security
    number was made on the PCS travel order.
  • A fund citation was not provided on the PCS travel order.

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.

Expired Orders
PCS orders expire when another PCS order is issued and or the member separates or retires from service. There is not a one year expiration date as is commonly believed. (see JFTR para 5203-D)

B. Communicate Entitlements

  • The DOD traveler is entitled to Government paid travel from where the member is stationed overseas to the commercial airport serving his or her new PCS duty station.

  • The member, and dependents if traveling, 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.

  • The DOD traveler is entitled to Government paid travel from where the member is stationed to an International Airport that is the first point of entry (non-stop flight) into the United States provided the following conditions are met.

    1. When a contract fare exists for the authorized route on the order:

      • The International Airport is along the most direct route to the new duty station.
      • The cost of travel does not exceed the cost of travel to the commercial airport servicing the new duty station.
      • The Airline who has been awarded the contract fare from the commercial airport servicing the members duty station to the new duty station is utilized AND also has the contract fare from the members duty station to the International Airport desired.

    1. When no contract fare exists for the authorized route on the order:

      • The International Airport is along the most direct route to the new duty station.
      • The cost of travel does not exceed the cost of travel to the commercial airport servicing the new duty station. For cost comparisons use the lowest available government fare for the route.
      • The Airline who has been awarded the contract fare from the commercial airport servicing the members duty station to the desired International Airport (non-stop flight) is utilized.

    1. When no contract fare or government fares exist for the authorized route on the order:

      • The International Airport is along the most direct route to the new duty station.
      • The cost of travel does not exceed the cost of travel to the commercial airport servicing the new duty station.
        Use the lowest applicable fare from the members duty station to the new duty station to establish an authorized cost for comparison. The lowest fare could be a through fare or a constructed fare. For more information on constructing fares see the "No Contract Fare Market" section of Fare Application for Official Travelers.
      • The Airline who has been awarded the contract fare from the commercial airport servicing the members duty station to the desired International Airport (non-stop flight) is utilized.

  • Military and DOD Civilian members who have PCS orders to Asia, i.e. Korea, Japan, Thailand etc., must travel via the United States unless otherwise approved 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 dependent(s) of a military member are in CONUS (Alaska and Hawaii are considered OCONUS) upon the members receipt of PCS orders:

    1. AND the dependent(s) were moved to CONUS at government expense and are traveling from the location they were moved to at government expense, the dependent(s) are authorized travel to the new duty station.

    2. AND the dependent(s) were moved to CONUS at government expense however desire travel from a location in CONUS other than the location they were moved to at government expense, travel may be provided only if the cost of travel from the desired location does not exceed the cost of travel from the location they were moved to at government expense to the new duty station.

    3. AND the dependent(s) were moved to CONUS at the members personal expense, travel may be provided only if the cost of travel from the desired location does not exceed the cost of travel from the members current duty station to the new duty station.

  • If the dependent(s) of a military member were allowed to be at the members oversea duty station, but are located at another overseas point upon receipt of PCS orders to CONUS, the dependents are entitled travel at government expense from their current location only if:

    1. They were moved to their current address at government expense.
    2. The cost of travel from their current address to the new duty station is less expensive than travel would have been from the members old duty station.

  • 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.
    POV Primary Port List

    Circuitous Travel:
    Circuitous travel is defined as self procured travel to any destination, at any cost. SatoTravel cannot provide information regarding reimbursement for self procured travel.

    Military members and their dependents are entitled to circuitous routing when performing PCS travel to a new duty station. Circuitous travel is considered leisure travel and USAREUR has determined that payment for leisure travel cannot be placed on the USAREUR Centrally Billed Account (CBA). Therefore, all circuitous travel must be personally procured at the members personal expense. The use of government fares cannot be used to support circuitous travel. The use of the Government travel card (IBA) is also not authorized.

Deferred Dependent Travel to overseas area:

When a military member is assigned from CONUS to an overseas area, it is often the case that his dependents are not authorized to travel at the same time as he does. The dependents must wait until the member has secured quarters, passports etc. before they can travel. This is called "DEFERRED TRAVEL". When the member has met all requirements for dependent travel, he will be issued dependent travel orders. SatoTravel cannot provide ticketing for these dependents without SACOR/ITO approval. Under the deferred dependent movement system, the members last duty station is responsible for arranging travel.

Exceptions:

  1. When a SACOR/ITO approves SatoTravel to provide ticketing they may do so. We must get their approval in writing (exception form recommended). There are many places in the USA in which travel to a government travel office is impractical or impossible for the dependent and would cause great hardship on the dependent should they have to travel to that office.
  2. When the dependents are living in an another oversea area in which there is no government travel office available.

TDY En-route

When a member has a TDY in connection with PCS travel (TDY stop before arriving at the new duty station):

  • Dependent travel to the TDY point is not authorized at government expense unless the TDY is longer than 20 weeks. (see JFTR para 5203-B)
  • The member may elect one of 4 options for locating their dependents while they perform their TDY. The option they select is normally on the order in the "remarks" section.
  • When possible, issue ticket all the way through to PCS destination.

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 and the rules of the fare 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. 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

Army Personnel:

  • The availability date is the earliest date a member can travel. Military members are prohibited from travel prior to the availability date stated on the PCS travel order.
  • The member is required to travel within seven (7) days of his availability date. Personnel who desire to travel beyond the 7 day time frame must provide an exception form or one of the following:

    1. Travel orders authorizing the member in country leave. Orders must specify when leave will commence and terminate.
    2. In lieu of an entry in PCS orders authorizing the member in country leave, the military member may be issued a DA31, Leave Authorization Form, which will specify when the leave will begin and end. A copy of the DA31 must be retained for our records.

  • Dependents (military and DOD civilian) may travel upon the member's receipt of PCS orders. Dependents may travel before the member, with the member or after the member.

Air Force, Navy and Marines:

  • No availability date requirements. Provide travel as requested by the member.
DOD Civilian
  • No availability date requirements. Provide travel as requested by the member.

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 ecoomy 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. No exception form required.

C. Communicate Exception Options

The following is a partial list of common exception requests:

  • Travel by class of service not authorized on orders.
  • Travel date outside of what is approved on orders.
  • Use of Foreign Flag airlift, where an American flag carrier exists.
  • Exception to use other than the _CA carrier.

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