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
- Members Name and Rank
- Names of dependents and dates of birth of children if traveling.
- Social Security Number
- Origin
- Destination
- Availability Date
- Accounting Citation
- 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
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.
- 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.
- 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.
- 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:
- 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.
- 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.
- 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:
- They were moved to their current address at government expense.
- 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.
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:
- 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.
- 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:
- 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
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:
- Travel orders authorizing the member in country leave. Orders must
specify when leave will commence and terminate.
- 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.
"SatoTravel is a government contractor. We are obligated by
contract to follow the rules of the JFTR."
last update September 29,
2005