PCS Travel
The Travel and Debt Management Branch assists new and current DoDEA employees with Permanent Change of Station (PCS) air transportation arrangements. Travelers may coordinate PCS air transportation with the Travel Management Company (TMC) directly or seek assistance. All air transportation must be coordinated in accordance with the Joint Travel Regulation and is a taxable relocation entitlement.
Before requesting air transportation arrangements, understand your orders and ensure all DD Form 1614 information is accurate. Request corrections (via an amendment) through TOPS (current employees) or through your HR Specialist (new hire). Dates of travel, spelling of names, birthdates, etc.; all details must be confirmed as correct by the sponsoring employee. Travel is authorized up to 7 days before or after the “Travel Commence Date” listed on Page 2 of the DD Form 1614. If travel is required outside this timeframe, request and receive an amendment to your travel order from your Human Resources Specialist prior to requesting travel assistance.
If an employee chooses to self-procure air transportation outside of the TMC, please be mindful of Fly America Act requirements. Non-U.S. flag carrier flights are NOT reimbursable. U.S. carrier air transportation reimbursement is limited to a government construct cost which, if exceeded, will result in personal expense.
If you need assistance with Passports and/or VISAs, please contact the DoDEA Passport Team.
The sponsoring employee may coordinate air transportation or request assistance. The Travel and Debt Management Branch assists with air transportation from the sponsoring employee’s home of record to the new permanent duty station. Any variation in travel different from the home of record to the new permanent duty station should be authorized in advance by the Travel and Debt Management Branch ensuring regulation compliance and reimbursement. Reimbursement is limited to the Government constructed cost.
Requirements:
- Confirmed Household Goods (HHG) pack-out dates (unless pack out is being completed by a power of attorney)
- Possession of all official travel documents (Passports and visas)
- Accurate travel orders (DD Form 1614) with, if applicable, all amendments
- Completed PCS Travel Reservation Request
Once all requirements are met, email the PCS Travel Reservation Request, PCS Travel order (DD Form 1614) with any/all amendments, and provide a current/valid email address and phone number to PCSTravelArrangements@dodea.edu.
Once received, a member of the Travel and Debt Management Branch will acknowledge receipt and facilitate the air transportation request. Air transportation coordination typically takes 48-72 business hours if all travel information is included in the PCS Travel Reservation Request and no travel order amendments are required. Incomplete information will result in delayed reservations.
The sponsoring employee may coordinate air transportation or request assistance.
Self- coordinated air transportation with the TMC:
Requirements:
- Confirmed Household Goods (HHG) pack-out dates (unless pack out is being completed by a power of attorney)
- Possession of all official travel documents (Passports and visas)
- Accurate travel orders (DD Form 1614) with, if applicable, all amendments
- Completed PCS Travel Reservation Request
The sponsoring employee emails the DD Form 1614 with, if applicable, all amendments and PCS Travel Reservation Request to SATO with the subject line reflecting: Date of Requested Travel/PCS/Sponsoring employee last name, Sponsoring employee first name/Destination.
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Example: 03AUG/PCS/Doe, John/FRA, John Doe is requesting PCS travel on 3 August to Frankfurt, Germany. SATO will coordinate directly with the sponsoring employee to reserve air transportation that accommodates the travel requirements. |
DoDEA-coordinated air transportation: Follow the instructions outlined for Travel Arrangements for a New employee traveling to first duty station. |
