Army Directive 2006-01

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Army Directive 2007-0125 January 2007SECRETARY OF THE ARMY POLICYFOR TRAVEL BY DEPARTMENT OF THE ARMY OFFICIALSWith Supplemental Guidance for Army Personnel in the National Capital RegionSection / SubjectPage1. General Policy . . 32. OCONUS Travel . . 53. Commercial Air Travel . . . 74. Gratuities (Including Frequent Flyer Miles) Received from Commercial Sources . 135. General Military Aircraft (MILAIR) Travel . 136. Rotary-Wing MILAIR Travel . . 167. Special Air Mission (SAM) Aircraft . 178. Operational Support Airlift (OSA) . . 189. Space Available Travel . 1910. Accompanying Spouse Travel . . 2011. Required Reporting for Accompanying Spouse Travel . . 2212. Other Spouse Travel . . 2313. Unofficial Travel: Non-Interference (Reimbursable) Travel . . . 2514. Motor Vehicle Transportation. 2615. Acceptance of Payment from a Non-Federal Source for Official Travel Expenses 2816. Use of Executive Car Services . . 30EnclosuresENCLOSURE 1 – FOREIGN TRAVEL DATA SHEETENCLOSURE 2 – SAMPLE MEDICAL FORMAT FOR PREMIUM-CLASS TRAVELENCLOSURE 3 – CONTRACTOR IDENTIFICATION MEMO/ LETTER OF IDENTIFICATIONENCLOSURE 4 – COMPARISON CHART OF ESTIMATED TIMES AND DISTANCESENCLOSURE 5 – VIP CODES FOR AIRLIFT REQUESTSENCLOSURE 6 – SAMPLE OF SPOUSE AGENDAENCLOSURE 7 – REPORT OF PAYMENT OF TRAVEL AND RELATED EXPENSESThis version has been approved by the Per Diem, Travel and Transportation AllowanceCommittee, and has been given case number 051207, dated 8 December 2005.1

Army Directive 2007-0125 January 2007SECRETARY OF THE ARMY POLICYFOR TRAVEL BY DEPARTMENT OF THE ARMY OFFICIALSWith Supplemental Guidance for Army Personnel in the National Capital RegionDepartment of Defense (DOD) and Department of the Army (DA) transportationresources are to be vigorously managed to prevent both the misuse and the perceptionof misuse. Travel must be directly and clearly related to mission achievement.This document supersedes the Secretary of the Army Directive 2005-01, Policy forTravel by Department of the Army Officials, dated 7 January 2005. It implementsspecified policies and procedures provided by the Joint Federal Travel Regulations,Volume 1 (JFTR), Joint Travel Regulations, Volume 2 (JTR), and DODD 4500.56, DODPolicy on the Use of Government Aircraft and Air Travel (1997). It also serves to reducethe cost of travel and prevent the inappropriate and perceived inappropriate use of DAtravel resources by the implementation of these policies and procedures. Accordingly,the terms of this policy must be complied with strictly and the terms permitting use ofdepartmental transportation resources construed narrowly.The Administrative Assistant to the Secretary of the Army (AASA) is the delegatedtravel policy official on behalf of the Secretary of the Army and administers all changes,revisions and/or exceptions to this policy document. Sections of text shown in yellowhighlight indicate significant changes from the previous edition of this Directive.Correspondence regarding this document should be sent through the Headquarters,Department of the Army Executive Travel Office (JDSO-ZT), 2531 Crystal Drive,Arlington, Virginia 22202-3905, to the Administrative Assistant to the Secretary of theArmy, 105 Army Pentagon, Washington, DC 20310-0105.The complete sections shown in bold text are intended for Army personnel locatedwithin the National Capital Region (NCR) and may not apply outside of that area.2

Army Directive 2007-0125 January 20071. General Policya. Required Use. In accordance with DODD 4500.56, within DA the Secretary ofthe Army (SA) and the Chief of Staff of the Army (CSA) are required to use Militaryaircraft (MILAIR) for all air travel when in a duty status. In addition, the SA hasexercised his authority to further designate all active four-star general officers as“required users.”(1) Required users must, in accordance with DODD 4500.56, request eachmission by providing, the name and title/grade/rank of all travelers; the purpose oftravel; an itinerary including departure and arrival times; and, any other special travelrequirements, such as secure communications, to the DOD component that schedulesand/or operates the aircraft. Required use status does not preclude the user fromusing commercial resources when the official determines that it is the most suitablemethod of transportation and that it will not adversely affect the mission or the safety ofthe official.(2) Current "required use" joint or "dual-hatted" Army Commanders of UnifiedCommands being reassigned to positions within DA must document a mission necessityto use MILAIR for permanent change of station travel and must obtain priorauthorization from the SA.b. Senior Officials. All DA military and civilian members of any rank or grade areconsidered “officials” of the Department. For purposes of this policy, “Senior Official” isdefined as General or Flag Officers, civilian employees of the Senior Executive Serviceor equivalent, and higher-level employees in accordance with DODD 4500.56.c. Applicability. This policy memorandum primarily applies to the administrative useof fixed-wing and rotary-wing aircraft by Army officials not discussed in paragraph 1.a.above. Administrative travel, also called “other official travel,” includes travel to givespeeches; attend conferences, meetings or training courses; make routine site visits;and other similar uses. Justification for the use of fixed-wing MILAIR for administrativetravel usually requires showing that MILAIR is essential versus commercial air.Justification for the use of rotary-wing aircraft for administrative travel usually involvesshowing that MILAIR is essential versus ground transportation, unless commercial airtransportation is also available between the general departure and destination locations.d. Stewardship. All users of MILAIR, to include those officials designated as“required users”, are reminded that DODD 4500.56 requires that every effort must bemade to minimize the cost and size of aircraft necessary to satisfy the missionrequirement. Further, the SA retains the authority from DOD to make his policy onrequired use more stringent, if considered necessary, to ensure full compliance withDOD policies.e. Requests for MILAIR. All travel requiring HQDA coordination must arrive atHQDA for review not later than 10 working days prior to travel or the request may bereturned without action. A letter of explanation must accompany any late submission.3

Army Directive 2007-0125 January 2007Requestors of MILAIR support are encouraged to submit earlier than 10 working days toensure aircraft availability and scheduling.f. Approval Authority. Approval authority for the administrative use of MILAIR (fixedand rotary-wing) may not be delegated below the Army Component (AC), Army ServiceComponent (ASCC) or Direct Reporting Unit (DRU) Commander, their chief of staff, orequivalent level in accordance with DOD direction.(1) HQDA. All requests for travel by senior Secretariat and HQDA Staff officialsfor both commercial and MILAIR support must be submitted through the HQDAExecutive Travel Office (JDSO-ZT) to the AASA for approval. The AASA must ensurethat sufficient key personnel are in the NCR to conduct Departmental business andapproves simultaneous absences of senior officials and their Principal Deputies. TheAASA is the approval authority for all official travel out of the NCR by the followingSecretariat officials: Under Secretary; Assistant Secretaries; General Counsel; Chief ofLegislative Liaison; Chief of Public Affairs; CIO/G-6; The Inspector General; The AuditorGeneral; Deputy Under Secretaries; Director, Small and Disadvantaged BusinessUtilization; and Chairman, Army Reserve Forces Policy Committee.(2) National Guard. The Chief, National Guard Bureau (NGB) is responsible forestablishing and implementing procedures to properly control official travel within theNGB and for State and Territorial Adjutants General.g. Funerals, Retirements and Changes of Command. Generally, travel to funerals,retirements and/or Change of Command ceremonies, where ground travel is notsuitable due to distance, are considered official events only for the senior military and/orcivilian official formally representing DA. Minus specific authority by the SA, CSA, USAor VCSA, all other officials are considered attending in an unofficial/personal capacityand must reimburse the government at commercial coach fares if traveling on MILAIRwith the official representative, or pay for commercial travel from personal funds. Underno circumstance can MILAIR be scheduled for unofficial travel. The policy in section14 e. 2) of this document applies when such events are within driving distance.h. Controls. Commands are responsible for evaluating controls over travel inmanagement control reviews required by AR 11-7 (Management Controls). Further,controls over travel will continue to be an item of special interest during InspectorGeneral and Army Audit Agency inspections, audits, and reviews.i. Legal Review. This policy has been reviewed by the Office of General Counsel(OGC), which has determined that it comports with established law and rules, and iswithout legal objection. As noted above, the terms of this policy permitting the use ofdepartmental transportation resources must be construed narrowly to minimize travelcosts and prevent the inappropriate and perceived inappropriate use of governmenttransportation resources. Determinations on any legal question or issue concerning thispolicy and its implementation are solely within the purview of the OGC, which is thesingle legal office within DA responsible for resolution of legal questions and issuesconcerning this policy.4

Army Directive 2007-0125 January 20072. OCONUS Travela. Overseas Travel. Special emphasis must be given to controlling and monitoringoverseas travel (to include overseas travel by students of service schools), reducing thenumber of personnel traveling to the same site, and reducing the number of days oftravel per trip.(1) OCONUS to CONUS should be undertaken only when the need is absolutelyclear and then only by the smallest group possible consistent with missionrequirements. Back-to-back trips by different officials to the same location(s) arestrongly discouraged. Trips should be actively coordinated to prevent this situation.The routine method of travel from CONUS to OCONUS locations will be by commercialair for all travelers not in a “required use” status. In-theater MILAIR may be authorizedwhen in accordance with operational support airlift procedures.(2) U.S. Air Force Air Mobility Command (AMC) or AMC-contracted airlift mustbe used for overseas travel when it is available and meets the mission requirements forPermanent Change of Station (PCS) or Temporary Duty travel (TDY).b. Meetings with Foreign Dignitaries. All OCONUS travel by DA and CONUSbased personnel where the traveler will meet with officials of foreign governments mustbe coordinated with the Office of the Deputy Secretary of Defense (DEPSECDEF)through the Office of the Secretary of the Army. Travel requests for Secretariat officialsmust be submitted through the AASA to the SA for review and initial approval prior tosubmission to the DEPSECDEF. The CSA is delegated authority for initial review andapproval of travel by Army Staff (ARSTAF), AC, ASCC and DRU officials and may redelegate this authority. Travel requests reviewed and given initial approval by the CSAor his designee must then be forwarded through the AASA to the SA prior to submissionto the DEPSECDEF. All requests for foreign travel should be submitted prior todiscussing travel plans with the foreign government concerned.c. Clearances. DA and CONUS-based personnel must follow the guidanceprovided in chapter eight and the country pages of the DOD Foreign Clearance Guide(DODD 4500.54-G) to obtain country clearance for all foreign travel. The lead-time forrequesting personnel clearances is approximately 35-45 days. Late submissions mustinclude a justification for tardiness.d. Official Foreign Travel. The Executive Secretary to the Secretary of Defenseacts as liaison between the Department and the Assistant to the President for NationalSecurity Affairs on all official foreign travel. Requests for official foreign travel proposalsfor officials at or above the rank of Assistant Secretary (or equivalent rank, to includethe Service Chiefs and Vice Chiefs) of executive departments and agencies are to besubmitted to the Assistant to the President for National Security Affairs through theExecutive Secretary. Such notifications are to be coordinated with the Under Secretaryof Defense for Policy. Requests should be forwarded to the Executive Secretary undercover of an ACTION MEMORANDUM requesting signature and forwarding to theNational Security Council. All requests should be forwarded to the Executive Secretary5

Army Directive 2007-0125 January 2007at least 10-days in advance of the intended travel. An example of a properly preparedrequest to be signed by the Executive Secretary is shown:MEMORANDUM FOR ASSISTANT TO THE PRESIDENT FOR NATIONAL SECURITYAFFAIRSSUBJECT: Request for Official Foreign Travel ApprovalSenior Official and Title:Purpose of Travel:Itinerary: Date/City/Country/Major Event/MeetingExecutive Secretary Signature BlockNSC Approvale. International Conferences. Any DA or CONUS-based official traveling to anOCONUS international conference (defined for this purpose as any meeting held underthe auspices of an international organization or foreign government, at whichrepresentatives of more than two foreign governments are expected to be inattendance, and to which U.S. Executive agencies will send a total of ten or morerepresentatives) must submit a preliminary report of travel through the AASA to the SAfor submission to the Department of State, Office of International Conferences, Bureauof International Organization Affairs (IO/OIC). Within 30-days after conclusion of travel,officials must submit final reports through the AASA to the SA for submission to theIO/OIC. (See samples at Enclosure 1). DA personnel need not report travelundertaken to carry out intelligence or intelligence-related activity, a protective function,or a sensitive diplomatic mission.(1) Preliminary and final reports for Secretariat officials must be submittedthrough the AASA to the SA for review and initial approval prior to submission to theIO/OIC.(2) The CSA has delegated authority to the Director of the Army Staff (DAS) forinitial review and approval of OCONUS international conference travel by ARSTAF andAC, ASCC AND DRU officials. Preliminary and final reports reviewed and given initialapproval by the DAS must then be forwarded through the AASA to the SA prior tosubmission to the IO/OIC.f. Force Protection. Force protection planning must be an integral part of travelplanning, particularly for OCONUS travel. The following guidelines must be followed forall senior leader MILAIR travel:(1) The senior U.S. Army General Officer (GO) or civilian equivalent onboard anaircraft is responsible for planning and approving all itineraries when travelingOCONUS.6

Army Directive 2007-0125 January 2007(2) All itineraries, to include en route refueling stops, must be reviewedpersonally by the senior individual.(3) Deliberate decisions must be made by the senior individual to ensureadequate security arrangements are in place at refueling locations or layovers prior toarrival.(4) A scheduled refueling stop at a civilian/non-U.S. military facility requires theapproval of the senior U.S. Army GO/civilian aboard the transport. No stops at civilianactivities where the Threat Condition exceeds ALPHA are permitted unless accepted bythe senior U.S. Army GO/civilian on board the flight.(5) The U.S. Army Criminal Investigation Command (USACIDC) is available toassist in planning and coordinating travel security for all high risk personnel (HRP).Personal security vulnerability assessments (PSVA) conducted by CID can be avaluable tool in gauging the thoroughness of HRP travel security planning procedures.A limited scope PSVA focused on travel security planning can help identify weaknesses,recommend measures to correct noted weaknesses, assist in determining levels ofprotection appropriate to the threat, and facilitate coordination of security resourceswhile in a travel status.3. Commercial Air Travela. Contract Fares/Carriers. Commercial air travel must be conducted using contractfares via a contracted commercial travel office (CTO). “City-Pair” fares must be used atall times, unless specific criteria in JFTR/JTR, Appendix P can be met. “City-Pair” faresrepresent “best overall value”, not necessarily lowest fare; therefore considerationsbeyond solely the ticket cost to the government must be made prior to booking anytransportation with a non-contract carrier. Consideration should include total time oftravel, time in layovers, lost work time to the government including travel compensatorytime, and similar cost-increasing factors. Exceptions that would permit the use of a noncontract carrier must be clearly specified on the individual’s travel order/authorization.Instances where non-contract fares can be used are as follows:(1) Space on a scheduled contract flight is not available in time to accomplishthe purpose of travel, or use of contract service would require the traveler to incurunnecessary overnight lodging costs that would increase the total cost of the trip.(2) The contract carrier's flight schedule is inconsistent with explicit policies ofindividual federal departments and agencies to schedule travel during normal workinghours.(3) A non-contract (DOD approved) carrier offers a lower fare available to thegeneral public, the use of which results in a lower overall trip cost to the Government.Such evaluation of overall trip cost must include a consideration of the combined costsof transportation, lodging, meals, and related expenses. Note: This exception must notbe used if the contract carrier offers a comparable fare and has seats available at that7

Army Directive 2007-0125 January 2007fare, or if the lower fare offered by a non-contract carrier is limited to Government andmilitary travelers on official business and only may be purchased with a Governmentprocurement document (e.g., a GTR), contractor issued charge cards, or centrally billedaccount. These fares, referred to as “me-too” fares, shall not be used in lieu ofcontracted fares.(4) Rail service is available and that service is cost effective and consistent withmission requirements.b. Coach Class. The primary mode of transportation used for official travel by allArmy officials is commercial coach-class. In all cases, premium-class travel must betreated as an exception to policy and approved only by authorized officials as stated inc. below. Note: Any class of service, regardless of name (e.g. Economy Plus,Business, Executive-Class, Coach Plus, etc) that exceeds the cost and/or luxury level ofcoach-class accommodations must be treated as premium-class travel and must beapproved in accordance with the policies in paragraph c. below.c. Premium-Class (Less than First-Class). There is no longer any blanketauthorization to use premium-class (less than first-class) air travel for any travel for anyDOD officials, military or civilian. All official travelers, regardless of rank or grade, mustprovide a written justification for each request for the use of premium-class (less thanfirst-class) travel. In all cases, indivi

OCONUS Travel a. Overseas Travel. Special emphasis must be given to controlling and monitoring overseas travel (to include overseas travel by students of service schools), reducing the number of personnel traveling to the same site, and reducing the number of days of travel per trip.

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