Leave or Travel Outside of the Continental United States

 

Large ariplane taking offReference AR 600-8-10 Chapter 8, Leave or Travel Outside the United States and EUSA Sup 1 to USFK Reg 1-40, USFK Travel Clearance Guide.


General Requirements

Rules

 

·         Soldiers desiring to take leave or travel outside the United States or outside the territory or foreign country of current assignment must obtain approval.  However, travel to or within U.S. possessions of Puerto Rico, Virgin Islands, Guam, American Samoa, and Northern Mariana Islands do not require travel clearance. 

·         All Eighth Army Soldiers must submit DA Form 4187, requesting approval, to their command’s travel clearance manager.

·         Travel clearance requirements are located in the Department of Defense FCG.

·         Major commanders designate a single manager to supervise the travel clearance function. The manager will assist subordinate commands concerning travel clearance requirements and considerations.  The Eighth Army clearance manager is the Assistant Chief of Staff, G1.

·         Installation and division commanders and organizations with a general officer designate a single manager for accomplishing travel clearance requirements.  Further delegation of this authority is prohibited.  The unit commander is the leave approval authority

·         Leave travel clearance also applies to permissive TDY and pass status.

·         Requests by general officers stationed in the United States will be submitted to HQDA, WASH DC//DAPE-GO// for approval.  Requests by general officers stationed overseas may be approved by their major overseas commander.  Army component commanders stationed overseas will inform the Office, Chief of Staff, Department of the Army, when they expect to be absent from their commands in a leave or other absence status.

·         Final approval authority for soldiers requesting to enter a country if no diplomatic relations exists between the United States and that country is the Assistant the Secretary of Defense/International Security Affairs (ASD/ISA). Normally, submit by message to ASD WASH DC//USDP//.

·         Approvals will not be granted more than 60 days in advance of desired departure date.  Blanket authority for an unlimited number of visits to a foreign country is prohibited.

·         If travel clearance is denied, leave must be disapproved.

 

Steps

 

STEP

WORK CENTER

REQUIRED ACTION

1

Soldier

Inform unit of desire to request leave outside the United States in sufficient time to obtain clearance, if required.                                                

2

Soldier

Request leave on DA Form 31 (chap 12) posting all countries to be visited or traveled through to DA Form 31, block 17.                                                

3

Unit

Assist soldier in completing DA Form 31.                

4

CDR

Determine whether leave should be disapproved.

5

Unit

Return disapproved requests to soldier.                 

6

Unit

Forward request to the travel clearance manager when it has not been disapproved.                                

7

Travel Manager

Complete travel clearance functions.          

8

CDR

If travel clearance is confirmed but leave has not been approved, approve leave.                                 

9

Unit

Direct compliance with appropriate instructions received.

10

Unit

When travel clearance is received and leave is approved, follow leave processing procedures and forward to BNS1 for further processing.            

11

BN S1

Follow leave-processing procedures.

 


Travel manager clearance functions

Rules

 

·         If a soldier intends to travel outside the United States or outside the territory or foreign country of current assignment (including permissive TDY and pass) the travel clearance manager ascertains that there are no travel restrictions.

·         The travel clearance manager consults provisions of the FCG and ensures compliance with requirements as appropriate.

·         To obtain travel clearance, the travel clearance manager, using the FCG, establishes a clearance request that includes all data required in the content of personnel clearance request section.

·         Mail the clearance request to the address provided in the FCG.

·         Guidance concerning requests of travel clearance for general officers, approval authorities, and addresses is contained in AR 600-8-10.

·         When diplomatic relations do not exist with the country of intended visit or conditions are unstable or dangerous, discourage travel and advise soldier of the following:

o        He or she could become a likely target of interest by virtue of, or status with, the U.S. Army.

o        If an incident should occur in such a country, the likelihood of providing assistance would be considerably reduced and perhaps nonexistent.

·         The soldier or other official may contact the HQDA desk officer for advice concerning a country's internal conditions. Addresses and telephone numbers are as follows:

o        HQDA (DAMO-SSM) WASH DC 20310-0300 (DSN 225-1937 or (202) 695-1937).

o        HQDA (DAMI-FI) WASH DC 20310-0200 (DSN 227-3398 or (202) 697-3398).

·         If travel to Cuba is sought, information concerning possible licenses must be requested from the Licensing Section, Office of Foreign Assets Control, Department of the Treasury, 1331 G Street, N.W., WASH DC 20220 (202-376-0410). Normally, the Department of Treasury will not license Cuban travel for tourism or business. However, licenses may be obtained for certain purposes, including visits to U.S. Government personnel assigned to the U.S. Interests Section in Havana or to Guantanamo Bay.

·         Travel clearance managers monitor approved travel clearances to sensitive areas for changes in world situations. If changes occur, the travel clearance manager:

o        Determines if travel clearance should be withdrawn.

o        Notifies the leave approval authority, when appropriate, or unit, that a change has occurred in the world situation, which necessitates the withdrawal of the travel clearance.

o        Notifies the unit if travel has begun together with the unit, considers whether to recall the soldier.

o        Notifies the Defense Attaché at the American Embassy in the country involved, or the friendly embassy, as appropriate. (Such officials assist in eliminating possible international incidents.)

·         Conscription laws and a soldier's status may reveal that a military service obligation exists in the intended country of visit or travel. Conscription laws may apply to soldiers who:

o        Are aliens.

o        Have a dual citizenship with the intended country of visit or travel.

o        Travel clearance manager uses FCG or local SJA, if assistance is needed, to determine conscription laws.

·         Soldiers traveling for personal reasons are responsible for arranging their own travel.

·         A soldier who is ordered PCS OCONUS and desires OCONUS leave en route must comply with port call instructions.

·         Soldiers attempting to travel on a space-available basis using DOD owned or controlled aircraft must--

o        Have sufficient funds to defray the travel expenses (commercial transportation, meals, and lodging) if space-available transportation is delayed or unattainable. If the soldier has insufficient funds to meet travel requirements, a Government Transportation Request (GTR) may be issued. (Soldier repays the Government for GTR from his or her pay account through an automatic collection.)

o        Be on leave when registering for space-available transportation. (Leave form must be annotated with the countries of visit or travel.)

o        Have, when applicable, antiterrorist procedures attached to the DA Form 31.

o        Wear their military uniform when embarking and disembarking on MAC aircraft.

 

Steps

 

STEP

WORK CENTER

REQUIRED ACTION

1

Travel Manager

Receive travel clearance requests.

2

Travel Manager

Consult DOD FCG and comply with requirements.

3

Travel Manager

Requisition copy of DOD FCG, if needed.

4

Travel Manager

Follow travel clearance procedures for general officers.

5

Travel Manager

Discourage travel to countries where no diplomatic relations exist and advise soldier of possible problems.

6

Travel Manager

Obtain license from Department of Treasury for a soldier traveling to Cuba.

7

Travel Manager

Monitor approved travel clearance to sensitive areas and take action as necessary to recall soldier.

8

Travel Manager

Use FCG or local SJA (if assistance is needed) to determine conscription laws.

9

Travel Manager

If a soldier's visit is for marriage, comply with Eighth Army Pamphlet 600-240.

10

Travel Manager

Advise soldiers that when traveling for personal reasons, they arrange their own travel.

11

Travel Manager

Advise soldiers attempting travel on space-available basis to have sufficient funds to defray cost.

12

Travel Manager

Approve or disapprove requests based on travel clearance responses and forward to unit.

13

Travel Manager

If disapproved, provide unit reason for denial.

14

Travel Manager

Add reason for disapproval to DA Form 31, block 17.

15

Travel Manager

If approved or recommending approval, determine and attach appropriate instructions to the DA Form 31.

16

Travel Manager

If travel clearance is withdrawn after the initial approval, withdraw approval or ensure notification of withdrawal requirement.

 


Travel clearance instructions

Rules

 

·         Travel clearance managers will develop and attach appropriate instructions to the DA Form 31 for absences outside the United States including the instructions contained below:

·         Soldiers must carry the following documentation at all times while on leave:

o        DD Form 2A.

o        DA Form 31 (copy of the approved leave form).

o        Evidence to prove that immunizations are current for the parts of the world being visited.

o        Sufficient funds to defray travel expenses (transportation, meals, and lodging).

o        Copy of country clearance approval (if applicable).

·         Written instructions which the travel manager must include--

o        Country laws. Every soldier is subject to the laws of each country while within its boundaries.

o        Passport and visa requirements. Complete as provided in the FCG.

o        Civilian clothing and uniforms. Complete as provided in the FCG, as applicable.

o        Immunization requirements. Complete as provided for in the FCG.

o        Conscription laws. When applicable, include the following: " Conscription laws exist and leave is approved even though you have not fulfilled the military obligation in the foreign country. You may not be allowed to leave the country where conscription laws exist until your military obligation is satisfied or special permission is granted by the foreign government. "

o        Briefing requirements. Report to building (number) on (date) at (time) for the following briefings on: (Determine and list the appropriate subject material for the briefings. Briefings relate to the soldier's status and the countries of visit or travel.)

§         Defensive security.

§         Sensitive compartmented information (SCI).

§         Itinerary reporting requirements (see the FCG to determine).

§         High threat areas.

§         Miscellaneous. Applicable information from the FCG.

·         Determine and attach appropriate information or instructions to the DA Form 31 at the conclusion of the briefing.

 

Steps

 

STEP

WORK CENTER

REQUIRED ACTION

1

Travel Manager

Develop and attach instructions to DA Form 31 for absences OCONUS.                                         

2

Travel Manager

Advise soldier to maintain in his or her possession at all times while on leave DD Form 2A, DA Form 31, immunizations record, sufficient funds to defray travel expenses, and approval for country clearance (if applicable).

3

Travel Manager

Provide written instructions on country laws, passport and visa requirements, civilian clothing and uniforms, immunization requirements, conscription laws, briefing requirements, miscellaneous information.

 


Links:

*      DoD Electronic Foreign Clearance Guide 

*      Travel Warnings & Consular Information Sheets

*      Centers for Disease Control Travelers' Health

*      US State Department Travel Security Information