Navigating official travel, especially during Permanent Change of Station (PCS), Separation, or Retirement, can be complex. For service members and Department of Defense (DOD) civilians stationed in Okinawa, Japan, the Passenger Travel Office (PTO) acts as a crucial resource, working in conjunction with SATO Travel to simplify the process. This guide provides a comprehensive overview of the PTO’s services, travel procedures, and how they facilitate your travel arrangements, including connections with SATO Travel for commercial travel needs.
The Passenger Travel Office is dedicated to delivering exceptional customer service for all official travel requirements. Whether you are undertaking a PCS move, separating from service, retiring, or on Temporary Additional Duty (TAD), the PTO is your primary point of contact in Okinawa. They understand the unique challenges of military and DOD travel and are equipped to assist with government-funded transportation options and navigate the intricacies of travel regulations. While the original article doesn’t explicitly mention “Sato Travel Office”, it’s important to understand that for commercial travel bookings when government options like AMC Patriot Express are unavailable, the PTO leverages CWT SATO Travel, the U.S. government’s contracted travel management company. This ensures that even when flying commercially, your travel arrangements are handled with expertise and in accordance with government travel policies.
Key Travel Services Offered by the Passenger Travel Office
The PTO offers a wide range of services to facilitate official travel, ensuring a smooth and efficient process for eligible personnel. Here’s a breakdown of the key areas they cover:
Essential Travel Forms
To initiate your travel arrangements, the PTO provides access to necessary forms designed to streamline the request process:
- Passenger Reservation Request Form: This form is essential for initiating your travel request with the PTO.
- Cost Comparison Request Form: Used to compare travel costs and ensure adherence to government travel regulations, particularly relevant for circuitous travel or when considering self-procurement.
- Incentive Port Call Request Form: Applicable for specific incentive travel scenarios like COT, IPCOT, Tour Conversion, OTEIP, and RAT.
- Pets Tracker Form: Crucial for personnel traveling with pets, allowing the PTO to track and assist with pet shipment arrangements.
You can access these forms directly from the PTO to begin your travel planning.
Permanent Change of Station (PCS) Travel
For PCS moves, the PTO assists uniformed members and DOD civilians, along with their command-sponsored dependents, with government transportation to various destinations, including:
- New Permanent Duty Station (PDS)
- Port of Debarkation (POD), such as Seattle, WA (for AMC-PE travel)
- Designated Place (as specified in official orders)
- Vehicle Processing Center (VPC)
The PTO prioritizes utilizing Air Mobility Command Patriot Express (AMC-PE) as the primary mode of transport from Okinawa, as mandated for DOD personnel. They handle the booking process, aiming to secure AMC-PE reservations up to 90 days prior to your departure. If AMC-PE is unavailable, the PTO will issue a non-availability letter and coordinate commercial flight arrangements through CWT SATO Travel.
Separation and Retirement Travel
The PTO also manages travel arrangements for service members undergoing separation or retirement:
- Separation: Travel to Separation Sites (Camp Pendleton or Camp Lejeune) or Alternate Separation Sites (with approval). On-island separation allows travel to the Home of Record (HOR).
- Retirement: Travel to Home of Selection (HOS) or Port of Debarkation (POD) for AMC-PE travel.
Similar to PCS travel, the PTO will first attempt to book AMC-PE flights and utilize SATO Travel for commercial alternatives if needed.
Outbound Travel Procedures: Marines vs. DOD Civilians/Navy
The outbound procedure varies slightly depending on your service branch:
(MARINES ONLY PCS/SEP/RET)
- Complete the Outbound Interview (OBI) via Marine Online (MOL).
- Your unit administration section reviews the OBI and forwards it to IPAC.
- IPAC generates a Port-Call Request.
- PTO procures government transportation, prioritizing AMC-PE.
- If AMC-PE is unavailable, PTO issues a non-availability letter and books commercial flights via SATO Travel.
(DOD CIVILIAN AND NAVY PCS/SEPS/RET UNDER MARINE CORPS COMMAND)
- Provide a copy of your orders to the PTO Office.
- Obtain and complete a Passenger Reservation Request (PRR) from the PTO.
- PTO procures government transportation, prioritizing AMC-PE.
- If AMC-PE is unavailable, PTO issues a non-availability letter and books commercial flights via SATO Travel.
- PTO emails you your bookings and tickets.
Circuitous Travel and Ticket Exchanges
For Circuitous Travel, approval from CMC MMIB-3 is required for the transoceanic portion. The PTO can provide a cost comparison letter to facilitate this process. While travelers can use a Commercial Travel Office (CTO) or self-procure, the PTO assists in ensuring compliance with regulations.
Ticket Exchanges for leisure travel can be requested directly through the PTO, ideally 20 days before departure. The PTO will manage exchanges within the constraints of airline availability and the Fly America Act.
Procuring Leisure Airfare Travel
Service members are authorized to self-procure leisure airline tickets through their Travel Management Company (TMC), using U.S. flag carriers. Reimbursement up to the government’s cost for direct official travel routing is processed through the PCS travel claim.
Traveling with Pets: Ensuring a Smooth Journey for Your Furry Family Members
The PTO understands that pets are family, and they provide crucial assistance for service members relocating with their animals. Recognizing the complexities of pet travel, especially from overseas locations like Okinawa, the PTO offers guidance and support, even though pet transportation is typically at the owner’s expense. The PTO will attempt to book pet travel on AMC-PE or, if unavailable, through commercial carriers, again potentially working with SATO Travel for commercial options.
Key Considerations for Pet Travel:
- Pet Data Call: Stay informed about the FY25 Pet Data Call published by the Passenger Travel Office to understand any updated regulations or procedures for pet travel.
- Pet Limits & Types: Typically limited to two pets per family, dogs and cats only.
- Pet Shipment Request: Indicate pet shipment needs on your Port-Call Request.
- Kennel Requirements: Adhere to strict kennel size and weight limits for both in-cabin and in-belly pet travel, complying with IATA and USDA guidelines.
- Pet Travel Fees (AMC-PE FY25): Be aware of the tiered fee structure for pet travel on AMC-PE based on combined weight of pet and kennel.
- Pet Travel Reimbursement: A new entitlement in 2024 allows for reimbursement of pet travel fees (limited to one pet, dog or cat, and specific amounts for overseas or domestic moves). Ensure you obtain a receipt for pet travel fees for reimbursement claims.
Required Paperwork for Pet Travel:
- DD Form 2209 United States Health Certificate (valid within ten days of departure).
- Vaccination records.
- Okinawa Inspection Certificate from the Okinawa Animal Quarantine Office.
- CDC guidelines for dog importation (refer to provided CDC links).
Pet Heat Embargo: Commercial airlines often have heat embargoes from May to September, restricting pet travel in cargo during hot weather. Plan accordingly and be mindful of temperature restrictions at departure, layover, and arrival airports.
Incentive Travel and Temporary Additional Duty (TAD)
The PTO also facilitates various incentive travel programs and TAD travel:
Incentive Travel Programs: The PTO can assist with arrangements for:
- Consecutive Overseas Tour (COT)
- In-place Consecutive Overseas travel (IPCOT)
- Tour Conversion
- Overseas Tour Extension Incentive Program (OTEIP)
- Renewal Agreement Travel (RAT)
Temporary Additional Duty (TAD): All TAD travel requests must be submitted via DTS and processed through a Commercial Travel Office (CTO). The PTO audits TAD requests to ensure accuracy and compliance. AMC-PE is also mandated for TAD travel from Okinawa when available, and SATO Travel would be the likely partner for commercial TAD travel bookings.
Emergency Leave and Space Available Travel
Emergency Leave: Command-funded emergency leave is also processed through DTS and CTO. The PTO can assist with booking arrangements once emergency leave is approved.
Space Available Travel: For inquiries about Space-A travel, contact the 733d Air Mobility Squadron at Kadena AB directly (contact information provided in the original article).
Contacting the Passenger Travel Office
For any questions or to initiate your travel arrangements, reach out to the Passenger Travel Office:
Location:
- Camp Foster Bldg. 495, Rm 201
- Camp Courtney Bldg. 4311 (TAD ONLY)
Hours of Operation:
- Monday, Tuesday, Wednesday, Friday: 0730 – 1130, 1300 – 1630
- Thursday 0730 – 1130, 1300 – 1630 (Closed for Training)
Contact Information:
- DSN: (315)645-5330
- COMM: 098-970-5555 ext. 645-5330
- EMAIL: [email protected]
- Afterhours EMERGENCY LEAVE ONLY: 090-6861-4290
The Passenger Travel Office, in conjunction with SATO Travel, is your dedicated partner for navigating official travel from Okinawa. By understanding their services and procedures, you can ensure a smoother and less stressful travel experience for yourself and your family.
