S-4/DMO/Passenger Travel

Mission

The Marine Corps Base Hawaii Passenger Travel Office (PTO) is committed to providing travel arrangements for Marine Corps funded and/or sponsored personnel executing government approved travel. The objective of this section is to provide travel arrangements of best value to Marine Corps sponsored personnel and the government.

The mission of the Passenger Travel Office is to establish specific procedures for the administration and management of the Distribution Management Offices for Marine Corps Base Hawaii. We also are committed to providing instruction relative to entitlement for the transportation of Marine Corps personnel and dependents at government expense.

This includes Permanent Change of Station, Separation, Retirement, Temporary Addition Duty and Unit Movements regarding bus transportation and flights.

Port Call Request (PCR)

A PCR is an informative document that is utilized when booking a flight for Marines, Dependents and DoD civilians who are coexistent with the Marines that are preparing to PCS, Separate or Retire. For Service Members who are PCSing or EASing, your outbound interview must be completed before your PCR will be generated.  All travel plans from the outbound interview will reflect on the PCR, please ensure your travel plan is accurate when you receive it from IPAC. The PTO is required to book your flights in accordance with your PCR. Any modifications to your PCR must be coordinated through IPAC. 

• The PCR contains all necessary information from the service member (i.e., Name, Phone number, DOB, Sex, EDIPI, Email, and Dependent info., flight date, etc.)
• The type of travel must be clearly annotated along with any specific remarks.

*PETS MUST BE ANNOTATED on PCR*

• All service members must utilize GTCC when traveling on PCS orders.

(MARADMIN 001/16)

Pet Travel

Service members that are traveling with pets (dog/cat) must have the following annotated on the PCR; Breed, kennel size (L x W x H), and weight of pet in the kennel. The Passenger Travel Office will book the service member/civilian and their dependents on a flight that can accommodate pet travel unless extenuating circumstances arise. If the contracted carrier to the Service Member/Civilian's authorized location does not support pet travel, they will be booked off-contract with an airline that can support the transportation of their pets. If there are no airlines capable of supporting the transportation of their pet they are welcome to use any third party shipping company in order to transport their pet. Once the service member receives a flight itinerary, they are responsible for contacting the assigned airline and ensuring that their pet can be accommodated.

*As of January 01, 2024, reimbursement for the travel of one pet is now authorized for pet transportation fees up to $2000.

(MARADMIN 378/23)

LEave in conjuction WITH orders (licwo)

Service Members or Civilians requesting to take leave in-conjunction with official orders (LICWO) are required to execute a ticket exchange.

• The LICWO SOU and Government Constructed Cost form can be signed completed at the DMO at any time. 
• However, the ticket exchange can only be executing 10 days prior unless an early ticketing form is completed. Early ticketing allows for flights to be purchased 30-days prior.
• After signing the early ticketing/LICWO SOU, the member must contact SATO to exchange their ticket to their alternate location.
• Members are subject to excess cost on their personal credit cards depending on the leisure rate to their requested location.
• EX: The government rate for a member to PCS to Camp Pendleton from MCBH is $206.50. The service member is requesting to travel to Atlanta Georgia for leave which has a leisure rate of $406.50. The service member is responsible to pay $200.00 out of pocket to cover the remainder of their travel as well as the cost of the CWTSato change fee which is $38.50 per ticket.

An alternate LICWO option; “Travelers are now authorized to self-procure leisure airline tickets through the Travel Management Company (TMC) using any U.S. flag carrier and are responsible for all up-front out-of-pocket expenses.  Travelers will be reimbursed to the government's cost of normal direct point-to-point routing for official travel.  All offsetting expenses will be reconciled and reimbursed through the PCS/EAS travel claim process. The travelers personal credit card must be used for this process. The self-procurement process is only authorized for travelers taking leave in conjunction with orders.” Members looking to self-procure must be traveling to an alternate location or be conducting circuitous travel. Self-Procurement must be executed through CWTSato.  An SOU and Governement Constructed Cost form must be compeleted with the DMO prior to purchasing flights with CWTSato,

MARADMIN 470/23)

Certificate of fare (COF)

A COF is a document that is utilized when a service member can execute their Consecutive Overseas Tour/In Place Consecutive Overseas Tour (COT/IPCOT) incentive. The COF provides a government constructed cost for the travel incentive.

• EX: A service member is executing COT, DMO will provide them the fare from their current PDS to their HOR then from their HOR to their next PDS.
• If a member is executing IPCOT, DMO will provide the service member with a fare from their current PDS to their HOR then from their HOR back to their PDS.

Before a COF is created, the service member must provide DMO with:

• HOR page (DD Form 4/1)
• Basic orders.

To execute the COT/IPCOT incentive service members must have the MMIB approval letter.

defense travel system (dts)

The Defense Travel System is a system used by Service Members and Civilians in order to book flights and lodging as well as receive per diem for Temporary Additional Duty. DMO reviews and ensures the authorizations are submitted correctly with the lowest most cost-effective flight selected before advancing the authorization to the next level.

The DMO's Centrally Billed Account may be utilized on a case-by-case basis given that the service member or civilian has proper justification. 

To use the DMO's Centrally Billed Account, a request for authorization of use must be uploaded into the authorization or sent to the DMO at mcbh.iel.dmo.smb@usmc.mil

• CBA letters along with the with the CO’s Signature (If the signature is signed, Acting or By Direction, the supporting letters must be on file.)

DTS Website

Group travel request

The DMO can provide transportation via Bus or Air for group travel requests. Units requesting the transportation of 2 or more Marines/Civilians traveling from the same location to the same destination is considered a group travel request. 
Groups that are more than 2 but less than 10 are authorized to travel using their Individually Billed Account(IBA)/GTCC.
Groups of 10 or more are not authorized to use their IBA under any circumstances and are required to use the DMO's CBA. When units are electing to do movement for training or unit deployments GOPAX is utilized to find the best cost method and best carrier to move large units.  

-Units executing group travel will be required to provide a Group Travel Request Form, Policy Letter and a IBA/CBA TSA Roster. The unit Representative will need to fill out these documents and designate a Point of Contact (POC) who must be a SNCO or higher and submit an email to the Distribution Management Office (DMO) at MCBH.IEL.DMO.SMB@USMC.mil.

Passports

All applicants are required to have approved and funded orders to obtain an Official Passport. Orders must state a country that requires an Official Passport according to the Electronic Foreign Clearance Guide

Examples of Official Travel Orders include:

• Permanent Change of Station (PCS) orders (must have Eligible Family Members listed on orders)
• DD Form 1610 orders
• Memorandum in Lieu of Orders approved by Department of Defense Passport Services Division
• Deployment/Movement Memorandum approved by Department of Defense Passport Services Division
• Waivers approved by Department of State Special Issuance Agency

Applying for New Official Passport or Renewing Official Passport

1. You will need a DS-11 Application (DS-82 Application for Renewal or using Tourist Passport as evidence of U.S. Citizenship) Passport applications must be completed electronically. (Available here) Handwritten applications will not be accepted.               

1. Print single-sided pages. Double sided applications will not be accepted.
2. Travel Plans on DS-11 or DS-82 must match travel plans on DD 1056 Form.
3. At the end of the questionnaire, you will select ‘Passport Book’, then click submit; the next page will allow you to print the PDF form needed for submission. Do not sign your application until requested to do so by a passport agent.
4. For families – You must start new application for each family member. Do not edit information on initial application to create your family member’s application because the bar codes are unique for each application.

2. DD 1056 Form is required when applying for a No-Fee Official Passport/Passport Renewal/ Visa

1. Click HERE to fill out DD 1056 Form for each applicant.
2. You must provide Destination Country. Will not accept verbiage such as “As Directed”, “World Wide Travel” or “Various”.
3. Block 12: leave all boxes blank
4. Block 15: leave blank
5. Block 18: leave all boxes blank
6. Block 19: provide reason for going to specified country (for example – Permanent Change of Station)

3. Evidence of U.S. Citizenship required

1. Original Birth Certificates ONLY - PHOTOCOPIES WILL NOT BE ACCEPTED
2. Current/Expired Tourist Passport 
3. Expired Official Passport
4. Naturalization Certificate
5. Original Marriage Certificate, Adoption Decree, Court Order, etc. if not applying under maiden/birth name

4. (2) 2” x 2” Passport Photographs

1. Pictures need to be taken in civilian attire only, must be current and taken within past 6 months. No uniforms, camouflage, or clothing that looks like a uniform (for example, t-shirt worn under uniform). No “tube tops”, spaghetti straps or bare shoulders for females. Eyeglasses must not be worn.

5. Photo Identification – required for all applicants age 16 and above

1. Military ID Card- Front and Back
2. Civilian CAC Card- Front and Back
3. Dependent ID Card- Front and Back

Ensure all required documents listed above are in your application package before requesting to have your application package reviewed by a Passport Agent. Applications with missing or incomplete documents cannot be reviewed. Do not sign your application until requested to do so by Passport Agent. Passport Agents will execute applications by appointment only.

contact

Service members who have served a Consecutive Overseas Tour (COT) or have extended their contract overseas may be entitled to the following incentives:

• Consecutive Overseas Tour Incentive​
• With an MMIB-3 approval letter, A Service member and his or her Dependents rate travel from their current Permanent Duty Station (PDS) to their Home of Record(HOR) with follow-on travel to their next PDS.
• If a Service member elects to travel to a location other than their HOR, they may do so. However, they will only be reimbursed up to the amount the Government would have paid for travel to their HOR.
• A Service member who rates this incentive must show proof with their orders and the PTO will generate a Certificate of Fare for them to route with their package through their command prior to submission to MMIB-3.
• Once the DMO receives the approval letter from MMIB-3, the Service members travel will be booked IAW their PCR and DD Form 884.
  • PCRs and DD Form 884’s are received from IPAC.
• In-Place Consecutive Overseas Tour (IPCOT)
  • If the Service member elects to defer the incentive listed above, they may be authorized round-trip travel from their new PDS to their HOR (or alternate location).
    • If a Service member elects to travel to a location other than their HOR, they may do so. However, they will only be reimbursed up to the amount the Government would have paid for travel to their HOR.
  • A deferral letter from MMIB-3 must be received prior departure from their current PDS.
  • In order to receive the deferral letter,
    • The Service member must show proof of their incentive with their orders and the PTO will generate a Certificate of Fare for them to route with their package through their command prior to submission to MMIB-3.
  • Once the Service member has arrived at their new PDS, they will show the PTO their deferral letter from MMIB-3, and the PTO will generate a Certificate of Fare for them to route with their package through their command prior to submission to MMIB-3.
  • Once the DMO receives the approval letter from MMIB-3, the Service members travel will be booked IAW their PCR.
    • PCRs and DD Form 884’s are received from IPAC
• Overseas Tour Extension Incentive Program(OTEIP)
  • Service members who elect to extend their contract oversea may be authorized round trip travel from their current PDS to the nearest CONUS Port of Entry (San Francisco, CA (SFO).
    • If a Service member elects to travel to a location other than their HOR, they may do so. However, they will only be reimbursed up to the amount the Government would have paid for travel to their HOR.
  • A Service member who rates this incentive must show proof with their extension package and the PTO will generate a Certificate of Fare for them to route with their package through their command prior to submission to MMIB-3.
  • Once the DMO receives the approval letter from MMIB-3, the Service members travel will be booked IAW their PCR and DD Form 884.
    • PCRs and DD Form 884’s are received from IPAC.
    • *Note-All incentive travel utilizes the GTCC as the form of payment