AIR TROOPING SERVICE (AT) - PROCEDURE FOR DUTY PERSONNEL TRAVELLING TO CYPRUS (CYP) WHO REQUIRE ACCOMMODATION PRIOR TO CHECK IN

References:

A:     JSP 800 Vol 2 Pt 2 Ch 6 Third Edition dated Jan 10

B:     JSP 752 Chapter 3 Ver 12 dated 1 Jul 10

C:     PRG Civillian Detached Duty Expenses Version 1.0 - 2010 dated 6 April 10

1.       It has been brought to the attention of HQ BFC that personnel have recently begun to be charged for the use of Gateway House (GWH) Transit Accommodation at RAF Brize Norton (BZN).

ELIGIBILITY

2.       This instruction applies to entitled personnel, military and UKBC/UKBT, travelling on duty and using the AT from BZN to RAF Akrotiri (AKT).

INELIGIBILITY

3.       It does not apply for personnel travelling on Concession Fare Paying (CFP) or Concessionary Non Fare Paying (CNFP) tickets.  Personnel travelling in these terms are responsible for making their own arrangements for accommodation and meals at their own expense.  All CFP/CNFP personnel are advised that they will be charged for the use of GWH and are ineligible to reclaim any costs incurred.

4.       It does not apply to personnel who have under gone check-in procedures at BZN and subsequent flight delay.

BACKGROUND

5.       In accordance with Reference A, and with immediate effect, Gateway House (GWH) will no longer be able to provide accommodation prior to check in for outbound passengers (PAX) travelling on Cyp bound AT (BZN - AKT).

6.       Various reasons have led to the enforcement of extant regulations on entitlement to accommodation within GWH Transit Accommodation.  Two of these reasons are listed below:

       a.       Due to budgetary constraints, 2 Gp are no longer able to support the current provision of surplus accommodation and food for PAX who do not necessarily require accommodation at BZN prior to their report date.

       b.       Due to a lack of accommodation within BZN, GWH is currently being used to accommodate entitled personnel on a permanent basis.  This has lead to a decrease in the amount of transit accommodation within GWH for personnel utilising the Air Head.  A priority system has been implemented on extant regulations governing PAX Handeling Regulations prior to flights.

7.       Extant Regulations. This change is based on the need to prioritise usage based on necessity under extant regulations and entitlement, it is not the result of a change in policy or entitlement.

8.       Request for Policy Change. The Passenger Policy Branch (PAXPOL) and GWH have already submitted a request for policy change in order to develop a more workable solution for all personnel concerned.  J1 have formally requested that Dep Comd Sec approach PJHQ for a similar request to be submitted.

ACTION REQUIRED

9.       Immediate. Upon receipt of this instruction all stations and units Admincon BFC are to inform all PAX (military and entitled civillian personnel) who have duty travel booked on Cyp bound AT (BZN - AKT) after Tuesday 20 Jul 10 that they are to arrange accommodation and travel according to the following instructions:

       a.       Passenger Report Time (PRT). This is the date and time stated on the flight call forward notice; PAX are not to report to BZN for Cyp bound AT prior to their date of travel.

       b.       Journey Time. This is the estimated journey time required from the duty location direct to BZN, it must be calculated to include statutory periods of rest for drivers, if applicable, and ensure that delays on route are accounted for.  It is suggested that a recognised route planning service be used to help estimated journey time e.g. AA Route Planner.

       c.       Travel. Travel arrangements are to be booked according to the PRT and journey from duty location to BZN.  Stations and units are to ensure that the duty journeys are planned via the most direct route and aim to get the PAX to BZN for their PRT.  This instruction does not change any extant regulations or requirements for duty travel, all normal procedures for duty travel are to be followed.

       d.       Accommodation. PAX travelling on duty are to remain at their temporary duty location until they are required to move forward to BZN to arrive for their PRT.  Accommodation is to be pre-planned and arranged as follows:

              (1)   Service Personnel (SP) In accordance with Ref B, SP are to be accommodated at their temporary duty location in military provided accommodation, if available, until the day of travel.  If no military accommodation is available at their temporary duty location, SP are to inform their station/unit and follow the procedures for non availability of military accommodation.  SP are advised to speak with their unit mil HR staff to confirm all entitlements to allowances prior to travelling.

              (2)   Entitled Civilians In accordance with Ref C, Entitled Civilians are to follow the extant guidance on arranging temporary accommodation for a duty journey.  Personnel are advised to check their entitlement to any allowance with PPPA prior to travelling. 

10.       Future Requests for Authority for Duty Travel. With immediate effect, all applications for duty travel are to include calculations for accommodation, subsistence, and travel as detailed above.

11.       Authority to claim. PAX who have recently (upto and including 20 Jul 10) travelled on duty, who have incurred costs as a result of travelling through GWH, are authorised to claim back their actual expenses for subsistence through JPA/HRMS.  For further guidance on how to submit claims please contact your unit HR staff.  No other personnel are authorised to claim expenses using this instruction.

SUMMARY

12.       BFC, GWH and BZN have been given no option but to implement the policy and restrictions in line with current direction.  This instruction has been written to try and minimise the effect of the current policy on travelling duty PAX.

It is recommended that personnel try and utilise Service Accommodation such as the various contact houses available.  Please contact your local HIVE for a copy of the latest Contact/Welfare Housing Directory.