Military MWR, Morale, Welfare, and Recreation - Military Times

Travel: Space-Available Travel

Space-available travel is a way for service members and their families to fly for free or for a nominal fee. It’s more complicated than travel by commercial airline, but it can be considerably cheaper.

Competition for Space-A seats can be intense. Many passengers awaiting Space-A travel during the summer and holiday seasons may end up paying premium rates for unexpected lodging, dining and even commercial airline tickets if no Space-A flight is immediately available.

The biggest disadvantage to Space-A travel is that there are no reservations. Because they are subject to change due to mission requirements, Space-A flights are never guaranteed. And there is also no guarantee to Space-A passengers that the mission will actually travel the scheduled route. Space-A travelers can be bumped at any stopping point along the route to accommodate space-required passengers or cargo.

A major policy change in late 2007 now allows dependents of deployed service members — including National Guard and reserve personnel — to fly Space-A anywhere in the world without the service member. The member’s deployment must be for at least 120 consecutive days.

This policy also applies to Navy personnel with permanent change-of-station orders serving aboard deployed ships. The Space-A authorization is valid only for the duration of the deployment period of the military member.

Eligible family members may sign up for Space-A travel no earlier than 10 days before the service member’s deployment and are eligible to begin travel on the first day of the member’s deployment. Space-A travel must be completed by the last day of the member’s deployment.

Dependents must present a letter verifying the service member’s deployment, signed by the member’s commanding officer. Family members must keep the letter in their possession during Space-A travel.

Continental U.S. travel. Apart from the new benefit for deployed families, certain family members can travel Space-A within the continental U.S. when accompanied by their sponsor. Dependents of active-duty members and retirees drawing retired pay (those who are not “gray area” reservists) can travel Space-A within the continental U.S. when accompanied by their sponsor.

Conditions. The primary mission of Defense Department airlift is the movement of cargo and passengers in support of operational requirements. Both military aircraft and contracted commercial aircraft support this mission. When the mission allows, unused seats aboard Defense Department-owned or controlled aircraft are offered to anyone meeting the provision of DoD 4515.13-R Air Transportation Eligibility rules.

Eligible passengers fly only in space not required for duty passengers or cargo, and only when they do not interfere with the mission.

No one should consider using Space-A without having the means to switch to a commercial airline or some other form of transportation if they are bumped from a military flight.

Space-A eligible travelers may not use their privilege for personal gain or in connection with a business enterprise or employment. Also, there may be instances where Space-A travel is prohibited based on international or theater restrictions.

Documents. Anyone traveling Space-A must have a valid military ID card and other documentation required by the Foreign Clearance Guide, to include the military sponsor and all dependents. Other papers necessary for registration may include passports, visas and immunization records. Space-A passengers must present travel documents when selected for travel.

Under the Western Hemisphere Travel Initiative, tourists — including those traveling by Space-A — must have a passport to re-enter the U.S. when they’ve traveled by air or sea through another country, including Canada, the Caribbean and Mexico.

In addition, as of Jan. 31, 2008, travelers 19 and older entering the U.S. by land or by sea will be asked to present documents verifying their identity and citizenship. Among the single documents that meet the requirements are U.S. passports, the new U.S. passport card (available in spring 2008), a Trusted Traveler Card, and a military ID card with travel orders. Information on additional documents that meet the requirements is on at the U.S. Customs and Border Protection Web site, http://www.cbp.gov.

Eligibility. Space-A is open worldwide to all active-duty members on leave and military retirees receiving retired pay, with a DD Form 2. It is also open to National Guard and reserve members in active-duty status traveling within the U.S. or its territories.

“Gray-area” retirees — those under age 60 who have qualified for retirement but are not yet drawing retired pay — also are eligible for Space-A travel within the U.S. or its territories. Once they start drawing retirement pay and are issued a DD Form 2, they are eligible for worldwide Space-A travel with their family members.

Under certain circumstances, Defense Department civilians are authorized to travel Space-A while on Emergency Leave or Environmental Morale Leave.

Within these broad categories of eligibility, Space-A also can be used in special circumstances. For instance, family members who are command-sponsored and living with their active-duty sponsors stationed overseas can travel without their sponsor to, from and within the overseas theater. This requires a letter signed by the sponsor’s commander verifying the family member’s status.

Family members under age 18 must be accompanied by an eligible parent or legal guardian.

If the service member is on an unaccompanied tour, family members can travel Space-A (Category 3 accompanied, Category 4 unaccompanied) to and from the member’s approved overseas tour location to visit the duty location. Check with the appropriate combatant command for restrictions prior to travel.

Because service members must report to unaccompanied duty in active-duty status, family members cannot accompany them when they initially report to the unaccompanied overseas tour.

Active-duty service members must obtain prior written approval for noncommand-sponsored dependent travel from their installation commanders or designated representatives.

Environmental Morale Leave Program. Dependents can use Space-A flights overseas under this program, which is generally authorized in areas that are considered unusually harsh for Americans.

Service members on assignment to such areas can fly Space-A twice a year for a change of scenery. Unified combatant commanders determine which duty stations fall in that category and identify the places where people stationed there may travel.

Fees. The law directs that a $12 federal inspection fee must be collected from Space-A passengers entering the U.S. on commercial contract aircraft. In addition, Space-A passengers pay a $15.40 transportation tax when entering or departing the U.S. on commercial aircraft.

House-hunting trips. Space-A rules allow a family member to accompany the service member on house-hunting trips in the continental U.S. if the trip is related to a pending permanent change-of-station move and the member is on permissive temporary duty orders for house hunting.

College students. The military makes some provision for full-time college students under age 23 to travel independently if their parents are stationed overseas. Base personnel offices have details.

Luggage. The Defense Department generally allows passengers two pieces of checked luggage weighing no more than 70 pounds each, up to 62 linear inches in size. Some aircraft may have more restrictive allowances. Hand-carried baggage must fit under the seat or in the overhead compartment, if available.

Meals. Passengers who want meals on military aircraft pay a fee, usually less than $4, depending on the type of meal and travel status of the person. Meals are provided free on commercial contract aircraft. On Patriot Express flights, meals have been upgraded from economy or coach class to business-class equivalent. Some terminals may have limited snack bar facilities and vending machines, so travelers should be prepared to provide their own food. When traveling with young children, be prepared for stops along the way where baby supplies are not available.

Sign-up. Service members can sign up for a Space-A flight in person or by “remote space-available sign-up” at passenger processing activities, such as Air Mobility Command terminals. Flight times vary by cargo load, destination and season. Each passenger processing activity maintains a single Space-A register.

Remote sign-up allows travelers to sign up by fax, mail, or e-mail. They can fax travel requests to the passenger terminal from which they plan to leave. The advantage to travelers is that they have priority for a seat from the time of receipt of the travel request.

Regardless of how they sign up, service members must be on leave and have a valid military ID. They must remain on leave while waiting and until they complete the travel.

Space-A travelers can sign up for five destinations, with the last selection being “all,” to take advantage of any mission that may come through their departure point.

If signing up in person, passengers use forms available in the air terminal. The forms are stamped with the date and time the person signed up.

Travelers can sign up for all legs of a trip at once. For the return trip, they must sign up again.

Service members who sign up for a flight and are not there when their names are called remain on the waiting list. Only the opportunity to take that particular flight has been lost.

Retirees and unaccompanied family members remain on the Space-A register for 60 days after registration, depending on category. Service members remain on the register for the duration of their leave, but no longer than 60 days.

Space-A Roll Call and Travel Ready. Space-Available roll calls are established by each port/passenger service based on passenger convenience, manpower resources, type of mission and number of seats available.

Roll call is a phrase used to signify the start of the process in which eligible passengers in each category are selected by date and time of sign-up. This enables passengers to plan their activities and ensure equitable opportunity for all. A roll call time may vary according to different types of missions.

Passengers must be “travel ready” at the time at start of roll call. To be considered travel ready, passengers must have all required documentation, checked baggage and accompanying family members/group member must be present.

Appropriate Attire. Passengers must not be dressed inappropriately (torn, dirty, tattered, revealing or suggestive clothing). Passenger footwear must not be of the type that could hinder emergency egress or increase chances of injury. Wearing open-toe or open-heel shoes (sandals, flip-flops, etc.) is prohibited on military aircraft. Shoes with heels should have a wide base and be designed low to the ground. Narrow-based, high-heeled shoes are not to be worn.

Passengers traveling on military aircraft should be aware that they might have to climb up and down vertical ladders to board most aircraft and to dress accordingly. This restriction does not apply to Patriot Express/commercial aircraft.

Body Piercing and Tattoos. Examples of obvious violations must be corrected before service can be provided to male service members with earrings, or male or female service members wearing jewelry/ornamentation in the nose, tongue or any exposed body part (including items visible through clothing). Passenger agents assume service members with unauthorized/inappropriate tattoos are taking the appropriate steps to comply with their respective services tattoo policy and will not deny them service.

Wheelchairs. Wheelchairs and other battery-powered mobility devices that do not exceed 100 pounds are accepted provided that the battery is disconnected, battery terminals are insulated to prevent accidental short-circuits, and the battery is securely attached to the wheelchair or mobility device. Wheelchairs must be loaded and stored upright.