Policies & Procedures

It is the policy of the Department of Defense Education Activity (DoDEA) that transportation resources be vigorously managed to prevent the misuse or perception of misuse of those resources. Further, it is Department of Defense policy (Joint Travel Regulations (JTR), par. C2110-J2 that other than economy/coach' accommodations, due to a medical disability/special need, be used only when there is no alternative means to accommodate the traveler's condition (e.g., bulkhead, aisle seating, use of two adjoining coach-class seats, etc.). The condition must be certified by competent medical authority (i.e., a licensed medical practitioner) and authorized by the other than economy/coach' accommodations approving official ( AO) in advance of travel.  This requirement is in the JTR. A certification validating the medical disability/special need is effective for up to six months or the duration of the medical disability/special need, whichever is shorter. A medical disability/special need described as a lifelong condition requires a certification statement every two years from a physician.

A traveler who request other than economy/coach class travel accommodations due to disability or other special need should request authorization well in advance of anticipated travel to ensure that there is sufficient time to obtain required other than economy/coach' accommodations authorization prior to travel. If extenuating circumstances or emergency situations prevent advance authorization, the traveler must obtain written approval from the appropriate other than economy/coach' accommodations AO within 7 days of travel completion. Failure to receive the appropriate authorization/approval for other than economy/coach' transportation either before or after travel may result in the traveler being financially liable for costs over the economy class airfare.

On March 1, 2004, the Per Diem, Travel and Transportation Allowance Committee issued changes to the JTR that significantly changed the way individuals travel using Other than Economy/Coach' Accommodations due to medical reasons.

NOTE:  Processing time can take over ten weeks; therefore, it is important to apply early.  Requests for other than economy/coach class accommodations should be submitted while awaiting completion of travel orders by providing Medical Documentation Requirement Format form and Traveler's Request for Premium-Class Travel form.  When travel orders are completed by the Defense Logistics Agency (DLA) in Columbus, Ohio, travelers must provide a copy to the Office of Investigations and Internal Review.

Other than economy/coach' accommodations may be authorized/approved by the other than economy/coach' accommodations AO due to medical reasons only if competent medical authority certifies sufficient justification of medical disability/special need (par. C7455-H) exists and that the condition/special need necessitates (for a specific time period or on a permanent basis) the other than economy/coach class accommodations upgrade.  The other than economy/coach' accommodations AO must be able to determine that, at the time of travel, other than economy/coach' accommodations are/were necessary because the traveler or dependent is/was so disabled/limited by the special need that other lower-cost economy accommodations (e.g., 'bulk-head' seating or providing two economy seats) cannot/could not be used to meet the traveler's/dependent's requirements  (click here to download form ). Further, the traveler must also certify the unique reason why commercial coach 'bulkhead,' aisle seating and/or two adjoining coach-class seats cannot be used in lieu of the higher cost of other than economy/coach class accommodations by completing and submitting the (attached) Traveler's Request for Premium-Class Travel form. Medical certification must be written in English and must be dated within six months of travel (do not provide outdated medical documentation). Current medical documentation is required to determine necessity for other than economy/coach' accommodations.

As for attendants traveling with a medically authorized traveler, the process remains virtually the same. The attendant who is authorized transportation under par. C7460-1, may be authorized/approved for other than economy/coach' accommodations use to accompany the attended traveler, when the attended traveler is authorized other than economy/coach' accommodations use and requires the attendant's services en route. Authority for one member of a family to use other than economy/coach class accommodations due to disability does not authorize the entire family to use other than economy/coach class accommodations during official travel. Other than economy/coach' accommodations authorization is limited to to the disabled traveler and attendant (if required). The need for an attendant must be certified by competent medical authority. The traveler must request the need for an attendant on the comments/remarks section of the request for travel orders form, and provide the name of the attendant and place of work. If the attendant is a DoDEA employee traveling on Renewal Agreement Travel (RAT) orders, he/she must also annotate on their request for travel orders that he/she will be serving as an attendant and annotate the name and place of work of the traveler that will require the attendant's services en route. The same process of requesting other than economy/coach' accommodations applies to attendants and require approval by AO, Principal Deputy Under Secretary of Defense (Personnel & Readiness) (PDUSD (P&R)).

The process for requesting two adjoining seats is the same as requesting other than economy/coach class accommodations, with the exception that the approving official is the Acting DoDEA Director.

Requests must include: Copy of travel orders; Traveler's Request for Premium-Class Travel form, providing travel fare amount (to and from the home of record) in $USD for coach-class and business-class accommodations (nearest dollar); and ticket issuing location (name and location of (Contracted) Commercial Travel Office (CTO) (see attached). For travelers requesting an alternate destination, any cost in excess of the costs for the direct and uninterrupted travel to and from the home of record will be borne by the employee. Travel fares can be obtained by requesting quotes from the local CTO.

Requests for other than economy/coach' accommodations will be reviewed by an independent medical doctor retained by DoDEA. The medical doctor will provide a recommendation of approval/disapproval based on the medical certification provided by the traveler.

The requests are coordinated through the DoDEA Director and forwarded to the Assistant Secretary of Defense (Readiness and Force Management) (ASD (R&FM)) for review. The office of ASD (R&FM) will forward the request to PDUSD (P&R) for approval/disapproval.

Travelers will be informed of the determination of approval or disapproval. For Return from Overseas for Separation, RAT and/or Permanent Change of Station (PCS) travel orders, DLA will be provided with a copy of the approval for the amendment of orders authorizing other than economy/coach' accommodations. With a copy of amended travel orders, the traveler can make travel arrangements through their local CTO.

Temporary Duty (TDY) travelers must inform the funding authority that they are requesting other than economy/coach' accommodations prior to submitting their request to the Office of Investigations and Internal Review. Travelers that are approved will be provided with a copy of the approval and the traveler will be responsible for providing a copy to their respective travel office for amendment of travel orders.

Travelers who are approved for other than economy/coach' accommodations will provide to DoDEA Office of Investigations and Internal Review a copy of their their actual flight itinerary (ticketed invoice) no later than 30 days after completion of travel.