NEW ORLEANS -- Beginning Oct. 1, 2012, any travel authorization that includes domestic air travel must be approved and ticketed at least 72 hours in advance of the scheduled flight to avoid airline reservations being cancelled. This is due to a new policy being instituted by airlines under the Fiscal Year 2013 General Services Administration City Pair contract.
This applies to any Reserve Marines whose units use the Defense Travel System to schedule flights for drill orders, annual training orders, active-duty operation support orders, etc.
Under the new policy, if an authorizing official does not approve an authorization within 72 hours of departure, or if the tickets are not paid for with a government travel charge card, the airline reservation will be cancelled. This applies to all City Pair and non-contract government flights that are booked through DTS or through a commercial travel office.
Those Marines making travel plans within 72 hours of departure must have their authorization approved and tickets issued within 24 hours of creation to avoid cancellation. If making plans within 24 hours of departure, authorizations must be approved and ticketed at least six hours prior to flight departure time to avoid cancellation.
If airline reservations are cancelled, the Marine may not be notified in time to correct their travel plans.
Marines who find themselves at the airport without a ticket or reservation are not advised to rebook on the spot. Often, counter agents are not familiar with GSA’s City Pair Program and may book Marines on a full-priced fare at a much higher cost. This means the Marine may be personally responsible for the difference in cost. To rebook a flight, Marines should follow their normal ticketing process.
Marines should take a hard copy of their travel itinerary, airline ticket receipt and travel orders with them to the airport. If a Marine’s reservation has been cancelled, their itinerary will provide contact information to their CTO, as well as reservation details to help them rebook.
Tips for Marines
1. Monitor the status of your travel authorization. If your trip is approaching and your authorization has not been approved, contact your authorizing official immediately. If your AO is unavailable, contact your defense travel administrator.
2. Ensure your DTS profile is current. Often, Marines forget to update their profile with the government travel charge card expiration date if they received a new card. Without a current card in your profile, a reservation cannot be purchased.
3. Ensure your government charge card has been turned on. See your administrative section to adjust any current processes to meet the 72 hour requirement. Your card must be turned on in order to process travel requests.
4. Take your travel itinerary with you to the airport. If your reservation has been cancelled, the itinerary will provide contact information for your commercial travel office as well as reservation details to help you rebook.
5. Keep a contact list of your travel chain of command. If you are at the airport and realize your ticket has been cancelled, you will need to follow the normal process of ticket approval.
6. Don’t assume it can be fixed once you’re at the airport. CTOs are not required to process DTS reservations after normal business hours, which are generally Monday through Friday, 0730-1600. AOs are also typically not available to authorize after hours and may not be available when you need them due to their normal duty requirements. Make sure your travel plans are authorized and ticketed before you go to the airport.
7. Communicate to your AO all last-minute travel needs. Last-minute travel reservations under 72 hours must be booked within 24 hours to avoid cancellation. Reservations made within 24 hours of departure must be issued within six hours. Let your AO know to look for your orders.