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JSP 800 
DEFENCE MOVEMENTS AND 
TRANSPORTATION REGULATIONS 
 
VOLUME 2 
 
 

PASSENGER TRAVEL 
INSTRUCTIONS 
 
Third Edition 
 
By Command of the Defence Council 
 
MINISTRY OF DEFENCE 
January 2010 


FOREWORD 
This document outlines the Joint Service Policy for movement of passengers and provides 
guidance to formations and units.  This volume of JSP 800 is a ‘live’ publication and will be 
subject to amendment in order to keep it relevant. 
 
The travel instructions in this manual replace those formally published in the following 
areas: 
 
a. 
The previous edition of JSP 800 which should now be destroyed. 
 
b. 
Instructions previously covered in Defence Council Instructions (DCIs) and 
those DINs which expire on issue of this edition. 
 
Personal contact details of junior staff redacted under section 40 of the Freedom of 
Information Act 
 
The Sponsor of JSP 800 Volume 2 is the Deputy Head, SCM.  Each Chapter of this 
volume has a Chapter Sponsor, identified in the contents list, and who is responsible for 
the maintenance of and update of the content via the process undertaken by the Defence 
Passenger Policy Committee and associated Working Groups .  Chapter Sponsors should 
review their chapters, to ensure accuracy and relevance, and pass proposed amendments 
to the Technical Author who will aim to publish amendments to the intranet as a minimum 
on an annual basis.  This volume will contain some reference to DCIs and DINs.  It must 
be noted that these were the latest edition at the time of printing and may have been 
superseded. 
 
Some duplication necessarily exists between these instructions and those contained in 
other volumes of JSP 800 although this has been minimised.  All suggestions to improve 
this volume of JSP 800 should be made to the Technical Author; this could include the 
addition of topics and requests for more detail in existing chapters. 
 
CD copies have been made available to those units only who do not have access to the 
Intranet.  Units who justifiably hold CD copies are advised that these are uncontrolled 
copies and will be updated biannually.  Distribution of this document in CD format only is 
managed by Forms & Publications, DSDA HO OPS, BLDG C16, C Site, Lower Arncott, 
Bicester, Oxon OX25 ILP  as authorised by SO2 Passenger Policy.
 
JSP 800 Volume 2 – Passenger Travel Instructions - Foreword 
Third Edition dated January 2010 
 
2

PASSENGER TRAVEL INSTRUCTIONS 
 
CHAPTER SPONSORS AND CONTENTS 
PART 1 - MOVEMENT OF PASSENGERS GENERAL 
Chapter Title 
Chapter 
Sponsor 

Movement of Passengers General 
SCM, SO2 Pax Pol 
 
PART 2 - MOVEMENT OF PASSENGERS BY AIR  

Chapter Title 
Chapter 
Sponsor 

Provision of airlift 
SCM, SO2 Pax Pol 
Joint Service procedures and documentation for routine 

SCM, SO2 Pax Pol 
passenger movement 

Entitlement to air travel on Service transport 
SCM, SO2 Pax Pol 
Service personnel and families – Travel on routes not 

covered by air charter or RAF Air Transport Force (ATF) 
SCM, SO2 Pax Pol  
flights 

Air Trooping scheduled flights 
SCM, SO2 Pax Pol 

Passenger handling 
SCM, SO2 Pax Pol 

Accompanied air baggage scales 
SCM, SO2 Pax Pol 

Indulgence travel 
SCM, SO2 Pax Pol 

Visits to parents by schoolchildren of Service personnel 
SP Pol Allowances 1a 
Travel arrangements for children with special educational 
10 
SP Pol Allowances 1a 
needs (SEN) 
HQ AIR, SO2 FP Aviation 
11 
Restrictions on service leave travel overseas 
Security 
Dangerous articles and private firearms carriage by air 
HQ AIR, SO2 FP Aviation 
12 
passengers 
Security 
Exchange control – Currency restrictions and concessions 
13 
Cash & Banking Services 1a 
affecting Service personnel 
Control and clearance of persons and articles entering or 
HQ AIR, SO2 FP Aviation 
14 
leaving the United Kingdom by Air 
Security 
Revenue and Customs – Regulations for the refund of import 
15 
HM R&C, RAF Northolt 
duty and value added tax (temporary importation) 
Joint Service and MOD civilian health requirements for 
16 
SO1 Public Health Medicine  
overseas travel 
Passports, visas and travel document requirements for 
17 
SCM, SO2 Pax Pol 
Service personnel, civilians and their dependants 
Joint Service and civilian dress requirements for reporting 
HQ AIR, SO2 FP Aviation 
18 
and dress for air and sea travel.  
Security 
19 
MOD commercial air booking procedures 
SO2 DTMO, MSS 
 
JSP 800 Volume 2 – Passenger Travel Instructions - Chapter Sponsors and Contents 
Third Edition dated January 2010 
 
3

PART 3 - MOVEMENT OF PASSENGERS BY SEA 
Chapter Title 
Chapter 
Sponsor 

General 
SCM, SO2 Pax Pol 

Movement of personnel in HM Ships 
SCM, SO2 Pax Pol 

Movement of personnel in RFA 
SCM, SO2 Pax Pol 

Movement of accompanied vehicles between UK and Europe
SCM, SO2 Pax Pol 
Movement by ferry in Northern Ireland, Scottish Islands, 

Channel Islands, Isle of Man, Isle of Wight, Scilly Islands and  SO2 DTMO, MSS (Rail) 
Europe 
 
PART 4 - MOVEMENT OF PASSENGERS BY RAIL 

Chapter Title 
Chapter 
Sponsor 

General 
SO2 DTMO, MSS 

Troop movements 
SCM, SO2 Pax Pol 

Rail warrants 
SO2 DTMO, MSS (Rail) 

Travel on London Underground 
SO2 DTMO,MSS (Rail) 

Eurostar and Rail Travel in Europe 
SO2 DTMO, MSS (Rail) 
 
PART 5 - MOVEMENT OF PASSENGERS BY ROAD 

Chapter Title 
Chapter 
Sponsor 

The Routine movement of passengers by road 
SCM, SO2 MT Man 
All other regulations concerning the movement of passengers by road are detailed in JSP 800 Volume 5. 
 
PART 6 - UNACCOMPANIED BAGGAGE  

Chapter Title 
Chapter 
Sponsor 

General background 
Relocation Services, MSS, UB  

Eligibility and entitlement 
Relocation Services, MSS, UB 

Unaccompanied baggage services available 
Relocation Services, MSS, UB 
Movement of unaccompanied baggage in excess of 

Relocation Services, MSS, UB 
entitlement 

Documentation 
Relocation Services, MSS, UB 

Preparation of consignments 
Relocation Services, MSS, UB 

Customs and Excise – unaccompanied baggage 
Relocation Services, MSS, UB 

Special consignments 
Relocation Services, MSS, UB 
Movement of unaccompanied baggage by the RAF Air 

Relocation Services, MSS, UB 
Transport System 
 
JSP 800 Volume 2 – Passenger Travel Instructions - Chapter Sponsors and Contents 
Third Edition dated January 2010 
 
4

CONTENTS: JSP 800 VOLUME 2: PASSENGER TRAVEL INSTRUCTIONS 
FOREWORD .......................................................................................................................2 
PASSENGER TRAVEL INSTRUCTIONS  CHAPTER SPONSORS AND CONTENTS .....3 
Part 1 - Movement of Passengers General......................................................................3 
Part 2 - Movement of Passengers by Air .........................................................................3 
Part 3 - Movement of Passengers by Sea .......................................................................4 
Part 4 - Movement of Passengers by Rail .......................................................................4 
Part 5 - Movement of Passengers by Road .....................................................................4 
Part 6 - Unaccompanied Baggage...................................................................................4 
Contents: JSP 800 Volume 2: Passenger Travel Instructions .........................................5 
PART 1  CHAPTER 1 - MOVEMENT OF PASSENGERS – GENERAL...........................21 
Responsibility for Passenger Movement .......................................................................21 
Navy Department Authority for Movement.....................................................................21 
Army Department Authority for Movement.....................................................................22 
Air Force Department Authority for Movement ..............................................................23 
Authority to Carry Non-Entitled Passengers in HM Ships ..............................................23 
Travel on Compassionate Leave ...................................................................................23 
Aeromedical Evacuation ................................................................................................23 
Visits to the Very Seriously Ill (VSI) – The Dangerously Ill Forwarding of Relatives 
(DILFOR) Scheme .........................................................................................................23 
Guidance for the Preferred Mode of Travel Policy Within UK ........................................24 
Valid Objections to Flying by Families - Rules for Travel by Surface Means .................24 
Repatriation - Other Than UK ........................................................................................25 
Privately Arranged Passages ........................................................................................25 
Miscellaneous................................................................................................................26 
PART 2  CHAPTER 1 - PROVISION OF AIRLIFT ............................................................28 
Air Trooping ...................................................................................................................28 
Commercial Air Passages .............................................................................................28 
JSP 800 Volume 2 – Passenger Travel Instructions - Contents 
Third Edition dated January 2010 


Authority for Use of Commercial Airlines within the British Isles....................................29 
Class of Travel...............................................................................................................29 
PART 2  CHAPTER 2 - JOINT SERVICE PROCEDURES AND DOCUMENTATION FOR 
ROUTINE AND EXERCISE PASSENGER MOVEMENT..................................................32
 
Applications for Travel ...................................................................................................32 
Exercise Passengers on Trooping Flights .....................................................................34 
Electronic and Written Application Forms for Routine Travel.........................................34 
Category and Travel Codes...........................................................................................35 
Movements Financial Authority......................................................................................36 
Movements Authority for Exercise Travel ......................................................................39 
Completion of Electronic and Written Applications ........................................................39 
Procedures for Telephone Bookings .............................................................................40 
Special Requirements - RN and RM..............................................................................43 
Cancellation or Amendment of Applications ..................................................................43 
Call Forward Procedures for Routine Movement...........................................................43 
Unused Civil Air Tickets.................................................................................................44 
Use of Infant Seats on Mod Air Trooping Flights ...........................................................44 
No Show and Fail to Report Procedures .......................................................................45 
Passenger Flight Bookings ............................................................................................45 
Annex A to Part 2 Chapter 2  List of MOD Booking Agencies .......................................47 
Annex B to Part 2 Chapter 2  Visit Staff Clearances for Permanent Joint Operating 
Bases (PJOB)................................................................................................................48 
Aim ............................................................................................................................48 
Administration............................................................................................................48 
Visitors Other than One Star and Above ...................................................................48 
Exemptions................................................................................................................48 
PJOB Points of Contact.............................................................................................49 
Senior Visitors (One Star and Above) .......................................................................49 
Application to Visit a PJOB on Temporary Duty (One Star and Above Service and 
Civilian Officers) ............................................................................................................50 
JSP 800 Volume 2 – Passenger Travel Instructions – Contents 
Third Edition dated January 2010 


Annex C to Part 2 Chapter 2  Visit Staff Clearances for British Forces Germany (BFG)
......................................................................................................................................51 
Aim ............................................................................................................................51 
Visit Sponsors and Administration.............................................................................51 
Staff and Political Clearance for Visits and Temporary Duty .....................................51 
Clearance Authorities ................................................................................................51 
Categories of Visitor ..................................................................................................52 
Visits to HQ UKSC or HQ 1 (UK) Armd Div ...............................................................53 
Visits to HQ LWCTG(G) ............................................................................................53 
Adventurous Training Expeditions.............................................................................53 
Sports ........................................................................................................................54 
UK Based Officers Visiting TA Units Training in Germany. .......................................54 
Visits to HQ ARRC ....................................................................................................54 
Visits to German Armed Forces or German Defence Industries................................54 
Visits to BFG by non British Military Personnel .........................................................54 
Visits to US Forces in Germany ................................................................................55 
Clearances for Exercising In, And Transiting Through, Germany by Non Germany 
Based Units and Formations .........................................................................................56 
Introduction................................................................................................................56 
Aim ............................................................................................................................56 
General Principles .....................................................................................................56 
Clearance Requirements and Procedures ................................................................56 
Appendix 1 to Annex C to Part 2 Chapter 2  Request for Entry / Transit in the Federal 
Republic of Germany.....................................................................................................59 
Appendix 2 to Annex C to Part 2 Chapter 2  Forces of Other Nations Participating in A 
BF(G) Sponsored Event Political Clearance..................................................................63 
Appendix 3 to Annex C to Part 2 Chapter 2  Non Germany Based Units and Formations 
Exercise / Activity Programme.......................................................................................64 
Annex D to Part 2 Chapter 2  Types of Travel (TOT) Codes .........................................65 
Annex E to Part 2 Chapter 2  Service Codes (SVC)......................................................66 
JSP 800 Volume 2 – Passenger Travel Instructions – Contents 
Third Edition dated January 2010 


Annex F to Part 2 Chapter 2  Purpose of Travel Codes - Regular Forces, Civilians and 
DE&S.............................................................................................................................67 
Annex G to Part 2 Chapter 2  List of Common Airport Codes........................................69 
Annex H to Part 2 Chapter 2  BOOKSIG Formats: ........................................................71 
Annex I to Part 2 Chapter 2  Family Passage from UK - Completion of F/Mov/564 (ADP) 
(Rev 07/03)....................................................................................................................72 
Instructions on the Completion of F/MOV/562...........................................................73 
PART 2  CHAPTER 3 - ENTITLEMENT TO AIR TRAVEL ON SERVICE TRANSPORT .76 
Concession Fare Paying (CFP) Passengers .................................................................77 
Concession Non-Fare Paying (CNFP) Passengers.......................................................80 
VIP Movement ...............................................................................................................81 
Passages by Air for Infants and Expectant Mothers ......................................................82 
Passenger Complements - Families..............................................................................83 
Carriage of Servicemen under Escort (SUE) and Servicemen under Sentence (SUS) .83 
Food, Accommodation and Administration Charges......................................................84 
Service Children’s Educational Visits ............................................................................85 
Carriage of Foreign Nationals........................................................................................85 
Emplanement of Passengers in C130 or C17 Aircraft ...................................................85 
Passenger Priorities ......................................................................................................87 
Annex A to Part 2 Chapter 3  Application for Exemption Authority to Travel on RAF Air 
Transport .......................................................................................................................90 
PART 2  CHAPTER 4 - SERVICE PERSONNEL AND FAMILIES - TRAVEL FROM THE 
UK TO OVERSEAS ON POSTINGS AND TEMPORARY DUTY NOT NORMALLY 
COVERED BY ATF OR CHARTER OR PART-CHARTER FLIGHTS AND CHARTER 
AND PART-CHARTER FLIGHTS .....................................................................................91
 
General..........................................................................................................................91 
Method of Travel............................................................................................................91 
Principles .......................................................................................................................92 
Denial Booking Compensation ......................................................................................93 
Travel on Chartered and Part - Chartered Air Trooping Flights .....................................93 
Seating on MOD Chartered Aircraft...............................................................................94 
JSP 800 Volume 2 – Passenger Travel Instructions – Contents 
Third Edition dated January 2010 


PART 2  CHAPTER 5 - AIR TROOPING SCHEDULED FLIGHTS...................................96 
Overview........................................................................................................................96 
Flights from the UK to Germany ....................................................................................96 
Flights from Germany to the UK ....................................................................................97 
Flights To/From Gibraltar...............................................................................................98 
Miscellaneous................................................................................................................98 
PART 2  CHAPTER 6 - PASSENGER HANDLING ..........................................................99 
Passenger Handling - Responsibility .............................................................................99 
Passenger Reporting Procedures................................................................................100 
Transit Accommodation in the UK ...............................................................................100 
Departure Point Procedures ........................................................................................101 
Passenger Reporting Officer (PRO) - Charter Flights..................................................102 
Passenger Reporting Officer (PRO) - ATF Flights.......................................................102 
ATF Flights ..................................................................................................................102 
Dispersal from Air Terminals in the UK........................................................................103 
Charges for Meals and Administration.........................................................................105 
Carriage of Physically Disabled Passengers / Passengers with a Medical Condition..105 
In-Flight Escorts For Unaccompanied Minors (UNMINS) on RAF ATF Flights ............106 
Passenger Seating ......................................................................................................107 
Annex A to Part 2 Chapter 6  MOD - Unaccompanied Minor in Flight Escort Form.....110 
Notes for the Carriage of Unaccompanied Minors.......................................................111 
PART 2  CHAPTER 7 - ACCOMPANIED AIR BAGGAGE SCALES..............................112 
Introduction..................................................................................................................112 
Accompanied Baggage Scales....................................................................................112 
Excess Baggage Scales ..............................................................................................116 
Marking and Labelling of Baggage ..............................................................................120 
The NATO Baggage Label ..........................................................................................121 
Customs and Immigration............................................................................................121 
JSP 800 Volume 2 – Passenger Travel Instructions – Contents 
Third Edition dated January 2010 


Insurance Liability........................................................................................................121 
Damaged Baggage......................................................................................................122 
Lost Baggage Procedure .............................................................................................122 
Annex A to Part 2 Chapter 7  Bio-Security Policy ........................................................123 
Annex B to Part 2 Chapter 7  Stanag 3740 (Edition 3) - Message Format - Lost Air 
Baggage ......................................................................................................................124 
Annex C to Part 2 Chapter 7  Stanag 3740 - (Edition 3) - Message Format - Baggage 
Response ....................................................................................................................125 
Annex D to Part 2 chapter 7  Stanag 3740 - (Edition 3) - Message Format - Baggage On 
Hand ............................................................................................................................126 
PART 2  CHAPTER 8 - INDULGENCE TRAVEL............................................................127 
General........................................................................................................................127 
Eligibility.......................................................................................................................127 
Limitations on Family Travel ........................................................................................129 
Order of Priority ...........................................................................................................130 
Sponsorship.................................................................................................................131 
Conditions of Travel.....................................................................................................131 
Payment for Meals and Accommodation .....................................................................132 
Indulgence to Operational Theatres and Permanent Joint Operating Bases (PJOBS) 132 
Charges for Indulgence Flights....................................................................................132 
Methods of Application ................................................................................................133 
Offer of a Passage.......................................................................................................135 
Indulgence Passage To / From the South Atlantic.......................................................135 
Indulgence Passage To / From Cyprus .......................................................................137 
Annex A to Part 2 Chapter 8  Overseas Movements Authorities .................................138 
PART 2  CHAPTER 9 - VISITS TO PARENTS BY SCHOOL CHILDREN OF SERVICE 
PERSONNEL ..................................................................................................................139
 
Introduction..................................................................................................................139 
Entitlement...................................................................................................................139 
Escorts ........................................................................................................................140 
JSP 800 Volume 2 – Passenger Travel Instructions – Contents 
Third Edition dated January 2010 
10 

Procedure for Application for SCVS ............................................................................141 
Passage Arrangements ...............................................................................................142 
Movement to and from Overseas Locations ................................................................144 
Movement to and from Cyprus ....................................................................................145 
Miscellaneous..............................................................................................................146 
School Children’s Formal Educational Visits ...............................................................146 
Annex A to Part 2 Chapter 9  Initial Application for a Child’s Visit to Service Parents 
Overseas .....................................................................................................................147 
Annex B to Part 2 Chapter 9  Unaccompanied Minor Form.........................................148 
Appendix 1 to Annex B to Chapter 9  Unaccompanied Minor Form ............................149 
Annex C to Part 2 Chapter 9  Issue of Travel Tickets (Overseas Visits Only) .............151 
Surface Travel Warrants .........................................................................................151 
Travel from Overseas Airports.................................................................................152 
Annex D to Part 2 Chapter 9  Application for all Visits to Parents Serving in the UK, The 
Channel Islands and the Isle of Man / Subsequent Application for Visits to Parents 
Serving Overseas ........................................................................................................153 
PART 2  CHAPTER 10 - TRAVEL ARRANGEMENTS FOR CHILDREN WITH SPECIAL 
EDUCATIONAL NEEDS (SEN).......................................................................................154
 
Additional Travel Entitlements for Children with Special Educational Needs...............154 
Parental Travel ............................................................................................................155 
Arrangements for Accompanying Service Children with Special Needs ......................156 
Procedure for Refund of Expenses for Children with Special Needs...........................156 
Notes for Accompanying Passengers..........................................................................156 
PART 2  CHAPTER 11 - RESTRICTIONS ON SERVICE LEAVE TRAVEL OVERSEAS
.........................................................................................................................................158 
General........................................................................................................................158 
Countries to Which Special Security Regulations Apply (CSSRA) ..............................158 
Other Foreign Countries ..............................................................................................158 
Uniform and Identification Documents .........................................................................158 
PART 2  CHAPTER 12 - DANGEROUS GOODS AND PRIVATE FIREARMS - 
CARRIAGE BY AIR PASSENGERS...............................................................................159
 
JSP 800 Volume 2 – Passenger Travel Instructions – Contents 
Third Edition dated January 2010 
11 

Objectives....................................................................................................................159 
Applicability..................................................................................................................159 
Exclusions ...................................................................................................................159 
Dangerous Goods .......................................................................................................160 
Service Arms ...............................................................................................................160 
Privately Owned Firearms ...........................................................................................160 
PART 2  CHAPTER 13 - EXCHANGE CONTROL - CURRENCY RESTRICTIONS AND 
CONCESSIONS AFFECTING SERVICE PERSONNEL .................................................162
 
Introduction..................................................................................................................162 
Use of Charge (Credit) Cards for Official MOD Business ............................................162 
Encashment of Cheques through the Public Account..................................................162 
Forces Post Offices .....................................................................................................162 
UK And Other Scheduled Territories' Currency Notes.................................................162 
Foreign Currency Notes...............................................................................................163 
Exchange Facilities......................................................................................................163 
Foreign Exchange Controls .........................................................................................163 
Personnel of Commonwealth, Colonial and Foreign Forces........................................163 
Further Advice .............................................................................................................163 
PART 2  CHAPTER 14 - CONTROL AND CLEARANCE OF PERSONS AND ARTICLES 
ENTERING OR LEAVING THE UNITED KINGDOM ......................................................164
 
Definitions....................................................................................................................164 
General Instructions ....................................................................................................164 
Control Procedure at Military Airfields .........................................................................165 
Control Procedure at Designated Civil Customs Airports ............................................166 
Emergency Landings at Unmanned Airfields or in Open Country................................167 
Concession Export of Duty Free Liquor and Tobacco on Service Aircraft ...................167 
Security Exercises .......................................................................................................168 
Control Procedure at Parachute Dropping Zones........................................................168 
Notification of Non EU Nationals to Immigration Officers ............................................168 
JSP 800 Volume 2 – Passenger Travel Instructions – Contents 
Third Edition dated January 2010 
12 

Annex A to Part 2 Chapter 14  Military Airfields...........................................................170 
Annex B to Part 2 Chapter 14  List of Approved Identity Documents ..........................171 
Annex C to Part 2 Chapter 14  Notification Of Non EU Nationals To HM Immigration 
Officers - Information Required....................................................................................172 
PART 2  CHAPTER 15 - HM REVENUE AND CUSTOMS - REGULATIONS FOR THE 
REFUND OF IMPORT DUTY AND VALUE ADDED TAX (TEMPORARY IMPORTATION)

.........................................................................................................................................173 
Temporary Visitors ......................................................................................................173 
Payment for Duty and / or VAT....................................................................................173 
Repayment ..................................................................................................................173 
Claims for Refunds ......................................................................................................173 
Customs Form C3 .......................................................................................................174 
PART 2  CHAPTER 16 - JOINT SERVICE AND MOD CIVILIAN HEALTH - 
REQUIREMENTS FOR OVERSEAS TRAVEL ...............................................................175
 
General........................................................................................................................175 
Referral for Vaccination And Health Advice.................................................................175 
Vaccination Requirements...........................................................................................175 
Additional Vaccination Requirements ..........................................................................175 
Transit Passengers......................................................................................................175 
Advice..........................................................................................................................176 
Protection against Malaria ...........................................................................................176 
International Sanitary Regulations...............................................................................176 
Liability to Meet Local Vaccination Requirements .......................................................176 
Concessionary and Indulgence Movement..................................................................176 
Health Control..............................................................................................................177 
Medical Treatment Authorisation – UK Government Personnel Visiting the USA........177 
Annex A to Part 2 Chapter 16  Medical in Confidence.................................................178 
Annex B to Part 2 Chapter 16  Instructions for Completion of Medical Treatment 
Authorisation Letter (MTAL).........................................................................................180 
Annex C to Part 2 Chapter 16  FAQS on Medical Treatment in the USA ....................181 
JSP 800 Volume 2 – Passenger Travel Instructions – Contents 
Third Edition dated January 2010 
13 

PART 2  CHAPTER 17 - PASSPORT, VISAS AND TRAVEL DOCUMENT 
REQUIREMENT FOR SERVICE PERSONNEL, CIVILIANS AND THEIR DEPENDANTS

.........................................................................................................................................183 
Introduction..................................................................................................................183 
NATO Travel Orders....................................................................................................183 
Passports.....................................................................................................................184 
Payment for Passports ................................................................................................185 
Birth Certificate Requirements.....................................................................................188 
Special Instructions Relating to British Passports and their Provision .........................189 
Passport for Foreign and Commonwealth Citizens......................................................190 
Visas Entry Permits and Status Stamps ......................................................................190 
Annex A to Part 2 Chapter 17 – NATO Travel Order...................................................192 
Annex B to Part 2 Chapter 17   Table of Countries Passport & Visa Requirments for 
Official Journeys - British Passport Holders Only ........................................................194 
Annex C to Part 2 Chapter 17  Relocation Services ....................................................204 
Annex D to Part 2 Chapter 17  Information to be Included in the Covering Letter 
Required to Accompany All Passport and Visa Applications .......................................205 
Annex E to Part 2 Chapter 17  F IDENT 173 ...............................................................206 
PART 2  CHAPTER 18 - JOINT SERVICE AND CIVILIAN REPORTING 
REQUIREMENTS AND DRESS STANDARDS FOR AIR AND SEA TRAVEL ..............207
 
Introduction..................................................................................................................207 
Reporting .....................................................................................................................207 
Dress – General ..........................................................................................................207 
Dress - Air Travel.........................................................................................................207 
Dress - Sea Travel.......................................................................................................209 
PART 2  CHAPTER 19 - MOD COMMERCIAL AIR BOOKING PROCEDURES ...........210 
Introduction..................................................................................................................210 
Defence Travel Management Organisation (DTMO) ...................................................210 
MOD Commercial Air Travel Policy – On-Line Bookings .............................................210 
Booking a Flight...........................................................................................................211 
MOD Commercial Air Travel Policy – Off-Line Bookings .............................................214 
JSP 800 Volume 2 – Passenger Travel Instructions – Contents 
Third Edition dated January 2010 
14 

DTMO Feedback .........................................................................................................215 
Annex A to Part 2 Chapter 19  Defence Travel on- Line Application Form – Request for 
Access as an On-Line Self-Booker or Travel Arranger................................................217 
Annex B to Part 2 Chapter 19-Defence Travel Customer Feedback ...........................218 
PART 3  CHAPTER 1 - PASSENGERS BY SEA - GENERAL.......................................219 
Policy on Choice of Vessel ..........................................................................................219 
Choice of Sea as a Means of Travel............................................................................219 
Booking Procedures ....................................................................................................219 
Movement by Ship - F/Mov/292...................................................................................222 
PART 3  CHAPTER 2 - MOVEMENT OF PERSONNEL IN HM SHIPS ..........................224 
Authority for Passage ..................................................................................................224 
Categories of Passengers ...........................................................................................224 
Passage Arrangements ...............................................................................................224 
PART 3  CHAPTER 3 - MOVEMENT OF PERSONNEL BY RFA ..................................227 
Entitled Categories ......................................................................................................227 
Special Conditions .......................................................................................................227 
Authority for Passage ..................................................................................................227 
Indulgence Sea Passages in RFA ...............................................................................228 
Carriage of Spouses and Families of Ships Officers on RFA Vessels .........................231 
Movement of Personnel in Army Department (AD) Vessels ........................................231 
Annex A to Part 3 Chapter 3  Application for Indulgence Passage on a RFA..............232 
Annex B to Part 3 Chapter 3  Carriage of Non-Mod Sponsored Passengers in Service 
Transport - Indemnity Form .........................................................................................235 
PART 3  CHAPTER 4 - MOVEMENT OF ACCOMPANIED VEHICLES BETWEEN UK 
AND EUROPE.................................................................................................................236
 
General Conditions and Regulations ...........................................................................236 
Authorisation and Booking of Accompanied Vehicles..................................................237 
Army Department - Temporary Duty Visits to the Continent ........................................237 
Annex A to Part 3 Chapter 4  Application for Movement of Personnel and Service 
Vehicles to the Continent for Temporary Duty (AD).....................................................239 
JSP 800 Volume 2 – Passenger Travel Instructions – Contents 
Third Edition dated January 2010 
15 

PART 3  CHAPTER 5 - MOVEMENT BY FERRY TO NORTHERN IRELAND, SCOTTISH 
ISLANDS, CHANNEL ISLANDS, ISLE OF MAN, ISLE OF WIGHT, ISLES OF SCILLY 
AND EUROPE.................................................................................................................241
 
General........................................................................................................................241 
Surface Movement by Ferry to the Continent and Northern Europe (On Temporary 
Duty) - Additional Requirements..................................................................................241 
Surface Movement by Ferry to the Continent and Northern Europe (On A Land 
Sponsored OTX) - Additional Requirements................................................................242 
Surface Movement by Ferry to and From NI................................................................242 
Annex A to Part 3 Chapter 5  List of Ferry Companies ................................................244 
Annex B to Part 3 Chapter 5  Booking Form................................................................248 
PART 4  CHAPTER 1 - PASSENGERS BY RAIL ..........................................................249 
General........................................................................................................................249 
Entitlements.................................................................................................................250 
Buying Rail Tickets ......................................................................................................250 
PART 4  CHAPTER 2 - TROOP MOVEMENTS..............................................................252 
Responsibility for Arrangements..................................................................................252 
Provision of Hot Drinks and Meals on Trains...............................................................253 
OC Troops on Trains ...................................................................................................253 
Travel in the UK on Arrival by Air from Overseas ........................................................253 
Civilian Personnel ........................................................................................................253 
Moves across London .................................................................................................253 
Annex A to Part 4 Chapter 2  Provision of Hot Drinks and / or Meals for Parties of 20 or 
Over Making Journeys of Over 5 Hours by Rail - Specimen Catering Form................255 
Annex B to Part 4 Chapter 2  Specimen Orders for OC Troops on Trains - General...257 
Entrainment .................................................................................................................257 
Train Discipline ............................................................................................................258 
Damage .......................................................................................................................258 
Halts ............................................................................................................................259 
Refreshments ..............................................................................................................259 
Buffet Cars (If Provided) ..............................................................................................259 
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Detrainment .................................................................................................................259 
Appendix 1 to Annex B to Part 4 Chapter 2  Specimen Troop Train Inspection Report
....................................................................................................................................261 
Appendix 2 to Annex B to Part 4 Chapter 2  Report by OC Troops .............................262 
PART 4  CHAPTER 3 - RAIL WARRANTS ....................................................................263 
Management and Financial .........................................................................................263 
Booking Procedures ....................................................................................................264 
Unused Tickets, Refunds and Compensation..............................................................268 
Rail Warrants Issued on Repayment ...........................................................................270 
Warrant Books.............................................................................................................271 
Mobilization Rail Warrants ...........................................................................................272 
On-Line / Ticket Contract for MOD Main Building........................................................272 
Annex A to Part 4 Chapter 3  Managing Centrally Funded Booking and Travel Booked 
Against POT Code 6....................................................................................................273 
Rail Warrant Book (MOD 1175) Cover Instructions and Warrant ................................274 
First SCOTRAIL - Sleeper Reservation Booking Form................................................275 
PART 4  CHAPTER 4 - TRAVEL ON THE LONDON UNDERGROUND........................276 
Use Agreement............................................................................................................276 
Rail Warrants...............................................................................................................276 
Cross London Transfers ..............................................................................................276 
Final Destination..........................................................................................................276 
Other Journeys Using National Rail and The Underground.........................................276 
Underground Journeys ................................................................................................276 
Travel Cards ................................................................................................................276 
Oyster ..........................................................................................................................277 
PART 4  CHAPTER 5 - EUROSTAR AND RAIL TRAVEL IN EUROPE.........................278 
Rail Travel - Eurostar...................................................................................................278 
Purchase of Eurostar Tickets.......................................................................................278 
Eurostar Frequent Traveller Scheme...........................................................................278 
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Continental Rail Travel ................................................................................................278 
Continental Rail Travel Purchased in the UK...............................................................278 
Fax Back Booking System...........................................................................................279 
Annex A to Part 4 Chapter 5  Booking Form for use when Paying by GPC Card. .......280 
PART 5  CHAPTER 1 - MOVEMENT OF PASSENGERS BY ROAD.............................281 
PART 6  CHAPTER 1 - UNACCOMPANIED BAGGAGE - GENERAL BACKGROUND
.........................................................................................................................................282 
General........................................................................................................................282 
Responsibility of DSCOM ............................................................................................283 
Entitlement...................................................................................................................283 
Overseas - Remote Areas ...........................................................................................283 
Remote Areas..............................................................................................................284 
Movement Agencies ....................................................................................................285 
Queries and User Feedback........................................................................................286 
Annex A to Part 6 Chapter 1  Prohibited Items - Unaccompanied Baggage................287 
Appendix 1 to Annex A to Part 6 Chapter 1  Schedule of Items Prohibited from Inclusion 
in Unaccompanied Baggage........................................................................................288 
PART 6  CHAPTER 2 - ELIGIBILITY AND ENTITLEMENT ...........................................290 
Eligible Categories.......................................................................................................290 
Authority for Movement ...............................................................................................290 
Scales of Entitlement ...................................................................................................291 
Unaccompanied Baggage in Excess of Entitlement ....................................................291 
Number of Consignments and Dispatch ......................................................................291 
Liability and Insurance .................................................................................................293 
PART 6  CHAPTER 3 - THE UNACCOMPANIED BAGGAGE SERVICES AVAILABLE
.........................................................................................................................................294 
The Self Pack Service .................................................................................................294 
The Deferred Delivery Service.....................................................................................294 
The Removal Service Overseas ..................................................................................295 
The Furniture Movement Service) (FMS) ....................................................................297 
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The Method of Movement............................................................................................298 
PART 6  CHAPTER 4 - MOVEMENT OF UNACCOMPANIED BAGGAGE IN EXCESS OF 
ENTITLEMENT................................................................................................................300
 
Concession..................................................................................................................300 
Wasted Journeys and Unauthorised Moves ................................................................302 
PART 6  CHAPTER 5 - DOCUMENTATION...................................................................303 
General........................................................................................................................303 
Joint Services Unaccompanied Baggage Guide – DSCOM/OS/Removals .................303 
DSCOM/OS/Removals/A - Authority and Entitlement Certificate.................................304 
UBM Brochure .............................................................................................................305 
Booking Request .........................................................................................................306 
UBM Collection and Delivery Note ..............................................................................306 
Inventory Sheet ...........................................................................................................306 
Excess Baggage Statement ........................................................................................307 
Import Duty Debit Note ................................................................................................307 
Annex A to Part 6 Chapter 5  Booking Request - Example .........................................308 
Annex B to Part 6 Chapter 5  Collection and Delivery Note – Examples for Self Pack 
Service and The FMS / Removal Service Overseas....................................................309 
PART 6  CHAPTER 6 - PREPARATION OF CONSIGNMENTS ....................................311 
Provision and Responsibility........................................................................................311 
Conditions and Restrictions .........................................................................................311 
Prohibited Items...........................................................................................................313 
Insurance.....................................................................................................................313 
Annex A to Part 6 Chapter 6  Guidelines on Packing, Which May Assist Owners to 
Minimise Damage and Pilferage..................................................................................314 
Keys of Locked Cases / Packages ..............................................................................314 
PART 6  CHAPTER 7 - REVENUE AND CUSTOMS - UNACCOMPANIED BAGGAGE
.........................................................................................................................................317 
General........................................................................................................................317 
PART 6  CHAPTER 8 - SPECIAL CONSIGNMENTS .....................................................318 
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Unaccompanied Air Freight (UAF) Allowances for Loan Service (LS) Personnel........318 
Personal Effects of Deceased Persons .......................................................................318 
Annex A to Part 6 Chapter 8  Table of Loan Service Baggage Allowances.................319 
Annex B to Part 6 Chapter 8  Personal Effects of Deceased Service Persons - General
....................................................................................................................................321 
Appendix 1 to Annex B Part 6 Chapter 8  Progress and Tracing Report .....................323 
PART 6  CHAPTER 9 - MOVEMENT OF UNACCOMPANIED BAGGAGE BY THE RAF 
AIR TRANSPORT SYSTEM............................................................................................326
 
General........................................................................................................................326 
Preparation for Dispatch ..............................................................................................326 
Carriage from the UK...................................................................................................326 
Carriage to the UK.......................................................................................................327 
Action at Departure Airfield..........................................................................................327 
Action at Destination Airfield........................................................................................327 
Unaccompanied Baggage Sent to UK by Civil Air .......................................................327 
Unaccompanied Baggage Containing The Personal Effects Of Deceased Personnel 327 
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PART 1 
 
CHAPTER 1 - MOVEMENT OF PASSENGERS – GENERAL 
RESPONSIBILITY FOR PASSENGER MOVEMENT 
1.1.001.  Authority for Travel.  Service movement organisations do not initiate the 
movement of passengers.  The responsibility for ordering travel on duty rests with single 
Service authorities.  The entitlements, methods and class of travel authorised for Service 
personnel and civilians for journeys undertaken at public expense are detailed in the 
flowing publications: 
ND 
BR 8587 Naval Leave and Travel Regulations 
Regulations for Army Allowances and Charges (RAAC) Army Code 10 
AD 
(Rev 1996) 
Service 
QRs for the RAF, AP3392 (2nd Edition) Vol 2 - Pay and Personnel 
AFD 
Personnel 
Documentation 
JSP 751 - Joint Casualty and Compassionate Policy and Procedures 
Joint 
JSP 752 - Tri-Service Regulations For Allowances 
Service 
JSP 754 - Tri-Service Regulations For Pay and Charges, 
JSP 760 - Regulations For Leave and Other Types of Absences
 
UK Based 
ND, AD, 
MOD Civilian Travel Manuals and MOD Civilian Transfer Manuals 
Civilians 
AFD, DPA 
Volumes 1 and 2 
(UKBC) 
Auxiliary and 
RFA 
BR 875 Regulations for RFA 
Reserve 
Service 
AP 3392 (2nd Edition) Volume 7 
Personnel 
RAuxAF 
JSP 753 - Mobilisation of Reserves 
 
NAVY DEPARTMENT AUTHORITY FOR MOVEMENT 
1.1.002.  List of Authorities.  The Authorities listed in the table below are responsible for 
authorising the permanent movement of Naval personnel, ND civilians and their families: 
RN Officers 
Royal Marine (RM) Officers 
Officers 
Medical, Dental and QARNNS 
Director General Human Resources (Navy) 
Officers, Chaplains 
(DGHR(N)) 
Ratings 
All RN, RM and QARNNS ratings 
RFA 
Officers and Ratings 
COMRFA 
The appropriate MOD civilian management branch.  
(1) Industrial and non-industrial 
(Heads of Departments at outstations may authorise 
Civilian Staff - 
staff, except as at (2) 
the transfer of industrial and non-industrial staff in 
Permanent 
certain circumstances) 
Transfers 
(2) Professional, scientific, 
technical and drawing office staffs  The appropriate MOD civilian management branch 
at HQ and outstations 
 
1.1.003.  Authority for Temporary Duty Travel.  Authority to sanction temporary duty 
movement rests with the appropriate temporary duty travel and subsistence budget holder. 
JSP 800 Volume 2 Part 1 Chapter 1 – Movement of Passengers - General 
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ARMY DEPARTMENT AUTHORITY FOR MOVEMENT 
1.1.004.  Authority.  The Authorities listed in the table below are responsible for 
authorising the permanent movement of Army personnel, AD civilians and their families: 
a. 
Units - Operational Movement.  The MOD (MO1 Deployments) is responsible 
for the selection of units for movement to, from and between commands and decides 
the method of movement to be used.  Responsibility for the movement of a command 
rests with the CinC. 
b. 
Individual Reinforcements.  The MOD (MO1, MO2 or MO3) are responsible 
for the selection of individuals for movement to, from and between commands and to 
decide the method of movement to be used. 
c. 
Units - Exercise Movement.  Commands are responsible for the selection of 
units (including TA), and for their movement in connection with exercises.  The 
Defence Exercise Coordinating Committee (DECC), issues annual forecasts of 
exercises, indicating the method of movement to be used and the authorised staff 
tables for units involved.  The responsibility for the movement of units on training 
within the UK is delegated to Army Divisions / Districts.  Where movement involves 
more than one Division, the despatching Division/District undertakes the necessary 
coordination. 
d. 
Postings of Individuals.  The routine posting of officers is the responsibility of 
the Personnel Branches under the control of the Military Secretary (MS).  The 
responsibility for posting soldiers rests with the Army Personnel Centre (APC) in 
Glasgow. 
e. 
Service Families.  Authority for the movement of Service families lies with the 
MOD (MS and the APC).  In the UK, policy on Service family movement is the 
responsibility of the MOD (PS4).  Acceptance of the family by the overseas command 
concerned constitutes final authority for movement. 
f. 
Temporary Duty Visits – Overseas.  The procedure for obtaining an authority 
for a temporary duty visits is contained in JSP 760 /AGAIs Volume 1, Chapter 2.  
Financial authority must be sought from the appropriate budget holder. 
g. 
UKBC and their Families.  The appropriate MOD personnel branches are 
responsible for authorising the movement of Army Department civilians and their 
families. 
h. 
Authorities and Regulations for the Movement to and from the Scottish 
Islands.  Movement to and from the Scottish Islands is as follows: 
(1)  Postings.  Authority to move is as described in sub Paragraph d. 
(2)  Temporary Duty.  Authority for temporary duty travel is RAAC 1993.  The 
normal method of travel is civil air.  Travel to Benbecula requires prior staff 
clearance iaw JSP 760 / AGAIs Volume 1. 
(3)  Leave Travel.  The regulations for leave travel for Service personnel and 
their families are contained in the JSP 760 / Army Leave Manual 1976.  The 
normal method of travel is civil air to the nearest mainland civil airport and 
onward travel by surface means. 
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AIR FORCE DEPARTMENT AUTHORITY FOR MOVEMENT 
1.1.005.  Personnel on Posting.  The movement on posting of RAF Service personnel, 
civilians and their families is authorised as follows: 
Air Secretary’s Department, except for officers of the following branches 
Medical 
Deputy Surgeon General 
Officers 
Dental 
Director of Dental Services 
Chaplain 
Chaplain in Chief 
Aircrew 
Air Secretary’s Department 
Other Ranks 
Ground Personnel 
PMA, HQ AIR 
PMRAFNS 
Matron in Chief PMRAFNS 
UKBC 
The appropriate personnel management branch 
Accompanied Families 
Stn Cdr (Call Forward of Families) (CALLFAM) 
Unaccompanied Families 
Stn Cdr of overseas unit 
Appropriate civilian management sponsor branch through CALLFAM 
Families of UKBC 
system 
 
1.1.006.  Temporary Duty.  The movement of RAF Service personnel, AFD civilians and 
their families on temporary duty is authorised by individual budget holders. 
AUTHORITY TO CARRY NON-ENTITLED PASSENGERS IN HM SHIPS 
1.1.007.  In special circumstances and subject to prior approval of CinC Navy, or other 
authority exercising full command, non-entitled passengers may be granted passage in 
HM ships.  Financial authority must be sought from the appropriate budget holder. 
TRAVEL ON COMPASSIONATE LEAVE 
1.1.008.  The regulations governing travel on compassionate leave and compassionate 
travel for wives and young children are contained in JSP 751. 
AEROMEDICAL EVACUATION 
1.1.009.  If an entitled patient1 requires air transportation, the RAF Aeromedical 
Evacuation (AE) service must be used; AP3394 refers.  All patients entered into the AE 
system will be assigned a Priority, Classification and Dependency.  The UK Aeromedical 
Evacuation Control Centre can be contacted on Brize Norton ext 5300. 
VISITS TO THE VERY SERIOUSLY ILL (VSI) – THE DANGEROUSLY ILL 
FORWARDING OF RELATIVES (DILFOR) SCHEME 

1.1.010.  Visits to VSI.  DILFOR is the acronym used for the arrangements under which 
Service personnel (Regular or deployed Reservists) and their spouses or registered civil 
partners, who are VSI or SI abroad, may on medical recommendation, be visited by 
authorised persons at public expense when: 
                                                                                                                                                 
 
1 As defined by Surgeon General Policy letter (SGPL) 04 of 2005 (04/05) as someone requiring ongoing medical care. 
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a. 
The individual is likely to be still on the VSI / SI list when the visitor arrives. 
b. 
The possibility of evacuation of the casualty before the arrival of the visitor is 
remote. 
1.1.011.  Entitlement.  The entitlement will be authorised by the JCCC in accordance 
with the regulations as set out in JSP 751. 
1.1.012.  Rules.  The rules governing the DILFOR scheme are contained in current DINs 
in addition to: 
a. 
JSP 751 for Tri-Service application. 
b. 
MOD Civilian Transfer Manual Volume 2 for UKBC. 
GUIDANCE FOR THE PREFERRED MODE OF TRAVEL POLICY WITHIN UK 
1.1.013.  Method of Movement.  The method for the movement of passengers at public 
expense within UK is to be determined by the appropriate budget holder, who is 
responsible for ensuring that the movement is made in the most cost effective manner.  
General guidance is as follows: 
a. 
Duty.  For duty journeys, Service personnel may use privately owned motor 
vehicles in the circumstances permitted in Service regulations.  If the overall cost, 
including subsistence, is less than movement by rail, commercial air may be used for 
UK duty movement. 
b. 
Posting.  On posting from one duty station to another, and on retirement, 
discharge or transfer to the Reserve, subject to sub Paragraph c below, Service 
personnel may choose between rail transport, hire car, commercial flight and the use 
of a privately owned vehicle. 
c. 
Leave.  For leave journeys, Service personnel may choose between rail 
transport and any other method of transport consistent with current regulations. 
d. 
Residence to Place of Duty.  Service personnel may use the most convenient 
means for daily commuting between their residence and place of duty as permitted in 
Service regulations. 
e. 
Illness or Bereavement.  In the case of bereavement or illness, movement 
within UK and from overseas is to be the most convenient available at the time. 
f. 
Transfer UKBC.  The movement of UKBCs will always be by official means 
unless private arrangements have been authorised by the appropriate management 
authority. 
g. 
Families of Service Personnel.  Where appropriate, the provisions of sub 
paras a-f apply to the families of Service personnel. 
VALID OBJECTIONS TO FLYING BY FAMILIES - RULES FOR TRAVEL BY SURFACE 
MEANS 

1.1.014.  Explanation.  In certain circumstances, consideration can be given to valid 
objections to flying.  As a measure to limit the number of applications and to ensure the 
JSP 800 Volume 2 Part 1 Chapter 1 – Movement of Passengers - General 
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decision not to fly has not been taken lightly, a full explanation as to why air passage 
cannot be undertaken should be submitted to unit personnel staff.  Where appropriate, this 
should be supported by a medical certificate. 
1.1.015.  No Automatic Transfer.  The fact that one member of the family has been 
authorised to travel by surface means does not automatically confer the concession to 
other members of the family.  Each case is to be considered on its individual merits. 
1.1.016.  Surface Travel.  Where a Service person for medical reasons, is authorised to 
travel by surface means to and from an overseas station, and unless the Service medical 
authorities certify that he must be accompanied, his/her family are to travel by the normal 
air trooping route. 
1.1.017.  Air Movement.  Where Service personnel would normally be required to travel 
by air and their families were authorised to travel by the surface route, Service personnel 
could be permitted to accompany their family providing a medical certificate is made 
available to the Service medical authorities issued by the family doctor stating that the 
spouse is unfit to make the journey unaccompanied.  Other circumstances which merit 
exceptional consideration are to be referred to the appropriate HQ personnel staffs. 
REPATRIATION - OTHER THAN UK 
1.1.018.  Repatriation Other than UK.  If a repatriation passage from a station overseas 
to a place of domicile other than the UK is required, application to establish entitlement 
must be made to the appropriate personnel branch of the RN, Army or RAF through 
normal channels. 
1.1.019.  Entitlement.  Movements arrangements are not to be made until confirmation 
of entitlement has been received from the appropriate Service personnel branch or, for the 
Army, MCM Divs under the authority of RAAC. 
PRIVATELY ARRANGED PASSAGES 
1.1.020.  Official Travel.  Service personnel, UKBC and their families, when entitled to 
travel at public expense, are moved under official arrangements, unless prior approval has 
been obtained for a privately arranged passage. 
1.1.021.  Bids for Private Arranged Passage (PAP).  Despite the entitlement to an 
officially arranged passage at public expense, individuals who have been posted abroad, 
or who are returning to the UK at the end of their tour, may wish to make private travel 
arrangements for themselves and / or their families.  PAPs may be authorised for journeys 
undertaken via routes not otherwise recognised as the official method of travel.  The 
detailed regulations are contained in: 
a. 
Service personnel and their families: JSP 752 Chapter 4 Section 10. 
b. 
UKBC and their Families: MOD Civilian Travel Manual 
1.1.022.  Application for No Vacancy Certificates (NVC).  Individuals who wish to apply 
for a private passage for themselves or their immediate family assigned to locations 
served by RAF ATF must seek to obtain an NVC when they normally would have travelled 
by the official method on RAF ATF or MOD Charter / part-charter.  A NVC confirms 
authority or approval for a PAP and provides a fare quote. 
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1.1.023.  Application.  When a NVC is required, Units / Service personnel are to submit 
a letter of request to the appropriate issuing authority at least 6 weeks in advance of the 
planned PAP journey.  The NVC confirms that, on the date on which the passage would 
have begun under official arrangements and for one month thereafter, it is confidently 
expected that all seats on the Service-provided aircraft will be filled by entitled and fare 
paying passengers; the applicant is therefore eligible for a refund of their passage costs 
within the authorised limits.  If a NVC is not obtained, in advance of the journey, by those 
who would normally have travelled by RAF or by MOD chartered civil aircraft, no refund is 
permissible. 
1.1.024.  Issue of Certificate.  NVCs are issued by Relocation Services (Families 
Section) for passages from the UK or by the local Controlling Movements Authority for 
journeys originating from overseas.  The issuing officer must be prepared to justify the 
certificate if later called on to do so.  Once issued, the NVC is binding on both the 
applicant and the Service, regardless of any subsequent changes in availability.  The 
original NVC must be retained by the claimant to support their claim for PAP expenses and 
produced on request for audit purposes.  Unless a NVC is obtained in advance, no refund 
of air fares is permissible. 
1.1.025.  UKBC.  The ‘No Vacancy’ certificates rule does not apply to UKBCs who may 
make arrangements for private passages in accordance with current MOD civilian 
regulations. 
MISCELLANEOUS 
1.1.026.  Entitlement to Travel.  The entitlement of personnel to travel by air on service 
transport is detailed in Part 2 Chapter 3 of this volume. 
1.1.027.  Baggage Entitlements (General).  Although this volume deals with 
accompanied air baggage (Part 2 Chapter 7) and unaccompanied baggage (Part 6) the 
overall baggage entitlements are listed in the following publications: 
a. 
Servicemen and Families: 
(1) JSP 
752. 
(2)  ND - BR 8587. 
(3)  AD - RAAC. 
(4)  AFD - AP3392. 
b. 
UKBC and Families: 
(1)  MOD Civilian Travel Manual Vol 2. 
(2)  MOD Civilian Transfer Manual Vol 2. 
c. RFA: 
(1) BR 
875 
1.1.028.  Medical Requirements.  Information detailing medical requirements for 
overseas travel is contained in Part 2 Chapter 16 of this volume. 
JSP 800 Volume 2 Part 1 Chapter 1 – Movement of Passengers - General 
Third Edition dated January 2010 
26 

1.1.029.  Passport and Visa Regulations.  Information and guidance for overseas 
passport and visa regulations in contained in Part 2 Chapter 17 of this volume.  Further 
information for UKBC is available in MOD Civilian Transfer Manual Volume 2.  For 
overseas locations, guidance on passport and visa formalities should be obtained from the 
local Service authorities or British Consulate.
JSP 800 Volume 2 Part 1 Chapter 1 – Movement of Passengers - General 
Third Edition dated January 2010 
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PART 2 
 
CHAPTER 1 - PROVISION OF AIRLIFT 
2.1.001.  Policy.  Air transport is the normal method of movement for personnel to and 
from the UK and most stations overseas for units, individuals, service families and for 
MOD sponsored passengers.  Operational airlift for passengers is coordinated through 
PJHQ/Front Line Commands.  Bids for exercise and special airlift are to be submitted in 
accordance with the current 2008DIN03-018.  Administrative movements of personnel are 
conducted using either trooping flights or commercial flights.  Small exercise parties may 
be allowed to make use of trooping flights as detailed in Chapter 2. 
AIR TROOPING 
2.1.002.  Definition of Air Trooping.  The scheduled airlift, including charter and part 
charter schedules, which is provided by DSCOM, to support MOD personnel in overseas 
postings.  The amount of airlift provided is calculated based on the travel requirements of 
the overseas bases and routes will be funded accordingly.  Air trooping routes are 
managed by DSCOM. 
2.1.003.  Normal Trooping Services.  Aggregated bids for passenger movement by air 
from the UK and each overseas theatre, including Germany, are consolidated by Airlift 
Plans, DSCOM, who make the necessary arrangements to supply the airlift.  This may be 
provided under AFD arrangements either by HQ 2 Gp through the Airlift Allocation 
Committee [AAC] or by chartered civilian aircraft.  The trooping services currently provided 
between the UK and destinations are listed below. 
2.1.004.  Long Range (LR) Air Trooping Services.  LR air trooping services are operated 
between the UK and: 
Ascension Island 
 
 
Charter 
Cyprus 
    ATF 
Falkland Islands 
 
 
Charter 
Washington 
DC 
   Part 
Charter 
Nepal 
 
    Part 
Charter 
Brunei 
    Part 
Charter 
 
2.1.005.  Short Range (SR) Air Trooping Services.  SR air trooping services are 
operated between the UK and: 
Paderborn 
    Part 
Charter 
Hannover 
    Charter 
 
2.1.006.  Alternative Provision.  Exceptional traffic demands may necessitate the 
operation of flights on days other than those on which they normally operate, and the 
temporary suspension of the standard flight schedule.  In such cases additional flights are 
programmed, operated by ATF or civil charter aircraft. 
COMMERCIAL AIR PASSAGES 
2.1.007.  Use of Commercial Flights.  The booking of seats on commercial flights to 
destinations not served by air trooping services, or to which available service flights are 
not available at the time required, is permissible.  Passage is arranged by the appropriate 
JSP 800 Volume 2 Part 2 Chapter 1- Provision of Airlift 
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booking office, after financial approval has been obtained from the appropriate budget 
holder.  Full advantage is to be taken of any rebated fares, reduced fares or discounted 
fare offers (DFO) applicable to the journey authorised.  Further information on booking 
procedures and restrictions are outlined Chapters 2, 4 and 19 of this volume. 
2.1.008.  Authorisation of Commercial Air Passages.  Movement by scheduled 
services operated by commercial airlines is generally more expensive than movement by 
Service means.  Movement by commercial airline is not to be authorised except in the 
following circumstances and only with prior approval of the appropriate budget holder: 
a. 
No other suitable transport is available within the essential timescale. 
b. 
When the cost of conveyance by commercial airline is cheaper than authorised 
transport taking into account the cost of terminal land travel, the cost of transporting 
heavy baggage separately, and the cost of any travelling and subsistence allowances 
that would be admissible. 
2.1.009.  Authority for Use of Commercial Airlines Overseas.  Budget holders may, at 
their discretion, authorise movement by commercial airlines where no suitable surface 
transport exists and when no ATF or charter flight is available. 
AUTHORITY FOR USE OF COMMERCIAL AIRLINES WITHIN THE BRITISH ISLES 
2.1.010.  Value for Money.  Where it can be shown that air travel is more economical 
than rail travel, budget holders may authorise inland air travel on commercial routes in the 
UK.  A more expensive air option may be authorised with the agreement of the Budget 
Holder where there is a marked benefit to the service in terms of time saved weighed 
against additional costs.  However, before commercial air travel is authorised a 
comparison is to be made between the total costs of the air journey (including transit to 
and form airports, etc) and those of the surface route (including T&S, sleeper berths, etc.). 
2.1.011.  Formed Units.  The movement of formed units by commercial airlines within the 
British Isles is not to be arranged except on instructions of Airlift Plans, DSCOM. 
2.1.012.  Security for Commercial Air Passages.  As a security precaution, when a 
commercial air passage is booked, the Service booking agency is to request the 
commercial airline or agency to omit Service rank or other military detail from the air ticket 
CLASS OF TRAVEL 
2.1.013.  Classes.  When travel by commercial means is authorised, the nominal class of 
travel entitlement is as outlined in the following paragraphs. 
2.1.014.  Since nomenclature varies considerably between airlines, the three class levels 
will be referred to as Class 1, 2 and 3 within all MOD establishments.  These classes 
equate as follows: 
a. 
CLASS 1 – First. 
b. 
CLASS 2 – Business (Long Haul), Club (European travel), Premier Economy. 
c. 
CLASS 3 – Economy. 
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These are the most common terms and codes but the list is not exhaustive.  Flight 
bookings are to be the most economical available within the 1, 2 and 3 Bandings.  Within 
classes there may be a variety of types of tickets.  The most economical ticket should be 
booked through the appropriate booking office, compatible with the requirements of the 
official duty and the agreement of the Budget Holder. 
 
2.1.015.  Eligibility.  When movement is by commercial airline (as opposed to MOD 
charter or part-charter), the following entitlements based on flying time may apply: (Note: 
flying time is taken to be the total number of flying hours to the destination irrespective of 
the number of stages, unless the journey is broken by an overnight stop, in which case the 
total flying hours in one day shall dictate the class entitlement). 
Table 1: Eligibility by Rank Grade 
 
Eligibility by Rank Grade 
Class Structure of  4-Star Service Officers  2-Star Service Officers 
All Other Serving 
Flying Time 
Flight 
and above 
and Above 
Personnel and 
1/3 



2.5 hours or 
2/3 



less 
1/2/3 



1/3 



Over 2.5 
2/3 



hours 
1/2/3 



 
2.1.016.  Variations to Class of Travel.  Travel in a class lower than the normal 
entitlement should be with the mutual consent of the budget holder and the traveller, 
although the authority for travel remains with the budget holder.  The next higher class of 
travel may be permitted in the following circumstances: 
a. 
If travellers can demonstrate that strict application of the above entitlements 
would not result in a higher overall cost of a journey. 
b. 
Where flights are of 4 hours duration or longer, 1-Star Service officers (and 
equivalent civil service grades) may travel Class 1 when no Class 2 seat is available. 
c. 
Where an officer necessarily travels in company with another entitled to a 
higher class of travel in order to discuss or deal with official business. 
d. 
When an officer necessarily travels for official reasons in company with a 
person who is neither a UK civil servant nor an officer of the British Armed Forces 
who is travelling in a higher class. 
e. 
When the officer is head of a British Mission abroad or the senior HM 
Government officer serving in a representative capacity at a station abroad. 
2.1.017.  Families Travelling Commercial Air. 
a. 
In accordance with budgetary guidelines, families accompanying entitled 
personnel may be allocated the same class as that which the head of the family is 
eligible. 
b. 
Unaccompanied families are to travel in the most economical class available. 
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2.1.018.  Financial Authority.  Variations to the above regulations require prior financial 
authority from the Budget Holder. 
2.1.019.  School Children.  School children’s visits by civil air made under the terms of 
Chapter 9 will be undertaken by the most economical means within Class 3. 
JSP 800 Volume 2 Part 2 Chapter 1- Provision of Airlift 
Third Edition dated January 2010 
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PART 2 
 
CHAPTER 2 - JOINT SERVICE PROCEDURES AND DOCUMENTATION 
FOR ROUTINE AND EXERCISE PASSENGER MOVEMENT 
2.2.001.  General.  The objective of this chapter is to explain the procedure and 
documentation to be used for routine passenger movement from and to the UK, and within 
and between theatres abroad.  Where necessary, overseas commands should issue 
supplementary instructions to meet their own local needs. 
APPLICATIONS FOR TRAVEL 
2.2.002.  Introduction.  Applications for travel for the MOD Air Transport Force (ATF), 
charter, part charter and commercial air are processed as detailed below with the more 
comprehensive procedures for commercial travel detailed in Chapter 19: 
a. 
MOD Air Transport Force (ATF), charter and part charter flight bookings 
(including commercial sectors attached to these flights) are now made by MOD 
booking agencies using the electronic booking process outlined at paras 2.2.024 - 
2.2.030.  However, written applications can still be made.  Bookings for air travel may 
be made through an MOD booking centre or similar organisation such as a devolved 
MOD booking agency for duty travel worldwide by electronic means or by written 
application.  Bookings are to be submitted with a minimum of 20 days notice prior to 
the date of travel.  Exceptions will only be made for authorised short notice 
requirements.  The list of MOD Booking Agencies is at Annex A. 
b. 
Bookings for commercial air are to be made using the Defence Travel Electronic 
Booking Interface System (EBIS) and the associated travel service provider (TSP), 
currently Hogg Robinson Group (HRG).  Bookings can be made by the individual 
traveller or through local travel arrangers.  The use of EBIS to book commercial air is 
mandated by 2nd PUS.  Access to EBIS is via the Defence Intranet: 
http://defenceintranet.diiweb.r.mil.uk/DefenceIntranet/Admin/ArrangeTravel 
 
c. 
Alternative contact details for the TSP are as follows: 
Personal contact details of junior staff redacted under section 40 of the 
Freedom of Information Act
   
2.2.003.  Terminology.  In this chapter the following terminology applies: 
a. 
The ‘Applicant’ is not the passenger but is the individual representing the ship, 
unit, station or establishment that initiates the ‘Application for Air, Rail or Sea 
Passage.’ 
b. 
The ‘Sponsor’ is a parent HQ through which, where applicable, the application 
has to be processed and authorised before submission to the appropriate Booking 
Office. 
2.2.004.  Responsibilities.  Before submitting any application for a passage, the 
applicant or traveller is to be satisfied that: 
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a. 
The journey is being undertaken for valid reasons and by the most economical 
means available. 
b. 
The necessary approval has been obtained, including financial approval for 
temporary duty visits and / or travel by commercial means where applicable. 
c. 
Authority has been obtained for excess baggage where required (in accordance 
with Chapter 7): 
d. 
Action has been or will be taken to recover any costs due to be paid by the 
passenger(s), or the organisation responsible for the passenger(s). 
e. 
Visit Staff Clearances have been obtained from the Permanent Joint Operating 
Bases, Theatres of Operation and British Indian Ocean Territories.  The procedures 
on obtaining the required clearances are detailed in Annex B.  Visit Staff Clearance is 
also required for Brunei and Nepal, British Forces Germany (BFG), all visits to 
Washington (BDS(US)) and some other locations within the USA.  The procedures 
for obtaining the required clearances for BFG are detailed in Annex C. 
f. 
Responsibility for checking the propriety of bookings rests with budget 
managers/holders and not with the MOD booking agencies.  Budget holders must 
satisfy themselves that air travel is properly authorised and the most logical and 
economic route has been used.  Budget managers should carry out a random check 
of not less than 5% (by volume) of all air travel costs against their budgets. 
2.2.005.  All journeys other than family passages and schoolchildren’s visits.  
Applications are to be submitted by the establishment to which the passenger belongs at 
the time of application. 
2.2.006.  Family passages.  Applications must be submitted by the unit from which the 
head of the family is posted. 
2.2.007.  Schoolchildren’s visits.  See Chapter 9. 
2.2.008.  Bidding Applications.  Bids for Service and MOD Civilian passages by air from 
the UK to destinations overseas for parties of ten or more are to be forwarded by the 
respective MOD Booking Agencies to WO1 Airlift Plans, DSCOM, by email, letter, fax or 
signal.  Bids are to be with WO1 Airlift Plans not less than two months before the fifth of 
the month in which movement are required (e.g.  bids for travel during March must be 
received by 5th January).  As it may be necessary to co-ordinate spec airlift.  Bids are to 
include: 
a. 
The numbers to be moved. 
b. 
The destination. 
c. 
Ready to move date (RTM) and latest date for arrival (LTA) at the destination 
giving as wide a time bracket between RTM and LTA as possible. 
d. 
Other pertinent factors e.g.  equipment or excess baggage which may be 
required to accompany the party. 
e. 
Any special dietary and medical requirements (see Chapter 6 Paragraph 
2.6.034). 
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f. 
Movement Financial Authority (MFA). 
g. 
Army bookings should have a budget manager code. 
h. 
If booking for an unaccompanied minor, details of the escort (see Chapter 6 
Paragraph 2.6.036) 
EXERCISE PASSENGERS ON TROOPING FLIGHTS 
2.2.009.  Procedures.  The procedures set out below are to be followed when planning to 
move or booking exercise parties / personnel on trooping flights.  It does not apply to the 
bidding process for dedicated exercise aircraft, the procedures and authority for which 
remain unchanged.  Similarly, D Jt Cap SO2 Ex will determine exercise priorities as 
necessary.  Exercise sponsors should note that adherence to the guidelines below cannot 
guarantee seat availability.  When there is a clash between administrative and exercise 
seat requirements, SO2 Airlift Plans, DSCOM, will act as the sole arbiter.  Further 
guidance can be obtained from 2005DIN03-018. 
2.2.010.  Consolidation of Exercise Parties.  Where a single exercise sponsor books a 
number of separate personnel or exercise parties, even if an independent of each other, to 
the same flight, the booking procedure as detailed below is to be based on the cumulative 
total, i.e.  three groups of four passengers must be booked in accordance with Paragraph 
2.2.011. 
2.2.011.  Total Exercise Parties (1-29 Passengers).  Bids are to be submitted to the 
appropriate booking centre in accordance with current regulations.  Where the total 
number of exercise passengers from all exercise sponsors exceeds nine, Airlift Plans, 
DSCOM will decide the number of seats to be made available and allocate them, should 
the seat offer fall short of the exercise bids.  DSCOM will liaise with the respective booking 
centre who will then contact the bidding unit. 
2.2.012.  Total Exercise Parties of (30+ Passengers).  Bids for exercise parties of 30 or 
more passengers should be submitted in accordance with current regulations.  Only in 
exceptional circumstances will this rule be waived and exercise sponsors must contact 
Airlift Plans, DSCOM for advice before considering this option. 
2.2.013.  Submission of Exercise Bids.  Units should submit bids through their normal 
chain of command to their District/Command exercise sponsors as follows: 
Ser 
Service 
Exercise Sponsors 

RN 
Through CINCFLEET for attn SO2 N5 DEP (copied to WO Mov RMMCC) 

Army 
Through HQLAND for attn SO3 OTX 

RAF 
Through HQ AIR SNCO A4 Ops Ex 

SF 
Through HQDSF for attn SO2 Air Log 

PJHQ 
Through J7 for attn SO1 J7 (Ex) 
 
ELECTRONIC AND WRITTEN APPLICATION FORMS FOR ROUTINE TRAVEL 
2.2.014.  Description.  Electronic versions of the F/MOV/562 and F/MOV/564 are 
available online for download from the Defence Intranet.  (Search Library for F/MOV/562e 
and F/MOV/564e). 
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a. 
F/MOV/562 (ADP).  Application for all passages, except families moving from 
the UK and schoolchildren’s visits at sub-paras b and d below (see para 2.2.026). 
b. 
F/MOV/562 (SCV).  Application for schoolchildren’s visit passage.  (See Chap 
9). 
c. 
F/MOV/563.  For cancellation or amendment of an application for passage 
when more than 10 days notice can be given (see Paragraph 2.2.042 to 043). 
d. 
F/MOV/564 (ADP).  Application for family passage from the UK (see Paragraph 
2.2.027). 
e. 
E-booking will be made available on the MOD intranet - Visit: 
http://defenceintranet.diiweb.r.mil.uk/DefenceIntranet/Admin/ArrangeTravel/FindOutA
boutFamilyTravelOnPosting/  
f. 
BOOKSIG.  A standard format signal for urgent cases when less than ten days’ 
notice can be given.  BOOKSIG may also by used by HM Ships and RFAs at sea 
(see Annex H). 
g. 
BOOKAMEND.  A standard format signal to amend or cancel an application for 
movement at short notice (see Paragraph 2.2.042). 
2.2.015.  Forms Supply.  F/MOV562-564 inclusive may be demanded through normal 
channels by all authorities responsible for requesting passages. 
CATEGORY AND TRAVEL CODES 
2.2.016.  Passenger Category and Reason for Travel Codes.  All passenger booking 
procedures depend on these codes, which are shown in Tables 1 and 2 below: The codes 
are applicable to Movements Management Air Reservation System (MMARS) and manual 
procedures, and are in addition to the MFA codes. 
Table 1 – Category Codes. 
Civil Servant Passenger 
Code 
Military Passenger Category 
Category 
One-star officers and above, and captains RN with six years’ 

PUS, SCS Bands 1,2 & 3 
seniority. 
Captains RN with less than six years’ seniority, colonels and 

B2, B1 
group captains. 
Commanders and lieutenant commanders, lieutenant colonels 

C2, C1 
and majors, wing commanders and squadron leaders. 
A Other 
officers. 


Senior Non-Commissioned other ranks. 
E1 

Leading ratings, corporals and below. 
E2 
K Unaccompanied 
children. 
 
Suffix to be added to the appropriate category above when 

 
authority exists for first-class travel. 
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Table 2 - Reasons for Travel Codes 
Second element use 
First element 
Third element
only when applicable
 
 
Passenger 
Code 
Sponsor 
Code 
Code
group
 
Purpose of travel 
 
Exercise moves including recces, 
A Army  D 
Civilian 
family 

advance and rear parties 

Central Staffs 

Service family 

Indulgence (Includes Z Codes) 

DE&S 

Civilian 

Compassionate leave, priority ‘A’ 

RN 

VIP 

Compassionate leave, priority ‘B’ 

Other Authorities 
 
 

Other non-fare paying leave 

RAF 
 
 

Posting appointment/drafting or loan 
     

Medical 
evacuation 
 
  
 

Schoolchildren’s 
visits 
Temporary duty not covered by other 
 
  
 

categories 
 
  
 

Unit 
moves 
TA training moves including recces, 
 
  
 

advance and rear parties 
CFP prepayment including leave, for 
 
  
 

which a fare is paid in advance 
 
  
 

CFP 
repayment 
 
2.2.017.  Examples of use: 
 
 
 
 
 
 
 
Cat  Reason 
a. 
A general on temporary duty 
 
 
 
 
 

AVT 
b. 
A squadron leader on temporary duty  
 
 
 

RT 
c. 
An Army WO2 on posting   
 
 
 
 
 

AP 
d. 
A civilian HEO of MOD DE&S on temporary duty 
 

CMT 
Note: Certain passengers do not require a second code, as in examples b and c. 
 
MOVEMENTS FINANCIAL AUTHORITY 
2.2.018.  Introduction.  All applications for air travel must be supported by a Movement 
Financial Authority (MFA).  This consists of a series of codes: the Type of Travel Code, 
Service Code, Purpose of Travel Code, Unit Identification Number (UIN), Authority Serial 
Number and Number of Passengers Code.  It is designed to provide a standard form of 
authorisation and serves 2 main purposes.  Firstly, it provides an audit trial through the 
authorising officer to the traveller thus avoiding the need for cumbersome validation of 
authorisation.  Secondly, an MFA is constructed in such a way that it enables regular 
statistical and budgetary reports to be produced for managers and budget holders.  
Therefore, the use of the correct MFA is mandatory for all forms of booking; no other 
authority will be accepted by MOD booking agencies.  When a booking is amended 
requiring the issue of new tickets, the sponsor or unit is to quote the MFA to authorise the 
change.  However if only the date of travel is altered, then the existing tickets should be 
revalidated - new tickets need not be issued.  The F/MOV/562 or 564 highlighting the 
amendment required only or the BOOKAMEND signal format should be used for this 
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purpose.  Annexes D to G give details of the codes to be used and the BOOKAMEND 
format found at Annex H. 
2.2.019.  MFA Code Structure.  The MFA is broken down as follows: 
a. 
Type of Travel Code (TOT).  The Type of Travel code is a single letter used to 
define the type of booking being made.  It is important to ensure the correct code is 
quoted to prevent the flight booking being at variance with the authorised journey.  A 
full explanation of the codes used may be found at Annex D, including those used for 
mixed commercial and RAF MOD Charter itineraries.  A MFA showing the TOT ‘C’ 
(for charter) cannot be taken as an authority for a civil air passage (where an ‘I’ or ‘D’ 
code should be used).  Example: An internal UK flight, using civil airline, would carry 
the code ‘D’.  Internal flights in all other countries are classified ‘I’. 
b. 
Service Code (SVC).  A single alpha or numeric character, this designates the 
parent service of the traveller, a list of these codes is at Annex E.  Example: A 
booking for RAF personnel would show the code ‘9’.  It should be noted that: 
(1)  Service personnel serving with Defence Equipment and Support are to use 
the appropriate DE&S Service Code. 
(2)  Personnel serving with a unit of a different service (e.g.  RAF with an Army 
unit) when travelling at the direction of that unit should use the service code 
attributable to that unit (i.e.  In the example, the Army service code should be 
used).  For travel related to conditions of service their own parent service code 
should be used. 
c. 
Purpose of Travel Code (POT).  The POT code is a two digit number 
identifying the reason for the journey.  A list of POT codes is provided at Annex F, 
and are applicable to air (and rail) travel.  Codes 71 to 78 apply to families of all 
personnel, military or civilian.  Example: POT code ‘01’ would be used for Postings - 
Arms Plot/Unit Move/Crew Changes. 
d. 
Unit Identity Number (UIN).  This is the standard six character alpha numeric 
UIN of the traveller’s parent unit. 
e. 
Serial Number (SER).  This is a three digit number which refers to the authority 
for travel.  The serial number will relate to the UIN used and will follow a strict 
numerical sequence.  It is essential, for audit purposes, that approving officers 
maintain full records against each MFA serial number.  In addition to the MFA itself, 
these records are to include a copy of the relevant authority to travel (under single 
service or other existing arrangements) together with the justification submitted by 
the traveller in order to obtain this authority.  The format of these records is a matter 
for individual budget holders.  When a numerical sequence reaches 999 it will be 
necessary to return to serial 001.  Units are instructed to avoid the practice of 
commencing each month with a Serial 001 since this hinders identification of 
individual journeys.  Example: A Unit’s third authorisation in a given sequence would 
carry the serial ‘003’. 
f. 
Number of Passengers.  This shows the total number of passengers covered 
by the authority.  It is a two digit number which restricts the number of people each 
warrant or application can cover to 99.  Bookings for 100 or more passengers will 
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require two separate booking forms and two distinct MFAs.  Example Six people 
travelling under one authority will be shown as ‘06’. 
2.2.020.  Departure Points.  This is a three letter code which identifies the airport at 
which the air journey is to commence.  The code to be used is the internationally 
recognised IATA City / Airport Code (e.g.  This code is used on baggage labels).  A list of 
airports in common use and their codes is shown at Annex G.  The three letter codes for 
other destinations are to be obtained from booking agencies. 
2.2.021.  Hospital Patients.  For those individuals on unit strength sent to hospital, the 
Unit UIN should be used in the construction of the MFA.  The Unit travel budget will bear 
the cost.  Those patients in hospital who are Y-listed are transferred to the held strength of 
the appropriate authority.  Any subsequent movement of these Y-listed patients is 
attributable to posting authority and the MFA must be obtained from them. 
2.2.022.  MFA Booking Procedures.  Instructions for booking agencies and airheads: 
a. 
Authorisation.  The MFA identifies each application for air travel by a unique 
code.  Provided applications for air travel include properly constructed and authorised 
MFA details, booking centres are not required to carry out further checks. 
b. 
Indulgence Travel.  The MFA is to consist of the UIN of the relevant booking 
centre, or airhead, coupled with the POT code 28 or 71.  Code 28 is to be used for 
individual movement or family movement when the applicant is accompanying the 
family.  Where the family are unaccompanied, code 71 is to be used. 
c. 
Compassionate Travel.  Compassionate leave travel, by its nature, may 
require exceptional arrangements to ensure the prompt return to the United Kingdom 
of a Serviceman or dependant.  It is essential that accurate MFA details are included 
in all documentation to ensure that all Movements agencies are aware of the relevant 
travel authorisation and that on-move and return flight arrangements may be 
completed with minimum inconvenience to the individual being moved.  It is 
acknowledged that circumstances will sometimes prevent originating units completing 
return flight arrangements, or that the rate or method of travel may not be known 
precisely.  In some cases it will be necessary for the individual to initiate a bid for 
return movement to his / her unit and the DPRC is the essential point of contact in 
such situations. 
d. 
Overseas units, including HM ships, arranging compassionate leave travel are 
to comply with the following procedures: 
(1)  At Locations Equipped with MMARS.  In addition to booking a passage 
for travel to the UK, the overseas booking agency is to insert a holding segment 
(YYO) in the Passenger Name Record (PNR) raised for the outbound journey.  
The date assigned to this segment is to be the first day of the third month 
following the month of movement.  If no PNR is raised for the outbound journey, 
e.g. when a passenger travels by civil air, the booking agency is to create a 
PNR using only the holding segment as detailed above.  Use of this convention 
enables DPRC / DSCOM Compassionate Cell Andover to subsequently recall 
the PNR from the passenger’s name and month of movement.  Flight bookings 
can then be completed without involving protracted correspondence with the 
overseas theatre. 
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(2)  At Locations without Access to MMARS.  Where flight bookings are 
created manually, the originating unit (e.g.  HM Ship, Unit on overseas 
Operation/exercise, etc) is to ensure that the signal message notifying the 
relevant MOD sponsor branch is copied to DPRC/DSCOM Compassionate Cell 
Andover (SIC: QFA).  The signal is to specify MFA details applicable to the 
individual’s return journey. 
(3)  Action by DPRC.  Where full MFA information has been provided, DPRC 
may book the return flight whenever this is requested.  The individual’s parent 
unit is to be notified of the planned movement.  If MFA details are not available, 
DPRC is to instruct the individual to contact the appropriate MOD sponsor 
branch. 
MOVEMENTS AUTHORITY FOR EXERCISE TRAVEL 
2.2.023.  Defence Exercise Plan.  All units requesting airlift for exercises are to ensure 
that the specified exercise is included on the Defence Exercise Plan (DXP).  Copies of the 
DXP are available from the N3/G3/A3/J3 staff in respective exercise sponsor formation.  
Bids for airlift are to be within the terms of the DXP entry. 
COMPLETION OF ELECTRONIC AND WRITTEN APPLICATIONS 
2.2.024.  Electronic and Written Applications.  Written applications are to be completed 
as early as possible after the travel requirement has been confirmed; e.g., for appointment 
/ posting or temporary duty visit.  Electronic forms by email should be used where 
available.  Details are available from the respective movement/travel centres.  Applications 
are to be raised as follows: 
a. 
F/MOV/562e (or F/MOV/562(ADP) for manual) for all passages except families 
and schoolchildren’s visits.  This form is to be used for single, return and broken 
journeys, and for group and party travel.  (See Annex I for details on completion of 
the form).  The form is also to be used for concession fare-paying passages, 
including family passages, to/from the UK. 
b. 
On F/MOV/562(SCV) for visits to parents by schoolchildren of service personnel 
serving abroad (see Chapter 9). 
c. 
On F/MOV/564e (or F/MOV/564(ADP) for manual) for families going overseas 
to/from the UK at public expense to reside at the head of family’s place of duty.  (See 
Annex I for details on completion of the form). 
2.2.025.  Urgent Requirements.  When application for a passage is required and either 
cannot be made more than ten days in advance of ready-to-move date and a written 
application is necessary or within 48 hours of ready-to-move date when electronic 
application is available, the applicant should either use the telephone booking procedure 
(Paragraph 2.2.031 to 2.2.037 refers) or alternatively, a BOOKSIG may be sent to the 
appropriate booking agency.  BOOKSIG applications are not to be made for family 
passages, schoolchildren’s visits or indulgence travel.  An example of the BOOKSIG 
format can be found at Annex H. 
2.2.026.  Guidance for the Completion of F/MOV/562.  To assist staff in completing the 
application form, details on the individual data blocks required to be completed can be 
found at Annex I.  An application should be completed in BLOCK CAPITALS.  There is no 
requirement for a covering letter for either electronic or written applications. 
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2.2.027.  Guidance for the Completion of F/MOV/564.  This form is to be used for 
families travelling from the UK to reside overseas (including NWE) with the ‘Head of 
Family’ and, unless the service person is already residing in post, it is also to be 
accompanied by a form F/MOV/562.  The F/MOV/564 must still be submitted even if the 
family is travelling by privately arranged passage.  Forms are to be submitted to 
Relocation Services (Families) as soon as the assignment order has been issued whereby 
the Family Documentation Pack will be sent to the family for completion.  Documentation 
within the pack must be completed and request for family accommodation overseas 
submitted to the receiving unit or command, using the form and method required in single 
service instructions, before flight confirmation can be made.  Detailed instructions on 
completion of the F/MOV/564 are given at Annex I. 
2.2.028.  Relocation Services (Families Section).  Will arrange to move the family, 
normally within 14 days of the date the documentation process is complete and availability 
of accommodation has been confirmed, whichever is the later.  Certain destinations are 
served by infrequent flights; in these cases the family may expect to move within 21 days.  
The span of movement for each family starts from the date Relocation Services (Families 
Section) completes the documentation process, i.e; receipt of F/MOV/564(ADP) (from 
Head of Family’s losing unit), Willingness to Reside & Travel Certificate, Medical clearance 
(if required), passport(s) (for checking and issue of status stamp, visas etc,) and 
confirmation of accommodation availability (CALL-FAM from the Overseas Theatres).  
Movement of a family within the appropriate span can only be achieved if all procedures 
and documentation are completed promptly by the losing unit, gaining unit and family as 
appropriate. 
2.2.029.  Group and Party Travel.  All applications for passages in respect of 
groups/parties of 10 or more passengers intending, to travel to overseas locations, are to 
be processed through the respective movements / travel centres to DSCOM, WO1 Airlift 
Plans.  This procedure applies to all journeys whether or not the destination is normally 
served by ATF or chartered trooping flights.  Even if a budget holder has a particular 
reason for wanting to use civil air, bids are to be submitted to DSCOM through the 
movement / travel centres for screening by DSCOM, to allow the provision of an ATF 
special task to be considered.  Applications by letter or signal (use SIC “QFA”), should 
reach MOD not less than 2 months before the 1st of the month in which movement is 
required: for example, bids for travel in March should be with the Secretary by 1 January.  
Units should ensure that bids are submitted through their movement / travel offices prior to 
this ‘cut off’ time.  Late applications will be accepted for screening, however, since 
applications for group or party travel does not require passenger names and details 
submissions should not be delayed until this information is available. 
2.2.030.  Group and Party Travel by Commercial Air.  Group Travel by commercial air 
must be booked through Defence Travel.  However, this cannot be processed via EBIS but 
via the off-line TSP (HRG).  See the Defence Travel website for contact details. 
PROCEDURES FOR TELEPHONE BOOKINGS 
2.2.031.  Introduction.  Applications should be made by electronic or written means in 
the first instance, however, it is possible to make flight bookings through MOD booking 
agencies by telephone for urgent requirements (see Paragraph 2.2.025). 
2.2.032.  Customer Responsibility.  In order to gain the most benefit from the telephone 
service, minimise call handling time and ensure financial propriety, units and 
establishments should implement the following arrangements: 
JSP 800 Volume 2 Part 2 Chapter 2 - Joint Service Procedures and Documentation for Routine and Exercise Passenger Movement 
Third Edition dated January 2010 
40 

a. 
Nominate staff / sections (e.g.  Travel Control) to make telephone bookings on 
behalf of the unit or establishment. 
b. 
Ensure appropriate staff chosen to make the bookings, have access both to 
valid UINs and the full details of MFA, including the unique booking serial number 
(the MOD booking agency will not assist with the compilation of the MFA or the UIN).  
Where details are not known or validated, the reservation staff are not permitted to 
accept the booking or to make provisional bookings. 
c. 
Maintain auditable local records of all bookings including flight details and the 
Booking Reference advised by the MOD booking agency after each booking. 
d. 
Ascertain with the person travelling and budget manager before phoning the 
MOD booking agency all essential parameters for travel including class of travel and 
baggage allowances. 
e. 
Do not follow up telephone bookings with hard copy applications so as to avoid 
duplicate bookings. 
2.2.033.  Exception to Telephone Procedures.  The following types of flight bookings 
are not to be made by phone but are to be submitted, as appropriate, using F/Mov/562, 
F/Mov/564 or BOOKSIGs and submitted as follows: 
a. 
Concession Fare Paying (CFP).  Applications are to be submitted using the 
F/MOV/562 to the repayment desk at DPRC accompanied by appropriate 
authorisation. 
b. 
Concession Non-Fare Paying (CNFP).  Applications are to be submitted using 
the F/MOV/562 to the respective destination movement/travel booking centre 
accompanied by the appropriate authorisation (e.g.  Sports Board or SCM SO2 Air 
Passenger Policy approval). 
c. 
Group Bookings.  Applications for bookings of 10 or more passengers for ATF 
and charter flights should be submitted to the respective movement/travel booking 
centre.  The booking is to be forwarded to WO1 Airlift Plans, DSCOM (see Paragraph 
2.2.029). 
d. 
Family Travel.  Applications are to be submitted using the F/MOV/564 to the 
respective movement/travel booking centre.  The booking is to be forwarded to the 
Relocation Services (Families Section). 
e. 
Indulgence Travel.  In accordance with Chapter 8, applications on 
F/MOV/2768 IND to the destination movement/travel booking centre Indulgence 
Section for both outbound and return journeys. 
2.2.034.  Telephone Booking Procedure.  Before making the booking, the Reservation 
Agent will ask the caller for a valid Movements Financial Authority (MFA) for each 
passenger travelling.  In the case of Army units, the caller must also quote the unit’s 
Budget Manager’s Code (BMC).  The Reservation Agent will then proceed with the 
booking.  If the caller does not have a valid MFA, the Reservation Agent is not permitted to 
make the booking and is not to assume or suggest MFA details or initiate a provisional 
booking.  To ascertain whether seats / flights are available the Reservation Agent will ask 
the caller for: 
JSP 800 Volume 2 Part 2 Chapter 2 - Joint Service Procedures and Documentation for Routine and Exercise Passenger Movement 
Third Edition dated January 2010 
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a. 
Date.  The Ready to Move (RTM) and Latest to Arrive (LTA) dates where 
necessary, or the preferred date/time of travel and number of passengers. 
b. 
Destination.  The first and additional journey segments if required. 
c. 
Passenger.  Details will be required for each passenger travelling under the 
booking.  Where applicable, it should be stated whether the passenger is a child or 
infant, including details of gender and age.  The following information will also be 
required: 
(1)  Name.  Surname (if necessary, spelt phonetically); Forename; Rank/ 
Grade (including military rank where appropriate), Title and Gender.  Ranks will 
not be quoted on commercial bookings or shown on commercial tickets. 
(2)  Category of Passenger. 
(3)  Reason for travel Code. 
d. 
Contacts.  The Reservation Agent will also ask for any further contact details 
as necessary.  These allow the MOD Booking Office to contact the unit with any 
subsequent queries, travel instructions and tickets: 
(1)  Sponsor details and telephone number. 
(2)  Address for travel instructions and tickets. 
(3)  Destination address of receiving unit (including RTM and LTA dates).  This 
information is required for RR bookings only. 
(4)  The Reservation Agent will confirm the name and telephone number of the 
person making the booking. 
2.2.035.  Finalisation and Reference.  The Reservation Agent will: 
a. 
Record all the above data, agree the itinerary and advise the fare. 
b. 
Read back all details to the caller to ensure accuracy and acceptance. 
c. 
Advise the Booking Reference which must be used for all subsequent queries, 
changes and cancellations 
2.2.036.  Passenger Information Tickets.  Passenger Information Tickets (PIT) will be 
despatched to either the email address or to the address notified by the applicant.  Where 
necessary, additional documentation will be included with the PITs, covering details such 
as authorised excess baggage allowances. 
2.2.037.  Travel Facts.  Travel Facts provide supplementary information and/or assist 
with making special travel arrangements.  Details are actioned by the Reservation Agent 
or advised to the RAF or civil airports for action.  These should include overseas Staff 
Clearance Serial Numbers where necessary (See Annexes B and C), smoking/no smoking 
seats, special meals, courier, VIP, infant, group travel details, etc. 
2.2.038.  Submission of Applications.  All applications are to be submitted as follows: 
a. 
UK Establishments: 
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Third Edition dated January 2010 
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Personal contact details of junior staff redacted under section 40 of the 
Freedom of Information Act 

 
b. 
Establishments Outside the UK.  To the appropriate booking centre in 
accordance with local instructions. 
c. 
HM Ships and RFAs at Sea.  To the Ship / Shore UPO (FLEET) in the first 
instance or overseas Service authority in the country from whence the journey is to 
start. 
SPECIAL REQUIREMENTS - RN AND RM 
2.2.039.  RN and RM personnel travelling from UK to join HM ships abroad.  The 
Ship/Shore UPO via DPRC will route RN and RM personnel required to join HM ships 
abroad within their RTM and LTA dates to destinations served by RAF or MOD charter 
flights wherever possible.  When this cannot be done, personnel will be sent by 
commercial means.  The booking centre will signal the ship if joining instructions require 
clarification. 
2.2.040.  Destination Advise Procedure (DESTADVIS).  This procedure has been 
superseded by EBIS, and should the commanding officer of one of HM ships consider that 
it is essential for a member of the ship’s company to travel to a specific destination abroad 
to join the ship, EBIS should be used.  DTMO Visa Section can advise when necessary in 
regard to visa or entry requirements. 
2.2.041.  Special reception arrangements.  If the commanding officer of one of HM ships 
considers that special reception arrangements are required at a destination airfield, he 
should make appropriate arrangements with the local Service, Inchcape (FLEET 
designated contractor) or diplomatic authorities; a request to the latter should only be 
made when essential. 
CANCELLATION OR AMENDMENT OF APPLICATIONS 
2.2.042.  Urgent.  When cancellation or amendment has to be made at short notice, 
namely ten days or less before the passenger’s original RTM date, telephone, email or 
signal in the BOOKAMEND format to the appropriate booking centre, with a copy to 
DPRC/Relocation Services (Families Section) as appropriate, if they originally booked the 
flight.  For a BOOKAMEND format see Annex H. 
2.2.043.  Normal.  Notification of cancellation or amendment of an application, when such 
notice can be given more than ten days in advance of RTM date, is to be made by means 
of F/MOV/562 or F/MOV/564 with a covering note identifying the amendment required. 
CALL FORWARD PROCEDURES FOR ROUTINE MOVEMENT 
2.2.044.  Within UK.  Movement instructions will be issued by the DPRC/Relocation 
Services or the movement/travel office whenever practicable 3 weeks before the date of 
departure, or immediately following receipt of the application should this be less than 3 
weeks before departure.  In the case of applications made by EBIS or TPS (HRG) all 
tickets will be e-tickets.  If it is not possible to issue normal movement instructions by three 
working days before departure, instructions will be given to passengers by telephone or 
signal and the ticket will usually be made available for collection at the departure 
airfield/port. 
JSP 800 Volume 2 Part 2 Chapter 2 - Joint Service Procedures and Documentation for Routine and Exercise Passenger Movement 
Third Edition dated January 2010 
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2.2.045.  Outside UK.  MOD booking centres overseas should model their procedures on 
the UK arrangements given above and modified as necessary to meet local requirements. 
UNUSED CIVIL AIR TICKETS 
2.2.046.  The relevant travel cell should be informed at the earliest opportunity if booked 
flights are no longer required.  All unused paper tickets are to be returned immediately to 
the appropriate budget holder so the appropriate action can be undertaken. 
USE OF INFANT SEATS ON MOD AIR TROOPING FLIGHTS 
2.2.047.  Children and infants are to be secured in their seats at take-off, landing and at 
any other times during the flight when the aircraft captain deems it necessary.  Infants 
accompanying personnel travelling on RAF Tri-Star or VC10 scheduled air trooping flights, 
or the South Atlantic Air Bridge when under civil charter will travel in either a Service 
supplied child restraint system or passenger supplied car type safety seat.  The following 
conditions apply: 
a. 
All passengers of 3 years of age or more are to be secured in their seats by 
safety belts. 
b. 
All passengers under the age of 3 years but not less than 2 years are to be 
secured in their seats by safety belts, or secured in a car type safety seat, or in a 
Service supplied child restraint device. 
c. 
All passengers under the age of 2 years are to be secured in a car type safety 
seat or a Service supplied child restraint device.  Exceptionally, if no suitable safety 
seat is available, an infant under the age of 2 yrs is to be held in the parent’s lap.  
Whether travelling by RAF AT or MOD civil charter, a passenger supplied car type 
safety seat is to meet the following conditions and in addition booking agencies are to 
follow the guidance at sub paragraphs d and e: 
(1)  An approved car type safety seat is one consisting of a shaped seat in 
which the child is restrained and which rests on a passenger seat secured only 
by the passenger seat lap straps via the framework.  The seat is to have a well 
defined shell and, where there is a separate shell and under structure they are 
to be securely attached to each other.  The seat is to have a single release type 
harness which at least secures the child’s lap, torso and shoulders. 
(2)  A safety seat is to be of such a design that a child can easily and quickly 
be secured in or removed from the seat.  The single release device for the 
harness of a safety seat is to be of such a design as to prevent unreasonably 
easy release by the child occupying the safety seat. 
(3)  Car seats presented for cabin fitment are to be in good order and parents 
are to carry the car seat operating instructions with them on the flight. 
d. 
Air Passage Booking forms are to be annotated with the words “In-flight Child 
Seat required” or “Infant in car seat” where appropriate. 
e. 
Booking agencies are to annotate the passenger booking OSI field to the effect 
“Infant in car seat”. 
JSP 800 Volume 2 Part 2 Chapter 2 - Joint Service Procedures and Documentation for Routine and Exercise Passenger Movement 
Third Edition dated January 2010 
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f. 
For MOD civil charter flights, infants are to be secured in a passenger provided 
car type safety seat, which is to be secured to the aircraft seat.  If the seat does not 
meet the requirements of the airline, then for take–off and landing, the infant is to be 
seated in accordance with the airline’s regulations. 
NO SHOW AND FAIL TO REPORT PROCEDURES 
2.2.048.  Airhead Action in Respect of Fail to Report (NOSHO/FTR) Passengers.  
Where passengers fail to report for flights, prompt action must be taken to notify the 
relevant booking centre.  The booking centre can then investigate the reasons and take 
appropriate action.  Follow up action will vary depending whether the departure airfield is 
equipped with Flight Departure Control System (FDCS) or is using the basic MMARS 
reservations system. 
a. 
FDCS handled flights: 
b. 
The controlling departure airfield must ensure that before the reservations hand 
back is transmitted; all NOSHO passengers are identified with a remark giving the 
reason for non-enplanement. 
c. 
Once the flight has departed the controlling departure airfield is to retrieve all 
relevant PNRs from reservations and ensure that all multi-name PNRs are correctly 
divided out, the appropriate segment cancelled and reasons for NOSHO / FTR 
inserted.  Once all NOSHO PNRs are actioned, they are to be placed on Q/48 of the 
originating booking office. 
d. 
Non-FDCS handled flights: 
e. 
At shut-out, the controlling departure airfield is to call up the relevant PNR, 
cancel the appropriate segment and enter a remark giving the reasons for non-
enplanement.  The PNR is then to be placed on Q/48 of the originating booking 
office.  On no account are personnel to cancel any other segments on the PNR 
unless confirmation is made that they are no longer required. 
2.2.049.  Booking Office Action in Respect of Fail to Report Passengers.  Booking 
offices are to report FTR details which are placed on their Q/48 to the appropriate 
despatching unit.  Any further segments within the PNR are to be cancelled. 
2.2.050.  Charges for Lost Tickets.  If a paper ticket has been issued to an individual it 
is that person’s responsibility to safeguard it.  Like any other piece of MOD property issued 
to an individual, if it is subsequently lost, then it is the individual who is responsible to pay 
for the replacement, not the MOD. 
PASSENGER FLIGHT BOOKINGS 
2.2.051.  Special Dietary Requirements.  Personnel are responsible for ensuring that 
accurate information is provided to Travel Cells and Booking Offices regarding special 
dietary requirements ie. Vegetarian or gluten-free special meals, and to include information 
that might be useful to the crew i.e. allergies to nuts etc.  Travel Clerks and Booking Office 
personnel making flight reservations, are to ensure that the booking is annotated 
accordingly.  They are to ensure that such requirements are included on the PNR as a 
GENFAX special remark, which will allow the information to be available to handling staffs 
and crew for both military and MOD charters. 
JSP 800 Volume 2 Part 2 Chapter 2 - Joint Service Procedures and Documentation for Routine and Exercise Passenger Movement 
Third Edition dated January 2010 
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2.2.052.  Special Medical Requirements.  Personnel are responsible for ensuring that 
accurate information is provided to Travel Cells and Booking Offices regarding special 
medical requirements i.e. dates of confinement, casts etc.  Medical requirements are to be 
categorised by the AECCC.  Travel Clerks and Booking Office personnel making flight 
reservations are to ensure that the booking is annotated accordingly.  They are to ensure 
that such requirements are included on the PNR as a GENFAX special remark, which will 
allow the information to be available to Aeromed staffs, handling staffs and crew for both 
military and MOD charters. 
2.2.053.  Air Movements Staff.  Air Movements staff at the airheads are to check 
passenger lists for any special dietary and medical requirement remarks and notify flight 
catering, Aeromed and or crews as appropriate.
JSP 800 Volume 2 Part 2 Chapter 2 - Joint Service Procedures and Documentation for Routine and Exercise Passenger Movement 
Third Edition dated January 2010 
46 

 
ANNEX A TO PART 2 CHAPTER 2 
 
LIST OF MOD BOOKING AGENCIES
  
Personal contact details of junior staff redacted under section 40 of the Freedom of 
Information Act 

JSP 800 Volume 2 Part 2 Chapter 2 Annex A - List of MOD Booking Agencies 
Third Edition dated January 2010 
47 

 
ANNEX B TO PART 2 CHAPTER 2 
 
VISIT STAFF CLEARANCES FOR PERMANENT JOINT OPERATING BASES (PJOB) 

Aim 
1. 
 PJHQ assumed Operational Command (OPCOM) of the PJOBs, Cyprus, the South 
Atlantic Islands, Gibraltar and Diego Garcia, on its inception in 1996.  The aim of this 
Annex is to provide guidance on the process of staffing visits by individuals and parties 
travelling to any of the PJOBs on temporary duty. 
Administration 
2. 
 The PJOBS are administered through PJHQ J5.  All queries should in the first 
instance be directed to J5 through PJHQ J5 Plans SO2 A. 
Visitors Other than One Star and Above 
3. 
 Temporary duty visits by other than One Star and above (or civilian equivalent 
(Grade 5)) require sponsorship by the appropriate PJOB HQ or by a unit permanently 
based in the PJOB.  Potential visitors should contact the appropriate PJOB HQ or unit to 
be visited to request staff clearance to visit.  The sponsor branch or unit concerned will 
consider the request and where appropriate seek approval of the BLB Holder and apply to 
the PJOB HQ for staff clearance.  If the visit is approved, a staff clearance number will be 
allocated to the visit which must be annotated as an APFAX within the PNR.  It is then the 
sponsor’s responsibility to advise the visitor whether the request is approved or not.  If the 
visit is approved, the sponsor should also pass on the staff clearance number to be used 
as the authority to apply for air passage.  It must be noted that flight bookings will not be 
confirmed without the staff clearance (in the form of a serial number) from the appropriate 
theatre HQ. 
4. 
 Requests for visits to the PJOB from the UK and from areas abroad to the PJOB are 
to be scrutinised to ensure that: 
a. 
Only those visits that are essential are forwarded to the PJOB HQ for approval. 
b. 
The duration of and the composition of the group for the visit are the minimum 
required for the task. 
c. 
Local representatives or an exchange of correspondence could not achieve the 
purpose of the visit. 
d. 
One visit could be used to cover other subjects, thus avoiding additional visits. 
e. 
Maximum notice is given of visit requirements. 
f. 
Exercises subject to an SLA receive only one visitor (VIP or non VIP). 
g. 
A sponsor UIN for the home unit is authorised to cover any identifiable costs 
(accn, car hire, etc). 
Exemptions 
5. 
 These instructions do not apply to the following categories of personnel: 
JSP 800 Volume 2 Part 2 Chapter 2 Annex B - Visit Staff Clearances for Permanent Joint Operating Bases (PJOB) 
Third Edition dated January 2010 
48 

 
a. 
Crew members and supernumerary crew members of RAFATF aircraft 
undertaking training or courier flights. 
b. 
Personnel performing courier duties who travel on an RAFATF and charter 
scheduled trooping service. 
c. 
Ground Crews travelling in RAFATF aircraft for the purpose of maintaining an 
operation. 
PJOB Points of Contact 
Personal contact details of junior staff redacted under section 40 of the Freedom of 
Information Act 
 
Senior Visitors (One Star and Above) 
6. 
 In order that visits by senior officers are properly staffed, all such visits are to be co-
ordinated through PJHQ J5 and a separate DIN is available detailing the most up to date 
instructions.  Organisers of visits by One Star officers and above should inform PJHQ of 
their intention to visit prior to contacting the PJOB, preferably more than 6 weeks in 
advance of the visit, although it is understood that, exceptionally, such a notice period may 
not be feasible.  Applications for visits by senior officers are to be submitted to PJHQ J5 
Plans SO2 A using the aforementioned DIN.
JSP 800 Volume 2 Part 2 Chapter 2 Annex B - Visit Staff Clearances for Permanent Joint Operating Bases (PJOB) 
Third Edition dated January 2010 
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APPLICATION TO VISIT A PJOB ON TEMPORARY DUTY (ONE STAR AND ABOVE 
SERVICE AND CIVILIAN OFFICERS) 

Return to: Personal contact details of junior staff redacted under section 40 of the 
Freedom of Information Act 
 
 
Applicants Name, Initials and Post Nominal:  
 
 
 
 
 
 
 
 
 
Rank/Grade:    
 
 
 
 Appointment: 
 
       
 
Aim of Visit:  
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
Nominated PJOB Sponsor/BLB Holder:  
 
 
 
 
 
 
 
 
 
 
 
 
Time Date 
RAF Trooper* 
ETA and Method of Travel 
 
 
Civ Air 
VIP Aircraft 
ETD and Method of Travel 
 
 
*RAFT AT for Cyprus and SAI; Civair for Gibraltar; Civair then transfer via US AMC from Bahrain or 
Singapore for BIOT. 
 
 
 
 
 
 
 
Proposed Itinerary:    
 
           
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
Accommodation required:              
 
 
The visit costs are attributable for the following: 
 
Unit UIN: 
 
 
 
 
 
 
 
 
Budget 
Holder: 
 
      
 
Signature: 
       
 
Rank: 
 
       
 
Name:  
 
 
 
 
 
 
 
 
Tel:    
 
 
 
 
 
 
 
 
JSP 800 Volume 2 Part 2 Chapter 2 Annex B - Visit Staff Clearances for Permanent Joint Operating Bases (PJOB) 
Third Edition dated January 2010 
50 

 
ANNEX C TO PART 2 CHAPTER 2 
 
VISIT STAFF CLEARANCES FOR BRITISH FORCES GERMANY (BFG) 

Aim 
1. 
 The procedures for temporary duty visits to, exercises in or transits through the 
Federal Republic of Germany (FRG) by British Forces or members of the civilian 
component are contained within the NATO Status of Forces Agreement (SOFA) and the 
Supplementary Agreement (SA).  These agreements recognise FRGs right as a sovereign 
state to be informed of and consent to (Political Clearance) such visits, exercises or 
transits, except as shown at Paragraph 2 below.  Further details regarding staff clearance 
for BFG are contained in 2010DIN07-018. 
2. 
 Visits by British military and civilian personnel to British military bases in FRG do not 
require the approval of the Federal Authorities.  However, there remains requirement for 
relevant HQ staffs to be made aware in advance of individuals or groups visiting or on 
temporary duty (Staff Clearance (SC).  This is particularly the case in the event of 
emergencies (compassionate welfare matters, traffic accidents etc). 
Visit Sponsors and Administration 
3. 
 The sponsor for visitors is to be the unit, establishment or staff branch being visited.  
It is the responsibility of the sponsor to establish the aim of the visit and obtain SC and, 
where necessary, Political Clearance, through the appropriate Clearance Authority.  The 
duties of sponsors and administrative instructions for staff visits and other temporary duty, 
excluding training, in Germany are contained in Standing Orders for British Army 
(Germany) (SI BF(G)) 1111. 
4. 
 Visits or temporary duty, even when made by the holder of an appointment having a 
right to visit by virtue of his or her charter or terms of service, must be of positive benefit to 
the headquarters, establishment or unit being visited to be acceptable. 
Staff and Political Clearance for Visits and Temporary Duty 
5. 
 Whilst Staff Clearance (SC) is the routine procedure for authorising visits or 
temporary duty, there are a number of activities, particularly those related to training, 
which require specific authority (Political Clearance) from the German Federal Authorities 
before they can be allowed to take place.  Applications for Political Clearance must be 
submitted in accordance with the procedures, particularly timeframes, laid out in this 
instruction; failure to do so may result in authority being denied for the activity to proceed. 
Clearance Authorities 
6. 
 There are a number of authorities from whom SC and/or Political Clearance must be 
sought, depending upon the nature of the temporary duty.  The appropriate authorities for 
the different types of visits / training are as follows: 
a. 
J3 Visits, HQ UKSC.  Staff visits or other temporary duty within HQ UKSC, HQ 
1 Sig Bde and HQ 102 Log Bdes and units under command, Garrison HQs, BFG 
Health Service, HQ Service Children’s Education and other Germany based HQs, 
units or organisations, except those listed at Paras 7b-i below.  (Paras 11-17). 
JSP 800 Volume 2 Part 2 Chapter 2 Annex C - Visit Staff Clearances for British Forces Germany (BFG) 
Third Edition dated January 2010 
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b. 
J3 Trg, HQ UKSC.  Training within or transit through FRG by non-Germany 
based formations, units or individuals.  Detailed instructions for obtaining clearance 
for training activities and transit movement (including transit movement through 
Northern France and the Low Countries) are at Appendix 3 
c. 
HQ 1 (UK) Armd Div.  Staff visits within HQ 1 (UK) Armd Div and HQ 4, 7 and 
20 Armd Bdes and all units under command.  Paragraphs (11-17). 
d. 
HQ LWCTG(G).  Staff visits or other temporary duty (excluding military training 
or exercises - see Paragraph 7b above) to units or training establishments under 
command LWCTG(G).  (Paragraph 13). 
e. 
HQATG(G).  Adventurous Training (AT) Expeditions.  (Paragraphs 18-19). 
f. 
BF(G) Sports Board.  Visiting sports teams or individuals.  (Paragraphs 20-21). 
g. 
HQ ARRC.  Visits to HQ ARRC.  (Paragraph 23) – until Aug 2010 
h. 
British Embassy Berlin.  Visits to German Armed Forces or German Defence 
Industries.  (Paragraph 24). 
i. 
24 Liaison HQ.  Visits to US Forces stationed in FRG.  (Paragraphs 26-29). 
7. 
 In all cases where more than one area is to be visited, clearance is required from 
each relevant Clearance Authority. 
Categories of Visitor 
8. 
 There are three categories of visitor, as follows: 

VVIP 
Members of the Royal Family 
The Prime Minister 
Members of Foreign Royal Families 
Foreign Heads of State 
Heads of the Church (e.g.  Archbishop of Canterbury) 
British Cabinet Ministers 
 

VIP 
Officers of the Services of any country in the rank of Brigadier or above and 
civilians of equivalent status 
Regimental Colonels of any rank 
Civilians not easily categorised (e.g.  MPs, Parliamentary Groups etc) 
Any joint Service group (e.g.  RCDS, NDA or Staff College). 
 

Non VIP 
(8)  Officers in the rank of Colonel and below or civilians of equivalent status. 
9. 
 The category of the visitor will dictate the level of administrative support required for 
the visit (reception arrangements, transport etc). 
JSP 800 Volume 2 Part 2 Chapter 2 Annex C - Visit Staff Clearances for British Forces Germany (BFG) 
Third Edition dated January 2010 
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Visits to HQ UKSC or HQ 1 (UK) Armd Div 
10.   Detailed administrative instructions for use by sponsors of visits to HQ UKSC and HQ 
1 (UK) Armd Div are contained within SI BF(G) 1111. 
11.   Royal  Visits. 

Invitations.  Invitations to Members of The Royal Family to visit headquarters, 
establishments and units are issued through the chain of command to MOD Service 
Departments. 

Units with Royal Honorary Appointments or officially Recognised Special 
Relationships.  Where a Member of The Royal Family holds an Honorary Appointment or 
officially recognised Special Relationship with a unit, the Commanding Officer may 
exercise his prerogative to deal directly with the Private Secretary concerned, but see 
Paragraph 12 below. 

Administrative Procedures for Royal Visits.  Detailed administrative procedures, to 
be followed in all cases by sponsors of Royal visits to Germany are contained in the 
relevant DINs. 
12.   VVIP Visitors (excluding Royal Visits).  All VVIP visits must be notified in the first 
instance to HQ LAND (SO2 G3 Coord(B)).  The coordinating agency for VVIP visits to 
BF(G) will be HQ UKSC (J3 Visits) or HQ 1 (UK) Armd Div (G3 O&D / Visits), depending 
upon the HQ to be visited.  In cases of joint visits to Army and RAF HQs/units or visits to 
the BFG area, HQ UKSC (J3 Visits) is to act as the co-ordinating agency. 
13.   VIP  Visitors.  Sponsors of VIP visits are to apply for SC to HQ UKSC or HQ 1 (UK) 
Armd Div, as appropriate, in accordance with SI BF(G) 1111. 
14.   MPs, Peers, MEPs and MDLS.  Detailed instructions for visits by MPs, Peers, MEPs 
and MDLS are contained in DCI (Gen) 274/01. 
15.  
Non-VlP Visitors.  Sponsors of non-VIP visits are to apply for SC to HQ UKSC or 
HQ 1 (UK) Armd Div, as appropriate, in accordance with SI BF(G) 1111. 
16.   Exemptions.  There are categories of non-VIP visitor exempt from the clearance 
procedures above and authorised by other HQ UKSC staff branches.  These categories 
and the clearance authorities for them are listed are detailed in DCI Gen 71 2004 dated 27 
Feb 04. 
Visits to HQ LWCTG(G) 
17.   Applications for SC for visits to LWCTG(G) are to be submitted in writing, at least four 
weeks in advance, to: 
HQ LWCTG(G) 
BFPO 16 
 
Adventurous Training Expeditions 
18.   The rules for Adventurous Training (AT) Expeditions are contained within Single 
Service Regulations.  Applications to mount AT Expeditions in Germany, completed in 
accordance with the regulations, are to be submitted to: 
JSP 800 Volume 2 Part 2 Chapter 2 Annex C - Visit Staff Clearances for British Forces Germany (BFG) 
Third Edition dated January 2010 
53 

 
HQ ATG (G) 
BFPO 16 
 
19.  
Political Clearance.  Where FRG political clearance is required for AT Expeditions, 
HQ ATG(G) is responsible for arranging clearance through BFLO(G), HQ UKSC. 
Sports 
20.   Sponsors of visiting sports teams/individuals are to submit applications for SC to: 
BF(G) Sports Board JHQ Rheindahlen 
BFPO 140 
 
21.   Political  Clearance.  Where FRG political clearance is required for participation in 
sports, BF(G) Sports Board is responsible for arranging clearance through BFLO(G), HQ 
UKSC. 
UK Based Officers Visiting TA Units Training in Germany. 
22.   Visits by UK based officers to TA units training in Germany are entirely the 
responsibility of the TA unit being visited.  The unit is to arrange SC for such visits with the 
appropriate Clearance Authority. 
Visits to HQ ARRC 
23.   The regulations governing visits to HQ ARRC are contained within HQ ARRC Staff 
Handbook at Part 2, Section 10.  Applications to visit HQ ARRC are to be submitted to the 
sponsoring staff branch at HQ ARRC, BFPO 40 until Aug 2010. 
Visits to German Armed Forces or German Defence Industries 
24.   Applications for British military or civilian personnel to visit German Armed Forces or 
German defence industries are to be submitted on MOD F800 (UK/GE) at least 25 working 
days in advance of the proposed visit to Defence Section, British Embassy Berlin in order 
to allow Political Clearance to be obtained from FRG. 
Visits to BFG by non British Military Personnel 
25.   Sponsors of non-British military personnel wishing to visit or conduct training 
attachments in BFG are to apply in accordance with the instructions at Appendix 2.  The 
following additional rules apply to these visits / attachments: 

The visitors are responsible for obtaining appropriate entry documentation (visas etc) 
to visit Germany. 

Unless prior approval has been given by FRG authorities, they are to wear civilian 
clothes, except within British military installations or when travelling in military transport 
between such installations. 

Advice is to be sought from Media Ops staffs at HQ UKSC or HQ 1 (UK) Armd Div, as 
appropriate, before any publicity of the visit or attachment is announced. 
JSP 800 Volume 2 Part 2 Chapter 2 Annex C - Visit Staff Clearances for British Forces Germany (BFG) 
Third Edition dated January 2010 
54 

 
Visits to US Forces in Germany 
26.   Units or individuals wishing to visit HQ United States Army Europe (USAREUR) or 
any of its subordinate formations or units is to apply to the Senior British Liaison Officer 
(SBLO) 24 Liaison HQ, copy to J3 Trg, HQ UKSC at least 30 days in advance of the 
proposed visit.  Applications are to be submitted in the format at detailed in Annex C to 
DCI Gen 71 2004 dated 27 Feb 04. 
27.   Individuals and units are to be in possession of NATO Travel Orders (F/Mov 220) 
during their visit.  In the event that classified material is to be discussed, a certificate 
showing level of security clearance held and the highest classification to be discussed will 
be required. 
28.   Messing / Accommodation.  Mess or transit accommodation and messing is not 
normally available through US sources.  Meals in barracks are to be paid for in US dollars.  
Units and individuals should be aware that NRSA will be required to be paid for the whole 
period of the visit. 
29.   Post Exchange (PX) the following rules apply to PX facilities in US bases: 

Individuals will be permitted access to PX facilities on production of a military identity 
card (MOD Form 90), provided clearance has first been arranged in accordance with this 
instruction. 

Rationed items may be purchased from certain US facilities by use of the BFG 
Shopping Permit.  This entitlement should be checked before any visit. 

In exceptional circumstances, access to Commissary facilities may be authorised for 
certain formed units (e.g. units training on US areas or units involved in Adventurous 
Training).  Access will be limited to one person per unit and authority is to be sought from 
SBLO 24 Liaison HQ in the first instance.  Individual visitors will not be granted access to 
Commissary facilities. 
.
JSP 800 Volume 2 Part 2 Chapter 2 Annex C - Visit Staff Clearances for British Forces Germany (BFG) 
Third Edition dated January 2010 
55 

 
CLEARANCES FOR EXERCISING IN, AND TRANSITING THROUGH, GERMANY BY 
NON GERMANY BASED UNITS AND FORMATIONS 

References: 
 
A. Supplementary 
Agreement 
to the NATO Status of Forces Agreement (SOFA). 
B. 
Standing Orders for British Forces in Germany (SI BF(G)) 4300. 
C. 
LWC Letter TSC(L) 8033 dated 30 Apr 01. 
D. 
Note Verbale of Her Britannic Majesty’s Embassy No 3299 of 24 Jun 99. 
E. 
Note Verbale of the Federal Ministry of Foreign Affairs No 503-554.52 
 
dated 12 Aug 99. 
 
Introduction 
1. 
The introduction in March 1998 of the revised version of Reference A led to more 
stringent procedures for exercise and transit clearances in Germany.  British Forces have 
to notify the appropriate German Authorities of their plans to exercise in, or transit through, 
Germany. 
Aim 
2. 
 The aim of this instruction is to ensure that all non Germany based units and 
formations are aware of the clearance procedures for training in or transit through 
Germany in order that the appropriate clearances are gained in a timely and efficient 
manner.  All training in Germany by non-Germany based units is subject to prior approval 
of the exercise/training activity by Trg Branch, HQ LAND. 
General Principles 
3. 
Units based outside Germany and wishing to conduct training in Germany must seek 
the permission of the German Authorities to do so, through J7 Branch HQ UKSC.  
Exercises and activities that require such permission include participation in CAST/CATT, 
Exchange Training, Battlefield Tours and all military training involving Regular, TA, Cadet 
or UOTC units.  UOTC individual attachments to Germany based units do not require such 
permission as the attachment of an individual to a Germany based unit provides that 
individual with the necessary status for the duration of the attachment.  The right to train 
over private land is not available to units stationed outside Germany. 
Clearance Requirements and Procedures 
4. 
Reinforcement of Germany Based Formations and Units.  Units and groups from 
units considered to be an integral part of a Germany based unit or formation, but those 
originate from a unit based outside Germany, are to obtain clearance through the 
Germany based host formation or unit.  Requests for clearance are to be submitted to J7 
Trg HQ UKSC, at least five weeks in advance of the start of the exercise or transit activity 
using the format at Appendix 1.  In addition, all movement clearance is to be completed in 
accordance with Reference B, through 24 Regt RLC. 
5. 
Battlefield Tours.  Units based outside Germany that wish to conduct Battlefield 
Tours within Germany are to comply with the Clearance procedures laid down in 
Reference C; applications are to be submitted to J7 Trg HQ UKSC, copy to the Defence 
Section, British Embassy Berlin. 
JSP 800 Volume 2 Part 2 Chapter 2 Annex C - Visit Staff Clearances for British Forces Germany (BFG) 
Third Edition dated January 2010 
56 

 
6. 
Transit through Germany.  Non Germany based units or groups training in another 
country but requiring transit through Germany must obtain movement clearance from the 
German Authorities.  Applications for clearance, in accordance with Reference B, are to be 
made to 24 Regt RLC.  Units are to note that travel restrictions apply in Germany at 
weekends and on public holidays and that convoy restrictions may also be applied during 
events such as trade fairs and during the summer holiday period.  Further advice on these 
restrictions can be obtained from G4 Log Sp Mov Ops, HQ UKSC or 24 Regt RLC. 
7. 
Visiting, Exercising or Transiting through the Former Eastern Germany, 
including Berlin.  Non Germany based units or individuals visiting, exercising or transiting 
through the former Eastern Germany, including Berlin, require permission to do so from 
the German Authorities in accordance with the “Four plus Two” agreement dated 12 Sep 
90.  Clearances are to be applied for through J7 Trg HQ UKSC, at least five weeks in 
advance of the start of the exercise or transit activity.  In addition, all movement clearance 
is to be completed in accordance with Reference B, through 24 Regt RLC. 
8. 
Transit through the Low Countries and Northern France.  In all cases, planned 
movement with proposed routes and timings, in addition to any request for HN assistance, 
is to be notified to the UK Mov & Liaison Staff (Low Countries).  Additionally, there is a 
requirement for units to advise 731 Sy Det, who provide security advice and assistance to 
UK units and individuals in transit through Belgium, The Netherlands, France and 
Luxembourg. 
9. 
Forces of Other Nations.  Forces of Other Nations that are not part of a Germany 
based unit participating in exercise, sporting, or any other training activity sponsored by 
BF(G) require the permission of the German Authorities.  Such activities include PfP 
Exercises, bridging competitions, parachuting competitions and exchange exercises.  
Clearance for such activities is to be applied for through the following separate channels: 

The Germany based formation or unit sponsoring the exercise or activity is to initiate 
an application through either J7 Trg HQ UKSC, BF(G) Sports Board or HQ ATG(G), in the 
format at Appendix 2, at least six months prior to the planned date of the exercise or 
activity. 

The Embassy in Germany of the Other Nation’s Force requiring clearance, is to apply 
directly to the German Federal Ministry of Defence (FMOD).  Responsibility for initiating 
this application lies with the Visiting Force. 

Clearance for exchange programmes, including LONG LOOK is required in 
accordance with References D and E.  Clearance applications are staffed to the FMOD by 
SO2 IDT (Att) HQ LWC, through J7 Trg, HQ UKSC, at least four weeks in advance of the 
commencement of the attachments. 
10.  Exercise / Activity Programme.  BF(G) is expected to provide details of its annual 
programme of training to FMOD.  Non-Germany based units and formations wishing to 
train in Germany are to submit details as follows: 

By 1 March Each Year.  Activities for the forthcoming period 01 Sep YY to 31 Aug 
YY. 

By 1 September Each Year.  Activities for the forthcoming period 01 Mar YY to 28 
Feb YY. 
JSP 800 Volume 2 Part 2 Chapter 2 Annex C - Visit Staff Clearances for British Forces Germany (BFG) 
Third Edition dated January 2010 
57 

 
This timeframe allows the appropriate German Authorities to be informed of planned 
activities at least six months in advance, whilst allowing units the opportunity to make 
alternative arrangements should the FMOD raise objections.  Submissions are to be 
in the format at Appendix 3. 
11.  Exercise Recces.  Exercise recces are to be treated as staff visits through the 
appropriate staff clearance chain.  However, should the make up of the recce party consist 
of forces from other nations then political clearance is required in accordance with Para 9 
above. 
Advice Numbers: Appendices: 
 
Personal contact details of junior staff redacted under section 40 of the Freedom of 
Information Act 
 
 
1. 
Request for Entry / Transit in the Federal Republic of Germany. 
2. 
Forces of Other Nations Participating in a BF(G) Sponsored Event - Political 
Clearance. 
3. 
Non-Germany based Units and Formations exercise / activity Programme. 
 
JSP 800 Volume 2 Part 2 Chapter 2 Annex C - Visit Staff Clearances for British Forces Germany (BFG) 
Third Edition dated January 2010 
58 

 
APPENDIX 1 TO ANNEX C TO PART 2 CHAPTER 2 
 
REQUEST FOR ENTRY / TRANSIT IN THE FEDERAL REPUBLIC OF GERMANY 

1. 
Entry into Germany:    
 
 
Yes / No 
2. 
Transit through Germany:   
 
Yes / No 
3. 
Name of Exercise/Competition: 
4. 
Brief Outline of Activity: 
5. Exercise/Transit 
dates: 
6. 
Exercise/Transit (Delete as appropriate) 
a UN 
Mission. 
b NATO 
Exercise. 

Partnership for Peace (PfP. 
d Bilateral 
Exercise. 
e Competition. 
f Troop 
Exchange. 
g Maintenance. 
h Other. 
7. 
Head of delegation/transport officer in charge: 
a Rank: 
b Name: 
c First 
Name: 
d Appointment: 
8. Exercise 
Area/Sponsor: 
a Name: 
b Address: 
c Country: 

Point of Contact: 
e Telephone 
Number: 
9. 
Application to wear uniform: 
JSP 800 Volume 2 Part 2 Chapter 2 Annex C Appendix 1 - Request for Entry/Transit in the Federal Republic of Germany 
Third Edition dated January 2010 
59 

 

For stay in Germany   
Yes / No 

For transit   
 
Yes / No 
10. Deployment: 
a Entry 
from: 
(1) Neighbouring 
State. 
(2)  Border Crossing Point. 
(3)  Motorway/Federal Highway Number/Airfield/Railway crossing point. 
(4) Date. 
(5) Time. 
b Exit 
to: 
(1) Neighbouring 
State. 
(2)  Border Crossing Point. 
(3)  Motorway/Federal Highway Number/Airfield/Railway crossing point. 
(4) Date. 
(5) Time. 
11.  
Recovery: 
a Entry 
from: 
(1) Neighbouring 
State. 
(2)  Border Crossing Point. 
(3)  Motorway / Federal Highway Number / Airfield / Railway Crossing Point. 
(4) Date. 
(5) Time. 
b Exit 
to: 
(1) Neighbouring 
State. 
(2)  Border Crossing Point. 
(3)  Motorway / Federal Highway Number / Airfield / Railway Crossing Point. 
(4) Date. 
(5) Time 
JSP 800 Volume 2 Part 2 Chapter 2 Annex C Appendix 1 - Request for Entry/Transit in the Federal Republic of Germany 
Third Edition dated January 2010 
60 

 
12.   Eastern German States to be transited: 
a Berlin. 
b Brandenburg. 
c Mecklenburg-Vorpommern. 
d Sachsen. 
e Sachsen-Anhalt. 
f Thüringen. 
13.  Military vehicles, railway: 

Trucks by Nos. and Type. 
b Cars. 
c Coaches. 
d Weapon 
systems. 

Freight wagons (rail). 

Passenger coaches (rail). 
g Others. 
14.  List of combat vehicles and weapons: 
List of 
Hazardous Good 
Types 
Quantity 
Calibre
Ammunition
 
 
Classification 
 
 
 
 
 
 
 
 
 
 
 
15.  List of Hazardous Goods: 
UN Stock 
Gross Weight 
Net Explosive 
Hazardous Goods 
Quantity  Designation/Type  Number 
(Kg) 
Weight (Kg 
Classification 
 
 
 
 
 
 
 
 
 
 
 
 
 
16.   Weapons and ammunition: 

Numbers of Small Arms: 

Numbers of Sports weapons: 

Ammunition by Qty and type: 

Fuel / lubricants by Qty and type: 
e Transported 
with: 
JSP 800 Volume 2 Part 2 Chapter 2 Annex C Appendix 1 - Request for Entry/Transit in the Federal Republic of Germany 
Third Edition dated January 2010 
61 

 
(1) Transport 
vehicles. 
(2)  In bond (e.g.  Containers). 
17.   The regulations for the transport of hazardous goods by road (European ADR 
Agreement) and by rail (RID) are known and will be complied with.    Yes / No 
18.  Particulars of visitors - Nominal Roll for up to Ten Troops.  For more than ten 
persons the responsible officer in charge must carry a consolidated list with him whilst 
travelling in Germany. 
Name 
DOB 
Place of Birth 
ID/PP No 
Nationality 
Unit 
 
 
 
 
 
 
 
 
 
 
 
 
 
Signature: 
      
Rank: 
 
      
Name:  
 
 
 
 
 
 
Appt: 
       
Tel:    
 
 
 
 
 
 
 
JSP 800 Volume 2 Part 2 Chapter 2 Annex C Appendix 1 - Request for Entry/Transit in the Federal Republic of Germany 
Third Edition dated January 2010 
62 

 
APPENDIX 2 TO ANNEX C TO PART 2 CHAPTER 2 
 
FORCES OF OTHER NATIONS PARTICIPATING IN A BF(G) SPONSORED EVENT 
POLITICAL CLEARANCE 

To: 
 
Personal contact details of junior staff redacted under section 40 of the Freedom of 
Information Act 
 
FORCES OF OTHER NATIONS PARTICIPATING IN A BF(G) SPONSORED EVENT - 
POLITICAL CLEARANCE 
 
You are requested to approach the FMOD with a view to obtaining Political Clearance for 
the following activity: 
 
Exercise name and activity: 
 
Location: 
 
Sponsor: 
 
Dates: 
 
Details of other nation’s forces: (to include unit, country of origin and numbers involved): 
 
Justification: 
 
 
 
 
TO BE SUBMITTED AT LEAST SIX MONTHS IN ADVANCE OF PLANNED ACTIVITY 
 
JSP 800 Volume 2 Part 2 Chapter 2 Annex C Appendix 2 - Forces of other Nations participating in a sponsored event - Political 
Clearance 
Third Edition dated January 2010 
63 

 
APPENDIX 3 TO ANNEX C TO PART 2 CHAPTER 2 
 
NON GERMANY BASED UNITS AND FORMATIONS EXERCISE / ACTIVITY 
PROGRAMME 

To: 
 
Personal contact details of junior staff redacted under section 40 of the Freedom of 
Information Act 
 
 
NON GERMANY BASED UNITS AND FORMATIONS EXERCISE/ACTIVITY 
PROGRAMME FOR THE PERIOD 
 
1 SEP YY - 31 AUG YY /1 MAR YY - 28 FEB YY 
 
Exercise Name or Activity: 
Dates: 
Unit: 
Contact (Name and Tel Number): 
Planned exercise / activity location: 
Sponsor: 
Contact (Name and Tel Number): 
Details of other forces attached: (country of origin and personal details): 
Justification: 
To be submitted by: 
 
1. 
1 Mar each year - Activities for the forthcoming period 1 Sep YY - 31 Aug YY. 
 
2. 
by 1 Sep each year - Activities for the forthcoming period 01 Mar YY - 28 Feb YY. 
 
JSP 800 Volume 2 Part 2 Chapter 2 Annex C Appendix 3- Non Germany based Units and Formations Exercise/Activity Programme 
Third Edition dated January 2010 
64 

 
ANNEX D TO PART 2 CHAPTER 2 
 
TYPES OF TRAVEL (TOT) CODES 

Code 
Type of travel (TOT) 
1 MMA 
(ODR) 
2 MMA 
(PTR) 
3 Subsistence 
Allowance 

Hired Road Transport for Personnel Movement 

Travel Expenses (including short sea ferry travel, taxi fares) Not Covered Elsewhere 

MMA RPOD / CLR 

Freight (hired road transport) 
8 Continental 
Rail 
9 Rail 
Travel 
B Coach 
Travel 

MOD Charter Air Travel 

Domestic Civil Air Travel 

Travel by RAF Aircraft 

International Civil Air Travel 

Missed Meals Allowance Paid With Subsistence Allowance 
 
Note
 
Air Travel.  Where a combination of Civil and Charter or RAF travel is authorised, the MFA is to show the 
civil air TOT (‘I’ or ‘D’).  MFA’s bearing ‘C’ or ‘F’ TOT codes will not be valid for civil air passages.  For mixed 
itineraries, 2 MFAs are not necessary i.e.  RR / Commercial or domestic / international on the same booking.  
One MFA will suffice and order of precedence starting with the highest is I, D, C and F. 
 
JSP 800 Volume 2 Part 2 Chapter 2 Annex D - Types of Travel (TOT) Codes 
Third Edition dated January 2010 
65 

 
ANNEX E TO PART 2 CHAPTER 2 
 
SERVICE CODES (SVC) 

Code Service 
0 Central 
Staff 
(civilians) 

Royal Navy (civilians) 
2 Army 
(civilians) 

Royal Air Force (civilians) 

DE&S - HQ (civilians) 

DE&S - R&D Establishments (civilians) 

DE&S other outstations (civilians) 
7 Navy 
(service) 
8 Army 
(service) 

Air Force (service) 
A Central 
Staff 
(service) 

DE&S - HQ (service) 

DE&S - R&D Establishments (service) 

DE&S - other outstations (service) 
E MOD 
Police 
F Suspense 
Accounts 
G Dockyards 

OGDs (AFD use only) 

Civilians (AFD use only) 
JSP 800 Volume 2 Part 2 Chapter 2 Annex E - Service Codes (SVC) 
Third Edition dated January 2010 
66 

 
ANNEX F TO PART 2 CHAPTER 2 
 
PURPOSE OF TRAVEL CODES - REGULAR FORCES, CIVILIANS AND DE&S 

Code 
UIN 
Purpose of travel 
00 

Repayment / MOD Main Account (DPRC only) 
01 

Postings - Arms Plot / Unit Move / Crew changes 
Postings - Individual / IRP / Term Travel / Drafts / MOD Civil Servants (Central) 
02 b 
Permanent Transfer 
Duty - Detachment from Duty Station / Dispersal (i.e.  when temporarily appointed to 
03 b 
detached station for use by Manning and Records Offices only) 
Residence to place of duty and excess fares allowance / MOD Civil Servants (Central) 
*04 a 
Long Term Detached Duty 
05 a 
Season 
tickets 
Duty - Meetings / Conferences / Visits / Escort / Inspections / Couriers / Other 
06 a 
administrative travel 
07 

School Children’s Visits Home / Escorts 
08 

Leave - Annual (RN Shore Service) / Embarkation / Disembarkation / Terminal 
09 

Leave - Separation / Mid-Tour / RN Shore Service (Married unaccompanied) 
Leave - Compassionate / DILFOR / Sick / DOMCOL / FIGLEAF / OP UNION / REN / 
10 b 
Survivors / / invaliding / special / unpaid 
Operations – Personnel on Ops should be allocated to a JFET or temp duty / det duty 
11 - 
visitors booked only once staff clearance has been confirmed using code 03 or 06 
12 

Training - Individual Course / Apprenticeship / Exam 
13 

Training - Collective / Exercises 
14 

Training - Adventure / Expeditions 
15 

Temporary Duty - Medical treatment / Hospital admissions / Casevac / Medivac 
Sports travel - Army / Navy Sports Control Board authorised Sport (only to be used with 
16 a 
UINs designated for Service Sports Control Boards) 
17 

Sports travel - Ship / Unit / Command / Corps / District Sport 
18 

MACA / MACM / MACC 
19 a 
Band 
travel 
20 b 
Resettlement 
21 

Recruitment - Recruit travel 
22 

Recruitment - Potential officers travel / MOD Civil Servants (Army) Permanent Transfer 
23 

Recruitment - Publicity / KAPE 
24 

Operations (R&R) / MOD Civil Servants (Army) Permanent Transfer 
25 

School transport hire 
26 

Air travel - Prepayment 
27 

Air travel - CNFP for use by DTMP(RAF) only 
28 

Air travel - Indulgence for use by booking centres only 
29 a 
Freight 
30-41 a 
Spare 
42 

MOD Civil Servants (Navy) Permanent Transfer 
43 a 
Spare 
44 

MOD Civil Servants (Navy) Long Term Det Duty 
45-51 b 
Spare 
52 

MOD Civil Servants (Fleet Sup) Permanent Transfer 
53 a 
Spare 
54 

MOD Civil Servants (Fleet Sup) Long Term Duty 
55-59 b 
Spare 
JSP 800 Volume 2 Part 2 Chapter 2 Annex F - Regular Forces, Civilians and DE&S 
Third Edition dated January 2010 
67 

 
Code 
UIN 
Purpose of travel 
TERRITORIAL ARMY AND RESERVE FORCES (Excluding Cadets) 
60 
 
Reservist - ACR / Project star 
61 

Postings - Individuals / IRP 
*62 

Residence to place of duty / MOD Civil Servants (Air) Permanent Transfer 
Duty - Sleepers / Pullman Season tickets / Reservations / Excess baggage / 
*63 a 
Supplements (rail and air travel only) 
Duty - Meetings / Conferences / Visits / Escorts / Inspections / MOD Civil Servants (Air) 
64 a 
Long Term Detached Duty 
65 

Training - Individual Course / Apprenticeship / Exam 
66 

Training - Collective / Exercises 
67 

Temporary duty - Medical Treatment / Hospital Admissions / MACA / MACM / MACC 
68 a 
Sports 
travel 
69 

Recruiting / Publicity / KAPE 
70 a 
Band 
travel 
FAMILIES 
71 

Air travel - Indulgence for use by booking centre only 
72 

Postings - Arms plot / Crew changes 
73 

Postings - Individuals 
Leave - Other than schoolchildren’s visits (includes visits to children of a previous 
74 b 
marriage by personnel in marital category C3 - C5) 
75 

Temporary duty - Medical treatment / Hospital admissions 
76 

Repayment / Prepayment 
77 

Leave - Schoolchildren’s visits / escorts 
78 

Air travel - CNFP for use by DTMP(RAF) only 
ROYAL NAVY 
79-83 b 
Spare 
84 

RN Squad Temp Duty Travel (non- Hire Cars Only) 
85 

RN Squad Temp Duty Travel Car Hire Only 
CADET FORCES 
86 a 
Annual 
camp 
87 

Training duties at annual camp 
88 

Honorary Colonel visits to camp 
89 

Duty travel - Officers / Adult Instructors (AI) 
90 

Courses / Attachments / Visits 
91 

CCF - Annual camp 
92 

CCF - Unit / Depot etc visits 
93 

CCF - Other purposes of journey 
94 

ACF Regulations Chapter 8 Annex A serials 2, 6, 9, 10, 11 
95 

CCF Regulations Chapter 5 Annex A serial 14 
96 

Standing forces agreements for use by authorised agents only 
ROYAL NAVY 
97 b 
Sea 
service 
98 b 
Sea 
service 
credit 
99 

Harmony warrants (Additional warrants for sea goers displaced from home 
* Do Not Use for Rail 
 
Key: 
a. Unit 
Funded 
b. Centrally 
Funded 
- Centrally 
Funded 
 
JSP 800 Volume 2 Part 2 Chapter 2 Annex F - Regular Forces, Civilians and DE&S 
Third Edition dated January 2010 
68 

 
ANNEX G TO PART 2 CHAPTER 2 
 
LIST OF COMMON AIRPORT CODES 

Aberdeen (Dyce) 
ABZ 
 
Kuwait KWI 
Akrotiri (Cyprus) 
AKT 
 
 
 
Aldergrove QBM 
 
Larnaca (Cyprus) 
LCA 
Ali Al Salem 
QDK/OKV  
Leeds/Bradford LBA 
Al Udeid 
EID 
 
Lisbon LIS 
Amsterdam AMS 
 
London (Gatwick) 
LGW 
Ascension ASI 
 
London (Heathrow) 
LHR 
Athens ATH 
 
London (Stansted) 
STN 
 
 
 
Los Angeles 
LAX 
Baghdad BGW 
 
Luxembourg LUX 
Bahrain BAH 
 
Lyneham LYE 
Banja Luka 
BNX 
 
 
 
Basle/Mulhouse BSL 
 
Madrid MAD 
Basra BSR 
 
Manchester MAN 
Belfast BFS 
 
Marseille MRS 
Belize BZE 
 
Minhad (UAE) 
NHD 
Benbecula BEB 
 
Milan (Linate) 
LIN 
Berlin (Tegel) 
TXL 
 
Mount Pleasant 
MPN 
Birmingham BHX 
 
Munster/Osnabruck FMO 
Boston BOS 
 
Munich MUC 
Brize Norton 
BZZ 
 
Muscat/Seeb MCT 
Brussels BRU 
 
 
 
Brunei BWN 
 
Naples NAP 
Bucharest OTP 
 
Newcastle NCL 
 
 
 
New York (John F Kennedy) 
JFK 
Calgary YYC 
 
New York (La Guardia) 
LGA 
Camp Bastion 
QOX 
 
 
 
Chicago (O’Hare) 
ORD 
 
Orkney (Kirkswall) 
KOI 
Cologne/Bonn CGN 
 
Oslo FBU 
Copenhagen CPH 
 
 
 
 
 
 
Paderborn PAD 
Detroit (Metropolitan) 
DTW 
 
Paris (Charles de Gaulle) 
CDG 
Dubai DXB 
 
Philadelphia (International) 
PHL 
JSP 800 Volume 2 Part 2 Chapter 2 Annex G - List of Common Airport Codes 
Third Edition dated January 2010 
69 

 
Dublin DUB 
 
Pristina PRN 
Düsseldorf DUS 
 
 
 
 
 
 
Rome (Leonardo di Vinci) 
FCO 
Edinburgh EDI 
 
 
 
Edmonton YEG 
 
Shannon SNN 
 
 
 
Shetland (Sumburgh) 
SDZ 
Frankfurt FRA 
 
Skopje SKP 
 
 
 
Southampton SOU 
Geneva GVA 
 
Split SPU 
Gibraltar GIB 
 
Stansted STN 
Glasgow GLA 
 
Stavanger SVG 
 
 
 
Stockholm (Arlanda) 
ARN 
 
 
 
Stornoway SYY 
Hamburg HAM 
 
Stuttgart STR 
Hannover HAJ 
 
 
 
Helsinki HEL 
 
Tampa TPA 
 
 
 
Teeside MME 
Inverness INV 
 
Thessaloniki SKG 
 
 
 
Tirana TIA 
Jersey JER 
 
 
 
 
 
 
Washington (Dulles) 
IAD 
Kabul KBL 
 
 
 
Kandahar KDH 
 
Zagreb ZAG 
Kathmandu KTM 
 
Zurich ZRH 
JSP 800 Volume 2 Part 2 Chapter 2 Annex G - List of Common Airport Codes 
Third Edition dated January 2010 
70 

 
ANNEX H TO PART 2 CHAPTER 2 
 
BOOKSIG FORMATS: 

The signal must commence with the word BOOKSIG. 
 
Code Meaning 
Ready-to-Move (RTM) Date (and time if critical) / Destination Town or Garrison / Latest-to-arrive 

(LTA) date (if critical). 
Passenger Surname / Initial / Passenger Category / Travel Code / Rank (civilian status to be 

shown as Mr, Mrs etc. 

Movement Financial Authority (MFA). 
Full Address for Call Forward Instructions Including Telephone Contact Number (landline and / or 

mobile) and E Mail Address (where applicable). 

Receiving Unit and Location. 

Should Indicate a Preference for Smoking or Non-Smoking Seating. 

Excess Baggage (if applicable and authorized). 

Details of Return Passage Requirements (state date and time expected ready to return). 

Any Remarks or additional information concerning this application for travel. 
 
Example: 
 
BOOKSIG 

16 OCT AFTER 1300Z/MUNSTER/18 OCT 
B JONES/J/S/AT/MAJ 
C I/8/06/A3998F/031/01 

SCHOOL OF TRANSPORTATION BULLER BARRACKS 
 
ALDERSHOT HANTS GU11 2BX 
 
ALDERSHOT MIL EXTN 2345 

HQ BAOR RHEINDAHLEN 
F SMOKING 
G NIL 

LONDON TO ARRIVE 1800 HRS 20 OCT 

MAJ JONES TRAVELLING WITH LEFT LEG IN PLASTER 
 
BOOKAMEND format: 
 
The signal or e-mail must commence with the word BOOKAMEND. 
 
Code Meaning 

Original Ready-to-Move- (RTM) Date and Destination. 

Passenger’s Surname, Initial and Rank / Status. 

Flight Number and Date if already notified. 

Passenger’s Booking Reference Number (PNR number) if known. 

Details of Change (e.g.  Cancel: Amend RTM Date to............  etc.). 
JSP 800 Volume 2 Part 2 Chapter 2 Annex H - BOOKSIG Formats 
Third Edition dated January 2010 
71 

 
ANNEX I TO PART 2 CHAPTER 2 
 
FAMILY PASSAGE FROM UK - COMPLETION OF F/MOV/564 (ADP) (REV 07/03) 

1. 
Passengers Surname and Initial.  Enter the name of the senior member of the 
family travelling and their first initial. 

Status.  Enter ‘Mrs’ etc., as appropriate. 

Category code.  Enter the appropriate code for the ‘Head of Family’ extracted from 
Table 1 at para 2.2.015. 

Receiving unit.  Name the ship, unit, station or establishment to which the ‘Head of 
Family’ has been drafted/posted. 

Surname ‘Head of Family’ - number.  Enter the surname of the ‘Head of Family’ 
and his/her service/regimental/personal number. 

Initial.  Enter the first initial of the ‘Head of Family’. 

Rank status and service/regt/dept.  Enter as appropriate for ‘Head of Family’. 

Airfield Required.  Enter as appropriate.. 

‘Head of Family’ RTM date from UK.  Enter as appropriate. 

If Deferred Passage Required.  Insert date as required. 

Dependants Travelling O/A.  If authorised to travel by own arrangements, tick box.  
DPRC will ensure that MFA is completed. 

Dependants RTM date from UK.  Enter as appropriate. 

If pregnant, estimated date of confinement.  If applicable, enter the date. 

If deferred passage required.  If a deferred passage is required for the whole family 
beyond the ‘Head of Family’s’ RTM date, authority is to be obtained in accordance with 
single service instructions and quoted on the F/MOV/564(ADP) together with the date on 
which the family will be available to move. 

Head of Family Flt Date.  Enter as appropriate. 

Head of Family Booking Reference Number (PNR).  Enter if known. 

Name and full postal address of family.  Ensure that this is completed in clear 
BLOCK CAPITALS and that the DPRC is notified immediately, through the relevant 
movement/ travel office of any subsequent changes.  Instructions to prepare the family for 
movement will be sent to this address normally between two and three months prior to the 
movement date. 

Details of children travelling.  Enter details only in respect of children who will be 
accompanying the family.  If authority has been given for a child to be granted a deferred 
passage, details are to be given in a covering letter, stating guardian’s name, address and 
telephone number.  A separate F/MOV/564(ADP) is to be completed for the child stating 
the date passage is required.  Applications which originate from an overseas location are 
JSP 800 Volume 2 Part 2 Chapter 2 Annex I - Family Passage from UK 
Third Edition dated January 2010 
72 

 
to be sent to the DPRC London not less than six weeks in advance of the date movement 
is required.  If the family intend to apply for a child to accompany them on the first leg of a 
school-children’s visit, details are to be given in a covering letter showing the sex and date 
of birth of the child. 

Movements Financial Authority.  Refer to Paragraph 2.2.020.  This must be 
completed in all cases even if family are intending to make their own travel arrangements. 

For Booking Office Use.  Do not enter anything in this block. 
2. 
Authorising Signature.  (See Paragraph 2.2.004).  This certificate is to be signed by 
an authorised person and not the head of family and should be an Officer, Warrant Officer 
or person of equivalent status.  His / her rank / status, name in BLOCK CAPITALS and 
contact telephone number are to be shown together with the unit address and date stamp. 
Instructions on the Completion of F/MOV/562 
3. 
Passages Required.  Up to four lines are available for single (one way), 
Return journeys or broken journey segments.  Details of three or more passages required 
are to be listed on the continuation sheet on the reverse of the top half of the form.  (Units 
are responsible for arranging rail movement when required) 
 
4. 
RTM Date.  The ready-to-move date. 
 
5. 
From / To.  Name of departure and arrival point. 
6. 
Preferred Date.  The passenger’s most convenient date of travel. 
Booking clerks will attempt to make travel arrangements for this date.  If no passages are 
available then booking clerks will work either side of this date but within the RTM-LTA 
dates. 
 
7. 
LTA Date.  The Latest Time of Arrival Date.  The RTM / LTA dates establish the 
passenger’s priority of movement, in that the shorter the date span (the difference between 
RTM and LTA), the greater the priority.  Unless otherwise specified in posting instructions 
or travel orders, applicants should aim to give at least the minimum span of movement 
based on the guide below: 
Table 1.  Span of Movement Guide 
Days difference 
Purpose of journey 
Personnel to be moved 
between RTM & LTA 
Officers and UK-based civilians 

Posting/appointments 
Ratings, soldiers and airmen 
14 
On accompanied posting Families 
14 
Personnel on temporary duty 
All 

Personnel on leave (authorised as duty 
All 7 
travel) 
 
If the span of movement is so narrow as to require travel by commercial means, it will be 
the applicant’s responsibility to obtain all necessary financial approval.  However, should 
commercial air travel appear necessary, applicants are advised to consult a Service 
JSP 800 Volume 2 Part 2 Chapter 2 Annex I - Family Passage from UK 
Third Edition dated January 2010 
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booking agency for guidance as to alternative RAF or charter services which might offer a 
more economical option. 
 
8. 
Passengers Surnames.  Space for up-to nine names.  Use the continuation sheet on 
the reverse of the form for additional passengers.  If the name or names are unknown at 
the time of the application, the passengers name box should be completed to show one of 
the following: 
(1)  ‘TBN’, meaning to be notified. 
 
(2) COURIER’ 
when applicable. 
 
(3)  Relevant posting / draft / appointment number or code. 
 
When applications are submitted without names, the applicant must subsequently submit 
passenger details as soon as they are known. 
 
9. 
Forename.  The full first name of the passenger(s) is required. 
10.  Category and Travel Codes.  Insert the appropriate codes extracted from Tables 1 
and 2. 
11.  Rank or Status.  Insert the relevant Service rank, civilian equivalent or Mr, Mrs, 
Master or Miss. 
12.  Details of Children.  For overseas use in respect of families on posting to UK.  (The 
first passenger’s name in respect of family travel will normally be the mother or father and 
therefore the ‘Details of Children’ box is not applicable to the first entry)  This box is also to 
be completed in respect of concession fare-paying family passages from the UK. 
13.  
Total in Party.  Enter the total number of passengers comprising the group or party. 
14.  Movement and Financial Authority (MFA).  As per instructions as paragraph 
2.2.2.019 (Note: Journeys on repayment should be indicated by POT Code 00). 
15.  MOD / HQ Sponsor Details.  In cases where the ‘Application for Air, Rail or Sea 
Passage’ has to be processed through the MOD or other superior HQ, full details are to be 
given in this box together with the sponsor’s authorising date stamp.  In other cases leave 
the sponsor’s details blank. 
16.  Full Address for Call Forward Instructions.  Put the address to which call forward 
instructions (Passenger Ticket and Baggage Check etc.) are to be sent by the booking 
agency.  This will normally be the passenger’s unit or establishment address.  Postcodes 
(if applicable) and contact numbers (with STD codes if available) are required. 
17.  Receiving Unit.  Name of unit or establishment only required together with location 
and method of on-move to that location.  The full postal address is NOT required. 
18.  Transit Details / Special Requirements / Remarks.  A blank box for applicant’s use 
as required, (e.g.  escort or wheelchair requirements, vegetarian meals, no smoking seat, 
transit address and contact telephone number etc). 
19.  If On-Posting Family is Travelling.  Applicable to UK only and essential to the 
Relocation Services (Families) to link accompanied family travel with the move of the head 
JSP 800 Volume 2 Part 2 Chapter 2 Annex I - Family Passage from UK 
Third Edition dated January 2010 
74 

 
of family.  F/MOV/564(ADP) is also to be completed in respect of the family members and 
the RTM date shown on the related F MOV/562 must be the same. 
20.  Authorised Excess Baggage.  Normal entitlement, as given in Chapter 7 of this 
Manual, should not be entered and will be given automatically by the booking agency.  If 
excess baggage is authorised, the amount of excess is to be stated as follows: 

Standard Excess.  Standard excess is that given to passengers in certain 
professions or trades, as laid down in Chapter 7. 

Additional Excess Baggage.  If the applicant considers that excess baggage should 
be authorised to enable the passenger to carry out his/her duties immediately on reaching 
the destination, prior authority must be obtained in accordance with Chapter 7.  The 
amount of excess authorised is then to be entered in the box together with the relevant 
authority reference.  Applicants are to note that additional excess baggage can only be 
authorised for the movement of personal baggage and not for stores that should be 
transported under normal air freight arrangements. 
21.  Applicant’s Signature.  For electronic submissions, the applicants initials are placed 
indicating authorisation and application has been made iaw current policy.  For written 
applications the Certificate on the reverse of the F/MOV/562 and F/MOV/564 is to be 
completed by an officer, warrant officer or person of equivalent status.  His/her rank/status, 
name in CAPITAL LETTERS, and contact telephone number are to be shown together 
with the UIN (Unit Identification number) and the applicant’s date stamp. 
22.  For Booking Office Use.  Leave blank - do not enter anything in this box. 
JSP 800 Volume 2 Part 2 Chapter 2 Annex I - Family Passage from UK 
Third Edition dated January 2010 
75 

 
PART 2 
 
CHAPTER 3 - ENTITLEMENT TO AIR TRAVEL ON SERVICE 
TRANSPORT 
2.3.001.  Passenger Categories.  An entitlement to travel by air on service transport is 
classified under one of the following three groups described below. 
2.3.002.  Entitled.  This category consists of: 
a. 
UK Service personnel and their families, when authorised to travel at public 
expense (including leave travel when authorised at public expense). 
b. 
MOD civilian personnel and their families and personnel of the RFA when 
authorised to travel at public expense (including leave travel when authorised at 
public expense). 
c. 
Personnel of other countries Defence Staffs travelling on national duty who, 
under reciprocal arrangements [MACRAF, EACC etc], may occupy spare seats. 
d. 
UK and non-UK nationals sponsored and authorised by the Operational HQ, 
who are travelling in the military, national and/or multi-national interest.  CFP 
regulations as detailed in Paragraphs 2.3.007 - 2.3.016 will apply as necessary. 
e. 
Spouses5 of 3 / 4 Star officers where the officer is invited to a representational 
visit overseas at which the spouse has a significant representational role.  For the 
Chiefs of Staff, applications for approval for spouse travel are to be made to the Co-
ordination of Overseas Visits Working Party.  Applications for spouse travel of other 
3/4 star officers should be made to the relevant Command Secretary / Senior 
Finance Officer.  For non-representational visits, see Concession Fare Paying (CFP) 
section below and indulgence regulations in Chapter 8. 
f. 
Spouses6 of 1-star officers and above, where the officer is making a duty visit 
within the UK and the spouse has a complementary welfare role to play or where the 
officer concerned is representing the Government, the MOD or a CinC and an official 
invitation has been extended to the spouse.  Applications for approval of duty spouse 
travel should be made to the relevant Command Secretary or Senior Finance Officer. 
2.3.003.  Pre-Entry Cadet Forces / Potential Officers.  Members of the pre-entry cadet 
forces (OTC / UAS / URNU) when travelling on officially sanctioned duty visits (including 
adventurous training), are permitted to travel at public expense on RAF ATF and MOD 
Charter aircraft.  Potential officers who are not members of these organisations (i.e.  do 
not have Service Numbers) are classed as civilians and are not entitled to travel at public 
expense.  Enquiries related to the travel by air of potential officers should be directed to 
PS4 (A) Recruiting Group HQ at Upavon. 
2.3.004.  Concession.  This category comprises all passengers who may be carried on 
RAF and MOD charter flights where no entitlement to travel or indulge exists or is 
inappropriate.  The regulations governing the carriage of CFP passengers, who may be 
                                                                                                                                                 
 
5 For the purposes of this JSP, spouse also includes Registered Civil Partner. 
6 Ibid. 
JSP 800 Volume 2 Part 2 Chapter 3 - Entitlement to Air Travel on Service Transport 
Third Edition dated January 2010 
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carried on payment of a charge, are at Paragraphs 2.3.007 - 2.3.016.  The criteria for the 
carriage of Concession Non-Fare Paying (CNFP) passengers are at paragraphs This 
concession is permitted on the basis that there is irreducible spare capacity. 
2.3.005.  Indulgence.  This category consists of certain passengers who, although not 
entitled to travel at public expense, may be allowed passage on RAF and MOD full charter 
aircraft when spare seats are available, on payment of administrative, messing and 
accommodation charges.  Details and general regulations governing indulgence air 
passages are contained in Chapter 8. 
2.3.006.  Enquiries.  In the first instance, queries concerning travel entitlements not 
covered by these regulations are to be addressed to SO2 Air Passenger Policy, SCM.  
Information relating to passenger priorities is detailed in Paragraph 2.3.056. 
CONCESSION FARE PAYING (CFP) PASSENGERS 
2.3.007.  CFP Concessions.  CFP passengers are those passengers who, though not 
entitled to travel at public expense, may, on specific authorisation (through Fin Pol), be 
carried on RAF aircraft employed on routine trooping or on civil trooping aircraft chartered 
wholly by the MOD.  The concession is permitted on the basis that there is irreducible 
spare capacity; therefore no CFP carriage is available on part-charter routes. 
2.3.008.  Normal Entitlement.  Passages (including return travel where appropriate) may 
be granted for the categories of entitled passengers and in the circumstances as detailed 
in Paragraphs 2.3.009 – 2.3.015.  Except where compassionate or service interests are 
involved entitled personnel must be on permanent postings in order that their dependants 
may qualify under the terms of this instruction. 
2.3.009.  Service Personnel and UK-Based Civilians.  Regular serving members of the 
UK armed forces, UK-based civilians of the MOD, and those UK-based civilians of Other 
Government Departments for whom the MOD normally arranges passage, are eligible in 
the following circumstances: 
a. 
Passengers who have compassionate reasons for visiting the UK but who do 
not qualify for compassionate leave or free travel under existing regulations, may be 
granted passages on the approval of the overseas command HQ. 
b. 
Passengers purchasing their discharge overseas who are not entitled to a 
passage to the UK at public expense. 
c. 
Passengers whose travel by service means is deemed appropriate, but who are 
not entitled to travel at public expense. 
2.3.010.  Dependants and Others.  Dependants of Service and civilian personnel 
described above are eligible in the following circumstances: 
a.  Spouses7 - where a visit overseas by a 3/4 star officer is not accepted as representational but has some 
Defence interest and it is desirable that the spouse should accompany the officer with a guaranteed seat. 
b.  Dependants who have compassionate reasons for visiting the UK but who do not qualify for 
compassionate leave or free travel under existing regulations, may be granted passages on the approval of 
the HQ of the overseas command. 
                                                                                                                                                 
 
7 See Footnote 1 
JSP 800 Volume 2 Part 2 Chapter 3 - Entitlement to Air Travel on Service Transport 
Third Edition dated January 2010 
77 

 
c.  Dependants who have made their own way to an overseas unit and who, for service reasons, should 
return to the UK. 
d.  Dependants of personnel purchasing their discharge overseas who are not entitled to a passage to the 
UK at public expense. 
e.  Unmarried children, relatives (including mothers-in-law and grandparents), nursemaids and 
governesses not entitled to travel at public expense, which are normally resident with and travelling with an 
entitled passenger on posting, and who intends to remain with the family for the whole of their overseas 
tour.  For nursemaids and governesses, this concession is subject to the conditions specified in current 
regulations about family travel at public expense. 
f.  Sons and daughters of personnel serving who are either ineligible to visit their parents at public expense 
or are eligible to do so only once a year, and who: 
  (1).  Although over 18 years of age are undergoing full-time education. 
  (2).  Are apprenticed to or are otherwise undergoing full-time training under a written agreement with 
their employers (this includes trainee nurses). 
  (3).  Are cadets or apprentices at a Service college, academy or school. 
NoteEntitlement of the categories at sub-paras above governing children will be limited to one return 
passage to the command in which the serving parent is serving in any complete period of 12 months 
reckoned from the date of departure from UK, and will cease when the boy or girl reaches the age of 21 
years.  Entitlement may, however, be extended to the end of the academic year (including the summer 
holidays) in which a child's 21st birthday falls.  If there are special reasons, e.g.  of a compassionate 
nature, that would make it preferable for a mother to join her children in the UK, such a visit may be 
authorised in lieu.  Where it is not practicable for the mother to return to the UK, the father may return 
instead.  A visit by or to the child of a divorced serviceman or official may not be made if the child is 
normally resident with its mother.  (This paragraph is not applicable to North West Europe).
 
g.  Relatives who wish to visit graves of personnel who are buried overseas.  If the next of kin was not 
present at the funeral or attended at private expense, two relatives may be allowed return passages within 
two years of death.  This concession is not admissible if relatives have made a previous visit to the grave 
at public expense (not applicable to North West Europe). 
h.  Relatives of personnel serving overseas where the wife of a serviceman has died and there are young 
children in the family needing care.  A return passage may be granted to enable a close relative, e.g.  the 
serviceman's mother, mother-in-law or sister, to join the serviceman for this purpose (not applicable to 
North West Europe). 
i.  Relatives or friends of personnel who die overseas where the widow wishes them to visit her to give aid 
and comfort, or where she is seriously ill or very seriously ill and the medical authorities consider a visit 
would be beneficial.  Two relatives may be allowed return passages within three months of the death of the 
husband (not applicable to North West Europe). 
NotePassages under the terms of Paragraphs 2.3.009 and 2.3.010 are in no circumstances to be 
arranged on behalf of an individual in his or her private capacity.  Family passages are generally only to be 
arranged in connection with the posting of an official or employee to or from an overseas area or in 
connection with his sponsored leave journeys.
 
 
2.3.011.  MOD Contractor’s Staff.  MOD Contractors are to be charged in accordance 
with current government policy.  In exceptional circumstances such as the Falkland Islands 
route, contractors travelling in support of the UK or FI Government are to be charged in 
accordance with the MOD / FCO Joint Policy Statement.  Whilst new contracts will adopt 
the new repayment policy, older contracts may confer free air transport and any such 
evidenced contractual position must be honoured. 
2.3.012.  Media Representatives.  Media Representatives will be carried under the 
regulations detailed in JSP 550. 
2.3.013.  Cadet Forces.  Members of the MOD sponsored Cadet Forces (Combined 
Cadet Force, Sea Cadet Corps, Army Cadet Force and Air Training Corps) accompanied 
JSP 800 Volume 2 Part 2 Chapter 3 - Entitlement to Air Travel on Service Transport 
Third Edition dated January 2010 
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by Cadet Force Adult Volunteers (CFAVs), undertaking official travel only (i.e. expeditions, 
summer camps), are eligible for travel on RAF ATF and MOD Charter under the 
Indulgence Scheme, details of which can be found at Chapter 8.  Cadet Forces, as listed 
above, remain entitled to travel on a CFP basis at the marginal rate if indulgence travel is 
not available or if the cadet forces choose otherwise to travel under the CFP basis.  
Application for travel should be staffed through, and authorised by the appropriate single-
Service HQ to the CFP desk at DPRC.  Application for only one type of travel can be made 
at any time. 
2.3.014.  Cadets May Remain Eligible for Travel at the CNFP Rate.  Exceptional cases 
should be staffed by the relevant single-Service HQs Duty Officer to SO2 Passenger 
Policy, SCM, who has the overarching authority to grant permission to travel at CNFP; 
Details for entitlement to CNFP travel can be found in the table at Paragraph 2.3.018. 
2.3.015.  Welfare Organisations.  Officials and employees of the following welfare 
organisations [and any other similar organisations approved for this purpose by the MOD], 
are eligible for air travel on RAF ATF and MOD Charter, when travelling on official duty 
journeys for Service welfare purposes, or on recognised leave journeys, when such 
journeys are sponsored and the cost is borne by the welfare organisation: 
Army Benevolent Fund 
 
 
 
 
 
 
RAF Association (RAFA) 
Catholic Women's League  
 
 
 
 
 
RAF Benevolent Fund 
Church 
Army 
        RN 
Benevolent 
Trust 
Church of England Soldiers', Sailors' and 
Airmen’s' 
Clubs 
        RN 
Film 
Corporation 
Church of Scotland Committee on Hut and 
Canteen work for HM Forces 
 
 
 
 
 
RN Lay Readers 
Council of Voluntary Welfare Work HQ Staff 
Endeavour 
Trust        
Royal Sailors' Rest 
European Christian Home Organisations for 
the 
Services 
(ECHOS) 
      Salvation 
Army 
Guild of St Helena 
Sandes Soldiers' and Airmen’s 
Homes 
Hibbert Houses 
Services Sound and Vision 
Corporation 
Malcolm Clubs 
Soldiers’ and Airmen’s 
Scripture Readers Association 
Methodist Church Forces Centre 
Soldiers, Sailors and Airmen 
Families Association (SSAFA) 
NAAFI 
the Mission to Military 
Garrisons 
Naval, Military and Air Force Bible Society  
 
 
Toc H 
 
 
 
 
 
 
 
 
 
 
 
YMCA/YWCA 
 
2.3.016.  Families of Welfare Staff.  Families of members of the welfare organisations 
shown in para 2.3.015, when travelling on journeys, sponsored and paid for by the parent 
organisation. 
2.3.017.  CFP Fares.  Charges for CFP passages should be obtained from 2 Gp 
Business and Finance Manager (2Gp BFM), Air Command.  With the exception of 
passages for which recovery is made by DPRC, the charges for all passengers carried as 
CFP are to be paid in advance.  No charge is made for children less than two years of age 
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not occupying a seat, but if a seat is allocated then a full charge is made.  Children of two 
years or over are charged at the adult rate. 
CONCESSION NON-FARE PAYING (CNFP) PASSENGERS 
2.3.018.  Authorisation.  CNFP passengers may be carried in RAF Air Transport Force 
(ATF) and on MOD full-charter flights when there is no entitlement to air travel at public 
expense under other regulations but travel is exceptionally justified in the National or 
MOD/Service interest.  There is no CNFP carriage available on MOD part-charter routes.  
When authorised, CNFP travel is normally not to attract payment of a charge.  However, 
when considered appropriate, a charge to offset ancillary expenditure will be made; the 
charge will be the equivalent of the indulgence charge for the route or sectors.  In these 
instances passengers will be categorised as Indulgence Z1 (see Paragraph 2.8.012) and 
charges will be pre-paid or collected at the departure airport, as notified at the time of 
approving applications.  CNFP passengers take priority after entitled and CFP passengers, 
but before Indulgence passengers.  Once granted, CNFP authorisation may be valid for a 
return journey, if required, and the authorisation will be notified to the booking centre 
responsible for arranging the return journey.  Allocation of a CNFP category does not 
guarantee the availability of seats (See Paragraph 2.3.056).  Seat allocation is normally 
advised at the 48 hour point prior to flight departure and is only valid one-way.  Baggage 
allowance for all CNFP passengers is restricted to 20 kg (44 lb). 
2.3.019.  Application and Sponsorship.  Applications for travel as a CNFP passenger 
must be sponsored, in the first instance, by the appropriate Joint or single-Service HQ in 
the UK or overseas.  If sponsorship is given, applications are then to be forwarded to the 
appropriate booking office (for UK/NWE this is DPRC).  Sponsorship does not imply 
confirmation of passage.  The circumstances detailed below will normally attract 
authorisation for CNFP travel but are not exhaustive.  Any applications, which do not 
clearly fall within the definitions and conditions should be rejected or referred to SO2 Air 
Passenger Policy JSC, for further consideration.  CNFP travel is not permitted in support 
of fund-raising or charitable activities. 
CATEGORY 
DEFINITION AND CONDITIONS 
In the UK, applications must be authorised by the MOD Navy, Army or RAF Sports 
Boards.  Overseas, applications must be similarly authorised by Sports Boards, 
where constituted, or by the HQ Physical Education staffs.  Applications must not 
exceed team size limits which have been agreed and are promulgated by the 
Service Sports Teams  respective Sports Boards for each MOD-recognised sport.  Sports travel is only 
and Individual Sports 
permissible for full serving members of the Armed Services.  If the team has a 
Representation 
requirement to include either an MOD civil servant, other civilian or service 
dependant as a team leader, instructor or to constitute a cohesive team, a 
supporting case must be submitted with the application.  Service sports teams 
from Northern Ireland are given higher priority than teams based elsewhere. 
Teams are to consist of no more than 12 persons.  The same conditions as for 
Service sports teams apply.  In addition, for CNFP travel on adventurous training 
exercises, members of the TA, RAuxAF and RNR/RMR, when on duty, are 
Adventurous Training 
eligible.  Authority for the expedition must be given by either SOAT 
Exercises 
HMS Temeraire, HQ LAND ATG(A) (OTX/PAT) and delegated Army J3/G3 (PAT) 
Staffs at Divisions/Districts/Command HQs, HQ Air (WO AT) RAF High Wycombe, 
or the Physical Education staff at overseas joint or single Service Headquarters. 
When Army regiments are transferred to a new location to or from the UK, up to 3 
wives nominated by the Regiment may accompany the reconnaissance to assess 
MQ and local facilities in the area and thereafter brief the regimental wives prior to 
Unit Reconnaissance 
the unit move.  Applications for such travel must initially be endorsed by Army 
Command Staff. 
 
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CATEGORY 
DEFINITION AND CONDITIONS 
Military or eminent civilian lecturers who have been invited by MOD or Service 
units to lecture on military, security or educational matters of direct benefit to the 
Defence community are eligible provided that a) they are not charging MOD a fee 
Lecturers 
for their services or b) that any fee that they would otherwise levy would be a 
legitimate charge to the Defence vote.  Such requests must be sponsored by the 
appropriate Joint or Single Service HQ in the UK or overseas.  If a fee is being 
charged, CFP status is applicable. 
Military and civilian defence staffs of a foreign country are eligible where there is 
no reciprocal airlift agreement with the UK, but whose attendance at MOD 
Attendance at 
meetings is deemed essential, in the Service interest and no fee is being charged 
Meetings 
for their services.  Such requests must be sponsored at Deputy Director level in 
the MOD or the Chief of Staff of the parenting Service HQ.  If they are charging a 
fee, CFP status is applicable. 
Where it is deemed to be in the Service interest a relative of a full serving member 
of the UK Armed Forces or a UK-based MOD civil servant may travel to assist an 
overseas-based Service family in a compassionate capacity (e.g.  wife taken ill 
Welfare Cases 
and husband cannot be spared from duty).  Such requests must be sponsored by 
the P-staff of the appropriate Joint or Single Service HQ and have Medical Staff 
endorsement, if appropriate. 
By exception, cadets may be eligible for travel CNFP. 
Exceptional circumstances include: 
a.  Aeromed - illness or injury when assessed by a qualified doctor leading 
to a missed flight. 
b.  Compassionate - when confirmed by JCCC. 
c.  Serious accidents 
Cadet Forces 
All reporting of compassionate cases or serious casualties should be notified to the 
JCCC to ensure co-ordination across all relevant organisations and where 
necessary to assist in informing of NOK. 
 
In such circumstances, Cadet Force Adult Volunteers (CFAVs) would be expected 
to act as escorts to cadets at a ratio of 1:6 and would be permitted to travel at the 
CNFP rate.  If no CFAV is available then UNMIN status may be authorised subject 
to the guidance given in Paragraphs 2.2.6.032 – 2.2.6.038. 
 
VIP MOVEMENT 
2.3.020.  Persons Defined as VIPs for Air Movement.  The categories of persons 
defined as VIPs for the purposes of air movement in Service aircraft are shown below: 
Members of the Royal Family 
HM The Queen 
Other Reigning Sovereigns 
Heads of Foreign States 
Prime Ministers of the UK and Commonwealth 
Governors-General of Commonwealth Countries 
Countries 
Governors 
Secretaries of State and other Ministers of the Crown 
High Commissioners 
Ambassadors to Foreign Countries 
The Chief of the Defence Staff 
Special Envoys 
The Chiefs of Staff 
 
Commanders-in-Chief 
UK Senior Civil Servants (SCS)of the rank of SCS 
Officers on the active list of the rank of Vice-
Band 2 and above 
Admiral, Lieutenant-General and Air Marshal and 
 
above (3 star) 
High Dignitaries of the Church e.g.  Archbishops, 
Officers of equivalent rank in Commonwealth and 
Cardinals and Moderators 
Allied Services 
Any other persons of special importance if the MOD considers they should be classified as VIPs 
 
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2.3.021.  VIP Booking Procedures on ATF and MOD Charter Aircraft.  General 
procedures for peacetime use of the MOD Communications Fleet for VIP movements are 
contained in the appropriate DCI which provides guidance on the order of priority applied 
to bids for aircraft/seats. 
2.3.022.  Booking on Number 32 (The Royal) Squadron, RAF Northolt.  At least 14 
days prior to the requirement, bids for aircraft / seats are to be made by email direct to the 
Communications Fleet Tasking Cell.  Enquiries may be made by telephone on Civ: 020 
8833 8432 (Mil: 95233 Ext 8432). 
2.3.023.  Other ATF Flights (Long Range) and MOD Charter.  Bookings of seats for 
VIPs on other ATF flights and MOD Charter flights are normally to be made direct to the 
relevant MOD Booking Centre in accordance with procedures for non-VIP passengers. 
2.3.024.  VIP Movement on Commercial Flights.  Booking of VIP movement on 
commercial flights is to be made through an MOD Booking Centre in accordance with 
procedures for non-VIP passengers. 
2.3.025.  Local Arrangements.  Under local arrangements and where the circumstances 
permit, preferential treatment may be accorded to dignitaries and senior officers of lesser 
rank. 
PASSAGES BY AIR FOR INFANTS AND EXPECTANT MOTHERS 
2.3.026.  Normal Limitations.  Pregnant women may be accepted for air transport 
without special precautions up to four weeks before the date of confinement (the end of 
the 36th week of pregnancy) provided: 
a. 
There is no history of significant bleeding at any stage of the pregnancy. 
b. 
There is no history to suggest that premature onset of labour is likely. 
A doctor's letter is required for all women travelling between the 28th and 36th week of 
pregnancy, confirming that the above precautions have been met and indicating the 
estimated date of delivery.  SO2 Aeromed, HQ 2 Gp is to be consulted in all cases where 
the above or other complications have occurred.  Travel after the end of the 36th week of 
pregnancy will be authorised for essential reasons only, and the expectant mother would 
have to travel as an aeromedical patient, with medical escorts as directed by SO2 
Aeromed.  It should be noted that commercial airlines prohibit the emplanement of 
pregnant women beyond the end of the 36th week under any circumstances.  Mothers 
may travel without aeromedical supervision after the 3rd day following an uncomplicated 
delivery, and after the 10th day following an instrumental (i.e.  forceps or ventouse) or 
caesarean delivery.  Although healthy newborn babies should be able to travel safely, it is 
prudent to wait for one week after delivery.  Advice is to be sought from SO2 Aeromed 
before emplaning babies less than one week old.  Babies with known problems should 
travel as aeromedical patients. 
 
2.3.027.  Twin Pregnancy.  For twin pregnancies, expectant mothers will not be allowed 
to fly as ordinary passengers after the end of the 32nd week of pregnancy. 
2.3.028.  Application of Rules.  The rules regarding expectant mothers and new-born 
infants apply to all air passages, i.e. entitled, concession and indulgence. 
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2.3.029.  Aeromedical Flights.  Expectant mothers and mothers with their new-born 
infants may be carried when necessary on clinical grounds, on aeromedical flights. 
PASSENGER COMPLEMENTS - FAMILIES 
2.3.030.  Policy.  The following paragraphs detail MOD policy regarding the allocation of 
passengers to a particular flight: 
a. 
The number of adults is not to be less than 20% of the passenger complement. 
b. 
The number of children under 14 years of age is not to exceed 50% of the 
passenger complement. 
c. 
The number of infants under one year is not to exceed 10% of the passenger 
complement.  Each infant is to be allocated a seat. 
d. 
Personnel travelling alone with responsibility for more than 2 infants will require 
assistance on most RAF ATF flights due to the seat configuration.  It is the 
responsibility of the passenger to arrange for assistance on the aircraft prior to travel.  
Booking offices are to confirm the arrangements and annotate the PNR accordingly.  
Duty passenger staffs may be able to identify a suitable volunteer from the passenger 
compliment, however this should not be relied upon and those passengers without 
suitable assistance may not be permitted to travel. 
2.3.031.  Exceptions.  The following exceptions may be applied to these limitations: 
a. 
Exceptional circumstances may justify a temporary relaxation of these limits, 
provided full regard is taken of the safety factors involved.  Variations to the 
limitations may only be authorised by HQ 2GP Gp Capt Current Cap via SO2 Air 
Passenger Policy on a case-by-case basis. 
b. 
Dedicated SCV flights are exempt such limitations. 
CARRIAGE OF SERVICEMEN UNDER ESCORT (SUE) AND SERVICEMEN UNDER 
SENTENCE (SUS) 

2.3.032.  Normal Guidelines.  When Servicemen Under Escort (SUE) are required to be 
moved by air, they should normally be emplaned in RAF transport or MOD charter aircraft.  
For overseas areas not served by frequent RAF transport services, it may be necessary to 
carry prisoners and escorts in civil charter aircraft.  On these occasions, maximum notice 
of their emplanement is to be given to the operator or local passenger handling agents and 
to the OIC passengers.  A maximum of two prisoners only should be booked to any flight.  
If this figure has to be exceeded a full risk assessment is required by RAF ATSy or 
appropriate authorities. 
2.3.033.  Escorts.  In all other cases, escorts for prisoners are to be arranged in advance 
by the sponsoring Service.  Wherever practical and to avoid personnel travelling solely for 
escort duties, the Air Booking Centre is to seek escorts from among suitable Service 
passengers already booked to flights.  Air Booking Centres are not to accept firm 
applications for the movement of prisoners unless they are satisfied that adequate 
arrangements can be made for the provision of escorts.  A minimum of two escorts per 
prisoner are to be appointed.  Further rules for the movement of prisoners within the UK 
are given in relevant single Service publications. 
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2.3.034.  Absentees and Deserters.  Absentees and Deserters belonging to units in 
NWE are to be returned by scheduled service flights.  When escorts are necessary 
dispatching units are to provide them whenever possible as far as the Service movements 
desk.  Escorts from the UK airport to the airfield in NWE are to be detailed by the DAMO 
from among suitable passengers on the same flight.  The DAMO is responsible for the 
handover/take-over of the prisoner at the Service movement’s desk and for the briefing of 
in-flight escorts.  Application is forwarded by dispatching units to the DPRC, marked 
‘Under Escort’.  Dress must be civilian clothes. 
2.3.035.  Carriage of Servicemen under Sentence (SUS), Absentees and Deserters 
between NWE and the UK.
  Servicemen Under Sentence (SUS) are to travel to the UK 
on scheduled service, irrespective of their ultimate destination, and are to be escorted by 
passengers arranged previously by the Air Booking Centre, as applicable, to travel with the 
prisoners throughout the journey either to the airport or the destination in the UK.  SUS 
committed to Military Correction and Training Centres (MCTC) and SUS committed to a 
civil prison or similar civil institute, must travel in civilian clothes.  Whenever possible, SUS 
should complete the journey to their ultimate destination on the same day, and as early as 
possible before the latest time the prisoner can be accepted by the detention authorities.  
Flight bookings are to be arranged accordingly, affording priority of travel.  The provision of 
escorts is the responsibility of COs.  The number of escorts required, and rank is laid down 
in QRs and AGAIs. 
2.3.036.  Carriage of SUE, Absentees and Deserters World-Wide, other than NWE 
and the UK.
  When SUE is moved by air to destinations other than NWE, the dispatching 
unit is responsible for arranging escorts for the prisoner throughout the journey. 
2.3.037.  Reception of SUE (NWE).  Reception of SUE at airfields in NWE is the 
responsibility of HQ UKSC. 
2.3.038.  Booking Passages and Arranging Escorts for Prisoners.  In the interests of 
economy, in-flight escorts are to be provided wherever possible from other Service 
passengers travelling on the same flight.  The procedure to be used by the dispatching unit 
for booking passages and arranging escorts is as follows: 
a. 
Contact the appropriate booking centre by telephone requesting details of 
Service passengers already booked on flights near to the RTM date of the prisoner 
and where possible make a provisional booking. 
b. 
Contact the unit of the selected escorts requesting that the escorts be detailed 
and arranging the date of flights and time of take-over by the travelling escorts at the 
air terminal or airfield. 
c. 
Confirm the booking of the prisoner and names of the escorts nominated to the 
appropriate booking centre.  At this stage the flight application for the prisoner is to 
be forwarded to the appropriate booking centre endorsed ‘Under Escort’. 
d. 
Detail escorts from unit lines to the airfield.  Reception of prisoners under escort 
at airfields overseas is the responsibility of the overseas Command concerned. 
FOOD, ACCOMMODATION AND ADMINISTRATION CHARGES 
2.3.039.  Normal Charges.  Charges for food, accommodation and administration 
charges at terminal and intermediate airfields, where appropriate, are to be recovered from 
all indulgence travel passengers.  Charges for food and accommodation are to be 
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recovered from CNFP passengers on the same basis as for indulgence passengers, with 
the exceptions of Service sports teams and properly sponsored Service expedition and 
adventure training teams.  No charges are to be made to passengers travelling at public 
expense. 
2.3.040.  Indulgence.  Charges in respect of indulgence passengers are promulgated by 
the 2 Gp Business and Finance Manager. 
SERVICE CHILDREN’S EDUCATIONAL VISITS 
2.3.041. Transport  will  be  provided at no charge to support out-of-school activities which 
are part of the National Curriculum or are an essential constituent of public examination 
courses.  This entitlement applies in respect of activities that take place out of school 
hours as well as those which take place during the normal school day.  For pupils aged 14-
19, this entitlement extends to air travel to and from the UK, within an annual maximum of 
150 return air trooping flights from Germany, 50 from Cyprus and 20 from Gibraltar. 
CARRIAGE OF FOREIGN NATIONALS 
General.  Foreign nationals may travel on air trooping flights provided they are sponsored by the 
AFD, PJHQ or FCO.  The passenger category applied should be in accordance with the rules in the 
earlier paragraphs concerning passenger entitlement.  Application for movement is to be made in 
the normal way.  However, such passengers must have valid passports and, where appropriate, entry 
visas.  Guidance on which countries’ nationals require leave to enter the UK and in what 
circumstances is available in the UK Immigration Service Passport and Visas Guide for Carriers.  
Where doubt exists about particular cases, advice should be obtained from the Immigration Service 
Duty Officer at the UK point of entry, or Heathrow Personal contact details of junior staff 
redacted under section 40 of the Freedom of Information Act 
 
2.3.042.  .  Airheads are to ensure suitable checks are carried out prior to emplanement 
to confirm all passengers loaded to ATF or full-charter aircraft satisfy immigration 
requirements. 
2.3.043.  Pre-Notification of Non-EU Nationals.  Airheads or ATF Detachments 
dispatching flights to EU Countries are to pass details of all non-EU passengers emplaned 
at the time of departure of each flight.  Passengers’ names, passport and visa details and 
PNR references are to be notified in the same timescale as flight departure messages.  
Where no foreign passengers are loaded, this fact is to be indicated as part of the 
departure message, in lieu of a separate signal message.  Also see Chapter 14 of this 
volume. 
EMPLANEMENT OF PASSENGERS IN C130 OR C17 AIRCRAFT 
2.3.044.  Introduction.  The RAF Air Transport Force (ATF) is a tri-Service resource 
maintained primarily for use in periods of tension, crisis and war.  It is also used to provide 
world-wide airlift support for tasks which would otherwise attract civilian air 
freight/passenger costs.  However, the level of passenger safety equipment fitted in the 
cargo compartment of RAF C130 and C17 aircraft falls short of that required by law to be 
fitted to commercial aircraft.  Consequently, the carriage of passengers on C130 and C17 
must be restricted. 
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2.3.045.  Definitions.  For the purposes of this Instruction, the following definitions are 
used: 
Category Definition 
Service Passenger 
A Service passenger is a serving member of HM Forces, Exchange Scheme 
personnel, or members of coalition Armed Forces as authorised by PJHQ. 
A civilian passenger is anybody who does not satisfy the criteria of Service 
Civilian Passenger 
Passenger; this definition includes MOD employed or sponsored civilians and 
dependants of serving members of HM Forces. 
Operations 
An operation (OP) is a military mission prescribed by CDS Directive and 
bearing a codeword 
An exercise (Ex) is a military manoeuvre or simulated wartime operation, 
Exercises 
involving planning, preparation and execution; it may be combined, multi-
national, joint or single Service 
Operational Training 
Operational training is training which maintains or improves the operational 
readiness of individuals or units. 
Administrative lift 
Administrative Lift is any authorised duty travel which is not on operations, 
exercises or operational training 
Controlling Movement 
The Controlling Movement Authority (CMA) is the organisation which controls 
Authority 
the utilisation of Air assets within a specific region or operational theatre.  The 
UK CMA is DSCOM. 
 
2.3.046.  Restrictions on Service Personnel.  Where authorised by DSCOM and/or 
CMAs, Service personnel may travel as passengers on all flights, subject to the normal DG 
considerations.  The carriage of Service personnel on operational, exercise or operational 
training flights is unrestricted.  However, administrative moves should not normally be 
conducted by C130 or C17 aircraft where feasible alternatives exist.  DSCOM and CMAs 
are responsible for applying this policy.  No specific case-by-case exemption authority is 
required once the CMA has decided that travel by C130 or C17 aircraft is necessary. 
2.3.047.  Restrictions on Civilian Passengers - Administrative Movement.  In the 
course of their normal duties, there should be no requirement for civilians to travel on 
C130 and C17 aircraft, and neither should there be any compulsion for them to do so.  
Therefore, administrative moves will not be conducted by C130 and C17 aircraft.  Non-
operational factors, such as cost and convenience, are not sufficient reasons for the 
granting of an exemption. 
2.3.048.  Exemptions.  SO2 Air Passenger Policy, SCM may issue an exemption from 
the normal restrictions on civilian travel in the following, non-operations-related 
circumstances only: 
a. 
When no feasible alternative means of travel exists. 
b. 
For MOD Civil Servants and for PJHQ / FLC sponsored MOD Contractors 
travelling on Exercise and Op Trg Flights (subject to sub Paragraph a above). 
c. 
On urgent humanitarian, aeromedical evacuation and compassionate grounds. 
d. 
For the carriage of contractors for aircraft trials / air tests. 
In the circumstances described at sub Paragraphs a to d above, exemptions on a case by 
case basis must be sought from SO2 Air Passenger Policy, SCM in accordance with 
Paragraph 2.3.052. 
 
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2.3.049.  Restrictions on Civilian Passengers - Operational Movement.  Civilians are 
an essential and integral part of the modern operational force structure.  Therefore, travel 
on flights for operationally essential MOD Civil Servants / MOD Sponsored Contractors is 
permitted, subject to the same considerations as applicable to Service personnel, when 
PJHQ J4 Movs / CMA deems this essential.  Such operational movement may involve 
travel with DG in which case the movement of sponsored contractors is to be booked in 
accordance with the regulations contained within JSP 800 Volume 4a. 
2.3.050.  Restrictions on Indulgence Travel.  Indulgence flying on C-130 and C-17 
aircraft is prohibited for both Service personnel and civilians. 
2.3.051.  Carriage of Concessionary Non-Fare Paying Passengers (CNFP).  Service 
Personnel travelling with CNFP status are to be considered as Duty passengers; however, 
the carriage of Op / Ex freight or passengers is to take priority.  Carriage will be subject to 
the normal DG regulations. 
2.3.052.  Application for Exemptions.  Where required by this Instruction, requests for 
an exemption authority are to be addressed to SO2 Air Passenger Policy, SCM using the 
Form at Annex A.  A decision will normally be given and passed by e-mail, or signal if 
necessary, within two days of receipt of the application.  The following information is 
required before a request will be considered: 
a. 
Passenger details. 
b. 
Date and flight details. 
c. 
Departure airhead/arrival airhead. 
d. 
Justification for the exemption authority. 
e. 
Impact, if exemption authority is not granted, including details of other travel 
options. 
2.3.053.  Links to SO2 Air Passenger Policy, SCM.  The following communication links 
are available for SO2 Air Passenger Policy, SCM: 
Personal contact details of junior staff redacted under section 40 of the Freedom of 
Information Act 
 
2.3.054.  Telephone Requests.  Telephone requests for an exemption are to be 
restricted to urgent cases only and must be followed by hard copy requests within one 
working day. 
PASSENGER PRIORITIES 
2.3.055.  Introduction.  On occasion there will be insufficient airlift available for the 
number of passengers who wish to travel and there will be a requirement for passengers 
to be prioritised.  Prioritisation will be necessary for both operational and trooping flights.  
The table at paragraph 2.3.056 below provides details of the passenger priorities. 
2.3.056.  Local Variations.  Although the list in paragraph 2.3.056 below provides a 
standard list of priorities, on occasion there will be the requirement for the local HQ/CMA 
to have variations to these priorities in order to meet local circumstances.  For example on 
trooping flights, where families on posting (POT Codes 72 and 73) may require priority 
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over temp duty passengers, or passengers on visits.  In these circumstances the local 
HQ/CMA should liaise with DPRC. 
Table of Passenger Priorities: 
Ser Main 
Priority  Secondary 
Priority 
Sub-Priority 
 
8
High Priority MEDEVAC  
 
1MEDIVAC COMP 

 
2 COMP 


9
MEDIVAC  
 
12
RIP  
13
R&R  
14
Sustainment  
4 Duty 
10
11
OPS  – OPG1 locations  
Visits 
15
UK NATO CE  
16
MACRAF/TCN  
  
Exercise 
 
  
Postings 
 
  
Temp 
Duty 
 
  
Courses 
 
  
Official 
Visits 
 
  
Medical 
APPTS 
 
  
SUE/SUS 
(Escorts) 
 
 
 
SAA SCV Escorts 
 
 
 
EX COMP A/B RTU 
 
 
 
EX MEDIVAC RTU 
 
5 Families 
Postings 
 
  
Medical 
 
  
SCV/Cadet 
Contingency 
 
 
 
EX COMP RTU 
 
 
 
EX MEDIVAC RTU 
 
6 CFP 
Contractors 
 
  
REPAYMENT 
 
  
Trading 
Funds 
 
  
Cadets 
 
                                                                                                                                                 
 
8Including Escorts. 
9Ibid. 
10Within the ‘Ops’ category of duty pax, PJHQ J3 and the FMCC/CAMA hold the authority to re-prioritise pax in order to meet operational 
reqts. 
11Currently Op HERRICK, Op TELIC and BFSAI. 
12Relief in Place – all pax with a PJHQ JFET serial number. 
13Rest and Recuperation – PJHQ and FMCC priority dependant. 
14 Including Individual Augmentees (start of tour and end of tour), personnel returning from Comp/medical, personnel.  All pax must have 
an assignment order of PJHQ J3 Auth to travel. 
15 UK Personnel filling NATO (CE) posts. 
16 US/UK International Agreement and troop contributing Nations with whom the UK has an agreed MOU. 
JSP 800 Volume 2 Part 2 Chapter 3 - Entitlement to Air Travel on Service Transport 
Third Edition dated January 2010 
88 

 
Ser Main 
Priority  Secondary 
Priority 
Sub-Priority 

17
MAC/RAF/TCN  
Duty 
 

SAA FARE PAYING 
 
 
Sports 
9 CNFP 
EXPEDS/AT 
 
Miscellaneous 
10 Indulgence 

 
  
Z1 
COMP C 
 
 
 
COMP C RTU 
 
 
 
PAX POL 
  
Z2 
 
  
Z3 
 
  
Z4 
 
  
Z5 
inc 
CADETS 
 
11 MAC/RAF 
Nonduty 
 
 
                                                                                                                                                 
 
17 US/UK International Agreement and troop contributing Nations with whom the UK has an agreed MOU. 
JSP 800 Volume 2 Part 2 Chapter 3 - Entitlement to Air Travel on Service Transport 
Third Edition dated January 2010 
89 

 
ANNEX A TO PART 2 CHAPTER 3 
 
APPLICATION FOR EXEMPTION AUTHORITY TO TRAVEL ON RAF AIR TRANSPORT 

 
PASSENGER NAME 
PASSPORT NUMBER 
D.O.B 
 

 
 
 
 

 
 
 
 

 
 
 
 

 
 
 
 
 
 
DATE OF FLIGHT
 
 
FLIGHT NO 
FROM (APOE) 
TO (APOD) 
OUT 
 
 
 
 
 
RTN 
 
 
 
 
 
 
Sponsoring authority (if applicable): _______________________________ 
 
Justification for the exemption authority: 
 
 
 
 
 
 
Impact, if exemption authority is not granted, including details of other travel options: 
 
 
 
 
 
 
 
Name (Block Capitals): 
 
Signature:  
 
Email: 
 
Date: 
 
Details on the need for dispensations/entitlement of personnel to fly on RAF Air Transport 
can be found in JSP 800 Vol 2 Part 2 Chapter 3. 
JSP 800 Volume 2 Part 2 Chapter 3 Annex A - Application for Exemption Authority to Travel on RAF Air Transport 
Third Edition dated January 2010 
90 

 
PART 2 
 
CHAPTER 4 - SERVICE PERSONNEL AND FAMILIES - TRAVEL FROM 
THE UK TO OVERSEAS ON POSTINGS AND TEMPORARY DUTY NOT 

NORMALLY COVERED BY ATF OR CHARTER OR PART-CHARTER 
FLIGHTS AND CHARTER AND PART-CHARTER FLIGHTS 
GENERAL 
2.4.001 
This Chapter is intended to provide guidance to Movements staffs and budget 
holders arranging or approving journeys between UK and overseas destinations on 
posting and temporary duty visits (except for Service attaches and advisers).  Specifically, 
it covers procedures for routes not normally covered by MOD charter flights or RAF Air 
Transport aircraft (details of current RAF and charter trooping flights are at Chapter 5).  
Service booking agencies will be able to assist individual cases as to the most economical 
method of travel consistent with “ready-to-move” dates with regard to Defence Travel 
(commercial) and RAF or MOD charter flights which may be used for all or part of the 
journey. 
METHOD OF TRAVEL 
2.4.002 
Recommended Methods of Travel.  Travel by Service and MOD civilian 
personnel on RAF and MOD full charter flights are at no cost to the budget holder.  
Therefore, travellers entitled to these flights should use them when ever practicable (see 
Paragraph 2.4.013).  Travel on part - charter flights may incur costs to budget holders but 
should be used when practicable.  The recommended methods of travel are as follows: 
a. 
MOD scheduled air services between UK and overseas locations which are 
directly served by the RAF Air Transport Force (ATF) and civil air charter (see 
Chapter 5). 
b. 
MOD scheduled air services and commercial air passages.  For journeys 
between UK and places not served or only partially served by MOD scheduled air 
services. 
c. 
Direct commercial air passages from the UK to normally long-haul or remote 
locations where spouses with children, who for service reasons travel 
unaccompanied. 
d. 
The most economic means. 
2.4.003 
Direct Flights of 24 Hours or More.  If as a result of Paragraph 2.4.002, 
families face a direct flight of 24 hours or more without sufficient breaks to constitute a 
period of rest, they may elect to use flights which permit a stopover en-route of 12 to 24 
hours.  If they do so, the cheapest alternative flights are to be utilised and the Services 
booking agencies will make the necessary flight arrangements; passengers may not select 
the route or stopover point themselves.  Meals and accommodation during the stopover 
will be provided at public expense or reasonable expenses will be refunded under normal 
rules.  (Note. A family is eligible for a stopover if it comprises one or more children under 
age 18 accompanied by one or both parents.  A spouse is travelling alone, a husband and 
wife, registered civil partners (or a partner travelling alone), do not constitute a family). 
JSP 800 Volume 2 Part 2 Chapter 4 - Service Personnel and Families 
Third Edition dated January 2010 
91 

 
PRINCIPLES 
2.4.004 
Budget Holders Authorisation.  The budget holder is to determine the most 
cost-effective method of undertaking a journey.  This process must include consideration 
of all actual costs to be incurred including, for example, subsistence costs, discounted 
fares available to MOD and class of travel.  The cost of staff time through absence from 
normal place of duty must not be considered since this is not an actual cost.  The Services 
bookings agencies will be able to give advice on the fares currently available to MOD, but 
the budget holder is responsible for authorising the method of travel, class of travel and 
routing.  Budget holders should consider the normal entitlements to class of travel under 
the traveller’s conditions of service.  Authorisation to travel in a class below the traveller’s 
normal entitlement must be by mutual consent of traveller and budget holder.  It must be 
noted however, that authority to travel remains the exclusive preserve of the budget 
holder. 
2.4.005 
Leave or Posting Travel.  The same principles apply to travel on leave or 
posting. 
2.4.006 
Temporary Duty.  Service personnel making certain journeys from east to west 
and from west to east on temporary duty may, if necessary, leave UK in time to allow 
acclimatisation period as follows after arrival at their destination.  The same allowances 
may be made after return flights: 
 
To and from the Americas  
 
 
 
 

24 hours 
 
To and from the Indian Sub-continent and beyond 

48 hours 
 
2.4.007 
If however, the exigencies of the service preclude the grant of a rest period, no 
compensation for the loss of acclimatisation will be allowed.  It is emphasised that this 
concession is concerned with the mitigation of “jet lag” and has no direct relationship to the 
length of the journey.  Budget holders should take into account the class of travel selected 
when considering the need for rest periods. 
2.4.008 
Effect on Own Way Passages.  Although this chapter makes special provision 
for families facing long or difficult flights, refunds of expenses to personnel on posting, who 
make their own arrangements for themselves and their families, will be based on the 
official method of travel.  For temporary duty, the refund will be limited to the cost of the 
most cost-effective method of travel the budget holder is able to determine for the journey.  
Where the most cost-effective and economic fare exists for routes not served by MOD 
scheduled services, this will set the maximum sum which can be allowed for the air portion 
of journeys when claims for expenses are considered. 
2.4.009 
Broken Journeys.  Authority may be granted for Servicemen and their families 
to break their journey when travelling on scheduled air trooping routes on RAF transport 
aircraft.  This concession, which is not applicable to chartered air trooping routes, (except 
the South Atlantic Airbridge when under charter) may be granted to allow a visit to a close 
relative abroad, i.e., a parent, child, brother or sister (when there are semi-compassionate 
welfare reasons), or to visit the grave of a close relative.  Applications must be made to 
MOD DCDS Pers through the normal chain of command if the journey to be undertaken is 
on posting.  If the journey is on temporary duty, the agreement of the Basic Level Budget 
(BLB) Holder will be required.  All additional costs arising from the broken journey must be 
borne by the traveller.  Applications should reach the approving authority two months 
before the required date of movement. 
JSP 800 Volume 2 Part 2 Chapter 4 - Service Personnel and Families 
Third Edition dated January 2010 
92 

 
DENIAL BOOKING COMPENSATION 
2.4.010 
Definition.  Civil airlines have introduced a form of payment to passengers, 
entitled Denial Booking Compensation.  This payment relates to a situation where, as a 
result of overbooking by the airline, passengers are unable on arrival at the airport to 
obtain a seat on the flight on which they are booked.  In these circumstances, if the airline 
cannot allocate passengers to an alternative flight which will enable them to reach their 
destination within four hours of the time of arrival of the flight on which they were originally 
booked, a Denial Booking Compensation payment may be made. 
2.4.011 
Object of Payment.  The object of the payment is to release the airline from all 
liability arising out of its failure to accommodate passengers on the flight originally booked.  
Before receiving any payment, the passengers are required to sign a form to this effect 
within 30 days. 
2.4.012 
Subsequent Expenses.  Where travel is funded at public expense and such 
compensation payment is offered and accepted, the amount should be taken into account 
in any subsequent expenses claim.  Subsistence will normally only be paid to cover any 
additional expenditure necessarily incurred.  This type of payment is categorised as a 
hospitality payment and should be recorded in the appropriate hospitality book at the 
earliest opportunity.  Further guidance on hospitality is contained in 2005DIN02-085. 
TRAVEL ON CHARTERED AND PART - CHARTERED AIR TROOPING FLIGHTS 
2.4.013 
DSCOM Responsibilities.  DSCOM is responsible for providing chartered and 
part -chartered air trooping services to support MOD personnel on overseas postings.  The 
contracts are based on the requirements of the overseas administration and are funded 
accordingly.  The services are not funded to support the business travel or unauthorised 
visits of UK-based personnel.  DSCOM is responsible for the management of the MOD 
chartered and part-chartered flights as detailed in Chapter 5. 
2.4.014 
DSCOM Funded Seats.  The DSCOM funded seats above are only available to 
the following categories of passengers: 
a. 
Personnel Based on an Overseas Posting.  Service personnel and MOD 
civilians serving on an overseas posting (not including LECs) in the theatre served by 
part charter services.  It is the responsibility of the respective overseas HQ staffs to 
authorise duty travel in accordance with the entitlements laid out in Chapter 3. 
b. 
Official Visitors.  Official visitors must be in possession of a destination-
specific Staff Clearance Number in order to make use of trooping flights.  Details for 
visits sponsored by BDS (W) and DI-LSNA are contained in 2007DIN03-008 for 
formal administrative procedure.  Unclassified Visits to US Contractors and 
Commercial Conferences are not sponsored by BDS (W) or DI-LSNA and are 
therefore not eligible for DSCOM funded seats. 
2.4.015 
Staff Clearances.  The following locations/theatres (outside of Operational 
Theatres) are currently subject to staff clearance and/or formal administrative procedures: 
 
Location Ref   
 
 
 
 
 
 
DCI/DIN 
 Ascension 
Island 
      2008DIN05-038 
 Brunei 
        GEN 
295/04 
 
British Indian Ocean Territories   
 
 
 
2008DIN05-038 
 Cyprus 
        2008DIN05-038 
JSP 800 Volume 2 Part 2 Chapter 4 - Service Personnel and Families 
Third Edition dated January 2010 
93 

 
 Falkland 
Islands       2008DIN05-038 
 Germany 
 
        GEN 
71/04 
 Gibraltar 
        2008DIN05-038 
 Nepal         GEN 
295/04 
 Washington 
(BDS) 
      2007DIN03-008 
 
2.4.016 
Other Categories.  All other personnel who require overseas travel on a route 
served by a part charter service, but not entitled to the DSCOM funded service, must book 
their travel using commercial air booking procedures.  Visits to civilian contractors based in 
the theatre are not entitled to central funding and travel should be arranged using 
commercial air booking procedures as detailed in Chapter 19.  Passengers booking to a 
part charter service without entitlement may have the cost charged against their parent 
UIN after they have travelled. 
2.4.017 
Whole Aircraft Charter.  On whole aircraft charter services, there is scope to 
carry passengers not covered on Paragraphs 2.4.013 and 2.4.015.  Spare capacity may 
be used for other duty travel, CNFP or indulgence in accordance with current regulations, 
at the discretion of the controlling authority/HQ. 
2.4.018 
Guidance.  Guidance on the above procedures is available from SO2 Air 
Passenger Policy or SO2 Airlift Charter, SCM. 
SEATING ON MOD CHARTERED AIRCRAFT 
2.4.019 
Background.  Civil charter is routinely used to directly support operations and 
"backfill" programmed MOD tasks that are beyond the capacity of the Air Transport Fleet 
(ATF).  Occasionally the aircraft chartered by MOD are taken up from scheduled route 
carriers that offer more than one class of seat in the aircraft cabin.  However, the higher 
class seats may not always be available depending on the terms of the individual aircraft 
charter contract.  DSCOM Ops are responsible for the management of chartered aircraft. 
2.4.020 
Weight and Balance.  The final payload and weight and balance of the aircraft 
will determine where the passengers should sit in the cabin.  It should be noted that the 
nature of military loads often inhibits the seating of passengers that would normally be 
associated with civilian air travel.  Unfortunately, due to the weight and balance 
restrictions, this may mean that on certain routes, a number of higher class seats at the 
front of the aircraft may not be available to passengers. 
2.4.021 
Departure Airfield Actions.  The movements staff at the primary departure 
airfield will, in consultation with the aircraft captain/airline handling agent, ascertain the 
desired passenger distribution throughout the aircraft which will in turn dictate the number 
of available higher class seats that can be used.  Higher class seats on MOD chartered 
aircraft are allocated to Duty passengers by seniority; i.e. by rank for military personnel 
travelling on duty or by equivalent civilian status for MOD Civil Servants, again, travelling 
on duty.  When there is a task with more than one destination, the staffs at the primary 
departure airfield are to co-ordinate the passenger seating allocation in consultation with 
the stations en-route and in accordance with the seniority of all the duty passengers 
travelling regardless of their destination. 
2.4.022 
Allocation of Higher Class Seats.  Under normal circumstances, HCS will only 
be allocated to duty S category passengers (SO2 equivalent) and above (see footnote 15).  
                                                                                                                                                 
 
15The definition of Y, X and S Class passengers can be found at Table 1 Para 2.2.016. 
JSP 800 Volume 2 Part 2 Chapter 4 - Service Personnel and Families 
Third Edition dated January 2010 
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Other categories of passengers may only be allocated when availability permits and then 
in accordance with duty status and seniority (and as a no cost option on charter flights 
only).  To avoid any ambiguity whatsoever, the following points are offered for clarification: 
a. 
As a general rule Indulgence and Concession Non Fare Paying (CNFP) 
passengers do not qualify for duty status and are therefore not entitled to HCS, 
however, sub-para b identifies those personnel who may be subject to an exemption 
from this rule only when they satisfy the criteria specified. 
b. 
Spouses and dependants of duty S Class passengers and above who travel 
indulgence or CNFP whilst accompanying entitled personnel may travel in HCS, 
seated iaw the entitled person’s duty status subject to availability and seniority (see 
2.4.022 below).  Furthermore, spouses and dependants of Y and X cat status 
personnel may be allocated HCS when travelling on official duty but are 
unaccompanied, when they will be allocated the same duty status as the entitled 
person (Y or X cat). 
c. 
All other civilian passengers who are non-MOD Civil Servants will not be 
allocated to HCS, unless they are eligible under regulations contained in Chapter 3, 
Paragraph 2.3.019-20 (See footnote 16 ), or, for travel on the South Atlantic Air 
Bridge, are specifically listed as Y and X category passengers within the current 
version of the Joint Policy Statement.  (see Note) 
d. 
Physically disabled passengers or passengers with a known medical condition 
will only be allocated HCS in accordance with the policy detailed in Part 2 Chapter 6 
Paragraph 2.6.034 of JSP 800 Vol 2. 
2.4.023 
HCS Order of Priority.  For the purposes of efficient and effective flight editing 
protocol the following table identifies the order that passengers are to be allocated to HCS: 
Order Category 

Premium Economy Fare Paying Passengers 

VIP 

Y category duty passengers (+ accompanying pax iaw Paragraph 2.4.021 b above) 

Those non-MOD personnel authorised temporary Y category status by CBFSAI iaw the JPS (See 
footnote 3) 

X category duty passengers (+ accompanying pax iaw Paragraph 2.4.021 b above) 
Those non-MOD personnel authorised temporary X category status by CBFSAI iaw the JPS (See 

17
footnote  ) 

S category duty passengers (+ accompanying pax iaw 2.4.021 b above) 

Other duty passengers 
Note: The Joint Policy Statement on the Carriage of Non-MOD Passengers and Freight on the South Atlantic 
Airbridge (SAA).  (Apr 09)  Issued by the MOD and the FCO.  Applicable to the SAA only.
                                                                                                                                                 
 
16 VIP Movement – Persons defined as VIPs for Air Movement. 
17 The Joint Policy Statement on the Carriage of Non-MOD Passengers and Freight on the South Atlantic Airbridge.  (Apr 09) Issued by 
the MOD and the FCO.  Applicants to the SAA only. 
JSP 800 Volume 2 Part 2 Chapter 4 - Service Personnel and Families 
Third Edition dated January 2010 
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PART 2 
 
CHAPTER 5 - AIR TROOPING SCHEDULED FLIGHTS 
OVERVIEW 
2.5.001.  RAF Transport Flight Schedules.  The RAF operates regular air trooping 
schedules from RAF Brize Norton to Cyprus (RAF Akrotiri), Ascension Island and to the 
Falkland Islands (Mount Pleasant Airport).  Additionally, there are trooping schedules to 
the Middle East areas of operations (Iraq and Afghanistan). 
2.5.002.  North West Europe.  There is daily air trooping outlets to North West Europe 
using MOD whole aircraft charter services to and from Germany.  The flights operate out 
of Birmingham airport, Hannover and Paderborn. 
2.5.003.  Nepal and Brunei.  There are part-charter services operating between UK 
(Heathrow) and Brunei and UK (Heathrow) and Nepal (Kathmandu). 
2.5.004.  North Atlantic.  There is a part-charter service to the USA which operates 
between UK (Heathrow) and Washington DC (Dulles). 
2.5.005.  Supplementary Flights.  During peak periods of air movements, 
supplementary flights will be added to the fixed schedule to meet increased demand.  
Timings for these extra flights are finalised about three weeks before the month of the 
flight and may affect timings of the scheduled flights. 
FLIGHTS FROM THE UK TO GERMANY 
2.5.006.  Reporting.  Passengers for flights from Birmingham to Germany are to report 
directly to Birmingham Airport for their flights in accordance with the current reporting 
instructions issued by the appropriate booking agency. 
2.5.007.  Travel to/from Birmingham Airport.  (Full details are available online at 
www.bhx.co.uk). 
a. 
By Rail. 
(1)  Birmingham International Airport is linked to main line rail services by the 
free SkyRail service.  This operates every 2-3 minutes throughout the day 
between the airport terminals and Birmingham International Interchange station 
with a journey time of approximately 2 minutes. 
(2)  The Birmingham International Interchange main line station is situated on 
the West Coast Main Line and is served by a network of regional and intercity 
services operated by Central, Virgin and Silverlink trains.  Additionally, there is a 
frequent service to Birmingham New Street with a journey time of 10-15 
minutes, if you need to travel to / from the city centre. 
(3)  Services and fares information can be found by contacting: 
(4)  National Rail.  Enquiries Tel: 08457 484950 or online at 
www.nationalrail.co.uk. 
JSP 800 Volume 2 Part 2 Chapter 5 - Air Trooping Scheduled Flights 
Third Edition dated January 2010 
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b. 
By Car.  Birmingham International Airport is on the A45 Coventry Road, 8 miles 
(12 km) east of Birmingham City Centre and close to junction 6 of the M42.  There 
are direct connections to the M1, M5, M6 and M40.  The Airport is sign-posted from 
motorways and major roads and is marked on all good quality road maps.  From 
2004 the new M6 Toll will provide a fast alternative to the often congested M6 
motorway.  Further details at www.m6toll.co.uk. 
c. 
By Coach.  National Express operates long distance coach services linking the 
Airport to a number of cities and also provides inter-airport Flightlink coaches.  
Passengers are advised to book long distance coach services in advance.  Digbeth 
Coach Station in Birmingham City Centre is a hub of the National Express network 
with services to most parts of the UK.  Local bus 900 Airport Link passes Digbeth 
Coach Station.  For further information on long distance coach services call 08717 
818181 or 08705 757747 (Flightlink) or go to www.GoByCoach.com. 
d. 
By Internal Air.  Birmingham International Airport has regular flights to and 
from the following UK regional airports: Aberdeen, Edinburgh, Glasgow, Newcastle, 
and Belfast. 
2.5.008.  Travel to/from Gatwick Airport: 
a. 
By Rail.  Gatwick railway station at South Terminal has more than 900 services 
daily to and from all parts of the UK.  The rail station is directly linked to Gatwick's 
South Terminal and just a few minutes away from North Terminal via a transit train 
link.  Rail information and ticket desks are in the arrivals areas of both North Terminal 
and South Terminal.  Gatwick Express is a non-stop service to Victoria Station, 
London which takes around 30 minutes. 
Travel information is available on: 
 
Civ: 0845 8501530 or online at www.gatwickexpress.co.uk 
National Rail Enquiries on 08457 48 49 50 or online at www.nationalrail.co.uk or 
www.qjump.co.uk 
 
Traveline: on 0871 2002233. 
 
b. 
By Coach. 
From: Victoria - National Express 
From: Other UK Destinations - National Express 
From Heathrow Airport - Speedlink 
 
c. 
By Car. 
 
From the North - M25, M23 (Jct 9) 
 
From the South - A23 
 
FLIGHTS FROM GERMANY TO THE UK 
2.5.009.  Reporting.  Passengers for flights from Germany to the UK are to report to the 
air trooping terminal at the appropriate civil or military airport as directed by the booking 
agency. 
JSP 800 Volume 2 Part 2 Chapter 5 - Air Trooping Scheduled Flights 
Third Edition dated January 2010 
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2.5.010.  Rail Travel in UK.  When required, passengers requiring onward move via rail 
are to arrange travel iaw extant Defence Travel booking procedures utilising EBIS.  
(Details on Defence Travel can be found at Chapter 19) 
2.5.011.  Overnight Accommodation.  If required, overnight accommodation must be 
arranged and funded by the passenger’s budget holder. 
2.5.012.  Unaccompanied Minors.  Unaccompanied Minors are to be met by their 
guardians/escorts from the final destination airport. 
FLIGHTS TO/FROM GIBRALTAR 
2.5.013.  Flight Availability.  There is no dedicated scheduled service operating to or 
from Gibraltar.  Flights are available through BA out of London Heathrow, Easyjet out of 
Gatwick and Monarch from Manchester.  Personnel are to obtain Staff Clearance prior to 
flights being booked either by Gibraltar Movements Staff or by the individual’s Unit direct. 
2.5.014.  For outbound flights (UK-Gibraltar).  Passengers are to report to the relevant 
terminal check in desks at the appropriate time as directed by the airline.  For return flights 
(Gibraltar-UK) passengers are to report to the Air Terminal at RAF Gibraltar in accordance 
with current reporting instructions. 
MISCELLANEOUS 
2.5.015.  In Flight Meals.  Meals or refreshments with hot or cold drinks may be served 
to passengers on MOD trooping flights in accordance with current scaling in JSP 456 Vol 2 
Ch 17 (Defence Food Services) and Flt Catering Staff Instructions (FCSIs) (HQ Air). 
2.5.016.  Excess Baggage.  Requests for excess baggage should be submitted to SNCO 
Trooping, DPRC as follows: 
Personal contact details of junior staff redacted under section 40 of the Freedom of 
Information Act 

 
2.5.017.  The request must state passengers’ names, dates of travel, flight numbers, 
destinations, booking references, amount of excess required and reason for request 
(normal baggage allowances are given in Chapter 7).  There is no guarantee that bids for 
excess will be approved, as aircraft capacities vary. 
2.5.018.  Accompanied Air Freight.  Should there be a need to carry accompanied 
military equipment other than authorised excess baggage, a RAF Form 1380 (Air Waybill) 
is to be raised and submitted in advance to: 
Air Freight Centre 
DSCOM 
Cedar 3c #3351 
MOD Abbey Wood 
Bristol 
BS34 8JH 
JSP 800 Volume 2 Part 2 Chapter 5 - Air Trooping Scheduled Flights 
Third Edition dated January 2010 
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PART 2 
 
CHAPTER 6 - PASSENGER HANDLING 
PASSENGER HANDLING - RESPONSIBILITY 
2.6.001.  Responsibilities.  The responsibilities of the respective Movements Staffs for 
the handling of passengers moving from and to the UK are detailed below.  They also 
apply to operations or exercises except when separate instructions are issued.  All 
agencies involved with passenger handling are to consult with each other to avoid 
confusion.  Notifying authorities are to inform all parties responsible for passenger 
handling, as detailed in the table below. 
Responsibility for 
Flight Details 
AOR 
Tasking Authority 
Passenger Processing 
CAD tasked by HQ AIR 
All mainland UK civil 
A4 Ops Air Movements.  
airports and MoD 
CAD in conjunction 
HQ 2 Gp Aircraft or MoD 
HQLF Logs Sp Ops, 
airfields without 
with/or HQ Div/District or 
Civil Charter Aircraft. 
HQLF and NAVY Comd 
appropriate movement’s 
Navy movements staff 
HQ task their relevant 
resources. 
movements staff 
All mainland UK civil 
ATMC in conjunction 
airports including as far 
with CAD and, if 
CAD directed by ATMC 
north as Liverpool and 
applicable, Airlift Charter 
Manchester airports 
DSCOM 
Flight Diversions 
ATMC in conjunction 
with HQ 2 Div or HQNI 
HQ 2 Div / HQNI Duty 
All other UK civil airports 
movements staff and, if 
Offr directed by ATMC 
applicable, Airlift Charter 
DSCOM 
London Heathrow, 
Gatwick, Stansted, 
Luton, and City.  
Compassionate A / DIFR 
Birmingham, Coventry 
CAD 
As tasked by DMS 
Passengers (and other 
and East Midlands.  
compassionate 
Bournemouth and 
passengers if directed by 
Southampton 
DMS) 
As tasked through 
Relevant HQ Div/District 
All other UK civil airports 
relevant HQ Duty Officer 
or Navy movements staff 
by DMS 
Germany Air Trooping 
As tasked by SO2 Airlift 
Birmingham CAD 
Flights 
Charter, DSCOM 
 
2.6.002.  Movements Staffs Contact Details.  The following contact details should be 
used to contact the relevant Movements agencies when required.  In all instances, where 
more than one agency is detailed to handle passengers, they should consult with each 
other to ensure a Movements presence. 
FLC Movement Control 
Time 
CAD 
HQ 2 GP 
Staff 
Personal contact 
details of junior 
staff redacted 

During Working Hours 
under section 40 of  Through ATMC 
Through DMO staff 
the Freedom of 
Information Act 
 
JSP 800 Volume 2 Part 2 Chapter 6 - Passenger Handling 
Third Edition dated January 2010 
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Duty CAD mobile 
Outside Working Hours 
Through ATMC 
Through DMO staff 
through DMO staff 
 
PASSENGER REPORTING PROCEDURES 
2.6.003.  Direct Reporters.  Passengers reporting direct to the air terminal are to be 
informed of the Latest Time for Reporting (LTR) and are to be in possession of valid travel 
and medical documents appropriate to the journey. 
2.6.004.  Travel Documents.  Duty personnel, (including TA personnel and equivalent 
personnel of the other Services) whether travelling in uniform or civilian clothes, are to be 
in possession of a valid passport, service identity card, and, if required, an F/MOV/220 
NATO Travel Order.  Guidance on additional documentation that may be required can be 
obtained from the Visa Section at the DPRC.  Further details are contained in Chapter 17. 
2.6.005.  Charter Flights.  Where passengers are required to report to the appropriate 
civil air terminal control is exercised through a representative at the terminal who will be 
either a member of the movement’s staff or a representative from a civil airline. 
2.6.006.  ATF Flights.  Passengers reporting for flights departing from RAF Brize Norton 
or RAF Lyneham are to report direct to the air terminal at the appropriate airfield unless 
directed otherwise in the Movement Instructions. 
2.6.007.  Unit moves (and parties of 30 or over).  Will be processed at the units or at 
the Joint Air Mounting Centre, (JAMC) South Cerney prior to on-move to the appropriate 
departure airhead.  Authorisation for groups of 30 or more passengers travelling on the 
same PNR to Direct Report must be obtained from Pax Plans at the departure airhead 
prior to arrival.  To maintain efficiency Units are not to split passenger numbers over 
multiple bookings to avoid exceeding 30 or more pax per PNR. 
TRANSIT ACCOMMODATION IN THE UK 
2.6.008.  Normal Policy.  As far as possible, flight schedules are arranged to eliminate 
the necessity for providing transit accommodation for passengers arriving in and departing 
from the UK.  Passengers in transit in the UK are to be instructed to make their own 
arrangements for any overnight accommodation they require when reporting for scheduled 
flights to Continental Europe. 
2.6.009.  Disruption or Delay.  In the event of schedules being disrupted or delayed, or if 
for other reasons beyond the passengers’ control they are unable to proceed to their 
destination on the same day, arrangements are to be made by the contractor or the Movs 
staff at the airhead to provide suitable overnight accommodation.  The contractor is usually 
responsible for accommodation and messing arrangements from the time the passengers 
check-in until they are handed over to the Service Movements authorities at their 
destination airfield.  In circumstances when it may not be possible to place outbound 
delayed passengers on the next available flight, the DPRC is to allocate them seats on 
later flights and instruct them accordingly. 
2.6.010.  Delays En Route.  All MOD passengers are to contact the individual Travel 
Offices who made the original booking. 
2.6.011.  Delays on Inward Flights.  Passengers who are delayed on inward flights and 
are offered accommodation may refuse such assistance and proceed on their journey.  
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Any out of pocket expenses which they so incur will be their own responsibility, and will not 
be repaid by the MOD from public funds.  Travel allowance where admissible will, 
however, be paid. 
2.6.012.  Passengers under Escort.  In the event of delay to aircraft, passengers 
travelling under arrest, or otherwise under escort, are to be accommodated according to 
the instructions given to the I/C Escort by the Regt / HQ. 
2.6.013.  Reporting and Overnight Facilities - Service Airfields.  Overnight 
accommodation and meals may be available at RAF Brize Norton for entitled and CFP 
passengers who must necessarily arrive the day before a flight scheduled to depart prior to 
1400 hours.  Passengers should report to the Passenger Reception Desk at RAF Brize 
Norton not later than 2000 hours.  Overnight service accommodation is not available at 
RAF Lyneham however meals may be available for entitled and CFP passengers who 
must necessarily arrive the day before a flight scheduled to depart prior to 1400 hours.  
Duty passengers who require overnight accommodation prior to a scheduled flight 
departing RAF Lyneham prior to 1400 hours must arrange local hotel accommodation 
through their Unit prior to travel.  For duty passengers who have accommodation arranged 
for them at a hotel as a direct result of their aircraft being delayed, the basic 
accommodation charges will be charged against the 2Gp UIN.  Transit accommodation 
may be available at RAF Brize Norton for indulgence passengers on a spare capacity 
basis only. 
2.6.014.  Transit Accommodation in Continental Europe.  Movement’s staffs are to 
make arrangements as necessary for the provision of transit accommodation in 
Continental Europe on occasions when it is not the responsibility of the individual 
passenger or the air trooping contractor to do so. 
DEPARTURE POINT PROCEDURES 
2.6.015.  Movement Staff Responsibilities.  Movements staff at the departure airfield 
are to: 
a. 
Check Documentation.  Check the following documents: 
(1)  Passenger Ticket and Baggage Check (If issued). 
(2) Identity 
documents. 
(3)  Passports (and Visas as req’d). 
(4)  NATO Travel Order (F/MOV/220). 
(5)  F/Ident/173 (Cyprus only). 
(6)  Any other document deemed necessary by the MOD for travel as at the 
date of departure, including medical docs/vaccination certificates as required. 
2.6.016.  Check Baggage.  Baggage must be within the authorised weight allowance.  
The Movements Staff are to confirm that baggage does not contain any of the prohibited or 
restricted articles (see Chapter 12) and are to ensure that the Bio-Security policy is applied 
as necessary (Annex D to Chapter 7) 
2.6.017.  Boarding Cards.  Issue boarding cards where applicable. 
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2.6.018.  Deep Vein Thrombosis (DVT).  It is an MOD responsibility to inform 
passengers travelling on RAF Air Transport aircraft and MOD Civil Charters that the risk of 
DVT exists.  A DVT passenger brief has also been produced and will be displayed in RAF 
Passenger Terminals.  Copies of the DVT brief are placed on RAF AT along with other 
safety documentation 
a. 
After Flight Procedures.  Undertake the following after flight procedures: 
(1)  Update Passenger Lists.  Ensure that flight lists are up to date and 
accurate; the departure point is to amend the Passenger Name Lists (PNL) by 
adding/deleting PNRs immediately the flight is airborne. 
(2)  Forward Departure Message.  The departure point staff are to forward, 
via MMARS, a departure message to all concerned. 
PASSENGER REPORTING OFFICER (PRO) - CHARTER FLIGHTS 
2.6.019.  Nomination.  The appropriate Movements authorities are responsible for 
appointing a PRO on all Charter flights from and to the UK and for ensuring that these 
officers are briefed on their duties and responsibilities. 
2.6.020.  Selection.  The officer selected should wherever possible be unaccompanied, 
and is to be of the rank of Squadron Leader (SO2) or equivalent.  If an officer of this rank 
is not available, a more junior officer (SO3) is to be selected.  Wherever the passenger 
load includes a large number of accompanied passengers, it may be necessary to select 
an accompanied officer to ensure that an officer of the rank of Lieutenant Commander or 
equivalent is appointed.  The nomination of a more junior officer should only be resorted to 
when no senior officer (unaccompanied or accompanied) is available. 
2.6.021.  Documentation.  The PRO is to be issued with a copy of ‘Instructions for the 
PRO’ and copies of the ‘Passenger Flight Report’, (issued by SO3 Mov Stds, HQ AIR) 
together with the flight schedule and any additional instructions for the route concerned. 
PASSENGER REPORTING OFFICER (PRO) - ATF FLIGHTS 
2.6.022.  Appointment.  A PRO is to be appointed by the Air Movements staff at the 
departure airfield from the Service providing the major element of the duty passenger 
complement.  This officer should be one who is travelling over the whole route on which 
the aircraft is due to fly.  In the event of an officer not being available from the major user 
Service an officer from the Service having the next largest number of passengers is to be 
appointed.  The officer selected should wherever possible be unaccompanied and of the 
rank of Squadron Leader (SO2) or equivalent. 
2.6.023.  Documentation.  The PRO is to be issued with a copy of ‘Instructions for the 
PRO’ and copies of the ‘Passenger Flight Report’, (issued by SO3 Mov Stds, HQ AIR) 
together with the flight schedule and any additional instructions for the route concerned. 
ATF FLIGHTS 
2.6.024.  Cabin Staff Policy.  ATF aircraft are manned by RAF personnel under the 
command of the Captain of the aircraft.  Within this crew there is an Air Loadmaster(s) who 
provides the link between the captain and the Air Movements section on the ground, and 
between the Captain and the passengers in the aircraft.  Air stewards or stewardesses 
may also be carried. 
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2.6.025.  Authority of Aircraft Captain.  The Captain of the aircraft has authority over all 
passengers whilst the aircraft is in flight.  His instructions, whether given personally or 
through a member of his crew, are to be complied with immediately. 
2.6.026.  Smoking.  In the interest of passenger comfort, the MOD has banned smoking 
on all flights.  Disciplinary action will be taken against all personnel caught smoking on the 
flight. 
2.6.027.  Security of Flight Details.  Passengers are to be warned not to disclose 
information about flight routes.  This is particularly important in the case of moves in 
connection with operations, training, or changeover of units.  Before enplanement on any 
flights about which there is a need for discretion, Service personnel are to be warned as 
follows: 
‘You are not to disclose to the press or public at any time or under any circumstances any information 
concerning routes over which you or others may be flying.  Infringement of this order constitutes a 
disciplinary offence.  If you are asked about air routes, you say 
"I am not allowed to discuss these matters" 
 
2.6.028.  Offloading of Passengers En-Route.  Passengers other than indulgence 
passengers, who have been allocated seats and who have commenced their flight are not 
to be offloaded en route other than in exceptional circumstances.  It is not possible to 
define ‘exceptional circumstances’ and it must be left to Movements staff to decide when 
and in what circumstances offloading is justified.  As a guide, the following circumstances 
might warrant seats being made available at the expense of other passengers: 
a. 
Urgent aeromedical cases. 
b. Emergency 
operational requirements. 
c. 
Instances of political expediency. 
DISPERSAL FROM AIR TERMINALS IN THE UK 
2.6.029.  Civil Terminals.  Passengers are to be documented so that they can disperse 
direct from civil terminals: 
a. 
Birmingham Airport.  Passengers, who are not otherwise part of a Unit move, 
dispersing from Birmingham Airport, may use the routine rail service. 
b. 
London Heathrow and Gatwick Airport.  Passengers, who are not otherwise 
part of a Unit move, are expected to disperse under their own arrangements from 
Heathrow and Gatwick Airports. 
c. 
Overnight Accommodation.  Overnight accommodation is to be arranged by 
units directly with the Central Hotel Booking Services. 
d. 
Diversions.  In the event of an RAF AT or Charter aircraft being diverted ATMC 
will be notified at the earliest opportunity.  ATMC will undertake the centralised 
control and co-ordination of the aircraft.  On confirmation of a diverted aircraft ATMC 
will notify the Handling Agents, Div Districts and / or CAD as required.  On arrival at 
the diversion airfield ATMC will handover responsibility for and management of the 
aircraft to div districts or CAD however ATMC retains overall C2 responsibilities at all 
times. 
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(1)  PRO Responsibilities.  Should the diverted aircraft land and deplane 
passengers prior to the arrival of CAD or Div District Movs representation the 
PRO is to contact ATMC on arrival to receive instructions and direction.  ATMC 
is authorised to direct and instruct the PRO.  A nominal role of passengers 
dispersing from the diversion airfield is to be taken by the PRO once authority to 
disperse has been granted from ATMC. 
(2)  Passenger Dispersal.  Passengers should not assume to disperse from 
the diversion airfield until appropriate direction has been given by ATMC to the 
PRO, or the Div District/CAD give authority to disperse: 
(a)  Passengers are not to disperse until arrangements for the recovery 
of hold baggage is acknowledged.  Passengers who disperse without 
recovering their hold baggage and without the explicit authority of the 
PRO, Div District or CAD to do so may be liable for costs involved in the 
recovery of their baggage. 
(b)  IAW JSP 440 Passengers travelling with weapons will be expected to 
return to the original airhead destination and will not be authorised to 
disperse from the diversion airfield unless otherwise advised by the PRO, 
Div District or CAD. 
e. 
Transport and Life Support.  ATMC will authorise transport, accommodation 
and feeding of passengers when required. 
f. 
Unit Moves.  For Unit moves dispersal instructions will be advised by 
ATMC/Div District/CAD as appropriate. 
2.6.030.  RAF Terminals.  Passengers from scheduled flights terminating at RAF Brize 
Norton or RAF Lyneham may make their own arrangements to proceed to their UK 
destinations or if entitled, may use the RAF coach service as follows: 
Air Terminal to Oxford Railway Station 
RAF Brize Norton    
Air Terminal to Oxford Bus Station 
Air Terminal to London Heathrow Airport 
Air Terminal to Swindon Railway Station (Swindon 
RAF Lyneham 
  
Bus Station is a short distance from railway station) 
 
Special arrangements will need to be made for the movement of disabled passengers and 
prisoners from RAF Air Terminals. 
 
2.6.031.  SpeedLink to London Gatwick Airport.  Serving Military passengers from 
scheduled flights terminating at RAF Brize Norton who require transport to London 
Gatwick Airport are to: 
a. 
Obtain a ‘SpeedLink’ voucher from the movement’s staff at RAF Brize Norton. 
b. 
Travel to London Heathrow Airport and transfer to the ‘SpeedLink’ service. 
2.6.032.  Overseas Terminals.  Dispersal of passengers from terminals overseas is to be 
in accordance with local arrangements and movement instructions. 
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CHARGES FOR MEALS AND ADMINISTRATION 
2.6.033.  Recovery.  Charges for meals and administration are to be recovered as 
follows: 
a. 
Travel at Public Expense.  Meal charges for Service families travelling by air 
at public expense are to be recovered from heads of families in accordance with the 
current regulations of the Services concerned. 
b. 
CNFP.  Charges for meals and accommodation are to be recovered from CNFP 
passengers (except members of Service sports teams and properly sponsored 
Service expedition/adventure training teams) on the same basis as for indulgence 
passengers. 
c. 
Indulgence Travel.  Charges for meals and accommodation, and 
administration charges, are to be recovered from indulgence passengers as 
promulgated. 
CARRIAGE OF PHYSICALLY DISABLED PASSENGERS / PASSENGERS WITH A 
MEDICAL CONDITION 

2.6.034.  Any person carried on RAF ATF or Charter aircraft that may suffer discomfort or 
may be unable to egress the aircraft unaided due to physical disability or known medical 
condition, must be assessed fit to fly by the local medical authority and thereafter, 
authorised to travel by the Aeromedical Evacuation Coordination Centre (AECC).  PNRs 
should also be annotated to confirm the passenger has been awarded ‘fit to fly’ by a 
medical officer.  The following guidelines are to apply: 
a. 
A disabled passenger must be authorized ‘fit to fly’ by a medical officer prior to 
time of booking. 
b. 
Fit to fly assessment is undertaken each time a passenger with a medical 
condition travels. 
(1)  Assessment is to be undertaken by local responsible Medical Authority in 
liaison with the AECC. 
c. 
The assessment is to establish: 
(1)  Fitness to fly and any potential risks of safety to the aircraft and 
passengers. 
(2)  Whether an aeromed escort is required. 
d. 
Clearance to fly is to be faxed to all airfields involved in the route (by booking 
office once clearance has been presented to them). 
e. 
For carriage in Full Charter Aircraft with differing seat classes (Y & J): 
(1)  In the event of a declaration made by a passenger that it would be in their 
best interests for them to be seated in a ‘J’ class seat due to a medical 
complaint, a referral to the local military medical authority is necessary to 
confirm the passenger is fit to fly as per sub Paragraph b(1) above. 
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IN-FLIGHT ESCORTS FOR UNACCOMPANIED MINORS (UNMINS) ON RAF ATF 
FLIGHTS 

2.6.035.  Definition.  An Unaccompanied Minor (UNMIN) is defined as a child/schoolchild 
under the age of 16 years who is travelling without his/her parents or guardians on RAF 
ATF flights, which may include on occasion, full/part charter flights undertaking scheduled 
tasks 
2.6.036.  Parents Responsibility.  The parents are responsible for: 
a. 
Arranging the in-flight escorts for their children travelling as UNMINS, and are to 
ensure personnel that they nominate are at least 18 years of age.  The escorts are to 
act as the in-flight escort and to assist movement’s staff with ensuring that the child 
responds to departure gate messages. 
b. 
Parents are to inform the passenger booking offices that their children will be 
travelling as UNMINS and are to provide the name of the escort, so that both the 
escort’s and the UNMIN’s PNRs can be annotated and the UNMIN paperwork can be 
raised. 
c. 
Parents are also responsible for ensuring that children are escorted up to the 
point of final check-through and are collected at the arrival airfield. 
d. 
If authorised by parents, children between 16-18 years of age may act as in-
flight escorts for their younger siblings under the provisions contained in Annex A to 
this chapter. 
If parents are unable to arrange an escort, they are to inform the passenger booking office 
at the earliest opportunity to request assistance in selecting a suitable escort. 
 
2.6.037.  Movements Staff Responsibilities.  If parents are unable to provide an In-
Flight Escort for their children travelling as UNMINS, the booking offices are to inform the 
Movements staff at the departure airhead.  The Movements staff at the departure airhead 
will then request volunteers from amongst the other passengers to act as the escort.  
Wherever possible, the UNMINS parents should be consulted to ensure their satisfaction 
with the volunteer escort.  Details of the Escort’s responsibilities are at Annex A.  In 
addition, the MOD Unaccompanied Minor In-Flight Escort Form must be fully completed 
and faxed to the departure airfield.  At the departure airfield, the DAMO is to ensure that 
the escort is introduced to the UNMIN and that the In-Flight Escort Form is signed by the 
escort.  The DAMO is to ensure that the ALM / PRO is made aware of any UNMINS / 
Escorts travelling and is also to ensure the movement’s staff at the destination airfield and 
any transit airfields are also informed. 
2.6.038.  In the exceptional circumstances that no passenger wishes to volunteer to act 
as an in-flight escort, the movements staff are to speak to the aircraft captain to request 
that the cabin staff act as the in-flight escort; this exception will not apply for indulgence 
UNMINS where, if no escort is arranged, the child will not be afforded travel.  It must be 
noted that any in flight escort duties undertaken by cabin staff should not impact on crew 
rest periods. 
2.6.039.  MOD Unaccompanied Minor In-Flight Escort Form.  The MOD 
Unaccompanied Minor In-Flight Escort Form is to be raised on every occasion that an 
UNMIN travels on RAF ATF Flights (including full / part charter flights) undertaking 
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scheduled routes.  For Charter / Part charter flights, movements staff should check and 
confirm whether the airlines own UNMIN documentation is to be used.  They are to be 
raised in 3 copies and distributed as follows: 
1 copy - Departure Airfield 
1 copy - Escort 
1 copy - Destination Airfield 
 
An example of the MOD Unaccompanied Minor In-Flight Escort Form and guide for 
escorts is at Annex A. 
 
2.6.040.  Terminal / Ground Escorts for RAF ATF Flights.  The MOD requires that 
minors are escorted to and from RAF Stations, and air terminals at the beginning and end 
of flights as follows: 
a. 
For a Child Under 16 years of Age.  The child(ren) is to be escorted to the 
Check-in desk at the departure airfield and handed over to the in-flight escort once 
the child has been checked-in.  If required, the Terminal / Ground Escort is 
responsible to any transit hotel where overnight accommodation is provided.  Escorts 
are to remain at the air terminal until the departure of the flight.  Accommodation may 
be provided for the escort at repayment rates.  Children under 16 years are to be met 
by escorts on arrival at the movement’s desk and escorted to their destination.  When 
a flight arrives in the evening, free overnight transit accommodation at the deplaning 
airfield may be provided for the child, with accommodation provided for the escort on 
repayment. 
b. 
Children Aged Over 16 Years of Age.  These children may, on their parents' 
authority, be left unescorted after having been delivered to the air movement’s desk 
at the departure airfield; the RAF does not provide any supervision or assistance 
beyond that given to adult passengers.  If it is wished that the child be escorted up to 
the time that the flight is called, the child's parent is responsible for providing the 
escort.  Where available, transit accommodation facilities will be provided for the child 
and escort as in Paragraph 2.6.040a. 
c. 
In all cases.  Where there are terminal/ground escorts, the MOD Form 822 - 
MOD Unaccompanied Minor Form must be completed.  An example of this form and 
its notes for use is at Annex B to Part 2 Chapter 9 of this volume (the chapter which 
details the procedures to be followed for school children's visits). 
PASSENGER SEATING 
2.6.041.  Free Seating.  To expedite passenger boarding and flight preparation, 
movements staff are to use the principle of free seating for the following flights: 
a. 
All RAF ATF. 
b. 
All full charter flights departing and returning to RAF Brize Norton.  This does 
not apply where the aircraft has more than one cabin class (e.g. SAI Air-bridge).  On 
these occasions seating is to be by order of rank and iaw Paragraph 2.4.22. 
2.6.042.  Preferential Seating.  Notwithstanding the free seating principle, some 
passengers will need to be seated in certain areas.  Some categories of passenger are to 
be seated by movements staff and cabin crew as follows: 
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a. 
Y Cat Passengers.  Pre-seated according to the table at Paragraph 2.6.042.  
ADCs, PSOs or MAs and other members of the party are to be seated alongside.  
Spare seats should be left between passengers whenever possible. 
b. 
X and S Cat Passengers.  Pre-seated in the remaining preferred seats in order 
of rank.  If there are insufficient preferred seats, any remaining passengers in this 
category are to be pre-seated in nearby seats. 
c. 
PRO.  Pre-seated in the seat shown in the table below. 
d. 
Families and Children.  Pre-seated to avoid obstruction of emergency exits.  
Children in safety seats should be allocated window seats to prevent obstruction of 
access to the aisle.  Children under 12 years of age are not to be seated together in 
a row without a responsible adult to assist in case of an emergency.  Families are not 
to be seated in the following rows of seats: 
(1)  VC10.  Seat rows 11 ABC & 16-19 inclusive. 
(2)  TriStar KC1.  Seats on pallet stn 5.1R. 
Only in exceptional circumstances, as determined by HQ BFC are families and 
children to be booked to operational flights in Akrotiri.  In most cases they are to be 
booked to the Trooper. 
 
e. 
GE/SVC.  Pre-seated in S class seats where available.  On TriStar C2/C2A 
aircraft, they are to be seated in seats 30AB/30JK. 
f. 
Aeromed Team & Patients.  Pre-seated as close together as possible.  
Passengers with reduced mobility are not to be seated where their presence could 
impede crew or the emergency evacuation of the aircraft. 
g. 
Couriers.  Pre-seated in the seats shown in 2.6.042. 
h. 
Supplementary Crew.  Pre-seated in the dedicated S class seats where 
available.  When there are insufficient S class seats available, support and 
supernumerary crew are to be seated in normal passenger seats at the rear of the 
aircraft on the TriStar and at the front of the aircraft on the VC10. 
i. 
TriStar Cabin Crew.  Whenever possible, seats 31 DEF (aft most triple, 
labelled as Row 30) are to be empty on the C2 / C2A for use by cabin crew. 
j. 
Persons in Custody.  Persons in custody are not to be allocated seats that 
permit direct access to emergency exits. 
k. 
Over Wing Exit Seating.  Priority should be given to passengers who are 
reasonably fit, strong and able to assist with the rapid evacuation of the aircraft in an 
emergency, after an appropriate briefing by the crew.
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Third Edition dated January 2010 
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Preferred Seats for Special Category Passengers  
Type 
Y, X and S Cat (1) 
PRO 
GE/SVC (2) 
Aeromed 
Courier 
1. ACHK (B&J empty) 
S class seats 
1. DF(E empty) 
(29 DEF) 
6-9 EFG (next 
TriStar C2/C2A (3) 
1-3 C 
2. ACHK (B&J empty) 
GE/SVC 
to stretcher fit) 
11D to 10D 
2. DF (E empty) 
(30AB/30JK) 
1  
ABC 
1  
HJK 
S class seats 
S class 
1  
DEFG 
2-5 DEF (next 
TriStar K1 
2-4 C 
(crew rest 
seats (crew 
2  
ABC 
to stretcher fit) 
area) 
rest area) 
2  
HJK 
2  
DEFG 
S class 
Front rows of seats on  Aisle seat aft 
S class seats 
Seated near to  seats 
TriStar KC1 
the most forward seat 
of X/Y Cat pax  (crew rest 
stretcher fit 
(crew rest 
pallets 
(with legroom) area) 
area) 
18. DEF(A&F for adult 
S class seats 
16. ABDEF males only)
1 AB&2A 
Seated near to 
VC10 
17  
BCDE 
16 C 
GE/SVC 
14 B 
stretcher fit 
4  
ABC 
forward most 
11  
ABC    
seats 
Notes: 
 
1.  Whenever passenger load and aircraft trim allow, seats are to be left empty adjacent to senior 
passengers. 
 
2.  Supplementary crew are to be seated in the dedicated supplementary crew seats.  When there are 
insufficient dedicated seats available, supplementary crew are to be seated in normal passenger seats at the 
rear of the aircraft on the TriStar and at the front of the aircraft on the VC10. 
 
3.  Whenever possible, seats 31 DEF are to be left empty on C2 / C2A aircraft for use by cabin crew. 
 
JSP 800 Volume 2 Part 2 Chapter 6 - Passenger Handling 
Third Edition dated January 2010 
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ANNEX A TO PART 2 CHAPTER 6 
 
MOD - UNACCOMPANIED MINOR IN FLIGHT ESCORT FORM 

This form is to be used in conjunction with MOD Form 822 (when applicable), and is to be completed and 
faxed to the departure airfield. 
 
Section A   To be completed in all cases 
Full Name of Child:  Age: 
Date: 
 
Flight No: 
From: 
To: 
IN FLIGHT ESCORT DETAILS 
 
Section B   To be completed for children who have not attained their 16th birthday at the time of 
travel.  An escort may be any person aged 18 years or over (or sibling over 16 years). 
Name of Escort: 
 
 
 
Tel No: 
 
Address: 
I confirm that I have been briefed 
Nominated by 
on my duties and responsibilities 
Parent/Guardian* 
as in-flight escort to the above 
Movements Staff* 
named child 
 
 
 
 
 
Signature of Escort 
 
 
*Delete as applicable 
 
 
Section C  Destination Airfield Collection (to be completed in all cases by the parent/guardian) 
This Child will be collected at the destination airfield 
Telephone Number: 
by Name: 
 
Section D   To be completed by Parent/Guardian if child has special requirements. 
Any special requirements 
[e.g: wheelchair etc]: 
 
Section E  
Declaration of Parents or Guardian  
1.  I confirm that I have arranged/been unable to 
2.  I understand that the Company/Ministry of 
arrange* for the above-mentioned child to be 
Defence, its personnel and agents are not liable for 
escorted during the flight by the person named.  I 
loss, damage or expenses which occur as a result of 
understand that the Ministry of Defence reserves the 
the child’s travel.  I further understand that the child’s 
right to take whatever action it considers necessary 
travel is governed by the terms of JSP 800. 
to ensure the child’s safe custody and maintenance.  
 
Such action may include refusing passage to the 
 
child, and I undertake to pay the reasonable 
 
expenses of such action. 
*Delete as applicable 
Name of Parent/Guardian: 
Unit Address: 
[in BLOCK LETTERS] 
 
Signature: 
Date: 
Tel No [Work]: 
Tel No [Home]: 
 
 
 
 
 
Section F  Declaration by Movements Staff at Destination Airfield - I acknowledge arrival of the 
above named child off of the flight. 
Signature: 
Name/Rank (BLOCK 
Date 
 
LETTERS): 
JSP 800 Volume 2 Part 2 Chapter 6 Annex A MOD – Unaccompanied Minor in Flight Escort Form 
Third Edition dated January 2010 
110 

 
NOTES FOR THE CARRIAGE OF UNACCOMPANIED MINORS 
These notes should be sent out to parents by booking offices when completing the booking of 
Unaccompanied Minors to RAF Air Transport flights.
  A copy of these notes is also to be handed by 
check-in staff to all passengers acting as escorts for minors (children under the age of sixteen) on 
RAF Air Transport Flights whether appointed by their parent/guardian or as a result of requests for 
volunteers at the airhead.
  Volunteer escorts are to read these notes prior to accepting escorting 
responsibilities.
  General guidance for Unescorted Minors travel may be found in JSP 800 Vol 2 
Passenger Travel Instructions 
 
IT IS THE RESPONSIBILITY OF PARENTS TO PROVIDE AN IN-FLIGHT ESCORT AND IT IS ONLY IN 
EXCEPTIONAL CIRCUMSTANCES THAT RAF MOVEMENTS STAFFS ARE REQUIRED TO SELECT A 
SUITABLE ESCORT FROM THE PASSENGER COMPLEMENT OF THE FLIGHT. 
 
All children under the age of sixteen years of age travelling on Royal Air Force Air Transport flights must be 
escorted by a fellow passenger of at least eighteen years of age.  For most children the escort will be a 
fellow passenger who has been pre-nominated by the parent/guardian.  Where no escort has been 
appointed, the airhead staff will seek a suitable volunteer from amongst the fellow passengers.  The escort 
will be given a copy of the In Flight Escort Form, in case of a diversion, when the escort will be required to 
inform the family of the details of the diversion. 
 
The Movements staff will introduce the escort to the child, and will also identify the escort and child to the 
aircraft cabin staff.  Parents or guardians should remain with the child until passengers are called forward to 
the Departure Lounge prior to boarding, and are encouraged to remain at the airfield until the departure of 
the aircraft.  Where no volunteer is found from within the remaining passenger compliment or the 
crew, the child may be refused passage

 
Escorts requested at the airhead by Movements staff are voluntary and individuals should not feel 
obliged to perform escorting duties against their will.
  An escort may not be responsible for more 
than 2 minors. 
 
IN-FLIGHT ESCORT DUTIES 
 
You are responsible for the child’s general welfare in the terminal, in flight and in the arrival terminal.  At the 
destination airhead, you will hand the child over to the nominated parent/guardian meeting him/her or, in 
their absence, to a member of the Air Movements passenger staff. 
 
In the departure terminal, you are to stay with the minor at all times and ensure that they act appropriately to 
all announcements.  When called for the flight you are to ensure that the minor is presented correctly for 
boarding. 
 
It is practice to seat escorts next to the minor that they are escorting.  When on board the aircraft, the 
responsibility for the minor lies with the Cabin staff however, you are to ensure that the cabin crew are aware 
of whom you are escorting and that all reasonable care is provided for his/her welfare. 
 
In the unlikely case of diversion en-route you are to remain with the minor to ensure, in liaison with the 
aircraft crew, that all reasonable care is taken to look after him/her.  This may mean sharing accommodation 
with the minor.  You are to remind the cabin crew that you are accompanying the child and are required to 
call the family at public expense.  You are to ring the child’s family to inform them of the child’s 
circumstances and whereabouts. 
 
At the arrival terminal you are to assist the minor with their baggage collection and remain with them through 
customs and immigration clearance until you hand over the minor to the nominated parent/guardian meeting 
the child or, exceptionally, the local movements staff. 
 
Any difficulties that you encounter should be reported to the local RAF Movements Staff or a member of the 
aircraft crew, who will assist you. 
 
In the event of any claim of negligence against you, provided you have acted reasonably to protect 
the interests of the child and have acted in accordance with the terms of these guidance notes, the 
Ministry of Defence will fully indemnify your actions.

JSP 800 Volume 2 Part 2 Chapter 6 Annex A MOD – Unaccompanied Minor in Flight Escort Form 
Third Edition dated January 2010 
111 

 
PART 2 
 
CHAPTER 7 - ACCOMPANIED AIR BAGGAGE SCALES 
INTRODUCTION 
2.7.001.  Policy.  When required to travel by air, passengers may take with them in the 
aircraft a portion of their overall baggage entitlement.  This portion, which is limited by 
scale, is termed ‘accompanied air baggage’ and is dealt with in this section.  The residue, 
termed ‘unaccompanied baggage’ is generally dispatched by other means (see Part 6 of 
this volume).  The carriage of accompanied baggage is also subject to the rules and 
regulations covering dangerous articles as detailed in Part 2 Chapter 12 of this volume. 
2.7.002.  Definition.  For the purposes of travel on the RAF ATF, charter or part charter 
aircraft accompanied air baggage is defined as suitcases and bags holding a passengers 
personal belongings such as clothing, footwear, toiletries, books and personal portable 
electronic equipment such as CD players and Laptop computers.  Accompanied air 
baggage does not include such items as: 
a. 
Tools and Tool boxes (unless specifically authorised by DPRC). 
b. 
Vehicle or marine spares. 
c. 
General engineering equipment. 
d. 
TVs, Desktop PCs. 
e. 
Furniture, Large Kitchen Appliances (i.e.  Fridges). 
The items listed in sub paras a-e above are not exhaustive and are to be treated as 
airfreight and transported accordingly. 
 
ACCOMPANIED BAGGAGE SCALES 

2.7.003.  Overview.  For ATF, MOD Charter and Part Charter flights accompanied air 
baggage is divided into two categories: hold baggage - that which is not normally needed 
until the destination is reached, and hand (cabin) baggage - that taken into the aircraft 
passenger compartment, but which for flight safety reasons is restricted to one item per 
individual.  For MOD Charter and Part Charter flights cabin baggage limits are available 
from MOD Booking Offices. 
2.7.004.  Hold Baggage.  Hold baggage is that which will not normally be needed until 
the destination is reached.  In the case of large families staying overnight at the airhead 
and required to check in their baggage on the day before departure, one suitcase may be 
retained overnight for loading as hold baggage the next day.  Hold baggage weights 
should be agreed with DSCOM at the bidding stage but must not exceed hold baggage 
(Ops) limits of 55 kg.  This should be split across a maximum of 2 pieces of hold baggage 
which individually must not exceed 32 kg. 
2.7.005.  Cabin Baggage.  Cabin (Hand) baggage is that baggage permitted to be taken 
into the aircraft passenger compartment by the passenger.  Where the flight includes a 
scheduled night stop, passengers’ overnight needs should be carried in their cabin 
baggage.  The item is to be placed under the seat in front, or when practicable, on the floor 
without impeding the movement or interfering with the comfort of the crew or other 
JSP 800 Volume 2 Part 2 Chapter 7 - Accompanied Air Baggage Scales 
Third Edition dated January 2010 
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passengers.  For ATF flights cabin baggage should not exceed 9 kg.  In addition, ECBA 
and helmet (Osprey where issued) will be carried on as cabin (hand) baggage and placed 
under the seat in front.  Laptop computers are to be incorporated within the cabin (hand) 
baggage entitlement. 
a. 
Dimensions.  The maximum outside measurements are not to exceed: 
(1) 
Height 
 
    60 
cm. 
(2) 
Breadth 
 
    25 
cm. 
(3) 
Width 
 
    53 
cm. 
b. 
Labelling.  Each item is to be correctly labelled. 
c. 
Individual Cabin (Hand) Baggage.  An individual’s cabin baggage is not to be 
combined with that of any other family member and packed in bulk. 
2.7.006.  Cabin (Hand) Baggage KC1.  Owing to flight safety implications cabin (hand) 
baggage is to be checked in.  Checked cabin (hand) baggage will be placed in a KCB (tin) 
for the flight and returned to the individuals on arrival at their destination or should the 
aircraft divert.  The maximum weights and dimensions will be as per other aircraft.  
Individuals may be allowed a limited amount of personal items to be carried on their 
person and be capable of fitting into the seat pocket during the flight.  ECBA and helmet 
(Osprey where issued) will be carried on as cabin (hand) baggage and placed under the 
seat in front.  Laptops may be permitted, without a case, to meet insurance/safety 
constraints with neoprene sleeves only to prevent damage. 
2.7.007.  Cabin Baggage on Operational and Exercise Flights.  For operational and 
exercise flights, the additional items of cabin (hand) baggage that will be permitted to be 
taken into the aircraft passenger compartment, such as ECBA, helmets, respirators, and 
sleeping systems, will be detailed in the respective HQ sponsored Mounting and 
Movement Instructions for each operation or exercise. 
2.7.008.  Excess Baggage.  When the baggage allowance is insufficient (other than in 
circumstances for which excess allowances are provided), application for an increased 
allowance should be made, with full justification, as follows: 
a. 
For travel on RAF Air Transport Force (ATF), MOD Charter and Part Charter 
aircraft, applications should be sent direct to SNCO Trooping at DPRC or Relocation 
Services (Families Section) as appropriate.  Applications for overseas locations must 
be made through the local Command Movements Authority, copied to SNCO 
Trooping at DPRC or Relocation Services (Families Section) as appropriate. 
b. 
For travel on commercial air for part of the journey or the whole of the journey 
application must be made by the applicant's Unit to the relevant budget holder or for 
centrally funded journeys to SNCO Trooping at the time of booking the flight. 
c. 
For operations, FLCs must ensure that excess baggage requirements are 
annotated against the FET / JFET prior to submission in order to facilitate payload 
planning.  Excess baggage should be shown as freight with the description “excess 
baggage”. 
JSP 800 Volume 2 Part 2 Chapter 7 - Accompanied Air Baggage Scales 
Third Edition dated January 2010 
113 

 
For temporary visits, such special excess allowances will not be authorised for periods of 
less than two months duration. 
 
2.7.009.  Personal Carriage of Classified Material.  The JSP 440 and Single Service 
security instructions require individuals carrying classified material to be in possession of a 
document of certificate authorising the carriage.  Movements Staff should ensure that 
passengers carrying classified material are in possession of an authorising certificate.  In 
the event that the passenger does not have suitable authorisation, then the matter is to be 
referred to the nearest Service police representative before enplanement is permitted. 
2.7.010.  Carriage and Use of Cameras on RAF ATF Aircraft.  Cameras may be 
carried and used on RAF transport aircraft subject to the following rules: 
a. 
Any security regulations in force at the airfield of departure and arrival. 
b. 
No photograph may be taken in the air, over British territory, of any airfield or 
other installation excluded by security policy, Service or civil, except for official 
purposes. 
c. 
No photograph may be taken in the air over any foreign country except as 
permitted by the law of that country. 
d. 
No photograph may be taken of any classified or otherwise forbidden matter in 
the aircraft except for official purposes. 
e. 
The use of cameras within the aircraft, under the provisions of the preceding 
sub-paragraphs, remains at the discretion of the aircraft captain. 
2.7.011.  Travel on Posting.  Allowances when travelling by RAF aircraft or combined 
RAF / Charter / Civil on normal posting are: 
a. 
Service personnel: 
Captain RN with six years seniority, Brigadier, 
Air Commodore and above on taking up and 
relinquishing appointment abroad  
 
 
 
 
 
 
59 kg (130 lb) 
 
All other officers on taking up and relinquishing 
appointment abroad   
 
 
 
     45 
kg 
(100 
lb) 
 
All ratings, soldiers and airmen   
 
 
 
 
 
 
40 kg (88 lb) 
 
b. 
Service families: 
 
All spouses18, and authorised nursemaids   
 
 
 
 
30 kg (66 lb) 
 
 

All accompanied children    
 
 
 
 
 
 
 
20 kg (44 lb) 
 
 
All unaccompanied children  
 
 
 
 
 
 
 
27 kg (60 lb) 
 
                                                                                                                                                 
 
18 The term Spouse also includes Registered Civil Partners 
JSP 800 Volume 2 Part 2 Chapter 7 - Accompanied Air Baggage Scales 
Third Edition dated January 2010 
114 

 
2.7.012.  Travel on Temporary Duty.  When travelling by RAF or charter aircraft 
throughout on temporary duty the allowance is: 
a. 
All officers (other than TA personnel on annual training)    
27 kg (60 lb) 
b. 
Ratings, soldiers and airmen (other than TA on annual training)  20 kg (44 lb) 
c. 
All TA personnel on training  
 
 
 
 
 
 
30 kg (66 lb) 
d. United 
States 
Military Personnel: 
 
 
Operational Moves   
 
 
     45 
kg 
(100 
lb) 
 
 

 
Administrative Moves. 
 
      30 
kg 
(66 
lb) 
 
Note
: Bookings for US Personnel (Military and Contractors) travelling on temporary duty under the MACRAF 
scheme are to be submitted through the Duty Movs Officer (DMO) at DSCOM. 
 
2.7.013.  Travel on Exercise.  Unless otherwise specified by the mounting headquarters 
or mounting/movements instructions, when travelling as exercise passengers on RAF or 
full charter admin trooping aircraft, the baggage allowance is: 
a. 
All personnel (other than TA) on training where a personal weapon and LFO are 
carried. 
 
 
           55 
kg 
(100 
lb) 
Note: For Exercises operating through civil airports, the maximum weight per single item of baggage is 
not to exceed 32 kg. 
 
2.7.014.  Travel on Operations.  When deploying on operations by RAF or full charter 
admin trooping aircraft, the allowance is: 
a. 
All 
personnel 
 
         55 
kg 
(100 
lb) 
Notes: 
1.  For all Operations baggage entitlements are as dictated by the mounting headquarters or 
mounting/movement instruction but should not exceed 55 kg. 
2.  For Operations operating through civil airports, the maximum weight per single item of baggage is not to 
exceed 32 kg. 
3.  Procedures and Allowances for Operational unaccompanied baggage (comfort boxes) will be detailed in 
the respective PJHQ Operational Mounting Instructions. 
 
2.7.015.  Temporary Duty Travel (combined RAF / Charter / Civil).  When travelling by 
combined RAF / Charter / Civil aircraft on temporary duty the allowance is: 
a. 
All 
ranks 
          20 
kg 
(44 
lb) 
b. 
First class passengers 
 
 
 
 
 
 
 
30 kg (66 lb) 
2.7.016.  Leave, CNFP and Indulgence Travel.  When travelling on leave or indulgence 
flights the allowance is: 
a. 
Service personnel - all ranks 
 
 
 
 
 
 
20 kg (44 lb) 
b. 
Service 
families 
         20 
kg 
(44 
lb) 
c. 
Children accompanied and unaccompanied 
 
 
 
20 kg (44 lb) 
JSP 800 Volume 2 Part 2 Chapter 7 - Accompanied Air Baggage Scales 
Third Edition dated January 2010 
115 

 
d. 
Operational R and R - all ranks 
      20 
kg 
(44 
lb) 
e. 
Falkland Islands Authorised Absence - all ranks  
 
 
20 kg (44 lb) 
Note: The scales at paragraph 2.7.016 do not apply for periods of leave exceeding 61 days, the allowance 
will be at the posting scales at Paragraph 2.7.011. 
 
2.7.017.  Travel by Commercial Air Throughout.  Allowances when travelling by 
commercial air throughout on posting, temporary duty or leave are as follows: 
a. 
Personnel are restricted to the free air baggage allowance authorised by the 
commercial airline.  Personnel should check with their tickets prior to departure as 
some airlines express their free baggage allowance in number and size of pieces 
rather than by weight.  Personnel whose routes involve baggage allowances being 
assessed by both numbers of pieces and the weight methods must ensure that the 
number and sizes of pieces do not exceed their limits and that their total weight is 
within the weight limitations of their class of travel.  Where journeys are undertaken 
across different classes of travel for onward journeys, weight limits should be 
checked for all legs of the journey and excess baggage applied for when necessary 
at the time of booking. 
Note: Baggage allowances on MOD Charter/Part Charter Flights may vary from above, depending on 
the contract that has been agreed. 

 
b. 
Infants less than 2 years of age booked on behalf of the MOD are allocated a 
seat regardless of age and thus are entitled to the normal child baggage allowance. 
c. 
For all commercial flights on the transatlantic route to USA passengers are 
allowed 2 pieces of hold baggage, to cover their baggage allowance, with the 
combined dimensions of each piece not exceeding 62 in/158 cm.  One piece of cabin 
baggage (excluding infants), with combined dimensions not greater than 45 in/115 
cm and weight not greater than 6 kg (13 lb), is allowed. 
Note: For all flights operating through civil airports, the maximum permissible weight for each piece of 
hold baggage must not exceed 32 kg. 
 
d. 
For movement on temporary duty on flights to/from Gibraltar passengers are 
entitled up to 30 kg (66 lb).  As airline baggage limits differ the passenger is to ensure 
that excess baggage has been applied for and granted at the point of booking.  For 
movement on posting, all passengers are entitled to the baggage rates listed in 
Paragraph 2.7.017a and b. 
e. 
All passengers travelling on the Ghurkha Air Trooping flights UK- Nepal-UK are 
entitled to 45 kg (100 lb).  Passengers are to note that the maximum weight for a 
single item of baggage is 32 kg. 
f. 
Any requests for excess baggage are to be submitted at the time of booking 
and must be agreed in advance of date of travel.  If excess baggage has not been 
agreed, the individual will be liable for all excess baggage charges at check-in. 
EXCESS BAGGAGE SCALES 
2.7.018.  Tables of Personal Excess Baggage Allowances.  The personnel outlined in 
the following tables qualify for excess air baggage allowance when on duty and when 
travel is by RAF / charter or combined RAF / charter / civil aircraft.  Table 1 details excess 
JSP 800 Volume 2 Part 2 Chapter 7 - Accompanied Air Baggage Scales 
Third Edition dated January 2010 
116 

 
entitlements for certain passengers on posting and, when specifically authorised, on 
deployment.  Table 2 outlines entitlements when travel is by commercial airline, where 
contracted entitlements are less than the normal accompanied allowances.  Table 3 
outlines entitlements for personnel attending particular Army Training Courses. 
2.7.019.  Where eligible, combinations of entitlements may be authorised (i.e.  RN 
Aircrew travelling to join a ship, using civil airline throughout would be entitled an excess of 
38 kg for flying suit and helmet, plus 10 / 20 kg for taking up seagoing duties).  Clarification 
and advice for all personal excess baggage scales is available from DPRC or Relocation 
Services (Families Section). 
2.7.020.  South Atlantic Baggage Scales.  Table 4 outlines the net baggage 
entitlements for passengers moving to and from the South Atlantic, including Ascension 
Island. 
2.7.021.  Bio-Security.  The policy for Bio-Security is detailed in Annex A. 
TABLE 1 – Excess Entitlements 
The following passengers qualify for certain excess entitlements when required to carry kit and equipment in 
association with their role and duties on posting or, when specifically authorised, on deployment, as shown 
below.  Intent to carry the individual excess baggage allowance should be identified at the time of booking 
and reflected in the PNR or JFET.  Passengers are not to aggregate their individual excess baggage 
allowances when travelling as a member of a crew or party. 
 
Ser 
Category 
Inter Service Allowance 
Remarks 

Chaplains 
5 kg (10 lb) 
 
In addition the weight of the 

Band ranks 
5 kg (10 lb) 
instrument and its case may be 
allowed as excess baggage. 
Wives more than 7 months pregnant, 

18 kg (40 lb) 
 
exceptionally allowed to travel by air. 
If documents include a laptop 
Official documents, carried separately 

5 kg (10 lb) 
computer the total allowance is 
from baggage 
10 kg (20 lb) 
Flag Officers, General and Air 
Officers Commanding and Heads of 

20 kg (44 lb) 
 
Missions on taking up or relinquishing 
appointments 

Airfield crash, fire and rescue crews 
9 kg (20 lb) 
Royal Air Force only. 
Also applicable to Air 
Air crews on deployment for flying 
Dispatchers and RLC when 

38 kg (84 lb) 
duties 
carrying same equipment as 
aircrew as personal issue. 

Ferry crews on ferrying duties 
14 kg (30 lb) 
Royal Air Force only. 
Medical officers carrying specialist 

14 kg (30 lb) 
 
medical equipment 
10 
Dog handlers 
9 kg (20 lb) 
 
11 
RAF nurses special uniforms 
5 kg (10 lb) 
Royal Air Force only. 
Officers, ratings and RLC maritime 
7 kg (15 lb) for officers 
For seagoing duty and outward 
12 
crews joining for duty East of Suez 
5 kg (10 lb) for ratings 
journey only 
Army only 
All ranks of Highland Infantry and 
13 
5 kg (10 lb) 
Kilt and associated items of 
pipers of Lowland Infantry 
dress. 
Officers on unaccompanied 
Net total entitlement is 45 kg 
14 
 
emergency tour posting to UNFICYP 
(100 lb) inclusive of personal 
JSP 800 Volume 2 Part 2 Chapter 7 - Accompanied Air Baggage Scales 
Third Edition dated January 2010 
117 

 
or Nr Ireland 
weapon and hand baggage. 
Other Ranks on unaccompanied 
Net total entitlement is 45 kg 
15 
Emergency tour posting to UNFICYP 
 
(100 lb) inclusive of personal 
or Nr Ireland 
weapon and hand baggage. 
16 
Special Forces personnel 
9 kg (20 lb) 
 
17 
Cooks 
9 kg (20 lb) 
 
18 
Clearance Divers (RN) 
15 kg (33 lb) 
 
RAF Other Ranks attending Airmen 
19 
9 kg (20 lb) 
 
Command Trg Courses 
20 
RLC IEDD Operators 
45 kg (100 lb) 
When deploying on Ops/Ex 
21 
EOD Operators 
60 kg (133 lb) 
When deploying on Ops/Ex 
DHU personnel deploying with 
22 
15 kg (33 lb) 
When deploying on Ops/Ex 
paraclete 
23 
Craftsmen 
15 kg (33 lb) 
Toolkits 
 
TABLE 2 – Commercial Entitlements 
When travel to an overseas posting is by commercial airline throughout and the contracted accompanied 
baggage entitlements are less than the normal accompanied allowances, the following entitlements apply up 
to an individual’s normal accompanied allowance, as detailed in Paragraphs 2.7.011 - 2.7.017. 
 
Inter Service 
Ser Category 
Remarks 
Allowance 

All personnel including families on 
Up to 10 kg (22 
abated against the airline allowance 
 
Posting Overseas 
lb) 
when that exceeds normal entitlement 
 
 
 
 
 
 
 
 

Personnel carrying official documents 
5 kg (10 lb) 
 
 
separately from personal baggage 
 
 
 
 
 
 
 
 
20 kg (44 lb) 
Economy/Club 
 
 
 
First Class 

Personnel taking up seagoing duties 
10 kg (22 lb) 
RN only 
Aircrew carrying flying suit and flying 
Economy/Club and 

38 kg (85 lb) 
helmet 
First Class 
Personnel posted to Canada between 1 

20 kg (44 lb) 
 
November-31 March 
Personnel posted to Canada between 1 

9 kg (20 lb) 
 
April -31 October 
Family Members posted to Canada 
 
 
 
Spouse/Registered Civil Partner 
7 kg (15 lb) 

 
 
 
Each child (over 15 years) 
5 kg (10 lb) 
 
 
Each child (under 15 years) 
2 kg (5 lbs) 

GOCs and Heads of Missions 
20 kg (44 lb) 
 
Pilots of Army Air Corps and Air 

Dispatchers when carrying personal 
20 kg (44 lb) 
Army only 
issue of air equipment. 
 
Table 3 - Army Training Courses Which Attract Automatic Excess Baggage Entitlement 

Excess Entitlement 
Arms/ Serial No 
Arms Schools 
Locations 
Officers ORs 
(a) (b) 
(c) (d) 
(e) 
JSP 800 Volume 2 Part 2 Chapter 7 - Accompanied Air Baggage Scales 
Third Edition dated January 2010 
118 

 
Qualification for 
(1) Army 
Promotions (i.e.  MPC,  UK 
N/A 
25 kg (56 lb) 
MPC(A), Cpl Cadre, etc)
(2) NBC 
Defence NBC Centre 
Winterbourne Gunner 
16 kg (35 lb) 
16 kg (35 lb) 
NITAT, SOTAT, 
(3) Army 
UNTAT, CIVPOP Junior  UK Camberley 
7 kg (16 lb) 
7 kg (16 lb) 
Division 
Combat Arms Training 
(4) Combined Arms 
Warminster 
9 kg (20 lb) 
16 kg (36 lb) 
Centre (CATC) 
 
RAF Centre Bovington   
(1) Gunnery School 
Lulworth 
(2) Armour School 
(5) Armour 
Bovington 
16 kg (35 lb) 
16 kg (35 lb) 
(3) D & M School 
Bovington/Bordon 
(4) Signal School 
Bovington 
(5) Tactics School 
Bovington 
(6) Artillery 
Royal School of Artillery Larkhill 
9 kg (20 lb) 
9 kg (20 lb) 
Chatham 
(1) RSME 
Chattenden 
(2) DEODS 
 
(3) School of Military 
Hermitage 
(7) Engineers 
Survey 
16 kg (35 lb) 
16 kg (35 lb) 
 
(4) 1&3 Trg Regts RE 
Blackwater 
(5) Postal and Courier 
 
Depot 
Mill Hill 
Trg Gp R Signals(8 & 11 
(8) Signals 
Catterick 
9 kg (20 lb) 
16 kg (36 lb) 
Sig Regts) 
ITC 
Warminster 
AADW 
Pirbright 
Training Team 
Brunei 
ATRD 
Warminster 
TAG(N) 
Strensall 
(9) Infantry 
18 kg (40 lb) 
25 kg (56 lb) 
TAG(S) 
Aldershot 
Trg Sp Comd 
Sennelager 
(Germany)TSC(G) 
Germany 
ITC Catterick 
Catterick 
ITC Wales 
Brecon 
(10) Aviation 
AAC Centre 
Middle Wallop 
30 kg (66 lb) 
30 kg (66 lb) 
 
Notes
: 
1.  These figures are the additional accompanied baggage authorised above the standard Officers 27 kg (60 
lb), ORs 20 kg (44 Ib). 
2. All bookings using the above excess entitlements are to be advised by the relevant MOD Booking Centre 
to DPRC at the time of booking as excess baggage on a flight may require a reduction in the seat capacity. 
3.  Students needing to carry more baggage than allowed by these additional scales may bid for extra 
through DPRC. 
 
JSP 800 Volume 2 Part 2 Chapter 7 - Accompanied Air Baggage Scales 
Third Edition dated January 2010 
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Table 4 – South Atlantic Airbridge (SAA) Entitlements 
The following table lists total personal baggage entitlements for moving to and from the South Atlantic (inc 
Ascension Island). 
Total 
Ser Category 
Baggage 
Remarks 
Allowance 
Service personnel (all ranks) on posting and 

54 kg (120 lb) 
 
standard 4/6 month detachment 
Table 1 entitlements are 
Service personnel (all ranks) on temporary 

27 kg (60 lb) 
admissible in addition to this 
duty of less than 4 months 
amount 

Service personnel (all ranks) on exercise 
45 kg (100 lb) 
(Inc LFO) 
Service dependants and MOD civilian 
 
dependants: 
 
a.  Spouse/Registered Civil Partner 
45 kg (100 lb) 

 
b.  Unaccompanied children 
36 kg (80 lb) 
c.  Accompanied children 
27 kg (60 lb) 
d.  Infants (under 2 years) 
5 kg (10 lb) 

Indulgence Passengers 
20 kg (44 lb) 
 
Civilians travelling on MOD Business: 
 
 
 
MOD civilians on posting 
54 kg (120 lb) 

 
 
 
MOD civilians on temporary duty of less than 4   
months 
27 kg (60 lb) 
MOD contractors on visit of over 4 months 
54 kg (120 lb) 
Personal tool boxes may be 

 
 
carried, only when authorised as 
MOD contractors on visit of under 4 months 
27 kg (60 lb) 
excess baggage by DPRC 
Concession Fare Paying (CFP) passengers 
 
who are FI, ASI or St Helena residents or 
 
immigrants.  Allowances as follows: 
 
 
 
This figure includes 4.5 kg (9 lb) of 

a.  Adults 
54 kg (120 lb) 
hand baggage. 
 
 
b.  Children (2-12 years inclusive) 
27 kg (60 lb) 
 
 
c.  Infants 
5 kg (10 lb) 
This figure is inclusive of hand 

Other fare paying Passengers (e.g.  tourists) 
27 kg (60 lb) 
baggage. 
Excess accompanied baggage per family on 
Allowance abated from total 
10 
182 kg (400 lb) 
accompanied posting 
unaccompanied allowance. 
 
Notes: 
1.  Any bookings requiring additional baggage in excess of the above entitlements are to be advised by the 
relevant MOD Booking Centre to DPRC at the time of booking, as excess baggage on a flight may require a 
reduction in the seat capacity. 
2.  Excess baggage above the authorised limit may, at the discretion of the Movements staff, be carried if 
space / payload permits.  It will be liable to a prepayment excess baggage charge at the rates promulgated in 
the South Atlantic Joint Policy Statement. 
3.  Baggage allowances for leave / authorised absence travel is 20 kg iaw Paragraph 2.7.015. 
 
MARKING AND LABELLING OF BAGGAGE 
2.7.022.  Labels - Issue and Marking.  Baggage labels will be issued by the operator at 
the departure terminal, airfield or airport.  All baggage should be clearly labelled by 
passengers to show their rank, name, unit, flight number and destination. 
2.7.023.  RAF Labels.  In the case of RAF transport aircraft, the air movement’s staffs are 
responsible for providing and affixing ADP produced baggage labels and for ensuring that 
passengers, where necessary, label their baggage with the correct manual RAF baggage 
label.  VIP labels, RAF Form 1185R, are also to be attached when applicable.  Tear-off 
JSP 800 Volume 2 Part 2 Chapter 7 - Accompanied Air Baggage Scales 
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counterfoils from labels are to be retained by the passenger to enable baggage 
identification at the destination airfield. 
2.7.024.  Remove Old Labels.  To prevent confusion, passengers are to be instructed to 
remove all old labels from baggage before it is checked in for the flight. 
THE NATO BAGGAGE LABEL 
2.7.025.  Standard.  Baggage labels used by the MOD conform to STANAG 3770 and 
SAC No 44/43B which requires that the label be made of durable, water resistant material 
and be attached to the baggage either by string through an eyelet (Type A - size 12 cm x 6 
cm) or by using a pressure sensitive material so that the tag self seals after being looped 
through the handle (Type B - size 22.5 cm x 2.5 cm). 
2.7.026.  Information Required.  The tag must be completed with the following information: 
Flight Number. 
BAGGAGE PORTION MANDATORY 
Date travel commences. 
INFORMATION 
Destination airfield (three letter IATA designator) 
Baggage Tag Number 
Destination airfield (Name in full). 
PASSENGER PORTION - MANDATORY 
Baggage Tag Number (identical to that on baggage 
INFORMATION 
portion) 
Departure Airfield. 
Rank and Name of Passenger. 
BAGGAGE PORTION - OPTIONAL 
Security Check Stamp Block 
INFORMATION 
Baggage Weight. 
National Identification. 
Colour coding. 
PASSENGER PORTION - OPTIONAL 
National Identification. 
INFORMATION 
Colour Coding 
 
2.7.027.  Additional Tags.  In addition to the mandatory NATO standard labels 
described above, the following additional baggage tags can be used: 
UNREGISTERED (CABIN) BAGGAGE - 
 
VIP BAGGAGE TAG 
These are not to be fixed to non entitled baggage. 
AEROMEDICAL PATIENT BAGGAGE TAG 
 
CREW MEMBER BAGGAGE TAG 
 
May be used in conjunction with but which may not 
OTHER TAGS 
replace the mandatory tag 
Used to facilitate the quick dispersal of 
(COMP A) COMPASSIONATE BAGGAGE TAG 
compassionate passengers’ baggage from flights 
Used to identify compassionate passengers’ 
(COMP B) COMPASSIONATE BAGGAGE TAG 
baggage which requires special handling when being 
transferred from flights 
 
CUSTOMS AND IMMIGRATION 
2.7.028.  Liability to Examination.  Passengers and their baggage will be subject to 
Customs examination and immigration formalities at both departure and arrival airfields.  
For general Customs import and export regulations, see Part 2 Chapter 10 of this volume. 
INSURANCE LIABILITY 
2.7.029.  Passenger Liability.  The MOD may not accept liability in respect of the loss of 
or damage to baggage.  Therefore, passengers are to be advised in their movement 
JSP 800 Volume 2 Part 2 Chapter 7 - Accompanied Air Baggage Scales 
Third Edition dated January 2010 
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instructions to insure their baggage against loss or damage.  The cost of insurance 
incurred by passengers is not recoverable from public funds. 
DAMAGED BAGGAGE 
Claim Procedures.  Where compensation for loss or damage cannot be obtained under an existing 
insurance policy, or when the loss or damage results from the exigencies of the Service, MOD 
civilian and Service personnel are to submit JPA Form F014 or MOD Form 441 (Revised 5/97), 
accompanied by a Lost/Damaged Baggage Proforma, held by Movements staff, and proof of 
ownership or purchase to: Baggage Claims Officer, Business and Finance Office, RAF Brize 
Norton, Carterton, OXON, OX18 3LX, Personal contact details of junior staff redacted 
under section 40 of the Freedom of Information Act 
2.7.030.  .  Claims for compensation from non MOD personnel (civilians, contractors, 
foreign nationals etc) are to be sent to: MOD D S&C Claims (PLG), St George’s Court, 2-
12 Bloomsbury Way, London, WC1A 2SH.  If a Form 441 is issued by Movements Staff, it 
is to be registered and cross-referred to any existing lost baggage messages before 
handing to the claimant. 
LOST BAGGAGE PROCEDURE 
2.7.031.  Action to be Taken.  In the event of a passenger reporting that baggage for 
which he holds the receipt portion of the baggage label is not available to him at his 
destination airfield, the Movements Staff are to ascertain the passenger’s forwarding 
address so that the baggage, once traced, can be forwarded on to him.  Whenever 
possible, the passenger should complete a Form C3 Customs Declaration for the lost 
baggage to help speed its subsequent clearance.  A “LOST BAGGAGE” (BAGLO) 
message is to be despatched without delay, in accordance with the format and instructions 
shown in Annex B.  This message is to be addressed to the emplanement airfield and all 
en-route stops on the flight itinerary.  Information addressees may be added at the 
discretion of the message originator. 
2.7.032.  Action on Receipt of Lost Baggage Message.  On receipt of a BAGLO 
message the Movements Officer is to initiate an immediate investigation.  A “BAGGAGE 
RESPONSE” message, in accordance with the instructions at Annex C, is to be 
dispatched to the unit originating the BAGLO message within 24 hours. 
2.7.033.  Baggage on Hand.  If baggage is found, a “BAGGAGE ON HAND” message is 
to be despatched without delay to the applicable addressees in accordance with the format 
and instructions shown in Annex D.  The baggage is to be despatched to the owner by the 
quickest means.  The baggage is to be treated as cargo and given Movement Priority 2 
treatment. 
2.7.034.  Disposal of Unclaimed Air Baggage.  Where disposal of air baggage to its 
rightful owner cannot be accomplished, ultimate disposal will be in accordance national 
instructions for each NATO nation concerned.  Within the UK unidentified baggage is to be 
marked with the date and place of the discovery.  If, after three days following the receipt 
of all replies to the BAGGAGE ON HAND Message, the baggage is still unclaimed, it is to 
be stored in the unclaimed baggage lock-up in the Movements Section.  If, after 90 days, 
the baggage still remains unclaimed, it is to be opened in the presence of a representative 
of the Police Flight in an effort to determine ownership and an inventory made of its 
contents.  It is then to be despatched to the Unit Guard Room for disposal as lost property.
JSP 800 Volume 2 Part 2 Chapter 7 - Accompanied Air Baggage Scales 
Third Edition dated January 2010 
122 

 
ANNEX A TO PART 2 CHAPTER 7 
 
BIO-SECURITY POLICY 

1. 
Definition of Bio-Security.  The term Bio-Security encompasses a number of 
disparate but related threats to nations.  A Bio-Security policy is required to stop the 
spread of diseases affecting humans, animals and flora; the spread of pests and the 
spread of flora and fauna to a country or region where it does not currently or naturally 
occur. 
2. 
Compliance with Policy.  Any formation, unit or individual organising any Operation, 
Exercise, Expedition or journey that involves travelling across a national border is required 
to comply with the Bio-Security policy 
3. 
Procedures to Follow.  In order to comply with the Bio-Security policy, all countries 
that need to be visited or transited are to be listed.  The Bio-Security policies for these 
countries are then to be located on the Bio-Security website: 
DEFENCENET TO RAF PORTAL TO HQ AIR TO STRIKE WEB ORGANISATION TO 
COS (SUPPORT) TO SUPPORT POLICY AND DOCTRINE TO BIOLOGICAL 
SECURITY. 
 
4. 
The information contained will provide guidance on what disinfecting and fumigation 
procedures need to be applied in the country(s) to be visited.  This information should be 
printed off and retained.  The policy or departing from the UK also needs to be checked (if 
appropriate).  If disinfecting is required, the policy on the use of disinfectants should be 
read and complied with.  If fumigation is required then the policy regarding the use of 
fumigants is to be checked.  Finally, certification is required to record the actions. 
5. 
Advice.  Bio-Security policies have been issued by HQ DE&S and are managed by 
SO3 Movements Standards at HQ Air Command High Wycombe, who is also the main 
POC for advice on the Bio-Security policy, or SO2 Surface Movements at DSCOM.
JSP 800 Volume 2 Annex A to Part 2 Chapter 7 – Bio-Security Policy 
Third Edition dated January 2010 
123 

 
ANNEX B TO PART 2 CHAPTER 7 
 
STANAG 3740 (EDITION 3) - MESSAGE FORMAT - LOST AIR BAGGAGE 

SER  MESSAGE FORMAT  
INSTRUCTIONS 
 
 
 
EXAMPLE 
 

 
FROM 
   Message 
Originator 
  2 
AMU 
TRENTON 

 TO   
 
 
 
Action Addressee to include, 

AMU LAHR 
 
first,  Origin Station and then, 

AMU OTTAWA 
any known en route stations. 
 
 
 
 
 

INFO    Info 
addressees.    CFB, 
KINGSTON 
D NATO 
SIC 
 
 
 
Enter code "SIC QGA" 
 
 
SIC QGA 
E  
SUBJECT 
 
 
Enter the subject "Lost Air  
 
LOST AIR 
 Baggage". 
     BAGGAGE 

CASE/FILE 
 
 
Indicate case or file number 
No   
 
 
 
for reference in response.   

R5436 

NAME 
   Owner's 
name. 
   2 
SMITH 


RANK    Owner's 
Rank 
   3 
LT 
I FLIGHT 
 
   Indicate 
flight 
   4 
CA/SF762/1: 
DEC 
 IDENTIFICATION 
 Nationality/number/date  
 
92 
 AND 
ITINERARY 
 date/itinerary 
    LAHR/OTTAWA/ 
 
 
 
 
 
 
 
 
 
 
 
 
 
TRENTON 

BAGGAGE TAG 
 
Identify applicable baggage 
NUMBER(S) 
 
 
tags (if any) by nationality   

CA TAGS No and 
number. 
          60977/60978 

DESCRIPTION  
 
1.  Describe each piece 
 

BK/01/CXX 
OF ARTICLE   
 
using the latest IATA  
 

 
Baggage Identification Chart  
 
GN/08/XXX/ 
and Instructions. 
 
 

NUMBER ON TOP 
       B 
431 
436 
689 
Colour Code/ Type Code/ 
Description Elements/ Any 
other plain language details. 
 

LAST KNOWN   
 
Indicate where the bags   
7. 
CFB LAHR 
LOCATION 
 
 
were last seen 
 
 
 

DISPOSITION   
 
Advise addressees of 
 

HOLD FOR 
INSTRUCTIONS   desired 
disposition 
   FURTHER 
      instructions. 
    INSTRUCTIONS 
IF LOCATED 
Note: Individual entries in the format (body of the message) may be numbered as above, or separated by 
commas.
JSP 800 Volume 2 Part 2 Chapter 7 Annex B – STANAG 3740 (Edition 3) Message Format – Lost Air Baggage 
Third Edition dated January 2010 
124 

 
ANNEX C TO PART 2 CHAPTER 7 
 
STANAG 3740 - (EDITION 3) - MESSAGE FORMAT - BAGGAGE RESPONSE 

SER 
 MESSAGE 
 INSTRUCTIONS 
  EXAMPLE 
FORMAT 
     
 

 FROM   Message 
Originator. 
  5 
AMU 
LAHR 
 

 TO 
   Originator 
of 
message 
  2 
AMU 
TRENTON 
      Being 
responded 
to. 
 

 INFO 
   Inform 
any 
desired 
   3 
AMU 
OTTAWAKG 
organisation.    CFB 
KINGSTON 
 

 
NATO SIC   
 
Enter code “SIC QGA”.   
 
SIC QGA 
 

 SUBJECT 
  Enter 
the 
Subject 
   BAGGAGE 
RESPONSE 
“Baggage Response”. 
 
 

 
CASE/FILE No 
 
Indicate case or file 
 
 
1   
 R5436 
number message   
 
being responded to. 
 

 
NAME 
 
 
Owner’s Name (if known). 
 
2.   
SMITH J 
 

 RANK 
   Owner’s 
Rank. 
   3 
 
 
LT 
 
I  BAGGAGE 
  Identify 
applicable 
  4 
CA 
TAGs 
No 
  
TAG   
 
 
baggage tags (if any) by   
 
60977/60978 
  NUMBER(S) 
 
 
nationality and number. 
 
 
 

 DESCRIPTION 
 Describe 
each 
piece 
  5a 
BK/01/CXX 
OF ARTICLE 
 
using the latest 
 
 
 
5b 
GN/08/XXX/  
      IATA 
Baggage 
   NUMBER 
ON 
TOP 
      Identification 
Chart 
   431 
436 
689 
      and 
Instructions. 
 
 

 FLIGHT 
  Indicate 
flight 
nationality/ 
  CA/SF762/12 
DEC 
IDENTIFICATION  
number/date (if known). 
 

 
RESPONSE 
 
Enter one of the following: 
NOTAT - Not at this station. 
ON HAND - On hand at this station. 
NO CLAIM - Not claimed at this station. 
CLAIM THIS STATION –Baggage has been claimed 
at this station. 
 

 
REMARKS   
 
If response is “ON HAND” 
 

NEXT FLIGHT 
 
of “CLAIM THIS STATION”,  
 
YOUR STATION IS SF80 
provide a brief statement   
 
15 DEC 92. 
regarding instruction or    
 
BAGGAGE WILL BE 
assistance. 
    ON 
THAT 
FLIGHT 
UNLESS 
OTHERWISE ADVISED 
 
Note: Individual entries in the format (body of the message) may be numbered as above or separated by 
Comms.
JSP 800 Volume 2 Part 2 Chapter 7 Annex C – STANAG 3740 (Edition 3) Message Format – Baggage Response 
Third Edition dated January 2010 
125 

 
ANNEX D TO PART 2 CHAPTER 7 
 
STANAG 3740 - (EDITION 3) - MESSAGE FORMAT - BAGGAGE ON HAND 

SER MESSAGE FORMAT   
 
INSTRUCTIONS 
   EXAMPLE 

FROM     Message 
Originator   2 
AMU 
TRENTON 
(Finding Station). 
 

TO 
 
 
 
 
 
Indicate first the station   
 
5 AMU LAHR 
where the flight originated,  
 
3 AMU OTTAWA 
then any en route and 
destination stations. 
 
 

INFO 
     Inform 
any 
desired 
   CFB 
BADEN 
       organisation. 
 

NATO SIC   
 
 
 
Enter code “SIC QGA”.   
 
SIC QGA 
 

SUBJECT 
    Enter 
the 
Subject 
   BAGGAGE 
ON 
 “Baggage on Hand”. 
 
 
HAND 
 

CASE/FILE No 
 
 
 
Indicate case or file number 
 
1  R45678 
 for reference in response. 
 
 

NAME 
 
 
 
 
Owner’s Name (if known). 
 
2  Unknown. 
 

RANK 
     Owner’s 
Rank. 
   3 
 
Unknown. 
 

BAGGAGE TAG NUMBER(S)   
Identify applicable baggage 
 
4  CA TAGs No 
tags (if any) by nationality  
 
61567/61568 
and number. 
 

DESCRIPTION OF ARTICLE   
Describe each piece using 
 
5a   BN/20/PXX 
the latest IATA Baggage   
 
5b   BN/07/XXX/ 
Identification Chart and    
 
WITH VARIOUS 
Instructions.  Colour  
 
 
CRESTS 
Code/Type Code/Descriptive 
Elements/Any other plain 
language details.   
 

WHERE FOUND   
 
 
Location where baggage   
 
CA/SF762/16 DEC 
       was 
found 
or 
flight 
number  92 
       it 
arrived 
on. 
 
Note: Individual entries in the format (body of the message) may be numbered as above or separated by 
Comms.
JSP 800 Volume 2 Part 2 Chapter 7 Annex D – STANAG 3740 (Edition 3) Message Format – Baggage on Hand 
Third Edition dated January 2010 
126 

 
PART 2 
 
CHAPTER 8 - INDULGENCE TRAVEL 
GENERAL 
2.8.001.  Indulgence air passages may be granted, subject to the rules set out in these 
instructions, to enable serving regular members of the UK armed forces, their families and 
certain other categories to travel in spare seats in RAF and certain other MOD chartered 
aircraft, when they have no entitlement to a passage at public expense.  A charge covering 
administration, messing and accommodation must be paid. 
2.8.002.  Due to the need to make the maximum use of a reducing RAF Air Transport 
Force (ATF) for duty passengers and official freight spare seats for indulgence travel will 
be few, and their availability uncertain.  At no time can a guarantee be given that an 
indulgence passage will be available and passengers can be offloaded from the flight at 
any point during the journey if the circumstances dictate this course of action. 
ELIGIBILITY 
2.8.003.  General.  Members of the categories described below and in para 2.8.004 may 
apply for indulgence passages: 
a. 
Regular serving members of the UK armed forces. 
b. 
Serving UK based civilians of the MOD. 
c. 
UK based civilians of the following other government departments (OGD): 
(1)  Staff of the Department of the Environment who is engaged on work 
financed from the Defence budget. 
(2)  Staff of the Government Communication Headquarters who are serving 
overseas. 
(3)  Staff of the Judge Advocate Generals Department serving on overseas 
commands. 
(4)  Staff employed by the Met Office working for the MOD. 
d. 
Nepal based MOD employed civilians serving in Brunei.  These personnel may 
apply for indulgence passage on the Brunei - Nepal full charter flights. 
e. 
Full-time UK based SSAFA nursing sisters and social workers, WRVS welfare 
workers, and Order of St John and British Red Cross Society hospitals Welfare 
Department welfare workers, who provide nursing, social welfare services abroad 
and for whose employment MOD bears the cost (other members of these 
organisations are not eligible). 
f. 
Serving personnel of the Australian and New Zealand armed forces. 
g. 
 Serving personnel of the Canadian armed forces. 
JSP 800 Volume 2 Part 2 Chapter 8 Annex A - Indulgence Travel 
Third Edition dated January 2010 
127 

 
h. 
Members of the MOD sponsored Cadet Forces (Combined Cadet Force, Sea 
Cadet Corps, Army Cadet Force and Air Training Corps) accompanied by their Cadet 
Force Adult Volunteers (CFAVs), undertaking official travel only (e.g. expeditions, 
summer camps). 
i. 
Serving personnel of Commonwealth air forces other than those mentioned in 
sub-para 2.8.003f-g, and the United States Air Force. 
j. 
Staff of the Treasury Solicitors department engaged on MOD overseas 
business.  (The indulgence entitlement is limited to return travel between the UK and 
their overseas duty post). 
k. 
Serving personnel of allied armed forces serving in the UK under terms of the 
exchange programmes. 
l. 
Personnel entitled under the provisions of the SAMA 82 Indulgence Scheme 
who are holders of the South Atlantic Medal – considered for journeys to the Falkland 
Islands only. 
The categories in sub-paras a to k are comprehensive.  Previous service in armed forces 
of defence departments, or current service in the reserve, auxiliary, territorial or pre-entry 
cadet forces (OTC, UAS, and URNU) is not a qualification.  Any case of doubt about the 
eligibility of individuals should be referred to SCM, SO2 Air Passenger Policy. 
 
2.8.004.  Carriage on C130/C17 Aircraft and Carriage with Dangerous Goods.  
Indulgence travel for personnel in categories a to k (and their families) in C17 and C130 
aircraft is prohibited.  The JSP 800 Volume 4a contains information on indulgence on 
aircraft carrying DG. 
2.8.005.  Families.  Immediate families (as defined in JSP 752 01.0229) of the categories 
mentioned in sub- Paragraphs 2.8.003 a to e are eligible to be considered for indulgence 
passages.  Families of the category mentioned in sub-Paragraph 2.8.003f are eligible to be 
considered for indulgence passages between the UK and New Zealand, Australia, 
Singapore and Malaysia only.  For the purpose of these instructions, a member of one of 
the categories in sub- Paragraphs 2.8.003 a to f is considered to be the head of the family. 
2.8.006.  Unmarried children.  Unmarried children aged 18 years or over up to their 25th 
birthday may seek passage for the purpose of visiting their parents posted to overseas 
stations, or, if living with their parents, for the purpose of returning to the UK.  Children 
aged 18 and up-to the age of 25 who remain in full-time education and who are dependent 
on, and normally resident with, the head of the family (see Paragraph 2.8.005) may seek 
passage when travelling with the head of the family.  Children aged 25 years or over who 
are serving an apprenticeship or who are undergoing full-time education or training under 
a written agreement with their employers may seek passages for the purpose of visiting 
parents posted to overseas stations.  Entitlement may continue to the end of the academic 
year.  Any other child over 18 years normally resident in the applicant's household may be 
regarded as a member of the family for the purpose of visiting parents overseas if he or 
she is certified by a Service medical officer or civilian doctor to be suffering from physical 
or mental infirmity, or, in the opinion of the commander-in-chief, or appropriate 
commander, this course is necessary in order to avoid hardship. 
2.8.007.  In-Flight Escorting of Unaccompanied Children.  Children under the age of 
16 years of age who qualify for indulgence travel must be accompanied by one of their 
JSP 800 Volume 2 Part 2 Chapter 8 Annex A - Indulgence Travel 
Third Edition dated January 2010 
128 

 
parents, by their legal guardian, or by a passenger over 18 years of age who has, with the 
agreement of the parents or legal guardian, consented to act as an escort.  Siblings 
between 16-18 years of age are permitted to act as escorts with the agreement of the 
parents or legal guardian.  Failure of the parents to arrange a suitable escort will lead to 
the offer of indulgence travel being rescinded.  When personnel other than the parents or 
legal guardians act as an escort for an unaccompanied minor (UNMIN), the booking office 
will need to be notified to enable the Passenger Name Records of the UNMIN and escort 
to be annotated.  In addition, the MOD Unaccompanied In-Flight Escort Form will need to 
be completed for each child who flies under escort.  A copy of this form is at Annex A to 
Chapter 6.  Except for parents or guardians accompanying their own children, no 
passenger is normally to act as escort to more than two children.  Parents are also 
responsible for the provision of escorts for unaccompanied children to and from air 
terminals at the beginning and end of flights. 
LIMITATIONS ON FAMILY TRAVEL 
2.8.008.  Deployments of Less Than 3 Months.  Indulgence passages will not be 
granted to enable families, whether resident in the UK or overseas, to join their Service or 
civilian spouses deployed on exercises of less than three months duration. 
2.8.009.  Carriage Parameters.  Normally, family members may be given indulgence air 
passages only in RAF transport aircraft operating scheduled services.  Exceptionally they 
may be carried in MOD whole charter aircraft (see Paragraph 2.8.001) and in non-
scheduled flights under the following conditions: 
a. 
SO2 Air Passenger Policy.  SCM may authorise indulgence passages from 
and within the UK in aircraft of No 2 Group (except C130/C17) taking off from an 
airfield in the UK. 
b. 
Overseas.  The AOC or appropriate air commander may authorise indulgence 
passages in RAF transport (except C130/C17) and communication aircraft taking off 
from airfields in his command. 
c. 
Passages.  Will be confined to RAF transport and communication aircraft which 
meet all the following conditions: 
(1)  They must be of types which the Air Force Departments have agreed are 
suitable for the carriage of women and children.  As stated above, C130 and 
C17 aircraft are categorised as unsuitable. 
(2)  They must be flown by a passenger-qualified crew and be operating in the 
passenger or passenger-cum-freight (PCF) role. 
(3)  They must be flying over No 2 Group routes or other specified routes over 
which the Air Force Department have authorised the carriage of indulgence 
passengers. 
(4)  In the case of aircraft flying to or from the UK, they must be operating to or 
from RAF authorised airfields or civilian customs airports in the UK. 
2.8.010.  Refusal of Passage.  A family member will not be granted an indulgence 
passage to an overseas location in anticipation of the normal approval of a family passage 
or when his or her arrival may cause embarrassment for accommodation or any other 
reasons. 
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ORDER OF PRIORITY 
2.8.011.  General.  Indulgence Passages will first be allocated in order in which they are 
received by the enacting booking office.  To ensure that the maximum benefit is gained 
from the limited number of seats available, however, SO2 Air Passenger Policy SCM or, 
overseas, the AOC or appropriate air commander, may allow an applicant priority where 
there are special Service or welfare reasons for travel (e.g.  personnel who have to return 
to their duty stations, of where applicants wish to see members of their families from whom 
they are separated). 
2.8.012.  Distribution of Seats.  In order to preserve a fair distribution of available seats, 
whenever possible, account will normally be taken of any indulgence passages granted to 
the applicant in the previous two years.  Applicants who have been granted indulgence 
passages within that period may have to give way to those who have not. 
2.8.013.  Priority Code System.  To assist booking centres with applying the above 
priority criteria, booking Centres are to also apply the following specific priority code 
system (these priorities are not to be divulged to the traveller).  In all cases indulgence 
charges are to be levied: 
a. 
Priority X.  This may be allocated in exceptional circumstances to certain 
compassionate and special cases when urgent travel is considered necessary as 
dictated by the local commander. 
b. 
Priority Z.  Priority Z is to be allocated in the following order: 
(1)  (Z1)  Military and civilian MOD personnel who have been granted 
Compassionate C, or equivalent category, by MOD or Service HQ P-Staff 
overseas will take priority over all other CNFP passengers.  Once given, 
authority will be valid for the outbound and inbound journeys.  Applications by 
the parenting units will be made on F Mov 562 endorsed, in red "Comp C” with 
attached P-Staff authority stating the reason for allocating Comp C status.  It 
must be noted that in exceptional circumstances, MOD approval may be given 
for Comp C passengers to travel at public expense. 
(2)  (Z1)  Serving members of the armed forces and UK based civilians 
together with their accompanying dependants if appropriate, returning to their 
units.  Such applications must normally have been received by the booking 
centre at least two weeks prior to the flight. 
(3)  (Z1)   This category can also be authorised by SO2 Air Passenger Policy, 
SCM in consultation with Fin Pol [Rep] when it is considered appropriate. 
(a)  (Z2)  UK schoolchildren visiting their Service parents when their free 
schoolchildren’s visit entitlement has been exhausted. 
(b)  Dependants separated by posting or long periods of detached duty 
who wish to visit the head of family (i.e.  family visiting spouse serving 
overseas). 
(4)  (Z3)  Dependants of serving members of the armed forces and UK based 
civilians serving overseas who are rejoining heads of families overseas. 
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(5)  (Z4)  Serving members of the armed forces visiting spouses or parents 
who are overseas. 
(6)  (Z5)  Entitled personnel travelling for personal reasons (leisure travel) and 
members of the Cadet Forces accompanied by their CFAVs when on official 
travel.  This category includes spouses (spouse includes a partner in a same 
sex couple registered in a civil partnership) of Service and UK based civilian 
personnel who wish to accompany their spouse on temporary duty visits.  
Whenever possible, applicants graded Z5 who have not been granted an 
indulgence flight within the previous two years will be given precedence over 
those who have.  Otherwise, opportunities for indulgence flights are to be 
allocated in strict order of receipt of the application at the enacting booking 
office. 
Passages are normally allocated in the date order of receipt within each category: i.e.  all 
Priority X by date then Z1 by date through the remaining categories - Z2, Z3, Z4 and Z5. 
Applications from the above categories for destinations passing through an intermediate 
stop should be given priority over applications for the intermediate stop.  Passengers for 
the furthest destination will be called forward first. 
 
SPONSORSHIP 
2.8.014.  Every applicant must be properly sponsored (see para 2.8.030) and must have 
the necessary documents, including passport and visas (if required).  It is the duty of the 
sponsor to establish that the applicant is eligible for an indulgence passage under these 
instructions and, as far as possible, that any special reasons which may be given in 
support of the application are factually correct.  The scheme is dependent on the sponsor 
exercising his responsibility conscientiously, and in particular ensuring that the applicant is 
fully aware of the conditions in Paragraphs 2.8.013 to 2.8.020 and that he can comply with 
the requirement about return passages in Paragraph 2.8.015. 
CONDITIONS OF TRAVEL 
2.8.015.  Return Journeys.  In no case does the MOD or RAF accept responsibility for a 
return passage and no encouragement is to be given to any belief that an indulgence 
return passage may be available.  If a return journey is required, a prospective indulgence 
passenger must make a separate application for the passage to the appropriate RAF 
movements authority in the area to which he is proceeding (except for travel to/from 
Cyprus when return journeys can be applied for using the specific Cyprus Indulgence card 
(Form 2768 IND CYP (Revised 06/06)).  If no such passage is available, the passenger 
will be responsible for arranging their own way back at the right time and at their own 
expense.  Sponsors must satisfy themselves of the applicant's ability to do this.  If they are 
not satisfied that the applicant can fund his/her return journey, sponsors are not to sign the 
RAF Form 2768/IND (Revised 7/06) (or Form 2768 IND CYP (Revised 06/06) for 
indulgence travel to Cyprus). 
2.8.016.  Liability to Off-Loading.  Indulgence passage will not be granted if passengers 
or freight of a higher priority can be brought forward to fill the aircraft.  Applicants are 
warned that they are liable to be off-loaded at any intermediate stage of a flight in favour of 
a passenger or freight of a higher priority.  Should it be necessary to off-load indulgence 
passengers at any stage of the flight, this should be broadly on the principle that the lowest 
in order of priority, as indicated in Paragraph 2.8.011, is off-loaded first.  Thereafter, 
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Service personnel and civilians of the defence departments should be off-loaded in order 
of seniority, i.e. the most senior should be off-loaded first. 
2.8.017.  Baggage allowance.  Baggage and personal effects will be limited to 20 kg (44 
lb) for each person. 
2.8.018.  Allocation of HCS.  As a general rule there will be no entitlement to HCS when 
entitled personnel travel under the indulgence scheme.  (for exemptions see Paragraph 
2.4.022) 
PAYMENT FOR MEALS AND ACCOMMODATION 
2.8.019.  All indulgence passengers are required, before boarding the aircraft, to pay a 
charge covering the cost of administration, meals served in the air, meals served on the 
ground in Service messes up to the time of dispersal from the terminal airfield, and 
overnight accommodation provided en route in Service messes.  The cost of any other 
accommodation used and meals taken in outside hotels, restaurants etc, is the 
responsibility of the individual, and indulgence passengers are advised (and sponsors 
should impress on them the need) to be in possession of adequate local currency to meet 
any additional costs. 
INDULGENCE TO OPERATIONAL THEATRES AND PERMANENT JOINT OPERATING 
BASES (PJOBS) 

2.8.020.  All personnel should note that indulgence travel to Operational Theatres and 
some PJOBS is at the discretion of the theatre commander or PJOB HQ and is subject to 
formal clearance procedures.  Further advice on this subject can be obtained from DPRC 
or SCM, SO2 Air Passenger Policy. 
CHARGES FOR INDULGENCE FLIGHTS 
2.8.021.  General.  Charges for indulgence flights are published annually by the HQ 2Gp 
Business & Finance Manager.  The charges apply to Service and civilian passengers, 
except children under two years old for whom no charge will be made.  Charges do not 
vary with the duration of flights or on account of delays or diversions necessitating 
provision of additional meals and / or accommodation, provided that such meals and 
accommodation and meals in outside hotels and restaurants, etc, is the responsibility of 
the individual.  Where, an indulgence passenger is off-loaded en route in favour of cargo 
or of another passenger with a higher priority, the cost of all meals and accommodation on 
the ground until such time as they re-enplane on another aircraft is their own responsibility.  
If Service accommodation and meals are provided, they are to be on repayment.  Provided 
a passenger proceeds to their original destination, no further indulgence charge is 
payable.  Where it is not possible to arrange an onward passage in another RAF aircraft, 
no refund of any part of the indulgence charge is permissible.  The cost of any 
accommodation used before boarding the aircraft or after arrival at the terminal airfield is 
also the responsibility of the individual. 
2.8.022.  Prices.  Prices for journeys on any route-training, special or other flights for non-
standard routes are to be obtained from the 2Gp business and Finance Manager. 
2.8.023.  Payment.  Payment for indulgence passage must be made, in cash, before or at 
the time passenger’s check-in for their flight.  Air Movements personnel receiving such 
payments are to ensure that these monies are paid promptly in to the nearest service cash 
office or equivalent facility overseas; finance staffs will ensure that the receipts are 
JSP 800 Volume 2 Part 2 Chapter 8 Annex A - Indulgence Travel 
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132 

 
credited to UIN F4240A, RAC RNA004 and local project code (LPC) ZMINDULGEN, 
unless otherwise advised by the 2Gp Business and Finance Manager. 
2.8.024.  Accommodation.  Where service accommodation is provided before boarding 
the aircraft or after arrival at the terminal airfield, charges at current rates are to be levied 
against the passenger for the accommodation and any meals provided.  Overnight 
accommodation will not however normally be provided for indulgence passengers at 
terminal airfields. 
METHODS OF APPLICATION 
2.8.025.  Methods of application: 
a. 
Applications for journeys originating in the UK (with the exception of 
applications for the South Atlantic Airbridge and Cyprus) are to be sent by post to: 
DPRC 
DSCOM 
Cedar 3c #3351 
MOD Abbey Wood 
Bristol 
BS34 8JH 
 
b. 
All applications for passages on the South Atlantic Airbridge are to be sent by 
post to the following addresses dependent on desired destination: 
MPN 
 
 
 
 
 
 
 
 
ASI 
Joint Air Booking Centre   
 
 
 
 
JNCO ic Pax 
Air 
Movements 
Flight 
      Air 
Movements 
BFPO 
655 
        BFPO 
677 
 
c. 
All applications for passages to and from Cyprus are to be sent by post to (see 
para 2.8.039): 
 Indulgence 
Clerk 
Joint Air Booking Centre 
 RAF 
Akrotiri 
 BFPO 
57 
 
2.8.026.  Enquiries.  Enquiries regarding indulgence passages are to be restricted by 
telephone, fax or e-mail to the appropriate booking office.  Personal visits are not to be 
made to the Defence Passenger Reservation Centre in connection with indulgence air 
passages. 
2.8.027.  Applications for Indulgence Passages Starting Abroad.  Applications for 
indulgence passages for journeys starting abroad are to be submitted to the RAF 
movements authority nominated by the appropriate command headquarters abroad.  See 
Annex A for a list of the overseas movements authorities. 
2.8.028.  Date for Applications.  Applications are not to be submitted more than three 
months in advance of the earliest date for movement. 
2.8.029.  Single Journey Applications.  Applications, which are to be for single journeys 
only, are to be submitted on RAF Form 2768/IND (Revised 7/06) or Form 2768 IND CYP 
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(Revised 06/06) for Cyprus, Application for Air Indulgence Passage.  The forms are to be 
completed in all parts and are to: 
a. 
Be signed by the appropriate sponsor to the applicant. 
b. 
Bear the official stamp of the sponsoring unit or appropriate organisation. 
c. 
State the gender and age of the applicant if a dependent child. 
d. 
State the earliest date on which a passage can be accepted, and also the latest 
date after which a passage cannot be accepted.  This time band should not exceed 
on month. 
e. 
State fully the reasons why an indulgence passage is wanted, in particular 
whether any of the special considerations referred to in Paragraph 2.8.011 above 
apply (if necessary, the reasons may be amplified on a separate sheet of paper 
signed by the applicant and attached to the Indulgence form 
f. 
Have the certificates on the reverse signed by the applicant (or Head of family 
for family member) and by the sponsor. 
2.8.030.  Sponsor Responsibilities.  The responsibilities of the sponsor are explained in 
Paragraphs 2.8.014, 2.8.015 and on the reverse of the Indulgence form.  Appropriate 
sponsors, whose signatures must be on the completed applications, are indicated below: 
a. 
For serving personnel, entitled SSAFA personnel, and their family members - 
the applicant’s employing officer or line manager who must be of Warrant Officer (or 
civilian equivalent) or above.  Applicants of SO2 level or equivalent HEO may self 
sponsor. 
b. 
For UK-based civilians and their families, the applicants line manager who 
should be of HEO / EO rank or equivalent. 
2.8.031.  Dealing with Applications.  Applications will be dealt with as follows: 
a. 
Those which do not comply with the regulations will be returned to applicants. 
b. 
Those which have no hope of success, because there will be no opportunity for 
the required passage, will be returned to applicants with a suitable explanation. 
c. 
The remainder will be acknowledged and retained for further consideration until 
the latest date for travel given in the application.  After that date, applications will 
automatically be cancelled without notification. 
2.8.032.  Acknowledgement.  Those who receive an acknowledgement indicating that 
their application is being retained for consideration are not to make further inquiries of the 
DPRC or the Service movements authorities overseas (except Cyprus - see Paragraph 
2.8.039), since it is not possible to give any further information until such time as a 
passage becomes available.  It must be noted that acknowledgement of receipt of an 
indulgence application is not an offer or guarantee of passage. 
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OFFER OF A PASSAGE 
2.8.033.  General.  When it appears likely that there may be an opportunity of a passage, 
applicants will be informed in writing if time permits, otherwise by telephone, giving flight 
details and reporting instructions.  The warning given will usually be 48 hours before the 
flight but sometimes less.  Therefore, applicants are to give a telephone number on the 
Indulgence form as a contact point in addition to an address.  Applicants are also strongly 
advised to give an alternative contact number wherever possible.  This can either be a 
mobile telephone number or an alternative landline number.  Indulgence applications 
without a contact telephone number will be rejected and returned to the applicant. 
2.8.034.  Withdrawal of Offer.  Since indulgence passages are offered only on the 
understanding that the vacant space is not at the time required for priority passengers or 
freight, an offer of an indulgence passage can subsequently be withdrawn at any time up 
to the departure of the flight and at intermediate stops en-route.  This uncertainty is one of 
the hazards of indulgence air passages.  Applicants for indulgence passages are not to 
report to departure airfields unless they have received call forward instructions from the 
DPRC or the appropriate movements authority overseas.  Passengers will not be 
emplaned without this authority. 
INDULGENCE PASSAGE TO / FROM THE SOUTH ATLANTIC 
2.8.035.  Eligibility.  Indulgence travel (see Note 1) to the South Atlantic is necessarily 
restricted.  Only the following categories of personnel may apply for passage: 
2.8.036.  Passages Falkland Islands (FI). - UK or UK - FI. 
a. 
Serving Personnel and UKBC on tours of 12 months and over in the FI and their 
spouses/dependants (see Note 2). 
(1)  Personnel, including UKBC, on 12 month tours, accompanied or 
unaccompanied, may receive Immediate and Close Family relatives as listed 
within the JSP 752. 
(2)  Spouses/dependants of personnel on tours of less than 12 months in the 
FI (see Note 2). 
(3)  Cadet Forces and their CFAVs on official travel (see Note 3). 
(4)  Other entitled personnel (see Paragraphs 2.8.003 - 2.8.005) subject to 
approval by the FI Base Cdr.  (see note 4), this latter category must indicate to 
the FI Base Cdr that a named sponsor is able to provide suitable 
accommodation.  The Base Cdr must endorse applications accordingly prior to 
submission to the Booking Centre. 
b. 
Passages FI - Ascension Island Base (AIB) or AIB – FI. 
(1)  Personnel on tours of six months or more in the FI. 
(2)  Personnel on continuity tours in AIB, plus dependants/spouses (see Note 
2) once during their tours. 
c. 
Passages AIB-UK or UK-AIB. 
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(1)  Personnel, including UKBC, and their spouse/dependants on 
accompanied tours in AIB (see Note 2). 
(a)  Personnel, including UKBC, on accompanied tours in the AIB may 
receive Immediate and Close Family relatives as listed within JSP 752. 
(2)  Other entitled personnel (see Paragraphs 2.8.003 – 2.8.005) subject to 
approval by the Base Cdr AIB.  This latter category must indicate to the Base 
Cdr AIB that a named sponsor is able to provide suitable accommodation.  The 
Base Cdr AIB must endorse applications accordingly prior to submission to the 
Booking Centre. 
(3)  Cadet Forces and their CFAVs on official travel (see Note 4). 
(4)  Indulgence to the UK for all unaccompanied personnel at AIB will remain 
subject to the operational needs of the Base Cdr AIB. 
Notes: 
 
1.  All passages assumed to be return journeys. 
2.  Spouse includes same sex partners who are in a registered civil partnership. 
3.  Official Travel is that authorised by the relevant regional commander; approval having been 
granted by the relevant Base Commander. 
4.  Those regular serving members who are undertaking tours within the Falkland Islands 
should refer to their TORs for eligibility to travel. 
 
2.8.037.  Applications procedures.  See Paragraph 2.8.025 (b) above. 
2.8.038.  Practical Problems.  All potential indulgees should be aware of the following 
before applying for indulgence passage: 
a. 
There is no accommodation for indulgees at Mount Pleasant Airfield; the 
nearest accommodation is at Port Stanley.  There is limited accommodation available 
for indulges who are visiting spouses in theatre and this is to be booked iaw with local 
procedures prior to application for passage. 
b. 
There is limited public transport between Port Stanley and Mount Pleasant 
Airfield other than that connecting with the RAF scheduled flights: Service transport is 
not available to transport indulgees.  Public transport consists of a limited number of 
private hire vehicles not all of which operate to MPA from Stanley.  There is no public 
bus service. 
c. 
The Falkland Islands Government Air Service (FIGAS) does operate from 
Mount Pleasant Airfield but flights do not necessarily connect with RAF schedules. 
d. 
Should indulgees be offloaded at Ascension Island, they will be charged for 
messing etc.  If they are Southbound, they could be returned to the UK on the next 
available flight, depending on circumstances at the time. 
e. 
The number of indulgees called forward for each flight will be controlled by 
CBFSAI and the Base Cdr AIB. 
f. 
The MOD is not responsible for the medical care of indulgence passengers and 
they should obtain medical insurance prior to travelling on South Atlantic schedules. 
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INDULGENCE PASSAGE TO / FROM CYPRUS 
2.8.039.  Introduction.  The responsibility for administering calling forward indulgence 
passengers for travel to and from Cyprus is the responsibility of the Joint Air Booking 
Centre (JABC), Joint Movements Squadron (JMS), RAF Akrotiri, BFPO 57. 
2.8.040.  Application Procedures.  Applications for indulgence travel to/from Cyprus are 
to be made on a RAF 2768 IND CYP (Revised 06/06), which is coloured green.  The 
Cyprus Indulgence card has been specifically re-designed for this route and now includes 
space for applicants to include return journey requests on a single form.  Applications for 
outward flights are to be submitted no earlier than three months prior to the date of travel 
and applicants are requested to inform the JABC if they want to remove their names from 
the waiting list.  This may be done by telephone and ensures that other applicants have 
the best possible chance of success. 
2.8.041.  Call Forward Process.  Passengers wishing to indulge to or from Cyprus are 
reminded that call forwards for flights are normally made no earlier than 48 hours prior to 
the flight departure date by the JABC Indulgence Clerk.  Passengers being called forward 
for a passage from the UK to Cyprus are to be aware that the JABC will commence call 
forwards from 0700 hrs UK time.  Applicants are encouraged to contact the Indulgence 
Clerk on the following numbers if they have any queries: 
Personal contact details of junior staff redacted under section 40 of the Freedom of 
Information Act 
 
2.8.042.  JABC Opening Hours.  Cyprus is 2 hours ahead of UK time (GMT) The JABC 
opening hours are (Cyprus Time): 
a. 
Monday:    
 
0645 - 1630 hrs. 
b. 
Tuesday - Friday:  
0645 - 1330 hrs. 
2.8.043.  Arrival in Cyprus.  Personnel travelling to Cyprus on the indulgence scheme 
are strongly advised to contact JABC on arrival in Cyprus to confirm return seat 
requirement and availability.  This can be done in person or by using the telephone 
numbers above. 
2.8.044.  Card in Hand.  Under this scheme passengers who meet the requirements of 
this chapter, may turn up at the departure airhead passenger terminal with completed 
indulgence application forms (RAF 2768 IND CYP (Revised 06/06) or RAF Form 2768/IND 
(Revised 7/06)) without first sending their application to JABC.  Cyprus is the only 
destination to which personnel can indulge card in hand.  Check-in staffs are to ensure 
that the application forms for both outward and return journeys are fully completed, 
correctly authorised and stamped.  Passenger staffs are to inform the JABC Indulgence 
Clerk of any personnel loaded to the aircraft as card in hand passengers.  Card in hand 
passengers are a lower priority than passengers who have applied and been called 
forward in the normal way.
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ANNEX A TO PART 2 CHAPTER 8 
 
OVERSEAS MOVEMENTS AUTHORITIES 

Australia 
Cyprus 
Defence Attaché 
Indulgence Clerk 
British High Commission 
Joint Air Booking Centre 
Commonwealth Avenue 
RAF Akrotiri 
CANBERRA 
British Forces Post Office 57 
Australia 
Bahrain 
RAFLO Bahrain 
Germany 
C/o British Embassy 
Rheindahlen Travel Centre 
PO Box 114 
C/o Log Spt Registry 
Manama 
British Forces Post Office 140 
Bahrain 
Persian Gulf 
Brunei 

Gibraltar 
OC Transport and Movements Centre 
WO Movs Flt 
BRUNEI 
RAF Gibraltar 
British Forces Post Office 11 
British Forces Post Office 52 
Canada (East) - (Gander & Halifax) 
RAFLO Gander 
Kenya 
PO Box 4 
RAFLO Nairobi 
GANDER 
C/o BATLSK 
Newfoundland 
British Forces Post Office 10 
Canada 
London 
A1V 1WS 
New Zealand 
Falkland Islands 
Defence Section 
British High Commission 
Joint Air Booking Centre 
44 Hill Street 
Air Movements Flight 
PO Box 1812 
British Forces Post Office 655 
WELLINGTON 
New Zealand 
Canada (West) - (Calgary, Edmonton & 
Saskatoon) 

Northern Ireland 
OC RAF Detachment 
OC Transport & Movs Sqn 
PO Box 174 
Joint Logs Wg 
Calgary International Airport 
RAF Aldergrove 
ALBERTA 
British Forces Post Office 808 
Canada T2E 6W5 
Norway 
Colombo 
Defence Military and Air Attaché 
RAFLO Nairobi 
British Embassy 
C/o BATLSK 
Thomas Heffeyes Gate 8 
British Forces Post Office 10 
OSLO 2 
Norway 
United States of America 
OC RAF Movements Unit 
23950 Wind Sock Drive 
 
Suite 1500 VA 20166 
USA 
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PART 2 
 
CHAPTER 9 - VISITS TO PARENTS BY SCHOOL CHILDREN OF 
SERVICE PERSONNEL 
INTRODUCTION 
2.9.001.  Aim.  The aim of School Children’s Visits (SCVs) is to give financial assistance 
towards reuniting children of Service personnel with their parents at their assignment 
station during some school holidays.  It is a principal condition that there will be a Parental 
Contribution (PC) made towards all SCVs. 
2.9.002.  Responsibility.  The provision of such arrangements does not in itself involve 
the MOD in any responsibility or liability nor may any of the provisions of these regulations, 
regardless of whether or not public funding is involved, be construed as absolving Service 
personnel of their individual or parental responsibilities or liabilities. 
2.9.003.  Regulations.  Further details on SCVs are contained in JSP 752 (Tri-Service 
Regulations for Allowances) Chapter 4 Section 12. 
ENTITLEMENT 
2.9.004.  Standard Entitlement.  The entitlement is as follows: 
a. 
Children under the age of 19 years at school will be eligible to 3 return visits at 
public expense per academic year, normally for the 3 main school annual holidays.  
Alternatively the Service parent may choose to claim public expense travel for the 
eligible child(ren) for six single journeys.  If the child is under 16 the half warrant rule 
does not enhance the entitlement to six return journeys. 
b. 
When an eligible child has reached the age of 19 years and is still in full time 
secondary education the above entitlement will continue to apply until the end of the 
academic year in which the child attains 19 years of age. 
c. 
A child who is unmarried or has not registered a civil partnership and is aged 
from 19 to 25 years of age attending other full-time education will be eligible for: 
(1)  One return SCV at public expense during each complete academic year. 
(2)  The return visit may be made at any time during the academic year and 
will count against the academic year in which the SCV journey begins. 
d. 
For children at university, the entitlement applies only to those studying for a 
first degree. 
2.9.005.  Reverse Visits.  If for reasons of the child’s welfare or for educational purposes 
it is preferable for a parent to join the child, whether in the UK, or overseas if so located, a 
visit may be authorised as a concession in lieu of one of the SCVs against each eligible 
child of the family.  For the journey to/from the UK the parent should travel by AT or MOD 
charter aircraft where available but, for those not on AT or MOD Charter routes the normal 
official Service method of travel is to apply.  Applications must be made on the form at 
Annex A, suitably amended to meet the circumstances.  Service personnel who make 
reverse travel journeys are to be regarded as being on leave during the whole period of 
JSP 800 Volume 2 Part 2 Chapter 9 - Visits to Parents by School Children of Service Personnel 
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absence from their permanent duty station.  Parents undertaking reverse visits from 
overseas are advised to establish the effect on their LOA entitlement (see JSP 752 
Chapter 6) before committing themselves to the visit.  Under no circumstances can this 
paragraph be used to support post-visit claims or cases of dispute for SCV entitlements. 
2.9.006.  Indulgence Passages.  For regulations regarding entitlement to indulgence 
passages see Chapter 8. 
ESCORTS 
2.9.007.  Terminal / Ground Escorts.  The MOD and civil airlines require that minors are 
escorted to and from RAF Stations, civil airports or air terminals at the beginning and end 
of flights as follows: 
2.9.008.  RAF Flights. 
a. 
For a Child under 16 years of Age.  A minor is that child under the age of 16.  
The child(ren) is to be escorted to the Check-in desk at the departure airfield and 
handed over to the in-flight escort once the child has been checked-in.  If required, 
the Terminal/Ground Escort is responsible for travel to any transit hotel where 
overnight accommodation is provided.  Escorts are to remain at the air terminal until 
the departure of the flight.  Accommodation may be provided for the escort at 
repayment rates.  Children under 16 years are to be met by escorts on arrival at the 
movements desk and escorted to their destination.  When a flight arrives in the 
evening, free overnight transit accommodation at the deplaning airfield may be 
provided for the child, with accommodation provided for the escort on repayment. 
(1)  Children Aged 16 - 18 Years of Age.  These children may, on their 
parents' authority, be left unescorted after having been delivered to the air 
movements desk at the departure airfield; the RAF does not provide any 
supervision or assistance beyond that given to adult passengers.  If it is wished 
that the child be escorted up to the time that the flight is called, the child's 
parent is responsible for providing the escort.  Where available, transit 
accommodation facilities will be provided for the child and escort as in 
Paragraph 2.9.008a(1). 
b. 
Civilian Airlines. 
(1)  For a Child under 12 years of Age.  The child(ren) is to be escorted to 
the civil airline check-in desk at the departure airport.  The Unescorted Minor 
(UNMINS) service should be employed for children less than 12 years of age 
within the SCV contract.  Movements representatives are to ensure that the 
correct paperwork pertaining to the specific civil carrier is completed for all 
UNMIN moves.  Where the UNMINS service is not available, escorts are to 
remain within the airport until the departure of the flight (some airlines require 
the escorts to remain within the airport until 30 minutes after the departure).  
Children under 12 years are to be met by escorts on arrival at a point 
designated by the airline and escorted to their destination.  The UNMIN service 
covers in flight escorts as well as terminal/ground escorts. 
(2)  Children Aged Over 12 but Under 16 Years of Age.  These children 
may, on their parents authority, travel unescorted.  Otherwise at the specific 
JSP 800 Volume 2 Part 2 Chapter 9 - Visits to Parents by School Children of Service Personnel 
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request of the parents the same procedures listed in Paragraph 2.9.008b(2) 
shall apply. 
It is the responsibility of the parent to ensure that they and their children act in accordance 
with any rules and regulations the airline may impose on their customers. 
 
2.9.009.  Similarly parents are responsible for escort arrangements for the return journey 
to the child's school or home in the UK.  In all cases the MOD Form 822 - MOD 
Unaccompanied Minor Form must be completed.  An example of this form and its notes for 
use are at Annex B. 
2.9.010.  In Flight Escorts (RAF Flights).  Parents are responsible for the provision of 
in-flight escorts when they are required and no arrangements for travel or accommodation 
at public expense will be made for them (see Paragraph 2.9.007 for Terminal/Ground 
Escorts).  Specific guidelines for RAF Air Transport (AT) flights are detailed in Part 2, 
Chapter 6 Paragraphs 2.6.032 - 2.6.037 of this volume. 
2.9.011.  Insurance.  Where parents by private agreement arrange for one of their 
number to meet and escort a party of children, the escort is advised to ensure that the 
nominated parent holds adequate insurance to cover any liability which may arise from any 
incident; this applies even when the escorting costs are met from public funds.  Personnel 
who have a world-wide personal effects/household insurance policy which includes a 
Personal Liability section should satisfy themselves that the latter covers escorting minors 
overseas.  In all other circumstances personnel are advised to consult an insurance 
broker. 
2.9.012.  Service Parent Escorts - Falkland Islands.  Due to the unique twin 
characteristics in the Falkland Islands of isolation and the reliance on RAF AT for transport 
to and from theatre, a special provision has been granted to allow parents serving in a 
married accompanied post in theatre to be granted Z1 status to allow one of them to travel 
to and from the UK to accompany their children (under the age of 16 years) when they are 
undertaking their entitled SCVs.  If they are escorting their children when they are 
travelling as Z2 (e.g.  when they have exhausted their annual SCV entitlement), the parent 
will also have to travel Z2.  This provides them with a higher priority than indulgence status 
but does not guarantee a seat should a duty passenger require it.  Application for and 
‘management of’ this special provision is to be in accordance with local orders.  The details 
of the Z1/Z2 policy are contained in Chapter 8, Paragraph 2.8.013b. 
PROCEDURE FOR APPLICATION FOR SCVS 
2.9.013.  Initial Visit.  The following instructions apply: 
a. 
An application in the form of Annex A, with two copies of F/Mov/562/SCV (one 
for outward flight and the other for return flight), must be submitted by the Service 
person to their unit at least three months before the outward passage is required.  
The period is four months for personnel serving in Germany.  Personnel posted 
overseas (including UKSC) who are still in UK should submit their applications to their 
new unit. 
b. 
Attachés, advisers and their staffs are to submit applications to the Defence 
Attaché or Senior Attaché in post, which will be the approving authority. 
JSP 800 Volume 2 Part 2 Chapter 9 - Visits to Parents by School Children of Service Personnel 
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c. 
Service personnel who are widow(er)s, divorced or legally separated or have a 
dissolved civil partnership but with care and control of children of the marriage / civil 
partnership where the child(ren) is/are not normally resident with the non-Service 
spouse / civil partner, are required to provide documentary evidence in support of 
applications for children who are subject of a Court Order. 
2.9.014.  Subsequent Visits.  Applications are to be submitted as in Paragraph 2.9.012 
but using Annex D in place of Annex A. 
2.9.015.  Authorisation.  When the CO of the unit has verified and approved the 
entitlement of the applicant to a SCV, the Service person may be authorised to make a 
booking of the passage by forwarding F/Mov/562/SCV to the relevant booking centre who 
will issue air travel authorisation for AT flights, or E-tickets for civil flights.  For rail journeys 
refer to Chapter 19 Defence Travel and use of EBIS. 
2.9.016.  Revoke of Authority.  Authority may be revoked if it is later found that 
entitlement did not exist, or if due to a change in circumstances it ceased to exist between 
the date of signature and the child's visit.  Any public funds expended in these 
circumstances may be recovered from the applicant. 
2.9.017.  Cessation of Entitlement.  Where an applicant ceases to be entitled within 28 
days of the child's intended visit, unless the change of circumstances makes the visit 
impracticable, the SCV is to be allowed. 
2.9.018.  Change of Circumstances.  If the change of circumstances is known more 
than 28 days before the intended travel and the change alters the entitlement, the visit is to 
be cancelled.  However, where exceptional hardship is involved, the case is to be referred 
to the JPAC Pay and Allowances Casework Cell (JPAC PACC). 
2.9.019.  Cancelled Visits.  When a visit is cancelled, ships and units are responsible for 
the cancellation of any railway travel warrants or for the recovery of tickets when warrants 
have already been exchanged and their return to the appropriate Service authority (see 
Annex C). 
2.9.020.  Cancellation.  On cancellation, if the journey was to have been undertaken 
wholly or partly under official arrangements, the appropriate Service movements authority 
is to be informed.  The parent is responsible for cancellation of a booking made with the 
appropriate booking centre or civil airline concerned. 
PASSAGE ARRANGEMENTS 
2.9.021.  Introduction.  Travel to Germany and JFC Brunssum is primarily conducted 
under commercial contract arrangements.  Travel to Cyprus and the Falkland Islands (inc 
Ascension Island) will be by ATF flights when available.  Travel to other stations overseas 
or between mainland UK and Northern Ireland or the Scottish Islands will be by civil 
scheduled air services and is to be by the most economical means.  Travel to and from 
airports will be as set out in paragraphs 4 to 8 of Annex C. 
2.9.022.  Accompanied Passages.  When SCVs are permitted and the children’s 
parents are also due to travel to/from the overseas permanent duty station at the same 
time, passages for the children to accompany their parents will be arranged whenever 
possible, but special arrangements cannot be made for the family movements to coincide 
with school holidays.  Where a child accompanies his/her parent(s) the following 
procedures are to apply: 
JSP 800 Volume 2 Part 2 Chapter 9 - Visits to Parents by School Children of Service Personnel 
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a. 
Outward Accompanied Passage when Coinciding with SCVs.  The child's 
passage is to count as the outward leg of the SCV and is subject to verification of 
entitlement.  The particulars of the child are to be included in the application for the 
family's passage and annotated 'SCV'.  The Service parent is also to submit an 
application for the return journey for the SCV in the normal way to the overseas ship, 
unit or command, which will make the booking with the overseas travel authorities. 
b. 
Homeward Accompanied Passage when Coinciding with SCVs.  If the 
Service parent wishes the child(ren) to accompany either or both of the parents when 
they return to the UK, the Service parent is to state this on the application for the 
SCV.  The Service parent's unit or ship overseas is to make provision for the 
child(ren)'s single journey from UK to the station overseas in the normal way.  The 
application form is then to be annotated to this effect and forwarded to command 
movements for a return passage to be arranged and for the issue of any necessary 
warrants for the child(ren) to accompany the family. 
2.9.023.  Passports.  Parents are responsible for ensuring that their children are provided 
with valid passports, visas as necessary and international medical certificates, when 
required.  Parents should apply to their units for initial passports and those requiring 
renewal.  On no account should passports be sent to UK guardians or sponsors with travel 
documents. 
2.9.024.  Rail Travel.  Attention is drawn to Annex C, which gives guidance for rail travel 
and particularly for the necessity to provide the student certificate for all travel where this is 
appropriate, even in cases where the child is accompanying the parent/parents either on 
the outward or homeward leg of the SCV. 
2.9.025.  Information to Sponsors in the UK.  The parents are responsible for the 
child(ren)'s welfare and shall nominate a responsible person resident in the UK (such as 
head teacher of the child(ren)'s school), hereafter referred to as the sponsor, to make all 
necessary arrangements for the conveyance of the child to and from the point of departure 
for overseas.  The parent shall be responsible for seeing that all necessary documents and 
full details of the travel involved are sent to the sponsor in the UK and that the latter is 
aware of their responsibilities regarding arrangements for the visit. 
2.9.026.  For flights booked by Service movements authorities, documents sent to the 
sponsor may include: 
a. 
Airline ticket or air travel authorisation - this will include flight details and joining 
instructions. 
b. 
Rail ticket booking references, when applicable and if requested, for the journey 
from the school or home to the airport in the UK. 
c. 
Completed 'Unaccompanied Minors' Form (3 copies), when necessary (see 
Paragraphs 2.9.007 and Annex B).  (Note: Completion of this form in the first instance 
is the responsibility of the parent or sponsor at the time the application is submitted). 
2.9.027.  Other arrangements which will have to be made with the sponsor may include: 
a. 
Escort arrangements (see Paragraphs 2.9.007 - 2.9.012). 
b. 
Any cash required for the journey. 
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c. 
Ensuring that baggage is within the allowance for the journey (see Paragraph 
2.9.029). 
d. 
Documentation for the journey (tickets, passports, visas, etc). 
2.9.028.  If the head teacher is not the sponsor for a child at a boarding school, they 
should nevertheless be kept informed of the arrangements being made for the SCV. 
2.9.029.  Baggage.  Unless otherwise advised, children will be allowed 20 kg of 
accompanied hold baggage on ATF flights and charter flights plus 9 kg of hand baggage 
(some restrictions may apply on hand baggage for KC1 ac).  For scheduled air services 
children are restricted to the free air baggage allowance allocated by the commercial 
airline (normally 20 kg).  Personnel should check rates at time of booking with the booking 
centre or direct with the airline prior to departure (see Paragraph 2.7.017).  E-ticket 
information should be checked prior to departure.  An excess baggage allowance of up-to 
8 kg to accommodate school books only may be requested at the time of booking.  Failure 
to book excess baggage at time of booking will mean that costs may not be reclaimed after 
the journey has been undertaken.  The MOD will bare the costs of excess baggage up-to a 
total accompanied baggage allowance of 28 kg.  Applications for accompanied baggage in 
excess of 28 kg may be made but the costs will be payable by the parents and not by the 
MOD on either ATF or commercial flights.  There is no entitlement to unaccompanied 
baggage for SCVs.  Children will be subject to the normal customs examination at airports 
and ports. 
MOVEMENT TO AND FROM OVERSEAS LOCATIONS 
2.9.030.  Movement to Overseas Areas Other Than Germany and JFC Brunssum.  In 
areas not served by a Service Booking Office, or where local arrangements do not exist, 
SCV passages will be booked by the DPRC Families Section.  All booking agencies are to 
ensure that all aspects of the entitlement have been checked before any passengers are 
booked at public expense.  Also, where they exist, DSCOM Business Travel Discounted 
Fare agreements are to be utilised for SCVs. 
2.9.031.  Provisional Bookings.  Provisional bookings should be made at least three 
months in advance. 
2.9.032.  Movement To and From Germany and JFC Brunssum.  Travel to Germany 
and JFC Brunssum is primarily conducted under commercial contract arrangements.  The 
relevant Service authority is HQ UKSC, with the booking office at UKMLS Bielefeld (24 
Regt RLC) for parents based in these locations. 
2.9.033.  Commercial Air Flights.  Commercial air flights may be arranged under the 
instructions in this Section for visits by schoolchildren to parents stationed in Belgium and 
Holland (excluding JFC Brunssum) and for visits to Germany and JFC Brunssum by 
children at school or living in Scotland, the Isle of Man, the Channel Islands, Northern 
Ireland and the Irish Republic.  In these cases Service parents should make their booking 
before submission of F/Mov/562(SCV) and attach a slip showing the child's date of birth 
and flight bookings.  Stations within HQ UKSC will forward tickets for approved passages 
to the parent.  If a parent nevertheless elects to move their child by AT the instructions in 
Paragraph 2.9.035 will apply.  If a Service parent can show that a journey by AT would be 
considerably more difficult than a commercial flight, travel by the latter means may be 
approved with the prior concurrence of the Comd Sec UKSC.  The fact that the accepted 
JSP 800 Volume 2 Part 2 Chapter 9 - Visits to Parents by School Children of Service Personnel 
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school train does not allow connection with air trooping flights is not a sufficient reason to 
authorise a commercial flight. 
2.9.034.  Commercial Surface Routes.  Travel by the appropriate commercial surface 
routes may be authorised for children: 
a. 
Who are medically unfit to travel by air.  A doctor's certificate must be attached 
to the application for the visit, or 
b. 
Whose parents are unwilling for them to travel by air.  Parents will be required to 
sign a certificate to this effect when making the application for a publicly funded SCV.  
The cost of the parent’s journey to collect/return the child is at their own expense. 
The parent is responsible for making all arrangements for the journey with the railway or 
shipping company.  When the application has been approved, the necessary warrants as 
appropriate/available are to be issued by the Service authority concerned. 
 
2.9.035.  Air Trooping Flights.  Parents wishing to make use of the AT flights may do so, 
within entitlements.  Bookings should be made via the UKMLS Bielefeld. 
2.9.036.  Children Under 16 Years of Age.  Children under 16 years may only report to 
the airport if they are escorted by a parent or guardian who will remain with and be 
responsible for them until they board the aeroplane, and will also be responsible for taking 
the child at their own expense to a diversion airfield should this be necessary.  Call forward 
instructions will, if necessary, designate any changes to the foregoing procedures, e.g.  
change of airline, terminal departure airfield etc. 
MOVEMENT TO AND FROM CYPRUS 
2.9.037.  The use of civil air for the purpose of SCVs to Cyprus may be permitted for 
children up to the age of 16.  Children aged 16 and over must use the trooper flight.  The 
only exceptions to this rule may be: 
a. 
If the Service person can prove that the cost of a civil air flight to and from 
Cyprus would be demonstrably cheaper for the whole journey.  In assessing the 
comparative costs of the journey by civil air against the notional AT journey the AT 
rates published in the Rates of Entitlement for Service Allowances should be used.  
The cost comparison is to be made between the total cost of the following journeys: 
(1)  From the school to the UK civilian airport and return (cost of warrant or 
MMA at CLR), plus the actual civil air cost, plus the cost of travel from/to civilian 
airport overseas to leave address (cost of MMA at CLR). 
(2)  From the school to Brize Norton and return (cost of warrant or MMA at 
CLR), plus the notional cost of the AT flight from Cyprus to UK, plus the cost of 
travel from/to RAF Akrotiri to leave address (cost of MMA at CLR). 
b. 
The school, prior to the application being submitted, must provide written 
confirmation that they are unable, for specific educational reasons, to allow a child to 
be released early or arrive back late in order that the child could meet the trooping 
flight dates and times.  A copy of the school term dates must also be included with 
this confirmation. 
JSP 800 Volume 2 Part 2 Chapter 9 - Visits to Parents by School Children of Service Personnel 
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Service parents may submit a case applying for a child aged 16 and over to fly by civil air, 
based on the criteria at sub Paragraph a. or b. above, through their respective chain of 
command.  If agreed by the Unit Commanding Officer the case must then be forwarded for 
consideration by J1 Branch, HQ British Forces Cyprus.  Cases must be submitted within 3 
months of the proposed flight date. 
 
If a Service parent has two or more children who are travelling together and whose ages 
are either side of the above threshold, the children must travel by the trooper flight, with 
the eldest child acting as an escort for the younger child(ren), unless specific authority has 
been granted by J1 Branch HQ BFC for the child above the threshold to fly civil air based 
on the criteria above. 
 
MISCELLANEOUS 
2.9.038.  Delays to Aircraft. 
a. 
AT Flights.  If aircraft are delayed over two hours, children will be given 
appropriate meals free of charge.  If the delay is in UK and involves an overnight stop 
children may be accommodated and fed under Service arrangements free of charge, 
or under private arrangements at the escort's or parent's expense in which case no 
refund of expense is admissible.  Overnight accommodation necessitated by an 
aircraft delay in Germany will not normally be provided under Service arrangements.  
In these circumstances additional return rail warrants from the airport to the child's 
home may be issued by the movements staff if they are required.  If a UK or Germany 
flight is diverted children will normally be moved by the movement authorities from the 
diversion airfield to the scheduled airfield of arrival.  Free meals and accommodation 
are not to be provided for escorts or parents either in the UK or Germany.  
Movements staff will advise parents or escorts of delays as soon as possible and will 
notify revised flight timings as soon as they are known. 
b. 
Commercial Flights.  Parents should acquaint themselves with the company's 
regulations governing delays to their aircraft. 
2.9.039.  Coach Fares.  British airlines operate coach services between town terminals 
and their airports.  Where a child is to travel by British airlines a parent may ask in his 
application for these fares to be covered by the ticket / E-ticket.  The British airline agent 
will issue either a coach ticket or a miscellaneous charges order which is exchanged for a 
ticket before joining the coach.  Where travel is by a British coach service and the ticket/E-
ticket is not annotated to include the cost of the coach fares, the parent will be responsible 
for payment of these fares but may apply for refund.  Coaches operated by the Service 
charter company from their town terminal to the airport are normally free. 
2.9.040.  Medical and Dental Treatment.  Parents are to ensure that any dental 
treatment required by their child(ren) is completed before a visit.  A child granted an SCV 
passage under the terms of these regulations will, however, be eligible for urgent medical 
and dental treatment at public expense during the visit, under current regulations. 
SCHOOL CHILDREN’S FORMAL EDUCATIONAL VISITS 
2.9.041.  The travel by Service children on formal educational visits is detailed in Chapter 
3, Paragraph 2.3.041.
JSP 800 Volume 2 Part 2 Chapter 9 - Visits to Parents by School Children of Service Personnel 
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ANNEX A TO PART 2 CHAPTER 9 
 
INITIAL APPLICATION FOR A CHILD’S VISIT TO SERVICE PARENTS OVERSEAS 

Particulars of applicants 
Number 
Ranking/rating 
Name and initials  
Regt/Corps/Trade/Branch/Department (NOT applicable to RN Personal 
officers/ratings Status 
 Category 
Full address of units/ships/dept at which serving and to which assigned if making an advance bid: 
 
 
 
Tel No: 
When did/will you leave UK to start your overseas tour? 
 
 
 
 
When will your overseas tour end?  (Enter MONTH and 
 
YEAR): 
 
What leave travel to the UK (or duty visit extended 
 
by leave) have you had during the past 12 months?  FROM 
To  
 
 
 
No 
Yes 
 
Full Name   
 
Sex   Date of Birth 
 
 
 
 
 
 
Name and address of school:   
 
 
 
 
Date visit required 
 
 
From: 
Tel No: 
To: 
Rail Journey booked via EBIS   
 
 
 
Airport Coach from the European 
 
 
 
 
 
 
 
 
 
Division 
West London Air Terminal 
* My child will/will not be accompanying me/my spouse/civil partner on the outward journey of a family 
passage. 
* My child will/will not be accompanying me/my spouse/civil partner on the return journey of a family 
passage. 
* The child came to the command under family passage rules 
at public expense on: 
 
*The child is to join me at my station overseas under deferred 
passage rules on: 
 
 
The child returned to UK on an anticipated passage at public 
(private) expense on: 
 
 
The above statements are correct.  I have read JSP 800, Volume 2, Part 2, Chapter 9 governing the  
Grant of children's free visits and I have an entitlement to the passage now applied for. 
 
 
Applicant's Signature  
 
 
  Date 
 
   
 
Authorising Officer's Signature  
 
 
  Date 
 
  
 
 
   
The particulars given above have been verified and an entitlement to a visit exists under current rules.  
Authority is given for a SEA CIVIL CHARTER passage. 
 
 
OFFICIAL STAMP 
 
Signature    
 
 
 
 
 
Rank 
 
     
 
 
Date 
 
     
 
JSP 800 Volume 2 Part 2 Chapter 9 Annex A – Initial Application for a Child’s visit to Service Parents Overseas 
Third Edition dated January 2010 
147 

 
ANNEX B TO PART 2 CHAPTER 9 
 
UNACCOMPANIED MINOR FORM 

1. 
The MOD Form 822 - Ministry of Defence Unaccompanied Minor Form is currently 
used for provision of escorts to and from airports.  A similar form is used by British Airways 
and other commercial airlines and charter flight operators.  Care in completion facilitates 
the task of the airlines staff and movements staff especially at times of aircraft delays, 
railway strikes and similar occurrences. 
2. 
It is particularly important that the correct address of the school and its telephone 
number are shown on forms for UK-bound movement. 
3. Overseas 
Booking 
Centres will issue the appropriate unaccompanied minor forms to 
parents of children under 16 when they issue the air travel authorisation. 
4. 
A copy of the MOD Form 822 plus the notes for the escorting of unaccompanied 
minors are at Appendix 1 to this Chapter. 
5. 
Unaccompanied Minors must be escorted to the departure airhead and handed over 
to the movements staff at the check-in desk and completed MOD Form 822 handed to the 
Movements Staff. 
Note: For Charter/Part Charter Flights, the carrier may wish to use their own UNMIN 
documentation.  Movements Staff at the departure airfield are to check and confirm which 
documentation is required and are to ensure all agencies involved at the destination 
airfield are briefed accordingly. 
 
Appendix: 
 
1. 
MOD Form 82 
JSP 800 Volume 2 Part 2 Chapter 9 Annex B - Unaccompanied Minor Form 
Third Edition dated January 2010 
148 

 
APPENDIX 1 TO ANNEX B TO CHAPTER 9 
 
UNACCOMPANIED MINOR FORM 

 
 
 
 
 
 
 
 
 
 
 
 
MOD Form 822 
 
 
 
 
 
 
 
 
 
 
 
 
(Revised 04/05) 
 
Ministry of Defence - Unaccompanied Minor Form Declaration to be used for Sponsored School 
Children’s Visits 
 
Section A
    
 
 
 
To be completed in all cases   
Full Name of Child: 
Age: Date: 
 
Flight No: 
From: To: 
 
Name of child’s school or college 
[in BLOCK LETTERS] 
 
Address: 
 
[in BLOCK LETTERS] 
Tel No: 
Final Destination of Child: 
 
[if not school or college] 
Tel No: 
 
 
 
 
 
 
 
 
 
Section B    
 
 
 
To be completed for children who have not attained their 16t 
 Birthday at the time of travel.
  An escort may be any person aged 
18 years or over. 

Name of escort from destination airfield: 
Tel No: 
 
 
 
Address: 
My escort will meet the above named child at the 
following point [departure airfield]: 
 
Section C    
 
 
 
To be completed in all cases 
Name of escort from arrival airfield: 
 
Tel No: 
 
 
Address: 
My escort will meet the above named child at the 
following point [arrival airfield]: 
 
Section D    
 
 
 
To be completed if your child has special requirements. 
Any special requirements 
[e.g: wheelchair etc]: 
 
 
Section E   
 
 
  
Declaration of Parents or Guardian 
1.  I confirm that I have arranged for the above-mentioned child to 
2.  I understand that the Company/ 
be escorted on departure and on arrival by the persons named.  
Ministry of Defence, its personnel and 
Should the child not be met as above, I understand that the 
agents are not liable for loss, damage or 
Company/Ministry of Defence reserves the right to take whatever 
expenses which occur as a result of the 
action it considers necessary to ensure the child’s safe custody 
child’s travel.  I further understand that 
and maintenance.  Such action may include returning the child to 
the child’s travel is governed by the 
the airport of departure, and I undertake to pay the reasonable 
terms of JSP 800 Volume 2 Part 2. 
expenses of such action. 
Name of Parent/Guardian:[in BLOCK LETTERS] 
 
Unit Address: 
 
Signature:  Date:  Tel No [Work]: 
 
 
 
 
Tel No [Home]: 
 
Section F 
Declaration by Movements Staff at Destination Airfield – I acknowledge arrival of the above 
 
 
named child off the flight 
 
Signature 
    Name/Rank 
(BLOCK 
LETTERS) Date
JSP 800 Volume 2 Part 2 Chapter 9 Annex B Appendix 1 – MOD Form 822: MOD Unaccompanied Minor Form Declaration  
Third Edition dated January 2010 
149 

 
NOTES FOR THE CARRIAGE OF UNACCOMPANIED MINORS 
 
1. 
These notes should be sent out to parents by booking offices when completing the booking of 
Unaccompanied Minors to RAF AT flights.  A copy of these notes is also to be handed by check-in staff to all 
passengers acting as escorts for minors (children under the age of 16) on RAF AT Flights.  Volunteer escorts 
appointed at the terminal are to read these notes prior to volunteering for escorting responsibilities.  General 
guidance for Unescorted Minors travel may be found in JSP 800 Volume 2 Part 2. 
 
2. 
All children under the age of 16 years of age travelling on RAF AT flights must be escorted by a fellow 
passenger of at least eighteen years of age.  For most children the escort will be a fellow passenger who has 
been pre-nominated by the parent/guardian.  Where no escort has been appointed, the airhead staff will seek 
a suitable volunteer from amongst the fellow passengers.  The escort will be given a copy of the FMov822 
[UNMIN] form, in case of a diversion, when the escort will be required to inform the family of the details of the 
diversion. 
 
3. 
The Movements staff will introduce the escort to the child, once the escort has been nominated and 
identified at check-in.  They will also identify the escort and child to the aircraft cabin staff.  Parents or 
guardians may remain with the child until passengers are called forward to the Departure Lounge. 
 
4. 
Escorts appointed at the airhead are voluntary and individuals should not feel obliged to perform 
escorting duties against their will.  An escort may not be responsible for more than 2 minors. 
 
ESCORT DUTIES 
 
1. 
You are responsible for the child’s general welfare in the terminal, in flight and in the arrival terminal.  
At the destination airhead, you will hand the child over to the nominated parent/guardian meeting the child 
or, in their absence, to a member of the Air Movements passenger staff. 
 
2. 
In the departure terminal, you are to stay with the minor at all times and ensure that they act 
appropriately to all announcements.  When called for the flight you are to ensure that the minor is presented 
correctly for boarding. 
 
3. 
It is practice to seat escorts next to the minor that they are escorting.  When on board the aircraft, the 
responsibility for the minor lies with the cabin staff however, you are to ensure that the cabin staff are aware 
of whom you are escorting and that all reasonable care is provided for their welfare. 
 
4. 
In the unlikely case of diversion en-route you are to remain with the minor to ensure, in liaison with the 
aircraft crew, that all reasonable care is taken to look after them.  This may mean sharing accommodation 
with the minor.  You are to remind the cabin staff that you are accompanying the child and are required to 
call the family at public expense.  You are to ring the child’s family to inform them of the child’s 
circumstances and whereabouts. 
 
5. 
At the arrival terminal you are to assist the minor with their baggage collection and remain with them 
through customs and immigration clearance until you hand over the minor to the nominated parent/guardian 
meeting the child or, exceptionally, the local movements staff. 
Any difficulties that you encounter should be reported to the local RAF Movements Staff or a member of the 
aircraft crew, who will assist you. 
 
IN-FLIGHT ESCORTS (SEN
 
1. 
In-flight escorts are required for all minors with special requirements.  It is the responsibility of parents 
to provide an in-flight escort and it is only in exceptional circumstances that RAF Movements staffs are 
required to seek a suitable volunteer escort from the passenger complement of the flight.  Service children 
with special needs are normally to be escorted to UK airheads by the British Red Cross or WELMET under 
arrangements made by CEAS.  An in-flight escort is then required to accompany the child during the journey, 
between point of departure and the point of arrival, to ensure that reasonable care and general well-being of 
the child is maintained in the terminal and in flight.  Separate paperwork is required for in-flight escorts; for 
RAF AT see JSP 800 Volume 2, Part 2, Chapter 6, Annex A.  Any passenger who volunteers to escort an 
SEN minor should read the notes at Annex B to Chapter 10 of JSP 800 Volume 2 Part 2.  In the event of any 
claim of negligence against you, provided you have acted reasonably to protect the interests of the child and 
have acted in accordance with the terms of these guidance notes, the Ministry of Defence will fully indemnify 
your actions.

JSP 800 Volume 2 Part 2 Chapter 9 Annex B Appendix 1 – MOD Form 822: MOD Unaccompanied Minor Form Declaration  
Third Edition dated January 2010 
150 

 
ANNEX C TO PART 2 CHAPTER 9 
 
ISSUE OF TRAVEL TICKETS (OVERSEAS VISITS ONLY) 

1. 
The following instructions apply to the issue of civil air tickets where passages are to 
be arranged by a British airline and to the issue of authorisation of a rail journey for all 
journeys between a child's school or home and the airport or assembly point in the UK.  
Any British airline may be used subject to such flights being undertaken by the cheapest 
fare available on the day of travel consistent with the requirement to fulfil booking 
instructions and the need to meet the individual requirements of the children concerned.  
These instructions also apply in general if children are to travel by independent British civil 
airlines in the circumstances mentioned in Paragraph 2.9.025 of this chapter. 
2. 
The issue of civil air tickets/e tickets is to be subject to the following conditions: 

Except as stated below, when a student fare is applicable, a civil air ticket is not to be 
issued until the parent produces a British airline certificate of eligibility, signed by the head 
of the child's school, showing that the child is receiving full-time education.  These 
certificates must be presented to the airline agencies when application is made for issue of 
passage tickets.  Student certificates are not required for journeys to USA or wholly within 
Europe, as defined in IATA Regulations.  For visits within these areas (excluding the USA) 
a 'youth fare' is obtainable by young people between the ages of 12 and 21 years, 
inclusive, provided that the civil air travel ticket is completed in accordance with paragraph 
3. 

Where the air passage is for a child at a school overseas and the cost of the passage 
exceeds the cost of a passage from the UK to the station overseas, the difference in cost 
is to be paid by the parent to the unit accounting officer before the issue of the civil air 
travel ticket. 

Unused or partly used airline tickets are to be returned immediately by the Service 
parent to their approving authority which is to arrange for refund action to be taken in 
accordance with the latest issued instructions.  A Service parent who fails to return an 
unused ticket may be required to refund the cost to the department. 

Particulars of tickets for SCV to RN and RM personnel overseas and of cancellations 
are always to be included in reports made under The Queen's Regulations for the Royal 
Navy, Paragraph 1714. 
Surface Travel Warrants 
3. 
Normally a parent may be authorised to arrange for one standard class rail journey 
covering the return journey from the child's school or home in UK to the appropriate airport 
railway station for connection with the coach service provided by the airlines for the 
airfield.  In the interests of the child(ren) it is important that units should note, however, that 
for rail or sea journeys involving travel to and from the Irish Republic and the Isle of Man 
two, sometimes three separate rail journeys may be required.  If the child is returning to a 
different destination after the visit overseas, two single rail journeys may be authorised and 
arranged.  Journeys by rail and sea travel may be arranged to cover visits of those 
children authorised to travel by surface routes.  Details on ticketing and booking can be 
found in Part 4. 
JSP 800 Volume 2 Part 2 Chapter 9 Annex C - Issue of Travel Tickets – Overseas Only 
Third Edition dated January 2010 
151 

 
4. 
Refund of Costs for Terminal Travel in the UK.  Terminal travel costs to and from 
the point of arrival/departure within the UK for actual coach, taxi and air fares school 
owned or provided transport, private car journeys (at MMA at CLR) and any congestion 
charges are refundable within the cost of the rebated rail fare for the same journey.  
Applications for costs should be made in accordance with the appropriate tri-service 
instruction.  The parental contribution will be debited against the full journey costs. 
5. 
 Travel by rail will be restricted to standard class.  When a journey includes a sea 
voyage, first class travel will be permitted only in ships sailing between Great Britain and 
the Irish Republic.  Warrants for such journeys, if applicable, are to be annotated 'First 
Class Travel on Ship' on the front of the form. 
6. 
The instructions in paragraph 2c of this Annex also apply to unused railway tickets 
which are to be forwarded, together with an explanation of the circumstances, direct to 
MOD, Director General of Defence Accounts, Acs(Bills)P2 Misc, Wilberforce House, 
Liverpool L2 7PX.  It is essential to return the unused ticket/s as quickly as possible. 
Travel from Overseas Airports 
7. 
Service Arrangements.  Children will be conveyed between the civil airfield or 
terminal overseas and the Service parents' permanent duty station at public expense 
under command arrangements.  Motor mileage allowances (MMA) for these journeys will 
only be admissible when Service provided transport is not available.  Parents who choose 
not to use the service provided transport will not be eligible to claim MMA. 
8. 
Private Arrangements.  Where no officially arranged transport is available and 
where travel by rail would involve a long or difficult journey, the following options in respect 
of travel to and from the civil airfield or terminal overseas and the parents' place of 
residence are admissible, either: 

One return rail/air ticket per child from the airport to the parents' place of residence, 
or 

MMA at CLR in respect of travel by the child, up to the cost of one return rail/air ticket.  
(The passenger rate of MMA may be paid in respect of any additional children carried 
when that child / those children is / are also on a SCV outward or return journey), or 

Full costs of hired road transport up to the cost which would have been incurred on 
rail/air tickets if the children had travelled by rail/air.
JSP 800 Volume 2 Part 2 Chapter 9 Annex C - Issue of Travel Tickets – Overseas Only 
Third Edition dated January 2010 
152 

 
ANNEX D TO PART 2 CHAPTER 9 
 
APPLICATION FOR ALL VISITS TO PARENTS SERVING IN THE UK, THE CHANNEL 
ISLANDS AND THE ISLE OF MAN / SUBSEQUENT APPLICATION FOR VISITS TO 
PARENTS SERVING OVERSEAS 

Particulars of applicant 
Number: 

Rank/Rating: 
Name and Initials: 
 
 
 
 
Regt/Corps/Trade/Branch/Department (NOT applicable to RN Personnel) 
 
Full address of unit/ship/dept at which serving 
Tel No: 
 
 
Particulars of eligible children 
Surname 

 
 
 
 
Forenames 
 
 
 
 
Sex 
 
 
 
 
Date of Birth 
 
 
 
 
Date Of Visit 
 
From  
 
 
To  
 
 
Rail Bookings 
From  
 
 
To a 
 
 
 
To b 
 
 
 
From  
 
 
 
Enter in b the destination or the return journey if different from the original point of departure. 
 
‘Applicants’ Certificate 
 
The above entries are correct, I have read JSP 800 Volume 2 Part 2, Chapter 9 governing the grant of 
children's free visits and I have an entitlement to the passage(s) now applied for.  I agree to pay the parental 
contribution (if appropriate). 
 
There has been no change in my or my child(ren)'s personal circumstances since I completed the initial 
Application for a Child's Free Visit and the statements made therein still apply (overseas only). 
 
Date 
 
      Signature 
 
        
 
Authorizing Officer 
 
The particulars given above have been verified and an entitlement to a visit exists under current rules.  
Authority is given for a * SEA CIVIL CHARTER passage. 
 
OFFICIAL STAMP  
 
 
 
Signature 
 
        
 
 
 
 
 
 
 
 
Rank   
 
 
 
Date    
 
 
 
 
*See paragraphs 2.9.033 and 2.9.034
JSP 800 Volume 2 Part 2 Chapter 9 Annex D - Application for all visits to Parents serving in the UK 
Third Edition dated January 2010 
153 

 
PART 2 
 
CHAPTER 10 - TRAVEL ARRANGEMENTS FOR CHILDREN WITH 
SPECIAL EDUCATIONAL NEEDS (SEN) 
[This chapter must be read in conjunction with Chapter 9] 
 
ADDITIONAL TRAVEL ENTITLEMENTS FOR CHILDREN WITH SPECIAL 
EDUCATIONAL NEEDS 

2.10.001.  Special Travel Entitlement.  Special travel entitlements for children with 
special educational needs exist to help Service parents serving overseas with some of the 
additional travel related expenses incurred by virtue of the child's needs.  The entitlement 
exists only if: 
a. 
Arrangements were made, or previously agreed, by the Children's Education 
Advisory Service (CEAS). 
b. 
The child is registered with CEAS as having special educational needs. 
c. 
The child is eligible for School Children's Visits (SCVs) under the terms of 
Chapter 9. 
2.10.002.  Enquiries concerning travel and related arrangements for children with special 
educational needs should be addressed to: 
 
Children's Education Advisory Service 
 
Building 190, Trenchard Lines 
 Upavon 
 Pewsey 
 Wiltshire 
 SN9 
6BE 
 
2.10.003.  Refund of Additional Travel Expenses.  The following additional travel 
expenses may be refunded: 
2.10.004.  For each of the SCVs authorised under the terms of Chapter 9: 
a. 
The costs of the fares and fees of the escort for the return journey between the 
residential school and the UK point of departure. 
b. 
The costs of the fares of a parent for the return journey between the overseas 
air terminal and the duty station. 
Note: Travel between the overseas air terminal and the duty station for both parent 
and child will normally be provided free of charge under Command arrangements 
 
 
c. 
For one additional overseas visit per annum normally to be taken at half-term, 
assuming that the main SCVs are used for travel in the holidays between each term: 
(1)  The cost of the fares of the child for the return journey between the 
residential school and the duty station overseas. 
JSP 800 Volume 2 Part 2 Chapter 10 - Travel Arrangements for Children with Special Educational Needs 
Third Edition dated January 2010 
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(2)  (Heads of families are to utilise air trooping charter flights at pre-payment 
rates whenever possible). 
(3)  As per sub-Paragraph 2.10.002a(1) above. 
(4)  As per sub-Paragraph 2.10.002a(2) above. 
d. 
For each of the two remaining half-term holidays, the following expenses may 
be refunded: 
(1)  The cost of fares and fees of the escort between the residential school and 
the UK guardian or UK point of departure.  The travel costs of the child are NOT 
refundable. 
e. 
For parents who are unable to take advantage of the additional overseas visit in 
sub Paragraph 2.10.002(b) and who are able to arrange accommodation with the UK 
guardian, the following expenses may be refunded: 
(1)  Sub Paragraph 2.10.002c(1). 
(2)  The cost of the return fare for the child between the residential school and 
the UK guardian. 
f. 
In exceptional circumstances, where parents are unable to arrange half-term 
accommodation with UK guardians or relatives as in sub Paragraph 2.10.002c or 
2.10.002d, the following expenses may be refunded: 
(1)  The cost of the special accommodation in an appropriate establishment. 
(2)  The cost of fares and fees of the escort between the residential school and 
the special holiday accommodation. 
Note: Facilities for special accommodation are scarce and extremely expensive and 
will only be sanctioned in exceptional circumstances, e.g.  the sudden illness or death 
of the sole UK relative or guardian 
 
2.10.005.  Reimbursement of Costs.  The reimbursement of costs under Paragraph 
2.10.002b can only be claimed when the child visits its parents overseas.  This concession 
cannot be claimed for a reverse visit to the UK for a parent to see the child.  (See also 
Paragraph 2.10.006) 
2.10.006.  Claims.  Claims are restricted to the refund of actual expenses incurred, 
supported where possible by receipted bills.  Motor Mileage Allowance (MMA) is not 
admissible, only the costs of petrol and oil used.  Details of accounting procedures and 
methods of claiming the grant are shown at Annex A 
PARENTAL TRAVEL 
2.10.007.  Parental Escorting of Severely Impaired Children.  An air passage at public 
expense may be authorised for one of the parents to escort the child on each of the three 
annual SCVs and the additional half term visit entitlement (see Paragraph 2.10.002b), i.e.  
two return flights for the parent for each school holiday.  The child concerned must be 
classified as "severely impaired but mobile" by CEAS in consultation with Service medical 
authorities.  As a guide, a severely impaired child might be defined as one who is 
JSP 800 Volume 2 Part 2 Chapter 10 - Travel Arrangements for Children with Special Educational Needs 
Third Edition dated January 2010 
155 

 
incapable of looking after himself / herself in the various stages of a journey and/or who 
might, by virtue of his / her condition, endanger the safety of an aircraft or cause 
unreasonable inconvenience to other passengers unless closely and individually 
supervised by the parent.  A case for travel by these parents will be considered on 
application to CEAS. 
2.10.008.  Parental Visits to Children who are Unable to Travel.  In cases where a 
child's SEN are such that he/she is unable to travel, parents may be entitled to visit the 
child in the UK under the terms of JSP 752 Chapter 4 Section 12. 
2.10.009.  Admission to Special Schools in the UK.  A Service parent and child 
stationed overseas may be granted travel at public expense to and from the UK for a child 
with special educational needs to attend an interview or assessment at a special school or 
any other establishment catering for children with special educational needs on the 
recommendation of the appropriate Services medical authority in the overseas command 
in consultation with CEAS, or by CEAS if there are no medical issues.  This concession 
will apply only in respect of a child whose special educational needs are first assessed 
during the overseas posting and who has been subsequently registered with CEAS. 
2.10.010.  Case conference in UK.  A parent of a child receiving special education in the 
UK may be granted travel at public expense to and from the UK when his or her presence 
at a case conference is considered necessary by CEAS. 
ARRANGEMENTS FOR ACCOMPANYING SERVICE CHILDREN WITH SPECIAL 
NEEDS 

2.10.011.  Between UK Airport / Terminal/DPRC and Overseas Airport / Terminal.  
Service children with special needs are normally escorted between UK boarding schools 
and the UK point of departure. 
PROCEDURE FOR REFUND OF EXPENSES FOR CHILDREN WITH SPECIAL NEEDS 
2.10.012.  All claims are to be submitted to CEAS for authorisation before payments are 
made. 
a.  For arrangements made by CEAS, CEAS will arrange payment. 
b.  For arrangements made by parents previously agreed by CEAS: 
(1)  Heads of families submit claims supported by receipts where possible, to 
CEAS, who will check the claim and convert the amounts involved into sterling 
at the Government Accounting Rate (GAR). 
(2)  CEAS is to authorise payment, endorse claim form and forward to JPAC 
for payment. 
NOTES FOR ACCOMPANYING PASSENGERS 
2.10.013.  Background.  Service children with Special Education Needs (SEN) who are 
registered with the Children's Education Advisory Service (CEAS) may travel on aircraft as 
arranged by MOD in order to spend main holidays and possibly half term with parents 
serving overseas.  Only those children considered able to cope with routine travel are 
allocated to such aircraft*.  As a courtesy, other passengers are invited to accompany 
children with SEN on flights such as this.  This is merely to prevent the child from missing 
JSP 800 Volume 2 Part 2 Chapter 10 - Travel Arrangements for Children with Special Educational Needs 
Third Edition dated January 2010 
156 

 
an announcement or getting lost and, if necessary, to advise Movement or Airline staff that 
the child needs some assistance. 
2.10.014.  Special Needs Codes.  For your information and for the purpose of this flight, 
we have listed some broad descriptions of the type of SEN that may apply to a child you 
have been requested to accompany - see the table below for list of SEN codes. 
2.10.015.  Assistance.  There is no duty requirement involved in your agreement to 
accompany this child.  All we would wish you to do is, to ensure that all announcements 
are complied with and that if there is any requirement for assistance you advise the Airline 
or Movements staff quickly. 
2.10.016.  Destination.  When you arrive at your destination airfield and you have 
deplaned, please make yourself known to a member of the Movements staff who will take 
the child you have accompanied into their care.  Thank you for your assistance which you 
may be assured is much appreciated by Movements staff and parents. 
* This escorting system does not include those children with severe conditions or 
impairments for which travel is arranged on special aeromed flights. 
 
SEN CODES 
CODE DEFINITION 
SEN/1 Learning 
Difficulties 
SEN/2 
Severe Learning Difficulties 
SEN/3 Visual 
Impairment 
SEN/4 Hearing 
Impairment 
SEN/5 
Medical Condition E.G. Epilepsy (Controlled By Medication) 
SEN/6 Physical 
Disability 
SEN/7 
Language / Communication Difficulties 
SEN/8 Behavioural 
Difficulties 
 
Example:  A female child with a visual impairment and partial hearing, aged 12, would be 
listed as: 
 
 
1 CHD F 12 SEN/3/4
JSP 800 Volume 2 Part 2 Chapter 10 - Travel Arrangements for Children with Special Educational Needs 
Third Edition dated January 2010 
157 

 
PART 2 
 
CHAPTER 11 - RESTRICTIONS ON SERVICE LEAVE TRAVEL 
OVERSEAS 
GENERAL 
2.11.001.  Private travel by Service personnel on leave is generally regarded as a personal 
matter, although prior permission has to be obtained from commanding officers before 
proceeding abroad.  However, membership of the UK armed forces can create difficulties 
in some countries, for instance where the nature of a serviceman's employment makes 
him vulnerable to approaches from undesired sources, or where his presence could give 
rise to embarrassment for the government or even place the individual at risk.  For these 
reasons, personnel are required to abide by special restrictions that exist for travel to 
countries of special security risk. 
COUNTRIES TO WHICH SPECIAL SECURITY REGULATIONS APPLY (CSSRA) 
2.11.002.  Service personnel travelling to, or through CSSRA, or who travel in their 
transport are particularly vulnerable and are of interest to the intelligence services there, 
as they may have access to protectively marked information.  They may therefore, be 
subjected to particular scrutiny and, in some circumstances, to approaches, compromise 
or harassment.  Consequently, special instructions are published in the Defence Manual of 
Security, JSP440 and in periodic Joint Service DCIs which must be followed by personnel 
wishing to travel to these countries. 
OTHER FOREIGN COUNTRIES 
2.11.003.  The restrictions relating to travel to or through certain other foreign countries are 
contained in JSP 760 Tri Service Regulations for Leave and other types of Absence. 
The instructions for travel in these countries result from situations such as internal 
instability, international disputes, involvement in hostilities, etc, where the presence of UK 
Service personnel could give rise to diplomatic problems or endanger the individual.  
Special instructions are published as required for countries to which restrictions apply and 
commanding officers should satisfy themselves that these restrictions will be observed. 
 
UNIFORM AND IDENTIFICATION DOCUMENTS 
2.11.004.  Service personnel are not normally permitted to wear uniform when visiting 
foreign countries.  Service Identify Cards and any other documents that identify the bearer 
as a member of the armed forces are to be withdrawn and held in safe custody by the unit 
during the absence on leave.  The exception is where local administrative instructions 
require or permit such documents to be carried
JSP 800 Volume 2 Part 2 Chapter 11 - Restrictions on Service Leave Travel Overseas 
Third Edition dated January 2010 
158 

 
PART 2 
 
CHAPTER 12 - DANGEROUS GOODS AND PRIVATE FIREARMS - 
CARRIAGE BY AIR PASSENGERS 
OBJECTIVES 
2.12.001.  There have been many reported incidents involving passengers who have 
carried dangerous goods on their person or in their baggage when travelling by air.  Some 
of these have led to fatalities on civilian aircraft.  Potential dangers are often not realised 
by, or known to the passenger.  Dangers range from the risk of rapid corrosion of the 
aircraft floor caused by mercury leaking from a broken thermometer, to the risk of fire 
caused by matches packed in baggage.  The objectives of this chapter are: 
a. 
To emphasise the importance of MOD Regulations relating to the carriage of 
dangerous goods, which includes sporting ammunition, by passengers and to 
summarise these rules. 
b. 
To state the regulations for carriage of private firearms. 
APPLICABILITY 
2.12.002.  The regulations for the carriage of dangerous goods and sporting ammunition 
by passengers travelling on all Service flights is contained in the current edition of the 
International Air Transport Association (IATA) Dangerous Goods (DG) Regulations, ‘DG 
carried by Passengers or Crew’ at Section 2.  These regulations govern the carriage of 
dangerous articles on RAF air transport or MOD chartered aircraft. 
2.12.003.  If carriage of private firearms or sporting ammunition is intended to be carried 
when travelling on a civil air ticket, passengers must consult the appropriate Service 
Booking Centre and the airline concerned for further advice. 
EXCLUSIONS 
2.12.004.  This chapter does not cover the following subjects: 
Serial 
Subject 
Instruction Elsewhere 

Dangerous Goods 
JSP 800 Volume 4a 

Unaccompanied Baggage 
JSP 800 Volume 2, Part 6 
 
2.12.005.  The articles referred to in the IATA DG Regulations may not be an exhaustive 
list.  If articles other than those listed, are obviously of a dangerous nature and/or where 
doubt exists, passengers are to consult RAF movements staff prior to the flight.  Further 
guidance can be obtained from Air Freight Policy at SCM (contact details at Paragraph 
2.2.12.008). 
2.12.006.  There are separate policies for Bio-Security.  Guidance is given in Chapter 7 
Annex A. 
JSP 800 Volume 2 Part 2 Chapter 12 - Dangerous Goods and Private Firearms – Carriage by Air Passengers 
Third Edition dated January 2010 
159 

 
DANGEROUS GOODS 
2.12.007.  Certain articles or materials have properties which are a potential danger to 
aircraft or to passengers and crew.  According to the degree of danger involved with 
particular articles and materials, their carriage by passengers, either on the person or in 
accompanied baggage, on RAF air transport or Service chartered civil aircraft, may be 
prohibited, require permission of the operator (the MOD in the case of all Service flights) 
or, within certain conditions, subject to a restriction.  The limitations to be complied with 
are detailed in the current edition of the IATA DG Regulations Section 2. 
2.12.008.  Where the IATA DG Regulations state that an operator’s approval is required 
for a passenger to carry DG on a Service flight, the Service Booking Centre is to contact 
Air Freight Policy at SCM no later than 10 working days before the departure.  Each 
application must be written and contain the full details of the DG to be carried and reasons 
why it needs to be carried, and the passengers’ details.  Each case will be judged on its 
merits.  If it is approved Air Freight Policy will issue a dispensation signal, via DCN, to the 
requesting booking centre and despatching airhead to grant permission for carriage.  The 
Air Freight Policy section can be contacted at: 
 
Air Freight Policy 
HQ DE&S 
NH3 Cedar 2B, #3246 
MOD Abbey Wood (South) 
Bristol 
BS34 8JH 
 
Personal contact details of junior staff redacted under section 40 of the Freedom of 
Information Act 

 
2.12.009.  In addition, both state and commercial operators may impose further restrictions 
(variations), which are also listed in the IATA DG Regulations at Section 2.  These will 
apply to Service flights and passengers 
SERVICE ARMS 
2.12.010.  When carried by air as normal hold baggage, personal weapons are to be 
packed in weapon holdalls (normally in bundles of five) or wrapped in Hessian.  Care must 
be taken to prevent damage to weapons.  Weapons are to be accounted for in accordance 
with single service regulations and are to be escorted (unless receipted by the movements 
staff) throughout their movement, including during loading, unloading and monitoring at en-
route stops. 
PRIVATELY OWNED FIREARMS 
2.12.011.  Conditions of Carriage.  Privately owned sporting firearms and shotguns are 
permitted to be carried as part of the accompanied baggage of passengers travelling on 
RAF air transport and MOD chartered aircraft, subject to the following rules.  The remarks 
below concerning firearms certificates, import and export licenses etc will be generally 
applicable: 
a. 
They are not to be packed in unaccompanied baggage or carried about the 
person. 
JSP 800 Volume 2 Part 2 Chapter 12 - Dangerous Goods and Private Firearms – Carriage by Air Passengers 
Third Edition dated January 2010 
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b. 
The owner is responsible for obtaining a valid firearms/shotgun certificate 
and/or export/import licence, for production to the Customs authorities and RAF 
movements staff at the departure and arrival airfields. 
c. 
Firearms are to be packed for carriage in a suitable correctly labelled container 
e.g.  canvas bag or shotgun case, and are to be unloaded and, if possible, in a 
dismantled condition.  Ammunition is to be carried in accordance with the IATA DG 
Regulations contained in Section 2. 
d. 
Firearms and shotguns are to be declared and presented separately to RAF 
movements staff from all other baggage, at the departure airfield. 
e. 
After customs clearance, the weapon is to be handed over to RAF movements 
staff or charter company representative for separate stowage aboard the aircraft.  In 
no circumstances are they to be packed in unaccompanied baggage or carried about 
the person 
f. 
The weight of firearms carried is to be within the owner's total accompanied 
baggage allowance. 
g. 
The owner is responsible for arranging the disposal of any weapon if carriage 
by air is refused due to non-compliance with the above conditions. 
h. 
All items are to be correctly labelled with the owner's name and destination 
address. 
i. 
The MOD will not be liable for any loss, damage or expense incurred by the 
weapon once it is handed to RAF movements staff or the charter company. 
For the carriage of private firearms by civil airline, refer to the airline concerned. 
 
2.12.012.  Enquiries regarding licensing regulations should be made to either the Export 
Licensing Branch at: 
 
The Department of Trade and Industry 
1 Victoria Street 
 London 
 SW1H 
0BT 
 
 (Tel: 
020-7215-8070) 
E-Mail: www.dti.gov.uk/export.control 
 
or, to the customs authorities of the appropriate country if the journey commences abroad.
 
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PART 2 
 
CHAPTER 13 - EXCHANGE CONTROL - CURRENCY RESTRICTIONS 
AND CONCESSIONS AFFECTING SERVICE PERSONNEL 
INTRODUCTION 
2.13.001.  Although there is no restriction on the amount of currency which UK residents 
may transfer out of the UK, individuals should always seek advice when opening a bank 
account overseas.  Many countries have rules and regulations governing the opening of 
both foreign and local currency bank accounts. 
USE OF CHARGE (CREDIT) CARDS FOR OFFICIAL MOD BUSINESS 
2.13.002.  The Government Procurement Card (GPC) is the first choice purchasing tool for 
goods and services, which are deemed to be a proper charge to Public funds and which 
are not covered by contractual arrangements, subject to the single transaction limit of 
£5,000.  Where the GPC is issued for Personal Subsistence it is strongly recommended 
that it must be limited only to those regular travellers who, due to the nature of their duties, 
are on detached duty for a minimum of 25 nights per year.  The MOD issues clear 
guidelines on the way in which Travel and Subsistence can be claimed.  It is stressed that 
the normal rules and regulations still apply; use of the GPC for Travel and Subsistence 
purposes does not change these. 
2.13.003.  When issued for travel and subsistence, individual Cardholder delegation letters 
will, as now, specify financial limits and stipulate how the individual Cardholder may use 
their Card.  It should be noted that all foreign currency transactions using the GPC incur a 
2.75% transaction fee.  The policy covering the use of the GPC is laid down in JSP 332 - 
Low Value Purchasing Manual. 
ENCASHMENT OF CHEQUES THROUGH THE PUBLIC ACCOUNT 
2.13.004.  Full details for cashing cheques through a public account can be found in JSP 
891, Chapter 7 and Annex A. 
FORCES POST OFFICES 
2.13.005.  Forces Post Offices operate an Alliance and Leicester (A&L) personal banking 
service as well as other remittance services.  This allows HM Forces personnel, their 
dependants and other authorised MOD personnel to pay a range of UK bills and cash 
personal cheques.  The BFPO can also cash other UK bank cheques as provided by A & 
L.  There is however a fee charged for the encashment of each other UK bank cheque.  All 
cheques cashed must be supported by a valid bank card.  All transactions are converted at 
the Post Office Accounting Rate (POAR) at BFPO outside the UK. 
UK AND OTHER SCHEDULED TERRITORIES' CURRENCY NOTES 
2.13.006.  An individual may now take any amount in currency notes out of the UK, but 
where exchange through Service channels is permitted, personnel are to refer to local 
arrangements. 
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FOREIGN CURRENCY NOTES 
2.13.007.  There is no restriction on the import into the UK of foreign currency notes, but 
notes out of some countries do not enjoy a ready market and an individual returning to the 
UK might have difficulty in disposing of them for sterling.  Individuals are expected to make 
the necessary enquiries themselves in advance of their return to the UK.  (Also refer to 
2.13.008). 
EXCHANGE FACILITIES 
2.13.008.  In some Commands, facilities for exchanging foreign currency into sterling are 
made available by paymasters, airfield cashiers, etc, to individuals travelling under official 
arrangements before they leave the country in which they have been serving.  Exchanges 
through Service channels in the UK will not be made.  For personnel returning from short 
term visits, training exercises or TA camps etc, such exchanges are limited to the foreign 
currency equivalent of £50 per person.  For personnel returning from permanent overseas 
duty etc, exchanges to the limit of £175 per person (aged 16 years or over), will be 
allowed. 
FOREIGN EXCHANGE CONTROLS 
2.13.009.  The removal of the UK Exchange Controls in no way affects the exchange 
controls of other countries.  Individuals visiting other countries are expected, and are 
strongly advised in their own interest, to make themselves familiar with the exchange 
control requirements of the countries concerned, particularly regarding the import/export of 
currency notes.  (Also refer to Paragraph 2.13.007). 
PERSONNEL OF COMMONWEALTH, COLONIAL AND FOREIGN FORCES 
2.13.010.  The currency requirements of Commonwealth, colonial and foreign forces 
visiting British Service establishments in the UK or elsewhere will continue to be provided 
under the arrangements of their own authorities and no currency other than sterling will be 
issued to them locally by British paymasters and other Service imprest holders. 
FURTHER ADVICE 
2.13.011.  Further advice required on these matters should be sought from Cash and 
Banking Services 
Personal contact details of junior staff redacted under section 40 of the Freedom of 
Information Act 

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PART 2 
 
CHAPTER 14 - CONTROL AND CLEARANCE OF PERSONS AND 
ARTICLES ENTERING OR LEAVING THE UNITED KINGDOM 
DEFINITIONS 
2.14.001.  For the purpose of this chapter the following definitions apply: 
2.14.002.  'Service aircraft' include Naval, Army and Air Force aircraft of all nations and 
any aircraft commanded by a person in Naval, Military, or Air Force Service, detailed for 
such command. 
a. 
'United Kingdom (UK)' means Great Britain, Northern Ireland, the Isle of Man 
and all territorial waters. 
b. 
'Military airfield' applies to any of the RN, Army or RAF airfields listed in Annex 
A. 
c. 
'Entry means entry by air into the UK and such entry is deemed to have been 
made when an aircraft arriving from abroad makes first ground or water contact in the 
UK. 
d. 
'Exit' means exit by air from the UK and such entry is deemed to have been 
made when an aircraft finally leaves the UK with the object of proceeding to a place 
abroad. 
e. 
'Dropping zone (DZ)' means a site within a military training area agreed for a 
specific drop of parachutists who have embarked at an airfield outside the UK. 
GENERAL INSTRUCTIONS 
2.14.003.  General.  All persons entering or leaving the UK must comply with the laws 
relating to customs, immigration, currency and public health; members of HM Forces, 
however, are not subject to the same immigration regulations as civilians. 
Authorised and Unauthorised Service Airfields.  The distinction between authorised and 
unauthorised Service airfields has been abolished by HM Revenue and Customs.  Customs may, 
however, where appropriate, grant local customs approval to a series of regular movements on a 
'blanket' basis over a period.  HQ Provost Marshal (RAF) Customs Liaison Cell and MOD (Naval 
Law & Conditions Division) will negotiate such periodic approvals with Customs, e.g.  annually, 
and they will also be responsible for filtering any proposed international movements other than 
diversions or emergency landings not thus authorised.  Once a flight has been authorised the 
commanding officer or his nominated deputy will be responsible for keeping the nominated HM 
Revenue & Customs officer informed of revised timings, etc.  Any queries regarding control 
proceedings should initially be referred to HQ Provost Marshal (RAF) Customs Liaison Cell, 
Personal contact details of junior staff redacted under section 40 of the Freedom of 
Information Act 
 in respect of RAF airfields and NCHQ, Logistics Division on Personal contact details of 
junior staff redacted under section 40 of the Freedom of Information Act 
2.14.004.   for RN Air Stations.  Specific requirements for RN movements are also covered 
in BR1990, Customs and Immigration Regulations for the Royal Navy.  Units not listed at 
Annex A should also direct any enquiries to the above departments. 
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2.14.005.  Service Aircraft.  Service aircraft making first entry must do so at a military 
airfield or designated civil customs airport (except in the circumstances mentioned in 
Paragraph 2.14.016).  Routing instructions must be made accordingly.  In the case of 
American Service aircraft, requests to use RAF airfields for inbound flights are first to be 
referred to DOE HQ Third Air Force, Mildenhall for formal approval. 
2.14.006.  Service and Service Sponsored Passengers.  All Service and Service-
sponsored passengers must have in their possession the appropriate identity document 
specified in Annex B. 
2.14.007.  HM Revenue and Customs Authority.  No currency, baggage (including 
valuables), parcels freight or mail (except sealed, diplomatic or urgent government mail) is 
to be embarked on an aircraft departing finally for abroad or removed from an airfield after 
importation without the authority of an officer of HM Revenue and Customs.  There is no 
provision under this chapter for the commercial import of animals, plants etc into military 
airfields.  Aircraft carrying such cargo destined for commercial importation are to clear 
customs at a designated customs airport. 
2.14.008.  Other Regulations.  The regulations concerning: 
a. 
Indulgence freight by air is contained in JSP 327 Manual of Movements. 
b. 
Civil flying at MOD airfields is contained in JSP 360.  MOD airfields are not 
available for use by civil aircraft arriving from or departing for abroad, except as 
authorised therein. 
CONTROL PROCEDURE AT MILITARY AIRFIELDS 
2.14.009.  Notice.  In Paragraph 2.14.003 the procedure for obtaining authorisation of 
international flights is given and it is stressed that HM Revenue and Customs officials need 
as much notice as possible of all impending arrivals and departures.  In the absence of 
indulgence freight attendance at outward flights will be at the custom officers’ discretion.  
For inward flights, when working crew only are concerned, attendance of a customs officer 
will normally be on an ad hoc basis.  If the customs officer attends the commanding officer 
must ensure that all crew, passengers, baggage and freight are brought before the officer 
for clearance.  The RAF medical authorities will also be responsible for the application of 
public health regulations in accordance with the provisions of Chapter 16 of this volume. 
2.14.010.  Inward Flights.  Inward passenger flights will inevitably require and will usually 
be attended by a customs officer who is empowered to act as an immigration officer, but in 
his absence, or if he notifies the commanding officer of his inability to attend to immigration 
matters, the commanding officer or his nominated deputy is responsible for notifying the 
nearest immigration inspector of all passengers other than British Service personnel and is 
to comply with any instructions given by the immigration inspector. 
2.14.011.  Commanding Officer's Responsibility.  When an officer of HM Revenue and 
Customs is unable to visit the station it becomes the Commanding Officer's responsibility to 
ensure that all control procedures are complied with.  This will normally be under the 
auspices of the Service police, and is to include surprise searches of aircraft, persons or 
freight.  (See Paragraphs 2.14.011 - 2.14.013).  It is also his responsibility to see that a 
properly completed customs declarations are made on the appropriate forms and forwarded 
to the customs officer.  Ideally the declarations should be completed before disembarkation.  
The captain of the aircraft is to sign the certificate at the foot of the form after ensuring that it 
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is completed in full by all members of the aircraft's crew and passengers.  Information 
regarding the appropriate Forms can be obtained from Fleet-Cap Logs Spt CS SO2, 
Portsmouth for NAS or any Movements Section at the relevant airfield for the RAF.  
Supplies of Forms should be obtained from DSDA Bicester, Forms & Publications. 
2.14.012.  Authorisation.  The Commissioners of HM Revenue and Customs, in exercise 
of their powers pursuant of Section 8 of the Customs and Excise Management Act 1979, 
may authorise commanding officers, Service police and such other officers, warrant 
officers and non-commissioned officers as the CO shall nominate to search: 
a. 
Any aircraft, freight, personal baggage or premises for undeclared dutiable 
goods and any prohibited articles; they are also authorised to detain any goods or 
articles liable to forfeiture. 
b. 
Any persons reasonably suspected of carrying dutiable goods on which the duty 
has not been paid or secured or goods subject to prohibition or restriction on 
importation or exportation, subject to the proviso that the person to be searched may 
require to be taken before a Justice of the Peace, or a superior of the Officer 
concerned, who shall consider the grounds for suspicion and direct accordingly 
whether the search is made (the appropriate Revenue and Customs Officer is to be 
consulted if this is possible). 
2.14.013.  Searches.  The actual search may be delegated to other Service personnel 
(usually Service police) but the search must be supervised by an officer or NCO to whom 
the power to search has been delegated by the commissioners of HM Revenue and 
Customs under the Customs and Excise Management Act 1979.  Officers should be 
searched by officers; other personnel by warrant officers or NCOs, civilians by officers, 
warrant officers or NCOs; women must be searched only by women. 
2.14.014.  Detention.  The person delegated under the Act also have power to detain all 
persons for any offence under the Act if an offence, or what seems prima facie to be an 
offence, has been committed.  The appropriate Revenue and Customs officer must be 
notified of any person or goods so detained and detained goods must be handed over to 
the custody of the Revenue and Customs officer as soon as possible. 
2.14.015.  Co-operation with Authorities.  It is obviously desirable that Commanding 
Officers should work in friendly co-operation with customs authorities.  To this end the 
customs officer or departments concerned will arrange for their local officers to 
communicate their addresses and telephone numbers and, when possible, to visit airfields 
from time to time.  Additionally at each military airfield used for foreign flights there is to be 
a formal, local Memorandum of Arrangements between the local customs officials and the 
commanding officer governing the arrangements for international aircraft movements, 
including passengers and freight, and specifying the facilities to be provided, which are to 
be adequate for clearing passengers and crew. 
CONTROL PROCEDURE AT DESIGNATED CIVIL CUSTOMS AIRPORTS 
2.14.016.  The captain of a Service aircraft, immediately on landing at, or before departure 
from a civil customs airport, is to report to the Revenue and Customs, and Immigration 
authorities and the health authorities. 
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EMERGENCY LANDINGS AT UNMANNED AIRFIELDS OR IN OPEN COUNTRY 
2.14.017.  If an aircraft flying to or from abroad is compelled by navigational reasons, 
accident, stress of weather or other unavoidable cause, to land at an unmanned airfield in 
the open country, the captain of the aircraft is immediately to report the landing to an 
officer of HM Revenue and Customs or the civil police.  Except when necessary for 
reasons of health, safety or the preservation of life or property, no goods may be unloaded 
and passengers or crews may not leave the immediate vicinity of the aircraft without 
customs or police permission. 
CONCESSION EXPORT OF DUTY FREE LIQUOR AND TOBACCO ON SERVICE 
AIRCRAFT 

2.14.018.  Facilities.  Facilities are provided at the discretion of the customs authorities for 
the concessionary export of duty free liquor and tobacco by RN, RM, Army or RAF units 
proceeding overseas on detachments, but only for their own consumption whilst abroad or 
to return hospitality in the host country.  HM Revenue and Customs in exercising this 
discretion are unlikely to react favourably to requests for small detachments proceeding 
abroad from non-customs airfields because of the economic considerations in sending a 
customs officer to the departure airfield.  Items exported under this concession may not be 
re-imported into the UK, and requirements should therefore be assessed as accurately as 
possible.  This privilege is granted only where there are no NAAFI or other suitable 
facilities at the destination abroad. 
2.14.019.  It must be emphasised that RN air stations, British Army airfields or RAF 
airfields have no authority for the export of any items and that facilities, where granted, are 
purely a concession. 
2.14.020.  Applications.  Units which need to avail themselves of this privilege and are 
travelling by RAF aircraft are required to make application to Headquarters Provost 
Marshal (RAF) RAF Henlow, SG16 6DN.  Units travelling by RN aircraft should apply to 
MOD, NS Division, MOD Main Building, Whitehall, London SW1A 2HB.  Application in 
writing should reach the appropriate address at least five working days in advance of the 
intended date of departure, and should include the following details: 
a. 
Flight number and airfield of departure (bonded goods may only be loaded at 
the 'Exit' airfield as defined in sub Paragraph 2.14.001f). 
b. 
Number of personnel involved. 
c. 
Date of departure. 
d. 
Full description of bonded goods for export (a copy of the order to the supplier 
is most suitable). 
e. 
Name and address of intended suppliers. 
f. 
Nature of duty or reason for flight. 
2.14.021.  Customs Authority Numbers.  Provided HM Revenue and Customs are 
agreeable to the request, which will be passed to them by either NS Division or HQ 
Provost Marshal (RAF), a customs authority number will be allocated authorising the 
export.  This authorisation will be notified to the supplier, who will then be in a position to 
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make final arrangements with the unit concerned for the goods to be delivered under bond, 
to the 'Exit' airfield. 
SECURITY EXERCISES 
2.14.022.  Military airfields occasionally hold security exercises during which time customs 
officers may be required to show passes or be subject to other security checks.  Effective 
security is, of course, in the wide national interest and may even be of immediate concern 
to the customs officer.  Customs officials have therefore been instructed to co-operate fully 
with all reasonable security measures at military airfields. 
CONTROL PROCEDURE AT PARACHUTE DROPPING ZONES 
2.14.023.  Control procedures at parachute dropping zones are by special arrangement.  
Headquarters and units requiring these procedures are to make applications to HQ 
Provost Marshal (RAF) who will make the necessary arrangements and liaise directly with 
HM Revenue and Customs 
NOTIFICATION OF NON EU NATIONALS TO IMMIGRATION OFFICERS 
2.14.024.  There is a legal requirement, under the Immigration Act 1971, that each flight 
from outside of the Common Travel Area (CTA)(GB, Ireland and Channel Islands)), which 
arrives in UK is pre-notified to the arrival airfield, in order that all immigration, and some 
security checks can be carried out on arriving passengers. 
2.14.025.  Under the Immigration (Particulars of Passengers and Crew) Order 1972 as 
amended, it is the obligation of the Captain of the aircraft arriving in the UK from outside 
the CTA, if required by an Immigration Officer, to furnish a list of names, dates of birth, and 
nationalities of all passengers and crew, before departure of the aircraft to any UK non-
designated airfield.  The Immigration Officers (IOs) may only invoke this legal requirement, 
in its totality, on private aircraft arriving at any of their airfields, with the ultimate sanction of 
the flight being refused PPR, if the details are not provided. 
2.14.026.  On RAF flights however, the IOs only demand the names etc, of the Non EU 
nationals on board, (who require ‘leave to enter’ the UK) in order that the IOs know that 
they have got to be in attendance for such flights.  Therefore it is imperative to notify Load 
Control/Movements Staff at the destination airfield of Nil Returns of Non EU pax, in order 
that the Duty IO is informed accordingly.  For arrival airfields other than Brize Norton and 
Lyneham, the departure airfield movements staffs are to ensure that the relevant IO for the 
arrival airfield is informed.  This regulation applies to the UK and Overseas Airfields when 
they are loading non-EU passengers for Cyprus (RAF Akrotiri). 
2.14.027.  It is important that the passenger check-in and load control staffs serving in 
overseas locations are briefed on their obligations under the Immigration legislation, which 
now includes the Immigration Act 2000 (Carriers Liability).  Failure to comply with the 
Carriers Liability Act, could result in the RAF/MOD being fined £2000, for each 
inadmissible passenger it carries to the UK (this also affects Surface Travel).  Examples of 
this could be someone landing in UK without a valid passport, or no visa. 
SAMOs/DAMOs and OC Air Mov Dets world-wide are to stress the importance of these 
requirements to their personnel, which if ignored could result in the RAF/MOD being fined, 
or the aircraft being temporarily refused until the passenger details are provided.  
SAMOs/DAMOs/RAFLOs and OC Air Mov Dets are to make arrangements that Non-EU 
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pax information becomes a routine part of the departure signal and that the information as 
detailed in Annex C, is sent to the arrival airfield. 
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ANNEX A TO PART 2 CHAPTER 14 
 
MILITARY AIRFIELD 

 
Aldergrove Linton-on-Ouse 
Barkston Heath 
Lossiemouth 
Benson Lyneham 
Boscombe Down 
Manston 
Brize Norton 
Marham 
Chivenor Mildenhall 
Church Fenton 
Northolt 
Coningsby Odiham 
Cottesmore 
Portland (Helicopter Station) 
Cranwell Scampton 
Culdrose Shawbury 
Dalton Barracks 
St Athan 
Fairford St 
Mawgan 
Honington Valley 
Kinloss Waddington 
Lakenheath Wattisham 
Lee-on-Solent Wittering 
Leeming Yeovilton 
Leuchars  
 
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ANNEX B TO PART 2 CHAPTER 14 
 
LIST OF APPROVED IDENTITY DOCUMENTS 

 
Ser Category Identity 
Document Remarks 

Joint Service 
MOD Form 90 
Tri-Service Identity Card 
Royal Navy (Including Royal 

Marines) 
Navy Form S1511 
Naval Identity card 
All ranks (male and female) 
Army 

MOD Form 90 
Military Identity card 
All ranks (male and female) 
Royal Air Force 
(Including Princess Mary’s 
RAF Form 1250 or 

Royal Air Force Nursing 
RAF Identity card 
MOD Form 90 
Service) 
All ranks (male and female) 
5 Civilians 
Passport 
 
 
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ANNEX C TO PART 2 CHAPTER 14 
 
NOTIFICATION OF NON EU NATIONALS TO HM IMMIGRATION OFFICERS - 
INFORMATION REQUIRED 

If you are a non-EU National travelling to UK* on an MOD Flight you are to complete this 
Proforma and supply the following information to HM Immigration in order to facilitate your 
entry into the UK: 
 
Reply (please complete all lines in BLOCK 
Ser 
Information Required 
CAPITALS) 
1 Full 
Name 
 

Date of Birth 
 
3 Nationality 
 
4 Passport 
Number 
 

Passport Expiry Date 
 

Reason for Visit to UK 
 

Length Of Stay In UK 
 

Address In Uk 
 

Military Or Civilian 
 
10 
Visa Details (If Required for Entry to UK) 
 
11 
Inbound Flight Details 
 
 
NOTE:  * This Proforma is also to be used when Non-EU Pax travel from UK and overseas destinations to 
Cyprus (RAF Akrotiri).
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PART 2 
 
CHAPTER 15 - HM REVENUE AND CUSTOMS - REGULATIONS FOR THE 
REFUND OF IMPORT DUTY AND VALUE ADDED TAX (TEMPORARY 
IMPORTATION) 
TEMPORARY VISITORS 
2.15.01 
Personnel who usually live outside the EU and who, on entering the EU do not 
intend to make the EU their normal home, (e.g.  those on leave in the UK during a tour 
abroad or in transit in the EU between stations abroad) are defined for Customs purposes 
as Temporary Visitors. 
2.15.02 
Temporary Visitors may import personal effects free of Customs and Excise 
charges, provided they are: 
a. 
Imported within the visitors' accompanied luggage. 
b. 
Kept in the EU for no more than six months in any 12 month period. 
c. 
Intended solely for the visitors' own use and are not sold, lent, hired out or 
otherwise disposed of, in the EU. 
d. 
Exported either when the visitor leaves the EU, or before they have been in the 
EU for more than six months, whichever happens first. 
Separate service instructions exist covering temporary importation of private motor 
vehicles. 
 
PAYMENT FOR DUTY AND / OR VAT 
2.15.03 
In cases of doubt, the examining customs Officer may assess the charges due 
and call for payment.  To facilitate a subsequent claim for refund, for items that are re-
exported by a visitor within six months, personnel must ensure that Customs and Excise 
charges are paid on an 'on deposit' basis, and not outright.  Where charges are paid 'on 
deposit' the officer will issue a Customs Form C4 with the receipt for payment. 
REPAYMENT 
2.15.04 
It is essential that the effects leave the EU on or before the visitors' own 
departure or within the specified period, whichever is the earlier, for Customs and Excise 
charges to be repaid. 
CLAIMS FOR REFUNDS 
2.15.05 
Claims for refunds should be made as follows: 
a. 
Items exported accompanied.  The 'Request for Payment' part of Customs 
Form C4 is to be completed and forwarded by post to the Collector of Customs and 
Excise at the port or airport shown on the pink receipt slip, at least 14 days before the 
date of departure.  The item(s) concerned and the receipt slip must be produced to 
the Customs Officer at the point of departure, and this must be done immediately on 
arrival at the port or airfield.  For short notice departures Customs Form C4 is to be 
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completed and produced with the receipt slip and item(s) to the Customs Officer at 
the point of departure, in order that arrangements may be made for a refund at your 
address abroad. 
b. 
Items Exported Unaccompanied.  As items that are being exported in 
unaccompanied luggage cannot generally be produced for inspection prior to 
exportation taking place, claim for refund giving full particulars of 
importation/exportation and accompanied by the receipt slip and a certificate signed 
by a commanding officer, consular official or magistrate giving full identifying 
particulars and stating that the item(s) have been sighted in the claimant's 
possession outside the UK are to be addressed to be Collector, at the port or airport 
of importation. 
CUSTOMS FORM C3 
2.15.06 
Personnel are reminded that goods may be dispatched direct between stations 
abroad.  Where transhipment via the EU is involved, completed Customs Form C3 
(Forces) is required unless the goods are to remain in bond of MOD.
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PART 2 
 
CHAPTER 16 - JOINT SERVICE AND MOD CIVILIAN HEALTH - 
REQUIREMENTS FOR OVERSEAS TRAVEL 
GENERAL 
2.16.001.  Service personnel, civilian MOD personnel and their dependants who are 
required to proceed abroad are offered vaccination and health advice to protect them 
against recognised disease risks during travel, temporary duty visits, and on taking up 
residence overseas.  In addition, some countries require travellers to produce valid 
international certificates of vaccination against Yellow Fever.  These requirements may, 
unless satisfied, constitute a total bar to entry.  MOD Medical Centres are available to give 
advice on the vaccinations that are recommended for specific overseas travel and 
residence.  Vaccination advice is published in Surgeon General’s Policy Letters and the 
JSP 311.  In addition the Defence Passenger Reservation Centre has a list of 
recommended vaccinations for the common countries where MOD personnel and their 
dependants travel to.  The UK National Travel Health Network and Centre (NaTHNac) 
provides general advice to travellers (www.nathnac.org). 
REFERRAL FOR VACCINATION AND HEALTH ADVICE 
2.16.002.  Commanders are to ensure that entitled personnel are referred to the medical 
officer at least twelve weeks before the departure date.  If there is less than twelve weeks 
warning of an intended move, the medical officer is to be contacted at once.  This allows 
time for vaccination courses to be completed.  Responsibility for providing the advice on 
which vaccinations are required rests with the appropriate Service and is to be provided by 
the medical authorities.  Advice is to be sought through the chain of command.  In addition, 
medical centres will provide health advice tailored to individual needs. 
VACCINATION REQUIREMENTS 
2.16.001.  Travellers should check with medical authorities in advance for the current 
advice on vaccination and other health requirements.  Acceptance of the vaccinations is 
voluntary, but refusal of specific vaccinations recommended for entry to certain countries 
may have serious consequences.  When international certificates of vaccination against 
Yellow Fever are required for entry to a country, failure to produce the appropriate 
certificate does not of necessity constitute a bar to travel at public expense, but may lead 
to serious inconvenience, such as quarantine at the airport for several days, additional 
expenses or refusal of entry at destination.  If there are medical contra-indications to 
Yellow Fever, the traveller must be in possession of a medical certificate of exemption.  A 
specimen copy of this certificate is shown at Annex A. 
ADDITIONAL VACCINATION REQUIREMENTS 
2.16.002.  An outbreak of communicable disease at the area of departure or en-route may 
result in additional vaccination requirements being stipulated.  Medical authorities will give 
advice on any additional vaccination requirements. 
TRANSIT PASSENGERS 
2.16.003.  As a general rule no international certificate of vaccination against Yellow Fever 
is required for passengers that, when transiting a country, where Yellow Fever is endemic, 
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do not leave the transit airport.  However, passengers who leave a transit airport en-route 
to their final destination may be required to produce a certificate on entry to their final 
destination. 
ADVICE 
2.16.004.  Information on vaccination requirements for overseas travel may be obtained 
from or through the appropriate single Service or civilian medical authority, who will also 
advise on associated health considerations. 
PROTECTION AGAINST MALARIA 
2.16.005.  It is essential that malaria prophylaxis is taken when visiting, staying in or in 
transit through malarious areas.  Advice is available from single Service or civilian 
authorities on the importance of personal protective measures, but it is emphasised that 
chemoprophylaxis must be taken for a further four weeks (one week if Malarone® has 
been used) on return to a non-malarious area such as the United Kingdom. 
INTERNATIONAL SANITARY REGULATIONS 
2.16.006.  Passengers who are travelling at public expense and have refused or have 
been refused vaccinations required under the provisions of International Sanitary 
Regulations, are to be made aware of the health control measures which can be imposed 
by local health authorities of the countries through which they stage or the country of 
destination.  A passenger who does not possess the requisite international certificates of 
vaccination may be: 

Offered the vaccinations required. 

Placed under surveillance. 

Quarantined in isolation. 
LIABILITY TO MEET LOCAL VACCINATION REQUIREMENTS 
2.16.007.  Individuals are to be clearly advised to comply with the stipulated vaccination 
requirements to avoid unnecessary risk of distress or inconvenience to themselves or their 
families.  Due account must be taken however, of any medical advice when vaccinations 
may be contra-indicted, e.g. yellow fever vaccinations during pregnancy.  UK Service 
authorities cannot intervene if local authorities impose additional vaccination requirements.  
The only exception is where it can be demonstrated that there was justifiable cause for not 
being vaccinated (e.g.  the production of a valid medical certificate).  In any event, the 
individual may be held fully liable for payment of any costs incurred by public funds arising 
from these exceptional circumstances. 
CONCESSIONARY AND INDULGENCE MOVEMENT 
2.16.008. Individuals who have been granted passage on concession or indulgence terms 
are to possess the requisite international certificates of vaccination or medical certificate.  
The Movements Authority is empowered to waive this requirement only in respect of those 
who are compelled to travel at short notice for urgent reasons, i.e. compassionate.  
Passengers who are travelling on concession or indulgence terms and who do not 
possess the requisite international certificates of vaccination are to be made aware of the 
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relevant health control considerations.  They are to be informed that they will be held fully 
liable for any expenses arising from action subsequently taken by local health authorities. 
HEALTH CONTROL 
2.16.009.  The health control of arrivals in UK at civilian airports is the responsibility of the 
civilian medical authorities.  At RAF airfields, this responsibility is delegated to RAF 
medical authorities. 
MEDICAL TREATMENT AUTHORISATION – UK GOVERNMENT PERSONNEL 
VISITING THE USA 

2.16.010.  All MOD passengers entering the USA on duty are to have a Medical Treatment 
Authorisation letter (MTAL) amongst their travel documents.  The MTAL certifies that the 
holder is a British Government Official on temporary duty in the USA and confirms that 
should the Official need emergency medical treatment during their stay in the USA, the 
cost will be met by the MOD in the UK, on receipt of a bill from the hospital concerned 
together with a copy of the letter.  A copy of the letter which is sponsored by British 
Defence Staff (Washington) is at Annex B and some FAQs with their answers are at 
Annex C. 
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ANNEX A TO PART 2 CHAPTER 16 
 
MEDICAL IN CONFIDENCE 

 
MEDICAL IN CONFIDENCE 
 
Medical Certificate of Exemption from Yellow Fever Vaccination 
 
This is to certify that: 
 
 
 Forename(s)       
Surname 
(in 
block 
capitals) 
 
Date of Birth......................................................Sex.................................................................................... 
 
has NOT been vaccinated by me against Yellow Fever for the reasons indicated: 
 
Reasons for not vaccinating* 
 

Pregnancy 
Under nine months of age 
(other reasons - specify) 
 
 
 
 
 
 
 
*Delete as appropriate 
 
...................................................................................................................................................................... 
 
 
(Doctor's Signature) 
 
(Medical qualifications)   
(Date) 
 
 
 
 
 
 
 
 
 
 
 
 
Vaccination Centre stamp 
 
 

MEDICAL IN CONFIDENCE 
 
 
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BRITISH DEFENCE STAFF (WASHINGTON) 
 
British Embassy 3100 Massachusetts Avenue NW
 
 
Washington DC 20008-3688 USA 
Telephone: 
1 202 588 6868 (select option 1) 
 
 
 
Our reference: MIL/US 
To Whom It May Concern 
 
 
 
MEDICAL TREATMENT AUTHORISATION – UK GOVERNMENT PERSONNEL 
VISITING THE USA 
 
This letter is to certify that is a British Government Official on temporary duty in the USA 
from / / to / / . 
 
His/her passport number is and his/her signature is provided below to provide confirmation 
of identity.  Should this official require emergency medical treatment during his/her stay in 
the USA, the cost thereof will be met by the Ministry of Defence in the United Kingdom, on 
receipt of an account for services rendered from the hospital concerned together with a 
copy of this letter.  Any bills must be sent to the Budget Manager at the following address: 
 
 
 
 
 
 
 
 
Tel: (+44 ) 
 
Signature of Government Official
 
Signature of Budget Manager
 
Date: / / 
 
Should urgent assistance be required to clarify identity in an emergency or to aid an official 
in distress, the British Embassy, British Defence Staff should be contacted on 1-202-588-
6868 (select option 1). 
 
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ANNEX B TO PART 2 CHAPTER 16 
 
INSTRUCTIONS FOR COMPLETION OF MEDICAL TREATMENT AUTHORISATION 
LETTER (MTAL) 

1. 
Travel Cell for visitor to fill in name in first paragraph of passenger travelling to USA, 
then e-mail letter to passenger. 
 
2. 
Passenger to complete passport details and dates of official visit and e-mail MTAL to 
Budget Manager. 
 
3. 
Budget Manager to complete their details and official address at Paragraph 2, then 
sign and date at “Signature of Budget Manager”. 
 
4. 
Budget Manager to return MTAL to passenger. 
 
5. 
Passenger to sign at Signature of Government Official and keep with relevant travel 
itinerary details. 
 
Passenger - Please note that the US practices Private Medicine and that the MTAL is 
MOD’s promise to pay.  There is no pre-existing contract between MOD and US medical 
facilities that guarantees medical treatment without payment by the patient.  However, 
Emergency Rooms (ER) in US hospitals are obliged to provide treatment then seek a 
means of payment and many US medical facilities accept the MTAL without problems.  
This is not the case for private medical facilities advertised as “24 Hours Emergency Care” 
or “Urgent Care”, many of whom have a policy of “pay as you go” for these services.  If 
practical, it is advisable to confirm before arrival at the facility what their payment policy is.  
As stated in 2007DIN03-008, Government Procurement Cards can be used to settle 
medical expenses. 
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ANNEX C TO PART 2 CHAPTER 16 
 
FAQS ON MEDICAL TREATMENT IN THE USA 

Q. 
Why does MOD issue a MTAL to Official Duty visitors to the US? 
 
A. 
MOD “self insures” and whereas you would take out private medical insurance if 
you were visiting the US for pleasure, for Official Duty visits to the US, MOD does not pass 
on the risk to an insurance company that medical attention will be required.  The MTAL is 
MOD’s equivalent of a medical insurance policy. 
 
Q. 
Does my MTAL guarantee that I will receive medical attention anywhere in the US? 
 
A.  No.  There is no reciprocal health care agreement between the UK and the US and 
visitors should be aware that the US practices private medical treatment in exchange for 
payment.  MOD does not have any contractual arrangements for private medical treatment 
and relies on a “promise to pay” MTAL to obtain treatment for Official Duty visitors.  There 
is no obligation on the facility to accept this letter but the vast majority do.  It therefore 
follows that the MIL does not guarantee medical treatment without first paying, so visitors 
should endeavour to confirm that the MIL will be accepted before they arrive for treatment. 
 
Q.  Are there any medical facilities where medical treatment is guaranteed without paying 
up-front? 
 
A.  Yes.  For Emergency Medical Conditions, Hospital Emergency Rooms (ERs) provide 
emergency care in the US under a United States Act of Congress, the Emergency Medical 
Treatment & Labor Act (EMTALA) passed in 1986 as part of the Consolidated Omnibus 
Budget Reconciliation Act.  It requires hospitals and ambulance services to provide care to 
anyone needing emergency treatment regardless of citizenship, legal status or ability to 
pay.  There are no reimbursement provisions; as a result of the act, patients needing 
emergency treatment can be discharged only under their own informed consent or when 
their condition requires transfer to a hospital better equipped to administer the treatment. 
 
Q.  What about health concerns that is deemed not to be an emergency medical 
condition? 
 
A.  There are no guarantees for treatment of non-emergency conditions without 
demonstrating the ability to pay.  The MTAL has wide acceptance as an ability to pay, but 
if the medical facility declines to accept this and demands a cash deposit or credit card 
before treatment, that is their decision to make.  Using your Government Procurement 
Card (GPC) at this stage will solve the problem.  Any payment made from your personal 
credit card can be reclaimed on return to the UK 
 
Q.  I am uncomfortable with these arrangements and wish to take out private medical 
insurance for my Official Duty visit to the US.  Will MOD refund the cost of this insurance? 
 
A.  No.  MOD guarantees to refund the cost of medical attention you may need whilst in 
the US.  The vast majority of Official Duty visitors do not require any medical attention in 
the US and it would be wasteful for MOD to self-insure and refund the cost of private 
insurance.  If you wish to take out private medical insurance the cost is not refundable.  
However, any leisure time in the US taken as annual leave or weekend sporting activities 
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is not covered by MOD since these are outside the scope of Official Duty and private 
medical insurance at the visitor’s expense is recommended in such instances. 
 
Q.  I am concerned about being on-duty in a foreign country and requiring help to explain 
my circumstances or deal with an emergency.  What help can I expect from the British 
Embassy? 
 
A.  There is a British Defence Staff contact available through the British Embassy in 
Washington 24 hours per day, 7 days a week.  The contact telephone number is 1 202 588 
6868 then select option 1.  Outside of regular business hours, this will automatically 
transfer you to the Duty Officer.
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PART 2 
 
CHAPTER 17 - PASSPORT, VISAS AND TRAVEL DOCUMENT 
REQUIREMENT FOR SERVICE PERSONNEL, CIVILIANS AND THEIR 
DEPENDANTS 
INTRODUCTION 
2.17.001.  All Service personnel and dependants travelling on official journeys between all 
countries require travel identity documentation.  With the introduction of Carriers Liability 
and increased security requirements for travellers, travel identification for all Service 
personnel, dependants and civilians is to be a valid passport, with visas as applicable.  For 
Service personnel travelling on duty directly between most NATO countries, where the 
route does not over-fly or include the possibility of diversion to a non-NATO country (see 
Paragraph 2.17.002), a NATO Travel Order (F Mov 220 see Annex A) supported by a 
Services Identity Card may be allowed.  It is advised however, that where travel is 
conducted overseas, a passport should be carried.  This chapter defines responsibilities 
and action required for providing passports, visas and NATO Travel Orders for Service 
personnel, entitled civilians and their dependants.  Special travel requirements for certain 
destinations are also outlined in this chapter. 
NATO TRAVEL ORDERS 
2.17.002.  Provision and Use.  NATO Travel Orders are to be provided by the losing ship, 
unit or establishment and are to be made out for single journeys, return journeys or for a 
period not to exceed one year if there is a requirement for frequent passing from one 
NATO country to another.  A NATO Travel Order is only valid in conjunction with Service 
identity card(s) and permits Service personnel or parties of Servicemen to move on direct 
flights from one NATO country to another without having to comply with normal passport, 
visa or immigration requirements.  Personnel who own a passport are advised to carry 
them in case of emergency compassionate repatriation or diversion (see Paragraph 
2.17.004 and Annex B).  However, NATO Travel Orders are currently valid in the following 
member countries: 
Albania 
Hungary Portugal 
Belgium 
Bulgaria Iceland 
Romania 
Croatia 
Italy Slovakia 
Canada 
Czech Republic 
Latvia 
Slovenia 
Denmark Lithuania 
Spain 
Estonia Luxembourg Turkey 
(2) 
United Kingdom 
France (1) 
Netherlands 
United States of America (Belize if 
Germany Norway 
travelling via United States of America) 
Greece Poland 
Notes: 
1.  Whilst a NATO Travel Order is valid for transit through France, a passport is required for any length of 
stay. 
2.  Although Turkey is a NATO country, a passport and visa are now required for a stay in this country. 
 
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2.17.003.  Non-Duty Travel.  Personnel on leave may travel in Belgium, Netherlands, 
Luxembourg and Germany on production of a Service identity card supported by a NATO 
Travel Order.  Individuals who regularly cross frontiers in North West Europe should obtain 
a NATO Travel Order valid for one year.  In addition Service personnel stationed in USA 
who leave that country for leave travel will be permitted re-entry into USA upon production 
of a Service identity card supported by a NATO Travel Order.  Service or civilian personnel 
travelling to the USA as concessionary or indulgence passengers must be in possession of 
a valid passport and entry visa. 
PASSPORTS 
2.17.004.  Background.  Servicemen travelling overseas on official duty are required to 
hold valid passports, primarily for the following reasons: 
a. 
RAF / Commercial Carrier Diversion.  The possibility of the RAF or 
commercial carriers having to divert during flights to / from an operational theatre.  
Under the terms of Carriers Liability, a valid passport may be the requirement for the 
Serviceman’s entry to any country to which the plane is diverted.  MOD is not exempt 
from these regulations and contravention of the regulations may incur financial 
penalties. 
b. 
Compassionate Flights.  The first flight available out of theatre for a 
serviceman returning on compassionate grounds may again be via commercial 
carrier (fastest means) and may involve transit through a third country, in some cases 
the Serviceman may be required to fly out form a country that neighbours the 
operational theatre.  In such cases, passports will be required. 
2.17.005.  Entitlement to Passports.  British passports required for official journeys by 
Service personnel and their dependants and MOD Civilians and their dependants are 
provided at appropriate charges.  Similarly, passports for F&C personnel, when entitled 
and their dependants are provided at appropriate charges (see Paragraph 2.17.027).  
Provision is also made in the following circumstances: 
a. 
Royal Navy.  New entry RN and RM officers, ratings and other ranks (with 
certain exceptions) not already in possession of a valid passport will be issued with 
passport application forms (the cost of application to be met by the individual) on 
entry to the establishment concerned; BRNC Dartmouth, HMS Raleigh or CTCRM 
Lympstone. 
b. 
Army.  Passports are provided to all personnel deploying on operations, 
deployments and overseas exercises or any other journey where duty travel is 
authorised at public expense.  Guidance on eligibility is in accordance with the JSP 
752 and further advice is available from HQ Land PS4. 
c. 
Royal Air Force.  In addition to the guidelines within JSP 752, passports are 
provided for: 
(1)  Personnel on selection for standby under the Overseas Emergency 
Reinforcement Scheme (OERS). 
(2)  Aircrew of the long range force. 
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(3)  Personnel posted on to a unit with a deployment role.  Applications should, 
in this instance, be submitted through Command Headquarters for approval. 
d. 
Second Passports.  Exceptionally, second passports may be issued to aircrew 
or other personnel who for Service reasons, i.e. frequency of travel, are unable to 
apply in sufficient time for necessary visas.  All applications for second passports are 
to be submitted directly to the Newport Passport Office with a completed passport 
payment leaflet and a covering letter in the format as shown in Annex C. 
e. 
Renewal of Passports.  When personnel are required to travel overseas on 
official journeys it is essential that there is at least 6 months left to run on an existing 
passport prior to departure.  Where a passport has expired or is due to expire the 
renewal of a passport will be authorised at public expense for: 
(1)  SP or MOD Civil Service personnel posted or due to undertake temporary 
duty overseas or those serving overseas. 
(2) Immediate 
family 
of 
SP or MOD Civil Service who are due to accompany 
their spouse/civil partner or parent on an overseas assignment/posting. 
(3)  Children who are Boarding School in the UK but whose parents are 
Service personnel or MOD Civil Service assigned overseas. 
f. 
Replacement Passports.  On notification of posting or temporary duty 
overseas, ships, units or establishments are to, in liaison with the Home Office, 
scrutinise the passports of personnel and dependants.  Where they contain 
unacceptable visas or stamps as shown at Annex B, replacement passports are to be 
obtained. 
g. 
Emergency Passports.  Single sheet emergency passports (EP) are issued by 
British Embassies, High Commissions or Consulates to UK nationals who lose their 
passports or have them stolen when they are outside the UK.  EPs can also be 
issued to other Commonwealth nationals.  EPs are issued to allow a single journey 
from the overseas country back to the UK or in the case of Commonwealth nationals, 
to their home country. 
2.17.006.  Submission of Passport Applications.  Submission of passport applications 
is the responsibility of the ship, unit or establishment in which the serviceman is serving at 
the time of application for travel arrangement (See Paragraph 2.17.009 for clarification of 
which Passport Application Form to use).  If the serviceman is to be accompanied by his 
family, whether en route or later, the ship, unit or establishment should, if necessary, 
obtain their passports at the same time. 
PAYMENT FOR PASSPORTS 
2.17.007.  Payment Procedures.  Details of payment procedures are shown below: 
a. 
Applications where an Imprest Facility Exists.  Applicants should forward a 
payable order/cheque (drawn in sterling from a local imprest account on a UK bank) 
or a passport payment leaflet completed under the GPC arrangement with the GPC 
holder together with the application form and supporting documents, to the Identity 
and Passport Service, Newport (Forces Team) Priority Handling, PO Box 1939, 
Newport, Wales, NP20 9HP.  The Newport Passport Office has been tasked to 
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satisfy all MOD requirements and should be used whenever practicable, as they will 
provide the maximum security to the applicant. 
b. 
Applications where an Imprest Facility Does Not Exist.  Where an imprest 
facility is not available or for MOD Centre or DE&S, applications should be submitted 
direct to the Newport Passport Office with a completed passport payment leaflet 
under GPC arrangement with the GPC holder together with a covering letter in the 
format at Annex D. 
c. 
Units Based in Germany.  In Germany, applications will be handled either by 
the Newport Passport Office or the British Consulate in Düsseldorf for renewals and 
similar minor services.  Applications to the British Consulate General should be 
accompanied by the covering letter format at Annex D and by a Euro (€) cheque 
drawn on the unit imprest account. 
d. 
Units in Cyprus.  In Cyprus applications will be handled by the British High 
Commission, Nicosia.  Applications are to be submitted through unit administrative 
staff and payment should be made in the following way: 
(1)  Army Administered Units.  The application should be accompanied by a 
personal Cypriot cheque.  On receipt of the passport the individual is to submit 
an Army Form P1923 to obtain re-imbursement. 
(2)  RAF Administered Units.  The application should be accompanied by a 
Cypriot cheque drawn on the appropriate imprest account. 
2.17.008.  Initial Issues / Renewals / Amendments.  The eligibility of applicants to hold a 
British passport must be thoroughly checked by Service establishments before 
applications are forwarded as follows: 
a. 
Units in Germany, Belgium, Holland. 
(1)  Initial Issue.  Consulates in Germany do not issue first passports to 
Service personnel or their dependants.  Applications are to be despatched as 
follows: 
(a)  RN and RAF Units.  Direct to the Identity and Passport Service, 
Newport (Forces Team) Priority Handling, PO Box 1939, Newport, Wales, 
NP20 9HP. 
(b)  Army Units.  Service personnel requiring passports for duty purposes 
to HQ UKSC (G1 COMP).  For dependants apply direct to the Identity and 
Passport Service, Newport (Forces Team) Priority Handling, PO Box 1939, 
Newport, Wales, NP20 9HP. 
(2)  Renewals and Amendments.  To the appropriate British Consulate.  Note 
that only the following Consulates deal with passport business. 
(a)  Germany:  British Consulate General, Dusseldorf 
(b)  Belgium:  Consular Section, British Embassy, Brussels 
(c)  Netherlands: British Consulate General, Amsterdam 
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b. 
Other Units Overseas.  To the nearest British Embassy, Consulate, High 
Commission, or local passport issuing authority. 
c. 
Units in UK.  Direct to the Identity and Passport Service, Newport (Forces 
Team) Priority Handling, PO Box 1939, Newport, Wales, NP20 9HP with an official 
cheque. 
2.17.009.  Documents Required.  Applications are to comprise: 
a. 
The completed UK Passport Application form (see Paragraph 2.17.010 for 
special provisions governing children's passports) or Form C1 (for issues overseas). 
b. 
Two passport photographs, one countersigned as detailed at Paragraph 
2.17.019. 
c. 
Birth certificate, unless the application is to renew a passport issued in UK.  
(See Paragraph 2.17.012). 
d. 
Marriage certificate, if necessary, as indicated on the application form (e.g.  
change in name). 
e. 
Any other documents which may be required, e.g.  registration, adoption papers 
or certificate of naturalisation, as detailed in the Information leaflet with the 
application form. 
Note: Special instructions relating to preparation of passport applications are given at Paragraph 
2.17.017 below. 
 
2.17.010.  Passports for Children.  Other than for travel to the USA, Children less than 
16 years of age already included on their mother's or father’s passport may continue under 
this arrangement until either the passport requires renewal or the child reaches 16 years of 
age.  At this point and for all new applications, a separate passport for children is now 
required.  All children travelling to the USA require separate passports.  Separate 
passports may be provided at public expense for entitled children who: 
a. 
Are over 16 years of age. 
b. 
Are under 16, but who are required to travel independently at public expense 
(e.g.  to attend boarding school in UK). 
c. 
Whose mother travels on a Foreign or Commonwealth passport. 
d. 
Who are under 16 years of age and require to travel to the USA. 
Application for separate passports for entitled children is to be made in accordance with 
Paragraph 2.17.009, this para and accompanied by a parent's passport if this includes the 
child.  For official travel a child must not be included on the father's passport. 
 
2.17.011.  Children with Dual British-German Nationality.  Application from a member 
of the Services in Germany for a first passport for a child, or to include a child, who may 
hold dual Anglo-German nationality is to be accompanied by the written consent of both 
parents.  The British partner is to complete the relevant section on the UK Passport 
application form. 
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BIRTH CERTIFICATE REQUIREMENTS 
2.17.012.  General.  Birth certificates must show the applicant's surname and forename(s) 
and the date and place of birth.  A certificate of registration of birth which records the birth 
without including full name and place of birth is unacceptable for passport purposes.  A 
baptismal certificate cannot be accepted in lieu of a birth certificate.  Photographic copies 
of a birth certificate are not acceptable, since a local birth certificate or certificate of birth 
issued abroad by Navy, Army or Air Force authorities under the provisions of the Services 
Departments Registers Order 1959, does not constitute proof that a child born abroad had 
British Nationality.  A child born in a foreign country on or after 1 January 1983 to a father 
who is a British citizen by descent, is not able to acquire British citizenship solely through 
the birth being registered at a United Kingdom Consulate. 
2.17.013.  British Citizenship.  Consular and High Commission Birth certificates issued 
before 1 January 1983 are generally accepted as evidence of British citizenship and in 
later life, when the child desires a passport in his or her own right, the possession of such 
a certificate will normally waive the requirements to produce the father's birth certificate (or 
passport) and marriage certificate as proof of British citizenship by reason of British (UK) 
descent.  Belated registration, at the father's own expense should be applied for to the 
Home Office Nationality Division, Lunar House, Wellesley Road, Croydon, Surrey (Tel No 
0870-606 7766). 
2.17.014.  Applications for Birth Certificates.  Applications for birth certificates should 
be made to the local Registrar General of the area in which the birth took place.  
Otherwise, applications should be made to national offices whose addresses are as 
follows: 
a. 
England   
 
General Register Office 
Smedley Hydro 
Southport 
Merseyside PR8 2HH 
 
b. 
Scotland  
 
Registrar-General 
New Register House 
Princes Street 
Edinburgh EH1 3YT 
 
c. 
Northern Ireland Registrar-General 
Oxford House 
49/55 Chichester Street 
Belfast BT1 4HL 
 
d. 
Irish Republic   
The General Registrar 
Joyce House 
8/11 Lombard Street East 
Dublin 2 
 
e. 
Adopted Children  General Register Office 
PO Box No 7 
Registration Division 
Tichfield 
Fareham 
JSP 800 Volume 2 Part 2 Chapter 17 - Passport, Visa & Travel Document Requirement for Service Personnel, Civilians and 
Dependants 
Third Edition dated January 2010 
188 

 
2.17.015.  Applicants Born Outside UK.  Applicants for British passports by individuals 
born outside the UK may be required to produce parents' birth and marriage certificate in 
order to establish nationality.  If the father of an applicant was born outside the UK and has 
not been naturalised or registered as a UK citizen, it may be necessary to produce a 
paternal grandfather's birth certificate. 
2.17.016.  An applicant who became a citizen of the UK and Colonies by reason of his 
birth or his father's birth in a Colony may have lost his UK citizenship if the Colony has 
since become a self-governing country and he has thereby acquired its citizenship; in such 
a case, even if he had formerly held a British passport, his nationality status will require re-
examination under the British Nationality Act 1948 before he could be issued with a new 
passport. 
SPECIAL INSTRUCTIONS RELATING TO BRITISH PASSPORTS AND THEIR 
PROVISION 

2.17.017.  Information Leaflet.  An Information leaflet is issued with Passport Application 
Forms and should be read carefully before the forms are completed and their requirements 
observed in full. 
2.17.018.  Countries to be Visited and Purpose of Journey.  The country for which the 
passport is required must be stated. 
2.17.019.  Passport Photographs.  Passport photographs are to be taken in civilian 
clothes, or shirt sleeve order without badges of rank and without hat.  MOD (D Dip Staff) 
will advise occasions when attaches and support staff require a photograph in uniform.  
The counter- signatories of forms should also certify, on the back of one of the 
photographs, that it is a true likeness of the applicant, who should be named. 
2.17.020.  Counter-Signatures of Passport Forms.  The normal requirements for the 
counter-signatory to be someone of appropriate standing with a minimum 2 years personal 
knowledge of the applicant is not compulsory for serving personnel.  If such a counter-
signatory is not available, a commissioned officer with personal knowledge of the applicant 
can sign the form stating actual period of acquaintance.  However, this should be a period 
of not less than 6 months. 
2.17.021.  Expenses Incurred in Obtaining Passports.  Expenses incurred in obtaining 
passports (e.g.  any necessary birth and marriage certificates) may be refunded from 
public funds when the passport is funded at public expense.  The cost of passport 
photographs may also be reclaimed if photographs cannot be obtained from official 
sources. 
2.17.022.  Custody and Transit of Passports.  Passports should be kept in safe custody 
at all times.  Within the UK, passports should be sent by Royal Mail Special Delivery even 
when accompanied by legal documents.  Only British Forces Post Office channels are to 
be used for transit between countries: civil postal services may not be used for this 
purpose. 
2.17.023.  Lead Time for Applications.  The Newport Passport Office require 6 weeks to 
issue a passport (8 weeks during the summer peak months).  Changes of name, adoption, 
overseas births, or incorrect submission of application can extend this still further.  
Wherever possible the months of June and July should be avoided. 
JSP 800 Volume 2 Part 2 Chapter 17 - Passport, Visa & Travel Document Requirement for Service Personnel, Civilians and 
Dependants 
Third Edition dated January 2010 
189 

 
2.17.024.  Provision of Forms.  All applications must be made on the appropriate 
Passport Application Form (See Paragraph 2.17.009).  In the UK bulk supplies of Passport 
Application Forms are obtainable from Regional Passport Offices or singly from main Post 
Offices.  Forms may be obtained overseas from the nearest British Consulate, High 
Commission or local passport issuing authority. 
2.17.025.  Miscellaneous Provisions. 
a. 
Expired Passports.  Expired passports are to be retained by the holder for a 
minimum of one year: they may be called for prior to the granting of a visa for some 
countries. 
b. 
Non-duty Travel.  Passports and visas are not to be provided for leave travel, 
adventure training or a privately arranged journey.  Such requirements are to be 
obtained and paid for at private expense.  Passports provided for official purposes 
may be used subsequently for private purposes. 
PASSPORT FOR FOREIGN AND COMMONWEALTH CITIZENS 
2.17.026.  Commonwealth Citizens.  There is no Service requirement for a 
Commonwealth citizen serving in the armed forces to apply for registration or 
naturalisation as a British citizen.  Consequently any Commonwealth citizen who wishes to 
apply for British Nationality is to make private application to the Home Office and will be 
personally responsible for payment of the necessary fees. 
2.17.027.  Commonwealth and Foreign Passports.  All applications for the issue of 
Commonwealth and foreign passports and visas for duty travel must be applied for by the 
individual directly with the Consulate concerned. 
VISAS ENTRY PERMITS AND STATUS STAMPS 
2.17.028.  Visas and Entry Permits.  The requirement for valid visas and entry permits in 
overseas countries is given in Annex B together with notes of information to be supplied in 
each case.  However, personnel are advised that visa requirements are frequently updated 
and a check should be made with the Visa Section, Relocation Services (formerly DPRC, 
refer to DTMO website for contact details) to ensure that the stated requirements are still 
valid.  Applications arising in the UK are to be forwarded to the Visa Section in the form 
shown at Annex C; they are not to be sent to the appropriate local Embassy, High 
Commission or Legation.  Visa application forms for most countries are obtainable from 
the Visa Section, Relocation Services. 
2.17.029.  Status Stamps.  All status stamps are now loose leaf. 
a. 
Germany.  Passports of civilian personnel on official duty, their dependants and 
Service dependants travelling to Germany should contain a status stamp (Status 
Bescheinigung).  This will entitle them to unrestricted entry into and exit from 
Germany.  These stamps will be inserted by the Visa Section when documents are 
scrutinised.  Dependants travelling officially, but under their own arrangements to 
Germany, may experience difficulties at international borders if they are unable to 
prove their status.  Therefore, photocopies of the information page of the passports 
should be sent to the Visa Section supported by F/MOV/564 (ADP) (Chapter 2, 
Paragraphs 2.2.027/028 and 038 refers), for status stamps to be inserted. 
JSP 800 Volume 2 Part 2 Chapter 17 - Passport, Visa & Travel Document Requirement for Service Personnel, Civilians and 
Dependants 
Third Edition dated January 2010 
190 

 
b. 
NATO Countries other than Germany and USA.  Passports of civilians and 
dependants travelling to NATO countries other than Germany and the USA are to 
bear a NATO endorsement.  This will be inserted by the Visa Section when travel 
documents are scrutinised.  For the USA a special visa will be obtained by the Visa 
Section from the US Embassy. 
c. 
Cyprus.  Civilians on posting, and dependants travelling to Cyprus are to obtain 
a status stamp for their passports from the Visa Section. 
d. 
Personnel Travelling to Australia.  Service personnel travelling to Australia 
should obtain a travel order and dependants status stamp from Visa Section.  Civilian 
personnel travelling on official duty should obtain a visa through the Visa Section. 
2.17.030.  Royal Navy Provision - DESTADVIS.  If the Commanding Officer of a HM Ship 
considers it essential for a member of the ship's company to fly to a particular destination 
under the DESTAVIS procedure, he is to check whether a visa or entry permit is required 
for that port.  If so, he is to indicate the requirement in the DESTAVIS signal (Chapter 2, 
Paragraph 2.2.041 refers).  It then becomes the responsibility of the appointing / drafting 
authority to ensure that application is made to the Visa Section in accordance with 
Paragraph 2.17.028.  If, exceptionally, the destination is one on which Visa Section advice 
is necessary in regard to visa or entry permit requirements, the DESTAVIS messages 
should include a request to the Visa Section to inform the appointing / drafting authority 
direct of the requirements. 
2.17.031.  Travel to Cyprus.  Notwithstanding the Treaty of Establishment and the Cyprus 
Travel Order (F Indent 173 copy at Annex E), all Service personnel travelling on duty to or 
from Cyprus are to hold a valid passport.  Dependants and civilians require a valid 
passport bearing a status stamp.  Service personnel travelling as indulgence and 
CFP/CNFP passengers are to hold a valid passport. 
2.17.032.  Foreign & Commonwealth Office Travel Advice.  Advice for overseas travel 
including the current passport and visa requirements are available on the internet.  The 
address is http://www.fco.gov.uk. 
JSP 800 Volume 2 Part 2 Chapter 17 - Passport, Visa & Travel Document Requirement for Service Personnel, Civilians and 
Dependants 
Third Edition dated January 2010 
191 


 
ANNEX A TO PART 2 CHAPTER 17 – NATO TRAVEL ORDER 
 
JSP 800 Volume 2 Part 2 Chapter 17 Annex A - NATO Travel Order 
Third Edition dated January 2010 
192 


 
 
 
JSP 800 Volume 2 Part 2 Chapter 17 Annex A - NATO Travel Order 
Third Edition dated January 2010 
193 

 
ANNEX B TO PART 2 CHAPTER 17  
 
TABLE OF COUNTRIES PASSPORT & VISA REQUIRMENTS FOR OFFICIAL 
JOURNEYS - BRITISH PASSPORT HOLDERS ONLY 

Passport 
Visa Reqmts for 
Notice Reqd 
Reqmts 
Special Requirements and 
Country 
Service Personnel 
by DPRC 
for Service 
Notes Relating to Visas 
and Civilians 
(working days) 
Personnel 
(a) (b)  (c) 
(d) 
(e) 
Yes on posting.  No 
1 x Form/ 1 Supplementary 
Afghanistan Yes 

for OP HERRICK  
form & 1 x Photo.  Notes 1-3
Albania Yes 
No 
 
 
2 x Forms & 2 x Photos.  
Note: Passports containing 
Israeli, Korea (Rep), Malawi, 
Algeria Yes 
Yes 

South African or Taiwanese 
stamps are not acceptable. 
Notes 1&2. 

1 x Form & 1 x Photo.  
Angola Yes 
Yes 
 
Notes 1&2 
Antigua & Barbuda  Yes 
No 
 
 
Argentina 
Yes 
Yes* 
 
See Note 5. 
1 x Form & 1 x Photo.  
Armenia Yes 
Yes 

Notes 1&2 
1.  Travel Order for 
Servicemen. 
2.  Status Stamp for 
Australia Yes 
Yes 
10 
dependants on posting. 
3.  Visa for MOD civilians.  
Notes 1&2. 
Austria Yes 
No 
 
 
1 x Form, 1 x Photo & Letter 
Azerbaijan Yes Yes 

of Invitation.  Notes 1&2. 
No 
NATO Travel Order for 
Azores (Portugal) 
No 
 
 
Service Personnel. 
Bahamas Yes 
No 
 
 
*See Note 7.  Passports 
containing Israeli stamps 
Bahrain Yes 
No* 
 
are not acceptable. 
See also Note 5. 
2 x Form & 2 x Photo.1 x 
Additional form required for 
Bangladesh Yes  Yes 

Service Personnel on 
posting.  Notes 1&2 
Barbados Yes 
No 
 
 
NATO Travel Order for 
Service personnel on temp 
duty, NATO Endorsement 
Belgium No 
No 
 
required in passports of 
civilians and dependants on 
posting. 
1 x Form, 1 x Photo & Letter 
Belarus Yes 
Yes 

of Invitation.  Notes 1&2. 
JSP 800 Volume 2 Part 2 Chapter 17 Annex B - NATO Table of Countries Passport & Visa Requirements for Official Journeys British 
Passport Holders Only 
Third Edition dated January 2010 
194 

 
Passport 
Visa Reqmts for 
Notice Reqd 
Reqmts 
Special Requirements and 
Country 
Service Personnel 
by DPRC 
for Service 
Notes Relating to Visas 
and Civilians 
(working days) 
Personnel 
(a) (b)  (c) 
(d) 
(e) 
Service personnel require a 
NATO Travel Order to 
transit the USA even if not 
leaving the airport.  
Personnel should be in 
Belize 
Yes Yes 

possession of a passport if 
staying in Belize over 6 
months.  Dependants and 
civilians proceeding via the 
USA require transit visas. 
2 x Forms & 2 x Photos..  
Benin Yes 
Yes 
3  Notes 1&2. 
Bermuda Yes 
No 
 
 
No representative in UK.  
Apply to Royal Bhutan 
Bhutan Yes 
 
Yes 
 
Mission, Chander Guta, 
Diplomatic Enclosure, New 
Delhi. 
Bolivia Yes 
Yes 
 
Notes 
1-&2. 
Bosnia & 
 
Yes No 
 
Herzegovina 
Botswana Yes 
No 
 
 
Brazil Yes 
No 
 
 
1 x Form & 1 x Photo.  
Brunei Yes 
No* 

*Civilian Dependants on 
posting need visas.   
NATO Travel Order for 
service personnel. 
Bulgaria Yes 
Yes* 

1 x Form & 1 x Photo.  
Notes 1&2 *No visa required 
for stay of up to 30 days. 
2 x Forms & 2 x Photos.  
Burkina Faso 
Yes 
Yes 

Notes 1&2. 
3 x Forms & 3 x Photos.  
Notes 1&2. 
Burma Yes 
Yes 

1 x Form & 1 x Photo for 
diplomatic visas.   
See Note 9(3).  Contact 
Burundi Yes 
Yes 

DTMO (Visa Section) 
 
Government not recognised 
Cambodia 
 
 
 
by HMG.  Contact FCO 
1 x Form & 2 x Photos.  
Cameroon Yes 
 
Yes 

Notes 1&2. 
*NATO Travel Order for 
service personnel on temp 
duty.  Nursemaids require 
 
Canada 
Yes 
No* 
Visas.  If in transit through 
 
USA, dependants and 
civilians will also require US 
transit visa.  See Note 12 
Central African 
Yes 
Contact DTMO (Visa 
Yes  
Republic 
 
Section) 
Contact DTMO (Visa 
Chad Yes 
Yes 
 
Section) 
Chile Yes 
No 
 
 
China 
Yes 
Yes 
10 
1 x Form, 1 x Photo & letter 
JSP 800 Volume 2 Part 2 Chapter 17 Annex B - NATO Table of Countries Passport & Visa Requirements for Official Journeys British 
Passport Holders Only 
Third Edition dated January 2010 
195 

 
Passport 
Visa Reqmts for 
Notice Reqd 
Reqmts 
Special Requirements and 
Country 
Service Personnel 
by DPRC 
for Service 
Notes Relating to Visas 
and Civilians 
(working days) 
Personnel 
(a) (b)  (c) 
(d) 
(e) 
 
of Invitation.  Notes 1&2.  
Passports containing 
TAIWAN Stamps are not 
acceptable. 
Colombia 
1 x Form & 2 x Photos.  
Yes Yes 

 
Notes 1&2. 
 
Visa issued on arrival by 
Comoro Islands 
Yes 
Yes 
 
Immigration 
Congo, 
1 x Form & 1 x Photo.  
Democratic 
Notes 1&2. 
Yes Yes 

Republic of 
(Kinshasa) 
Congo, Republic 
1 x Form & 1 x Photo.  
Yes Yes 
 

of (Brazzaville) 
Notes 1&2. 
Cook Island 
Must hold a return onward 
Yes No 
 
 
ticket. 
Check with DTMO (Visa 
Costa Rica 
Yes 
No 
 
Section) 
Croatia Yes 
No 
 
 
2 x Forms, 2 x Photos & 
Cuba Yes 
Yes 
15 Letter of Invitation.  Notes 
1&2. 
Service personnel are to be 
in possession of a passport, 
F IDENT 173 and ID card 

Cyprus 
Yes 
No  
are not enough.  Civilians 
and all dependants require 
status stamps in their 
passports. 
NATO Travel Order for 
service personnel. 
Czech Republic 
Yes  
No 
 
Contact Relocation Services 
for info on Postings 
NATO Travel Order for 
Service personnel.  NATO 
No 
Endorsement required in 
Denmark No 
 
 
passports of civilians and all 
dependants proceeding on 
posting. 
Contact DTMO (Visa 
Djibouti Yes 
Yes 
 
Section) 
Dominica Yes 
No 
 
 
Cuban Stamps are not 
Dominican 
acceptable 
Yes No* 
 
Republic 
See Note 5. 
 
Ecuador 
Yes 
No* 
 
See Note 5. 
1 x Form & 1 x Photo.  
Egypt Yes 
Yes 
4  Notes 1&2. 
Passport must contain 
No 
El Salvador 
Yes 
 
neither Communist nor 
 
Cuban stamps. 
*See Note 9(1). 
Equatorial Guinea 
Yes 
Yes* 
 
Check with DTMO (Visa 
Section). 
Eritrea 
Yes 
Yes 
 
1 x Form & 1 x Photo.  
JSP 800 Volume 2 Part 2 Chapter 17 Annex B - NATO Table of Countries Passport & Visa Requirements for Official Journeys British 
Passport Holders Only 
Third Edition dated January 2010 
196 

 
Passport 
Visa Reqmts for 
Notice Reqd 
Reqmts 
Special Requirements and 
Country 
Service Personnel 
by DPRC 
for Service 
Notes Relating to Visas 
and Civilians 
(working days) 
Personnel 
(a) (b)  (c) 
(d) 
(e) 
 Notes 
1&2. 
NATO Travel Order for 
Estonia Yes 
No 
 
service personnel. 
1 x Form & 1 x Photo.  
Ethiopia Yes 
Yes 

Notes 1&2. 
Falkland Islands 
Yes  
No 
 
 
Fiji Yes 
No    
Finland Yes 
 
No 
 
 
NATO Endorsement 
Yes (NATO 
required in passports of 
Travel 
 
civilians and dependants 
France 
Order for 
No 
 
proceeding on posting if 
transit only) 
appointment is under the 
 
NATO SOFA. 
1 x Form & 1 x Photo.  
Gabon Yes 
Yes 

Notes 1&2. 
Gambia, The 
Yes  
No 
 
 
Yes 
1 x Form & 1 x Photo.  
Georgia 
Yes 4 
 
Notes 1&2. 
NATO Travel Order for 
Service Personnel.  
 
Civilians proceeding on 
Germany No No 
 
posting and all dependants 
require Status Stamps in 
Passports. 
Yes 
1 x Form & 2 x Photos.  
Ghana 
Yes 10 
 
Notes 1&2. 
NATO Travel Order for 
Gibraltar No 
No 
 
Service personnel. 
NATO Travel Order for 
Service Personnel.  
Civilians proceeding on 
Greece No 
No 
 
posting and all dependants 
require NATO 
Endorsements in Passports. 
Grenada Yes 
No 
 
 
2 x Forms & 2 x Photos.  
Notes 1&2.  Note Passports 
Yes 
Guatemala 
Yes 5 
bearing stamp of any 
 
communist country will not 
be accepted. 
Guinea Bissau 
3 x Forms & 3 x Photos.  
Yes Yes 

 
Notes 1&2. 
Guinea, Republic 
1 x Form & 2 x Photos.  
Yes Yes 

of 
Notes 1&2. 
Guyana Yes 
No 
 
 
Haiti Yes 
No 
   
Honduras Yes 
No 
 
 
Hong Kong 
Yes 
Yes 
 
See requirements for China 
NATO Travel Order for 
service personnel. 
Hungary Yes 
No* 
 
See Note 5. 
 
NATO Travel Order for 
Iceland Yes 
No 
 
service personnel. 
India 
Yes 
Yes 

Application to be completed 
JSP 800 Volume 2 Part 2 Chapter 17 Annex B - NATO Table of Countries Passport & Visa Requirements for Official Journeys British 
Passport Holders Only 
Third Edition dated January 2010 
197 

 
Passport 
Visa Reqmts for 
Notice Reqd 
Reqmts 
Special Requirements and 
Country 
Service Personnel 
by DPRC 
for Service 
Notes Relating to Visas 
and Civilians 
(working days) 
Personnel 
(a) (b)  (c) 
(d) 
(e) 
on-line.  1 x Form, 2 x 
Photos & Letter of Invitation.  
Notes 1&2. 
Yes 
1 x Form & 1 x Photo.  
Indonesia Yes 

 
Notes 1&2. 
2 x Forms & 3 x Photos.  
Yes 
Notes 1&2.  Passports 
Iran Yes 

 
containing Israeli stamps 
are not acceptable 
1 x form, 1 x photo.  Note 
 
Iraq Yes 
Yes 
Verable from FCO 
 
essential.. 
Ireland No 
No 
 
 
NATO Travel Order for 
Service Personnel.  
Civilians proceeding on 
Italy No 
No 
  posting and all dependants 
require NATO 
Endorsements in Passports. 
Ivory Coast 
1 x Form & 1 x Photo.  
Yes Yes 

 
Notes 1&2. 
Jamaica Yes 
No 
 
 
Japan Yes 
No 
 
 
Yes 
1 x Form & 1 x Photo.  
Jordan 
Yes 4 
 
Notes 1&2. 
Yes 
1 x Form, 1 x Photo & Letter 
Kazakhstan 
Yes  

 
of Invitation.  Notes 1&2. 
1 x Form & 1 x Photo.  
No* 
Notes 1&2.  Servicemen 
Kenya Yes 

 
travel on Passport and ID 
card (no visa). 
Kiribati Yes 
No 
 
 
 
North Korea 
North Korean Government 
(Democratic 
not recognised by HMG. 
 
 
 
People’s Republic 
Contact FCO. 
of) 
*For stay under 30 days.  If 
South Korea (The 
staying over 30 days, 1 x 
Yes No* 
 
Republic of) 
Form & 1 x Photo.  Notes 
1&2. 
Kosovo Yes 
No 
 
 
*Servicemen on temporary 
duty travel on Passport and 
ID card.  Anything else 
Yes 
Kuwait 
Yes* 3 requires 2 x Forms & 2 x 
 
Photos.  Notes 1&2. 
Passports containing Israeli 
stamps are not acceptable. 
1 x Form & 1 x Photo.  
Letter of Invitation must be 
Yes 
Kyrgyzstan 
Yes 6 
stamped by Ministry of 
 
Foreign affairs in 
Kyrgyzstan.  Notes 1&2. 
Yes 
*See Note 9(1).  Check with 
Laos 
Yes*  
 
DTMO (Visa Section). 
Latvia 
Yes 
No 
 
NATO Travel Order for 
JSP 800 Volume 2 Part 2 Chapter 17 Annex B - NATO Table of Countries Passport & Visa Requirements for Official Journeys British 
Passport Holders Only 
Third Edition dated January 2010 
198 

 
Passport 
Visa Reqmts for 
Notice Reqd 
Reqmts 
Special Requirements and 
Country 
Service Personnel 
by DPRC 
for Service 
Notes Relating to Visas 
and Civilians 
(working days) 
Personnel 
(a) (b)  (c) 
(d) 
(e) 
service personnel. 
2 x Forms & 2 x Photos.  
Lebanon 
Notes 1&2.  Passports 
Yes Yes 

 
containing Israeli stamps 
are not acceptable. 
Lesotho Yes 
No 
 
 
Yes 
2 x Forms & 2 x Photos.  
Liberia 
Yes 4 
 
Notes 1&2. 
1 x Form & 2 x Photos.  
Check with DPRC.  
Yes 
Libya 
Yes 10 
Passports containing Israeli 
 
and/or Egyptian stamps are 
not acceptable. 
Liechtenstein Yes 
No 
 
 
Lithuania 
NATO Travel Order for 
Yes No 
 
 
service personnel. 
NATO Travel Order for 
Service Personnel.  
No 
 
Civilians proceeding on 
Luxembourg No 
 
 
posting and all dependants 
require NATO 
Endorsements in Passports. 
Macedonia Yes No 
 
 
1x Form & 4 x Photos.  
Madagascar Yes  Yes 

Notes 1&2. 
Malawi Yes 
No 
 
 
Malaysia Yes 
No 
 
 
Maldives Islands 
Yes 
No 
 
 
Mali 
 
*See Note 9(3).  Check with 
Yes Yes* 
 
 
DTMO (Visa Section). 
Malta Yes 
No 
 
 
Check with DTMO (Visa 
Mauritania Yes Yes 
 
Section) 
Mauritius Yes 
No 
 
 
*Visa not required for stay of 
 
Mexico Yes 
Yes* 
up to 90 days.  Check with 
 
DTMO (Visa Section). 
Yes 
*See Note 9(3).  Check with 
Moldova 
 Yes* 
 
 
DTMO (Visa Section). 
Monaco Yes 
No 
 
 
Yes 
1 x Form & 1 x Photo.  
Mongolia Yes 
 

 
Notes 1&2. 
Yes 
Passports containing Israeli 
Morocco 
No  
 
stamps are not acceptable. 
Mozambique 
Yes 
Yes 

1 x Form & 3 x Photos. 
Intending travellers should 
Yes 
 
Namibia 
No 
consult Southern African 
 
 
Department of the FCO.   
Check with DTMO (Visa 
Nauru Yes 
Yes 
15  Section) 
1 x Form & 1 x Photo. 
Nepal Yes 
Yes 
 
 
NATO Travel Order for 
 
Service Personnel.  
Netherlands No  No 
 
Civilians proceeding on 
posting and all dependants 
JSP 800 Volume 2 Part 2 Chapter 17 Annex B - NATO Table of Countries Passport & Visa Requirements for Official Journeys British 
Passport Holders Only 
Third Edition dated January 2010 
199 

 
Passport 
Visa Reqmts for 
Notice Reqd 
Reqmts 
Special Requirements and 
Country 
Service Personnel 
by DPRC 
for Service 
Notes Relating to Visas 
and Civilians 
(working days) 
Personnel 
(a) (b)  (c) 
(d) 
(e) 
require NATO 
Endorsements in Passports.  
Check with Embassy about 
travel to the Dutch West 
Indies. 
*No visa for stay of up to 6 
New Zealand 
Yes 
Yes* 
20 
months.  Check with DTMO 
for postings. 
Nicaragua Yes No 
 
 
Yes 
*See Note 9(1).  Check with 
Niger 
Yes*  
 
 
DTMO (Visa Section). 
Nigeria 
Yes 
1 x Form, 1 x Photo and 
Yes  
10 
 
 
Letter of Invitation.   
NATO Travel Order for 
Service Personnel.  
No 
 
Civilians proceeding on 
Norway 
No 
 
 
posting and all dependants 
require NATO 
Endorsements in Passports. 
Application form to be 
completed on-line 1 x Form 
& 2 x Photos.  Passports 
containing Israeli, Libyan or 
Oman Yes 
 
Yes 

South African stamps are 
not acceptable.  Letter of 
Invitation required for 
foreign nationals. 
1 x Form, 2 x Photos & 
Yes 
Pakistan Yes 
 

Letter of Invitation.  Notes 
 
1&2. 
Panama Yes 
No 
 
 
1 x Form, 2 x Photos & 
Papua New 
Yes 
Yes 

Letter of Invitation.  Notes 
Guinea 
 
 
1&2.   
Paraguay Yes 
No 
 
 
Peru Yes 
Yes 
3  Notes 
1&2. 
Yes 
1 x Form & 1 x Photo.  
Philippines 
Yes 4 
 
Notes 1&2. 
NATO Travel Order for 
Yes 
 
service personnel. 
Poland 
No 
 
 
Visas not required except 
for posting. 
NATO Travel Order for 
Service Personnel.  
Civilians proceeding on 
Portugal No 
No 
 
posting and all dependants 
require NATO 
Endorsements in Passports. 
Yes - It is essential 
1x Form & 2x Photos.  
for personnel 
Notes 1&2.  Check with 
operating from or 
DPRC - Gulf War II has 
Qatar Yes 

staging through Al 
affected the visa process.  
Udeid to have 
Passports containing Israeli 
legible ID cards 
stamps are not acceptable 
NATO Travel Order for 
Romania Yes 
Yes* 

service personnel. 
JSP 800 Volume 2 Part 2 Chapter 17 Annex B - NATO Table of Countries Passport & Visa Requirements for Official Journeys British 
Passport Holders Only 
Third Edition dated January 2010 
200 

 
Passport 
Visa Reqmts for 
Notice Reqd 
Reqmts 
Special Requirements and 
Country 
Service Personnel 
by DPRC 
for Service 
Notes Relating to Visas 
and Civilians 
(working days) 
Personnel 
(a) (b)  (c) 
(d) 
(e) 
1 x Form & 1 x Photo.  
Notes 1&2.  Letter of 
Invitation. 
*No visa for a stay of up to 
90 days. 
Application form to be 
completed on-line.  1 x 
10 
Form, 1 x Photo & Letter of 
Russia Yes 
Yes 
 
Invitation.  Notes 1&2.  No 
forms or photos for 
Diplomats. 
2 x Forms & 2 x Photos.  
Rwanda Yes 
Yes 

Notes 1&2. 
St Lucia 
Yes 
No 
 
 
St Vincent & the 
 
Yes No 
 
Grenadines 
US visa required - See entry 
Samoa (American)  Yes 
Yes 
 
for USA.   
Sao Tome & 
1 x Form & 1 x Photo.  
Yes Yes 
 
Principe 
Notes 1&2. 
1 x Form & 2 x Photos.  
Notes 1&2.  Contact DTMO 
Saudi Arabia 
Yes 
Yes 

(Visa Section).  Passports 
containing Israeli stamps 
are not acceptable 
Senegal Yes 
No 
 
 
Serbia & 
 
Yes No 
 
Montenegro 
Seychelles Yes No 
 
 
1 x Form & 1 x Photo.  
Sierra Leone 
Yes 
Yes 

Notes 1&2. 
Singapore Yes No 
 
 
NATO Travel Order for 
service personnel. 
Slovak Republic 
Yes 
No* 
 
*Visa required if staying 
over 6 months. 
NATO Travel Order for 
Slovenia Yes 
No 
 
Service personnel. 
Solomon Islands 
Yes 
No 
 
 
 
 
 
 
 
No Forms & no Photos.  
Somalia Yes 
Yes 

Notes 1&2. 
Those intending to visit any 
Independent Homeland 
South Africa 
Yes 
No 
 
should consult the DTMO 
(Visa Section). 
NATO Travel Order for 
Spain No 
No 
 
service personnel. 
1 x Form & 1 x Photo.  
Sri Lanka 
Yes 
Yes 
10 
Notes 1&2. 
3 x Forms, 3 x Photos & 
Sudan Yes 
Yes 
 
Letter of Invitation.  Notes 
1&2 and 8. 
No UK representative - 
Suriname Yes 
Yes 
 
contact DTMO (Visa 
Section) 
JSP 800 Volume 2 Part 2 Chapter 17 Annex B - NATO Table of Countries Passport & Visa Requirements for Official Journeys British 
Passport Holders Only 
Third Edition dated January 2010 
201 

 
Passport 
Visa Reqmts for 
Notice Reqd 
Reqmts 
Special Requirements and 
Country 
Service Personnel 
by DPRC 
for Service 
Notes Relating to Visas 
and Civilians 
(working days) 
Personnel 
(a) (b)  (c) 
(d) 
(e) 
Swaziland Yes No 
 
 
Sweden Yes 
No 
 
 
Switzerland Yes  No 
 
 
2 x Forms & 2 x Photos.  
Notes 1&2.  Passports 
Syria Yes 
Yes 
10 containing Israeli stamps 
are not acceptable 
Visas must not be applied 
Taiwan Yes 
Yes 
 
for officially.  Apply as a 
private individual only. 
Contact DTMO (Visa 
Tajikistan Yes 
Yes 
 
Section). 
1 x Form & 2 x Photos.  
Tanzania Yes 
Yes 

Notes 1&2. 
 
1 x Form & 2 x Photos.  
Thailand Yes 
Yes 

Notes 1&2. 
Togo Yes 
No 
 
 
Tonga Yes 
No 
 
 
Trinidad & Tobago 
Yes 
No 
 
 
Passports containing Israeli 
Tunisia Yes 
 
No 
 
stamps are not acceptable. 
1 x Form & 1 x Photo.  
Turkey Yes 
Yes 

Notes 1&2. 
1 x Form, 2 x Photos and a 
Uganda Yes 
Yes 

Letter of Invitation.  Notes 
1&2. 
1 x Form, 2 x Photos and a 
Ukraine Yes 
Yes 

Letter of Invitation.  Notes 
1&2. 
United Arab 
Passports containing Israeli 
Yes No 
 
Emirates 
stamps are not acceptable. 
*NATO Travel Order and ID 
card for service personnel 
on temporary duty.  Visas 
for everyone else (See Note 
United States of 
13).  Contact DPRC for 
No* No* 

America 
further information on 
ESTA.  Application form to 
be completed on-line.  1 x 
Form & 1 x Photo.  Notes 
1&2. 
Uruguay Yes 
No 
 
 
2 x Forms, 2 x Photos and a 
Uzbekistan Yes Yes 
 
Letter of Invitation.  Notes 
1&2. 
Vanuatu Yes 
No 
 
 
1 x Form & 2 x Photos.  
Venezuela Yes Yes 

Notes 1&2. 
1 x Form, 1 x Photo & Letter 
Vietnam Yes 
Yes 

of Invitation.  Notes 1&2. 
 
1 x Form & 1 x Photo.  
Yemen Yes 
Yes 

Letter of Invitation.  Notes 
1&2. 
Zambia 
Yes 
Yes 

1 x Form & 2 x Photos.  
JSP 800 Volume 2 Part 2 Chapter 17 Annex B - NATO Table of Countries Passport & Visa Requirements for Official Journeys British 
Passport Holders Only 
Third Edition dated January 2010 
202 

 
Passport 
Visa Reqmts for 
Notice Reqd 
Reqmts 
Special Requirements and 
Country 
Service Personnel 
by DPRC 
for Service 
Notes Relating to Visas 
and Civilians 
(working days) 
Personnel 
(a) (b)  (c) 
(d) 
(e) 
Notes 1&2. 
Zimbabwe Yes No 
 
 
 
Notes: 
1.
 
The following information should be forwarded in a covering letter with all visa applications: 
 a. 
Rank. 
 
b. 
Date of departure from the UK. 
 
c. 
Date of arrival in and departure from each country to be visited. 
 
d. 
Purpose of journey. 
 
e. 
Any written invitations. 
 f UIN. 
2. 
In addition to the information specified at Note 1, the following is required for dependants: 
a. 
Name of post held by husband/father and his rank and initials and type of visa held by 
husband/father if travelling to USA. 
 
b. 
Whether staying for duration of posting or merely for school holidays. 
 
c. 
If school holidays - exact length of stay. 
3. 
Unless otherwise indicated in the Table of Countries, visas are not normally required for refuelling or 
overnight stop provided the traveller is not leaving the airfield, except USA where all civilians must have visa 
for transit. 
4. 
If travelling by car, the visa application should state the make and colour of the car, the registration 
number and the name of the country from which entry is made and date of entry.  If in transit, the point of exit 
must also be stated.  Embassy staff should state whether replacement or addition to staff. 
5. 
Visa exemptions are generally for a stay of up to three months (two months for Swaziland).  Check 
with the Services Booking Centre before travelling. 
6. 
A visa may be advisable.  Check with Visa Section, Relocation Services, DTMO, MSS (formerly 
DPRC). 
7. 
Visas are not required by holders of UK passports issued in the UK, Channel Islands or by HM 
Consular Officers and high Commissioners if the nationality status is shown as British subject and the place 
of birth or country of residence is shown as being the UK or Channel Islands. 
8. 
Certain stamps may not be acceptable in some countries: consequently check with the Visa Section.  
Second or replacement passports can, in certain circumstances, be provided from gratis facilities.  See 
Paragraph 2.17.005c and d. 
9. 
Visa applications are referred by the Embassy to Paris (1), Naples (2), Brussels (3), Maputo (4), 
Lisbon (5), Madrid (6).  Allow plenty of time in case of delays. 
10. 
Attached staffs to check with the Visa Section. 
11.  The Nigerian High Commission requires to see the applicant’s expired passport whenever the 
passport submitted for visa is up to one year old, but not bearing any immigration stamps from other 
countries visited.  (Paragraph should be deleted as this does not apply anymore) 
12. 
Military personnel travelling to BATUS on posting are to have a passport plus ID card and are to have 
a copy of their posting / assignment order as Canadian Immigration will issue a visa on entry.  Military 
personnel attached to BATUS (Exercise/Temporary staff) for periods of nine months or less will be granted 
entry with a valid NATO Travel Order and ID card.  Passports are to be carried in case of diversion, 
passports are required if personnel travel on leave from Canada and it is recommended that they are carried 
in case of emergency compassionate recovery by commercial air. 
13. 
All personnel who are posted and MOD civilians on temporary duty are to have a passport and visa 
and are to contact the Visa Section, Relocation Services, DTMO, MSS (0207 305 4850) to confirm the 
correct type.  Personnel travelling on NATO Travel Orders are recommended to carry a passport in case of 
emergency compassionate recovery by commercial air.  More details are available from the Visa Section, 
and Foreign & Commonwealth Office website (http://fco.gov.uk). 
 
JSP 800 Volume 2 Part 2 Chapter 17 Annex B - NATO Table of Countries Passport & Visa Requirements for Official Journeys British 
Passport Holders Only 
Third Edition dated January 2010 
203 

 
ANNEX C TO PART 2 CHAPTER 17 
 
RELOCATION SERVICES 

Relocation Services, 
DTMO (Visa Section) 
5th Floor 
St George’s Court 
2-12 Bloomsbury Way 
LONDON 
WC1A 2SH 
 
Note:  This Visa Section is due to relocate to MOD Main Building from Apr 2010.  Please refer to the DT Website for 
contact details. 
 
Visa Applications only 
 (For passports send to Newport or relevant Passport Office)
 
PROVISION OF VISAS 
 
1. 
Please provide/renew* visa(s)* in respect of the enclosed  
application(s)* 
 
2. 
The reason for the requirement is: 
 
a. 
Posting/temporary duty visit to    
 
 
 
 
 
b. 
On  
 
 
 
 
 
 
 
 
 
 
c. 
Other 
reason 
        
 
3. 
Visa is required for: 
 
a. 
Purpose of visit  
 
 
 
 
 
 
 
 
b. 
Duration of visit  
 
 
 
 
 
 
 
 
c. 
Other 
particulars 
 
       
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
Official unit stamp 
 
Signature 
 
      
 
Name 
 
      
(in block letters) 
Rank 
 
      
 
Unit 
Address 
 
     
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
Tel:   
 
 
 
 
 
Date:  
 
 
 
Ref: 
       
 
Notes: 
1. 
Enclosures: (list passports and supporting certificates) 
2. 
*Delete as appropriate. 
3. 
If more than one application enclose a nominal roll. 
4. 
Application must be signed by an officer not below the rank of Capt (Army) or equivalent.  Facsimile 
signatures will not be accepted. 
JSP 800 Volume 2 Part 2 Chapter 17 Annex C – Provision of Visas 
Third Edition dated January 2010 
204 

 
ANNEX D TO PART 2 CHAPTER 17 
 
INFORMATION TO BE INCLUDED IN THE COVERING LETTER REQUIRED TO 
ACCOMPANY ALL PASSPORT AND VISA APPLICATIONS 

1. 
Name, rank or title and full service/staff number where appropriate.  Please clearly 
denote whether personnel are military/civil servant(s) or MOD contractor(s). 
2. 
Authority and purpose of travel. 
3. Your 
UIN 
4. 
Date of arrival and departure. 
5. 
Establishments to be visited (please do not use abbreviations). 
6. 
Date if the passport(s) is/are required for holiday travel prior to the duty visit. 
7. 
Any written invitations. 
JSP 800 Volume 2 Part 2 Chapter 17 Annex D - Information in the Covering Letter Required to Accompany all Passport & Visa 
Applications 
Third Edition dated January 2010 
205 


 
ANNEX E TO PART 2 CHAPTER 17 
 
F IDENT 173 

 
JSP 800 Volume 2 Part 2 Chapter 17 Annex E - F-INDENT 173 
Third Edition dated January 2010 
206 

 
PART 2 
 
CHAPTER 18 - JOINT SERVICE AND CIVILIAN REPORTING 
REQUIREMENTS AND DRESS STANDARDS FOR AIR AND SEA TRAVEL 
INTRODUCTION 
2.18.001  Reporting and dress regulations for Service personnel, travelling by air or sea 
are detailed below for the guidance of despatching units, the individuals concerned and 
movements staffs.  The advice in Paragraph 2.18.006 is also applicable to dependants of 
service personnel and MOD sponsored civilians. 
REPORTING 
2.18.002  Personnel travelling by air or sea, who fail to report, in accordance with the 
notified reporting time for a particular flight or voyage, will be reported and disciplinary 
action may be taken against them.  Also, in accordance with current administrative 
regulations, they may also be required to reimburse any subsistence and travel costs 
associated with their journey. 
DRESS – GENERAL 
2.18.003  Security.  Guidelines for the wearing of uniform in public and the carriage of 
military style kit-bags and rucksacks etc can be found in JSP 440 (Part 7 Section 1 
Chapter 7).  Front Line Commands, Mounting Instructions or other movement instructions 
may be referred to for specific guidance. 
2.18.004  Carrying of Uniform.  Uniform is to be carried, but not necessarily worn, in the 
following circumstances: 
a.  On all duty journeys, if uniform is required at final destination. 
b.  When travelling on leave in periods of tension, if uniform would be required in the 
event of an emergency. 
2.18.005  Civilian Clothing.  When worn, personal civilian clothes are to be smart, clean, 
in good repair and of a good standard, and are not to reflect badly upon the Services.  
Appropriate guidance and monitoring of standards are to be undertaken at despatching 
units when personnel are being prepared for movement.  Personnel arriving at an airhead 
inappropriately dressed will be required to change before checking-in for the flight or sea 
passage. 
DRESS - AIR TRAVEL 
2.18.006  General.  Civilian clothes are to be worn by passengers on Service, MOD 
chartered or civilian aircraft, unless otherwise directed in mounting instructions, movement 
orders, preparation and administrative instructions for specific operations and exercises, 
except for contingency trooping.  The following countries forbid uniformed military 
personnel on aircraft landing in their territory. 
Austria  
Special dispensation needed. 
JSP 800 Volume 2 Part 2 Chapter 18 - Joint Service and Civilian Reporting Requirements and Dress Standards for Air and Sea Travel 
Third Edition dated January 2010 
207 

 
Bahrain  
Through Passengers only, not applicable if they remain on aircraft.  
(Passengers deploying as part of Op Telic will dress in accordance 
with specific Preparation Instructions). 
Ghana  
Except crew. 
India  
Except 
crew. 
Kenya   
Special permission needed for passengers. 
Saudi Arabia 
Crew may land in uniform and change on arrival. 
Switzerland 
Crew may land in uniform and change on arrival. 
Turkey   
Shorts may not be worn. 
 
In case of doubt, advice can be obtained from Sec(AS), MOD Main Building, who should 
also be informed if any problems or new regulations are encountered on foreign journeys. 
 
2.18.007  Unsuitable Clothing.  For passengers travelling by air, long sleeve and long 
legged garments are recommended, particularly when travelling by C130 (Hercules) or 
C17 (Globemaster) aircraft as these are often cold during the flight.  In addition, 
passengers are to wear robust footwear with the whole foot covered when travelling on 
these aircraft.  The following items of clothing are not to be worn when travelling by air: 
Beachwear of any kind. 
Flip-flops*. 
Flippers. 
Sandals or shoes not secured at the heel / ankle*. 
High or stiletto heeled foot wear. 
Sports vests. 
Singlets. 
Untailored or sports shorts#. 
Any item bearing offensive slogans. 
 
*Except for passengers travelling on the Akrotiri Trooper, BFG charter where the airline 
permits and the SAI Airbridge. 
#Shorts or skirts of any kind are not to be worn when travelling on C130 or C17 aircraft. 
 
2.18.008  Uniform.  For the movement of formed bodies on Operations and Exercises, 
the Movements Instruction will instruct that uniform is to be worn, unless there are 
overriding reasons for civilian clothes to be worn.  If Service boots are worn, they are to be 
rubber soled.  Guidance can be sought through SO2 Air Passenger Policy, SCM. 
2.18.009  Civil Air to NI and Irish Republic.  Passengers proceeding to NI on civil 
aircraft are always to travel in plain clothes and ensure that such clothing does not bear 
any military insignia or logos.  Passengers proceeding to the Irish Republic are always to 
travel in plain clothes.  Uniform or items of Service equipment are not to be taken into the 
Irish Republic 
2.18.010  Air Travel to North America.  The dress code for administrative air travel to 
North America is civilian dress.  However, the dress policy for exercise/operational 
passengers is uniform if travelling on a military flight.  If passengers in uniform are night-
stopping in a civilian environment (e.g.  hotel), they should carry with them, as part of their 
hand baggage, a civilian change of clothing to change into. 
JSP 800 Volume 2 Part 2 Chapter 18 - Joint Service and Civilian Reporting Requirements and Dress Standards for Air and Sea Travel 
Third Edition dated January 2010 
208 

 
DRESS - SEA TRAVEL 
2.18.011  HM Ships.  Personnel travelling on duty for recreational purposes are to 
conform to the dress regulations of the host Service. 
2.18.012  Commercial Ships.  Personnel are normally to wear civilian clothes throughout 
the voyage unless as directed by a Mounting Instruction or Operation Order (i.e.  Ships 
Party).  However, when large parties are travelling, it may be necessary for uniform to be 
worn when embarking and disembarking, appropriate instructions will be issued by 
despatching authorities for drafts proceeding to and from abroad by this means.
JSP 800 Volume 2 Part 2 Chapter 18 - Joint Service and Civilian Reporting Requirements and Dress Standards for Air and Sea Travel 
Third Edition dated January 2010 
209 

 
PART 2 
 
CHAPTER 19 - MOD COMMERCIAL AIR BOOKING PROCEDURES 
INTRODUCTION 
2.19.001.  Outline.  This Chapter details arrangements for MoD personnel booking 
commercial air travel at public expense via the Defence Travel (DT) Service.  It is 
applicable to all staff who book air travel (both self bookers and dedicated travel 
arrangers), line managers and budget holders. 
DEFENCE TRAVEL MANAGEMENT ORGANISATION (DTMO) 
2.19.002.  General Background.  DT is a pan-Defence programme charged with 
improving the business (duty) travel process by offering value for money and a wider 
range of travel options whilst simplifying the booking process.  DT affords the individual 
with a capability that allows them to define their travel needs and make bookings for either 
simple or complex journeys.  This has been achieved by providing an on-line booking tool, 
the Electronic Booking Interface Service (EBIS); with an off-line service provided by a 
Travel Service Provider (TSP), Hogg Robinson Group (HRG), should it be required.  
Scheduled and low cost air carriers (LCC) can be booked online.  The on-line tool will also 
direct bookers and travellers to trooping and part charter flights if they exist for a chosen 
route. 
2.19.003.  Requirement to Use DT.  The use of DT has been mandated across the 
Department by 2nd PUS and this has been incorporated into annual Service Delivery 
Agreements with TLBs.  The DTMO is able to identify travel purchased outside of DT using 
Government Procurement Cards and passes this information for investigation and further 
action if deemed appropriate.  Justification for booking travel outside of DT is required by 
DT policy staffs.  Up to date DT Exemption procedures can be round in related DINs. 
2.19.004.  Whilst EBIS and the off-line service adhere to the policy and entitlements laid 
down in JSP 800 Volume 2 it is the responsibility of the booker to ensure that they use the 
most economical method of travel and should only select a more expensive fare when 
there is a clear overall benefit to the Department in terms of business effectiveness. 
2.19.005.  Management Information (MI).  Production of accurate, meaningful and timely 
MI is a key aspect of DT.  MI is generated through the EBIS Business Intelligence Model 
(BIM) and is hosted on the Defence Intranet and sent to TLB DT focal points.  This data is 
based on travel spend and trend analysis and can be broken down by UIN, class and 
route.  Exception reports will also be generated to identify lost opportunities and costs 
wherever more expensive travel options have been selected. 
MOD COMMERCIAL AIR TRAVEL POLICY – ON-LINE BOOKINGS 
2.19.006.  General.  The key component of DT is the Electronic Booking Interface Service 
(EBIS), providing desktop access to travel arrangements through the Defence Intranet.  
The ticket fulfilment elements of the DT on-line service are provided by the Hogg Robinson 
Group (HRG).  HRG also provide an off-line telephone booking service detailed in 
Paragraph 2.2.19.022.  They also provide the rail, overseas car hire, hotel and 
conferencing services detailed in subsequent chapters. 
JSP 800 Volume 2 Part 2 Chapter 19 - MOD Commercial Air Booking Procedures 
Third Edition dated January 2010 
210 

 
2.19.007.  Categories of DT User.  There are 2 categories of DT on-line user: The Self-
Booker who is only able to book their own travel, and the Travel Arranger who is able to 
book their own travel and travel for any other member of MOD.  All other personnel are 
classed as Travellers and will not have direct access to EBIS. 
2.19.008.  DT User Account Creation.  To access DT as a Self-Booker or Travel 
Arranger an individual will require RLI, DECS and EBIS connectivity.  To obtain an EBIS 
and/or DECS Pin & Password arrangers should follow the following link to access the 
application form which can be found in related documents: 
2.19.009.  http://defenceintranet.diiweb.r.mil.uk/DefenceIntranet/Admin/ArrangeTravel/ 
2.19.010.  All applications for a DT User Account must be authorised by a Line Manager.  
A copy of the application form is at Annex A to this chapter. 
2.19.011.  User Account Requirements.  The following information is required to 
complete a DT User Account application: 
2.19.012.  PUID.  A unique 10-digit reference number allocated to all MOD personnel – 
details available via the following link: http://25.6.1.86/puid/. 
a. 
External MOD e-mail address (xxxx@xxx.xx).  Personal e-mail addresses are 
not acceptable. 
b. 
Type of access required: Travel Arranger / Self-Booker. 
c. 
Confirmation of business area. 
d. Line 
manager 
authorisation. 
Once an application has been processed the applicant will be issued with a password and 
PIN.  Applicants must immediately check their profile details are correct.  Failure to do will 
result in difficulties when arranging travel. 
 
BOOKING A FLIGHT 
2.19.013.  Booking a Flight.  EBIS will display fares available on the day, including fully 
flexible fares and lowest restricted fares.  These fares will include MOD negotiated rates, 
HRG’s contracted rates, any special offers in the market place and fares offered by Low 
Cost Carriers (LCCs).  Self-Bookers / Travel Arrangers will be expected to select the 
lowest suitable fare available.  Self-Bookers / Travel Arrangers are advised that trips 
involving both scheduled airlines and LCCs must not to be booked on the same 
reservation as this will cause the payment and reconciliation process to fail. 
2.19.014.  Traveller Categories.  The Traveller Categories detailed in Table 1 have been 
built into EBIS and are also applied by HRG for off-line bookings.  These categories are 
based on entitlement by rank/grade and strictly follow departmental policy as described in 
JSP 752 and JSP 800 Volume 2, Paragraph 2.1.015. 
JSP 800 Volume 2 Part 2 Chapter 19 - MOD Commercial Air Booking Procedures 
Third Edition dated January 2010 
211 

 
Table 1 Traveller Category and Description 
Air ≤ 2.5 hrs 
Air > 2.5 hrs 
Traveller Category 
Rail class 
class 
class 
1 - 4* and above plus civilian equivalent  
2 1 1 
2 - 2* and above plus civilian equivalent 
2 2 1 
3 - OF3 and above plus civilian equivalent 
3 2 1 
4 - All others 
3 2 3 
Key Class Description 
 
 
 

First class air and rail 
 
 
 

Business class air 
 
 
 

Economy class air and standard class rail 
 
 
 
 
2.19.015.  Travelling Out With Entitlement.  Any Self-Booker / Travel Arranger who has 
a requirement to book air travel out with entitlement should apply the relevant commercial 
air out of policy reason code detailed at Table 2.  Where the required out of policy reason 
code isn’t available the Self-Booker / Travel Arranger must input a free text message 
detailing why they are booking out with entitlement.  Where an out of policy/entitlement 
fare is selected the reason will be recorded and an exception report generated.  
Management Information generated by the DT BIM (Paragraph 2.19.005) will be made 
available to Budget Managers and the Defence Fraud Analysis Unit (DFAU) for 
interrogation and analysis as required. 
Table 2 – Commercial Air Out of Policy Reason Codes 
Code 
Reason 
A Travelling 
with higher grade 
C Compassionate 
D Medical 
Appointment 

Compliant Fare Not Available 
- Free 
text 
 
2.19.016.  Purpose of Travel (POT) Codes.  Once a flight has been selected the Self-
Booker / Travel Arranger will be required to confirm the POT Code against a drop down 
list.  DT specific JSP 800 Volume 2 POT Codes19 are at Table 3.  The default Code is POT 
6 (Duty – Meetings / Visits).  Self-Bookers / Travel Arrangers are to note that all UIN (Unit) 
funded travel should be booked against POT Code 6 (Duty – Meetings / Visits).  The 
remaining POT Codes are applicable to centrally funded travel only. 
                                                                                                                                                 
 
19 As detailed at Annex A to Part 4, Chapter 3
JSP 800 Volume 2 Part 2 Chapter 19 - MOD Commercial Air Booking Procedures 
Third Edition dated January 2010 
212 

 
Table 3 – DT POT Codes 
DT POT 
Descriptor 
Applicability 
01 
Postings - Arms Plot/Unit Move 
Centrally funded travel only.   
02 Postings 
– 
Individual 
Centrally funded travel only. 
03 
Duty – Detachment from Duty 
Centrally funded travel only. 
06 
Duty – Meetings/Visits 
All UIN funded travel. 
07 
School Children's Visits/Escorts 
Centrally funded travel only. 
08 Leave 
– 
Annual 
Centrally funded travel only. 
10 
Leave – Compassionate/DILFOR/Sick 
Centrally funded travel only. 
11 
RN – Ops 
Centrally funded travel only. 
15 
Temporary Duty – Medical Treatment Centrally 
funded travel only. 
16 
Sports Travel – Army/Navy 
Centrally funded travel only. 
20 
Resettlement 
Centrally funded travel only. 
22 Recruitment 
Centrally funded travel only. 
77 
Visits (Family)  
Centrally funded travel only. 
97 
Sea 
Centrally funded travel only. 
 
2.19.017.  Confirmation of Service Codes (SVC).  Self-Bookers / Travel Arrangers will be 
required to confirm the traveller’s SVC (this field is maintained in the user’s profile and only 
has to be entered once).  The SVCs are listed in table 4 below. 
Table 4 - DT SVC 
DT SVC 
Descriptor 

Civil Service/Non MOD 
7 Royal 
Navy 
8 Army 

Royal Air Force 
 
2.19.018.  Confirmation of Unit Identity Number (UIN).  The booker is required to 
confirm the UIN against which the booking is to be made.  Bookings can be made against 
any valid UIN (described in EBIS as Cost Code) and these can be selected using the 
search facility in the relevant drop down box in the Review Booking Information screen. 
2.19.019.  Card Verification Value (CVV).  The CVV must be entered for all LCC 
bookings - it is a 3-digit number unique to the central GPC cards lodged for LCCs.  The 
Self-Booker / Travel Arranger will be shown this number on the flight confirmation page on 
EBIS (the bracketed 3-digit number in the Delivery and Payment Check Box).  The CVV 
number must be noted and re-entered on the booking confirmation page of the EBIS tool. 
2.19.020.  Booking Information Review.  On the Review Booking page the Self-Booker / 
Travel Arranger is required to declare that the appropriate line management authority has 
been obtained to undertake the journey.  Additionally, the Self-Booker / Travel Arranger 
must declare that the booking is made in accordance with all current Departmental travel 
regulations. 
2.19.021.  Having satisfied the conditions at above the Self-Booker / Travel Arranger 
should confirm the booking.  A percentage of bookings will be subject to scrutiny by the 
DTMO and the DFAU. 
JSP 800 Volume 2 Part 2 Chapter 19 - MOD Commercial Air Booking Procedures 
Third Edition dated January 2010 
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2.19.022.  Booking Confirmation.  Confirmation will be issued to the Self Booker/Travel 
Arranger by EBIS20.  This will be followed by a further e-mail or fax from HRG.  All 
confirmations need to be checked and any discrepancies reported to HRG immediately. 
2.19.023.  Issue of E-tickets.  E-tickets will be issued for all reservations.  Paper tickets 
are no longer issued by any airline associated with DT. 
2.19.024.  Group Air Bookings.  Group bookings are defined as those made for more 
than 9 passengers.  Any group bookings for commercial flights (both internal and 
overseas) should be submitted to HRG off-line (Paragraph 2.19.22d). 
MOD COMMERCIAL AIR TRAVEL POLICY – OFF-LINE BOOKINGS 
2.19.025.  Off-line Bookings.  All off-line air bookings should be made through the 
dedicated HRG Defence Air Reservation Service (DARS).  Off-Line booking is deemed 
appropriate in the following circumstances: 
a. 
The journey is complex, for instance the itinerary includes more than 4 
flights/sectors. 
b. 
The travellers are not employed by the MOD, for example families of Service 
personnel, school children visits or contractors. 
c. 
The traveller needs to depart less than 24 hours after making the booking. 
d. 
The booking is for a group of more than 9 travellers. 
e. 
The traveller wishes to 'Wait List' a particular flight. 
2.19.026.  Prior to contacting HRG, the Self-Booker/Travel Arranger will need the following 
information: 
a. 
Full Name of traveller. 
b. 
Staff/Service Number of traveller. 
f. Service/Civil 
Service/Non-MOD denomination of traveller. 
c. 
Official MOD address and full contact details (external telephone, fax and 
external e-mail) for the traveller. 
d. UIN. 
e. 
The relevant POT and SCV Codes. 
f. 
Nationality and passport number (for overseas flights). 
2.19.027.  DARS Office Hours and Contact Details.  The HRG DARS can be accessed 
in the following ways: 
a. 
By phone.  Civ: 0844 848 4422 (or +44 (0) 116 263 3450 if outside the UK).  
Core office hours 0830 to 1800 (GMT) Mon - Fri. 
                                                                                                                                                 
 
20 It is imperative that Self-Bookers/Travel Arrangers ensure all user profile details including e-mail address are correct.   
JSP 800 Volume 2 Part 2 Chapter 19 - MOD Commercial Air Booking Procedures 
Third Edition dated January 2010 
214 

 
b. 
By e-mail.  Self-Bookers / Travel Arrangers should utilise the Flight Booking 
Form available on the Defence Intranet under Admin / Travel / Book a Flight / Related 
Documents.  Completed forms should be sent to: xxxx.xx@xxxxxxxxxxxx.xxx 
By fax.  Self-Bookers/Travel Arrangers should utilise the Flight Booking Form, available on the 
Defence Intranet under Admin / Travel / Book a Flight / Related Documents.  Personal contact 
details of junior staff redacted under section 40 of the Freedom of Information Act 
. 
An Out of Hours service for travel emergencies only is available between 1800-0830 Mon - Fri 
and at weekends/public holidays.  The DARS 24 hr emergency service can be accessed by calling 
Personal contact details of junior staff redacted under section 40 of the Freedom of 
Information Act 

c. 
DARS customer services can be contacted by E-mail: 
xxxxxxxxxxxxxxxxxxxx.xx@xxxxxxxxxxxx.xxx 
2.19.028.  Transaction Fees.  Transaction Fees are applied to all bookings made either 
on or off-line.  Self-Bookers/Travel Arrangers should note that on-line bookings are 
significantly cheaper than the off-line service.  The off-line service should only be used 
when a business imperative demands or the flight satisfies the criteria detailed at 
Paragraph 2.19.022a-e. 
2.19.029.  Baggage Allowances and Excess Baggage.  Personnel are restricted to the 
free air baggage allowance offered by the commercial airline.  Excess baggage charges 
will be levied when a traveller exceeds the airline’s baggage entitlement.  Excess baggage 
must be booked in advance by calling HRG on the number detailed in Paragraph 
2.19.024a.  Any passenger faced with excess baggage charges at the airhead will be 
responsible for payment and may not be entitled to reclaim this money. 
2.19.030.  Payment and Reconciliation.  Payment for bookings made using either the 
on-line EBIS tool or off-line via HRG will be by means of a lodged Government 
Procurement Card (GPC).  Unit GPC details are not required. 
2.19.031.  All scheduled air, LCC, rail and overseas hire car bookings on DT are made 
through cards held centrally by DTMO and there is no requirement for travel offices or 
GPC holders to carry out reconciliation on behalf of Budget Managers. 
2.19.032.  Amendment and Cancellations.  Amendments or cancellations can only be 
made through the DARS off-line call centre via the number detailed in Paragraph 
2.19.024a.  Confirmation that the required action has taken place will be sent to the Self-
Booker/Travel Arranger via e-mail or fax. 
2.19.033.  Challenging Fares Provided by DT.  Self-Bookers/Travel Arrangers finding 
cheaper fares for the same journey are requested to challenge DT.  This should be done 
via the HRG off-line number detailed in Paragraph 2.19.024a or by contacting the DTMO 
Business Manager.  DT will negotiate and attempt to match this fare.  In exceptional 
circumstances an exemption from the use of DT may be granted. 
DTMO FEEDBACK 
2.19.034.  Self-Bookers / Travel Arrangers who identify any issues regarding the service 
provided by DARS or the airline fulfilling a booking should bring them to the attention of the 
HRG Customer Service Desk: xxxxxxxxxxxxxxxxxxxx.xx@xxxxxxxxxxxx.xxx. 
JSP 800 Volume 2 Part 2 Chapter 19 - MOD Commercial Air Booking Procedures 
Third Edition dated January 2010 
215 

 
 
2.19.035.  Self-Bookers / Travel Arrangers who identify any issues regarding the service 
provided by DT / EBIS should contact the DTMO on: 
Personal contact details of junior staff redacted under section 40 of the Freedom of 
Information Act 

  
 
2.19.036.  User feedback or suggestions relating to DARS should be submitted through a 
Defence Travel Customer Feedback Form (Defence Intranet under Admin / Travel / Book 
a Flight / Related Documents) and detailed at Annex B. 
JSP 800 Volume 2 Part 2 Chapter 19 - MOD Commercial Air Booking Procedures 
Third Edition dated January 2010 
216 

 
ANNEX A TO PART 2 CHAPTER 19 
 
DEFENCE TRAVEL ON- LINE APPLICATION FORM – REQUEST FOR ACCESS AS 
AN ON-LINE SELF-BOOKER OR TRAVEL ARRANGER 

Please complete the details below and e-mail the form to: xxxxxxxxxxxxxx@xxx.xx  
PUID NUMBER: 
External email address 
Self-Booker: 
Arranger: 
This is the unique 10 digit 
(Enter X as applicable) 
(Enter X as 
(for example, @mod.uk
Person Unique Identifier 
applicable) 
allocated to all MOD personnel   
and can be found via the 
search tool at the link below. 
http://www.ukded.r.mil.uk/puid/ 
Definitions: 
Self-Booker – able to book own travel only. 
Arranger – able to book own travel and for other MOD staff. 
Line Manager: 
Name Grade/Rank 

Telephone 
No 
Date 
 
 
 
 
 
JSP 800 Volume 2 Part 2 Chapter 19 Annex A - Defence Travel On-Line Application Form – Request for Access as an On-Line Self 
Booker or Travel Arranger 
Third Edition dated January 2010 
 
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ANNEX B TO PART 2 CHAPTER 19-DEFENCE TRAVEL CUSTOMER FEEDBACK
DEFENCE TRAVEL SERVICE 
CUSTOMER FEEDBACK FLIGHTS 
DSCOM, MSS DTMO, Elm 2c #4229, 
MOD Abbey Wood, Bristol, BS34 8JH 
 
Please use this form to let us know about both positive and developmental suggestions to allow us 
to improve and enhance our service.  Please send your feedback form to: 
MARKETING MANAGEMENT AND DEVELOPMENT 
DSCOM 
MSS DTMO 
Elm 2c #4229 
MOD Abbey Wood 
Bristol, BS34 8JH  
Or by E-Mail to: 
Personal contact details of junior staff redacted under section 40 of the 
Freedom of Information Act 

DTMO (Use Only) Response Date            By            
Section 1: Personal details 
Staff No 
Full Name            
         
Rank/Grade            
  
Department             
UIN            Contact 
Tel 
           
Date            
 
 
Section 2: Please indicate what service your feedback covers 
Commercial Flights 
 Costs 
 Location 
 HRG Response times 
 EBIS On-line 
 Tool Other 
 
Section 3: Please use the space below to outline or cover in detail any feedback you 
have
 
 
 
 
 
 
If you require a personal response or if you have a serious complaint, please do not use this form.  
You should submit a formal complaint to: xxxxxxxxxxxxxxxxxxxx.xx@xxxxxxxxxxxx.xxx 
JSP 800 Volume 2 Part 2 Chapter 19 Annex B - Defence Travel Service-Customer Feedback Flights 
Third Edition dated January 2010 
218 

 
PART 3 
 
CHAPTER 1 - PASSENGERS BY SEA - GENERAL 
POLICY ON CHOICE OF VESSEL 
3.1.001.  When the movement of entitled personnel by sea is authorised, Service shipping 
is to be used when practicable and appropriate.  When commercial shipping is used, 
British owned and flagged vessels will be used when possible.  When not possible, foreign 
owned and flagged ships belonging to NATO member states will be used in preference 
over other flag States / Nations.  Where use of Eastern European shipping is unavoidable, 
due regard is to be given to the security risk. 
CHOICE OF SEA AS A MEANS OF TRAVEL 
3.1.002.  Policy on Travel.  Official means of travel to overseas destinations, some of 
which include a sea component, are set out in RAAC Chapter 3 and equivalent Single 
Service manuals.  In addition, the following categories of passengers may be permitted, in 
certain circumstances, to travel by sea: 
a. 
Officers of 2 Star rank and above, and their families, on assumption and 
vacation of their appointments abroad, provided the time between appointments 
allows for this.  In the Army, this concession applies only to officers taking up their 
appointments. 
b. 
All other entitled personnel when authorised in exceptional circumstances on a 
case by case basis e.g.  when medical reasons make travel by air inadvisable. 
3.1.003.  Entitlement to Classes of Berth.  Broad guidance as to entitlements of the 
classes of accommodation in commercial vessels to which Service, MOD sponsored 
civilian personnel and their families, are entitled, are contained in: 
Navy Department   
BR 8587 
Army Department   
RAAC 
Air Force Department 
QRs 
UKBC 
 
 
 
MOD Civilian Transfer Manual Volume 2 
 
BOOKING PROCEDURES 
3.1.004.  Booking.  Applications (F/MOV/292) for sea passages from UK on posting or 
temporary duty should normally be forwarded to the DPRC.  For passages originating 
overseas, applications are to be forwarded to the local movements staff.  These 
procedures do not apply to exercise movement. 
3.1.005.  Ferries.  Booking procedures for ferries are contained in respective Single 
Service regulations.  Also, see Part 3 Chapter 5 
3.1.006.  Channel Tunnel (Channel Fixed Link (CFL)).  Bookings for personnel 
travelling in cars, mini-buses and coaches must be made in accordance with DSCOM’s 
Eurotunnel Discounted Fares Offer (DFO).  Bookings must be made through via an 
Account Holder (i.e through Local Service Travel Offices).  Should the Unit / Organisation 
not hold a passenger account with Eurotunnel, one can be set up providing certain criteria 
is met. 
JSP 800 Volume 2 Part 3 Chapter 1 - Passengers by Sea – General 
Third Edition dated January 2010 
 
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3.1.007.  Use of Commercial Shipping.  When freight or passenger shipping for an 
exercise cannot be met wholly or partly by Service resources, the commercial shipping 
required to meet the shortfall may be met by: 
a. 
Scheduled passenger and freight sailings. 
b. 
Chartered Commercial Shipping (CCS). 
c. 
Other allied nations' shipping. 
3.1.008.  Booking Scheduled Sailings for Exercise Movement.  HQ Cdo Forces RM, 
HQ Land or RAF Command HQ is to pass the approved requirements for passengers and 
freight to DSCOM or the appointed contractor.  Once action to book the space is complete, 
DSCOM or the appointed contractor will pass shipping details to the requesting HQ. 
3.1.009.  Booking Chartered Shipping for Exercise Movement.  When it is evident that 
scheduled sailings will not meet the shipping requirement, chartering will be necessary.  
HQ Cdo Forces RM, HQ UK Land or RAF Command HQ, are to pass the approved 
requirements direct to DSCOM who will consider whether it can be met from Service 
resources, previously unrecognised.  DSCOM will then charter appropriate shipping.  In 
due course, DSCOM will inform the sponsor of shipping details.  Changes to the original 
bid are to follow the same procedure but must be kept to a minimum as they will 
significantly affect the charter rate if it has already been negotiated. 
3.1.010.  Bid Details.  Units requesting shipping must provide the fullest details of their 
requirements in order to facilitate vessel allocation and task planning, ensure the vessels 
are commensurate with the users needs and promote cost-effective utilisation of the 
vessels.  Sealift bids should be presented in the following format: 
a. 
Operation / Exercise Name / Movements Financial Authority (MFA) and Reason 
for Movement.  For exercise bids, include the MOD Defence Exercise Programme 
(DXP) serial number, the DJtCap endorsed Sealift Allocation Priority (SAP) and the 
unit details. 
b. 
The Staff Table and / or Force Element Table (FET).  This should include the 
number of passengers to be moved by rank/grade and the details of any vehicles to 
be moved, including dimensions and all-up weight.  Details of weight and volume of 
exercise freight, is to include whether it is to be moved in ISO containers or as break 
bulk freight. 
c. 
Preferred SPOE. 
d. 
Ready to move dates/times. 
e. 
Preferred departure times. 
f. 
Preferred SPOD. 
g. 
Latest arrival dates/times. 
h. 
The details of Dangerous Goods to be carried (manifested iaw IMDG 
Regulations and M Notices). 
i. 
Degree of flexibility in timings or reasons for urgency. 
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j. 
Remarks (including justification for use of SPOE / SPOD other than the 
Marchwood Sea Mounting Centre (SMC). 
k. 
Sponsor unit UIN and Resource Accounting Code (RAC) for billing purposes. 
l. 
Sponsors Signal Message Address (SMA), appointment and name with full 
address, contact telephone number and e mail address. 
3.1.011.  Processing of Bids.  Bids will be processed in accordance with the current 
processes (DCI JS 154/04 refers) and priorities for the allocation of strategic sealift assets 
as managed by DSCOM Surface Allocation Committee (SAC).  The bidding process is 
wholly dependant of the nature of the requirement and timescale.  Bids should be 
submitted in accordance with the procedures and deadlines detailed in Paragraphs 
2.3.1.012 and 2.3.1.013 below. 
3.1.012.  Allocation of Vessels for Operations.  The lift capacity available to the DXP is 
constrained by operational and higher priority commitments.  DJtCap provides a strategic 
lift priority for each exercise, which is assessed against the relevant military and political 
priority accorded to the exercise by the Front Line Command (FLC) and relevant Defence 
Relations Directorate respectively.  DSCOM will advise on the proportion of the DXP that 
can be supported by organic MOD sealift.  Where this is not available, DSCOM will advise 
on potential charter arrangements, which will be funded by the exercise sponsor (FLC, 
PJHQ, DLO or HQ DSF).  However, if the lack of organic strategic sealift is caused by an 
ongoing operation, ACDS (Log Ops) will be approached for authorisation to backfill charter 
for exercises, which will then be charged to that concurrent operation 
3.1.013.  Allocation of Vessels for Exercise and other Tasks.  The co-ordination of 
requests for sealift support for exercises is conducted within DSCOM by SO2 Surface 
Ops.  However, this function demands sponsor compliance with the following procedures: 
a. 
MOD Defence Exercise Programme (DXP).  Details of exercises, especially 
those requiring sealift support, must be notified through FLCs to DJtCap S02 Ex at 
least 15 months in advance of the start of the exercise for inclusion in the DXP, which 
is updated by the DJtCap Exercise Staff.  The exercise bids and the associated 
pattern of sealift support will then be co-ordinated, costed and prioritised into the 
DXP, which is presented annually to MOD Chiefs of Staff for endorsement.  Since 
sealift to support exercises is always at a premium, some bids will not be successful.  
Early identification of shortfalls should enable sponsors to make provision within their 
Long Term Costing (LTC) bids for the funding of CCS or other nations’ shipping.  
Where full details of exercises are not known, outline estimates must be submitted 
and revised as soon as the information is known.  Exercises that do not appear in the 
DXP are unlikely to be allocated sealift support. 
b. 
Bidding Procedure.  Inclusion in the DXP does not imply that an exercise will 
receive sealift support.  Units should bid for sealift support through their normal chain 
of command to their Command exercise sponsors; (RN bids through CINCFLEET for 
attn SO2 N8 Ex; Army bids through HQLAND for attn SO2 OTX; RAF bids through 
HQ AIR for attn EX 4; SF bids through HQDSF; and PJHQ bids through J7 for attn 
SO1 J7 (Ex)).  The Commands should submit their respective provisional co-
ordinated bids to DSCOM, SO3 Sealift, the secretary of the SAC, info MOD, DJtCap 
SO2 Ex by the fifth of the month 3 months prior to the month of planned movement 
eg January for April.  These bids are to include full details of the exercise name, DXP 
serial number and the unit(s) requiring sealift as well as the bidding information at 
JSP 800 Volume 2 Part 3 Chapter 1 - Passengers by Sea – General 
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Paragraph 18.  Submission of bids should be made by email, signal or letter to 
DSCOM. 
c. 
Allocation.  Sealift will then be allocated at the next SAC in accordance with 
SAPs.  Any provisional allocation or inclusion in the DSCOM Shipping Programme, 
for planning purposes, made prior to the SAC 3 months before planned movement 
will not be considered as a formal allocation. 
Exercises for which specific sealift bids are not received will not be considered by the 
SAC, notwithstanding the fact that the exercise and its sealift requirement may be included 
in the DXP. 
 
3.1.014.  Liaison.  Contact between military officers and the ship owners is to be confined 
to practical matters affecting the use of the ship and should not be initiated until DSCOM 
have advised that the contractual terms have been settled.  Under no circumstances are 
military officers to conduct any form of negotiations with ship owners or their agents.  A 
copy of the charter party agreement / terms of fixture will be forwarded when the 
negotiations have been finalised. 
MOVEMENT BY SHIP - F/MOV/292 
3.1.015.  General.  The F/MOV/292 is to be used when units, formed drafts or parties 
travel in HM Ships, RFA, scheduled passenger sailings or in commercial ships chartered 
by DSCOM.  It is not normally required in respect of movement by cross-channel RoRo 
ferries as Short Sea Ferry warrants (F/MOV/662) are used.  Short Sea Ferry warrants are 
not accepted on Eurotunnel. 
3.1.016.  Compilation.  The dispatching unit is to raise a separate set of forms in respect 
of each draft or party.  A nominal roll is to be attached to each copy of the F/MOV/292, 
giving the personal details of the passengers proceeding, under the following headings: 
1. Serial 
Number 
2. Surname 
3. Forenames 
4. Rank 
or 
Rating 
5. Official 
Number 
6. 
Receiving ship, unit or establishment to which proceeding 
NATO Rank Code (when passengers are being embarked at a NATO 
7. 
controlled port 
 
3.1.017.  Handling of Forms.  The F/MOV/292 is to be prepared in the number of copies 
as indicated above by the unit or authority responsible for the assembly and dispatch of 
the personnel concerned at the port of embarkation (POE).  The forms are to be taken by 
the officer or person in charge of the unit or party and handed to the embarkation authority, 
except as described in the Paragraph below. 
3.1.018.  Distribution of F/MOV/292 when Embarkation and Disembarkation is 
Controlled by Movements Staff.
  When embarkation and disembarkation is controlled by 
movements staffs (including RN Barracks or other naval authorities at ports of 
embarkation) the number of copies required and distribution, unless directed otherwise, is 
as follows: 
JSP 800 Volume 2 Part 3 Chapter 1 - Passengers by Sea – General 
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a. 
Five copies are to be prepared and handed to the movements staff at the POE. 
b. 
On embarkation and after the completion and signing of forms as appropriate, 
the movements staff at the POE is to retain one copy for their own use and forward 
the remaining copies as follows: 
(1)  One copy to OC the unit or party or to OC Troops on board. 
(2)  One copy to the dispatching unit. 
(3)  Two copies to the movements staff at the port of disembarkation (POD). 
c. 
On the ships arrival at the POD, the OC unit or party or the OC Troops on board 
is to hand their copy (amended as necessary in the event of casualties) to the 
Movements staff at the POD. 
3.1.019.  Distribution of F/MOV/292 - Groups of Passengers on Commercial Ships.  
When formed drafts or parties travel as passengers on commercial ships on scheduled 
sailings, the number of copies required and distribution is as follows: 
a. 
Three copies of the F/MOV/292 and nominal roll are to be raised by the 
dispatching unit and handed to the OC of the party. 
b. 
On arrival at the POE, the OC is to complete the relevant panels of the form and 
sign the 3 copies.  One copy is to be posted to the dispatching unit, one copy is to be 
forwarded to the receiving ship, unit or establishment to which the party is proceeding 
and the third copy is to be retained by the OC.  At arrival at the destination, the OC is 
to complete the relevant panels of this copy and hand it to the appropriate authority 
receiving the party.
JSP 800 Volume 2 Part 3 Chapter 1 - Passengers by Sea – General 
Third Edition dated January 2010 
 
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PART 3 
 
CHAPTER 2 - MOVEMENT OF PERSONNEL IN HM SHIPS 
AUTHORITY FOR PASSAGE 
3.2.001.  Except in an emergency, passengers are not to be carried on a HM ship without 
a special order form the CinC Fleet or other authority exercising full command or a 
subordinate authority, which has been given the appropriate delegated authority.  Should it 
be necessary in an emergency, to embark non-entitled passengers on board without the 
prior approval required by this paragraph, details are to be reported subsequently to the 
CinC Fleet or other authority exercising full command. 
CATEGORIES OF PASSENGERS 
3.2.002.  MOD Sponsored Passengers.  Passengers whose carriage in Service 
transport is clearly in the interests of the MOD may be regarded as ‘MOD sponsored’ and 
as such are not required to provide any indemnity.  MOD sponsored passengers are 
classified as follows: 
a. 
Service personnel, MOD civilians and other Crown servants carried in the 
course of their duty. 
b. 
Persons engaged in a MOD contract, whose carriage is necessary to the 
contract.  Such carriage should normally be subject to the indemnity provisions of the 
relevant Defence contract. 
c. 
Persons whose carriage is officially approved by DNR, DAR, or D of R (RAF) 
with a view to future recruiting. 
d. 
Persons carried in an emergency on urgent compassionate grounds. 
e. 
Representatives of the news media or other persons carried for PR reasons, 
which have been approved by the Defence PR staff as being of benefit to the 
Services. 
f. 
Representatives of the media where a charge representing the equivalent of full 
commercial costs is raised against the employer or person concerned. 
g. 
Families carried in vessels on RN ‘Families Days’. 
3.2.003.  Non-Sponsored Passengers.  Passengers not sponsored by the MOD (those 
whose carriage cannot be regarded as being in the interests of the MOD and who are not 
covered in the previous paragraph) are required to arrange an insurance policy 
incorporating the indemnity required as shown in Annex B to Part 3 Chapter 3.  Evidence 
of this insurance cover is to be produced prior to the voyage.  Non-sponsored passengers 
are also required to pay their own messing expenses in accordance with BR 31. 
PASSAGE ARRANGEMENTS 
3.2.004.  Passage Arrangements.  These are detailed as follows: 
a. 
Officers and Non-Industrial Civilians.  Embarkation instructions are to be 
issued by the DPRC or, abroad by the appropriate authority, to Officers and non-
JSP 800 Volume 2 Part 3 Chapter 2 - Movement of Personnel in HM Ships 
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industrial civilians, who are to be instructed to report direct to the ship.  Advance 
information of those reporting is to be sent to the ship and copied to the appropriate 
Naval authority at the port.  On sailing, the DPRC or, abroad the local authority, is to 
be notified by signal of any officers or officials who fail to report. 
b. 
Others.  Service personnel (other than officers) and industrial civilians will be 
required to report to the RN Barracks or appropriate naval authority of the port of 
sailing.  Embarkation instructions, which are to give the official numbers and ranks of 
the Service personnel and the names of the civilians, are to be issued by DPRC or, 
abroad, by the appropriate naval authority to parent units concerned.  The 
instructions are to be copied to the ship and shore authorities concerned for 
information. 
3.2.005.  Notification of Departure - Signals.  The DPRC is to notify the overseas 
authorities concerned, by signal, of details of passages arranged from UK in HM Ships.  
Signals are to be dispatched as far in advance of scheduled sailing dates as possible and 
are to be copied to UK Service authorities as required under current regulations. 
3.2.006.  Notification of Failure to Embark - Signals.  In the event of a passenger or 
passengers failing to embark, the appropriate naval authority at the port of sailing is to 
inform the DPRC of the name(s) of the person(s) concerned.  The signal is to be copied to 
all interested authorities in the UK and overseas. 
3.2.007.  Movement of Formed Draft or Parties.  The F/MOV/292 is to be used when 
formed drafts or parties take passage in HM ships. 
3.2.008.  Civilians Conveyed in HM Ships - Notification to Immigration Authorities.  
Notice of the proposed embarkation for civilians in HM ships for passage abroad must 
always be given by the appropriate naval authority at the POE to the local immigration or 
customs authorities in order that they have the opportunity of passing the passengers 
through their control.  In cases where large parties are involved, notice should be given to 
the immigration or customs authorities as long as possible beforehand. 
3.2.009.  Report by HM Ships - Capacity for the Carriage of Passengers, Cargo and 
Mail.
  In order that the fullest possible use may be made of opportunities for sending 
passengers or urgent stores in HM ships, the information given below is to be signalled to 
the MOD Navy in respect of all ships sailing from the British Isles.  Except when the ship is 
sailed by MOD Navy, this report is to be initiated by the RN CinC or appropriate naval 
authority responsible for sailing the ship, who should copy the MOD Navy the signal in 
which he calls for the report.  For ships sailing from ports abroad, the report should be 
made as directed in station orders.  The report is to include the following details: 
a. 
Name of ship. 
b. 
Final sailing port. 
c. 
Date of departure. 
d. 
Destination, including intermediate ports. 
e. 
Number of officers (under following headings) who can be embarked for 
passage: 
(1)  Captain RN and above. 
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(2) Wardroom 
Officers. 
f. 
Number of ratings (under following headings) that can be embarked for 
passage: 
(1) Warrant 
Officers. 
(2)  Chief Petty Officers. 
(3) Petty 
Officers. 
(4) Other 
ratings. 
(Unless ship specifically reports otherwise, it will be assumed that passengers may 
be of any Service). 
g. 
Cubic capacity available for mail and date required for shipment. 
h. 
Space available for the conveyance of official secret and confidential bags and 
the date required for shipment. 
i. 
Space available for cargo, indicating limits of sizes and weight most suitable for 
handling, as well as total tonnage measurements that can be taken and date required 
for shipment. 
j. 
Space available for DG Class 1 (explosives), other than the ships normal outfit, 
which can be transported without prejudice to fighting efficiency. 
3.2.010.  Utilisation of Shipping Space - Overseas.  Naval administrative authorities 
overseas are to make similar arrangements to those given above for utilising available 
space for entitled MOD passengers and cargo. 
3.2.011.  Restrictions on Baggage of Passengers.  In order to safeguard against fire 
and damage, the carriage of certain articles is forbidden and a notice modelled on that 
below is to be brought to the attention of all passengers: 
DANGEROUS MATERIALS 
Explosives, flammable and dangerous or explosive substances or liquids are NOT to be 
shipped as baggage 
 
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PART 3 
 
CHAPTER 3 - MOVEMENT OF PERSONNEL BY RFA 
ENTITLED CATEGORIES 
3.3.001.  Entitled passages may be provided in RFA ships for members of the UK armed 
Forces, and civilian personnel employed in the Defence departments and their families, 
when the head of the family is travelling on duty.  However, since freighting tankers are 
liable to diversion, duty passengers in those vessels are to be arranged only when other 
means of transport are not available or inappropriate.  Attention is drawn to the fact that all 
RFA ships may experience sudden and unexpected alterations to their programme in 
order to meet operational commitments or contingent operations. 
SPECIAL CONDITIONS 
3.3.002.  The following special additional conditions apply to female passengers and 
children between the ages of 10 and 18 years: 
a. 
Children under eighteen years must be accompanied by one of their parents or 
legal guardian, or by another adult passenger who has, with the agreement of the 
parents or legal guardian, consented to act as escort.  Except for parents or 
guardians accompanying their own children, no passenger is to normally act as 
escort to more than 2 children.  No more than a total of 4 children under the age of 
18 years may be embarked on an RFA at any one time. 
b. 
Children under 10 years are not permitted to travel on an RFA. 
c. 
Approval will not be given for an unaccompanied female to take passage unless 
another female is currently serving on the ship, or unless 2 female passengers are 
travelling in the same grade of accommodation.  Exceptions to this rule are when a 
wife travels with her husband or when female members of the Armed Forces and 
female MOD civilian personnel are travelling on duty when there is no other female 
onboard. 
d. 
An expectant mother will not be granted passage within 3 months of her date of 
confinement.  A certificate stating the expected date of confinement and confirming 
that the expectant mother is considered fit to travel by sea is to be obtained by the 
applicant from her General Practitioner. 
AUTHORITY FOR PASSAGE 
3.3.003.  Authority for Passage.  Authorisation for the carriage of official passengers on 
RFA vessels is vested in the authorities exercising operational command (OPCOM) of the 
vessels.  Local authorities who may wish to obtain such authorisation are to report the 
circumstances, together with the name, rank or status of the proposed passenger, and the 
reasons considered to justify passage by RFA vessel, to the authority exercising 
operational command of the vessel. 
3.3.004.  Commanding Officer's Discretion.  It is within the discretion of the Master to 
refuse to carry a particular passenger, but his reasons for doing so are to be reported 
immediately to the authority exercising OPCOM of the vessel. 
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3.3.005.  Distressed British Subjects.  No prior approval is necessary for providing 
passages for distressed British subjects of either sex at the request of HM Consul or other 
proper authority.  However, the Consul or authority is to be informed that, although the 
vessel may be routed to a particular port, diversion elsewhere is possible at short notice.  
All passages given to distressed British subjects will be reported to the MOD by the Master 
to enable the necessary financial adjustments to be made. 
3.3.006.  Movement of Formed Draft or Parties.  The F/MOV/292 is to be used when 
formed drafts or parties take passage in RFA vessels. 
3.3.007.  Civilians Conveyed in RFA Vessels - Notification to Immigration 
Authorities.
  Notice of the proposed embarkation for civilians in RFA vessels for passage 
abroad must always be given by the appropriate naval authority at the POE to the local 
immigration or customs authorities in order that they have the opportunity of passing the 
passengers through their control.  In cases where large parties are involved, notice should 
be given to the immigration or customs authorities as long as possible beforehand. 
3.3.008.  Restrictions on Baggage of Passengers.  In order to safeguard against fire 
and damage, the carriage of certain articles is forbidden and a notice modelled on that 
below is to be brought to the attention of all passengers: 
DANGEROUS MATERIALS 
Explosives, flammable and dangerous or explosive substances 
or liquids are NOT to be shipped as baggage 
 
2.19.037.  In addition, baggage going to and from vessels carrying armament stores may 
have to pass through a magazine area.  Because it is an offence against Magazine 
Regulations to introduce some substances into the magazine area, the following additional 
warning is to be brought to the attention of the owners of the baggage: 
Tobacco, cigarettes, matches, lighters, lighter fuel and other smoking materials are not 
permitted to pass uncontrolled through the magazine area of ND Armament Depots.  Any 
such items must not be placed in baggage, accompanied or not, but must be carried by the 
passenger and declared on arrival at the depot to the MOD Police who will arrange for their 
transport through the depot. 
 
3.3.009.  Accommodation.  It may be necessary for families to be split between different 
cabins.  Passengers are to ensure that their accommodation is kept in a clean and tidy 
condition throughout the voyage. 
INDULGENCE SEA PASSAGES IN RFA 
3.3.010.  General.  The principle underlying the grant of indulgence passages in RFAs is 
that, after all persons entitled to travel at public expense have been provided for, any 
vacant accommodation may be used for the grant of such passages, provided that no 
expense to the Crown is involved.  Indulgence passengers will not normally by accepted in 
vessels carrying Class 1 or certain other categories of DG or in vessels tasked in support 
of exercises. 
3.3.011.  Eligibility.  The following categories of personnel are eligible to apply for 
indulgence passages: 
e. 
Serving members of UK Armed Forces. 
f. 
Serving UKBC of the MOD. 
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g. 
UKBC of certain OGD serving overseas in defence work (Commands are 
informed by letter of those staff that are eligible). 
h. 
SSAFA nursing sisters, deputy directors and welfare officers (overseas) who 
administer the nursing service abroad (other SSAFA personnel are not eligible). 
i. 
Serving personnel of Commonwealth Armed Forces. 
j. 
Families of the categories listed above.  For this purpose, an applicant’s family 
is defined as the spouse, same sex partners in a civil registered partnership and 
dependant children resident in the household.  Spouses/children are not normally 
permitted to travel when the personnel listed in the categories a-e are travelling on 
duty. 
k. 
Other applicants as approved by the tasking authority. 
3.3.012.  Entitlement.  Previous service in the Armed Forces or Defence departments, or 
current service in the reserve, auxiliary, territorial or pre-entry cadet forces is not a 
qualification. 
3.3.013.  Priority.  In general, passages will be granted in the order that applications are 
received.  An application may however, be given priority when there are special Service, 
compassionate or welfare reasons for travel.  Account will also be taken of previous 
indulgence passages granted, and applicants who have been granted indulgence 
passages within the last 2 years will normally be considered after those who have had no 
such journeys. 
3.3.014.  Sponsorship.  Every applicant is to be properly sponsored.  The sponsor is to 
be the CO or head of establishment.  It is their duty to establish that: 
a. 
The applicant is eligible for an indulgence passage in accordance with these 
instructions. 
b. 
Any special reasons that may be given in support of the application are factually 
correct. 
He is to sign the certificate at para 11 of the application form at Annex A. 
 
3.3.015.  Method of Application ND and AD Controlled Vessels.  Three copies of the 
application form (Annex A) are to be submitted as follows: 
a. 
ND Controlled Vessels: 
(1)  For voyages commencing in the UK - To CSO MAR, Lancelot Building, 
PP29, HM Naval Base, Portsmouth PO1 3NH  Personal contact details of 
junior staff redacted under section 40 of the Freedom of Information Act 

(2)  For voyages commencing abroad - To the local SBNO.AD Controlled 
Vessels: 
(3)  Voyages from UK to all destinations, coastal voyages in UK waters and 
voyages from NEW to overseas destinations when the vessels start in UK - To 
DSCOM. 
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(4)  Voyages from Continent to UK - To HQ UKSC(G) - Logs Sp (Tpt&Mov). 
(5)  Voyages for overseas to UK or the Continent, inter and intra theatre - to 
the controlling movements authority in the overseas theatre, who will screen 
and forward the application to DSCOM. 
3.3.016.  Action on Receipt of Application.  Applications for sea indulgence passages 
will be actioned as follows: 
a. 
Those which do not comply with the regulations will be returned to applicants. 
b. 
The remainder will be acknowledged and retained for further consideration until 
the latest date of travel in the application.  After that date the application will 
automatically be cancelled without notification. 
No subsequent telephone calls or written communications are to be made to the 
MOD and if ‘call forward’ is not received, it is to be assumed that a passage is not 
possible. 
3.3.017.  Notification to Applicants.  When it appears likely that there may be an 
opportunity for a passage, applicants will be informed by telephone or letter giving 
reporting instructions.  However, as indulgences, passages are offered on the 
understanding that the vacant space is not required for duty passengers, the offer of an 
indulgence passage may have to be withdrawn at any time prior to the departure of the 
vessel. 
3.3.018.  Indemnity.  Before commencing a voyage, each passenger or head of family is 
to obtain insurance cover and arrange for the insurers to complete the form at Annex B.  
This form is to be produced to the Commanding Officer on embarkation. 
3.3.019.  Charges for Indulgence Passages.  Indulgence passengers are required to 
pay a daily charge to cover the cost of meals and accommodation.  This charge is 
calculated on the number of voyage days and is to be paid in cash to the ships purser on 
embarkation.  Should a ship be delayed, extra charges will be raised.  Should an 
indulgence passenger be off loaded ‘en-route’ in favour of a duty passenger, the cost of all 
meals and accommodation on land, until such time as they are re-embarked on another 
RFA vessel or proceeds on their journey at their own expense, is the passengers own 
responsibility.  If Service meals and accommodation are provided while so disembarked, 
they are likely to be on repayment.  Provided the passenger proceeds to his original 
destination by RFA vessel, no further indulgence charge is payable.  When it is not 
possible to arrange an onward passage, no refund of any part of the indulgence charge is 
permissible. 
3.3.020.  Return Journeys.  If a return journey is required, a separate application for 
passage is to be made.  If no passage is available, the applicant is responsible for their 
return journey and sponsors must satisfy themselves of the applicant’s ability to pay for 
this.  When circumstances permit, passengers who have been granted a round trip will be 
allowed to remain embarked for the whole voyage.  However, this will not always be 
possible and passengers would then be required to disembark and make their own 
accommodation arrangements. 
3.3.021.  Accommodation.  It may be necessary for families to be split between different 
cabins.  Passengers are to ensure that their accommodation is kept in a clean and tidy 
condition throughout the voyage. 
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3.3.022.  Baggage Allowance.  Baggage is to be limited to what can be carried by the 
passenger, the equivalent of 2 suitcases. 
3.3.023.  Documentation.  Indulgence passengers are to be in possession of the 
following: 
a. 
A valid passport with visas where applicable. 
b. 
Valid vaccinations and inoculations suitable for the voyage.  For voyages 
outside some waters, the passenger must also provide a medical certificate declaring 
fitness to travel. 
c. 
Sufficient funds to cover the return journey and the other financial hazards 
associated with indulgence travel. 
d. 
Certificate of expected date of confinement (for pregnant women). 
3.3.024.  Distribution of Form of Declaration of Conditions of Carriage.  The 
controlling movements authority is to distribute the copies of the form of declaration of 
conditions of carriage (Para 10 Annex B).  The third copy is to be returned to the 
passenger on embarkation. 
CARRIAGE OF SPOUSES AND FAMILIES OF SHIPS OFFICERS ON RFA VESSELS 
3.3.025.  The regulations concerning the carriage of spouses (spouse includes couples in 
registered same sex partnership) and families of ships’ officers on board RFA vessels are 
detailed in Regulations for RFA (BR875). 
MOVEMENT OF PERSONNEL IN ARMY DEPARTMENT (AD) VESSELS 
3.3.026. Movement 
of 
personnel 
on duty in AD vessels is to be in accordance with the 
instructions listed above.  On the rare occasions that indulgence passengers are carried, 
the principles and procedures are as detailed above.
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ANNEX A TO PART 3 CHAPTER 3 
 
APPLICATION FOR INDULGENCE PASSAGE ON A RFA 

To    
 
 
 
 
 
 
 
 
1. Number 
of 
passages now applied for  
 
 
 
 
2. Details: 
 
a. 
Person for whom application is being made: 
 
Number    
 Rank/Status    
 Name  
 
 
 
 
 
 
Relationship to Head of Family    
 
 
 
 
Children's Names 
 
Age 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
b. 
Head of Family: 
 
Number    
 Rank/Status    
 Name  
 
 
 
 
 
 
3. 
Ship/Unit/Dept and location of Applicant/Head of Family: 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
4. Nationality 
         
Religion 
 
      
 
 Passport 
No: 
 
Is Passport Valid?  Yes/No 
 
5. 
Next of Kin - (Not husbands or wives/families if travelling together): 
 
 Name 
 
    
Address 
 
       
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 Relationship 
 
           
 
6. 
Passage required from  
 
 
 to    
 
 
on 
 
 
 
 
 
 
 
 
(single journey only). 
 
Commencement of Voyage - earliest 
date 
 
      
 
     
 Latest 
date 
 
      
 
Notes: 
 
a. 
Time band not to exceed one month. 
b. 
Application will be cancelled AUTOMATICALLY if passage not offered by 
latest date. 
7. 
Indulgence passages (sea and air) granted during past two years (if nil, state nil). 
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From  
 
 
 To    
 
 Date  
 
 
 
 
 
 
From  
 
 
 To    
 
 Date  
 
 
 
 
 
 
(Continue on a separate sheet if necessary) 
 
8. 
Reason for current application    
 
 
 
 
 
 
 
 
9. 
Applicant to be notified at address    
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 Tel 
No 
 
      
 
10.  Certificate of Applicant (or Head of Family) 
 
"I certify that I have read and understood the regulations for RFA indulgence 
passages as promulgated in current instructions and that I am eligible to apply for a 
RFA indulgence passage in accordance with these regulations and in particular: 
a.  I accept that I have no claim on Service facilities.  I am able to make my own 
arrangements at my own expense for road or rail transport to the reporting point for 
departure and from the port of disembarkation, and for my accommodation required 
other than that provided from Service sources during the voyage. 
 
b. 
I am aware that this application is for a single journey only and where a return 
journey is required, I./ the* applicant(s) must not count on indulgence passage being 
available. 
 
c. 
If no return sea/air indulgence passage is available I/the* applicant is able to 
arrange for, and to meet the cost of the return journey by civil means at a cost of 
 
  
 
 
 from  
 
 
 to    
 
 before  
 
 
 
  
 
 
 
 
 
 
(Service personnel should insert the cost of the return passage, the departure and 
destination ports and the final date of leave authorised). 
 
d.  I accept that the ship may be delayed or diverted and that I/the* person(s) 
named on application may be offloaded at any stage of the journey in favour of official 
passengers or freight, and that I have no claim in Service facilities should this occur. 
 
e. 
I will at all times obey the orders of the ships officers. 
 
f. 
I am aware that I/dependants must not telephone or call at MOD regarding an 
indulgence travel application. 
 
g. 
I realise that if I am granted a passage, I must obtain insurance cover and am 
prepared to produce a policy upon embarkation which must contain the form of words 
as in Annex B. 
 
h. 
I will pay such messing charges as may be required. 
 
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i. 
I am aware that the vessel is not a passenger vessel and there is no condition or 
warranty that she is fit for the carriage of passengers or has any of the normal 
amenities for passengers. 
 
j. 
I am aware that the baggage for accompanied passages is limited to a 
maximum of 2 suitcases (or equivalent) per person” 
 
 
Signature 
 
        
  Applicant/Head of Family 
 
No 
 
     Rank/Status    
 
 
 
Name  
 
 
 
 
 
 
 
 
 
  (BLOCK CAPITALS) 
 
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ANNEX B TO PART 3 CHAPTER 3 
 
CARRIAGE OF NON-MOD SPONSORED PASSENGERS IN SERVICE TRANSPORT - 
INDEMNITY FORM 

Form of Indemnity to be incorporated in an insurance policy taken out by the individual, 
sponsoring organisation, parent or guardian. 
 
“In respect of the carriage of the person named in the Schedule hereto from  
 
to  
 
 
in  
 
 
 (Type of Transport), the insurer agrees to 
indemnify the Crown, its servants or agents (the insured) against all claims to a 
minimum of £500,000 per claim and unlimited in total: 
 
a. 
Arising out of personal injuries (whether fatal or otherwise) to the said person or 
persons or any of them. 
 
b. 
For loss or damage to the property of the said person or persons or any of them. 
 
for which the insured would be legally liable notwithstanding any negligence or other 
breach of legal duty on the part of the insured, its servants or agents.  This 
agreement shall be construed and have effect in accordance with English Law” 
 
The Schedule 
 
 
 
 
 
 
 
 
 
 
Name  
 
 
 
 
 
 
 
 
(BLOCK CAPITALS) 
 
Age (if under 18)  
 
 
 
 
Sponsoring Organisation (if applicable)  
 
 
 
 
 
 
 
 
Date 
 
    Signature 
 
        
 
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Third Edition dated January 2010 
 
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PART 3 
 
CHAPTER 4 - MOVEMENT OF ACCOMPANIED VEHICLES BETWEEN UK 
AND EUROPE 
GENERAL CONDITIONS AND REGULATIONS 
3.4.001.  Definition.  The term ‘accompanied vehicle’ means a Service or Service hired 
vehicle travelling between the UK and the Continent of Europe accompanied by a driver 
(and passengers) and where the primary, or only purpose of the journey is to transport the 
vehicle and passengers.  When the vehicle is also carrying freight then the regulations 
concerning carriage of freight apply.  In the specific cases of convoy movement, the 
provisions of JSP 800 Volume 5 also apply. 
3.4.002.  Movement Options - Cross Channel.  Cross Channel movement by surface 
can be undertaken by: 
a. 
Dedicated Military Line of Communication Service (DMLOC).  In meeting 
the routine re-supply and maintenance of Germany, RFA and charter vessels operate 
on a regular basis between Marchwood Military Port and Antwerp.  Generally, this 
can minimise the cost of movements by sea between the UK and European 
Continent. 
b. 
Commercial Ferry Service.  There are several ferry companies operating out 
of UK ports to Continental Europe. 
c. 
Channel Fixed Link (CFL).  Bookings for personnel travelling in cars, mini-
buses and coaches should be made utilising DSCOM arranged enabling contracts. 
3.4.003.  Authority for Use.  Authority for deviation from the normal short cross-channel 
routes to and from the Continent may only be given by the HQ controlling the movement 
budget.  RAF units are authorised to use most UK ferry services and the CFL, irrespective 
of contract, subject to local budgetary constraints.  However, a number of advantageous 
contracts have been let and these should normally be used for the movement of official 
Service personnel.  Details are available from DSCOM. 
3.4.004.  Staging Facilities in UK.  Staging facilities are available at Shorncliffe or as 
detailed by HQ LAND.  Except by prior arrangement there are no staging facilities at 
Marchwood Military Port. 
3.4.005.  Routes Through Belgium, Netherlands and Germany.  All vehicle parties 
proceeding through ports in Belgium, Netherlands and Germany are to be cleared with HQ 
UKSC Log (Tpt & Mov) or HQ AIR SPD MOV POL SO1, as appropriate, to meet 
continental road movement restrictions and control procedures. 
3.4.006.  Routes through Denmark, Norway and France.  Routes through Denmark, 
Norway and France require clearance by Command HQ with the relevant national 
authorities.  Applications should be submitted well in advance of the planned date of 
movement. 
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AUTHORISATION AND BOOKING OF ACCOMPANIED VEHICLES 
3.4.007.  Navy Department Moves.  In the relatively infrequent instances that RN and 
RM accompanied vehicles need to travel form UK to the Continent, application is to be 
made in accordance with current procedures. 
3.4.008.  Army Department - Operational, Exercise and Training Moves.  The sea 
movement of UK based Regular and TA vehicle parties to Scandinavia and NEW for 
overseas training and exercises is authorised by HQ LAND.  Staff tables and bids for 
movement are to be submitted to HQ LAND (Log Sp Ops) In accordance with Command 
procedures. 
3.4.009.  Air Force Department Moves.  The authority for accompanied vehicles to 
travel to the Continent has been delegated to unit transport officers.  Full details of the 
procedures to be followed are in RAF Surface Movements Instructions (SMIs) 
ARMY DEPARTMENT - TEMPORARY DUTY VISITS TO THE CONTINENT 
3.4.010.  Application.  Applications from units for authority to move UK based 
passengers and vehicles to the continent for temporary duty visits are to be submitted, 
using the form at Annex A (4 copies), to Div/District HQ not less than 2 months in advance 
of the visit. 
3.4.011.  Hired Vehicles.  When planning a visit, the visiting unit is to establish whether a 
suitable Army Department (AD) or hired vehicle can be available under the arrangements 
of the unit to be visited (sponsor unit).  If AD transport is not available the sponsor should 
inform the visitor so that the cost of a hired vehicle can be assessed in relation to the cost 
of sea, rail or combined movement (and associated subsistence) from and to the UK.  
Local availability, or otherwise, should be recorded on a certificate to be attached to the 
normal staff clearance authority. 
3.4.012.  Baggage.  A visiting unit may identify a need to take more baggage than the air 
trooping baggage scales permit and an excess baggage authority may therefore be 
required.  In this case, the use of a unit vehicle may well provide an economic and 
convenient method of freight movement by road, rail and sea.  In this instance, the visiting 
unit is to submit a case to Div/District G3 O&D staff for approval.  This should include an 
application for an excess air baggage authority for staffing to DSCOM.  If such application 
is approved, the need for vehicle movement no longer applies.  If the application is not 
approved, the fact should be recorded on the vehicle movement application. 
3.4.013.  Action by Division / District Staff.  Div/District staff should satisfy themselves 
that a genuine need exists before authorising the applications for temporary duty visits.  
Once the authority has been given, actions are as follows: 
a. 
Secure Staff Clearance and Attribute Costs.  On receipt of applications, the 
Div/District staffs establish the requirement for a vehicle form the UK to be used as 
outlined above.  An appropriate budget, UIN and Movement Financial Authority is to 
be endorsed on applications so that any costs can be correctly attributed.  Normal 
staff clearance for the visit is also to be obtained. 
b. 
Apply to DSCOM.  If clearance is given, Div/District staff are to forward to 
DSCOM, 2 copies of applications (Annex A) recording executive authorisation (valid 
need), financial authorisation (travel by commercial ferry if necessary) and staff 
clearance details normally 6 weeks in advance of the visit.  An acceptable date 
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adjustment band for both outbound and return journeys should be included.  
Authorisation and instructions are normally passed by signal or fax to the originating 
unit and other agencies. 
c. 
Booking and Notification.  On receipt of applications from the Div/Districts, 
DSCOM will establish whether or not there is a suitable LSL/Service vessel sailing.  
In this case, no charge will, at present, be made to the districts.  Some adjustments 
of dates may have to be accepted to facilitate use of DMLOC services.  If this is not 
possible, the movement of the vehicle and passengers by commercial means will be 
considered.  Appropriate instructions will then be issued by DSCOM to all concerned, 
together with a notification of approximate ferry charges, if any, where this is 
possible. 
d. 
Non-Entitled Passengers.  When non-entitled passengers are required to 
move overseas in Service vehicles, authority for the movement is to be sought from 
the appropriate Service/MOD authority. 
 
JSP 800 Volume 2 Part 3 Chapter 4 - Movement of Accompanied Vehicles between UK and Europe 
Third Edition dated January 2010 
 
238

 
ANNEX A TO PART 3 CHAPTER 4 
 
APPLICATION FOR MOVEMENT OF PERSONNEL AND SERVICE VEHICLES TO THE 
CONTINENT FOR TEMPORARY DUTY (AD) 

Part 1 
Reference 
 
Date 
To Division/District 
 
From: 
 
1.  Approval is requested to take the following Service vehicle(s) to the Continent on reasons of temporary 
duty. 
2.  Vehicle – Types 
Registration Numbers 
 
 
 
3.  Details of Move 
From: Dates: 
To: Dates: 
4.  The following passengers will be moving with the 
 
vehicle(s): 
Rank/Status 
Name & Initials 
 
 
 
5.  Destination Abroad 
 
6.  Objective of the visit and full justification for taking Service vehicle(s) (use separate sheet if necessary): 
 
 
7.  Staff Clearance reference (attach copy)  
Signed 
 
Name 
Rank 
Appointment 
Phone 
Date: 
 
Part 2 
To DSCOM 
 
 
From Division/District 
Authority is/is not granted for the vehicle(s) detailed in Part 1 to be taken out of the UK by the following route 
for the following reasons 
 
 
 
 
Signed 
Name 
Rank 
Appointment 
Phone Number 
Date 
 
Part 3 
To 
 
 
 
 
JSP 800 Volume 2 Part 3 Chapter 4 Annex A – Application for Movement of Personnel and Service Vehicles to the Continent for 
Temporary Duty (AD) 
Third Edition dated January 2010 
 
239

 
From DSCOM 
 
 
 
 
Signed 
Name 
Rank 
Appointment 
Phone Number 
Date 
JSP 800 Volume 2 Part 3 Chapter 4 Annex A – Application for Movement of Personnel and Service Vehicles to the Continent for 
Temporary Duty (AD) 
Third Edition dated January 2010 
 
240

 
PART 3 
 
CHAPTER 5 - MOVEMENT BY FERRY TO NORTHERN IRELAND, 
SCOTTISH ISLANDS, CHANNEL ISLANDS, ISLE OF MAN, ISLE OF 
WIGHT, ISLES OF SCILLY AND EUROPE 
GENERAL 
3.5.001.  Unit Responsibilities.  Domestic ferry travel is deemed to be a unit 
responsibility or as directed by single Service instructions.  The DPRC, which previously 
provided this service, only supports MOD Centre units and, where applicable, HM ships 
afloat.  The HQ LAND Divisional Movements Operations Centres (DMOCs) provide the 
service for Army Divisional units and some MOD units parented by these DMOCs.  Army 
units should therefore continue to book through their ADMINCON Div/Dist booking offices.  
Bookings are made using GPC linked to Unit UINs.  Leave travel is centrally funded.  All 
other Service and MOD units with ferry requirements are expected to put in place their 
own processes for booking ferries. 
3.5.002.  Discounted Fare Offers (DFOs).  IPG, Business Manager (Rail), as sponsor 
for ferry travel, will negotiate MOD DFOs with the most commonly used ferry companies.  
In general these DFOs are based on blanket discounts against the normal publicly 
available fares.  The details of these DFOs are published on the Defence Intranet under 
‘Admin’, ‘Arrange Travel’ and ‘Book a Ferry’ or may be obtained from the Sponsor.  A list 
of ferry DFOs/suppliers, correct at the time of publication, is at Annex A. 
3.5.003.  Movement Financial Authority (MFA).  Accurate MFAs must be entered on all 
booking requests.  See Part 2 Chapter 2 for instructions for completing a MFA. 
3.5.004.  Bookings.  Bookings can be made against the MOD negotiated rates by 
telephone or fax (a generic booking form is included at Annex B) or, where applicable, 
through the ferry company web site.  Care should be taken when divulging GPC details.  
Bookers should be aware that several ferry companies offer a fixed tariff for meals and/or 
landing rations.  Meals / rations can be pre-booked prior to sailing (excluding NI).  Ferry 
companies which do not offer this service, meals and / or landing rations must be bought 
on board by the individual and claimed back through his / her unit pay office.  Bookers 
should always seek advice from ferry companies for any additional discounts for Group 
Bookings. 
3.5.005.  Payment.  For all MOD negotiated DFOs payment is to be by GPC. 
3.5.006.  Refunds.  Where the ticket conditions allow, refunds are payable against 
unused tickets. 
SURFACE MOVEMENT BY FERRY TO THE CONTINENT AND NORTHERN EUROPE 
(ON TEMPORARY DUTY) - ADDITIONAL REQUIREMENTS 

3.5.007.  Booking procedures are the same as those described above.  Staff and / or 
vehicle clearance is required when travelling to the Continent and Northern Europe and 
should be in accordance with single Service movement instructions. 
JSP 800 Volume 2 Part 3 Chapter 5 - Movement by Ferry to Northern Ireland, Scottish Islands, Channel Islands, Isle of Man, Isle of 
Wight, Isles of Scilly And Europe 
Third Edition dated January 2010 
 
241

 
SURFACE MOVEMENT BY FERRY TO THE CONTINENT AND NORTHERN EUROPE 
(ON A LAND SPONSORED OTX) - ADDITIONAL REQUIREMENTS 

3.5.008.  Staff / Vehicle Clearance.  Units travelling on a LAND FORCES sponsored 
OTX still require staff and / or vehicle clearance when travelling to the Continent and 
Northern Europe and this should be obtained in accordance with single Service movement 
instructions.  Units should note that the authorised number of personnel together with the 
authorised quantity and vehicle types are described in the Land Command Collective 
Training Programme (LFCTP) as issued by HQ Land Warfare Centre (HQ LWC). 
3.5.009.  Submission of Staff Table.  Responsibility for the booking of exercises may 
vary depending on the size of the move and / or sponsorship of the exercise.  Exercise co-
ordinators are to ensure they are familiar with the booking process and requirement to 
submit Unit Movement Staff Tables (UMST).  They are to gain timely advice from the 
relevant DMOC or HQLF, Log Sp Tpt & Mov.  When required Units should be prepared to 
submit booking requirements 3 months prior to date of travel. 
SURFACE MOVEMENT BY FERRY TO AND FROM NI 
3.5.010.  Routes.  The surface routes from the UK mainland to NI are between: 
Liverpool (Birkenhead) 
 
Belfast (Norfolkline Irish Sea). 
Heysham   
 
 
 
Belfast (Freight Only, Norfolkline Irish Sea). 
Troon 
 
 
 
 
Larne (March to October only) (P&O). 
Cairnryan 
    Larne 
(P&O). 
Stranraer 
    Belfast 
(Stena 
Line). 
Fleetwood 
    Larne 
(tidal 
sailing 
– delays possible) (Stena Line). 
Holyhead 
    Dunleary (Stena Line). 
Holyhead 
    Dublin (Stena Line). 
Fishguard  
 
 
 
Rosslare (Stena Line). 
 
3.5.011.  Travel to NI - Method of Booking and Ticketing.  For ferry booking and 
payment.  See Paragraphs 2.3.5.001 to 2.3.5.005.  Annex A gives details of ferry 
companies for DMOC bookers to contact.  HM Ships (not shore establishments) should 
make bookings through DPRC. 
3.5.012.  Travel from NI - Method of Booking and Ticketing.  Units not authorised to 
self-book are to submit an NI/Mov/13 Application for Ferry Travel to the Civilian Booking 
Office (CBO) for both duty and leave travel.  Self-bookers may contact the ferry companies 
direct and pay with GPC.  Once booked, all e-ticket references will be forwarded to the unit 
Movements clerk to distribute as necessary.  CBO 38 (Irish) Bde can be contacted as 
follows: 
Personal contact details of junior staff redacted under section 40 of the Freedom of 
Information Act 

 
3.5.013.  Detached Units.  For detached Units/Squadrons based in NI but from the UK 
mainland who hold GPC, applications should be sent to the relevant DMOC on the 
mainland.  The CBO do not have access to GPC details in this instance and are therefore 
unable to process a booking from such detached units. 
JSP 800 Volume 2 Part 3 Chapter 5 - Movement by Ferry to Northern Ireland, Scottish Islands, Channel Islands, Isle of Man, Isle of 
Wight, Isles of Scilly And Europe 
Third Edition dated January 2010 
 
242

 
3.5.014.  Cancellations and Amendments.  Bookings originating on the mainland can 
be cancelled or amended in accordance with the ferry company’s booking conditions.  
Bookings made by the CBO can be cancelled or amended by submitting an NI/Mov/2 to 
the CBO, 38 (Irish) Bde. 
3.5.015.  Private Vehicles.  Service personnel posted to NI are permitted to take one 
private car at public expense on posting and one car per journey for personnel on the NI 
Leave Scheme.  A car is defined as a vehicle that does not attract freight rates.  This 
entitlement does not apply to personnel on temporary duty or emergency tours.  Additional 
vehicles are to be booked privately.  (There is no entitlement to move trailers and caravans 
at public expense). 
3.5.016.  Concessionary Fares.  Individuals wishing to arrange ferry passage for private 
vehicles that fall outside entitlement must contact the ferry company direct to add the 
vehicle to the booking and pay privately.  MOD Leisure fares are available from all 
Northern Ireland ferry companies.  Passengers must contact the company direct and 
request a leisure fare and pay privately. 
3.5.017.  Security.  All personnel travelling to NI must access the 38 (Irish) Bde website 
and familiarise themselves with the security briefs and restriction of movement information, 
on the G2 pages, prior to travelling. 
3.5.018.  Berths.  Cabins are only available on the overnight sailing Liverpool 
(Birkenhead) - Belfast.  Families are allocated cabins for their sole use.  Single personnel 
are accommodated on a shared four-berth cabin basis, either male or female.  Personnel 
will normally only share with other MOD passengers.  As cabin space is limited early 
booking is advised. 
3.5.019.  Pets.  Passengers may elect to take pets with them at private expense, subject 
to any regulations in force.  Passengers should annotate their requirements on their 
application.  Birds are subject to controls and embarkation at Stranraer will be refused in 
respect of any bird for which a veterinary certificate is not produced.  It is emphasised that 
there are no facilities at Stranraer for the retention of birds that are refused permission to 
travel. 
3.5.020.  Helpline.  The IPG helpline contact is as follows: 
Business Manager (Rail) 
DTMO 
ELM 2C #4229 
MOD Abbey Wood 
Bristol 
BS34 8JH 
Personal contact details of junior staff redacted under section 40 of the Freedom of 
Information Act 

 
 
JSP 800 Volume 2 Part 3 Chapter 5 - Movement by Ferry to Northern Ireland, Scottish Islands, Channel Islands, Isle of Man, Isle of 
Wight, Isles of Scilly And Europe 
Third Edition dated January 2010 
 
243

 
ANNEX A TO PART 3 CHAPTER 5 
 
LIST OF FERRY COMPANIES 

Telephone/ FAX Numbers 
DFO/F/ Ferry Company
Routes 
E–Mail Address/ Web Site 
0001 
Stena Line Ltd 
Harwich – Hook of Holland 
01255 252252 Fax 01255 252249 
 
xxxx.xxxxxxxxxx@xxxxxxxxx.xxx  
www.stenaline.co.uk 
 
xxxxxxxxxxxxxx.xx@xxxxxxxxx.xxx  
For discounted rates units must quote 'Offer 
Code MODH' 
0002 
Condor Ferries  Poole – Guernsey, Jersey and St  0845 345 2000 
Malo [Fast Ferry] 
Fax: 01305 760776 
Weymouth – Guernsey, Jersey 
xxxxxxxxxxxx@xxxxxxxxxxxxx.xx.xx  
and St Malo [Fast Ferry] 
www.condorferries.com  
Portsmouth – Guernsey and 
 
Jersey [Conventional Ferry] 
For discounted rates units must quote product 
Portsmouth – Cherbourg 
code (a/c no) 10308 
[Conventional Ferry] 
Jersey or Guernsey – St Malo 
[Fast Ferry] 
0003 Brittany 
Ferries 
Portsmouth – Caen, Cherbourg 
Passenger/car reservations 
and St Malo 
 
Poole – Cherbourg & Santander 
0871244 1444 
Plymouth – Roscoff and 
For discounted rates units must quote a/c no.  
Santander (Spain 
602891 
 
Freight Reservations 
08709 013300 
Fax: 08709 011200 
xxxxxxx.xxxxx@xxxxxxxxxxxxxxx.xxx  
 
For discounted rates units must quote 
account A214172 
0004T P&O 
Ferries 
Ltd Car (Tourist) Routes 
Tel: 01394 864381 
Dover-Calais 
Fax: 08707 625325 
Hull-Rotterdam (Europort) 
xxxxxx@xxxxxxxxx.xxx  
Hull-Zeebrugge 
www.POferries.com  (Information only) 
Portsmouth-Bilbao 
 
Hull – 
01482 708266 
Fax 01482 712170 
xxxxxx.xxxxxx@xxxxxxxxx.xxx  
 
For discounted rates units must quote 
account 87642 
JSP 800 Volume 2 Part 3 Chapter 5 Annex A –List of Ferry Companies 
Third Edition dated January 2010 
 
244

 
Telephone/ FAX Numbers 
DFO/F/ Ferry Company
Routes 
E–Mail Address/ Web Site 
0004F P&O 
Ferries 
Ltd Freight Routes 
Dover 
Dover-Calais 
xxxxxxxxxx.xxxxx@xxxxxxxxx.xxx  
 
01304 862537 / 862539 / 862688 
Hull-Rotterdam (Europort) 
Fax: 01304 862577 
Hull-Zeebrugge 
Duty Supervisor 01304 862570 
Teesport-Rotterdam (Europort) 
 
Teesport-Zeebrugge 
Hull+Teesport 
 
xxxxxx.xxxxxx@xxxxxxxxx.xxx  
Portsmouth-Bilbao 
01482 708266 
Fax: 01482 712170 
 
Bilbao 
+34 94 423 4477 
Fax: +34 94 423 8763 
xxxxxxxxxxxxxxxxxxxxxxxxx@xxxxxxxxx.xxx  
 
For discounted rates units must quote 'special 
cash account' 522220 
0005 Condor 
Ferries 
Portsmouth – Guernsey and 
Conventional Ferry Freight 
Freight Ltd 
Jersey [Conventional Ferry] 
02392 664676 (Portsmouth) 
 
Fax: 02392 664704 (Portsmouth) 
Portsmouth – Cherbourg 
 
[Conventional Ferry] 
01534 872509 (Jersey) 
 
Fax: 01534 725051 (Jersey) 
Poole – Guernsey and Jersey 
 
[Fast Ferry] 
01481 728620 (Guernsey) 
Weymouth – Guernsey and Jersey Fax: 01481 728521 (Guernsey) 
[Fast Ferry] 
 
Jersey or Guernsey – St Malo 
Fast Ferry Freight 
[Fast Ferry] 
 
0845 641 0288 
Fax: 01305 760776 
xxxxxxxxxxxx@xxxxxxxxxxxxx.xx.xx  
 
For Conventional ferry units must quote ‘MOD 
travel’ for discounted rates and for Fast Ferry 
quote 10308 for discounted rates. 
0007 
Stena Line Ltd 
Belfast to Stranraer 
xxxxxxx.xxxxxx@xxxxxxxxx.xxx 
(Irish Sea) 
Larne – Fleetwood (Tidal Sailing -  01776 802089 
will be subject to change) 
Fax 01776 802025 
Rosslare-Fishguard 
Out of Hours 01776 802168 
Dublin-Holyhead 
 
Dun Laoghaire-Holyhead 
For discounted rates units must quote ‘Offer 
Code A007 and Account P0971’. 
 
For leisure rates personnel must quote 
Account P11229. 
0010 Norfolkline 
Irish 
Birkenhead – Belfast 
Bookings to be processed through Lisburn 
Sea 
Heysham – Belfast (Freight only 
Travel Centre: 02890 786056 
 
 
Fax: 02890786061 
 
Out of hours 08700 600 4321 (8-6 Mon-Sat) 
 
No offer code needed for discounted rates 
JSP 800 Volume 2 Part 3 Chapter 5 Annex A –List of Ferry Companies 
Third Edition dated January 2010 
 
245

 
Telephone/ FAX Numbers 
DFO/F/ Ferry Company
Routes 
E–Mail Address/ Web Site 
0011 
DFDS Tor Line  ROUTES ORIGINATING IN THE  01255 244322 
PLC 
UK: 
Fax: 01255 244310 
 
xxxx.xxxxx@xxxxxxxxxxx.xxx  
Harwich to Esbjerg (D) 
www.dfdstorline.com 
Tilbury to Gothenburg (S) 
Newcastle to Kristiansand (N) 
Newcastle to Gothenburg (S) 
Newcastle to Amsterdam 
(Ijmuiden) (TN) 
Immingham to Esbjerg (D) 
Immingham to Brevik (N) 
Immingham to Gothenburg (S) 
Immingham to Cuxhaven (G) 
Immingham to Rotterdam (TN) 
 
ROUTES ORIGINATING IN THE 
BALTIC: 
 
Kiel (G) to Klaipeda (Li) 
Luebeck (G) to Riga (La) 
Karlshamn (S) to Klaipeda (Li) 
Copenhagen (D) to Klaipeda (Li) 
Fredericia (D) to Klaipeda (Li) 
Kristiansand (N) to Gothenburg 
(S) 
Gdansk (P) to Karlshamn (S) 
Copenhagen (D) to 
Helsingborg/Oslo (N) 
 
D = Denmark, G = Germany, La = 
Latvia, Li = Lithuania, 
N = Norway, P = Poland, S = 
Sweden, TN = The Netherlands 
 
 
 
 
0012 
P&O European  Larne-Cairnryan 
 Passenger Sales & Marketing Manager 
Ferries (Irish 
Larne-Troon (Mar – Oct only) 
 P&O European Ferries (Irish Sea) 
Sea, ex-UK) 
 Larne Harbour 
 Larne 
 Co.  Antrim 
 Northern Ireland 
 BT40 1AW 
 
Tourist 
0871 2000076 
Fax: 028 28872195 
Out of Hours 028 2887 2199/2118 
 
Freight Tel 0871 664 2222 
 Fax 0282 8872129 
 
For discounted rates units must quote 
account 43111(Tourist) 800101 (Freight) 
 
JSP 800 Volume 2 Part 3 Chapter 5 Annex A –List of Ferry Companies 
Third Edition dated January 2010 
 
246

 
Telephone/ FAX Numbers 
DFO/F/ Ferry Company
Routes 
E–Mail Address/ Web Site 
0013 
Wightlink Ltd 
Mainland UK to Isle of Wight 
023 92 855 260 
 
Fax: 023 92 855 257 
Portsmouth - Fishbourne [Multi 
 
purpose ferry] 
For discounted rates units must quote 
Lymington -Yarmouth [Multi 
account 019822 
purpose ferry] 
Portsmouth Harbour- Ryde 
[High Speed foot passenger 
service] 
No DFO  Caledonian 
Scottish Islands 
08705 650000 www.calmac.co.uk 
MacBrayne 
 
Essential travel clerk asks for a ‘Ticket to Port 
Transfer’ for short notice bookings when too 
late to send tickets by post  
No DFO  Superfast 
Rosyth – Zeebrugge  
0870 234 2222 
Ferries 
01383 608024 
Fax: 01383 608020 
xxxxxxxxx@xxxxxxxxx.xxx 
www.superfast.com 
No DFO  Norfolkline 
Dover – Dunkerque 
01304 218400 
Felixstowe – Scheveningen 
Fax: 01304 218420/218421 
Harwich – Esjberg 
xxxxxxxxxxxx@xxxxxxxxxxx.xxx 
Immingham – Esjberg 
 
 
For discounted rates units must quote 
835872 
No DFO  Northlink 
Aberdeen – Kirkwall 
0845 6000 449 
Aberdeen – Lerwick 
www.northlinkferries.co.uk  
Kirkwall – Lerwick 
Scrabster – Stromness 
 
 
JSP 800 Volume 2 Part 3 Chapter 5 Annex A –List of Ferry Companies 
Third Edition dated January 2010 
 
247

 
ANNEX B TO PART 3 CHAPTER 5 
 
BOOKING FORM 

CONTACT DETAILS 
APPLYING UNIT: 
_________________________________________________________________________________ 
 
CONTACT NAME: _______________________________ TEL: ________________ FAX: _________ 
 
JOURNEY DETAILS 
ROUTE: Outbound: DATE: TIME: 
 
 Return: DATE: TIME: 
 
NUMBER OF PASSENGERS (Inc.  drivers): FIRST CLASS_________ STANDARD CLASS_________ 
 
LEAD NAME: ______________________________________ (FOR ADDITIONAL NAMES USE 
SEPARATE SHEET) 
 
TYPE OF VEHICLE 
 
REGISTRATION NUMBER 
 
LENGTH (M) 
 
WIDTH (M) 
 
HEIGHT (M) 
 
(FOR ADDITIONAL VEHICLES USE SEPARATE SHEET) 
 
MEALS: BREAKFAST ___________ LUNCH _________ EVENING MEAL _________ LANDING RATIONS 
________ 
 
ACCOMMODATION: CABINS ______  BERTHS _________ SEATS ________ 
 
WEAPONS 
 
SERIAL NUMBER 
 
DANGEROUS CARGO 
 
CERTIFICATE NUMBER 
 
(FOR ADDITIONAL WEAPONS USE SEPARATE SHEET) 
 
PAYMENT DETAILS 
PRODUCT CODE/ACCOUNT 
NUMBER__________________________________________________________ 
 
GPC DETAILS: CARD NUMBER __________________________EXPIRY DATE _______________ 
 
CARDHE NAME OF CARDHOLDER ____________________________ P.I.N NUMBER _________ 
  
FERRY COMPANY USE ONLY 
 
CONFIRMATION BOOKING REFERENCE: COST: 
JSP 800 Volume 2 Part 3 Chapter 5 Annex B - Booking Form 
Third Edition dated January 2010 
 
248

 
PART 4 
 
CHAPTER 1 - PASSENGERS BY RAIL 
GENERAL 
4.1.001.  MOD and the National Rail Network.  The MOD utilizes all stations and routes 
on the UK mainland rail network, including for example, the London Underground, the 
Jubilee Line and the Island Line on the Isle of Wight.  Access to the network by the MOD 
community, which covers the whole spectrum of the MOD, from the Combined Cadet 
Force to the Secretary of State’s Office, has been primarily by MOD Rail Travel Warrant 
(MOD 1175).  (It should be noted that currently, due to security reasons, rail travel by 
warrant is not permitted in Northern Ireland.  Rail travel to Eire is no longer possible by 
warrant even if security restrictions were lifted). 
4.1.002.  Rail Travel Sponsorship.  Defence Travel, at the Integrated Provider Group 
(IPG), sponsors all MOD rail travel.  In order to travel seamlessly across the country where 
the majority of journeys encompass more than one Train Operating Company (TOC) and / 
or the supporting metropolitan systems such as London Underground (Transport for 
London) and Merseyrail in Liverpool, the MOD has a number of agreements or contracts 
with rail travel suppliers. 
4.1.003.  The IPG point of contact is: 
DT Business Manager (Rail) 
Elm 2c #4229, MOD Abbey Wood, Bristol BS34 8JH 
Personal contact details of junior staff redacted under section 40 of the Freedom of 
Information Act 

 
4.1.004.  Customer / Supplier Meetings.  Travel and budget staffs should be aware that 
there are biannual review meetings between the MOD and ATOC.  Service establishments 
wishing to table issues at the meeting should forward them through their respective chains 
of command, which are represented at these meetings.  MOD TLBs should forward their 
concerns direct to the Business Manager (Rail) at IPG. 
4.1.005.  Association of Train Operating Companies (ATOC).  ATOC is an 
incorporated association owned by its members.  It was established by the train operators 
during privatisation of the railways under the Railways Act 1993.  As well as being the 
official voice of the passenger rail industry, it also provides its members, the TOCs, with a 
range of services that enable them to comply with conditions laid on them in their franchise 
agreements and operating licences.  It administers, on behalf of the companies, a number 
of ‘schemes’ or processes, which enable the seamless use of the network.  Rail 
Settlement Plan Ltd (RSP Ltd) manages the distribution of ticket revenue to each 
company.  Correspondence with ATOC, should that be deemed necessary, must be 
copied to the Business Manager (Rail) at IPG. 
4.1.006.  More information on ATOC including all contact details can be found at 
www.atoc.org. 
4.1.007.  Train Operating Companies (TOCs).  The TOC structure is in a continuous 
state of flux as company franchises change and amalgamations and takeovers occur.  For 
more information on the TOCs and other rail providers, which includes the Charter 
provisions of each company, see www.rail.co.uk.  All correspondence with a TOC should 
JSP 800 Volume 2 Part 4 Chapter 1 – Passengers by Rail 
Third Edition dated January 2010 
 
249

 
be copied to Business Manager (Rail) at IPG. 
4.1.008.  Independent Rail Passenger Committees (RPC).  RPCs are statutory bodies 
set up by Parliament to protect the interests of passengers.  There are currently nine 
committees.  For more information see www.railpassengers.org.uk.  All correspondence 
with the RPCs should be copied to the Business Manager (Rail) at IPG. 
ENTITLEMENTS 
4.1.009.  Class of Travel.  Class of rail travel on the UK Mainland is based on rank or, 
for civil servants, grade.  Officers and civil servants who are Lt Cdr, Major, Sqn Ldr, pay 
band C2 and above are entitled to first class travel at public expense.  This includes acting 
rank.  Standard class passengers travelling with entitled officers for essential duty reasons 
may also travel first class. 
4.1.010.  Season Tickets.  Season tickets purchased with public funds for residence to 
place of duty purposes are to be Standard class only. 
BUYING RAIL TICKETS 
4.1.011.  Rail Warrants.  Rail warrants are being phased out and can only be issued in 
extreme circumstances i.e.  Season tickets, underground travel, oyster cards. 
4.1.012.  Rail Cards.  No railcard can be used in conjunction with a rail warrant, however 
savings can be significant when used on their own. 
e. 
Young Persons Railcard.  This may be used by any MOD employee for duty 
travel who is over 16 and under 26 years of age. 
f. 
Senior Railcard.  This may be used by any MOD employee over 60 years of 
age for duty travel.  (War Widow Pensioners are entitled to a discount on the price of 
the Senior Railcard). 
g. 
HM Forces Railcard.  It is a contravention of the terms and conditions to use 
the HM Forces Railcard for duty travel or for regular journeys between an individual’s 
residence and place of duty.  It is not sponsored by DSCOM, but by D Sp Pol Allces.  
See 2006DIN02-006 for details. 
h. 
Network Railcard.  For use in the South East of England.  Although restricted 
to travel after 1000 hours discounts up to 34% on standard fares are available.  One 
card holder can travel with up to three other travellers. 
i. 
Annual Gold Cards and Annual Gold Travelcards.  Gold Cards are deemed 
to be railcards and therefore cannot currently be used with rail warrants.  Like 
Network Railcards significant savings can be made by holders of these cards, 
however the terms and conditions of use are such that travellers should make their 
own bookings and reclaim to the cost of the travel.  Annual Gold Card season ticket 
holders do not need to purchase the Network Railcard in the first instance and they 
are entitled to buy a first class supplement. 
4.1.013.  Miscellaneous Ticket Types.  Travel clerks and budget managers should 
consider the use of Bearer Season tickets and Carnets of tickets issued by some Train 
Operating Companies.  These types are described in more detail at Chapter 3.  There are 
also various promotions advertised from time to time in the press which rail travel staff 
JSP 800 Volume 2 Part 4 Chapter 1 – Passengers by Rail 
Third Edition dated January 2010 
 
250

 
should consider using. 
Heathrow Express.  Heathrow Express provides rail travel on its three Airport Express 
Trains (Gatwick Express, Heathrow Express and Stansted Express) at a significant 
discount for the MOD.  The Discounted Fare Offer (DFO) which explains the process in 
detail may be found on the Defence Intranet.  See also 2005DIN04-125.  Travel bookers 
need to register on-line at the dedicated MOD website at: 
https://www.airportexpressalliance.com/index.asp?CID=MOD&PID=980. 
 
JSP 800 Volume 2 Part 4 Chapter 1 – Passengers by Rail 
Third Edition dated January 2010 
 
251

 
PART 4 
 
CHAPTER 2 - TROOP MOVEMENTS 
RESPONSIBILITY FOR ARRANGEMENTS 
4.2.001.  Routine Movement.  Units are responsible for arranging routine movement of 
personnel by rail in consultation, where necessary, with local railway authorities. 
4.2.002.  Large Parties and Special Categories.   Responsibilities for the 
arrangements for the movement of large parties and special categories are set out in the 
table below: 
Navy 
Parties 
Department 
AD AFD 
(ND) 
Movements of personnel requiring 3 or 
more special trains (For planning 
DSCOM DSCOM 
purposes assume 700 passengers for 
each special train) 
Parties of 50 or more up to a maximum 
Div/District HQ in consultation  Units 
requirement of 2 special trains 
with DSCOM 
See BR 8587, 
Div/District HQ are to make 
Parties of 20 or more travelling to from 
Chapter 11 
arrangements with HQ 
Units 
or through London 
LONDIST as necessary 
Medical cases, prisoners under escort, 
dog handlers or their dogs, personnel 
Div/District HQ (if a 
escorting classified or special stores 
movement across London is 
Units 
and therefore requiring reserved 
involved HQ LONDIST are to 
accommodation and terminal or inter-
be notified) 
station travel. 
 
4.2.003.  Information and Conditions. 
a. 
Movement to and from Terminals.  When a rail move necessitates transport 
to and / or from rail terminals and unit transport is not available, the OC of the 
dispatching or receiving unit is to arrange provision through the local transport officer, 
as appropriate. 
b. 
Detailed Information.  When requests are made for the move of large parties, 
the following details are usually required: 
(1)  Number of personnel in the categories of officers, servicemen and 
servicewomen. 
(2)  Date and earliest time movement can start. 
(3)  Destination and required arrival time. 
(4)  Details of return movement, if required. 
(5)  Particulars of baggage and any unit equipment which is to accompany the 
party. 
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(6)  Name of responsible officer and telephone details. 
(7) Refreshment 
requirements. 
c. 
Special Trains.  When special trains are required, the Division / District HQ or 
unit is to coordinate all the relevant information in the form of a movement instruction 
and forward copies to the Division / Districts and units concerned and the OC Troops. 
PROVISION OF HOT DRINKS AND MEALS ON TRAINS 
4.2.004. Individuals 
and 
small 
parties travelling by train are to be paid subsistence 
allowance or train meal allowance, where appropriate, in accordance with current 
regulations.  Collective arrangements may be made for large parties and in the case of the 
AD, who is likely to have more need for this type of movement, reference should be made 
to RAAC.  A specimen catering order form for use in such circumstances is at Annex A. 
OC TROOPS ON TRAINS 
4.2.005.  When special trains are arranged for the sole use of Service personnel, and OC 
Troops is to be detailed for each train.  They are to be provided with instructions on their 
duties; an example of these is at Annex B.  These example instructions may be modified to 
suit particular movements. 
TRAVEL IN THE UK ON ARRIVAL BY AIR FROM OVERSEAS 
4.2.006.  Where an entitlement exists, personnel are to be issued with a Forces Rail 
Warrant by the parent unit (before departure).  In the case of arrivals by air, the warrant is 
to show the flight number instead of the expected UK departure station.  This is to allow 
the issue of the rail ticket at the nearest convenient railway station to the arrival airfield or 
airport. 
CIVILIAN PERSONNEL 
4.2.007.  Rail warrants for civilian personnel are to be issued in accordance with the 
appropriate civilian staff regulations. 
MOVES ACROSS LONDON 
4.2.008.  The following points are to be noted for moves across London: 
d. 
Baggage.  When rail moves arranged by Division / District HQ or unit require a 
change between London mainline stations, transport to convey baggage across 
London is to be arranged through HQ London District. 
e. 
Peak Travel Period.  Division / District HQ and units are, as far as practicable 
to avoid arranging movement across London during the peak travel periods (from 
0800 to 0930 and from 1630 to 1800 on working days) particularly when travel by 
underground train is involved. 
f. 
Prisoners.  The movement across London of prisoners (whether handcuffed or 
not) and escorts is to be made by taxi as authorised in single Service regulations.  
AD moves of this nature are to be notified to HQ LONDIST (Log Sp 2/3). 
g. 
Large Leave Parties.  When large parties are travelling on leave, 
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arrangements should be made with the railway authority to minimise inconvenience 
to the Service personnel and the general public.  In the AD, these arrangements are 
to be co-ordinated by Division / District HQ. 
 
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ANNEX A TO PART 4 CHAPTER 2 
 
PROVISION OF HOT DRINKS AND / OR MEALS FOR PARTIES OF 20 OR OVER 
MAKING JOURNEYS OF OVER 5 HOURS BY RAIL - SPECIMEN CATERING FORM 

Part A 
To: Refreshment Room Manager 
HQ …………………..Div/Dist (Log Sp) 
Travellers Fare Ltd 
 
at…………………Station 
Date 
 
Catering Order No 
1.  Please supply……………(unit/party) with then following refreshments to be served 
at………………………Station 
Meals Beverages 
Description Description 
 
 
 
Number Required 
Number Required 
Cost per Meal 
Cost of Beverage 
On (date)………………………..at………………….hours 
Special Train Number…………………………..(delete if by public service train) 
2.  Should it be necessary to amend the above order, you will be notified by telephone 48 hours in 
advance of the date for which refreshments are ordered.  The amended order should be written in the 
format at Part B. 
3.  The account must be submitted to this Headquarters for payment and must be supported by the 
duplicate copy of this order duly completed in Parts B & C. 
Signature 
Rank 
 
 
 
Part B 

Telephone Amendment to Catering Officer 
1.  Train Catering Order No………………dated……………..is amended as follows 
 
 
 
2.  Name of person advising/receiving the above amendment………………. 
 
 
 

JSP 800 Volume 2 Part 4 Chapter 2 Annex A – Provision of Hot Drinks and / or Meals for Parties of 20 or over making Journeys of over 
5 Hours by Rail – Specimen Catering Form 
Third Edition dated January 2010 
 
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Part C 
Certificate by OC Troops 
I……………………………………………...(Name in BLOCK LETTERS) certify that the refreshments 
detailed in Part A and amended in Part B (delete if necessary) were supplied as ordered, with the 
exception of: 
 
 
 
Rank Signed 
Date 
Unit or Party 
 
 
 
Part D 
To be completed by District HQ before the account is forwarded to the appropriate Paymaster for 
payment  

Authority for Journey 
Nature of Journey 
Chargeable to 
 
JSP 800 Volume 2 Part 4 Chapter 2 Annex A – Provision of Hot Drinks and / or Meals for Parties of 20 or over making Journeys of over 
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Third Edition dated January 2010 
 
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ANNEX B TO PART 4 CHAPTER 2 
 
SPECIMEN ORDERS FOR OC TROOPS ON TRAINS - GENERAL 

1. 
An OC Troops is to be detailed from every train on which large numbers of Service 
personnel are travelling.  He should normally be of the same Service as the majority of the 
personnel travelling on the train.  He will be of the rank of Lt Cdr (OF 3) or equivalent.  
Failing an officer of this rank being available, a more junior officer is to be selected.  When 
only one unit is concerned the OC unit is to detail the OC Troops.  If several units are 
being conveyed, the OC Troops is to be appointed by the Movements staff arranging the 
move.  The OC Troops is to appoint one or more officers or Service person as assistants 
or coach / car commanders for each coach / car.  When drafts of the other Services are 
travelling, OC Troops is to appoint and Officer or Service person of the Services 
concerned to assist them. 
2. 
The OC Troops is in command of all Service personnel travelling on the train and is 
responsible for their discipline and protection at all times.  He is to issue any orders 
necessary to implement the instructions of the movement’s staff or to comply with the 
requests of the railway authorities. 
3. 
Current standing instructions in the event of sickness, death or absence without leave 
are to be observed. 
ENTRAINMENT 
4. 
The OC Troops should confirm details and times of loading baggage, transport and 
personnel with a member of the movement’s staff or the railway authorities, preferably not 
less than 24 hours before entrainment. 
5. 
OC Troops is responsible for seeing that warrants are exchanged for tickets at the 
railway booking office, unless advised otherwise before the start of the journey. 
6. 
OC Troops is responsible for entrainment being fully completed punctually, and is to 
note the strength of each unit or party and to check, with a member of the movements staff 
(if in attendance) that troops, vehicles, equipment and baggage are loaded on to the in 
accordance with movement instructions. 
7. 
OC Troops is to inspect the sanitary arrangements on the train.  If these are 
unsatisfactory, he is to request the movement’s staff or the railway authorities, to arrange 
for the deficiencies to be made good. 
8. 
OC Troops is to ensure that all concerned know their own location on the train, 
normally the First Class compartment nearest to the guard of the train, and that it is clearly 
marked with a label “OC Troops”.  They are to inform all concerned of any medical 
facilities available.  If the security situation requires it, he is to ensure that neither the 
composition of the units nor their destinations are disclosed by Service labels or markings 
on the train.  Railway labels must not be removed. 
9. 
OC Troops is to ascertain the scheduled time of refreshment halts and of arrival at 
destination, and whether any Service personnel are to join the train at other stations en-
route.  They are to ensure that accommodation for them, allotted by the movement’s staff, 
is kept reserved. 
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TRAIN DISCIPLINE 
10.  C Troops is to make any safety arrangements necessary and will ensure that, before 
leaving the entraining station, Service personnel are warned against: 

Leaning out of windows or doors. 

Boarding or leaving trains in motion. 

Throwing anything out of the windows. 

Causing damage to railway equipment. 

Chalking, marking or writing on railway equipment. 

Interfering with the lighting in coaches / cars or the train operating mechanisms. 

Unauthorised use of inflammable equipment. 

Detraining without permission. 

Giving any information concerning the move to unauthorised persons or violation of 
security regulations. 

Leaving litter and unconsumed rations in the coaches / cars. 

Waste of water in lavatories. 

Riding anywhere on trains except where authorised. 

Interference with railway operations. 

The use of intoxicating liquors during the journey, other than those authorised. 

The unauthorised possession of live ammunition. 
11.  OC Troops is not to allow Service personnel to travel in road vehicles which are being 
conveyed by rail. 
12.  OC Troops is not to make any irregular requests to the railway authorities, such as 
requests for unspecified stops. 
DAMAGE 
13.  The OC Troops or officer detailed by him, is whenever possible, to take over his train 
either from a member of the movements staff, when in attendance, or from the railway 
authorities before the entrainment of Service personnel.  They are to pay particular 
attention to breakages and deficiencies which are to be noted by them and the handing 
over authority.  A Troop Train Inspection Report (Appendix 1), listing breakages and 
deficiencies, is to be signed by all concerned. 
14.  At the end of the journey, damage to railway property of any kind is to be reported to 
the OC Troops and through him to a member of the movement’s staff, when in attendance, 
or the railway authorities at the detraining station, with a detailed account of its cause.  The 
breakages and deficiencies are to be compared with those noted before the journey and a 
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note is to be recorded on the Troop Train Inspection Report of any which have occurred 
during the journey. 
HALTS 
15.  Service personnel are on no account to leave a halted train without the express 
permission of the OC Troops.  Such permission is normally to be given only at halts where 
refreshments have previously been arranged. 
16.  If it is necessary for Service personnel to be ordered to leave the train between 
stations, they are to descend on the side of the line advised by a member of the railway 
staff and they are to be warned of any possible danger of live rails or other trains. 
REFRESHMENTS 
17.  The movements staff arranging for the move are to issue instructions on any 
arrangements made, or to be made, for refreshments and the payment for them. 
18.  When teas or refreshments have been arranged by the movement’s staff, it is the 
responsibility of the OC Troops to see that the time is taken for the provision of the 
refreshments does not exceed to duration of the halt notified in the Movement Instruction.  
They are to find out the method of serving the refreshments and order Service personnel 
to parade accordingly. 
19.  Tea may have to be received in mess tins or mugs which must be readily available to 
avoid delay.  If a buffet or restaurant car is attached to the train, the tea issue is to be 
made in the car, under the arrangements by the OC Troops. 
BUFFET CARS (IF PROVIDED) 
20.  The OC Troops is to be responsible, with the buffet car manager for arranging orderly 
use of the car and is to make suitable arrangements for sales generally and alcoholic 
drinks in particular. 
21.  The OC Troops is to detail a Warrant Officer or SNCO to supervise and maintain 
discipline in the buffet car.  A Warrant Officer or SNCO must be present at all times when it 
is open. 
22.  Alcoholic drink is to be consumed in the buffet car only; on no account is it to be 
taken into the rest of the train. 
23.  The OC Troops is responsible for the correctness of the certificate for refreshments 
presented to then for signature. 
DETRAINMENT 
24.  The OC Troops is to report to the movement’s staff, if in attendance, immediately on 
arrival at the detraining station, giving information regarding composition and destination of 
all personnel and baggage on the train.  He is to give particulars of any casualties, 
damage or other incident of importance which occurred en-route and report whether the 
arrangements for the journey, including refreshments, were satisfactorily carried out. 
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25.  If there is no member of the movement’s staff in attendance at the detraining station, 
the OC Troops is to arrange for a railway representative to accompany them or their 
representative during the final train inspection after detrainment. 
26.  OC Troops is responsible to ensure that all Service personnel are moved from the 
railway premises as soon as possible.  They are in consultation with the movements staff, 
if in attendance, or the railway authorities, to make arrangements for the immediate 
unloading of baggage and vehicles. 
27.  OC Troops is to complete a Troop Train Inspection Report, a specimen of which is at 
Appendix 1, and his own report in the format given at Appendix 2.  These reports are for 
the use of the movement’s staff that may not be present during the journey but will wish to 
monitor the arrangements made. 
 
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APPENDIX 1 TO ANNEX B TO PART 4 CHAPTER 2 
 
SPECIMEN TROOP TRAIN INSPECTION REPORT 

 Date…………………. 
Unit…………………………………….. Train 
No…………….. 
From……………………………………. To…………………… 
 
1. 
The inspection is to be made by military personnel whether or not a railway 
representative is available. 
2. 
List ALL coach / car initials, numbers and damaged items.  If nil, indicate. 
Before Entrainment 
After Detrainment 
Coach/Car No and Type 
Condition of Coach/Car (continue on reverse if required) 
 
 
 
 
 
 
 
 
Signatures  
 
OC Troops 
(1) 
(2) 
Railway Representative 
(1) 
(2) 
Movements Staff (if available) 
(1) 
(2) 
 
3. 
Inspecting Personnel are to Check the Following
a. 
Coach / Car floors free form dirt and in sanitary condition. 
b. 
Seats clean and free from damage. 
c. 
No broken windows or doors. 
d. 
Ventilators in proper order. 
e. 
Lavatories in working order and properly supplied with water. 
f. 
Toilets clean and sanitary - flushing apparatus in working order and an adequate 
supply of toilet paper. 
g. 
Lighting fixtures in working order and coach / car properly lit for night travel. 
h. 
Platform and steps of each coach / car safe and secure. 
i. 
Passage used by passengers between coaches / cars to be guarded by 
diaphragms / covered gangway; if not, arrangements to be made for equipping with 
chains or heavy ropes. 
j. 
Emergency / communications cord. 
k. Fire 
apparatus. 
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APPENDIX 2 TO ANNEX B TO PART 4 CHAPTER 2 
 
REPORT BY OC TROOPS 

1. Train 
Timings 
 
Station Scheduled 
Actual 
  Arr Dep Arr 
Dep 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
2. 
Actual Entraining Strengths: 
 
Unit(s) From 
To 
Offrs Service 
Personnel 
Others 
 
3. 
Details of Stores (If appropriate)    
 
 
 
 
 
 
 
 
 
 
4. 
Number of Vehicles (if any) loaded  
 
 
 
 
 
 
 
 
 
 
5. 
Report on the: 
 
a. Journey 
            
 
____________________________________ 
  ___ 
   
b. 
   
 
 
 
 
 
 
 
 
 
 
 
 
 
_____________________ 
   ___________ 
   
c. 
   
 
 
 
 
 
 
 
 
 
 
 
 
 
______________________ 
     ____________ 
 
d.  
         _______________ 
 
 
 
e. 
Feeding Arrangements    
 
 
 
 
   
 
 
 
 _________________________________________ 
 
 
 
 
f. 
   
 
 
 
 
 
 
 
 
 
 
 
 
___________________________________ 
     
g. 
   
 
 
 
 
 
 
 
 
 
 
 
 
______________________________ 
   _____  
 
Print 
Name: 
      
Unit:   
 
 
 
 
 
 
 
 
Signed: 
 
      Date: 
       
 
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PART 4 
 
CHAPTER 3 - RAIL WARRANTS 
MANAGEMENT AND FINANCIAL 
4.3.001.  MOD Rail Travel Warrant (MOD 1175).  The rail warrant will buy any publicly 
available rail product 
4.3.002. Rail Warrant Agreement.  The current Agreement with ATOC is dated December 
2008 and is open-ended.  It is sponsored by Defence Travel IPG.  The main feature of the 
agreement is that MOD rail warrants (MOD 1175) may be exchanged for any ticket on sale 
to the general public by the rail operating companies. 
4.3.003.  MOD 1175 Accounts.  The MOD manages rail warrants under six separate 
accounts: 
a. 
Head Office MOD. 
 
09200 (electronic warrant account only). 
b. 
MOD Civilian less DPA. 
09300. 
c. 
MOD DPA. 
 
 
09400 (electronic and paper warrant account). 
d. 
Royal Navy. 
 
 
09700. 
e. 
Army.    09800. 
f. 
Royal Air Force. 
 
09900. 
g. 
Police. 
 
 
 
09600 (Not a MOD account per se but a police 
account used to provide emergency warrants for MOD personnel only). 
4.3.004.  It is important that budget holders and issuing officers use the correct book as 
costs that are not charged to the unit UIN are charged to a MOD central fund according to 
the Service account.  This is part of the bill payment process conducted by the Director 
General Financial Management (DGFM) Liverpool. 
4.3.005.  Authority to Hold and Issue Rail Warrants.  All MOD units, MOD sponsored 
Trading Funds and other authorised departments may hold and issue the MOD 1175.  
Subject to contractual arrangements MOD contractors may be issued with rail warrants.  
The issue of warrants is a unit responsibility, they are to be completed and signed by the 
CO or the Head of Establishment’s authorized representative.  For guidance this should be 
at least a Petty Officer, SNCO, or equivalent status, but dispensations may be granted by 
senior line management.  Business Manager (Rail) IPG will provide advice as required.  It 
is emphasized that the use of warrants involves the expenditure of public money and care 
is to be taken in their completion.  The attention of those authorising warrants is drawn to 
the following single Service regulations: 
a. 
ND.   
 
BR 8587 Paragraph 1202. 
b. 
AD.   
 
RAAC Paragraph 0301. 
c. 
AFD. 
 
FRS (RAF) 2465(4). 
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d. 
Civil Service. 
MOD Civilian Travel Manual. 
4.3.006.  Use of Rail Warrants.  Examples of use are: 
a. 
The purchase of all London Underground travel. 
b. 
To purchase all concessionary fares. 
c. 
To purchase through tickets to and from London Heathrow, which include the 
Reading and Woking Rail air links. 
d. 
For civil servants to purchase other services allowed under the Civilian Travel 
Manual. 
e. 
For members of the Cadet Forces where the Service sponsoring the movement 
is to issue the warrants. 
f. 
To purchase season tickets. 
4.3.007.  Financial Responsibilities and Entitlements.  Before completing a warrant 
the issuing officer must understand the following: 
a. 
Budget UIN.  The UIN of the unit responsible for the expenditure (who pays). 
b. 
Issuing UIN.  To be entered when a unit issues a warrant on behalf of another 
UIN.  For audit purposes it is essential that the issuing UIN notifies the paying UIN. 
c. 
Entitlements.  Knowledge of terms of service and entitlements is required for 
both military and civilian personnel. 
4.3.008.  Purpose of Travel (POT) Codes.  Although warrants still require a POT code to 
be entered to validate the warrant, the information is no longer passed to DGFM bill 
payment.  Therefore, all warrants cashed will automatically default to POT Code 06.  Units 
are therefore encouraged to only use warrants as a last resort, and to use the EBIS (on-
line) booking tool or the HRG (off-line) service provided. 
4.3.009.  Rail Warrant Payments.  The TOCs receive payment for used warrants 
through DGFM at Liverpool.  DGFM then debits the budget UIN.  For reasons explained 
below it should be noted that season tickets are now refundable, see Paragraph 2.4.3.030.  
An administrative charge is made. 
BOOKING PROCEDURES 
4.3.010.  Route and Price Responsibilities.  It is a rail company responsibility to provide 
the lowest publicly available fare to meet the requirements entered on the warrant.  
However, when a journey is authorized for a route other than the most economic route the 
variation is to be entered in the ‘via’ box.  The time of travel has a direct bearing on both 
the concessionary fares available and the eventual route used and therefore the cost of 
the ticket.  The authority requesting the warrant, not the passenger or MOD travel clerk 
writing the warrant, is responsible for making such decisions.  The following provisions are 
to be noted: 
a. 
Fare Options.  Travel clerks should, as a matter of course, promote the use of 
cheap fare options.  It must be noted that the station clerk will only supply what the 
JSP 800 Volume 2 Part 4 Chapter 3 - Rail Warrants 
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MOD travel clerk has entered on the warrant.  However it will be essential to balance 
the benefits of low cost, but restricted tickets, against the journey to be made, 
particularly those that are routed via London at peak times or where journeys cover a 
number of rail operating companies.  Significant savings are available to the MOD for 
off peak ticketing, but passenger flexibility and booker knowledge is required.  If in 
doubt consult rail help lines and websites. 
b. 
Advanced Purchase Tickets.  Budget holders and travel staffs should 
consider the early acquisition of low cost tickets to achieve savings, through advance 
purchases.  Notwithstanding that refunds cannot be claimed on any unused tickets 
purchased by warrant and that there are only limited refunds available on these 
tickets when purchased, by GPC for example, the potential savings are significant 
even if, occasionally, a ticket is not used.  There is no need to nominate the 
passenger by name; a unit address is sufficient. 
c. 
Traveller Briefings.  It is essential that travellers are given clear instructions on 
which trains to catch and which connections to make in order that the tickets that they 
have been issued with are used legally. 
d. 
Helpline.  The National Rail Fares helpline is available on Civ: 08457 484950 
and at www.nationalrail.co.uk.  This website will provide a selection of options for any 
chosen route. 
e. 
Validity of Tickets.  Owing to the risk of fraud the validity of open return tickets, 
where they are available, is restricted to one calendar month.  Where an open ticket 
is available, and restrictions are not in place, journeys may be broken.  It is also 
possible to obtain two tickets for different outward and return dates using one 
warrant, but the cost of the return journey will be twice the single rate. 
f. 
Deviation from Route.  Personnel who deviate from the authorised route, or 
route subsequently amended by the rail company, will be responsible for any excess 
fare so incurred. 
g. 
Changes to Route.  It must be noted that station staff may be forced to change 
the route if that shown on the warrant will not get the traveller to his/her destination 
on the date entered on the warrant, for example, the warrant is presented at a certain 
time of day where the journey cannot be completed by the route stated. 
4.3.011.  Completion of Rail Warrants.  Instructions for the completion of warrants are 
included on the front and back covers of the warrant book, a copy of these instructions and 
the current rail warrant have been reproduced at Annex B, however the following points 
are to be noted: 
a. 
Rail Warrant Books.  TOCs will honour print runs of the MOD 1175 (purple 
warrants only) except for warrants dated prior to and inclusive of May 02.  The latest 
version of the warrant is October 09. 
b. 
Amendments are not permitted.  A warrant will not be valid if altered, defaced 
or mutilated. 
c. 
Use Black Ink.  The warrant must be completed neatly, in black ink only. 
d. 
Unit Date Stamp.  The date stamp must always be within 30 days of the 
outward date of travel.  Only one unit stamp on the front of the warrant is required 
JSP 800 Volume 2 Part 4 Chapter 3 - Rail Warrants 
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and it must not overlap any other box.  It must be countersigned by the authorized 
issuing officer. 
e. 
MOD Finance Information.  The POT Code and Budget UIN must be 
completed in all cases. 
f. 
Complete all boxes.  All boxes must be completed or scored through, 
particularly the ‘via’ box. 
g. 
Children.  Children under 5 years of age travel free.  Children 16 and over are 
charged at the adult rate except where a cadet over 16, but under 18, is travelling on 
a group ticket with other under age cadets. 
h. 
Change of Entitlement.  If a passenger is authorised by his/her unit to travel 
first class this should be noted in red ink on the stub only. 
i. 
Passenger’s Name.  It is not essential to enter the passenger's name on the 
warrant, for example, if early purchase of tickets is desirable, a unit address is 
sufficient.  The passenger does not have to sign the warrant book stub if other unit 
controls are considered equally acceptable, such as nominal rolls. 
4.3.012.  Exchange of Warrants. 
a. 
Rail warrants are not to be exchanged before the time of travel as no refunds 
are allowed if the journey is cancelled.  See also seat reservations. 
b. 
Rail warrants may be exchanged at all rail ticket offices including London 
Underground, but not at the Eurostar ticket office. 
c. 
Rail warrants may be exchanged at the Heathrow Express ticket office for 
journeys to Paddington only.  These warrants must be endorsed Heathrow Express.  
A separate, second, warrant is required for any rail journey beyond Paddington which 
should be exchanged on arrival at Paddington.  You can exchange warrants correctly 
made out for Heathrow Express at their desks in Terminals 1 and 4 and at the office 
situated between Terminals 2 and 3.  A single warrant that is made out to include 
onward travel from Paddington can only be exchanged at the National Express desk 
in the Central Bus Station at Heathrow, whether using the London Underground or 
Heathrow Express. 
 
d. 
Station staff is not to be asked to complete internal budgetary forms to record 
the cost of the ticket when presenting the warrant to the ticket office.  If required the 
passenger should do this himself / herself. 
4.3.013.  Boarding a Train with a Warrant.  It contravenes the MOD / ATOC Agreement 
to board a train with a warrant unless the ticket office is shut.  If a warrant is exchanged on 
a train where the originating station ticket office was open the full fare will be charged and 
in some cases an excess charge may also be levied. 
4.3.014.  Season Tickets - Residence to Place of Duty.  MOD Rail Warrants may be 
issued to Service personnel, but not to civil servants for tax reasons, for the purchase of 
season tickets for journeys between residence and place of duty in accordance with single 
Service travel regulations. 
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a. 
The warrant is to be endorsed: ‘Season Ticket for the Period .................  to 
.............’ in the Special Instructions box. 
b. 
The holder is to present the warrant and a passport size colour photograph to 
the appropriate ticket office.  Some stations may require 24 hours notice to prepare 
the season ticket and photo card. 
c. 
In order to reduce the bureaucracy involved in processing refunds for partially 
used season tickets the holder is to record the warrant number and UIN on the 
reverse of the season ticket as soon as it is given to him / her. 
d. 
Refunds are available on all part used season tickets.  See Paragraph 
2.4.3.025. 
4.3.015.  Season Tickets - Miscellaneous. 
4.3.016.  Weekly Season Tickets.  Service personnel travelling on official business are 
expected to take full advantage of season tickets, for example where the cost of two return 
journeys is more expensive than say a weekly season.  The savings can be considerable.  
However budget managers and travel staff are to ensure that there is no collusion over 
such multiple journeys as the traveller may also use the season ticket for personal use. 
4.3.017.  Bearer Season Tickets.  These are transferable season tickets, rather than 
allocated to an individual.  They cost one and half times the price of a normal season 
ticket.  A first class Bearer Season from Andover to Waterloo costs £6,876.  The net cost 
of a first class day return is £68.33 at the time of writing.  In order to achieve a saving the 
bearer season needs to be used over 101 times.  Savings over £3,000 per annum are 
achievable by using the bearer season 3 times a week.  Not all TOCs issue bearer 
seasons.  Travel clerks should apply to Manager Business Travel DSCOM. 
4.3.018.  Group Travel and Discount.  Single warrants may be used for groups of 
passengers, to a maximum of 100, or 50 if return tickets are required.  The group must be 
travelling to the same destination.  (If necessary a mix of singles and returns and first and 
standard classes of travel are allowed with the numbers for each category entered on the 
single warrant).  It should be noted that an additional group discount (up to 25%) is 
available for ten or more passengers travelling as a group to the same destination on a 
single warrant. 
4.3.019.  Seat Reservations.  Seats may be booked on all train services that offer such a 
service to the general public, although it should be remembered that seats cannot be 
booked on all services, for example, most commuter trains.  The process is as follows: 
a. 
Fax, or for some TOCs, e-mail a request to the TOC travel centre that operates 
the route required and it will fax back, or e-mail, the seat reservation details.  There is 
no charge and no need to exchange the rail warrant before travel. 
b. 
A copy of the form to be used is at Annex D, it should be reproduced locally on 
one side of A4 paper or for e-mail addresses converted to electronic format.  If more 
than one seat reservation is required, for example, when the passenger has to 
change trains, a second submission will be necessary. 
c. 
Provide a copy of the fax or e-mail, once completed by the TOC, to the 
passenger together with his / her warrant, which is then exchanged on the day of 
travel in the normal way. 
JSP 800 Volume 2 Part 4 Chapter 3 - Rail Warrants 
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4.3.020.  Discipline. 
a. 
It is a disciplinary offence to obtain, use and dispose of a rail warrant or rail 
ticket under false pretences.  A rail warrant is a personal issue and may not be 
transferred. 
b. 
An unused rail ticket may be transferred to another MOD employee subject to 
line management authorization. 
4.3.021.  Compartment and Coach Reservations.  It is no longer practical to book 
compartments or a whole coach solely for MOD use.  If this is deemed necessary advice is 
to be taken from the train operating company concerned or from the Manager Business 
Travel DSCOM.  Then if such reservations are possible the rail warrant is to be endorsed 
“For the Exclusive Use of the Compartment or Coach”. 
4.3.022.  Executive Packages and Car Parking. 
a. 
Care must be taken when purchasing Executive Packages, for example, to 
obtain a car parking ticket as part of an executive package may also require the early 
exchange of the warrant.  If the reason for travel is then cancelled the cost of the 
unused ticket is lost to the MOD and the budget UIN.  The business risk is therefore 
high and travel staffs must advise travellers accordingly. 
b. 
Car parking may be purchased with a warrant where the TOC operates its own 
car park; however where station car parks have been contracted out, travellers must 
pay and claim. 
4.3.023.  Accompanied Articles and Animals.  The MOD is not subject to the normal 
charging arrangements for accompanying articles and animals: 
 
a. 
The accompanied baggage entitlement, conveyed free on rail, is 70 kg first 
class and 50 kg standard class. 
b. 
When personnel travel by rail on duty in the UK, and baggage in excess of the 
quantity conveyed free on rail is authorised, the excess baggage weight is to be 
recorded in the Special Instruction box.  An excess baggage warrant is to be issued 
in addition to the rail travel warrant and this is to be exchanged for an excess 
baggage ticket before the beginning of the journey. 
c. 
MOD dogs travel free, but must be muzzled. 
UNUSED TICKETS, REFUNDS AND COMPENSATION 
4.3.024.  Exchange of Warrants. 
a. 
Unless the relevant TOC fails to provide a service (three examples are - 
overcharging, weather disruption and because of a rail disaster) the MOD is not 
entitled, under the MOD / ATOC Agreement, to refunds against unused tickets, that is 
to say tickets obtained in exchange for a rail warrant (MOD 1175). 
b. 
Warrants should not be exchanged before travel.  Apart from advance purchase 
tickets, there is no reason to exchange a warrant before travel now that seats may be 
JSP 800 Volume 2 Part 4 Chapter 3 - Rail Warrants 
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reserved.  Unused tickets, which are not refundable under the Agreement, are to be 
returned initially to the budget holder, who is ultimately responsible for the 
expenditure of public funds, and then sent to the Business Manager (Rail) at IPG, 
who will use them for management information purposes. 
4.3.025.  TOC Refunds.  Where the TOC has failed to provide a service (or where it is a 
refund against a part used season ticket) the passenger is to submit a claim to the rail 
company who exchanged the warrant for the ticket in question.  Some tickets, for example 
‘outward and return’ tickets, may only be partially used.  The passenger will need to speak 
to his / her travel office as it is essential that the TOC refund application form contains the 
following information: 
a. 
Warrant Number. 
b. 
Budget UIN. 
c. 
POT Code. 
d. 
Warrant account (09300, 09400, 09700, 09800 or 09900). 
e. 
Unused or partially used ticket - stapled to claim. 
f. 
Statement of circumstances why the TOC could not provide the service 
required. 
g. 
Full unit address and telephone number. 
4.3.026.  A claim for a refund is to be sent to the TOC, which will forward it through both 
the MOD and ATOC for authorization.  Credits to budget UINs will be made by DGFM as 
part of the normal bill payment process for rail warrants. 
4.3.027.  Mis-Bookings.  When budget managers or travel staff find that rail costs have 
been debited against their UIN, but that the rail warrant quoted does not belong to their 
unit, DGFM Group 63 will provide the UIN of the unit responsible for the warrants used.  
The warrant numbers are to be faxed to DGFM at 94552 2409 with a request that the 
accountable unit’s UIN be provided.  (In most cases unit personnel have obtained a duty 
warrant outside their own unit and failed to notify the budget or travel staffs).  Where fraud 
is concerned then action under Paragraph 2.4.3.037 is to be taken. 
4.3.028.  Compensation.  If a TOC service is deemed unsatisfactory, but outside the 
scope for a refund to the public purse, see paragraph 2.4.3.024, the traveller is entitled to 
retain any compensation that is offered to them by the TOC.  2005DIN02-085 refers; see 
also single Service regulations and MOD Personnel Manual Volume 7.  Any compensation 
claim is an issue between the traveller and the TOC. 
4.3.029.  Season Ticket Refunds.  ATOC has agreed to waive the no-refund clause for 
season tickets in the MOD contract, subject to a limit of 25 refunds per week.  This is well 
within the current level of applications.  Full refunds will be made and there will be no 
administrative charge.  It therefore follows that 12 month season tickets should normally 
be purchased to maximise savings. 
4.3.030.  Season Ticket Compensation.  Where the TOC fails to meet its charter targets 
the season ticket holder can be compensated in number of ways: 
JSP 800 Volume 2 Part 4 Chapter 3 - Rail Warrants 
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a. 
The usual procedure is to offer the follow-on, or renewed, season ticket at a 
discount although in some cases the duration of the season ticket may be extended 
and ex gratia cash payments or vouchers may be made. 
b. 
Any season ticket compensation made by way of ex gratia cash payments or 
vouchers issued individually to the traveller by the TOC may be retained by the 
traveller. 
c. 
Discounts offered on follow-on, or renewed season tickets are automatically 
received by MOD through the rail warrant payment process.  There is no system in 
place for MOD personnel to claim the difference between the discounted season 
ticket for renewals and the full price from MOD budgets as such a payment from 
employer to employee would attract an income tax and national insurance liability. 
d. 
It is also not appropriate to ask the TOCs to manage a separate pricing and 
refund regime for the MOD, outside their charter provisions, in order to circumvent 
this particular employer/employee relationship.  Nevertheless the MOD traveller may 
claim under 2005DIN02-085 Paragraph 6i for personal hardship, but any 
compensation claim is an issue between the passenger and the TOC. 
e. 
Refunds and Compensation using First Class Accommodation. 
f. 
First class warrants must be charged, by the issuing station, for the actual class 
or classes of accommodation available for the journey described on the warrant 
notwithstanding that the warrant states that first class travel is authorized. 
g. 
Travellers not wishing to forego their first class entitlement should travel on 
alternative routes or trains. 
h. 
If a ticket is charged at first class rates and the journey is made by standard 
class accommodation, because that is the only accommodation fitted to the train, 
then an application for a refund to the Department is to be made on behalf of the 
issuing budget UIN.  It follows that personal compensation, based on the entitlement 
to travel first class, may not be claimed for any journey, in part or in whole, which 
takes place on trains that are only fitted with standard class accommodation. 
4.3.031.  If a traveller is issued with a first class warrant, for a train fitted with first class 
accommodation, which, when exchanged for a ticket, fails to secure him / her a first class 
seat the traveller is entitled to retain any compensation offered for the downgrading of 
travel.  2005DIN02-085 refers.  Any compensation claim is an issue between the traveller 
and the TOC. 
RAIL WARRANTS ISSUED ON REPAYMENT 
4.3.032.  MOD Rail Warrant 1175.  Rail warrants may be issued on repayment under 
Single Service regulations.  However the warrant is not to be endorsed in any way, nor is 
red ink to be used.  The stub may be annotated as required. 
4.3.033.  Police Rail Warrants (09600 Account).  The Police still offer a rail warrant 
service under their account 09600 for military personnel who become stranded for 
whatever reason.  The unit UIN will be billed and budgetary staff should then take 
repayment action. 
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WARRANT BOOKS 
4.3.034.  Supply of Warrant Books
a. 
The MOD 999, in triplicate, is to be forwarded to DSDA, Accountables Desk, 
Bldg C16, C Site, Lower Arncott, Bicester, Oxon OX25 1LP.  DSDA will refer any 
demands for more than 2 books to the Business Manager (Rail) at IPG for 
authorization. 
b. 
Warrant books will only be issued against recognized UINs and authorized Cost 
Centre numbers for MOD Trading Funds.  The latter numbers will be agreed by 
DGFM and promulgated by DSCOM before acceptance by Forms and Publications 
c. 
Warrant books are now despatched under two basic methods: 
(1)  For BFPO addresses the books are despatched on the MOD van service 
to BFPO RAF Northolt where they are sorted for onward transmission, this is 
deemed to be a secure system. 
(2)  For all other despatches the Accountable Stores section will provide 20 
Store, Portsmouth Freight Centre with a list of warrant books contained in each 
mail bag.  These bags are distributed by the 24 or 48 hour Parcel Force service 
and a signature for the complete bag are required on receipt at the MOD unit or 
establishment.  It is then essential that units and establishments maintain 
secure arrangements for the handling of mail from these bags. 
4.3.035.  Security and Disposal of Warrant Books.  Units and establishments should 
account for warrant books (new, in use and fully used) under existing single Service or 
MOD Centre instructions. 
a. 
It should be noted that there is a growing incidence of lost and stolen warrant 
books.  Warrant books, whether in use or not, must never be left unattended.  Unit 
stamps must also be safeguarded. 
b. 
If Service regulations are out of date or no longer exist all books must be 
checked monthly. 
c. 
The book of stubs must be kept for at least 12 months after the issue of the last 
warrant when it should then be ‘struck off charge’.  It is advisable, but not binding by 
the sponsor, to hold the book of stubs for a further 2 years after which it may be 
destroyed. 
d. 
DSDA must be informed if any full or partly used warrant books are destroyed 
or transferred to another unit or establishment. 
e. 
Units wishing to return pristine/unused books to 20 Store, Portsmouth then they 
need to complete a MOD Form 1091 available from the following link Warrant Book 
Return Form.  The return address is; 
20 Store 
Building 2/003 PP31 
Gloucester Road 
HM Naval Base Portsmouth 
Hants  PO1 3NJ 
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4.3.036.  Loss of Warrants or Warrant Books
a. 
Lost warrants must be reported to the budget holder.  However if a book of 
unused warrants is lost, or stolen, or if it is suspected that an individual warrant has 
been fraudulently used then the details must be sent to the Manager Business Travel 
at DSCOM copy to: Group 63, Zone C, 2nd Floor, Walker House, Exchange Flags, 
Liverpool, L2 3YL, and to DSDA. 
b. 
In the case of suspected fraud, please contact: Defence Irregularity Reporting 
Cell, Room 209, Bldg 1071, MDPGA-HQ, Wethersfield, Braintree, Essex, CM7 4AZ 
or telephone the hotline on Civ: 0800 161 3665. 
c. 
Any travel costs incurred as a result of the loss will be charged to the budget 
UIN to whom the warrant was originally issued 
d. 
If a warrant book is found part used then it should be returned to: 
Warrant Account Manager 
ATOC Ltd 
40 Bernard Street 
LONDON  WC1N 15Y 
 
MOBILIZATION RAIL WARRANTS 

4.3.037.  Bespoke Mobilization Rail Warrants.  The Personnel Branches of each 
Service have been authorised to use unique computer generated rail warrants for the call 
up of reservists or for general mobilization.  The format and management of these 
warrants is controlled by the Manager Business Travel at DSCOM.  These warrants are 
forwarded by the TOCs, through ATOC, to the Manager Business Travel at DSCOM who 
will then task the relevant Personnel Branches to arrange payment.  There is no discount 
on these warrants. 
ON-LINE / TICKET CONTRACT FOR MOD MAIN BUILDING 
4.3.038.  MOD / Trainline Contract.  The MOD contract with ‘thetrainline’ provides an on-
line booking and rail ticketing process for MOD Main Building.  The ticket fulfilment is 
through a Fast Ticket machine located in Main Building.  It should be noted that the 
payment mechanism is by electronic warrant.  The rail ticket and budget parameters are 
processed through DGFM in the same way as paper warrants.  More details of this 
contract can be obtained from the rail sponsor. 
JSP 800 Volume 2 Part 4 Chapter 3 - Rail Warrants 
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ANNEX A TO PART 4 CHAPTER 3 
 
MANAGING CENTRALLY FUNDED BOOKING AND TRAVEL BOOKED AGAINST POT 
CODE 6 

1. 
Purpose of Travel (POT) Codes are defined at Table 1 below.  All POT Codes with 
the exception of 6 (Business Travel) are centrally funded and thus payment is made 
against Local Project Codes (LPCs). 
Table 1.  DT POT Codes / Funding Lines 
Code 
UIN 
Purpose of Travel 
Funding 
01 b 
Postings - Arms Plot /Unit Move 
Centrally Funded 
02 b 
Postings - Individual 
Centrally Funded 
03 b 
Duty - Detachment from Duty 
Centrally Funded 
06 

Duty – Meetings / Visits 
UIN Funded 
07 b 
School Children’s Visits /Escorts 
Centrally Funded 
08 b 
Leave - Annual 
Centrally Funded 
10 b 
Leave – Compassionate / DILFOR/ Sick 
Centrally Funded 
15 b 
Temporary Duty - Medical treatment 
Centrally Funded 
16 a 
Sports travel - Army/Navy 
Centrally Funded 
20 b 
Resettlement 
Centrally Funded 
22 b 
Recruitment 
Centrally Funded 
72 b 
Families - Arms Plot /Unit Move 
Centrally Funded 
73 

Posting – Individual Families 
Centrally Funded 
74 b 
Leave – Other than School Children Visits 
Centrally Funded 
77 b 
Visits (Families) 
Centrally Funded 
97 b 
Sea 
Centrally Funded 
98 b 
Sea Credit 
Centrally Funded 
99 b 
Sea Harmonisation 
Centrally Funded 
 
2. 
Service Codes (SC) are defined at Table 2 below. 
Table 2.  DT - SC 
0 
Default (Civilian) 
7 
Navy (service) 
8 
Army (service) 
9 
Air Force (service) 
 
3. 
Table 3, below, maps the relationships between SC / POT and Local Project and 
Resource Account Codes for Centrally Funded Travel.  For example, where the service 
code is SCO7 (Royal Navy) and the POT Code is 8 (Leave Annual) the RAC is always 
PDA002 and the LPC always ZZP1E11102. 
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Table 3 - DT - Service/POT LPN/RPC Matrix for Centrally Funded Travel 
POT CODES 
RAC 
LPC 
CENTRALLY FUNDED 
ROYAL NAVY (SERVICE CODE 7) 
08 
10 
74 
97 
98 
99 PDA002  ZZP1E11102 
YES 
01 
02 
03 
07 
11 
15 
PDA002 ZZP1E11103 
YES 
20 
22 
72 
73 
77 
 
BRITISH ARMY (SERVICE CODE 8) 
01  02 
03 
07 
15 
16 
PDA002 ZZP1E11403 
YES 
20  72 
73 
 
08  10 
74 
77 
 
 
PDA002 ZZP1E11412 
YES 
98 
 
PDA002 ZZP1E11102 
YES 
ROYAL AIR FORCE (SERVICE CODE 9) 
07  08 
10 
74 
77 
 
PDC004 ZZP1E11702 
YES 
01  02 
03 
72 
73 
 
PDC003 ZZP1E11703 
YES 
98 
 
PDA002 ZZP1E11102 
YES 
 
4. 
POT Code 6 (Duty Meetings Visits) is the business travel Code and has been set as 
the default Code on EBIS as the majority of bookings are made against this.  No Local 
Project Codes are required to be input for bookings made against this POT Code as it is 
locally rather than centrally funded.  The default RACs for UIN based POT Code 6 booking 
(based on SC i.e.  0 for civilians and 7, 8, 9 for the military) is detailed at Table 4. 
Table 4 - Unit Identity Number Booking (UIN) Against POT Code 6 (Business Travel) 
POT CODE 
SC 
DESCRIPTION 
RAC 

Flight (Civilian) 
PDD004 

Rail (Civilian) 
PDA002 

Overseas car Hire (Civilian) 
PDA002 

Ferries (Civilian) 
PDD003 

Hotels (Civilian) 
PDD003 
06 
7, 8, 9 
Flight (Military) 
PDC008 
7, 8, 9 
Rail (Military) 
PDA002 
7, 8, 9 
Overseas car Hire (Military) 
PDA002 
7, 8, 9 
Ferries (Military) 
PDC007 
7, 8, 9 
Hotels (Military) 
PDC007 
5. 
For combination travel (i.e. where there is a mix of flights and hotel bookings) the 
following RACs always take precedence: 

Civilian - PDD004. 

Military – PDC008. 
RAIL WARRANT BOOK (MOD 1175) COVER INSTRUCTIONS AND WARRANT 
6. 
The full details of wording for the warrant books can be found by following the link: 
Warrant Book Instructions
JSP 800 Volume 2 Part 4 Chapter 3 Annex A – Managing Centrally Funded Booking and Travel booked against POT Code 6 
Third Edition dated January 2010 
 
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FIRST SCOTRAIL - SLEEPER RESERVATION BOOKING FORM 
7. 
The purpose of this form is to book ‘Route Cal Sleeper‘ and ‘flexipass ‘sleeper tickets 
without exchanging the MOD Rail Warrant before the date of travel - see Paragraph 24b 
and 24c.  To be e-mailed to First ScotRail Telesales at: xxxxxx.xxxxx@xxxxxxxxxx.xxx.  (Tel 
0141 335 4260, Fax 0141 335 4365) 
Section 1 - MOD use (shows requirement) 
Enter unit address here: 
Enter booking clerk details: 
 
Name: 
Civil Tel No: 
E-mail address: 
Enter whether 
First   
Standard 
 
Date out 
 
Date return 
 
Name of passenger on warrant 
 
Passenger’s Telephone number - for use 
 
when services are disrupted 
Warrant or Flexipass number 
 
Now enter sleeper reservation requirements for journey (A = Adults and C = Children): 
From (sleeper 
To (sleeper 
A C 
Date 
Time 
See * below 
station) 
station) 
 
 
 
 
 
 
 
* Enter male or female for standard class twin berth  
Time e-mail sent 
 
Date e-mail sent 
 
Section 2 - First ScotRail Telesales use (shows actual booking provided)  
Date of Travel - 
Total costs to be entered on warrant - £ -  
Manual Ref - MOD 
ScotRail Telesales booking reference -  
Reservations: 
From (sleeper 
To (sleeper 
Remarks - See 
A C 
Date Time 
station) 
station) 
also * above 
 
 
 
 
 
 
 
E-mailed to MOD Unit 
 
 
 
Section 3 - For MOD (Action if travel is cancelled) 
It is essential that First ScotRail is notified ASAP by e-mail if journey is cancelled in order to release berths 
and seat reservations to other travellers - deadline is 1600 hours on date of travel. 
Cancellation e–mailed to ScotRail  
Date 
 
Time 
 
JSP 800 Volume 2 Part 4 Chapter 3 Annex A – Managing Centrally Funded Booking and Travel booked against POT Code 6 
Third Edition dated January 2010 
 
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PART 4 
 
CHAPTER 4 - TRAVEL ON THE LONDON UNDERGROUND 
USE AGREEMENT 
4.4.001.  There is no formal agreement between the MOD and Transport for London.  
The seamless use of the London Underground system is brokered for the MOD by ATOC. 
 
RAIL WARRANTS 
4.4.002.  May be used to purchase all London Underground tickets, including season 
tickets and Oyster products.  (Rail warrants may also be used to purchase tickets for use 
on the Docklands Light Railway). 
 
CROSS LONDON TRANSFERS 
4.4.003.  The cost of cross-London transfers between mainline stations is automatically 
included in the price of any ‘via London’ ticket, for example, a warrant made out from 
‘Andover’ to ‘Liverpool’ via ‘London’ will include the underground ticket charge.  There is 
no need to specify a travel zone and the tickets will allow a single entry to, and exit from, 
the underground system.  There is a small ‘+’ symbol on tickets against ‘route’ which 
authorizes the cross London transfer.  If it is intended to break a cross-London transfer 
then further underground tickets are required. 
 
FINAL DESTINATION 
4.4.004.  If the final destination is a London mainline station the warrant will just say to 
‘London’ and the ticket will show ‘London Terminals’.  There will be no entitlement to use 
the underground. 
 
OTHER JOURNEYS USING NATIONAL RAIL AND THE UNDERGROUND 
4.4.005.  All other tickets for journeys involving the underground must include the 
relevant zones, for example, for a journey from ‘York’ to ‘Stanmore’ the warrant should be 
made out via London or possibly from ‘York’ to ‘London plus zones 1 to 5’.  The ticket will 
show the destination plus the zones required. 
 
UNDERGROUND JOURNEYS 
4.4.006.  Journeys wholly on the underground should state the stations rather than the 
Zones as the former is usually cheaper. 
 
TRAVEL CARDS 
4.4.007.  Day Travel Cards should be purchased for multiple journeys within zone one, or 
travel to other zones, as they are usually cheaper as well as being easier for the 
passenger to use.  London area travel cards, which include unlimited travel in all zones are 
available from many national rail stations. 
 
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Third Edition dated January 2010 
 
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OYSTER 
4.4.008.  An Oyster is an electronic card that allows you to store travel cards and cash to 
pay as you go.  The fares are significantly cheaper and they save time for travellers using 
the underground.  See also www.tfl.gov.uk/fares and www.tfl.gov.uk / oyster or phone the 
helpline on Civ: 0845 330 9876.  Oyster cards can be purchased by warrant. 
JSP 800 Volume 2 Part 4 Chapter 4 – Travel on the London Underground 
Third Edition dated January 2010 
 
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PART 4 
 
CHAPTER 5 - EUROSTAR AND RAIL TRAVEL IN EUROPE 
RAIL TRAVEL - EUROSTAR 
4.5.001.  The use of Eurostar is deemed to be rail travel.  The most economic method of 
purchasing Eurostar tickets for the MOD is by GPC through the Eurostar Call Centre at 
Ashford.  The MOD currently receives a discount of 12% on the Business premier 
return/single tickets from Waterloo / Ashford to Brussels and Paris. 
PURCHASE OF EUROSTAR TICKETS 
4.5.002.  Eurostar tickets are purchased as follows: 
a. 
In order to make a booking contact the Eurostar call centre on the MOD 
dedicated number Civ: 08448 244 144.  You must quote the account code MOD 746 
A and you must pay by GPC. 
b. 
Other Eurostar products, particularly ‘Business Value’ fares which undercut the 
above rates, should also be considered for duty travel through Ashford.  There are no 
MOD discounts on these products. 
c. 
Tickets are fully flexible and refundable.  There are no charges for cancellations 
or amendments.  There is a £5 fee per booking, irrespective of the number of 
passengers. 
d. 
Tickets will be sent by post, either to the travel clerk making the booking or to 
the passenger’s nominated address.  Courier delivery is available but will incur a 
charge.  Tickets on departure are available, but it is essential that the passenger’s 
name is used when booking.  Passengers are to carry photo-id, for European travel a 
passport is to be carried. 
EUROSTAR FREQUENT TRAVELLER SCHEME 
4.5.003.  It is essential that travel clerks register frequent travellers on this scheme in 
order to subsequently redeem points gained for free travel.  Travel clerks should contact 
the Eurostar Frequent Traveller desk on Civ: 08705 104105 for details of how to register 
their travellers.  See also www.eurostar.com. 
CONTINENTAL RAIL TRAVEL 
4.5.004.  Rail travel purchased on the continent is the responsibility of the UKSC(G) Rail 
Executive. 
CONTINENTAL RAIL TRAVEL PURCHASED IN THE UK 
4.5.005.  In order to take advantage of the maximum discounts available to the MoD, rail 
tickets should be purchased by a combination of processes.  Within mainland UK, rail 
tickets should be purchased via the on-line EBIS booking tool or the off-line service offered 
by HRG. 
4.5.006.  Continental rail tickets may now be purchased, at the full MoD discounted rates 
available on the Continent, from the London travel centre of Deutsche Bahn.  Rail travel 
JSP 800 Volume 2 Part 4 Chapter 5 – Eurostar and Rail Travel in Europe 
Third Edition dated January 2010 
 
278

 
does not have to commence in the UK, or include the use of Eurostar and travel can be 
across one or more European country, not just Germany. 
FAX BACK BOOKING SYSTEM 
4.5.007.  A ‘fax back’ booking system is to be used in conjunction with the BMov11A 
warrant as payment.  Regular MOD users should acquire their own stock of BMov11A 
warrants from Forms and Publications, Bicester and book directly with the Deutsche Bahn 
UK Booking Centre, PO Box 687A, Surbiton, Surrey, KT6 6UB.  For queries please 
telephone Civ: 0208 339 4705 or 0871 880 8770, Fax: 0208 339 4770 or E-mail 
xxxxx@xxxx.xx.xx.  Units that require a ‘one-off’ booking should book directly with 
Deutsche Bahn as above and pay by GPC card. 
4.5.008.  The ‘fax back’ system process is as follows: 
a. 
Complete a BMov11A.  There is a link to timetables on 
http://bahn.hafas.de/bin/query.exe/en or consult www.bahn.co.uk 
b. 
It should be noted that Thalys train tickets are only valid for the train that has 
been booked. 
c. 
Fax a copy of the completed B Mov 11A and full details of where the tickets are 
to be sent and by what means to Deutshce Bahn on 0208 339 4700. 
d. 
Deutsche Bahn will fax back confirmation. 
e. 
Post the original BMov11A to Deutsche Bahn as payment. 
f. 
Tickets will be sent by post and, if specified, by courier for MOD units in the 
Greater London area at no extra cost. 
g. 
Unused tickets which were issued using a BMov11A are to be sent to Rail 
Executive, HQ UKSC(G), BFPO 140 for refund action.  An administrative charge is 
raised for refunding tickets.  If this charge is greater than the amount to be refunded 
no action will be taken. 
h. 
The Rail Executive accounts for, and arranges payment of, used BMov11A on 
behalf of budget holders. 
i. 
For units not using a BMov11A but paying by GPC card, the procedure is the 
same but replace the warrant with a booking form provided at Annex A. 
 
JSP 800 Volume 2 Part 4 Chapter 5 – Eurostar and Rail Travel in Europe 
Third Edition dated January 2010 
 
279

 
ANNEX A TO PART 4 CHAPTER 5 
 
BOOKING FORM FOR USE WHEN PAYING BY GPC CARD. 

British Forces Travel - 
Point to Point Order Form 
 
 
Please send this form to Deutsche Bahn UK Booking Centre: 
 
 
 
Email: 
xxxx@xxxx.xx.xx 
 
 
 
 
Fax: 
08718 80 80 65 
 
 
 
 
Tel: 
020 8339 4705 
 
 
 
 
Issuing Officer: 
  
BMIS Number: 
4103586  
 
 
Email: 
  
Reference Number: 
 
 
 
Tel: 
  
Passenger Name: 
 
 
 
Fax: 
 
 
  
  
 
Delivery address: 
  
  
  
  
  
 
 
 
 
 
 
 
  
Visa Debit Card: 
Card Number(last 8 digits) 
  
  
Starting date: 
  
  
Expiry date: 
  
  
Issue no: 
  
  
  
Security Code: 
  
Billing Address - 
  
  
Flat / House Nos:    
Postcode:  
Postage required: 
1st Class  
Special Delivery  
  
  
Travel Details 
  
No of adults: 
  
  
No of Children: 
  
Ages: 
  
Class of travel: 
1st  
2nd  
 
 
 
  
Reservation required: 
Seats: 
  
Couchette: 
Sleeper: 
  
  
Yes  
Window  
Table  
4-berth  
Sgl  
T3  
Deluxe   
No  
Aisle  
  
6-berth  
Dbl  
T4  
  
Outbound Date: 
  
Inbound Date: 
  
From: 
  
From: 
  
To:  
To: 
 
 
Via: 
  
Via: 
  
Departure time: 
  
Departure time: 
  
Notes / Reply: 
 
For office use only 
DB Reference: 
  
 
 
  
Total Price: 
  
 
 
  
Rail Consultant: 
  
  
  
  
JSP 800 Volume 2 Part 4 Chapter 5 Annex A – Booking Form for use when Paying by GPC Card 
Third Edition dated January 2010 
 
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PART 5 
 
CHAPTER 1 - MOVEMENT OF PASSENGERS BY ROAD 
5.1.001.  Introduction.  The movement of passengers by road is governed by national 
and international legislation and the specific regulations can be found in the JSP 800 Vol 5 
Service Road Transport Regulations.  (Previously JSP 341) is the authoritative document 
for the MOD. 
5.1.002.  JSP 800 Volume 5.  The JSP 800 Volume 5 (previously JSP 341) brings 
together the key aspects of the management and operation of road transport within the 
MOD.  It is issued at the direction of the Defence Mechanical Transport Management 
Committee (DMTMC), which is a joint committee representing all three Services and the 
Civil Service within the MOD.  It lays down the rules and regulations for the operation and 
use of road transport by all members of the MOD, both uniformed and Civil Service.
JSP 800 Volume 2 Part 5 Chapter 1 – Movement of Passengers by Road 
Third Edition dated January 2010 
 
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PART 6 
 
CHAPTER 1 - UNACCOMPANIED BAGGAGE - GENERAL BACKGROUND 
GENERAL 
6.1.001.  Application.  The Regulations in this Chapter apply to the MOD system for the 
movement of unaccompanied baggage and, in certain instances, furniture items of 
individual Service personnel and their dependants and UK based civilians and their 
families when moving at public expense between UK or FMS served countries and world-
wide destinations on: 
a. 
Permanent change of place of duty. 
b. 
Temporary duty or courses of instruction. 
c. 
Termination of service. 
6.1.002.  These Regulations also cover inter and intra-theatre movement and are to be 
read in conjunction with JSP 752 - Tri-Service Regulations for Allowances. 
6.1.003.  Non-Applicability.  This Chapter does not apply to the movement of 
unaccompanied baggage for: 
a. 
Internal UK Movement.  Individuals moving entirely within the UK are not 
permitted to move their unaccompanied baggage entitlement through official freight 
means as laid down in Chapter 4 of this Manual.  Regulations contained in JSP 752, 
however, provide authorisation for those who are eligible to move under the UK 
Removal Service (UKRS) and for those moving the appropriate unaccompanied 
allowance. 
b. 
Arms Plot - Married Service Personnel and Families.  Married Service 
personnel and their families21 moving with their units on Arms Plot moves between UK, 
FMS served countries and overseas theatres (Cyprus and Gibraltar) whose 
unaccompanied baggage is to be consigned under collective arrangements.  Authority 
to use the system described in this Section may only be given in respect of those 
residing a considerable distance from the unit location or for whom the strict 
implementation of this rule would result in genuine hardship to the individual or family 
concerned or in additional expense to the MOD.  Each application to use either the 
Normal Service or the Removal Service during a unit move is to be carefully examined 
by Log Sp 2/3 staffs of the District or Divisional HQ concerned.  When necessary such 
applications should be referred to DSCOM. 
c. 
Arms Plot – Single / Unaccompanied Married Personnel.  Single / married 
unaccompanied personnel moving with their units on Arms Plot moves between UK 
and NWE, where baggage is to be consigned under collective arrangements made 
by the unit. 
d. 
Definition of Personal Effects.  'Personal effects' means those personal and 
household possessions belonging to an individual; it excludes those items shown at 
                                                                                                                                                 
 21 For the purposes of this chapter married service personnel also includes same sex partners in a civil registered 
partnership. 
JSP 800 Volume 2 Part 6 Chapter 1 Unaccompanied Baggage – General Background 
Third Edition dated January 2010 
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Annex A, for which inclusion in unaccompanied baggage is prohibited.  Furniture 
items within the following weight and dimensional limits will be accepted when the 
normal method of movement to destination is by surface means: 
Maximum weight  
 
 
100 kg 
 
(1.98 cwt) applicable 
Maximum volume  
 
 
1.2 m3   (40 
ft3)    
to 
Maximum single dimension 
1.98 m 
 
(6 ft 6 in)  each item 
 
RESPONSIBILITY OF DSCOM 
6.1.004.  Policy.  Relocation Services (Unaccompanied Baggage), DSCOM is 
responsible for the coordination of all policy matters governing the movement of 
unaccompanied baggage.  DSCOM is responsible for all financial aspects of such 
movement, including the rates to be charged to individuals or approved welfare 
organisations for exceeding their entitlement, or when there is no scaled entitlement. 
ENTITLEMENT 
6.1.005.  Entitlements.  Baggage entitlements for service personnel are determined by 
SP Pol the Personnel Staffs of the three Services, and in conjunction with DSCOM.  
Reviews of entitlements take place from time to time. 
6.1.006.  Scales for Movement.  On moving between UK or FMS served countries and 
world-wide destinations, Service personnel and their families are, subject to these 
Regulations, normally entitled to the conveyance of their personal effects within scaled 
entitlements laid down by the SP Pol, at public expense under MOD arrangements. 
6.1.007.  MOD Civilians.  MOD UKBC / UKBT and their families moving between UK and 
world-wide destinations may move their personal and household effects and furniture, 
within scaled entitlements, at public expense under MOD arrangements.  It should be 
noted, however, that the lower and higher furniture entitlements are conveyed by surface 
means only.  Furniture will not be carried in consignments moved by air. 
6.1.008.  Geographical Terms.  The geographical terms used in this Chapter are defined 
as follows: 
UK 
Great Britain (i.e.  England, Scotland and Wales 
and N Ireland, includes Channel Islands and the Isle of Man) 
FMS 
Belgium, Netherlands, Germany, Denmark, Luxembourg, Italy, 
served countries 
Spain, Portugal, Norway and Turkey. 
USA 
USA outside the Washington Catchment Area and outer Catchment 
REMOTE AREAS 
area. 
USA
Washington DC, Maryland, Virginia, Philadelphia, 
 - Washington Catchment Area 
New Jersey and Pennsylvania 
USA - Outer Catchment Area  
North Carolina, South Carolina, Georgia, Alabama, Tennessee, 
Kentucky, Ohio, New York and New York State. 
BATUS
BATU Suffield including Calgary, Wainwright, Medicine Hat, 
 - Catchment Area 
Ralston, Edmonton and Cold Lake. 
CANADA - Remote Areas 
All areas of Canada other than BATUS Catchment Area 
 
OVERSEAS - REMOTE AREAS 
6.1.009.  Overseas Remote Areas.  A 'remote area' overseas is a region containing one 
or more locations which justify the movement of unaccompanied baggage to and from UK 
or NWE by air for all or part of the journey.  Movement by air may be authorised by 
JSP 800 Volume 2 Part 6 Chapter 1 Unaccompanied Baggage – General Background 
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283 

 
DSCOM if one of the following shortcomings is acceptably evident when surface methods 
are employed: 
a. 
A consistently erratic and unreliable surface transport infrastructure 
b. 
A normal pipeline time (between initial dispatch by the owner and delivery to the 
final address) considered by DSCOM to be excessive due to one or more of the 
following causes: 
(1)  Long sea voyage. 
(2) Infrequent 
sailings. 
(3)  Lengthy waiting period before shipment. 
(4)  Non-availability of shipping space. 
(5)  Handling and / or customs clearance delays whilst in transit. 
(6)  Difficult and / or lengthy overland routes between intermediate overseas 
port and the final location. 
(7)  An unacceptable level of pilferage or damage. 
(8)  Greater cost of movement than by air. 
6.1.010.  Elsewhere.  In the case of locations without a Service movement Organisation, 
the task is performed by the dispatching or local administering unit.  With a worldwide 
removals contract M&S Shipping (International) Ltd would normally arrange baggage 
movement and is not contracted to carry out destination services on those moves not 
arranged by them. 
REMOTE AREAS 
6.1.011.  Designation.  The main geographical regions that contain locations designated 
‘remote’ are: 
a. 
Australasia. 
b. 
Continent of Africa.  Except S Africa, Egypt, Morocco and Ghana. 
c. 
Central and South America and parts of the Caribbean.  Except Belize, 
Guatemala, Barbados, Jamaica, British Virgin Islands, Turks and Caicos Islands. 
d. 
Far East Including the Indian sub-continent, but excluding Singapore, Malaysia, 
Thailand, South Korea, Brunei and Japan. 
e. 
Pacific, South Atlantic and Indian Oceans. 
6.1.012.  Approval and Exceptions.  Locations within these regions will be approved 
individually on merit at the discretion of DSCOM.  Exceptionally, locations in other areas 
may also be designated 'remote' if their circumstances justify movement by air. 
6.1.013.  Authority.  The movement of unaccompanied baggage to a remote area by 
commercial air carrier at public expense is authorised only in relation to those posts 
JSP 800 Volume 2 Part 6 Chapter 1 Unaccompanied Baggage – General Background 
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284 

 
sponsored by MOD and where all movement costs are met by MOD.  Different 
arrangements may apply for other posts, e.g.  those associated with Loan Service 
agreements. 
MOVEMENT AGENCIES 
6.1.014.  Unaccompanied Baggage Manager (UBM).  The Unaccompanied Baggage 
Manager (UBM) is appointed by the MOD and is responsible to the MOD for the 
movement of unaccompanied baggage worldwide. 
6.1.015.  UBM Offices.  The UBM operates a central control office in UK which plans, 
executes and controls the movement of unaccompanied baggage from and arriving in the 
UK.  A subsidiary office is operated by the UBM in Germany to plan, execute and control 
the movement of unaccompanied baggage from and within NWE.  Similarly, additional 
offices are located in the USA and Cyprus.  The addresses of these offices are shown in 
the Table opposite: 
M&S SHIPPING (INTERNATIONAL LTD 
M&S SHIPPING (INTERNATIONAL) LTD 
Enterprise House 
34 Faringdon Avenue 
Building 442 
Harold Hill 
Javelin Barracks 
ROMFORD 
BFPO 35 
Essex 
RM3 8SU 
Telephones: 
Telephones: 
Civil:   
01708 340034 (16 lines) 
Civil:  
02163 
987398 
Fax:   
01708 373787 (5 lines) 
Military: 
Bruggen 94868 3686 
Help Line: 
0800 526828 
Fax:  
Civil 02163 
888623/888624 
M&S SHIPPING (INTERNATIONAL) LTD 
M&S SHIPPING (INTERNATIONAL) LTD 
JSPU 
Washington (DC) 
Joint Movements Sqn 
BFPO 2 
BFPO 57 
Telephones: 
Telephones: 
Civil:   
001 202 588 6870 
Civil:   
00357 2587 7674 
Fax:   
001 002 588 6579 
Fax:   
00357 2587 7675 
 
6.1.016.  Service Organisations Overseas.  The overseas Service organisations 
responsible for arranging movement of unaccompanied baggage within and from their 
respective locations are show in the Tables below. 
6.1.017.  Service Movement Units. 
Cyprus 
Joint Service Port Unit (JSPU), BFPO 57 
Brunei 
SMC (Far East), Mov Con Brunei Gar, Tuker Lines, BFPO 11 
Gibraltar 
Gibraltar Logistics Unit (GLU), HM Naval Base, BFPO 52 
 
6.1.018.  Service Headquarters Staffs. 
British Defence Liaison Staff, Ottawa, Naval Party 1010, BFPO 487 
Canada 
RLC Detachment, British Army Training Unit Suffield (BATUS), BFPO 14 
Belize 
British Army Training & Support Unit Belize (BATSUB), BFPO 12 
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Izmir 
United Kingdom Support Unit (UKSU) NATO/TURKEY, BFPO 599 
Naples 
United Kingdom Support Element (UKSE), HQ Allied Forces Southern Europe 
(AFSOUTH), BFPO 8 
Norway 
United Kingdom Support Element (UKSE), HQ Allied Forces Northern Europe 
(AFNORTH), BFPO 50 
Mons 
United Kingdom Support Unit (UKSU), Supreme Headquarters Allied Powers Europe 
(Casteau) 
(SHAPE), BFPO 26 
Lisbon 
United Kingdom Support Unit (UKSU), HQ Commander in Chief Iberian Atlantic 
(CINCIBERLANT), BFPO 6 
Denmark 
HQ Baltic Approaches (BALTAP), Naval Party 1004, BFPO 486 
USA/Canada 
UB Manager North America, M&S Shipping Ltd, British Defence Liaison Staff (BDLS), 
Washington DC, BFPO 2.  Tel: 001–202-588-6870 FAX 6579 
 
6.1.019.  Elsewhere.  In the case of locations without a Service Movement Organisation, 
the task is performed by the dispatching or local administering unit.  But with a worldwide 
removals contract M&S Shipping (International) Ltd would normally arrange baggage 
movement. 
6.1.020.  The Joint Services Unaccompanied Baggage Guide (DSCOM/OS/ 
Removals).
  The DSCOM / OS / Removals are a Tri-Service guide to the individual / head 
of family for unaccompanied baggage movement.  It includes detailed advice on 
entitlements, the movement services available, packing, prohibited items, and Customs 
procedures.  In particular, it includes the necessary forms for establishing entitlement and 
authorisation (DSCOM/OS Removals/A), and application for movement between UK and 
FMS served countries (DSCOM/OS Removals/B).  It is available through the Defence 
Intranet.  The DSCOM / OS / Removals do not replace JSP 800 Volume 2 which remains 
the definitive authority for unaccompanied baggage movement.  Full details of the DSCOM 
/ OS / Removals and other documentation are given in Chapter 5. 
QUERIES AND USER FEEDBACK 
6.1.021.  If difficulties or queries arise in respect of the movement of unaccompanied 
baggage, individuals should initially address their enquiries in accordance with the Joint 
Services Unaccompanied Baggage Guide (DSCOM / OS / Removals).  Individuals who fail 
to obtain assistance or consider that they have a valid complaint, should submit details in 
writing through the usual Service channels. 
JSP 800 Volume 2 Part 6 Chapter 1 Unaccompanied Baggage – General Background 
Third Edition dated January 2010 
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ANNEX A TO PART 6 CHAPTER 1 
 
PROHIBITED ITEMS - UNACCOMPANIED BAGGAGE 

1. 
Prohibited Items.  The items specified in the SCHEDULE at Appendix 1, are 
prohibited from inclusion in all unaccompanied baggage irrespective of which Movement 
Service is used. 
2. 
Local Regulations.  The country in which you are serving may have laws which 
prohibit or restrict the export of certain items.  It is your personal responsibility to comply 
with these laws.  See JSP 327 Chapter 10 (to be reissued as JSP 800 Volume 3) 
regarding customs clearance.  Individuals importing personal effects into the UK are 
advised to read HM Revenue and Customs Notices.  For further information on the 
importation of personal effects, personnel should contact the Customs Liaison Officer at 
M&S. 
3. 
Penalties.  The inclusion of prohibited items in your baggage may lead to penalties 
and the forfeiture of the goods concerned. 
 
JSP 800 Volume 2 Part 6 Chapter 1 Annex A - Prohibited Items – Unaccompanied Baggage 
Third Edition dated January 2010 
287 

 
APPENDIX 1 TO ANNEX A TO PART 6 CHAPTER 1 
 
SCHEDULE OF ITEMS PROHIBITED FROM INCLUSION IN UNACCOMPANIED 
BAGGAGE 

1. 
The following items are prohibited from inclusion in unaccompanied baggage: 
a. 
Ammunition (all kinds) and explosives (including fireworks and toy caps). 
b. 
Currency or currency instruments, including counterfeit money and jewellery. 
c. 
Cigarettes, tobacco or tobacco products. 
d. 
Dangerous or controlled drugs. 
e. 
Knifes including kukri and firearms, including antique weapons, sporting and air 
rifles, air pistols and similar weapons. 
f. 
Furniture when unaccompanied baggage is moved by air. 
g. 
Pianos, antiques and valuable paintings.  (See page 11). 
h. 
Inflammable materials, e.g.  paints, dyes, matches, solid fuel, fireworks, 
methylated spirits. 
i. 
Motor vehicles, motorcycles and mopeds (including parts or assemblies), “sit-
on” motor mowers.  Internal combustion engines or any part thereof, other than those 
of go-karts, small outboard motors or conventional motor mowers (which must be 
packed in accordance with the guidelines on page 17). 
j. 
Perishable foodstuffs, including frozen items. 
k. 
Any form of liquid or solid foodstuffs to or from the USA only. 
l. 
Wines, spirits, beer or other alcoholic drinks. 
m. 
Bulbs, plants and parts thereof including trees, certain logs and timber, shrubs, 
fruit, raw vegetables, potatoes, lettuce seeds, tomato seeds and peas for sowing. 
n. 
Any item which, if escapes or leaks from its container, could contaminate your 
own or other baggage. 
o. 
Compressed gas and aerosol containers of all types, including gas table 
lighters, sub-aqua charges, compressed air bottles, gas bottles, company gas 
cookers/stoves, hairsprays etc. 
p. 
Corrosive substances, articles containing mercury such as barometers and 
thermometers, acids, alkalis, wet cell batteries and skis with mercury tips. 
q. 
Heavily magnetised articles. 
r. 
Offensive or irritating material. 
s. 
Oxidising materials, e.g.  bleaching agents, peroxides and potassium chlorate. 
JSP 800 Volume 2 Part 6 Chapter 1 Annex A Appendix 1– Schedule of Items Prohibited from Inclusion in Unaccompanied Baggage 
Third Edition dated January 2010 
 
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t. 
Radio transmitters including walkie-talkies, microphones, micro bugs, and 
mobile telephones not approved for use at destination.  Other portable electronic 
equipment including transistor radios, TV sets, torches, alarm clocks, etc.  (unless 
power packs and / or batteries have been removed).  High intensity diving lamps. 
u. 
Poisonous substances. 
v. 
Indecent or obscene books, magazines, films, videotapes, computer discs, or 
any other indecent or obscene articles. 
w. 
Items derived from rare or endangered species including certain furs, ivory, 
reptile leather, and articles made from them. 
x. 
Animals and birds whether alive or dead (e.g.  stuffed). 
y. 
Boats, canoes, windsurfers, trailers, horse-drawn carriages, camping trailers, 
caravans, garden benches, garden sheds (collapsed or not), rigid swimming pools, 
green houses, wendy houses, aerobic equipment, Jacuzzi, hot tubs, garden fencing, 
dog runs and kennels. 
z. 
Wood shavings (unless specifically used as packing materials), fodder 
(including hay and straw) and pottery kilns. 
aa.  Any item associated with a personal business venture. 
2. 
The country in which you are serving may have laws that prohibit or restrict the export 
of certain items.  It is your personal responsibility to comply with these laws.  Individuals 
importing personal effects into the UK are advised to read HM Customs and Excise 
Website for advice.  Advice on Customs Notices is available from: HM Revenue and 
Excise, Boundary House, Cheadle Point, Cheadle, Cheshire, SK8 2J2.  Tel: 0161 261 
7997 or 0845 010 9000 (Option 3) 
 
THE INCLUSION OF PROHIBITED ITEMS IN YOUR BAGGAGE 
MAY LEAD TO PENALTIES AND TO THE FORFEITURE OF 
THE GOODS CONCERNED 
 
JSP 800 Volume 2 Part 6 Chapter 1 Annex A Appendix 1– Schedule of Items Prohibited from Inclusion in Unaccompanied Baggage 
Third Edition dated January 2010 
 
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PART 6 
 
CHAPTER 2 - ELIGIBILITY AND ENTITLEMENT 
ELIGIBLE CATEGORIES 
6.2.001.  Service Personnel and Their Families.  The following Service personnel and 
their families22 may move their unaccompanied baggage under MOD arrangements: 
a. 
ND  RN (including QARNNS), RM. 
b. 
AD  Army (including QARANC). 
c. 
AFD RAF (including PMRAFNS). 
6.2.002.  Civilians and Their Families
a.  MOD 
Civilians.  MOD UK based civilians (UKBC) and their families may move 
their personal and household effects and furniture under MOD arrangements within the 
terms and conditions laid down. 
 
b.  Welfare 
Organisations.  Officials and employees of welfare organisations and 
their families when authorised under these Regulations to move on official duty for 
Service welfare purposes may move their unaccompanied baggage under MOD 
arrangements when the full costs of such movement are borne by either the MOD or 
the parent organisation on a repayment basis as applicable. 
 
c. RFA.  Personnel may move their personal and household effects and furniture 
under MOD arrangements within the terms and conditions laid down. 
 
AUTHORITY FOR MOVEMENT 
6.2.003.  Authority.  Unaccompanied baggage may normally only be conveyed under 
MOD arrangements when an entitlement exists for the owner concerned to travel at public 
expense.  Movement may not take place before the DSCOM/OS/Removals/A and the 
DSCOM/OS/Removals/B (where applicable) have been completed and signed by the 
Authorising Officer. 
6.2.004.  Accountability.  Conveyance of an owner's unaccompanied baggage under 
MOD arrangements is to be undertaken only when it has been authorised by the proper 
authority.  The Authorising Officer will be held accountable for the accuracy of the 
unaccompanied baggage entitlement shown on the DSCOM/OS/Removals/A.  Authorising 
Officers are: 
a. 
Service Personnel.  An appointed officer or warrant officer of the individual's 
parent Service unit or sponsor branch. 
b. 
Service Attaches, Advisers and Staff.  An appointed officer of the sponsor 
branch. 
                                                                                                                                                 
 22 For the purposes of this chapter families include same sex partners in a civil registered partnership. 
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c. 
Civilian Personnel.  An appointed officer (not below the status of E1 Grade) of 
the individual's sponsor branch or parent organisation. 
SCALES OF ENTITLEMENT 
6.2.005.  The amounts of baggage which may be conveyed at public expense are 
promulgated in the following publications: 
a. 
Service Personnel: 
(1)  JSP 752   Tri-Service Regulations for Allowances 
(2)  ND   
BR 8587 - Naval Leave and Travel Regulations, Chapter 23. 
(3)  AD   
RAAC, Chapter 1, Section 3. 
(4)  AFD AP 3392 Volume 2, Leaflet 1524.  QRs for the RAF, Chapter 37 
Section 9. 
b. 
Loan Service Posts.  Reference must be made to the Terms and Conditions of 
Service for each post as these differ in each case. 
c. 
Service Attaches, Advisers and Staff.  Instructions for Service Advisers/ 
Attaches. 
d. 
Civilians: 
(1)  MOD UK Based Civilians.  MOD Civilian Transfer Manual Volume 2 -
Overseas Transfers. 
(2)  Welfare Organisations.  Individual parent organisation instructions, in 
conjunction with MOD sponsor branches. 
(3)  RFA.  Regulations for RFA (BR 875). 
UNACCOMPANIED BAGGAGE IN EXCESS OF ENTITLEMENT 
6.2.006.  General.  MOD is not responsible for the movement of unaccompanied 
baggage in excess of entitlement.  As a concession, however, excess unaccompanied 
baggage will normally be accepted for movement under MOD arrangements under 
repayment terms.  Regulations governing conditions of acceptance, assessment and 
recovery of charges are in Section 4 of this Chapter. 
6.2.007.  Charges.  The charges for moving unaccompanied baggage in excess of 
entitlement are determined by DSCOM and promulgated by DINs.  They are kept under 
review and updated when necessary. 
NUMBER OF CONSIGNMENTS AND DISPATCH 
6.2.008.  Number of Consignments.  The number of separate consignments which may 
be dispatched by entitled personnel is shown in the Table below.  Notification of the 
intention to dispatch more than one consignment must be made at the time when 
application is made for the movement of unaccompanied baggage: 
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Accompanied THREE 
Between overseas theatres 
Unaccompanied TWO 
Single Personnel 
TWO 
UK/NW Europe 
All Personnel 
TWO 
World-wide  
 
Washington Catchment Area only 
TWO 
USA 
Remote Areas 
ONE 
 
6.2.009.  Dispatch.  The dispatch of consignments may be from more than one location.  
It should be noted that: 
a. 
Consignments may be dispatched from different addresses in the present 
location and sent to different addresses in the new location up to but not more than 
two months (one month between UK and NWE) in advance of or three months after 
the individual's or his family's date of departure. 
b. 
Personnel posted direct from one overseas theatre to another may dispatch one 
of their permitted number of consignments under Paragraph 6.2.008 above, from the 
overseas theatre to an address in UK and one consignment from UK to the new 
station.  It is stressed, however, that the total amount dispatched must be within the 
individual / family's overall baggage entitlement for the move or paid for as excess. 
c. 
Excess charges are calculated as follows: 
(1)  When the first consignment exceeds overall entitlement, the amount of 
excess baggage included in the first consignment will be charged at the rate 
applicable to the route taken by the first consignment.  In this case all of the 
second consignment will be subject to excess charges at the rate applicable to 
the route taken by the second consignment and if a third consignment is 
dispatched all of this will be charged at the rate applicable to the route taken by 
the third consignment. 
(2)  When the first consignment is within overall entitlement, excess charges 
will be raised on that portion of the second and / or third consignment in excess 
of overall entitlement at the rate applicable to the route taken by the second and 
/ or third consignment. 
d. 
Where advantage is taken of this concession, the Service Movement Agency in 
the overseas theatre from which the individual is posted is responsible for:  
(1)  Notifying the UBM in UK that the individual wishes to dispatch one of his 
permitted number of consignments to his new station from UK. 
(2)  Sending the UBM a copy of the DSCOM/OS/Removals/A. 
(3)  Notifying the UBM of the details of any consignments dispatched from the 
old theatre to enable the UBM to raise further excess baggage charges, if 
necessary. 
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LIABILITY AND INSURANCE 
6.2.010.  MOD.  No liability will be accepted by MOD for any loss of, damage or delay to 
unaccompanied baggage moved under MOD arrangements.  Unaccompanied baggage is 
accepted and carried only at owner's risk.  Owners are required to sign 
DSCOM/OS/Removals/A acknowledging the conditions under which unaccompanied 
baggage is accepted for movement under MOD arrangements.  The MOD will not bear the 
cost of legal expenses incurred by any individual in pursuit of claims for compensation in 
any form. 
6.2.011.  Individual or Head of Family.  The individual or head of family, as applicable, 
will be responsible for any charges including warehousing, carriage, and agency which 
may arise as a result of failure to comply with these regulations or other official 
instructions.  He will also be responsible for charges raised on any unaccompanied 
baggage moved in excess of entitlement, for any wasted journey and for the cost of 
movement of his family's baggage when the family subsequently elect not to join him at the 
new duty station.  In all cases, a head of family is responsible for charges arising from 
movement of the family's unaccompanied baggage. 
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PART 6 
 
CHAPTER 3 - THE UNACCOMPANIED BAGGAGE SERVICES 
AVAILABLE 
6.3.001.  Services.  There are three movement services available, plus the Option for 
Deferred Delivery for Service reasons: 
a. 
The Self Pack Service. 
b. 
The Removal Service Overseas. 
c. 
The Furniture Movement Service (FMS). 
THE SELF PACK SERVICE 
6.3.002.  Standard.  The Self Pack Service is the standard system of movement and is 
available for movement to and from all overseas theatres.  Consignments may be moved 
direct between addresses or may be staged via the UBM's or contractor's warehouses.  
There are certain size and weight restrictions given in Paragraph 6.1.003. 
6.3.003.  Use.  This service is to be used by: 
a. Single 
personnel. 
b. 
Unaccompanied personnel.  (i.e.  the family is not moving or intending to move to 
the new location). 
c. Accompanied 
personnel who: 
(1)  Cannot meet the conditions of the Removal Service Overseas. 
(2)  Do not choose to use the Removal Service Overseas. 
(3)  Have already sent their one permitted consignment by the Removal 
Service Overseas. 
6.3.004.  Owner Responsibility.  It is the owner’s responsibility to: 
a. 
Obtain packing cases and packing material. 
b. 
Pack and unpack the baggage. 
c. 
Nominate collection and delivery addresses. 
d. 
Address and number each package of the consignment. 
e. 
Observe the size and weight restrictions. 
THE DEFERRED DELIVERY SERVICE 
6.3.005.  Application.  Under certain circumstances and for Service reasons only
personnel moving consignments may find they are unable to receive their baggage within 
the normal transit time for their destination (see Paragraphs 6.3.026 and 6.3.027).  If they 
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require some or all of their effects to be held temporarily for a period of more than four 
weeks in excess of the transit time they should select the 'Deferred' service when they 
complete the UBM's Booking Request or local documentation.  If however they require 
delivery within two or three weeks of the usual transit time they should merely indicate this 
by showing 'delivery required not before ... (date)'.  In particular, it should be noted that: 
a. 
Availability.  The Deferred Delivery Service is not normally available under the 
Removal Service Overseas. 
b. 
Temporary Storage Only.  Deferred delivery offers short-term temporary 
storage only 
c. 
Limitation - Less than 150 Days.  The Deferred Delivery service is not 
intended for use in situations where longer term storage in excess of 5 months is 
required, eg.  for the duration of an overseas tour. 
6.3.006.  Charges.  Deferred consignments will only be held free of charge under this 
scheme for periods not exceeding five months (150 days) from the date of collection 
provided the owner remains a serving member of HM Forces.  For UK based civilians, the 
period for free storage is 30 days.  Storage charges will be raised against individuals who 
fail to have their baggage delivered within the time limit.  Boxes to be deferred should be 
marked with number, rank, name, town and country of destination.  Owners must also 
provide an address at which they can be contacted whilst boxes are in store. 
6.3.007.  Charge for Excess Time.  After the 150 day period has expired, the contractor 
with whom the consignment is held will automatically charge the individual the cost of 
temporary storage unless a special authority to extend storage has been given by 
DSCOM. 
6.3.008.  Call Forward and Storage.  Deferred Delivery consignments will be held in the 
UK or Germany pending call-forward.  About 10 to 14 days should be allowed for delivery 
within UK or NW Europe following receipt by the UBM of delivery instructions. 
a. 
Action to Call Forward.  To call forward consignments, owners should notify 
the UBM or Service Movement Agency in writing, quoting: 
(1) Movement 
reference 
number. 
(2)  Number, rank, name and Service. 
(3)  Details of boxes including number. 
(4)  New delivery address. 
(5)  Date from which delivery can be accepted. 
b. 
Storage.  These consignments will be stored in UK or Germany pending call 
forward.  A period of ten to fourteen days should be allowed for delivery within UK or 
NWE following receipt of such instructions. 
THE REMOVAL SERVICE OVERSEAS 
6.3.009.  Availability.  The Removal Service Overseas is available to eligible service 
personnel and UKBCs on permanent postings overseas.  However, there is no packing 
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service available from the Ascension Islands.  It should be noted that all UKBCs, including 
single and married unaccompanied personnel, are entitled to use the removal service.  
The conditions for using this service as follows: 
a. 
Movement is between one residence and another (not to a store, Mess hostel or 
hotel).  Movement from an overseas residence to an MOD approved store in UK is 
exceptionally permitted. 
b. 
Direct movement of baggage is accepted within the normal transit times 
between the areas concerned (i.e. No Deferred Delivery). 
c. 
The owner or his nominated representative is present for both collection and 
delivery. 
d. 
The individual may only send one consignment by this Service.  Any balance 
must be sent by the Self Pack Service. 
e. 
As an exception, all personnel (including single and unaccompanied individuals) 
moving to USA are required to send one permitted consignment by this Service 
6.3.010.  Packing.  The Removal Service Overseas provides for the packing of effects by 
an appointed contractor to a standard sufficient to withstand the normal hazards of the 
journey involved.  Baggage will also be unpacked on delivery to the new residence and 
packing materials will be removed.  Owners may, however, wish to pack certain items 
themselves.  This Service is not intended for consignments consisting of only owner-
packed items (except for those moving to USA). 
6.3.011.  Notification of Delivery Address.  Individuals moving to or between the areas 
shown at Paragraph 2.6.1.008 that are able to advise the Movement Agency of the area to 
which they are moving (i.e. town) but are unable to notify a precise delivery address may, 
if eligible, elect to use the Removal Service providing they notify the Movement Agency in 
the receiving theatre of the precise address for delivery. 
Within NW Europe: 
From UK / NW Europe to France, Denmark, Italy, Spain 
At the time of booking the collection 
Portugal, Brunei or Turkey 
From UK/NW Europe to Gibraltar, Norway or USA 
No later than 2 weeks after collection 
From UK/NW Europe to Cyprus 
No later than 3 weeks after collection 
From UK/NW Europe to BATUS, Falkland Islands or Ascension 
No later than 4 weeks after collection 
Islands 
 
6.3.012.  Incoming Consignments From Overseas Locations To UK/NW Europe.  
Movement Agencies are to notify the UBM of the delivery address for all consignments 
despatched to UK/NWE.  Individuals should therefore provide their Movement Agency with 
the correct address.  Delivery dates cannot be pre-arranged, but are to be arranged 
between the individual and the UBM following arrival in UK/NWE. 
6.3.013.  Survey in Advance of Collection.  Before collection, a surveyor will visit the 
owner's residence to prepare a Removal Service Overseas Inventory.  (If, exceptionally, a 
survey is not possible, the Inventory will be prepared at the time of collection).  The 
inventory will signify those items which are to be packed by the contractor and those which 
the owner wishes to pack himself.  The owner will be required to sign the inventory sheet, 
which must include the volume to be moved, to the effect that he agrees the details shown.  
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The owner will be given a copy of the inventory and may either remove from or add to the 
consignment in the intervening period before collection, but must notify the surveyor and 
the Movement Agency not less than seven days before collection if he decides to vary the 
size of the consignment by more than one cubic metre.  No advance survey can be made 
for consignments moving from France to UK.  Note that surveyors and removal teams are 
not qualified to advise on entitlements or Customs formalities. 
6.3.014.  Collection.  The owner is responsible for assembling his effects, other than 
heavy or awkward items, if possible, in one room or location within the residence prior to 
the arrival of the collection vehicle.  Removal crews are not responsible for disconnecting 
washing machines, dismantling furniture, or removing goods from cupboards.  This is to be 
done by the owner.  The contractors collecting the consignment will check the items and 
the measurements given on the Inventory Sheet.  This sheet will show which items have 
been packed by the carrier and which were packed by the owner.  The owner should 
advise the UBM or the movements agency immediately if he does not agree with the 
details shown on the sheet, and should record this on the sheet provided. 
6.3.015.  Broken Stow Factor.  The total volume of the items packed by the carrier will 
be reduced by 15% at audit to take account of the packing methods employed.  This is 
known as the Broken Stow Factor and decreases the liability to Excess Baggage Charges. 
THE FURNITURE MOVEMENT SERVICE) (FMS) 
6.3.016.  Availability.  The Furniture Movement Service (FMS) is available to entitled 
Service personnel, permitting them to move at public expense, on posting, all 
furniture/household effects within defined limits, as an alternative to placing them into 
storage in the UK.  It is available on permanent postings to / from UK and Germany, 
Belgium, Denmark, France, Netherlands, Norway, Portugal, Italy, Turkey and Spain. 
6.3.017.  Entitled Users.  The following categories of personnel may use the FMS: 
a. 
Married Accompanied.  Those entitled to and moving into either Service 
Families Accommodation (SFA) or Substitute Service Families Accommodation 
(SSFA). 
6.3.018.  Entitlement.  The maximum amount of furniture/household effects that may be 
moved under FMS is 67.92 m3 (inclusive of packing materials).  The entitlement applies 
regardless of rank.  Volumes greater than the above entitlement can be moved under 
private arrangement made between the individual and the appointed contractor or will 
otherwise be charged under excess baggage charge arrangements. 
6.3.019.  Completion of Forms.  Personnel applying to use the FMS will be required to 
certify that they have nothing in store at public expense.  They are required to complete 
both the DSCOM/OS/Removals/A and DSCOM/OS/Removals/B.  They must tick one of 
the boxes shown on the DSCOM/OS/Removals/B. 
6.3.020.  Deferment.  The Deferred Delivery service may be used if deferment is 
necessary for Service reasons. 
6.3.021.  Packing / Unpacking.  The FMS provides for the packing of effects and 
household items by an appointed contractor to a standard sufficient to withstand the 
normal hazards of the removal.  The consignment will be unpacked on arrival at the new 
residence and packing materials will be removed.  Owners may wish to pack certain items 
themselves.  Antiques, upright pianos and valuable paintings or other pictures may be 
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moved by FMS, provided specialist packing is carried out at the owner's expense.  The 
owner is also responsible for ensuring that the level of insurance is adequate.  The 
unpacking of professionally packed items by the contractor is included in this service. 
6.3.022.  Notification of Delivery Address.  The delivery address must be notified to the 
UBM at the time of collection at the latest, unless a Deferred Delivery service is being 
used. 
6.3.023.  Survey in Advance of Collection.  Before collection, a surveyor will visit the 
owner's residence to prepare a FMS inventory.  This will be a list of the items to be moved 
and their volume.  If, exceptionally, a survey is not possible, the inventory will be prepared 
at the time of collection.  The inventory will signify those items which are to be packed by 
the contractor and those which the owner wishes to pack himself.  The owner will be 
required to sign the inventory sheet, which must include the volume to be moved, to the 
effect that he agrees the details shown.  The owner will be given a copy of the inventory 
and may either remove from or add to the consignment in the intervening period before 
collection, but must notify the surveyor and the Movement Agency not less than seven 
days before collection if he decides to vary the size of the consignment by more than one 
cubic metre.  Note that the surveyor and removal teams are not qualified to advise on 
entitlements or Customs formalities. 
6.3.024.  Collection.  Removal crews are not responsible for disconnecting washing 
machines, dismantling furniture or removing goods from cupboards.  This is the 
responsibility of the owner.  The contractors collecting the consignment will check the 
items and the measurements shown on the Furniture Removal Service inventory sheet.  
This sheet will show which items have been packed by the carrier and which were packed 
by the owner.  The owner should advise the UBM immediately if he does not agree with 
the details shown on the sheet and should record this on the sheet. 
6.3.025.  Broken Stow Factor.  The Broken Stow Factor does not apply to the FMS. 
THE METHOD OF MOVEMENT 
6.3.026.  Between UK and NWE.  Normal (Self-Pack) Service consignments are moved 
in special vehicles on a through-running basis with delivery normally achieved within a 
period not exceeding 21 days.  FMS and Removal Service consignments are normally 
delivered in seven days.  Movement to and from Northern Ireland and Scotland may 
exceed these times. 
6.3.027.  Between UK and Cyprus, Gibraltar, BATUS and Brunei.  Consignments are 
moved in ISO containers shipped in commercial vessels.  Containers for movement from 
UK are provided under UBM arrangements.  Movement to the UK is arranged by the 
overseas Service Movement Agency.  Under normal circumstances transit times between 
addresses in the UK and these destinations are: 
a. Gibraltar 
  5-6 
weeks. 
b. Cyprus   5-6 
weeks. 
c. BATUS   6-8 
weeks. 
d. Brunei    6-8 
weeks 
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6.3.028.  Between UK and all other Overseas Locations.  Consignments are shipped 
as FCL (full container load) or LCL (less than container load) through commercial freight 
forwarders.  Consignments to and from those overseas areas designated 'remote', may be 
moved by air or a combination of surface and air.  For movement from UK, the UBM 
arranges the necessary shipping or air cargo space.  For movement to the UK this is 
arranged by the overseas Movement Agency.  Any special Customs documentation 
required for the importation of baggage into overseas countries e.g.  General Declaration 
for North American Heavy Baggage will be forwarded to the owner by the UBM, or 
sponsor, for completion prior to despatch.  Failure to complete such documents will result 
in delay to the consignment. 
6.3.029.  Within NWE.  Movement of unaccompanied baggage is arranged by the UBM 
in transport appropriate to the Service selected by entitled personnel. 
6.3.030.  Between NWE and Overseas.  Unaccompanied baggage is either moved by 
the UBM direct from NWE to the overseas destination or via UK.  Movement from the 
overseas location to NWE is normally undertaken by the UBM either direct or via the UK. 
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PART 6 
 
CHAPTER 4 - MOVEMENT OF UNACCOMPANIED BAGGAGE IN EXCESS 
OF ENTITLEMENT 
CONCESSION 
6.4.001.  MOD Concession.  The MOD will normally, as a concession, move 
unaccompanied baggage in excess of authorised entitlement excluding FMS provided the 
cost of such movement is met by the individual concerned.  With certain exceptions, no 
limit is placed on the amount of unaccompanied baggage which may be dispatched.  
Movement agencies are not responsible for ensuring that an individual's entitlement is not 
exceeded. 
6.4.002.  Conditions.  As a condition of acceptance, the individual / head of family, is 
required to sign an undertaking to pay the cost of movement of any excess baggage at the 
rates published in DINs and agree to accept the measurements and weights determined 
by the appropriate Movement Agency.  The undertaking forms part of the 
DSCOM/OS/Removals/A. 
6.4.003.  Charges.  Charges will be based on the assessment made by the Movement 
Agency and are normally raised on the amount moved in excess of cubic measurement 
entitlement if moved by surface means.  However, when movement is by air, the 
assessment of excess baggage charges will be based on volumetric weight (expressed in 
either m3, ft3 weight in kg), loaded at the customers’ residence.  It is therefore in an 
individual's own interest to remain within his volume entitlement for air movement.  When 
consignments are routed to different destinations and by different modes of transport, the 
dispatching agency is to record both the weight and volume of each consignment. 
6.4.004.  FMS.  Where the FMS is used, a single gross entitlement of 67.92 m3 applies.  
Any volume moved in excess of that is a private matter between the individual and the 
contractor.  Excess Baggage Charges do not apply. 
6.4.005.  Assessment of Consignments.  The assessment of consignments is carried 
out as follows: 
a. 
Movement from UK, NWE or SWE, or Within NWE or SWE.  All 
consignments being moved under the Normal (Self-Pack) Service from UK, NWE or 
SWE to any destination or internally within NWE or SWE, will be measured by the 
carrier engaged by the UBM at the time of initial collection. 
b. 
Checking.  Consignments collected under the Removal Service will be checked 
against the previously prepared Inventory Sheet and the details thereon amended to 
reflect the addition or deletion of items following the original survey.  In both cases 
this assessment is to take place in the presence of the owner or his nominated 
representative and is to be mutually agreed by both parties.  The carrier will raise a 
Collection and Delivery Note recording details of the consignment and the assessed 
volume and hand a copy to the owner.  When, additionally, it is necessary to 
determine the weight of a consignment, this will be carried out by the UBM, normally 
at the baggage depot. 
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c. 
Movement to UK, NWE or SWE from Other Areas.  The UBM arranges 
movement of consignments on a worldwide basis using local removal agents.  The 
UBM will raise any excess baggage charge applicable on behalf of the MOD. 
6.4.006.  Recovery of Excess Charges from the UK, NWE and SWE.  The Gaining 
Unit HR Manager is responsible for initiating recovery of charges for movement of 
unaccompanied baggage in excess of individual entitlements originating in UK, NWE and 
SWE.  The UBM will calculate amounts to be recovered by comparing the total baggage 
carried with the authorised entitlement.  Any excess will be converted into monetary terms 
by reference to the "Charges for Movement in Excess of Entitlement" as promulgated by 
DIN, and notified to the appropriate pay authority on an Excess Baggage Statement (FMov 
709) a copy of which is sent to the individual. 
6.4.007.  Recovery of Excess Charges - Overseas.  The recovery of excess charges 
overseas is as follows: 
a. 
Locations with a Service Movement Agency.  Recovery of charges for 
movement of unaccompanied baggage in excess of individual entitlements 
originating from overseas locations with a Service Movement Agency is to be initiated 
by the agency concerned.  The agency is to record the total unaccompanied 
baggage carried, and compare this with the authorised entitlement.  Any excess over 
entitlement is to be converted into monetary terms by reference to the "Charges for 
Movement in Excess of Entitlement" and notified to the appropriate pay authority on 
an Excess Baggage Statement (FMov 709), a copy of which is sent to the individual. 
b. 
SAAS Personnel.  Excess baggage charges from overseas locations will be 
raised by the UBM. 
c. 
Location without a Service Movement Agency.  The recovery of charges for 
movement of unaccompanied baggage in excess of individual entitlements from 
overseas locations without a Service Movement Agency is to be calculated by the 
UBM.  Recovery is to be made in accordance with the procedure described in Para 
6.4.006. 
d. 
UK Based Civilians.  Excess Baggage Charges from overseas locations will be 
raised by the UBM. 
6.4.008.  Personnel Moving on Retirement / Discharge or Termination of Contract.  
In those cases when Service personnel are moving on retirement / discharge, or a UK 
based civilian is moving on termination of employment with MOD, the 
DSCOM/OS/Removals/A is to be annotated in red by the issuing unit / authority: 
 
"Last day of service on .....  (date)" or "Due for discharge on ....(date)" 
 
Excess baggage charges incurred are either to be recovered direct from the individual 
concerned under local arrangements prior to departure, or notification is to be sent by 
signal, by the dispatching agency, to the individual's pay authority in UK for direct recovery 
from the pay account.  The Excess Baggage Statement must be raised without delay and 
is to be annotated boldly in red: 
 
 
Due for retirement/discharge on ......(date)” 
 
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WASTED JOURNEYS AND UNAUTHORISED MOVES 
6.4.009.  Liability for Charges.  Charges may be raised against the entitled person who 
fails to comply with the instructions regarding the movement of baggage.  The full cost of 
any unauthorised movement may be recovered.  Similarly, charges arising from failure to 
notify the Movement Agency in writing of any circumstances, which result in wasted 
journeys for the collection and / or delivery of baggage may be made.  The following 
should be noted: 
a. 
Changes to Dates.  Necessary changes to Collection / Delivery Dates and 
Collection / Delivery addresses may be notified to the contractor or the UBM by 
phone in the first instance, but the information is to be confirmed immediately by fax 
or letter to both the contractor and UBM / Local Movement Agency.  A copy with 
proof of dispatch should be kept by the individual in case of dispute. 
b. 
Hours Notice.  Contractors normally require a minimum of 48 hours' notice of a 
cancellation or postponement of collection or delivery.  Any amendments sent on a 
Friday, will require Monday and Tuesday as notice.  Amendments sent on Friday for 
Monday deliveries will incur a charge against the MOD for the Wasted Journey.  It is 
this cost that will be passed on unless the circumstances of the Wasted Journey were 
beyond the individual's control i.e. late change to posting for service reasons. 
c. 
Avoid Day of March Out / In.  Delivery should not be requested on the day of 
arrival or march-in; any delay in the journey or in taking over the quarter could result 
in a wasted journey. 
d. 
Changes of Address.  The driver of the vehicle collecting the consignment 
should not be asked to pass on the notification of a change of address to the UBM or 
Movement Agency.  Merely altering the address on boxes will only cause confusion. 
e. 
Recovery of Charges.  An F/Mov/709 will be raised to recover the Wasted 
Journey Charge from the individual's Pay Account. 
JSP 800 Volume 2 Part 6 Chapter 4 - Movement of Unaccompanied Baggage in Excess of Entitlement 
Third Edition dated January 2010 
 
302

 
PART 6 
 
CHAPTER 5 - DOCUMENTATION 
GENERAL 
6.5.001. 
General.  Documents for the movement of unaccompanied baggage under this 
system are described in subsequent paragraphs.  These documents are applicable world-
wide and replace all existing single Service documents.  Service units, sponsoring 
authorities and movement agencies are to indent for supplies of the documents they 
require through normal channels. 
6.5.002. 
Documents.  The following documents are used exclusively for the movement 
of Unaccompanied Baggage under MOD arrangements: 
a. 
DSCOM/OS/Removals - Joint Services Unaccompanied Baggage Guide. 
(1) 
DSCOM/OS/Removals/A - Authority and Entitlement Certificate 
(including Owner's Declaration and Agreement to Pay Excess Baggage 
Charges and Customs Duty). 
(2) 
DSCOM/OS/Removals/B - Current versions of the DSCOM/OS/ 
Removals include DSCOM/OS/Removals/B "Application to Move under the 
Furniture Movement Service" which replaces locally produced Proforma. 
b. 
Other Forms
(1) UBM 
brochure. 
(1) Booking 
Request. 
(1)  UBM Collection and Delivery Note. 
(1)  Removal Service/FMS Inventory Sheet. 
(1)  F/Mov/709 - Excess Baggage Statement. 
(1) Customs 
Declaration 
Forms. 
(1)  Unaccompanied Baggage Import Duty Debit Note. 
JOINT SERVICES UNACCOMPANIED BAGGAGE GUIDE – DSCOM/OS/REMOVALS 
6.5.003. 
General.  The Joint Services Unaccompanied Baggage Guide contains 
instructions for Service personnel and entitled UK based civilians on the preparation and 
dispatch of their own and their family's unaccompanied baggage under MOD 
arrangements when moving to or from an overseas station, or within NWE, at public 
expense.
JSP 800 Volume 2 Part 6 Chapter 5 - Documentation 
Third Edition dated January 2010 
 
303

 
6.5.004. 
Content.  The Guide covers the following topics: 
Authority for movement 
Prohibited items 
Baggage scales / entitlements 
Baggage preparation 
Number of consignments 
Insurance 
Conditions of carriage 
Customs 
Application and collection procedures 
Weight and size restrictions 
Excess baggage / wasted journey charges 
 
 
6.5.005. 
Distribution.  Parent Service units and sponsoring authorities are responsible 
for arranging the issue of a copy of the guide to each individual/head of family following 
receipt of an authority to move (e.g.  posting order).  Personnel are to be instructed to read 
the contents carefully and to retain the Guide for future reference. 
6.5.006. 
Loan Service and SAAS.  Loan Service and SAAS posts overseas must 
ensure that, a ready supply of DSCOM/OS/Removals booklets are retained at all times. 
DSCOM/OS/REMOVALS/A - AUTHORITY AND ENTITLEMENT CERTIFICATE. 
6.5.007. 
General.  The DSCOM/OS/REMOVALS/A certificate is mandatory for each 
individual / head of family moving unaccompanied baggage under MOD arrangements and 
is applicable world-wide.  No movement of baggage is to take place until the Movement 
Agency concerned is in possession of this form fully and correctly completed in all 
respects.  It should be noted that the DSCOM/OS/Removals/B is only to be used in 
connection with the FMS. 
6.5.008. 
Composition.  The DSCOM/OS/Removals/A certificate is in three parts as 
follows: 
A statement of the amount of unaccompanied baggage which may be moved 
at public expense for each owner (i.e.  an individual or head of family and the 
Part 1 
family) and the authority for the Movement Agency to convey this amount 
Entitlement and 
under MOD arrangements.  The Authorising Officer is responsible for ensuring 
Authorisation 
the form is fully completed and the correct entitlement has been entered in 
accordance with allowances contained in JSP 752.
 
Acceptance by the owner of the conditions under which his and his family's 
Part 2 - 
unaccompanied baggage will be carried by MOD and notification of the 
Owner's Declaration 
number of consignments the owner intends to send. 
Part 3 
An undertaking by the owner to pay the cost of any unaccompanied baggage 
Agreement to Pay Excess  moved in excess of his and his family's entitlement and any Customs Duty 
Baggage Charges and 
raised. 
Customs Duty 
 
6.5.009. 
Preparation.  Parent Service units and sponsoring authorities are to raise, 
complete and sign Part 1 and arrange for the individual/head of family concerned to 
complete and sign Parts 2 and 3.  Note that each signature is to be an original and not a 
carbon copy.  Unaccompanied baggage cannot be accepted for movement under MOD 
arrangements unless all three parts of the certificate have been properly completed, 
signed and stamped with the unit stamp.  See Section 1 in respect of personnel due for 
retirement or discharge.  The UBM has been instructed to reject incomplete forms and 
return them to the originating unit.  This may cause a delay in the booking of the move.  
Note that faxed copies are not acceptable. 
JSP 800 Volume 2 Part 6 Chapter 5 - Documentation 
Third Edition dated January 2010 
 
304

 
6.5.010. 
Number of Certificates.  Only one certificate (completed in quadruplicate) is 
normally to be raised for each owner.  Separate certificates are not required: 
a. 
For a head of family and the family even though their baggage may be 
dispatched at different times. 
b. 
When more than one consignment is being sent. 
In certain circumstances, however, for instance, when moving from a location overseas to 
NWE, an additional set of forms will be needed for removal from store and delivery to 
NWE. 
 
6.5.011. 
Authorisation.  Only appointed officers and warrant officers (and civilian 
equivalents) may authorise the movement of unaccompanied baggage and sign Part 1 of 
the certificate.  Attention is drawn to Section 2 “Enquiries and Completion of Paperwork” 
before completion of the DSCOM/OS/Removals/A. 
6.5.012. 
Distribution.  The original and three copies of each certificate are to be 
distributed by the parent Service Unit or sponsoring authority concerned as follows: 
Sent to the 
If moving from UK or NWE - to the UBM by post not later 
movements 
than one month before the individual/head of family's 
Original and One Copy 
agency 
departure.  Overseas movement agencies dispatching 
responsible for 
baggage to the UK are to ensure that one copy of 
movement to the 
DSCOM/OS/Removals/A is sent to the UBM, on or before 
new location 
the dispatch of an individual's first consignment. 
 
 
If moving from overseas - as instructed locally. 
Copy for Head of Family  Given to the individual/head of family for retention. 
Copy Retained by Unit 
Retained by the originating Service unit or sponsoring authority. 
 
6.5.013. 
Audit.  The copy retained by the originating Service units or sponsoring 
authorities is an auditable document.  It is to be retained for a period of not less than one 
year.  It should be linked with or cross referenced to the document authorising the 
individual to travel to the new location at public expense. 
UBM BROCHURE 
6.5.014. 
General.  The UBM Brochure will be sent by the UBM on receipt of 
DSCOM/OS/Removals/A to each individual/head of family when moving unaccompanied 
baggage from addresses in UK and NWE.  It provides further advice and assistance on the 
preparation and dispatch of unaccompanied baggage being collected and moved under 
UBM arrangements. 
6.5.015. 
Content.  The brochure, which is complementary to the Joint Services 
Unaccompanied Baggage Guide, includes information on: 
a. UBM 
services. 
b. 
UBM movement procedures. 
c. 
Insurance information and proposal forms. 
d. 
Customs advice and documents. 
JSP 800 Volume 2 Part 6 Chapter 5 - Documentation 
Third Edition dated January 2010 
 
305

 
BOOKING REQUEST 
6.5.016. 
General.  The Booking Request will be supplied by the UBM together with their 
brochure to each individual/head of family when moving from addresses in UK and NWE.  
An example is at Annex A.  The UBM will supply sufficient Booking Requests based on the 
number of consignments the owner intends to send as indicated on the 
DSCOM/OS/Removals/A.  A separate Booking Request is necessary for each 
consignment.  Booking Requests are provided for owners to inform the UBM of their 
collection and dispatch requirements for each of their consignments.  If the individual/head 
of family expects to leave before the Booking Request is returned to the UBM, the unit QM 
(or other responsible person) is to be given as the contact address.  The form may be 
adapted for use in overseas locations where it meets local requirements. 
6.5.017. 
Completion.  Each Booking Request is to be completed by the owner.  In 
cases where the family's unaccompanied baggage is being dispatched after the head of 
the family has moved to the new location, the Booking Request should be left with and 
completed by a member of the family (e.g.  spouse). 
6.5.018. 
Distribution.  It is stressed that each completed Booking Request is to be 
returned to the appropriate UBM office at least two weeks before the required collection 
date for the Normal (Self-Pack) Service, and three weeks for the other services. 
UBM COLLECTION AND DELIVERY NOTE 
6.5.019. 
General.  The UBM Collection and Delivery Note is used to record details of 
consignments collected within UK and NWE and delivered under UBM arrangements.  An 
example is at Annex B.  A similar procedure is to apply in overseas locations using locally 
produced documents. 
6.5.020. 
Procedure within UK, NWE and SWE Only. 
a. 
Collection Note.  On collection from addresses, the UBM carrier will record on 
the Collection Note the number of packages and volume of consignment.  The owner 
is to sign the Collection Note to agree the volume stated.  The carrier will give the 
owner, or his representative, a signed copy as a receipt.  Where applicable the 
Inventory Sheet will be amended to reflect changes since original assessment (see 
Paragraphs 6.3.013 and 6.3.014). 
b. 
Delivery Note.  On final delivery the owner, or his representative, is to 
acknowledge receipt of the consignment by signing a Delivery Note, a copy of which 
will be given to him by the carrier. 
6.5.021. 
Damage, Deficiency or Dispute.  In the event of damage, deficiency or 
dispute over assessment of volume the owner should annotate this note accordingly in the 
section for comments before the collection/delivery vehicle departs.  C/D notes without 
volumes should not be signed since these documents are used by the contractor to 
support his invoice. 
INVENTORY SHEET 
6.5.022. 
Inventory Sheet.  The Inventory Sheet is prepared by the surveyor who makes 
the original assessment of the volume of a Removal Service or FMS consignment (see 
Paragraphs 6.3.013 and 6.3.014).  It shows separately the items to be packed by the 
contractor and those which the owner intends to pack himself. 
JSP 800 Volume 2 Part 6 Chapter 5 - Documentation 
Third Edition dated January 2010 
 
306

 
EXCESS BAGGAGE STATEMENT 
6.5.023. 
General.  The Excess Baggage Statement is normally to be raised by the 
Movement Agency dispatching the baggage.  It is only to be raised when a Service person 
or entitled UK based civilian has dispatched unaccompanied baggage under MOD 
arrangements in excess of entitlement. 
6.5.024. 
Preparation.  The Movement Agency or other authority receiving the 
DSCOM/OS/Removals/A is responsible for determining the amount of unaccompanied 
baggage moved in excess of entitlement and raising an Excess Baggage Statement.  Only 
one statement (to be completed in triplicate) is required even when more than one 
consignment is sent. 
6.5.025. 
Distribution.  The three copies of each Excess Baggage Statement are to be 
distributed by the Movement Agency as follows: 
Sent to the appropriate pay authority for recovery of the charge, usually as a 
Original 
direct debit from the individual's pay account.  It is to be accompanied by the 
signed Agreement to Pay Excess Charges 
Second Copy 
Sent to the individual concerned at his new unit as notification that an excess 
charge has been incurred and of the amount to be recovered. 
Third Copy 
Retained by the Movement Agency 
 
IMPORT DUTY DEBIT NOTE 
6.5.026. 
An Import Duty Debit Note is raised by the UBM when Customs Duty levied on 
the importation of goods into UK has been paid in the first instance by the UBM on behalf 
of the owner (see Paragraph 6.7.003). 
JSP 800 Volume 2 Part 6 Chapter 5 - Documentation 
Third Edition dated January 2010 
 
307

 
ANNEX A TO PART 6 CHAPTER 5 
 
BOOKING REQUEST - EXAMPLE 

[Please complete the details below and return in the reply paid envelope at least 4 weeks prior to 
collection date] 
Rank  
Initials 
 
Name 
 
 
 
Service No 
Discharge Date 
To  
 
Reference 
Number 
 
 
 
 
 
  
 
Consignment 
Number 
 
 
 
 
 
 
 
One, Two or Three (*Delete as appropriate) 
Service Required FMS/REMOVAL/SELF PACK (*Delete as appropriate)  
Collect From Deliver To  
Est. No of 
 
Packages 
 Weekdays 
 
 
Weekdays 
 
Date Preferred 
 
 
Date 
 
Preferred 
Contact Telephone 
 
 
Contact Telephone 
Work  
 
 
Work   
Home  
 
 
Home   
Present Unit 
 
 
New Unit 
 
 
 
 
 
Special Instructions 
 
 
 
 
 
 
 
Signature  
 
Date 
Name (Block Capitals) 
 
 
 
For statistical information, please indicate 
I have existing transit insurance cover 
I have applied for cover, HR(GFA) Scheme 
I have applied for cover, Christchurch (M+S) Scheme 
When completed, please return to: M & S Shipping (International) Ltd 
JSP 800 Volume 2 Part 6 Chapter 5 Annex A – Booking Request - Example 
Third Edition dated January 2010 
 
308

 
ANNEX B TO PART 6 CHAPTER 5 
 
COLLECTION AND DELIVERY NOTE – EXAMPLES FOR SELF PACK SERVICE AND 
THE FMS / REMOVAL SERVICE OVERSEAS 

1. 
Collection and Delivery Note for the Self Pack Service.  Collection and delivery 
notes may vary in layout and style but must contain the necessary key elements shown. 
 
EXAMPLE - SELF PACK Service 
 Reference: 
 
 
Customer Name: 
Consignment No: 
 
 
Service Number: 
Date: 
 
Contractor 1: 
Contractor 2: 
 
 
Collect From: 
Deliver To: 
 
 
 
 
Collect Date: 
Deliver Date: 
 
 
Contact Tel: 
Contact Tel: 
 
 
Special Instructions: 
 
 
 
No 
Description Length 
Breadth 
Height 
M3 
Kg 
Pieces 
 
 
Personal Effects: 
 
Quantity and Sizes agreed 
Date: Total 
M3 
Kg 
Signature: 
Name (BLOCK): 
 
PLEASE ENSURE THAT ALL MEASUREMENTS ARE ENTERED, AND ARE AGREED AS 
ACCURATE, BEFORE SIGNING AS INVOICING / EXCESS CHARGES WILL BE CALCULATED AND 
PAYABLE BASED ON THIS INFORMATION 
Driver’s Signature and Remarks (Collection): 
Received at Depot: 
 
 
Date: Date: 
Driver’s Signature and Remarks (Delivery): OWNER’S 
SIGNATURE FOR RECEIPT: 
 
 
Date: Date: 
Name (BLOCK): 
M & S Shipping (International) Ltd 
   Area: UBM 
AUDIT 
 
 
 
 
 
 
 
 Bay: 
  
 
 
 
 
 
 
 Man 
No: 
  
 
All business is undertaken subject to the company’s trading conditions, a copy is available on request. 
 
Insurance only covered on receipt of written instructions. 
JSP 800 Volume 2 Part 6 Chapter 5 Annex A – Booking Request - Example 
Third Edition dated January 2010 
 
309

 
2. 
Collection and Delivery Note for the FMS / Removal Service Overseas. 
 
EXAMPLE - FMS/REMOVAL SERVICE OVERSEAS 
 Reference: 
 
 
Customer Name: 
Consignment No: 
 
 
Service Number: 
Date: 
 
Contractor 1: 
Contractor 2: 
 
 
Collect From: 
Deliver To: 
 
 
 
 
Collect Date: 
Deliver Date: 
 
 
Contact Tel: 
Contact Tel: 
 
 
Special Instructions: 
 
 
Volume: 
 
 
(As per attached Inventory) 
 
 
 
Pieces: 
 
Vehicle Measurement .......................................................  (if applicable) 
 
Length ..............................  Breadth ..............................  Height .............................. 
 
Reason for non survey/stack measurement: 
________________________________________________________________________________________ 
Signature of Owner/Rep: 
 
Date: 
 
PLEASE ENSURE THAT ALL MEASUREMENTS ARE ENTERED, AND ARE AGREED AS ACCURATE, 
BEFORE SIGNING AS INVOICING/EXCESS CHARGES WILL BE CALCULATED AND PAYABLE BASED 
ON THIS INFORMATION. 
________________________________________________________________________________________ 
Driver’s Signature and Comments on Collection: 
 
Date:___________________________________________________________________________________ 
 
OWNER - PRIOR TO SIGNATURE THAT GOODS HAVE BEEN SATISFACTORILY DELIVERED, PLEASE 
ENSURE THAT THE CUBIC CAPACITY UNPACKED HAS BEEN ENTERED. 
Signature:  
 
 
 
 
 
 
TO BE COMPLETED BY CONTRACTOR 
 
Date: 
 
 
UNPACKING REQUIRED: YES/NO 
 
 
 
VOLUME OF BAGGAGE UNPACKED: 
M & S Shipping (International) Ltd 
 
 
 
  
 
NET 
 UBM 
AUDIT 
VOLUME 
  
Area   
 
  
Bay   
 
  
Man 
No 
  
 
All business is undertaken subject to the company’s trading conditions, a copy is available on request. 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
E and OE 
JSP 800 Volume 2 Part 6 Chapter 5 Annex A – Booking Request - Example 
Third Edition dated January 2010 
 
310

 
PART 6 
 
CHAPTER 6 - PREPARATION OF CONSIGNMENTS 
PROVISION AND RESPONSIBILITY 
6.6.001. 
Provision of Packing Cases.  Packing cases are supplied on loan from 
Service sources, as available, in accordance with single Service instructions.  "Triwall' 
containers are usually supplied and are suitable for all containerised and air movement.  
Wooden and plywood cases should not be used due to import restrictions in some 
countries.  Cases supplied from Service sources are to be returned as soon as possible to 
a designated Service unit on completion of the movement of the consignment.  When 
using the Removal Service or Furniture Movement, Service packing materials will be 
provided by the contractor. 
6.6.002. 
Packing.  Responsibilities and guidelines for packing are as follows: 
a. 
Responsibility.  Packing of unaccompanied baggage is the owner's 
responsibility except in the following circumstances: 
(1)  When using the Removal Service or Furniture Movement Service under 
which packing and unpacking is provided by MOD appointed or locally 
employed Removal Contractor. 
(2)  Where authority exists or is given for packing to be undertaken at public 
expense, e.g.  Service Attaches, UK-Based Civilians. 
b. 
Guidelines.  Guidelines on packing, which may assist owners to minimise 
damage and pilferage, are at Annex A.  These are included in the Joint Services 
Unaccompanied Baggage Guide. 
CONDITIONS AND RESTRICTIONS 
6.6.003. 
Weight and Size Restrictions.  Restrictions on weight and size are as follows: 
a. 
'Triwall' Containers.  These are issued in a range of standard sizes.  When 
packed, no case or box should weigh more than 70 kg. 
b. 
All Other Types of Packing Cases, Trunks and Crates.  These must not 
normally exceed 1.12 m3 in volume and 150 cm in any one dimension.  When packed 
they must not weigh more than 125 kg. 
c. 
Furniture.  Items of furniture (excluding antiques, valuable paintings and 
pianos) within the following dimensional limits may be moved as unaccompanied 
baggage when the normal method of movement is by surface means. 
(1)  Maximum Weight: 
 
 
100 kg (1.98 cwt). 
(2)  Maximum Volume:   
 
1.12 m3 (40ft3). 
(3)  Maximum Single Dimension: 
1.98 m (6 ft 6 in). 
 
JSP 800 Volume 2 Part 6 Chapter 6 - Preparation of Consignments 
Third Edition dated January 2010 
 
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d. 
Furniture.  Items of Furniture (including antiques, valuable paintings and 
pianos) may NOT be included in unaccompanied baggage moved by air. 
e. 
Air Freight.  Items to be moved as air freight must be within the following 
dimensions: 
(1)  Max Width  
150 cm. 
(2)  Max Length  
300 cm. 
(3)  Max Height 
145 cm. 
f. 
Exceptional Movement.  As an exceptional concession, pianos may be moved 
under Removal Service or FMS between UK and NWE only (at owner's risk) 
providing that the owner arranges for them to be packed to the appropriate standard 
at his own expense prior to the date of collection.  Additional charges for handling 
may also be levied against the individual if appropriate. 
6.6.004. 
Addressing and Marking.  It is important that: 
a. 
All old marking and addresses on each packing case are to be removed or 
obliterated. 
b. 
The following details are to be stencilled or painted in bold and legible letters on 
two adjoining sides of each by the owner: 
(1)  Number, rank (or status), name. 
(2)  Full delivery addresses (e.g.  ship, unit, establishment, private address). 
c. 
Each case is to be identified by the owner with a number and the number of 
cases in the consignment e.g.  1 of 10 or 1/10. 
d. 
The owner should place a note of his name and new contact address inside 
each packing case on top of the contents and retain a list of the contents. 
e. 
If the owner elects to use the Deferred Delivery Service, the packages should 
be marked with his Number, Rank, Name and Destination Town and Country only. 
6.6.005. 
Keys of Locked Cases / Packages.  It is recommended that keys to any 
locked cases are retained but that contact addresses should be given access for Customs 
examination. 
6.6.006. 
Rejection by Movement Agency.  The Movement Agency is empowered to 
reject complete consignments or individual cases if they: 
a. 
Are unsuitable for handling. 
b. 
Contain any prohibited item. 
c. 
Are inadequately packed, secured or addressed. 
d. 
Are not covered by correctly completed documents, e.g.  Customs declaration 
and packing lists. 
JSP 800 Volume 2 Part 6 Chapter 6 - Preparation of Consignments 
Third Edition dated January 2010 
 
312

 
PROHIBITED ITEMS 
6.6.007. 
Unaccompanied baggage must NOT, in any circumstances, contain or include 
any of the items listed at Annex A to Part 6 Chapter 1.  Personnel dispatching baggage are 
to be reminded of the importance of complying with this Instruction.  A very serious view is 
taken of the inclusion of prohibited items which, apart from the risk of damage to life and 
property, may lead to penalties, the forfeiture of the goods and disciplinary action being 
taken against the individual concerned. 
INSURANCE 
6.6.008. 
Recommendation.  Individuals are strongly recommended to arrange 
insurance cover for their baggage in transit.  This should be for the value at destination if 
higher than in the UK.  Details of insurance facilities specially arranged for Service 
personnel are promulgated in single Service instructions.  Advice for MOD UK based 
civilians is contained in PPPA Policy, Rules and Guidance.  These schemes are optional 
and individuals may elect to obtain cover for transit risks from other Insurers.  The policy 
should also cover temporary storage if the Deferred Delivery system is used. 
6.6.009. 
Proposal Forms.  The UBM will distribute proposal forms of Services 
recommended insurance schemes to all Service personnel moving unaccompanied 
baggage from UK and NWE.  Overseas these forms are to be made available to individual 
Service personnel under local arrangements.  Individuals are responsible for completing 
the form to arrange insurance cover.  Personnel are under no obligation to use these 
schemes. 
6.6.010. 
Procedure.  When loss or apparent damage occurs during shipment to and 
from overseas, the UBM or local Movement Agency, as appropriate, will notify the shipping 
or airline concerned on behalf of the owner.  This will be without acceptance by MOD or its 
servants of any liability, and any subsequent claims action is the responsibility of the 
owner.  It should be noted that a carrier's responsibility and liability for loss or damage may 
be limited.
JSP 800 Volume 2 Part 6 Chapter 6 - Preparation of Consignments 
Third Edition dated January 2010 
 
313

 
ANNEX A TO PART 6 CHAPTER 6 
 
GUIDELINES ON PACKING, WHICH MAY ASSIST OWNERS TO MINIMISE DAMAGE 
AND PILFERAGE 

1. 
These guidelines are also included in the Joint Services Unaccompanied Baggage 
Guide. 
BAGGAGE PREPARATION - SUPPLY OF PACKING CASES 
 
2. 
Supply.  Packing cases may be obtained on loan from Service sources, subject to 
availability.  The Parent Service Unit or Sponsoring Authority will advise you how these 
should be obtained.  The UBM is not responsible for providing packing cases. 
3. 
Notification to Spouses.  If authorisation for the family to travel has not been 
received before the individual departs, the spouse will be told how to obtain packing cases 
in his/her movement instructions. 
4. 
Return of Cases.  All Service loaned packing cases must be returned without delay 
to a local Service Unit on completion of the move unless instructed differently. 
5. 
Types.  The only types of packing case currently issued on loan by the Services are 
plywood cases (MFO boxes) and 'Triwall' containers.  Plywood cases should not be used 
due to import restrictions in some countries. 
6. 
Use of Civilian Trunks.  Civilian pattern trunks are also suitable provided they are in 
a sound condition.  However, they must be over-crated when moving other than between 
UK and Continental Europe. 
ADDRESSING AND MARKING 
 
7. 
Markings.  All old markings and addresses on packing cases should be removed or 
painted over.  The name and new delivery address should be painted or stencilled on each 
case in bold letters on two adjoining sides.  Labels should not be used as they are easily 
removed.  When using the Deferred Delivery Service each package should be marked with 
Number, Rank, Name and destination town and country only. 
8. 
Identification.  Each case or package should be identified with a number followed by 
the number of items in the consignment, e.g. 1 of 10 or 1/10. 
9. 
Contents Lists and Contacts.  A note giving name and new contact address should 
be placed inside each case on top of the contents and a list of the contents retained.  The 
UBM or Movement Agency will advise if copies of the contents lists are required for 
production to Customs Authorities. 
KEYS OF LOCKED CASES / PACKAGES 
10.  Keys.  Keys of locked cases should be retained, but a contact address given should 
access be required for Customs examination. 
PACKING GUIDELINES 
1. 
The weight / size restrictions shown in the DSCOM/OS/Removals, the Joint Services 
Unaccompanied Baggage Guide, are to be adhered to. 
JSP 800 Volume 2 Part 6 Chapter 6 Annex A – Guidelines on Packing, which may Assist Owners to Minimise Damage and Pilferage 
Third Edition dated January 2010 
 
314

 
2. 
Plywood and other packing cases should be lined with waterproof paper. 
3. 
Wherever possible all breakable and delicate articles and electrical goods should be 
packed in their original cartons with their original internal packing.  Fragile items such as 
glass and china should be packed in paper, clothing, wood shavings or sawdust and pre-
packed into cardboard boxes before being placed into packing cases.  Straw must not be 
used since many countries prohibit its importation. 
4. 
Each packing case should be filled completely so that the contents cannot move 
around inside and cause damage.  This will help reduce the number of packing cases and 
the liability to excess charges. 
5. 
Heavier items such as books should be mixed with lighter items inside each packing 
case to avoid overloading. 
6. 
A list should be made of the contents of each package.  One copy to be placed inside 
the package and one copy retained.  A contents list may be attached to customs forms to 
prevent clearance delays. 
7. 
Items such as refrigerators and non-collapsible chests may be filled with 'soft' items 
such as quilts (that will not cause damage within the item) providing the item remains 
within the set weight restrictions. 
REFRIGERATORS, WASHING MACHINES, DISHWASHERS, SPINDRYERS AND 
SEWING MACHINES. 
 
8. 
Refrigerators and freezers should be completely defrosted and thoroughly cleaned 
and dried. 
9. 
Any residual water should be drained from washing machines, spin-dryers and 
dishwashers.  Such appliances should be packed into their original cartons, with the 
original internal packing, and crated.  Crating is not necessary when movement is by the 
Removal Service or Furniture Movement Service between UK and Continental Europe. 
10.  Sewing machines and covers should be firmly secured to the base. 
FURNITURE 
 
11.  Where possible, items such as bookcases, beds, tables etc, should be collapsed as 
this reduces volumes.  Remain within the weight / size restrictions shown in the 
DSCOM/OS/Removals. 
12.  Small items of furniture items under the Normal (Self-Pack) Service (by surface 
means only) should be packed to a sufficient standard to withstand handling.  The UBM 
and Service Movement Agencies have been instructed not to accept unpacked items.
JSP 800 Volume 2 Part 6 Chapter 6 Annex A – Guidelines on Packing, which may Assist Owners to Minimise Damage and Pilferage 
Third Edition dated January 2010 
 
315

 
BICYCLES / PRAMS 
 
13.  Bicycles / prams should be packed in their original cartons and crated.  Crating is not, 
however, necessary when movement is by the Removal Service or Furniture Movement 
Service between UK and Continental Europe. 
GO KARTS, SMALL OUTBOARD MOTORS, MOTOR MOWERS AND OTHER 
POTENTIALLY DANGEROUS ITEMS 
 
14.  General.  Items are to be packed or crated separately to facilitate inspection.  Items 
in unopened original trade packs which have never contained fuel (i.e.  new or overhauled) 
may be accepted for sea or air movement provided a certificate is produced by the owner 
to this effect. 
15.  Sea Movement.  In the case of fuel driven motors, a certificate must be produced by 
the owner to the effect that the item has been drained of all fuel and left uncapped in an 
inverted position for at least 72 hours.  This certificate should accompany the consignment 
throughout its movement. 
16.  Air Movement.  All items containing Dangerous Goods (DG) (including batteries) 
must be prepared for carriage in accordance with JSP 800 Volume 4a. 
JSP 800 Volume 2 Part 6 Chapter 6 Annex A – Guidelines on Packing, which may Assist Owners to Minimise Damage and Pilferage 
Third Edition dated January 2010 
 
316

 
PART 6 
 
CHAPTER 7 - REVENUE AND CUSTOMS - UNACCOMPANIED 
BAGGAGE 
GENERAL 
6.7.001.  It is the responsibility of owners to acquaint themselves with the import and 
export regulations of countries to which they are sending and from which they are 
dispatching their unaccompanied baggage. 
6.7.002.  UK Customs Regulations.  Customs regulations for the import to and export 
from UK of personal and household effects are explained in JSP 327 Chapter 10. 
6.7.003.  Imports into UK
a. 
Completion of Customs Form C3.  Consignments imported into UK, except 
from EU countries, are to be accompanied by a fully completed packing list.  
Customs Form C3 will be issued by Service movement agencies or parent unit 
overseas.  Consignments are not to be accepted for movement unless a properly 
completed Customs Form C3 is presented at the time of collection as appropriate. 
b. 
Signature.  Customs Form C3 must be signed by the owner of the 
consignment.  It must NOT be signed in proxy by a representative on the individual’s 
behalf.  Origina