Steps for 'Other Than Economy/Coach' Accommodations
Steps for Requesting and Approving 'Other than Economy/Coach' Accommodations or Special Economy Seating Based on a Medical Disability/Special Need:
Steps 1 through 9 below describe the process for requesting 'other than economy/coach' accommodations (e.g., business class). Steps 1 through 3, 5, 7 and 9 describe the process for requesting special economy seating (e.g., an economy class ticket requiring the payment of a premium above the economy/coach class rate, for example, for extra leg room, or for more than one contiguous economy/coach class seat) and for an attendant, if required.
Traveler initiates request for 'other than economy/coach' accommodations or special economy seating by submitting a request to the DoDEA OI&IR via email or facsimile with the following documentation:
a. Licensed Medical Practitioner's Statement completed by competent medical authority (i.e., a licensed medical practitioner serving the traveler) and dated within 6 months of the anticipated travel end date. The statement must support the diagnosis with documentation and provide the medical justification for the requested travel upgrade and attendant, if required. The statement must also be signed, dated and imprinted with physician's stamp (in the absence of a stamp, letterhead imprinted with the physician's name, practice and contact information). If the stamp or letterhead is not provided, the form will be considered incomplete and will be returned to the submitting employee. Incomplete forms will result in delay of processing and approval decisions.
b. Traveler's Request for Premium-Class Travel form that includes: Travel fare quotes to and from the home of record in $ U.S. for standard economy/coach class and 'other than economy/coach' accommodations, and/or special economy seating (rounded to the nearest dollar), and ticket issuing location (name and location of CTO). Obtain travel quotes from your local CTO.
c. Copy of completed travel orders.
If the travel is to take place during a school or work year of the traveler or attendant, the traveler is advised to ensure that the designated attendant confers with his or her respective manager before the attendant request is made, to determine the availability of the attendant to travel on the dates required by the traveler in need.
OI&IR prepares package for review/coordination by DoDEA Office of General Counsel
Package is forwarded to DoD Office of General Counsel for review/coordination, if requesting 'other than economy/coach' accommodations
Package is forwarded to the DoDEA Director for review/concurrence/approval
Package is forwarded to the AO through the Assistant Secretary of Defense for Manpower and Reserve Affairs for coordination
Package is forwarded to the AO Principal Deputy Assistant Secretary of Defense for Manpower and Reserve Affairs, Performing the Duties of the Principal Deputy Under Secretary of Defense for Personnel and Readiness for approval/disapproval
If approved, OI&IR notifies the traveler and request DLA amend the travel orders
With amended travel orders traveler request ticket from CTO
CTO issues ticket
*Emergency Circumstances for 'other than economy/coach' accommodations:
Will process without travel orders steps 2 through 4;
however, travel orders are required for steps 5 through 9.
Inadequate planning does not constitute extenuating/emergency circumstances and will not be recommended for an exception.
Submit requests to DoDEA Office of Investigations and Internal Review
via facsimile: 770-268-7488 or
via e-mail: Premium Class Travel.