MISSION STATEMENT
Provide Distribution Management support by executing quality and responsive transportation support in the forms of packaging and crating, freight shipping and receiving, personal property services, and passenger travel services to the air station supporting establishment and the tenant units.
Contact Information
Personal Property Office
(858) 307-1670
(858) 307-1671
Passenger Travel Office/ Official Passport
(858) 307-1298
(858) 307-1303
Freight Operations
Shipping: (858) 307-1399/1400
Receiving: (858) 307-1403
Preservation, Packaging, Packing, and Marking
(858) 307-1241
HOURS OF OPERATIONS
Distribution Management Office (JRC, Bldg. 2258)
Monday – Friday: 0730-1600
Official No fee Passports (Appointments only)
Monday-Tuesday 0800-1230
Freight Operation (Bldg. 7209, Bay door 12)
Monday – Friday: 0730-1600
DMO Travel Policy
The Distribution Management Office (DMO) Passenger Travel section provides a wide range of services to support official travel for Department of Defense (DoD) personnel. These services include arranging commercial travel, under Temporary Additional Duty (TAD) or Permanent Change of Station (PCS) orders. The section also handles flight reservations and commercial bus reservations. Additionally, they manage travel beyond the Continental United States, including international and transoceanic travel, and provide guidance on entitlements for transportation of personnel and dependents. The DMO Passenger Travel section ensures that all travel arrangements comply with relevant regulations and policies, offering a reliable and efficient service to meet the travel needs of DoD personnel.
OCONUS TRAVEL
The Air Mobility Command (AMC) Patriot Express (PE) is a government-contracted flight service used for overseas (OCONUS) and transoceanic travel, including both Permanent Change of Station (PCS) and Temporary Additional Duty (TAD) trips. If available and suitable for the mission, the Patriot Express must be used for OCONUS TAD travel, as outlined in MCO 46070.A.
AMC flights open 90 days before departure, so it's important to plan ahead, especially during the busy PCS summer months. If AMC PE flights are available within the 14–21-day travel window for PCS, travelers will be booked on the flight to their next duty station.
PCS travelers must complete port call and OBI requirements, and the IPAC will generate a port call request for the Passenger Travel Office (PTO) to book flights. Note that pet space is limited, and reservations are handled on a first-come, first-served basis.
Baggage guidelines: Passengers are allowed 2 free checked bags (70lbs each, 62 linear inches) and one personal item in the cabin. Carry-on items should be no larger than 45 linear inches and must fit under the seat or in the overhead bin. For a list of prohibited items, please refer to the TSA website at tsa.gov.
CIRCUITOUS TRAVEL
Service member or dependent who performs PCS travel to, from, or between locations OCONUS over an indirect or circuitous route at personal expense and convenience is authorized travel allowances unless he or she was directed to use Government transportation and did not use it when it was available.
Members will ONLY QUALIFY to get an Air Mobility Command (AMC) non-availability letter if AMC transportation is not available.
PTO books travel from Permanent Duty Station (PDS) to PDS using US Flag Carriers. If members are requesting to fly an indirect route to their Permanent Duty Station this is called Circuitous Travel.
Members are required to request Circuitous Travel from HQMC Manpower Management Integration Branch (MMIB-3) between 30-45 days prior to requested travel dates to ensure it is approved and commercial reservations for travel reservations and reimbursement. Reimbursement is limited to the government Constructed Cost (GCC) of direct travel the government would have paid.
LEAVE IN CONJUCTION WITH ORDERS (LICWO)
Passenger Travel Office (PTO) books travel from Permanent Duty Station (PDS) to PDS. If members are requesting Leave from another location within the US, that is considered LICWO travel.
PTO will arrange the GOV transportation from PDS-PDS with SATO travel.
SATO travel will email itinerary out to member to ensure all names, dates and locations are correct prior to Member purchasing tickets using the Government Travel Charge Card (GTCC).
After the GOV tickets are purchased, members can request to exchange tickets to depart from another location (within US).
Member would then exchange the gov purchased ticket to purchase a leisure ticket from their leave site. There are restrictions, must be with the same airlines, could be nonrefundable. There are required fees and possible additional cost per ticket that the member would pay using personal credit card.
At the completion of purchasing LICWO tickets member deals directly with airline concerning any issues with reservations or flights.
TAD TRAVEL
When traveling TAD per existing regulations travelers are required to use the Defense Travel System (DTS) to initiate their travel. DTS is an online module that will offer airline, hotel, and car rental accommodations to the traveler. Questions regarding DTS travel can be answered by your unit Authorizing Official (AO) or the installation DTS Helpdesk.
RESOURCES
https://www.amc.af.mil/AMC-Travel-Site/
https://www.marines.mil/News/Messages/Messages-Display/Article/896084/elimination-of-travel-advances-for-temporary-duty-travel/
https://dtsproweb.defensetravel.osd.mil/dts-app/pubsite/all/view/
https://www.marines.mil/Portals/1/Publications/MCO 4600.7A.pdf?ver=8njf8UwUYvQogfg8nqsZmw%3d%3d
https://www.travel.dod.mil/Policy-Regulations/Joint-Travel-Regulations/
https://www.marines.mil/News/Messages/Messages-Display/Article/3477778/pet-transportation-entitlement-final-decision/
HOW TO ARRANGE FOR SHIPMENT OF HOUSEHOLD GOODS
The Distribution Management Office (DMO) is open from 0730 – 1600 Monday through Friday. Thursday will be closed at 1400 for training, and excluding holidays. PCS workshop classes are given once every month at the education center hub. We are located on MCAS Miramar at BLDG 2258 the JRC. Walk-ins are welcome.
While filling out the initial paperwork, we ask that you estimate 1000 lbs. per room, be sure to include garage and any storage areas. The regulations and the local moving companies require any shipment under 5,000 lbs. can be packed and picked up in one day, shipments 5,000 to 10,000 lbs. will take one day to pack and one day to pick up, anything 10,000 or more will require two days to pack and one day to pick up.
Shipments in excess of your maximum entitlement are at your expense. Quite often, excess costs can be extremely expensive. Excess costs can be caused by excessive weight or distance. If you are on separation orders and your home of record or place of entry into active duty is;
EXAMPLE: Dallas, TX and you want to ship to Boston, MA…you could have excess costs.
Many times excess charges are due to attempted pack/pickup or delivery of your property. If, during a pack out, you or your designated agent are not at the residence, the movers do not have to wait, they can leave and charge you an “attempt” fee. The military member, spouse or a designated person over the age of 18 must be present at all times during the move. Do not leave pack crews in your residence unsupervised, they are required to leave and your move will have to be rescheduled…and you may be charged an attempt fee.
Some excess charges are due to the military member/spouse not being ready to move or the house is dirty or has an insect infestation. If the packers arrive at the residence and the house is dirty or there is an insect infestation…the member will be charged for an attempt and the move will have to be rescheduled.
HOW TO COORDINATE DELIVERY OF INBOUND SHIPMENTS
Upon arrival at MCAS Miramar call 32nd St at (855) 444 - 6683 for the shipment of your Household Goods. You can directly contact your moving company.
WHAT SHOULD I DO BEFORE THE MOVERS ARRIVE?
Organize and plan, You should go through your house and dispose/sell/give away unwanted items to ensure you do not exceed your maximum weight limit.
Prior to move day, the local Agent who is packing will contact you for a pre-move survey. Shipments within CONUS estimated 3200 lbs. or more should have a physical pre-move survey. If you are not contacted three working days prior to your pack date, call DMO (858) 307-1670.
Items must be clean and free of soil and insect/rodent infestation. If the movers feel your residence is not ready for packing, they can refuse to move you. This result in a delay of your move and you can be charged for an attempted pickup. It is your responsibility to ensure your personal property is ready to be moved.
We recommend you do not ship valuable jewelry or other small valuable items. Most people put these items in a room and ask the movers to leave this area off limits, but it has been known to get packed anyway. The safest place to ensure these items and important documents (passports, tickets, cash, military documents) are not packed is to place these items in your vehicle during the packing dates. Remember….reimbursement for expensive and easily valuable items may be disallowed totally or in part if you decide to ship them without added insurance or if you cannot substantiate ownership, proof of value or prove that they were shipped.
Prepare a list of small valuable items. Complete a detailed list of items, do not just annotate a 35mm camera…list it as it is….a Canon AE1 program with 55mm lens. Do this for all you small items or high value items. Many people videotape their belongings to show proof of ownership or take pictures of your property prior to the move…. This will also show the condition of the property prior to packing. You should have a list of all your music CDs, videos, etc.
You must disconnect your washer and dryer, the refrigerator must be defrosted, all appliances must be disconnected, and items in hard to reach places must be taken down. This is not the responsibility of the packers/movers; they are not required to move items from attics or crawl spaces. Packers can pack stereo equipment in original cartons if you have them and these cartons are serviceable. If you have any items requiring special disassembly, ensure you identify them during the DMO counseling and during pre-move survey.
All outdoor play equipment, TV antennas, storage sheds, dog runs and other such items must be disassembled by the military member….this is not a requirement of the movers.
PROFESSIONAL BOOKS PAPERS AND EQUIPMENT
If you are declaring professional gear, it must be annotated on the application for shipment (DD1299). Pro gear does not count against your weight entitlement provided it is declared on your application and identified on the inventory. Pro gear includes reference materials, books, special clothing (such as flight gear or specialized medical uniforms), it includes plaques and memorabilia. It does not include your basic uniform issue or your spouse’s professional books, papers and equipment. You should stage pro gear together so it can be packed and marked as such, it must be annotated as “pro” gear or books, papers and equipment.
NOTE: Claiming professional items after the move is usually not approved and could result in your shipment exceeding the weight allowance.
WHAT SHOULD I DO ON MOVING DAY?
The movers can arrive anytime between 8:00 a.m. and 5:00 p.m. You can call the local agent the day before the move to get an approximate show time, they are only obligated to advise you either morning or afternoon…but it is your responsibility to be at your residence or place of pack out between 8:00 a.m. and 5p.m.
It makes the day go smoother if you have your children and pets stay at a friend’s house during the packing and loading of your shipment.
When the movers arrive ask who the Crew Leader is. Take him/her around the house and show them what needs to be packed. While doing this, point out any items of concern. Show them which bathroom the pack crew may use and where to put their belongings if needed.
You may have a different crews show up on pack and pickup dates, so again show the Crew Leader the bathroom they may use and where they can put their belongings if needed.
Your job is to supervise the move… the movers will pack everything. You should not impede their progress. If you are organized it will make it easier to unpack at destination. If you and the movers disagree on something, call DMO. The movers are required to comply with the provisions of the contract, sometimes that means you are asking for something not in the contract or a service that is not required of the movers.
The inventory is your most important document. It is your proof of tender to the carrier…that you had an item that the movers packed and moved. Ensure the model and serial numbers of high value items and all electrical equipment is listed on the inventory. If it's not on the inventory, you didn't ship it. Pay close attention to the exception symbols used by the carrier to describe the condition of your household goods. If you disagree with the inventory, there is a space for exceptions on the bottom of each page. Annotate the inventory number with the name of the item and that you disagree with the condition of the item… DO NOT GET INTO AN ARGUMENT WITH THE MOVERS, IT DOESN’T SOLVE ANYTHING….call DMO Quality Control. Do not pack your moving documents (DD1299, inventory, GBL) you will need these when you arrive at destination, you must call the destination DMO when you arrive and let them know you are in the area, give them your contact information so you can be notified when your shipment arrives. Take these and your other important documents (school records, medical records, bank records, etc.) with you along with your original orders.
Prior to the driver leaving, ask when he plans on getting to destination and if the Carrier has an 800 number for “in-transit visibility”. His response will only be an estimate as something could come up and re-route him. You should communicate with the Carrier’s Operations Center (at the 800#) if you are attempting a direct delivery. The RDD is the date the carrier should have your shipment at destination without incurring a penalty, it can get to destination sooner and unfortunately….it could arrive late. Quite often the driver arrives before the RDD and the shipment is placed into storage.
You will be required to sign several forms on behalf of the government. These forms are used to verify packing material used, and any “special requirements” needed for the movement of your shipment. Please do not sign these forms until you have read and agree with these material counts and services.
Temporary Storage (SIT) is authorized at destination for 90 days in connection with your move unless you are shipping from a Government storage location (NTS) or performing a local move. The destination DMO may approve additional storage on a case-by- case basis. You must request additional storage prior to the expiration of your storage entitlement. If your shipment is coming out of permanent storage (NTS) the temporary storage entitlement is not authorized except for extremely unique circumstances.
PERSONALLY PROCURED MOVE
This program is available to military members and the next of kin of a deceased member. The program allows members to personally move household goods (HHG) and collect an incentive payment from the government when they have orders for permanent change of station (PCS), temporary duty (TDY), separation or retirement, or assignment to, from, or between Government quarters. A member can use rental or privately owned vehicles to move HHG instead of having the Government ship them. Members may use the program to move all or a portion of their authorized JFTR weight allowance. The personal property counselors will provide members information on the methods and procedures for making the move and advises members that they may choose one of the methods stated below, either alone or in conjunction with a government arranged move. The counselor also prepares DD Form 2278 (Application for PPM Move) for members. The personal property office does not, as policy, advise members to move their property first and then complete the required documentation afterwards as this may result in forfeiture of incentive. Members may choose one of the following methods:
PERSONALLY PROCURED TRANSPORTATION MOVE, USING RENTAL VEHICLES
Members may rent normal types of rental vehicles, equipment, moving aids, and packing material and the member performs all labor for the move. An advance operating allowance is authorized when using this method. An Advance Operating Allowance of up to 50% of your estimated final incentive payment is authorized when using this method to offset anticipated expenses for rental vehicle, gas, tolls, packing material and other authorized expenses. If you elect to draw an advance operating allowance, your package to settle your PPM claim must be received by TVCD 45 days of receiving the advance or you will be subject to a pay checkage for active duty and retired marines, or other collection actions for separated marines.
PRIVATELY-OWNED VEHICLE (POV) PERSONALLY PROCURED TRANSPORTATION MOVE
Members may use their own or a borrowed POV. Members must have written permission from the vehicle owner for all POV PPM moves; the current vehicle registration is also required. The purpose of an advance operating allowance is to offset anticipated expenses for rental vehicle, gas, tolls, packing materials and other authorized expenses. Marines normally receive mileage and other allowances while conducting PCS, separation or retirement moves, so an advance operating allowance is highly discouraged to ensure you do not have to pay back any funds advanced to you should you over estimate the weight of the household goods moved by POV. If you elect to draw an advance operating allowance, your package to settle your PPM claim must be received by TVCD within 45 days of receiving the advance or you will be subject to a pay checkage for active duty and retired marines, or other collection actions for separated marines.
IMPORTANT LINKS
DPS “Account Set-up/Walk-through” (.pdf)
Assembly of PPMs (.pdf)
IMPORTANT LINKS
Statement of Understanding (.pdf)
Authorization of Storage (.pdf)
Termination of Storage (.pdf)
Unit Representative Letter (.pdf)
UDP Roster (DELIVERY) (.pdf)
UDP Roster (PICK-UP) (.pdf)
POV Storage Packet (.pdf)
Per the references (a) JFTR U4770-B and (b) MCO P4600.39, the only Marines authorized government storage is single personnel who reside in the barracks and will be deployed for 90 days or more. Any married personnel, geo-bachelors, single parents, or single personnel collecting Basic Housing Allowance (BAH) are not authorized government storage. Distribution Management Office will verify with the unit representatives if service members are collecting BAH through I-PAC. Personnel collecting BAH and using government storage will be subject to forfeiture of their BAH until their return.
Example: If a service member elects to send their family back home prior to deployment, and temporarily lives in the barracks, this does not constitute as a geo-bachelor, therefore are not entitled to government storage.
- Unit deployment representatives will be from the units S4 section. Unit representatives are responsible for the following:
- Ensuring accountability of the Marines that are either receiving or getting goods stored.
- Ensuring that all of the documentation is completed correctly.
- Communicating to the DMO office in a timely manner (15 business days) for pickups/deliveries or any changes.
- Must be present during the entire process or the Marines getting their household goods delivered or picked up (0730- to completion)
NOTE: Cancelations must be submitted within a 24 hour notice or will receive an attempt fee from the delivering company. Marines that are not available during the pick-up and drop off will receive an attempt fee. This date was established by the unit, not by the Distribution Management Office. If cancellation is not done, attempt fee will be charged for re-delivery/pick-up.
REQUIRED DOCUMENTATION
The following paperwork is required to the DMO office by the unit representatives for all pickups and deliveries.
- Statement of Understanding (SOU) will be initialed and signed off by the S4 officer, so the DMO office knows each individual unit representative reads and understands all responsibilities they are required to perform.
- Unit Representative Letter, who the Units Commanding Officer has appointed as the designated member to schedule the pick-up and delivery dates for the unit.
- Roster for BOTH delivery or pick up of every Marine that turned in a DD 1299 requiring storage or delivery of their personal property.
- Storage Letter Authorization, which is signed by the units Commanding Officer used to notify DMO the unit will be deploying and requiring storage.
- Termination of deployment letter, which is singed off by the unit’s Commanding Officer. This is used to notify DMO now that the unit is returning and requiring the delivery of the Marines’ personal property.
NOTE: Units’ Statement of understanding, unit representative letter, Authorization for storage letter, and Unit Termination letter must be updated quarterly to ensure a smooth process.
INDIVIDUAL MARINE’S RESPONSIBILITY FOR UDP STORAGE/ DELIVERY
- Be present at assigned barracks and room from 0730 - to completion
- Good point of contact number and next of kin information for each individual.
- Make sure all of your personal property are inventoried correctly
NOTE: Ensure that each Marine is actually storing their personal property.
Example: Marine decides last minute that he is not going to utilize Government storage and did not cancel his pick-up. So Marine places a dust pan into storage to avoid any charges.
NOTE: The Distribution Management Office will communicate with the unit representative in order to avoid any confusion. We will not communicate with the individual Marine.
PRIVATELY OWNED VEHICLE STORAGE (POV)
Storage – The individual Marines that require vehicle storage will setup this process through unit representatives. The POV lot is located at East Miramar and will be opened weekly Monday – Friday at 0900 and 1300. The unit representatives will ensure the individual Marine has a POV packet properly filled out and copies of the following:
- Insurance
- Registration
- Driver’s license
- Military ID
Vehicle information needs to be current and up-to-date at the time DMO takes possession of the vehicle.
Pick up – Unit representative will coordinate a time and date prior to the Marines returning for them to pick up their vehicles and will provide a ride for the Marines to the POV lot. Unit representatives will have the Marines show up at the DMO office at least 15 minutes prior the scheduled time for the storage or release of the vehicles.
NOTE: Unit representatives will ensure the Marines have a ride back from the POV lot after the storage process is complete.
OFFICIAL/NO FEE PASSPORT APPLICATION PROCEDURES
Official no fee passport applications will be appointment basis only on Mondays and Tuesdays 0800-1230
Contact 858-307-1303/858-307-1298 to schedule your appointment. All applicants must be on orders to obtain an Official/No Fee passport. Applicants must also provide all the requirements listed below on the day they apply. The passport application requirements will be separated by Unit Deployment/ TAD and Permanent Change of Station.
Turnaround time for passports and Visas is 6-8 weeks. Recommend you apply as soon as possible. AS OF 8 AUGUST 2011 ALL PASSPORTS MUST BE SIGNED IN ORDER TO OBTAIN A VISA.
PERMANENT CHANGE OF STATION (PCS) REQUIREMENTS
THE PASSPORT APPLICATION may be a DS-11 for first time applicants, OR a DS-82 for renewal of a passport. ALL passport applications must be completed electronically using the online wizard found in the travel.state.gov website.
- If your child is under the age of 16 and was previously issued a No-fee passport, ensure you submit a DS-11 with the previously issued passport.
- If you are submitting a DS-82, a colored copy of the data page that displays your photo and signed signature line, is required. Please note: If you are in receipt of a Special Issuance Passport you must surrender that passport.
- Please notify the passport Agent if a biological parent of the child that is listed on his or hers birth certificate will not be present. Additional information will be required.
- Once printed no pen changes can be made to a DS-11 or DS-82 with the 2D Bar code on the top left corner.
- If your previously issued No-fee passport was LOST or STOLEN, you must submit a DS-11 and DS-64.
PROOF OF CITIZENSHIP: (ONLY ONE IS REQUIRED)
- Original Birth Certificate or Naturalization Certificate if the applicant is a Naturalized citizen.
- Tourist or previously issued No-fee Passport, a colored copy of the data page that displays your photo and signed signature line, is required. Please note: If you are in receipt of a Special Issuance Passport you must surrender that passport.
- Certified true copy ONLY issued from the State Vital Records office.
- Consular Report of Birth Abroad
**Passport applications cannot be accepted without one of the above**
**If the child is under the age of 16 please READ MINORS UNDER THE AGE OF 16**
THE FOLLOWING WILL NOT BE ACCEPTED AS PROOF OF CITIZENSHIP
• Certified Copies without raised seal from legal.
• Abstract of Birth.
• Puerto Rican birth certificates issued before July 1, 2010.
• Hospital birth documents.
• Birth Cards.
IDENTIFICATION
-A Copy of applicants ID both front and back is required.
- A Copy of the Sponsors Military ID both front and back is required for EACH application.
- Minors under the Age of 16 do not have to provide a Copy of their Dependent ID.
****Applicants must BRING copies of their ID cards; no copies will be made at DMO. ****
PROOF OF NAME CHANGE (IF APPLICABLE)
- Original Marriage certificate that bears the legal name change.
- 1 Certified Copy of the Court Order with raised seal, date, and Judge’s signature.
ORDERS
- 1 Copy of the Sponsors orders must be placed in EACH application.
PHOTOS
- (2) 2”x2” Pictures of EACH applicant must be provided.
Photos can be taken free of charge at COMMSTRAT, BLDG 9175. Hours of Operation are Monday-Wednesday 0800-1100 and 1300-1530, Thursday-Friday 0800-1200 (858)307-6000. Photos can also be taken out in town for a fee.
**NOTE**
• Photos cannot be taken in a Military uniform
• Must be taken within the past 6 months.
• Cannot have an overbearing smile.
ALL APPLICANTS REGARDLESS OF AGE MUST APPEAR IN PERSON WITH PROPER IDENTIFICATION
Public Law 106-113 requires that either parents or legal guardians appear in person before a passport acceptance agent and both must, under oath, sign the passport application for a child under the age of 16. There will, however, be circumstances when only one parent or no parent is available to apply for the child. Following are guidelines for each case.
MINORS UNDER THE AGE OF 16
WHEN BOTH PARENTS ARE AVAILABLE TO APPLY
When both parents or legal guardian(s) are available and able to appear in person to apply for the passport for the minor, they must be able to establish three things:
1. THEIR OWN IDENTITY. BOTH PARENTS OR LEGAL GUARDIAN MUST PRESENT AND SURRENDER A COPY OF ONE OF THE FOLLOWING:
· Valid Military ID Card (front and back)
· Valid Driver’s License (front and back)
· Valid US or foreign passport with recognizable photo
· Naturalization Certificate or Certificate of Citizenship
· Alien Registration Card issued by the Immigration and Naturalization Service
2. THEIR RELATIONSHIP TO THE CHILD. ONE OF THE DOCUMENTS MUST BE SURRENDERED THAT SHOWS THE NAMES OF THE PARENTS.
· Certified US Birth Record
· Certified Foreign Birth Record
· FS-240 Report of Birth Abroad
· DS-1350 Certification of Birth Abroad
· Adoption decree (must show adoptive parent’s names)
3. THE CHILD’S US CITIZENSHIP. ONE OF THE FOLLOWING DOCUMENTS MUST BE SURRENDERED FOR THE CHILD.
-
Certified US Birth Record
-
FS-240 Report of Birth
-
DS-1350 Certification of Birth Abroad
-
Naturalization Certificate
-
Previous US Passport
-
Previous No-Fee Passport
IF ONLY ONE PARENT IS AVAILABLE TO APPLY
The parent who appears in person must submit documentation to explain the absence of the other parent. One parent may sign the application if he/she can provide ONE of the following.
· Death Certificate of the other parent
· A notarized, signed statement (DS-3053) from the absent parent consenting to the issuance of a passport for the minor.
· The child’s certified Birth Record (US or foreign) which lists only the name of the parent making the application for the minor
· The child’s “Report of Birth Abroad” or “Certification of Birth Abroad” which lists only the name of the parent applying for the passport
· A court order granting sole custody to the parent who is making the application and which does not contain restrictions on the minor’s travel
· An adoption decree which lists the name of only the parent making the application.
· A judicial declaration of incompetence of the absent parent
· A copy of the commitment order or other comparable document for the incarcerated parent
If none of the above documentation is available, the parent who is applying for the passport must submit a non-notarized signed statement explaining why he/she cannot obtain the consent of the absent parent.
NO PARENT IS AVAILABLE TO APPLY
When there is no parent or guardian available to submit the application for the minor, then the person who applies for the child must appear in person with a NOTARIZED written statement or affidavit from either parents or custodial parent(s) authorizing him/her to apply for the passport of the minor. When the statement or affidavit is only from one parent, then evidence of sole custody must also be submitted.
SIGNING THE APPLICATION
When both parents (or both legal guardians) submit the application for the minor, the parents or guardians both must sign the application on the line in Item 21 of the DS-11 which is marked “Applicant’s Signature – Age 16 or older”. Until revised application forms are available, please follow this procedure.
UNIT DEPLOYMENT/TAD
THE PASSPORT APPLICATION may be a DS-11 for first time applicants, OR a DS-82 for renewal of a passport. ALL passport applications must be completed electronically using the online wizard found in the travel.state.gov website.
- Once printed no pen changes can be made to a DS-11 or DS-82 with the 2D Bar code on the top left corner.
- If you are providing a DS-82, you must submit your most recent passport.
- If your previously issued No-fee passport was LOST or STOLEN, you must submit a DS-11 and DS-64.
PROOF OF CITIZENSHIP (ONLY ONE IS REQUIRED)
- Original Birth Certificate or Naturalization Certificate if the applicant is a Naturalized citizen.
- Tourist or previously issued No-fee Passport, a colored copy of the data page that displays your photo and signed signature line, is required. Please note: If you are in receipt of a Special Issuance Passport you must surrender that passport.
- Certified true copy ONLY issued from the State Vital Records office.
- Consular Report of Birth Abroad
THE FOLLOWING LIST WILL NOT BE ACCEPTED AS PROOF OF CITIZENSHIP
• Certified Copies from Legal.
• Abstract of Birth.
• Puerto Rican birth certificates issued before July 1, 2010.
• Hospital birth documents.
• Birth Cards
IDENTIFICATION
-A copy of applicants military ID both front and back is required.
- It must be a legible copy. It cannot be too light or too dark.
****Applicants must BRING copies of their ID cards; no copies will be made at DMO. ****
PROOF OF NAME CHANGE (IF APPLICABLE)
- Original Marriage certificate that bears the legal name change.
- 1 Certified Copy of The Court Order with raised seal, date, and Judge’s signature.
ORDERS
-Approved funded orders or memorandum in lieu of orders that has been approved by The State Department.
-Orders must state a country that require a no-fee passport by the Electronic Foreign Clearance Guide: https://www.fcg.pentagon.mil/
PHOTO
- (2) 2”x2” Pictures of EACH applicant must be provided.
Photos can be taken free of charge at COMMSTRAT, BLDG 9175. Hours of Operation are Monday-Wednesday 0800-1100 and 1300-1530, Thursday-Friday 0800-1200 (858)307-6000. Photos can also be taken out in town for a fee.
**NOTE**
• Photos cannot be taken in a Military uniform
• Must be taken within the past 6 months.
• Cannot have an overbearing smile.
ALL APPLICANTS REGARDLESS OF AGE MUST APPEAR IN PERSON WITH PROPER IDENTIFICATION
Public Law 106-113 requires that either parents or legal guardians appear in person before a passport acceptance agent and both must, under oath, sign the passport application for a child under the age of 16. There will, however, be circumstances when only one parent or no parent is available to apply for the child. Following are guidelines for each case.
EXPEDITED PROCESS
The expedited process only works for DOD personnel not dependents Special attention should be given when requesting expedited service. All requests for expedited passport services must be in writing and include a detailed justification. The request must be signed by a General Officer (GO) or a Senior Executive Service (SES) equivalent. In the absence of a GO or SES member, the organization Commander is authorized to sign the letter of expedite. Requests for expedited services must include validation (copy of travel orders) that the traveler has actual plans to travel to a country requiring the use of an Official or Diplomatic passport, in accordance with the DOD Foreign Area Clearance Guide. These procedures apply to passport applications only; not to visa application.
VISAS
Many countries have visa requirements for official or diplomatic passport holders that are greater than the requirements for regular (fee) passport holders. Please refer to the link blow when inquiring Visa requirements based on the Country you are visiting.
https://passportmatters.army.mil/Requirements/Visas.aspx
FREIGHT SHIPPING SECTION
DMO freight shipping hours are 0730 to 1600, Monday thru Friday excluding Federal holidays. Hours of operations for receiving freight/small pack are 0730 to 1500. Request for extended hours to support mission requirements will be coordinated through the Director, Distribution Management Division.
Shipments larger than 10,000 to 40,000lbs will go through the units’ S4 to submit a TMR (Transportation Movement Request) through TCPT. Shipments exceeding 40,000lbs will require special permits (i.e. weight, height, width) and will be handled on a case by case basis. Outbound transportation documentation responsibilities include the preparation of Military Shipping labels (DD Form 1387), Signature And Tally Record (DD Form 1907), Commercial Bill Of Lading, Government Bills Of Lading (Standard Form 1103) and Transportation Control and Movement Documents (TCMD); DD Form 1384 in compliance with Military Standard Transportation and Movement Procedures (MILSTAMP) and Defense Transportation Regulation (DTR) 4500.9R, for all outbound freight shipped from MCAS Miramar, the Distribution Management Office will determine the mode of transportation required for each shipment and ensure compliance with proper packing, packaging and preservation requirements, prices and records, applicable transportation costs in accordance with appropriate transportation priority. All cargo must go through PP&P section for packaging and hazardous material certification. The PP&P section ensures that the initial documentation (DD Form 1348-1 or DD Form 1149) corresponds with the stenciling on the cargo. If the cargo requires special handling or hazardous classification, it must also be accompanied by a Shipper’s Declaration to be completed by PP&P or a qualified hazardous certified person. If the cargo is hazardous, the section ensures that the information on the key block is verified and correct. If discrepancies are noted with the shipper's declaration, the cargo is rejected until the corrections are made.